MARICOPA COUNTY_DRAFT PCR09 (CONTRACT#13129-1-RFP) EC NOVEMBER 12 CLEAN VERSION 231115.DOCX
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SERIAL 13129-1-RFP
CONTRACT
SERIAL 13129-1-RFP
Contract Synopsis:
Approval Date:
December 7, 2016
Contract Start Date:
December 7, 2016
Contract End Date:
December 31, 2026
Contract Term:
10 years, plus option for additional 10 years
Contracted Parties:
Maricopa County (County, Owner)
Esri Canada Limited (Contractor)
Scope Brief:
Contractor shall provide all products and services as defined in Exhibit A, Scope of Work to provide County with a
Computer Aided Mass Appraisal (CAMA) system for the use of the Maricopa County Assessor’s Office.
Table of Contents:
Master Agreement
Exhibit A, Scope of Work
Part One – Special Terms and Conditions
Part Two – Statement of Requirements
Part Three – Statement of Work
Part Four- Implementation Schedule
Exhibit B, Price Agreement
Exhibit C, Software Subscription Agreement
Appendix 1 – Functional and Technical Feature Requirements
Appendix 2 – Contractor Travel and Per Diem Policy
Appendix 3 – Scope of Work Support Documents
Part A – Data Migration Assumptions and Acceptance Criteria
Part B – Report Assumption
Part C – Integration Assumptions
Part D – Milestone/Deliverable Acceptance Form
Part E – Change Order Request Form
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MASTER AGREEMENT
SERIAL 13129-1-RFP
This Master Agreement (this “Contract”) is entered into as of the 7th day of December, 2016 (the “Effective Date”)
by and between Maricopa County (“County”), a political subdivision of the State of Arizona, and Esri Canada
Limited, an Ontario corporation (“Contractor”) for the purchase of Computer Aided Mass Appraisal Software
System Implementation and maintenance services.
1.0
CONTRACT TERM:
1.1
The term of this Contract shall commence as of the Effective Date and continue for a period of ten
(10) years thereafter, until the 31st day of December, 2026 (the “Initial Term”).
1.2
The County may, at its option and with the agreement of the Contractor, renew the term of this
Contract for additional terms up to a maximum of ten (10) additional years, (or at the County’s sole
discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after
expiration). The County shall notify the Contractor in writing of its intent to extend the Contract
term at least thirty (30) calendar days prior to the expiration of the original contract term, or any
additional term thereafter. The Initial Term and any renewal term thereafter shall be collectively
known as the “Term.”
2.0
FEE ADJUSTMENTS:
After the completion of implementation as described in Exhibit A, Scope of Work of this Agreement,
Contractor may request increases in rates for non-scope services (as described in Exhibit B) on the Contract
anniversary date after Final Acceptance of Implementation Services. All requests for increases shall be
accompanied by detailed supporting documents that explain the necessity of the increase. County shall
independently verify each request and make a determination on the allowance of the increase(s). Requested
increases to the Rate Card shall be limited to the lesser of three (3) percent or the Consumer Price Index for
All Urban Consumers (CPI-U) as reported semiannually for the Phoenix-Mesa local area across the previous
twelve months of published data prior to the adjustment effective date.
3.0
PAYMENTS:
3.1
As consideration for performance of the duties described herein, County shall pay Contractor the
charges or fees stated in Exhibit B. All amounts are in US Dollars (USD).
3.2
Payment shall be made upon the County’s receipt of an acceptable invoice (in accordance with
Section 3.4.1) for services rendered, subject to Part One to Exhibit A attached hereto (the “Special
Terms and Conditions”).
3.3
In the event that an acceptable invoice is over sixty (60) days past due, Contractor may suspend the
Services, in whole or in part, until County has cured such failure to pay.
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3.4
INVOICES:
3.4.1
Contractor shall submit one (1) legible copy of their detailed invoice before payment(s)
can be made. The invoice must provide the following information (if applicable):
Company name, address and contact
County bill-to name and contact information
Contract serial number
County purchase order number
Invoice number and date
Payment terms
Dates of service or delivery
Milestone Description
Signed Acceptance Form
Milestone Extended Price
Retention Amount
Total Amount Due
If Applying travel and per diem expenses, copies of all receipts shall be
provided for audit in accordance with the Contractor Travel and Per Diem
Policy (Appendix 2)
3.4.2
Problems regarding billing or invoicing shall be directed to the County as listed on the
applicable Purchase Order.
3.4.3
Payment shall be made to the Contractor within thirty (30) days of the date of an acceptable
invoice by Accounts Payable through the Maricopa County Vendor Express Payment
Program. This is an Electronic Funds Transfer (EFT) process. County shall make available
the Maricopa County Vendor Express Payment Program upon Contractor’s completion of
the Vendor Registration Form located on the County Department of Finance Vendor
Registration Web Site (http://www.maricopa.gov/Finance/Vendors.aspx).
3.4.4
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
3.4.5
APPLICABLE TAXES:
1.
Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to
any installation labor on items that are not attached to real property performed by
Contractor under the terms of this Contract, the installation labor cost and the
gross receipts for materials provided shall be listed separately on the Contractor’s
invoices.
2.
State and Local Transaction Privilege Taxes: Maricopa County is subject to all
applicable state and local transaction privilege taxes. To the extent any state and
local transaction privilege taxes apply to sales made under the terms of this
contract it is the responsibility of the seller to collect and remit all applicable taxes
to the proper taxing jurisdiction of authority.
3.
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state,
and local taxes applicable to its operation and any persons employed by the
Contractor. Contractor shall, and require all subcontractors to hold Maricopa
County harmless from any responsibility for taxes, damages and interest, if
applicable, contributions required under Federal, and/or state and local laws and
regulations and any other costs including transaction privilege taxes,
unemployment compensation insurance, Social Security and Worker’s
Compensation.
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4.0
AVAILABILITY OF FUNDS:
4.1
The provisions of this Contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
availability of funds under this Contract. County shall keep the Contractor fully informed as to the
availability of funds.
4.2
If any action is taken by any State agency, Federal department or any other agency to instrumentally
suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract,
County may amend, suspend, decrease, or terminate its obligations under, or in connection with,
this Contract. In the event of termination, County shall be liable for payment only for services
rendered prior to the effective date of the termination, provided that such services are performed in
accordance with the provisions of this Contract. County shall give written notice of the effective
date of any suspension, amendment, or termination under this Section, at least ten (10) days in
advance.
5.0
DUTIES AND WARRANTIES:
5.1
The Contractor shall perform all duties stated in Exhibit A, or as otherwise directed in writing by
the Procurement Officer or County Designated Representative.
5.2
Contractor represents and warrants to, and covenants with, County that during the performance of
the Services, all Services will be performed in a professional and workmanlike manner and
Contractor and its employees and subcontractors (i) will abide by all laws, rules and regulations that
apply to the performance of the Services and (ii) will not willfully or knowingly violate or in any
way infringe any patent, trademark, copyright or other proprietary interest of any third party in its
performance of the Services. EXCEPT AS EXPRESSLY PROVIDED HEREIN, CONTRACTOR
MAKES AND COUNTY RECEIVES ABSOLUTELY NO WARRANTIES, EXPRESS OR
IMPLIED. CONTRACTOR DISCLAIMS ANY IMPLIED WARRANTIES OF FITNESS FOR A
PARTICULAR PURPOSE, MERCHANTABILITY AND TITLE.
5.3
Contractor will during the Services Warranty Period (as defined under Section 3.2 of Exhibit C,
Software Subscription Agreement) promptly re-perform the Services deemed by County not in
accordance with this Contract or any Statement of Work at no additional expense to County,
provided that Contractor receives notice from County within thirty (30) days after such Services
were delivered to County.
5.4
During the Term, County shall provide Contractor’s personnel with adequate workspace for
consultants and such other related facilities as may be required by Contractor to carry out its
obligations under this Contract.
6.0
TERMS and CONDITIONS:
6.1
INDEMNIFICATION:
6.1.1
Contractor shall defend, indemnify, and hold harmless County, its agents, representatives,
officers, directors, officials, and employees from and against all damages, losses and
expenses, including, but not limited to, attorney fees, court costs, expert witness fees, and
the cost of appellate proceedings, relating to, arising out of third party claims arising from
(a) the death of or personal injury to any person to the extent caused by the negligent acts,
errors, omissions, mistakes or malfeasance of Contractor, its employees or subcontractors,
or (b) the loss of or damage to the real or tangible personal property (whether owned or
leased) to the extent caused by the negligent acts, errors, omissions, mistakes or
malfeasance of Contractor , its employees or subcontractors.
6.1.2
The amount and type of insurance coverage requirements set forth herein will in no way
be construed as limiting the scope of the indemnity in this paragraph.
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The scope of this indemnification does not extend to the sole negligence of County.
6.2
INFRINGEMENT DEFENSE INDEMNIFICATION
6.2.1
Defense and Indemnity: Contractor shall defend, indemnify and hold harmless County
against any Claim, as defined below as provided for in this Section for any judgments,
settlements and court awarded attorney’s fees resulting from a Claim where the claimant
is adjudged the successful party in the Claim. Contractor’s obligations under this Section
are conditioned on the following: (i) County promptly notifies Contractor of the Claim in
writing upon County being made aware of the Claim; (ii) County gives Contractor sole
authority and control of the defense and (if applicable) settlement of the Claim, provided
that County’s legal counsel may participate in such defense and settlement, at County’s
expense, and (iii) County provides all information and assistance reasonably requested by
Contractor to handle the defense or settlement of the Claim. For purposes of this Section,
“Claim” means any cause of action in a third party action, suit or proceeding against County
alleging that Contractor software, or its upgrades, modifications, or revisions, as of its
delivery date under this Agreement, infringes a valid U.S. patent, copyright or trademark.
6.2.1.1 Remedial Measures: If software becomes the subject of a legal injunction pursuant
to a Claim, Contractor may, at its own expense and option: (i) procure for County the right
to continue use of the product; or (ii) replace or modify the software.
6.2.1.2 Exceptions: Contractor will have no defense or indemnity obligation for any Claim
based on: (i) modifications by someone other than Contractor; (ii) software has been
modified by Contractor in accordance with County-provided specifications or instructions;
(iii) use or combination by the County of software with Third Party Products, open source
or freeware technology; (iv) Third Party Products, open source or freeware technology; (v)
a product that is used or located by County in a country other than the country in which or
for which it was supplied by Contractor; (vi) possession or use of a product after
Contractor has informed County of modifications or changes required to avoid such Claim
and offered to implement those modifications or changes, if such Claim would have been
avoided by implementation of Contractor's suggestions and to the extent County did not
provide Contractor with a reasonable opportunity to implement Contractor's suggestions;
or (vii) the amount of revenue or profits earned or other value obtained by the use of
Contractor’s products, or the amount of use of Contractor’s products. “Third Party
Products” means any products made by a party other than Contractor, and may include,
without limitation, products ordered by County from third parties. However, components
of Contractor-branded products are not Third Party Products if they are both: (i) embedded
in Third Party Products (i.e., not recognizable as standalone items); and (ii) not identified
as separate items on Contractor’s price list, quotes, order specifications forms or
Documentation.
6.2.1.3 The foregoing states Contractor’s entire liability, and County’s sole and exclusive
remedy except as provided at law or equity, with respect to any infringement or
misappropriate of any intellectual property rights of another party.
6.3
INSURANCE:
6.3.1
Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing,
the stipulated insurance may be purchased from a company or companies, which are
authorized to do business in the State of Arizona, provided that said insurance companies
meet the approval of County.
6.3.2
All insurance required herein shall be maintained in full force and effect during the Term.
Failure to do so may, at the sole discretion of County, constitute a material breach of this
Contract.
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6.3.3
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
6.3.4
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
6.3.5
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contractor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
6.3.6
County reserves the right to request and to receive, within ten (10) working days, certified
copies of any or all of the herein required insurance certificates. County shall not be
obligated to review policies and/or endorsements or to advise Contractor of any
deficiencies in such policies and endorsements, and such receipt shall not relieve
Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of
Contractor’s obligations under this Contract.
6.3.7
The insurance policies required by this Contract, except Workers’ Compensation, and
Errors and Omissions, shall name County, its agents, representatives, officers, directors,
officials and employees as Additional Insureds.
6.3.8
The policies required hereunder, except Workers’ Compensation, and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against
County, its agents, representatives, officers, directors, officials and employees for any
claims arising out of Contractor’s work or service.
6.3.9
Commercial General Liability:
Commercial General Liability (“CGL”) insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $2,000,000 for each occurrence, $2,000,000
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit. The
policy shall include coverage for bodily injury, broad form property damage, personal
injury, products and completed operations and blanket contractual coverage, and shall not
contain any provision which would serve to limit third party action over claims. There shall
be no endorsement or modification of the CGL limiting the scope of coverage for liability
arising from explosion, collapse, or underground property damage.
6.3.10
Automobile Liability:
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage of
not less than $2,000,000 each occurrence with respect to any of the Contractor’s owned,
hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work
or services under this Contract.
6.3.11
Workers’ Compensation:
6.3.11.1Workers’ Compensation insurance to cover obligations imposed by federal and state
statutes having jurisdiction of Contractor’s employees engaged in the performance of the work
or services under this Contract; and Employer’s Liability insurance of not less than $1,000,000
for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit.
6.3.11.2 Contractor waives all rights against County and its agents, officers, directors and
employees for recovery of damages to the extent these damages are covered by the Workers’
Compensation and Employer’s Liability or commercial umbrella liability insurance obtained
by Contractor pursuant to this Contract.
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6.3.12
Errors and Omissions Insurance:
Errors and Omissions insurance and, if necessary, Commercial Umbrella insurance, which
will insure and provide coverage for errors or omissions of the Contractor, with limits of
no less than $5,000,000 for each claim.
6.3.13
Certificates of Insurance.
6.3.13.1 Prior to commencing work or services under this Contract, Contractor
shall furnish the County with valid and complete certificates of insurance, or
formal endorsements as required by the Contract in the form provided by the
County, issued by Contractor’s insurer(s), as evidence that policies providing the
required coverage, conditions and limits required by this Contract are in full force
and effect. Such certificates shall identify this contract number and title.
6.3.13.1.1 In the event any insurance policy(ies) required by this
Contract is (are) written on a “claims made” basis, coverage shall
extend for two (2) years past completion and acceptance of
Contractor’s work or services and as evidenced by annual Certificates
of Insurance.
6.3.13.1.2 If a policy does expire during the Term, a renewal certificate
must be sent to County fifteen (15) days prior to the expiration date.
6.3.14
Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to County.
6.4
NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Office of Procurement Services
ATTN: Contract Administration
301 West Jefferson Street, Suite 700
Phoenix, Arizona 85003
For Contractor:
Esri Canada Limited
ATTN: Lois Boynton, Vice-President, Operations
12 Concorde Place, Suite 900
Toronto, Ontario, Canada M3C 3R8
6.5
REQUIREMENTS CONTRACT:
6.5.1
Contractor signifies its understanding and agreement by signing this document that this
Contract is a requirements contract. This Contract does not guarantee any purchases will
be made (minimum or maximum). Orders will only be placed when County identifies a
need and issues a purchase order or a written notice to proceed.
6.6
TERMINATION FOR CONVENIENCE:
The County reserves the right upon sixty (60) days’ prior written notice, or forty-five (45) days’
prior written notice in the event of an assignment of this Contract by Contractor that does not require
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the County’s prior written approval, to terminate the Contract, in whole or in part at any time, when
in the best interests of the County without penalty or recourse. Upon receipt of the written notice,
the Contractor shall immediately stop all work, as directed in the notice, notify all subcontractors of
the effective date of the termination and minimize all further costs to the County. In the event of
termination under this paragraph, all documents, data and reports prepared by the Contractor under
the Contract shall become the property of and be delivered to the County upon demand and
settlement pursuant to part (a) and (b) below. In the event of a termination or expiration of this
Contract, the Contractor shall be entitled to receive just and equitable compensation for work
completed and materials accepted before the effective date of the termination and pro-rated
compensation for works in progress and such pro-ration will be based on the time and materials
expended by Contractor; provided, that, for work in progress (a) County shall promptly pay
Contractor the full payment amount, if any, retained by County (i.e., holdback amount) in
connection with the applicable completed Milestone, and (b) shall thereafter continue to negotiate
in good faith any additional amounts payable to Contractor by County. Notwithstanding anything
to the contrary herein, any dispute, difference or question relating to or arising among the parties
concerning the amount to be paid pursuant to part (a) or (b) will be submitted and settled by
arbitration by a single arbitrator chosen by the corresponding Regional Office of the American
Arbitration Association in accordance with the Commercial Rules of the American Arbitration
Association. The parties shall submit briefs of no more than ten (10) pages and the arbitration
hearing shall be limited to two (2) days maximum. The parties shall complete such arbitration within
90 days of the Contractor’s receipt of the notice of cancellation and payments due to the Contractor
shall be paid within ten (10) days of the determination of the arbitrator. The arbitrator shall apply
Arizona law.
6.7
TERMINATION FOR DEFAULT:
6.7.1
In addition to the rights reserved in the Contract, County may terminate the Contract in
whole or in part due to the failure of the Contractor to comply with any material term or
condition of the Contract if such failure is not cured within forty-five (45) days of the
County’s notice of such failure to Contractor. The County’s Procurement Officer shall
provide written notice of the termination and the reasons for it to the Contractor.
6.7.2
Upon termination under this paragraph, all goods, materials, documents, data and reports
prepared by the Contractor under the Contract shall become the property of and be
delivered to the County on demand.
6.7.3
The County may, upon termination of this Contract, procure, on terms and in the manner
that it deems appropriate, materials or services to replace those under this Contract. The
Contractor shall be liable to the County for any excess costs incurred by the County in
procuring materials or services in substitution for those due from the Contractor.
6.7.4
The Contractor shall continue to perform, in accordance with the requirements of the
Contract, up to the date of termination, as directed in the termination notice.
6.8
TERMINATION BY COUNTY:
If the Contractor should be adjudged bankrupt, or should make a general assignment for the benefit
of its creditors, or if a receiver should be appointed on account of its insolvency, the County may
terminate the Contract. If the Contractor should persistently or repeatedly refuse or should fail,
except in cases for which extension of time is provided, to provide enough properly skilled workers
or proper materials, or persistently disregard laws and ordinances, or not proceed with work or
otherwise be guilty of a substantial violation of any provision of this Contract, then the County may
terminate the Contract. Prior to termination of the Contract, the County shall give the Contractor
fifteen- (15) calendar day’s written notice. Upon receipt of such termination notice, the Contractor
shall be allowed fifteen (15) calendar days to cure such deficiencies.
6.9
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without penalty
or further obligation within three years after execution of the contract, if any person significantly
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involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County
is at any time while the Contract or any extension of the Contract is in effect, an employee or agent
of any other party to the Contract in any capacity or consultant to any other party of the Contract
with respect to the subject matter of the Contract. Additionally, pursuant to A.R.S §38-511 the
County may recoup any fee or commission paid or due to any person significantly involved in
initiating, negotiating, securing, drafting or creating the contract on behalf of the County from any
other party to the contract arising as the result of the Contract.
6.10
LIMITATION OF LIABILITY.
6.10.1
IN NO EVENT SHALL CONTRACTOR BE LIABLE UNDER THIS AGREEMENT
FOR PUNITIVE, INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL
DAMAGES OR EXPENSES ARISING OUT OF THIS AGREEMENT EVEN IF IT HAS
BEEN ADVISED OF THE POSSIBLE EXISTENCE OF SUCH LIABILITY.
6.10.2
IF FOR ANY REASON, CONTRACTOR BECOMES LIABLE TO COUNTY OR ANY
OTHER PERSON FOR LIABILITY ARISING PRIOR TO COUNTY’S FINAL
ACCEPTANCE, FOR DIRECT OR ANY OTHER DAMAGES, LOSSES OR
EXPENSES FOR ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM
OF ACTION (IN CONTRACT, TORT, STRICT LIABILITY, OR OTHER THEORY OF
LIABILITY), INCURRED IN CONNECTION WITH THIS CONTRACT OR THE
PROJECT
DELIVERABLES,
THEN
THE
AGGREGATE
LIABILITY
OF
CONTRACTOR FOR ALL DAMAGES, INJURY, AND LIABILITY INCURRED BY
COUNTY AND ALL OTHER PARTIES IN CONNECTION WITH THE SERVICES OR
THIS AGREEMENT SHALL NOT EXCEED THE AGGREGATE VALUE OF
IMPLEMENTATION AS DESCRIBED IN EXHIBIT B.
IF FOR ANY REASON, CONTRACTOR BECOMES LIABLE TO COUNTY OR ANY
OTHER PERSON FOR LIABILITY ARISING ON OR AFTER THE DATE OF
COUNTY’S FINAL ACCEPTANCE, FOR DIRECT OR ANY OTHER DAMAGES,
LOSSES OR EXPENSES FOR ANY CAUSE WHATSOEVER, AND REGARDLESS
OF THE FORM OF ACTION (IN CONTRACT, TORT, STRICT LIABILITY, OR
OTHER THEORY OF LIABILITY), INCURRED IN CONNECTION WITH THIS
CONTRACT OR THE PROJECT DELIVERABLES, THEN THE AGGREGATE
LIABILITY OF CONTRACTOR FOR ALL DAMAGES, INJURY, AND LIABILITY
INCURRED BY COUNTY AND ALL OTHER PARTIES IN CONNECTION WITH
THE SERVICES OR THIS AGREEMENT SHALL NOT EXCEED THE AMOUNT
PAID TO CONTRACTOR DURING THE TWELVE (12) MONTHS IMMEDIATELY
PRECEDING THE EVENT GIVING RISE TO THOSE DAMAGES CLAIMED.
6.11
FORCE MAJEURE
6.11.1
Neither party shall be liable for failure of performance, nor incur any liability to the other
party on account of any loss or damage resulting from any delay or failure to perform all
or any part of this Contract if such delay or failure is caused by events, occurrences, or
causes beyond the reasonable control and without negligence of the parties (“Force
Majeure Events”). Such events, occurrences, or causes will include acts of God/nature
(including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion,
act of foreign enemies, hostilities (whether war is declared or not), civil war, riots,
rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist
activities, nationalization, government sanction, lockout, blockage, embargo, labor dispute,
strike, interruption or failure of electricity or telecommunication service.
6.11.2
Each party, as applicable, shall give the other party notice of its inability to perform and
particulars in reasonable detail of the cause of the inability. Each party must use
commercially reasonable efforts to remedy the situation and remove, as soon as practicable,
the cause of its inability to perform or comply.
6.11.3
The party asserting Force Majeure as a cause for non-performance shall have the burden
of proving that reasonable steps were taken to minimize delay or damages caused by
foreseeable events, that all non-excused obligations were substantially fulfilled, and that
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the other party was timely notified of the likelihood or actual occurrence which would
justify such an assertion, so that other prudent precautions could be contemplated.
6.11.4
The County shall reserve the right to terminate this Contract and/or any applicable order or
contract release purchase order upon non-performance by Contractor. The County shall
reserve the right to extend the Contract and time for performance at its discretion.
6.12
OFFSET FOR DAMAGES;
In addition to all other remedies at law or equity, the County may, in good faith, offset from any
money due to the Contractor any amounts Contractor owes to the County for damages resulting
from breach or deficiencies in performance under this Contract.
6.13
ADDITIONS/DELETIONS OF SERVICE AND CONTRACTOR EMPLOYEE
MANAGEMENT:
6.13.1
The County reserves the right to add and/or delete materials or services to the Contract
through the Change Order process described in Section 1.3 of Exhibit A, Part One. If a
priced service requirement is deleted, payment to the Contractor will be reduced
proportionately, to the amount of service reduced in accordance with the pricing in Exhibit
B. If additional materials are required, prices for such additions will be negotiated between
the Contractor and the County.
Delivery of Features will not exceed the entire effort estimate plus 25 percent for
contingency.
6.13.2
The County reserves the right of final approval on proposed staff for all Tasks. Also, upon
request by the County, the Contractor will be required to remove any employees working
on County projects and substitute personnel based on the discretion of the County within
two weeks, unless previously approved by the County. In no event shall County be liable
for any costs related to delays arising from this Section 6.13, except for circumstances
arising under Section 6.13.1 above as expressed in the applicable Change Order.
6.13.3
Contractor shall endeavor to maintain the provided personnel throughout the
implementation of the Solution. In the event that Contractor personnel’s employment status
changes, Contractor shall provide County a list of proposed candidates with equivalent
experience with the Solution. County reserves the right to assist in the selection of the
replacement candidate.
6.13.4
Contractor shall not reassign any key personnel without the express consent of the County
(which shall not be unreasonably withheld, delayed or conditioned). Key personnel shall
be defined as the following roles:
A. Project Manager
B. Senior Business Analyst
C. Development Lead
D. Data Conversion Lead
E. Executive Sponsor
F. Management Level Technical Sponsor
6.13.5
County reserves the right to immediately remove from its premises any Contractor
personnel it deems to be causing any risk or disruption to County functions.
6.13.6
Contractor acknowledges that its personnel shall be subject to background inspections of
various levels of severity depending on level of secured access for the assigned tasks.
Contractor further agrees to replace any personnel who fail to pass the required background
check at the discretion of the County.
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6.14
RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an independent
contractor, and nothing herein or implied herein shall at any time be construed as to create the
relationship of employer and employee, partnership, principal and agent, or joint venture between
County and Contractor.
6.15
ASSIGNMENT:
No assignment of this Contract or of any rights or obligations hereunder may be made by either
party without the prior written consent of the other party and any attempted assignment without the
required consent shall be void; provided, however, that notwithstanding the foregoing, and without
prior written consent of County, (i) Contractor shall have the right to pledge, assign or otherwise
transfer this Contract and its rights hereunder, in whole or in part, as collateral security to any lender,
and (ii) Contractor shall have the right to assign or transfer this Contract and its rights hereunder, in
whole or in part, to any direct or indirect wholly-owned subsidiary of Contractor (“Contractor
Subsidiary”) or to any entity into which a Contractor Subsidiary may be merged or consolidated or
any entity which purchases all or substantially all of the assets or capital stock of Contractor;
provided, further, however, that (a) such subsidiary or entity agrees to be bound by the terms of this
Contract and (b) any such assignment or transfer shall not relieve that party from any liability or
obligation under this Contract.
6.16
SUBCONTRACTING:
Upon prior written approval by County, Contractor may subcontract work under this Contract;
provided, however, that subcontracting shall not relieve Contractor of its responsibility and liability
for any work performed by its subcontractor.
6.17
AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa
County Office of Procurement Services shall be responsible for approving all amendments for
County.
6.18
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
6.18.1
In accordance with section MCI 372 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and other
records and back-up documentation relevant to this Contract for six (6) years after final
payment or until after the resolution of any audit questions which could be more than six
(6) years, whichever is latest. County, Federal or State auditors and any other persons duly
authorized by the Office of Procurement Services shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
6.18.2
If the Contractor’s books, records, accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse County for
the services not so adequately supported and documented.
6.18.3
If at any time it is determined by the County that a cost for which payment has been made
is a disallowed cost, the County shall notify the Contractor in writing of the
disallowance. The course of action to address the disallowance shall be at sole discretion
of the County, and may include either an adjustment to future claim submitted by the
Contractor by the amount of the disallowance, or to require reimbursement forthwith of the
disallowed amount by the Contractor by issuing a check payable to Maricopa County.
SERIAL 13129-1-RFP
6.19
AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed cost,
such as overpayment, County shall notify the Contractor in writing of the disallowance. County
shall also state the means of correction, which may be but shall not be limited to adjustment of any
future claim submitted by the Contractor by the amount of the disallowance, or to require repayment
of the disallowed amount by the Contractor.
6.20
SEVERABILITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
6.21
PROPRIETARY RIGHTS IN DATA:
County shall own and have the use of all County Data and reports resulting from this Contract
without additional cost or other restriction except as provided by law. Each party shall supply to
the other party, upon request, any available information that is relevant to this Contract and to the
performance hereunder. Notwithstanding the foregoing, all intellectual property rights (including,
without limitation, copyrights and trade secrets) to deliverables, documentation and Software
(including customized Software) developed by Contractor, whether developed by Contractor prior
to or in the course of providing the Services, shall belong exclusively to Contractor. “County Data”
shall mean any data provided by County or entered into the Software.
The County agrees to allow the Contractor to use the County Data within the System for research
and development (R&D) and/or demonstration purposes during the life of the Contract. The
Contractor agrees not to release any actual data related to parcels, accounts, or appeals without
express approval of the County or any redacted information within the System. Contractor will work
with the County to determine a demonstration data set for demonstration purposes to prospective
customers of Contractor and any such data set shall be approved by County.
6.22
NON-DISCRIMINATION:
Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-
09 including flow down of all provisions and requirements to any subcontractors. Executive Order
2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and
downloaded
at
the
Governor
of
the
State
of
Arizona’s
website
http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1 which is hereby
incorporated into this contract as if set forth in full herein. During the performance of this contract,
Contractor shall not discriminate against any employee, client or any other individual in any way
because of that person’s age, race, creed, color, religion, sex, disability or national origin.
6.23
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01:
If Contractor engages in for-profit activity and has 10 or more employees, and if this Contract has a
value of $100,000 or more, Contractor certifies it is not currently engaged in, and agrees for the
duration of this Contract to not engage in, a boycott of goods or services from Israel. This
certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a regulation issued
pursuant to 50 U.S.C. § 4842.
Unless and until the District Court's injunction in Jordahl is stayed or lifted, the Anti-Israel Boycott
Provision (A.R.S. §35-393.01 (A)) is unenforceable and the County will take no action to enforce
it.
6.24
INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes all
prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
SERIAL 13129-1-RFP
6.25
ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and its Exhibits, Appendices, or County
issued Purchase Orders, the following order of precedence shall prevail:
1.
Contract
2.
Change Order Documents
3.
Exhibit C, Software Subscription Agreement
4.
Exhibit A, Scope of Work
5.
Exhibit B, Price Agreement
6.
Appendix 1, Functional and Technical Feature Requirements
7.
Appendix 2, Contractor Travel and Per Diem Policy
8.
Appendix 3, Statement of Work Support Documents
9.
County issued Purchase Order or Work Release
10.
Acceptance Documents
6.26
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41-
4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
6.26.1
By entering into the Contract, the Contractor warrants compliance with the Immigration and
Nationality Act (INA using E-verify) and all other federal immigration laws and regulations
related to the immigration status of its employees and A.R.S. §23-214(A). The Contractor
shall obtain statements from its subcontractors certifying compliance and shall furnish the
statements to the Procurement Officer upon request. These warranties shall remain in effect
through the term of the Contract. The Contractor and its subcontractors shall also maintain
Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and
Control Act of 1986, as amended from time to time, for all employees performing work under
the Contract and verify employee compliance using the E-verify system and shall keep a
record of the verification for the duration of the employee’s employment or at least three
years, whichever is longer. I-9 forms are available for download at USCIS.GOV.
6.26.2
The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph 6.26.1
of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s
intent to inspect and shall make the documents available at the time and date specified.
Should the County suspect or find that the Contractor or any of its subcontractors are not in
compliance, the County will consider this a material breach of the Contract and may pursue
any and all remedies allowed by law, including, but not limited to: suspension of work,
termination of the Contract for default, and suspension and/or debarment of the Contractor.
All costs necessary to verify compliance are the responsibility of the Contractor.
6.27
CONTRACTOR LICENSE REQUIREMENT:
6.27.1
Contractor shall procure all permits, insurance, licenses and pay the charges and fees
necessary and incidental to the lawful conduct of the Services, and as necessary complete
any required certification requirements, required by any and all governmental or non-
governmental entities as mandated to maintain compliance with and in good standing for
all permits and/or licenses. Contractor shall endeavor to keep fully informed of existing
and future trade or industry requirements, Federal, State and Local laws, ordinances, and
regulations which in any manner affect the fulfillment of a Contract and shall comply with
the same. Contractor shall immediately notify both Office of Procurement Services and the
using agency of any and all changes it has knowledge of concerning permits, insurance or
licenses.
6.28
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
6.28.1
The undersigned (authorized official signing for Contractor) certifies to the best of his or
her knowledge and belief as of the Effective Date or Renewal Date, that Contractor, and
its principals:
SERIAL 13129-1-RFP
(1) are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
(2) have not within the 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public
(Federal, State or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statues or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(3) are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the offenses
enumerated in paragraph (2) of this certification; and
(4) have not within the 3-year period preceding this Contract had one or more public
transaction (Federal, State or local) terminated for cause of default.
6.28.2
Should the Contractor not be able to provide this certification, an explanation as to why
should be attached to the Contact.
The Contractor agrees to include, without modification, this clause in all lower tier covered
transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier covered
transactions related to this Contract.
6.29
GOVERNING LAW:
This Contract shall be governed by the laws of the State of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court, Phoenix, Arizona.
6.30
INFLUENCE
As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct,
may be grounds for Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
6.30.1
A Person, as defined in MC1-101, offering or providing a gratuity, gift, tip, present,
donation, money, entertainment or educational passes or tickets, or any type valuable
contribution or subsidy,
6.30.2
That is offered or given with the intent to influence a decision, obtain a contract, garner
favorable treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of County, the Chief Procurement Officer,
or his designee, reserves the right to seek any remedy provided by the Maricopa County
Procurement Code, any remedy in equity or in the law, or any remedy provided by this Contract.
6.31
PUBLIC RECORDS:
Under Arizona law, all Contracts are public records and must be retained by the Records Manager
at the Office of Procurement Services. Contracts shall be open to public inspection and copying after
Contract award and execution, except for such Contracts or sections thereof determined to contain
proprietary or confidential information by the Office of Procurement Services.
6.32
INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
SERIAL 13129-1-RFP
6.32.1
Exhibit A, Scope of Work;
6.32.2
Exhibit B, Price Agreement;
6.32.3
Exhibit C, Software Subscription Agreement;
6.32.4
Appendix 1, Functional and Technical Feature Requirements; and
6.32.5
Appendix 2, Office of Procurement Services Contractor Travel and Per Diem Policy; and
6.32.6
Appendix 3, Statement of Work Support Documents
6.33
FORCED LABOR
6.33.1
By entering into a Contract, Contractor agrees to comply with all applicable portions of
Arizona Revised Statutes Section 35-394. Contracting; procurement; prohibition; written
certification; remedy; termination; exception; definitions.
6.33.2
Contractor certifies that it does not currently, and agrees for the duration of the contract,
that it will not use:
6.33.2.1 The forced labor of ethnic Uyghurs in the People’s Republic of China.
6.33.2.2 Any goods or services produced by the forced labor of ethnic Uyghurs in the
People’s Republic of China.
6.33.2.3 Any contractors, subcontractors or suppliers that use the forced labor or any good
or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China.
6.33.3
If Contractor becomes aware during the term of the Contract that Contractor is not in
compliance with this section, the Contractor shall notify the County within five business
days after becoming aware of the noncompliance. If the Contractor fails to provide a
written certification to the County that the Contractor has remedied the noncompliance
within 180 days after notifying the County of its noncompliance, then the Contract
terminates, except that if the Contract termination date occurs before the end of the 180
day period, the Contract terminates on the Contract termination date.
13129-1-RFP
13129-1-RFP
EXHIBIT A, SCOPE OF WORK
SERIAL 13129 –RFP
TABLE OF CONTENTS:
Part One – Special Terms and Conditions
Part Two – Statement of Requirements
Part Three – Statement of Work
Part Four – Implementation Schedule
13129-1-RFP
1.
PART ONE – SPECIAL TERMS AND CONDITIONS
1.1
DEFINITIONS
1.
“Acceptance” shall mean that a signed Deliverable Acceptance Form from the County has been sent
to Contractor indicating that a Deliverable has met the acceptance criteria set forth hereinafter.
2.
“Artifacts” are items/activities that are required for project success but are not subject to
Acceptance.
3.
“BA” shall mean business analyst.
4.
“Business Day” shall mean one regular eight-hour workday (Monday through Friday) as defined by
the County’s business calendar.
5.
“Business Hours” shall mean 8:00AM to 5:00PM Mountain Standard Time, Monday through
Friday excluding County holidays.
6.
“Cloud” – The use and instance of Microsoft Azure for deployment of the System to the County.
7.
“Computer Based Training” shall mean training content hosted on a learning management system
by County (or by Contractor upon mutual agreement of the parties).
8.
“Day/Days” shall mean, unless noted otherwise, one calendar day.
9.
“Defect” shall represent a condition in the software product which produces unexpected or incorrect
results, does not meet the expected software requirement, or does not meet reasonable end-user
expectations.
10. “Deliverable” shall mean any product, service, document, software, data, or other item produced by
Contractor and provided to the County for Acceptance.
11. “Designated Hardware” shall mean the servers designated by the County and in compliance with
any known required specifications.
12. “Documentation” shall mean the user documentation describing the Software and providing
guidelines for its use, and any and all additions and updates thereto provided to County by
Contractor, and any portion of the foregoing.
13. “Enhancement” shall mean collectively any modification, addition, or change to the software that
provides error corrections or efficiency alterations to the software, designated as such in
Contractor’s sole discretion.
14. “Feature” shall mean a collection of functions that provide discrete business value. Features
contain User Stories.
15. “Final Acceptance” shall mean the point at which Contractor has substantially met all of the
material requirements and conditions of the SOW, contingent upon Treasurer acceptance of tax roll
produced by the System.
16. “Final UAT” shall mean Final User Acceptance Testing. This is the phase of software testing
completed with End Users after delivery of the final Release Package to verify the system performs
as expected.
17. “Fix” shall mean the Contractor’s response with corresponding solution to a reported Defect.
18. “Flaw” shall represent a Defect that can be (but is not limited to) a typographical error, or an error in
the aesthaetic of the user interface not impairing the software’s reasonable use.
19. “Go-Live Date” shall be the date that County and Contractor establish as the date Contractor’s
System will be used as the day-to-day operational system of record.
20. “Integration” shall mean provision of custom interfaces and code to allow data exchange between
distinct software applications or databases.
13129-1-RFP
21. “Interface” shall mean programmed languages, codes and messages that programs use to
communicate with each other and to make information available.
22. “Issue” shall mean any condition which does or may adversely affect the ability of the project to
produce the required Deliverables, or which requires intervention in order to correct the condition.
23. “ITD” shall mean the Assessor’s Information Technology Division.
24. “Milestones” shall mean those milestones that Contractor shall meet, including the milestones for
the Implementation Services, for which County shall pay Contractor an agreed amount upon
completion of the applicable milestone.
25. “Onsite” shall mean the activity shall be conducted at County facilities.
26. “PM” shall mean project manager.
27. “Release” shall mean software package of expected functionality that is the culmination of one or
more sprints.
28. “Release Package” shall mean a set of deliverables with each Release including Software &
Technical documentation, analysis documentation, End-user documentation and Project Team
release training.
29. “Resolution” shall mean that an acceptable plan to address a Defect has been agreed upon by both
parties.
30. “Service Release” shall mean an unscheduled Release to address Defects and is delivered without a
full Release Package.
31. “Services” shall mean all the conversion, support, update, modification, installation,
implementation, maintenance, consulting, training or other services provided.
32. “SME” shall mean subject matter expert.
33. “Software” shall mean the subscribed software provided by Contractor to County under the
Software Subscription Agreement attached as Exhibit C that conforms to the requirements set forth
in this Agreement.
34. “Software Subscription” shall mean the electronic method by which Contractor provides County
access to the Software.
35. “SOW” shall mean the Statement of Work, Exhibit A, Part Three.
36. “Sprint” shall mean a set period of time during which specific work has to be completed and made
ready for review.
37. “Story Point(s)” shall mean a unit of complexity and not be confused with effort. Story Points are
abstract numbers used to estimate the relative complexity involved in implementing each User Story
in Target Process.
38. “System” or “Solution” shall mean the final configuration and setup of the Contractor software
product, including migrated or converted County data, installation, configuration, database design,
and integrations, so that all elements perform as a single unit in the manner intended.
39. “System Acceptance” shall mean the System is fully operational in the production environment and
performing in conformity with Acceptance criteria described herein.
40. “System Readiness” shall mean the System is fully operational in a non-production environment
and performing in conformity with the standard required to deploy the System to the production
environment.
41. “Target Process” shall mean the Software-as-a-service (cloud-hosted) project management tool
used by both Contractor and Maricopa County to manage software product requirements and testing.
42. “Task” shall mean a set of activities in the SOW with a common purpose.
13129-1-RFP
43. “Test Script” shall mean a series of actions, functions or commands documented for the purpose of
execution during quality assurance testing. To be consistent with the entity terms in Target Process,
references to Test Scripts (“Test Script[s],” “Testing Scripts,” and “UAT Scripts”) are equivalent to
and synonymous with “Test Case(s).”
44. “Third-party Statistical Software Application” shall mean analytics software for statistical and
econometric analysis, visualization, regression, and forecasting made by a party other than the
Contractor.
45. “UAT” shall mean User Acceptance Testing. This is the phase of software testing completed after
delivery of ECD-25 to verify the system performs as expected.
46. “Upgrade” shall mean collectively any significant modifications or changes to the software which
provide new functionality and/or interoperability, designated as such in Contractor’s sole discretion.
47. “User Story” or “User Stories” shall mean a tool(s) used in Agile software development to capture a
description of a software feature from an end-user perspective. The user story(ies) describes the type
of user, what they want and why. A user story helps to create a simplified description of a requirement.
A user story is an entity in Target Process that is linked directly to a Feature.
1.2
PAYMENT RETENTION:
1.2.1 Twenty percent (20%) of monies payable for Implementation Services in accordance with Exhibit
B (provided, that the applicable Milestone is designated as eligible for payment retention) earned by
Contractor related to work under this agreement shall be retained by County until Final Acceptance
of the services herein described in accordance with this Exhibit. County may elect to release specific
retention payments based on mutually agreed milestones, but in no case shall retention be fully
released prior to Final Acceptance of the services. All other payment terms and conditions shall not
be affected by the retention. In the event of termination or cancellation of this contract by County
through no fault of Contractor, Contractor shall be entitled to the refund of any funds in the retention
account. Any interest earned on retainage shall accrue solely to the benefit of County.
1.2.2 The Contractor shall have the right, pursuant to Arizona Revised Statutes, to submit securities in
lieu of retention for all work completed. The Contractor is required to request this option at least
ten (10) business days prior to submission of first Application for Payment to allow time for
preparation of forms. The Contractor shall request and obtain securities forms through County. The
County must identify either securities option or retention option prior to first Application for
Payment.
1.2.3 For Deliverables ECD-14 to ECD 25 as identified in Appendix B, retainage for each identified
Release Package may be withheld for such Deliverables that do not meet the 100% threshold for the
agreed-upon effort for the cumulative total with respect to Story Points metric targets as described
below.
1.2.3.1 Once a Release plan has been accepted, the Release Package delivered under such plan
must include at least 100% of the stated Story Points that were accepted in that plan by the
County.
1.2.3.2 As the intent of the additional withholding terms is to maintain a viable pace of
development, a Release Package delivering over such 100% minimum requirement will
provide Contractor with a “banked” Story Points entitlement to use as credits to mitigate
against future low delivery Release Packages.
1.2.3.3 If Contractor delivers below 100% on Story Points, County will withhold the at-risk
retainage for the deficient Release Package as identified under Exhibit B.
13129-1-RFP
1.2.3.4 Any shortfall from a Release Package under 100% of its accepted plan will be added to the
target effort for the subsequent Release Package, and the required minimum cumulative
Story Points for the subsequent Release Package set out under Appendix 1 will not change.
If this deficit is made up by the end of the next identified Release Package, thus achieving
the required minimum cumulative Story Points, the applicable at-risk retainage shall be
restored.
1.2.3.5 If Contractor delivers any complete Feature in the Release Package plan efficiently at less
than the estimated Story Points as agreed upon in the plan, then the original Release
Package plan will be adjusted accordingly so that Contractor will not be subject to
additional withholding.
1.3 CHANGE ORDER PROCEDURE:
In the event that either party determines that product or services are required to be added to or deleted from
the Contract, the following procedure shall be followed:
1.3.1The identifying party shall draw up a formal document (the “Change Order”) that shall include, but
not be limited to;
(i)
A description of the item to be added/deleted
(ii)
Rationale for the change
(iii)
Specific cross reference (document/section) to where the change is proposed
(iv)
Detailed adjustment to project schedule
(v)
Proposed adjustment to impacted price/milestone
1.3.2 The proposed change shall be presented to the other party’s Project Manager (or duly authorized
representative) for review. Said review shall not take longer than 10 business days.
1.3.3 The affected party may provide specific written commentary to the proposing party.
1.3.4 Once agreed as to form by the parties, the following shall be the sole executors of the Change Order
for inclusion into the Contract:
For the County:
Chief Procurement Officer or the Maricopa County Board of
Supervisors as determined by the County
For Esri Canada Limited:
Managing Director, Assessment (Michael Lomax as of the
Effective Date)
Cc: Vice President, Operations (Lois Boynton as of the
Effective Date)
1.3.5 In no event shall either party act upon a proposed Change Order until fully executed by the parties.
The acting party may be liable for all associated costs for products or services rendered under an
un-authorized Change Order.
1.3.6 Verbal agreements or directions given by either party that may have an effect on the Contract are
not binding.
1.3.7 The Change Order Request Form is contained in Appendix 3, Part E.
13129-1-RFP
1.4
HARDWARE
No hardware is included in this Contract unless mutually agreed to by the parties. If necessary, any server
upgrades or purchases will be performed under a separate procurement process. However, County
acknowledges that Contractor has already and will continue to provide recommended hardware
requirements.
1.5
ACCEPTANCE:
Contractor shall provide an implementation testing and acceptance plan that shall clearly delineate any and
all tasks that it expects County personnel to perform, including a clear time-line with milestones and
estimated effort for said tasks. Acceptance criteria for the implementation and subsequent upgrade and
maintenance updates throughout the life of this Contract shall conform to those listed in the Statement of
Work, Exhibit A, Part Three, §8.3.2.3. Total Software Score (TSS) will be calculated by County in
accordance with Requirements and Use Cases previously accepted. More detail on the TSS approach is
available in the Statement of Work, Exhibit A, Part Three, §1.1.5.5.
The County Project Manager or designee must approve all test plans and associated evaluation criteria
prior to the initiation of the testing process. All project milestones shall be subject to a formal acceptance
process approved by the County Project Manager. Only acceptance forms signed by designated County
employees and counter signed by the County Project Manager will constitute formal acceptance of
deliverables.
Defect Classification during Release Testing Periods:
CLASSIFICATION
SYSTEM DEFINITION
MITIGATION/RESPONSE
SEV1
Defect would prevent critical business
process from functioning or cause data
corruption post go-live. No workaround
exists.
or
Release testing is stalled and is dependent
on effective resolution.
Resolution or acceptable workaround
expected within current Release
Testing Period.
SEV2
Defect would prevent or impedes non-
critical business process from functioning.
An acceptable short-term work around
exists.
Resolution in form of a Service
Release is expected prior to next
Release
SEV3
Defect would prevent or impedes lower
impact non-critical business processes.
Resolution expected in mutually
agreed upon future Release.
SEV4
Flaws. Usability, training/how-to, or
documentation issues. Any issue that has a
non-intrusive long-term work around.
Fix may or may not be needed in a
future Release.
Defect Classification during UAT and Final UAT:
13129-1-RFP
CLASSIFICATION
SYSTEM DEFINITION
MITIGATION/RESPONSE
SEV1
Defect would prevent critical
business process from functioning
or cause data corruption post go-
live. No workaround exists.
UAT is stalled and is dependent on
effective resolution.
Resolution or acceptable workaround needed
≤ 3 business days.
SEV2
Defect would prevent or impedes
non-critical business process from
functioning. An acceptable short-
term work around exists.
UAT is (or is about to be) stalled
and is dependent on effective
resolution.
Resolution or acceptable workaround needed
≤ 5 business days.
SEV3
Defect would prevent or impedes
lower impact non-critical business
processes.
Resolution or acceptable workaround needed
≤ 15 business days.
SEV4
Flaws. Usability, training/how-to,
or documentation issues. Any issue
that has a non-intrusive long-term
work around.
Fix may or may not be needed in a future
Service Release
The Defect Classifications described above employed during UAT will be refined by the parties in a separate
decision tree document mutually agreed between the parties that will aid in clarifying the UAT Defect
classifications listed above. If there is a conflict between the decision tree and the Defect Classification
table above, the Defect Classification table above will supersede the decision tree.
Defect Classification after Final Acceptance:
After Final Acceptance, all defects relating to the Software licensed under the Software Subscription
Agreement (“Software Defects”) assigned a severity level in accordance with the Software Subscription
Agreement attached as Exhibit C and shall be governed by the Software Subscription Agreement.
Contractor shall provide ongoing administration, support, and maintenance of the System and Software
based on service requests submitted by the County. Service requests may be submitted by telephone,
email, or Target Process depending on the service level of the issue or Defect. All Level 3 requests must
be submitted by the County through Target Process.
1.6 SERVICE LEVEL AGREEMENT:
1.6.1
Escalation Schedule
(i)
User Support
All user support response times assume County business hours are 8:00AM to 5:00PM
Mountain Standard Time, Monday through Friday excluding County holidays.
1.6.1.i.1 Upon receipt of service request from County, Contractor shall
determine the appropriate service level (as set forth below). Software Defects,
if any, shall be assigned a level of severity in accordance with the severity levels
provided under the Software Subscription Agreement.
1.6.1.i.2 Level 1: Synchronous, real-time assistance by telephone or quick
response to emailed inquiries. Initial diagnostics & reference to support
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knowledge base. May include remote control of the user’s desktop. County
will provide this level for application, systems administration, database
administration, and business process issues.
1.6.1.i.3 Level 2: Asynchronous, scheduled service calls for desk-side
assistance or remote control of the user’s desktop. Includes reconfiguration or
re-installation of software components. May be provided by Contractor or
County based on the source of the issue. Those issues wholly within the
Solution shall be Contractor’s responsibility, though Contractor may request
County resources to perform local services at desktops or server. Contractor
shall acknowledge all Level 2 issues within one business hour and provide an
estimate for resolution within eight business hours.
Level 2 issues escalated to Contractor will come through a designated contact
within the County Assessor’s Office Technology Division.
1.6.1.i.4 Level 3: Support is provided solely by Contractor and escalated
internally for critical software failures, code debugging, etc.
1.6.1.i.5 For Level 3 user support issues, resolutions shall be delivered within
the guidelines and timelines as provided for Software Defects in the Software
Subscription Agreement.
1.6.2
Remedy for Breach of Service Levels
(i)
Root Cause
County and Contractor recognize that multitier solutions have many possible points of
failure and that any service level breach or remedy contemplated in this Contract applies
only to failure of Contractor’s software to provide agreed-upon functions. Faults whose
root causes lie with County or third-party resources (eg, telecommunications) are outside
the scope of this Service Level Agreement. The time to resolution shall not commence
until both County and Contractor have isolated and duly attributed the fault to a Defect in
Contractor’s software.
(ii)
Remedy
For faults in the Contractor’s software (other than Software Defects remedied pursuant to
Section 3 of the Software Subscription Agreement) duly attributed as a Severity 1 or
Severity 2 Defect, for each day beyond the Service Level Agreement that such Severity 1
or Severity 2 Defect remains unresolved after acceptance and agreement on the applicable
severity level, County shall receive a credit towards the next Software Subscription invoice
of one day’s value of that year’s subscription cost.
(iii)
Remedy Examples
1.6.2.iii.1 Severity 1 Example. First thing the morning it is discovered that no employees
can access the system. Contractor investigates and determines that the
Contractor hosted web service that provides access to the system has failed.
Contractor re-cycles the web services at noon, and the system is now available
to all authorized users. Service level is met, and there is no breach and no need
for remedy.
1.6.2.iii.2 Severity 2 Example. It is discovered that the Market Bulk Validation job errors
out every time it runs. As it is still several months before the valuation process
must be completed it does not fall into the timing situation for a severity 1 bug,
but because 1.4 million parcels are valued annually via the market bulk
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valuation job it qualifies as a severity 2 bug due to the large number of parcels
being effected. Contractor provides a patch seven business days later, two days
over the agreed service level. The service level breach is remedied in the next
Software Subscription billing cycle with a credit of 2 business days of the
annual fee, thus representing the two-day lag in service level.
1.6.2.iii.3 Severity 3 Example. The contact search tab does not allow for scrolling or
pagination of search results meaning any search is effectively limited to 50
results. Contractor provides new patch within seven business days, and County
is able search for contacts and see results beyond the first 50 results. As the
service level for Severity 3 is twenty business days, there is no breach and no
need for remedy.
1.6.2.iii.4 Out of Scope Example. County staff cannot login to the solution from within
one location but can remotely and from a second downtown location. County
technical staff identifies a network failure, so the fault is not within scope of
Contractor’s services and is therefore not escalated to Contractor.
1.7 SOURCE CODE ESCROW REQUIREMENT:
1.7.1 Contractor shall provide all source and compiled code and any updates or fixes for the Contractor
software work product as defined in Exhibit A, Part Three for safekeeping with a mutually
acceptable escrow agent within ten (10) business days of release acceptance. Software described in
contract 13068-SS Assessor Desktop Review SW Pilot Project executed by the County and Esri
Canada on August 31, 2013 and contract ADSPO15-097108 executed by the State of Arizona and
Esri on June 26, 2015 (adopted by the County on July 30, 2015 under contract number 15081-IGA)
shall be excluded from this section 1.8. The software source code and compiled code deposited with
the escrow agent will be a snapshot of all source and executable code maintained by Contractor in
the form of an archive in a recognized version control system (e.g. Vault or Visual SourceSafe). In
this way, as beneficiary of the escrow agreement between Contractor and escrow agent, County will
have access to all source code of the products that they license for all versions of the software that
they have licensed. Furthermore, the escrowed code shall include all code specifically developed
for County including, but not limited to: interfaces, Extraction-Transformation-Loading (ETL)
routines for data conversion, and all custom code. Upon taking possession of the source code,
County will have the right to use the source for products that they license in the versions currently
installed on the System or any subsequent versions in the archive., Contractor will make a deposit
of the archive with the escrow agent in line with the Contractor’s software release schedule, but not
less often than once every three (3) months throughout the life of the Implementation and then upon
each maintenance release for the term of this Agreement. Each deposit may be verified by County
through installation of the compiled code, at County’s option and expense.
1.7.2 County hereby agrees to pay all subscription and service fees to the Escrow Agent.
1.7.3 County shall have access to the escrowed code in the event of any of the following circumstances:
(i) the sale, assignment, or transfer to any third party of any of Contractor’s rights in the
licensed product (or any portion thereof) if such sale, assignment, or transfer may prevent
Contractor from fully performing any of its obligations under this Contract;
(ii)
Contractor becomes insolvent or commits any affirmative act of insolvency, or generally
fails to pay, or admits in writing its inability to pay, debts as they become due, makes a
general assignment for the benefit of creditors, files a voluntary petition of bankruptcy,
suffers or permits the appointment of a receiver for its business or assets, becomes subject
to any proceeding under, or case in, any bankruptcy or insolvency law, or Contractor takes
any action to authorize, or in the furtherance of, any of the foregoing;
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(iii)
Contractor discontinues providing full support and maintenance services for the licensed
product in accordance with its obligations pursuant to any agreement with Maricopa
County;
(iv)
Contractor has ceased to do business or intentionally refuses to provide any services
pursuant to any agreement with Maricopa County;
(v)
Contractor has breached (and if subject to a cure period, has not cured such breach within
such period) any material term or condition of any agreement with Maricopa County;
(vi)
Any change of control of Contractor or Contractor’s parent company, where such party is
acquired, directly or indirectly, in a single transaction or series of related transactions, or
all or substantially all of the assets of such party are acquired by any entity, or such party
is merged with or into another entity to form a new entity; or
(vii)
Any other circumstance in which County is entitled to access or use the applicable deposit
materials (including, but not limited to, the source code) under the express terms of any
agreement between Contractor and County.
1.7.4
Upon Maricopa County taking possession of the source code, Maricopa County hereby agrees as
follows:
(i) County accepts full and total responsibility for the safekeeping of the source code. County
agrees that such source code shall be subject to the restrictions of transfer, sale, and
reproduction placed on the software itself as stated in the software license signed by all
parties.
(ii) County agrees to only use source code related to applications for which they own a license.
There will be source from other applications in the archive.
(iii) County agrees that any unauthorized release of the source code will cause irreparable harm
to Contractor. Therefore, County agrees to compensate Contractor for any and all damages
Contractor suffers, to include reasonable attorney’s fees, resulting directly or indirectly
from, but not limited to, the mishandling, misuse, or theft of the source code, regardless of
intent, or the absence thereof, by County, its employees, former employees, agents and
third-party associates if so ordered by the court. Notwithstanding the foregoing, County
agrees that Contractor is entitled to an immediate injunction to stop any further alleged or
actual disclosure.
(iv)
No license under any trademark, patent, copyright, or any other intellectual property right,
is either granted or implied by the disclosure of the source code to County. Contractor’s
disclosure of the source code to County shall not constitute any representation, warranty,
assurance, guarantee or inducement by Contractor to County of any kind, and, in particular,
with respect to the non-infringement of trademarks, patents, copyrights, or any other
intellectual property rights, or other rights of third persons or of Contractor.
(v)
Contractor will not be responsible for maintaining the source code. Furthermore,
Contractor will not be liable for any consequences related to the use of source code
modified by County.
1.8 REMEDY FOR CONTRACTUAL DELAY
1.8.1 The parties acknowledge and agree in the event that Contractor fails to deliver a production ready
System to include all technical documentation required by Exhibit A, Part 3, Section 1.2.1(8) by August 1,
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2022 (“Production Ready System Date”), the County shall be entitled to deduct as liquidated damages,
either:
(i) the sum of Two Thousand and Thirty-Two US dollars (US $2,032.00) per day from the
Software Subscription annual fee payments due to the Contractor between August 1, 2022
and September 30, 2022 (Option 1); or
(ii) the sum of One-Thousand and Eighty-Five US dollars (US $1,085.00) per day from the
Software Subscription annual fee payments due to the Contractor between October 1, 2022
and June 30, 2023 (Option 2),
for each day of delay commencing on August 1, 2022 until a production ready System is delivered by the
Contractor.
1.8.2 In the event that the County elects to pursue its liquidated damages entitlement for either Option 1 or
Option 2 as described in Section 1.8.1 above, the parties agree that such applicable liquidated damages
amount shall not be construed as a contractual penalty, but rather as the mutually agreed upon capped
genuine and reasonable pre-estimated assessment of the monetary damages remedy available to the
County under this Contract as a result of Contractor’s uncured failure to meet the agreed Production
Ready System Date of August 1, 2022.
1.8.3 Notwithstanding the foregoing, the parties acknowledge and agree that the County’s liquidated
damages entitlement as provided under this Section 1.8 shall not apply in the event that the delay or
failure to meet the Production Ready System Date: (i) is caused or occasioned by the County or any
County representative; (ii) is excused by the County through an approved Change Order; or (iii) arises
from an event of force majeure; or (iv) is otherwise excused under the Contract.
2. PART TWO, STATEMENT OF REQUIREMENTS:
2.1
COUNTY REQUIREMENTS:
2.1.1 MUTUAL UNDERSTANDING OF REVISION
The parties agree that the requirements herein listed are subject to change and/or modification based
on the following criteria:
unilateral business decision of the County to not pursue a particular functionality;
mutual decision of the parties to not pursue a particular functionality;
unilateral business decision of the County to delay the development or deployment of a
particular functionality until a later date; or
the findings of the development process that substantially modify either the requirements or
Scope of Work.
In any of the above instances, any change/modification/deletion/addition/replacement of any portion
of the requirements or Scope of Services shall solely be documented and agreed to by a bi-laterally
executed Contract Amendment as described in Exhibit A, Part 1, Section 1.3.
2.1.2 GENERAL FUNCTIONAL REQUIREMENTS
The Solution shall have all of the following general functional capabilities. These capabilities
should be available to fully perform across all application functional areas of the Solution; be
configurable; and be operable by trained County employees.
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The Solution shall comply with all applicable State of Arizona and Maricopa County Laws, and all
applicable International Association of Assessing Officers (IAAO) standards, but specifically those
listed below:
Standard on Automated Valuation Models
Standard on the Mass Appraisal of Real Property
Standard on the Valuation of Personal Property
2.1.2.1
Configurable Workflow
The System shall include the ability to configure workflows to support unique, high-use,
repeatable activities such as are found with the appeals, permit intake, or notice-of-claim
processes. The workflow should aid in tasks such as: navigate the user through the proper
screens; move the work-step to supervisory users for approval; and aid in the completion
of queued work items (e.g., an appeal). A task in a given workflow can have a duration set
such that a secondary action (e.g., notify the supervisor) is taken after the set duration is
exceeded.
The CAMA software application should include a workflow process management and
configuration toolset. The solution should include transparent application integration
having simple and flexible configuration which will be able to handle multilevel workflow
processes. Security should be flexible enough to manage and authorize hierarchical
application users as well as mapping to external authentication systems such as Active
Directory. As business processes are managed through workflow, reporting and queues
will enable system users (management and individuals) to have a clear view of what is
needed and what is in action.
The design of workflow will include the ability to automate steps which get performed in
the application as well as build complex business processes which may have external
integration steps. This should all be facilitated through the CAMA software application in
a flexible, repeatable, user friendly manner. Items such as case management, building
permits and appeals are examples of processes that should be configurable through
workflow and may have configurable dependencies. Workflow should be flexible enough
to handle other processes which are required. The intention is that the administrator users
will be able to create and configure workflow processes without intervention. These
configurations can be unique to the County’s business processes.
2.1.2.2
Notifications
The System shall include a specific system notification that an action is pending or that an
action should be taken. The System may have a “notification area” or feature where
specific notifications occur. These should be configurable and may work in conjunction
with Workflow.
Example: An appeal recommendation requires approval by the Chief Appraiser, and since
he is an occasional user of the system, an email is sent notifying him of the task.
2.1.2.3 Alerts
The System shall include the ability to set a feature to “watch” for a given data
characteristic to change and then notify the user that such a condition exists. Alerts may
work in a manner similar to, or in conjunction with, Notifications.
Example: A given property has a violent dog, and that information needs to be alerted to
an appraiser who is preparing to make a field visit.
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2.1.2.4 Security
The System shall have completely configurable role-based security that operates at the
database level and controls user access to all data across all interfaces and output: screens,
fields, reports, dashboards, simple query tools, menus, administrative tools, etc.
The System shall have the ability to restrict access to sensitive data such as address
information for law enforcement personnel or elected officials.
Security Incident Notification. If Contractor becomes aware of a Security Incident,
Contractor will (1) notify County of the Security Incident within twenty four (24) hours of
becoming aware of the Security Incident and provide the County a summary of the
Security Incident that is reasonably known at that time such as: components of the
Contractor System affected, County data affected, County users affected and County
data/information affected; (2) investigate the Security Incident and provide County with
detailed information about the Security Incident; and (3) take reasonable steps to mitigate
the effects and to minimize any damage resulting from the Security Incident.
Notification(s) of Security Incidents will be delivered to one or more of County’s
administrators by any means Contractor selects, including via email. Contractor shall pay
for notification of all affected individuals as required by applicable law. Contractor shall
further pay for credit monitoring for all affected individuals requesting such credit
monitoring, for not less than one full calendar year after any Security Incident. It is
County’s sole responsibility to provide Contractor with up-to-date contact information for
notification purposes. Contractor’s fulfillment of its obligation to report or respond to a
Security Incident under this section is not an acknowledgement by Contractor of any fault
or liability with respect to the Security Incident. County must notify Contractor promptly
about any possible misuse of its accounts or authentication credentials or any security
incident related to the Services.
2.1.2.5 Simple Query Capability
The System shall include the ability for the user to define un-joined data selection criteria
and return results to an online interface or export the data to a delimited file or Microsoft
Excel.
2.1.2.6 Dashboard
The System shall include the ability to create graphical and tabular reports and make them
available for interaction with authorized users.
2.1.2.7 Complex Reporting
The System shall include the ability to create new reports using a report construction tool
that allows for the creation and execution of complex queries, output formatting, and
application of security. The new reports can be made available to specified user groups or
be kept available to a single user.
2.1.2.8 Letter Generation
The System shall include the ability to merge selected data into a predefined report (defined
letter) for the purposes of email or paper letter distribution to County taxpayers. The letter
may be easily modified by persons with appropriate authorization. This functionality will
interact with the configurable workflow function.
2.1.2.9 Import/Export Tool
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The System shall include the ability to configure and re-use data import and export
“routines.” The format for import or export can be one of several standards (e.g., CSV,
delimited, fixed-width, xml).
2.1.2.10 Online Personal Property Inventory
The System shall include the ability to support the importing of personal property inventory
and related ownership and location information submitted via the Maricopa County
Assessor Web Portal.
2.1.2.11 Web Portal Customer
The System shall provide an interface that allows the Maricopa County Assessor Web
Portal to interface with the System and return tabular data.
2.1.2.12 API
A fully documented Application Programming Interface (API) or similar shall be available
for use by other organizations that may be required to interface with the System. Full
publication of the API is preferred.
The API will support full featured use of objects, routines, language libraries, etc., as
dictated by the technology inherent in the System, and shall be architected using a standard,
industry-accepted Service Oriented Architecture (SOA) technology that is easily consumed
by other organizations.
2.1.2.13 Audit Trail
The System shall include a feature that allows the County to track changes to individual
data elements. Based on configuration and activation, the feature will show the data value
before and after the change; when the change occurred; and which user made the change.
The changes shall be available online and in paper report form.
2.1.2.14 Desktop Appraisal
The System shall include the ability to use County-purchased and -provided oblique
imagery (currently Pictometry Connect V1) to perform follow-up appraisals to all real
property. Primarily, this requires total integration with GIS and Pictometry in all System
areas where imagery inspection could a) prompt a change/potential change in the real
property characteristics or b) initiate an action for the appraiser (e.g., field visit or Notice
of Change processes, etc.).
2.1.2.15 Reminders
The System shall include the ability for an individual user to set a reminder to perform a
workflow action at some future date/time. Reminders may record the context in which
they are created (e.g., when the business context is a parcel, the parcel number and owner’s
name is stored with the reminder.).
2.1.2.16 Work Management
The ability to assign work to a workgroup, specific individual, or to a queue is needed to
support high-use, repeatable activities such as are found with the appeals, permit intake, or
notice-of-claim processes. This requirement extends workflow functionality to include the
ability to schedule work, monitor progress, look up status of a given work item, utilize
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work templates, and manage work queues. Scheduling work to groups or individuals is
needed by geographic area, work type, and as restricted by employee skill set.
2.1.2.17 Case Management
The System shall include a configurable feature that supports the management of an issue
(case) interactively over an indefinite period of time. Data on the case is stored as a
“header,” and time/date stamped notes and data changes are stored as child records to the
case. Cases shall interact with the workflow tool. Cases may be opened against any of the
following: appeal, litigation, Notice of Claim/Change/Error (or similar), any parcel, any
owner, or split. Cases for each of the types listed here may contain different data elements
and use different work flows.
The County is looking for functionality that can handle tasks ranging from small to very
large appeals that may flow through different hearing venues. The module requires
extensive mailing capabilities and interfaces to other systems such as GIS, email, document
management, the County Treasurer’s system and other State agencies. The module will
also need to interact with the CAMA software market comparables functionality. The
requirements defined by the County will result in significant custom programming
development.
2.1.2.18 Modeling
The System will use a Third-party Statistical Software Application (TSSA) to support all
mathematical/regression analysis needed to support all automated valuation models
(AVM). The AVMs will be used by the CAMA software to produce the values for each
parcel in the model.
Model methods shall include the following:
Cost approach, specifically the calibration of location modifiers and depreciation
tables
Comparable sales approach
Direct market approach using any formula structure deemed necessary by the
jurisdiction
Income approach, which may include vacancy, expense, direct capitalization, gross
rent or net rent models, or any combination of these models
Each model will be completely configurable by designated employees using: property
types/classifications, specified property characteristics & condition(s), selected sales data,
and valuation approach (cost, income, sales).
Models will support stratification based on any data characteristic or combination of data
relationships as deemed necessary by the jurisdiction. This stratification may include but
is not limited to:
Property type
Physical characteristics
Geographic location
Broad value ranges
The System shall have the capability to use regression model syntax to conduct the
following:
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Change a given property characteristic (physical, type, or even location) and calculate
a new value based on new characteristics.
Conduct “what if” analysis on a given property or group of properties to determine
how characteristic changes may impact the value—results are not used to change
noticed value
The chosen method for managing the model syntax is included in Appendix 3.C.2.1.
2.1.2.19 Remote Operations
The System shall provide the capability to access functionality from remote locations that
are physically separated from the primary County office Remote system functionality
shall include all data maintenance, reporting, computation, and administration
capabilities.
2.1.2.20 Assessed Value Calculation
A myriad of business rules will need to be created that rely on the property use and
legislation classification of the property to come up with a final assessed value. Some
contain a percentage which needs to be applied to the final assessed valuation. The
associated parcel functionality is also part of determining the final assessed value as the
County calculates a total value and will allocate to parcels contained in the economic unit.
In the Marshall and Swift engine, the County has statutory appraised data for both Golf
and AG properties which need to be contained in the system to conform to business
practices. Also the County requires valuation as subdivisions are being created and the
new System must conform to the business rules, i.e. the county has an initial, interim and
final land full cash value for new subdivisions which changes as the infrastructure is
developed. Custom development related to assessed value calculation impacts the
following:
1.
Legal classes and assessments
2.
Economic units
3.
Parcel Class valuations
4.
Mixed use properties
5.
Statutory appraised properties
2.1.3 MAJOR BUSINESS AREAS
The following list shows the Assessor department major business and functional areas and specific
processes in scope for the System. Some of the areas listed include multiple processes and some
areas support both real and personal property.
1
Residential appraisal-CAMA, various models
using sales comparison approach
2
Residential appraisal-CAMA, various models
using sub-division model variants
3
Commercial appraisal-CAMA, various models
or manual analysis, using all three approaches
4
Industrial appraisal-manual analysis using all
three approaches
5
Land appraisal-manual analysis using
applicable approaches
21
Manage valuation appeals, real and
personal, State Board Level
22
Manage litigation
23
Create/maintain property sketches
24
Desktop appraisal, real property only—all
types
25
Conduct field inspections/re-visits, real and
personal property
26
Valuation change process (taxpayer or
Assessor initiated)
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6
Rule A, limited property value, valuation
method
7
Rule B, limited property value, valuation
method
8
Audit process for any appraised real or personal
property
9
Personal property, business self-reporting,
electronic submission and paper form
10
Personal property, audit process per Arizona
Revised Statutes
11
Maintain real property characteristics—all
types & variants
12
Maintain ownership characteristics—all real
and personal property
13
Maintain market areas
14
Update regression models created in Third-
party Statistical Software Applications
15
Maintain affidavit of affixture
16
Manage resolutions
17
Maintain sales data, all real property
18
Maintain Property Use Codes (PUC)
19
Conduct real property canvassing
20
Manage valuation appeals, real and personal,
County Assessor Level
27
Manage the exemption process
28
Conduct real property parcel
splits/combines
29
Maintain deeds
30
Verify/maintain legal classes
31
Import & manage new construction permits,
all jurisdictions
32
Manage notice of claims/proposed
corrections
33
Project assessable values and tax levy limits
based on current and projected values and
growth
34
Legislative Mandated Processes
35
Annexations/Tax Area Code Maintenance
36
Notice of Change
37
Notice of Valuation
38
State-mandated Reports
39
Tax Roll Processing
40
State Assessed Properties (CVP)
2.1.4 ARIZONA REVISED STATUTES
The System shall comply with all Arizona laws addressing real and personal property valuation and
taxation. The Arizona law can be found in mainly Arizona Revised Statute (ARS) Title 42, with
specific law applicable to the System found in Chapters 11 through 19. Links to the law are provided
below, and specific interpretation to key elements of the law (Limited Property Valuation (LPV);
and Full Cash Valuation (FCV) are shown below, as well.
ARS Title 42:
http://www.azleg.gov/ArizonaRevisedStatutes.asp?Title=42
LPV:
http://www.azleg.gov/FormatDocument.asp?inDoc=/ars/42/13301.htm&Title=42&DocType=ARS
Property Tax:
http://www.azdor.gov/PropertyTax.aspx
2.1.4.1
Definitions:
2.1.4.1.1
Full Cash Value (FCV) for property tax purposes means the value determined
as prescribed by statute. If no statutory method is prescribed, FCV is
synonymous with market value, which means the estimate of value that is
derived annually by using standard appraisal methods and techniques. FCV is
the basis for assessing, fixing, determining and levying secondary property
taxes. FCV shall not be greater than market value regardless of the method
prescribed to determine value for property tax purposes.
2.1.4.1.2
Limited Property Value (LPV) means the value determined pursuant to
section 42-13301. LPV is the basis for:
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2.1.4.1.2.1 Computing levy limitations for counties, cities, towns and
community college districts
2.1.4.1.2.2 Assessing, fixing, determining and levying primary property taxes
2.1.4.1.3
LPV—Use and Interpretation at Maricopa County
2.1.4.1.3.1 LPV—Application of Concept
The purpose of the LPV is to create a hedge against inflationary
increases in the market value of the property. The calculations, by
law, limit the amount of increase that can occur from one year to the
next. LPV is the value used against the Primary Tax Rate, which is
the larger of the two tax rates (Primary Tax rate and Secondary Tax
Rate).
The LPV is determined by law. Arizona State Statutes provide the
formulas to be used in calculating the LPV (see Arizona Revised
Statutes §§ 42-13301 through 13304), which are referred to as Rule
A or Rule B calculations.
Rule A:
Beginning in Tax Year 2015, the calculation of the LPV was
changed to the following: The LPV for the current year is equal to
the LPV of the prior year plus 5% of that prior LPV, not to exceed
the Full Cash Value.
Rule B:
One exception to the calculation of the LPV is if there has been a
major change (new improvements, demolition, change in land size,
new parcel number) or a change in use of the property. In these
instances, the LPV is established by the relationship (percentage) of
FCV to LPV of all other existing properties within the same legal
classification. The Rule B Calculation for legal class 3 property for
tax year 2012 is 100% of the FCV in Maricopa County. This
percentage can change from year to year (many years it is below
100%). It is set annually by determining what the average
percentage difference is between the FCV and LPV of all existing
property in Maricopa County. This is done separately for each legal
classification. Therefore, there can be a difference in the Rule B
percentage between different legal classifications.
2.1.5 DATA MIGRATION
Contractor shall migrate data in accordance with the Data Migration Plan. The baseline data is
described in Appendix 3, Part A.
Contractor also expressly agrees to complete 1 additional Full Data Migration without charge to the
County – in addition to any previously set forth in the Data Migration Plan – using data slices to be
provided by the County on August 1, 2022 (for tax years 2021 and prior) and September 1, 2022
(for tax years 2022, 2023 and 2024) to facilitate the October 2022 Go Live Date. Contractor
understands that: (1) the County will continue to use its existing Oracle 6i system for all purposes
from May 2022 through September 1, 2022; and (2) the County cannot Go-Live without this
additional migration of data.
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2.1.6 REPORTING
2.1.6.1
Mandated Requirements
2.1.6.1.1
The System shall provide all required read-only database objects to produce the
Annual State Abstract report in Excel format as described by the State of
Arizona. At a high level, said data shall include:
2.1.6.1.1.1 List taxing authorities, along with valuation information, exempt
amounts, and parcel counts,
2.1.6.1.1.2 List current tax areas, along with valuation information, exempt
amounts, and parcel counts,
2.1.6.1.1.3 List legal classifications, along with valuation information, exempt
amounts, and parcel counts,
2.1.6.1.1.4 List taxing authorities within legal classifications, along with
valuation information, exempt amounts, and parcel counts, and
2.1.6.1.1.5 List of CVP/Local Assessed Properties taxing authorities with
legal classifications, along with valuation information, exempt
amounts and parcel counts.
2.1.6.1.2
A listing of reports is contained within Appendix 3, Part B.
2.1.6.1.3
Read-Only Database Access
The Contractor shall provide read-only access to database objects, including the
Assessment Rolls, to facilitate the County’s development of all required reports
through the reporting framework.
2.1.7 INTEGRATION
2.1.7.1
The following software products shall be integrated into the System with the requirement
that said integrations shall function as a single unit to the end user and not require periodic
data transfers or transformations. A further listing of all integrations is contained in
Appendix 3, Part C.
2.1.7.1.1
GIS/Pictometry
The ability to view all geospatial data, as contained in the Assessor’s enterprise
ESRI GIS and Pictometry imagery, using the parcel or improvement context
provided by the CAMA software application. No additional querying of the GIS
or Pictometry is required. Basic geospatial viewing functionality shall be
available to the user: pan, zoom, use of identify feature, full use of oblique
imagery for Pictometry, etc.
No data exchange will take place, only utilization of GIS & Pictometry
functionality as part of the System will occur.
2.1.7.1.2
GeoSketch
GeoSketch is a building sketch (polygon geometry) editor for creating and
editing parcel improvement features in a georeferenced environment.
GeoSketch facilitates the maintenance of accurate building sketches by
presenting the data in a spatial context. The editing and visualization of
improvement feature geometries within the context of a map environment
greatly enhances the accuracy and utility of the data. Improvement feature areas
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are obtained directly from the sketch feature polygons for reporting and
analysis.
Improvement feature sketches will be tightly integrated with the CAMA data
and benefit from the built-in historical versioning mechanism. The changes to
feature geometries over time may be visualized and analyzed within the system
in the same way as other property characteristics.
2.1.7.1.3
Marshall & Swift Cost Tables
The System shall utilize the commercial cost tables and updates provided by
Marshall & Swift to complete any valuation where the cost method is used. No
additional action by the user shall be required to cause the System to function
properly and complete the valuation.
Marshall & Swift Valuation Platform web service will be adopted by the
County as the primary cost valuation engine. The Marshall & Swift Square Foot
Cost engine utilized by the Assessor’s Office is specific to Maricopa County.
2.1.7.1.4
Assessment Analyst
The functionality for Esri Canada’s Assessment Analyst shall be incorporated
into the CAMA product as a part of the overall solution, including integration
with external data sources required for Assessment Analyst. This functionality
will be accessible through a license manager, requiring both the CAMA license
and AA DTR license to be fully operational.
2.1.7.2
External Data Integrations
The following software products shall be integrated with the System, but are not required
to behave as a single unit within the System.
2.1.7.2.1
Third-party Statistical Software Application (TSSA)
The System shall provide the ability to use a TSSA to perform all statistical
calculation and regression analysis in support of the creation of all valuation
models.
Sales and property characteristics will flow to a TSSA, and the model syntax,
parameters, coefficients, and any additional related data (as jointly determined
between Contractor and County) will be made available in the System through
the method indicated in Appendix 3.C.2.1
2.1.7.2.2
OnBase: Electronic Document Management Solution
The ability to operate the Assessor’s current document management software
from the System is needed with the ability to set indices and classifications per
the OnBase configuration. OnBase integration points are undetermined at this
point and the scope of this integration is greatly dependent upon future business
decisions and System capabilities. It is expected that context data will flow to
OnBase for use in obtaining or storing the associated document.
Current Version: OnBase 10.0.1.109
2.1.7.3
Routine Imports and Exports
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2.1.7.3.1
Treasurer Data Exchange
The System shall allow for file exchanges between the Assessor and Treasurer
offices for the following transfer situations:
2.1.7.3.1.1
Resolutions: Assessor enters resolutions in their system and
prepares the files. These are picked up by the Treasurer. They
then process the resolutions through their system. Treasurer then
provides result files for the Assessor to pick up.
2.1.7.3.1.2
Address changes. Each week the Assessor creates a file of all
address changes from our system and makes that file available to
the Treasurer to update their system.
2.1.7.3.1.3
Tax Roll. Each year in August the Assessor make the tax roll
available to the Treasurer. This file contains the data for all
parcels and personal property accounts and is the basis for the
Treasurer to calculate and generate the tax bills.
2.1.7.3.1.4
Senior Value Protection. Each year the Assessor provides the
Treasurer a file of all parcels whose owner has qualified for
valuation protection according to statute. The Treasurer uses this
information to apply an elderly assistance credit to that
homeowner.
2.1.7.3.2
Recorder Import
Import data as provided by the County Recorder’s Office representing parcel
and record maintenance recordings. Volume is 1500 – 2000 records received
on a daily basis. Data elements received include, but are not limited to, the
following:
1.
Recording Number
2.
File date
3.
Date Transferred
4.
Parcel Number
5.
File Type (Splits/Combines, Deeds, Affidavits, Judgments, Plat Maps,
etc.)
2.1.7.3.3
Permits
Import permit data as submitted by external agencies. Volume varies based on
agencies. Process is performed in batch on a weekly basis and includes, but is
not limited to, the following data elements:
6.
Parcel
7.
Owner
8.
Situs
9.
Builder
10.
Permit Status
11.
Type (new construction, additions, demos, etc.)
12.
Issue Date
13.
Job Descriptions
14.
Census Code
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2.1.8 TRAINING
2.1.8.1
User Groups:
User Group to be Trained
# of Users
Administration
25
Valuation Modeling Unit
12
Mapping & Ownership
40
Information Services
24
Personal Property
21
Appraisal
179
Litigation
18
GIS Development
6
Outside Users
60
APPROXIMATE USERS TO TRAIN
385
2.1.8.2
Facilities: The County shall provide an equipped training facility that is sufficient to train
in person up to 20 individuals simultaneously with larger audiences available for live
webinars or computer based training.
2.1.8.3
County shall have the right to reproduce, edit, and distribute the training materials without
limitation for internal training sessions involving internal or external end users. The
County shall also have the right to record any classroom training.
2.1.8.4
Training shall be provided for all user applications, system management tools and technical
areas, and shall be conducted to allow the business and technical users to become
completely familiar with the System capabilities. During the project, the County may
identify additional areas for which training may be required.
2.1.8.5
The County shall be responsible for developing separate training plans for each major
functional area.
The following outlines the general responsibilities of the Contractor for training:
The Contractor must assign a Training Specialist to the project. The Training
Specialist shall review strategic and tactical training plans developed by the County.
The Contractor must recommend the user-training environment including server
specifications,
operating
system,
workstation
specifications,
application
requirements, etc.
The System must include context-sensitive help in the user interface. The help files
must accurately describe custom functionality developed for the County and link to
online tutorials where appropriate.
The Contractor shall be responsible to provide staged training databases to ensure a
consistent user training experience across sessions.
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ART THREE – STATEMENT OF WORK
STATEMENT OF WORK
EXHIBIT A, PART THREE TO THE
CONTRACT BETWEEN
ESRI CANADA LIMITED
AND
MARICOPA COUNTY, ARIZONA
Maricopa County
301 West Jefferson Street, Suite 700
Phoenix, AZ 85003
Esri Canada Limited
12 Concorde Place, Suite 900
Toronto, Ontario, Canada M3C 3R8
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Introduction to Statement of Work (SOW)
This document contains the overall Maricopa Assessment Replacement System (MARS) approach and
Statement of Work (SOW) for the planning, design, data migration, development, testing, training, and Go-
Live project activities.
Appendix 1 – Functional and Technical Feature Requirements is herein incorporated into this section.
Contractor shall be responsible for the provision of the requirements as described within the appendix.
Project requirements or services not explicitly included in the Contract and SOW, or included in documents
not specifically referenced in the Contract or SOW, will be considered out-of-scope, and will be handled
through the change control process. The general goals and objectives of the SOW are:
1.
Improve appraisal services to the people of Maricopa County through the following:
a.
Accurate and justifiable property values
b.
Superior customer service and accountability
2.
Improve exchange of data with other government entities
3.
Improve office productivity
4.
Stabilize workforce culture and improve institutional knowledge
a.
Implement standard policies and procedures
b.
Knowledge and skills
c.
Workforce integration/communication
5.
Respond to changes in laws, regulations, and policy in a complete, accurate, and timely manner
6.
Reduce risk associated with custom and/or unsupported technology
Software Description
The Software is the Contractor’s computer-aided mass appraisal (CAMA) software, (Contractor’s
Assessment Analyst® GAMA software) with the functionality to meet the requirements described in the
SOW. The software elements included are designed for real estate valuation including, cost and comparison
sales, data maintenance, sales analysis, reporting and query, image display, personal property valuation, and
income capitalization. This software will be implemented to support the maintenance and enhancement of
real and personal property records to effectively administer all laws and regulations for Maricopa County
property owners so that all ad valorem property is fairly and equitably valued.
Scope of Work Support Documents (Appendix 3)
Part A – Data Migration Assumption and Acceptance Criteria: This document states the beginning data
migration assumption in terms of quantity and source, and lists the acceptance criteria for the migration effort.
This document will be replaced by the Data Migration Plan produced as part of the Data Migration efforts.
Part B – Report Assumptions: the County expects that certain read-only data will be provided for County
use in reporting as part of this SOW, with a defined set to be available at the Go-Live Date. This work may
be accomplished as part of the project tasking. County and Contractor will review and refine the list provided
in the attachment and will determine respective responsibilities for any effort that is needed.
Part C – Integration Assumptions: The County expects that a number of third-party software applications
will be integrated with the System. This attachment lists the initial integration assumptions, and provides an
initial, limited definition of the integration.
Part D – Milestone/Deliverable Acceptance Form: This template functions as the formal sign-off
mechanism for individual Deliverables as identified in this SOW.
Part E – Change Order Request Form: This template documents any measurable change in scope which
results in a change in to the Contract. This documentation process ensures complete communication
between the County and Contractor and may be used to reduce or increase the scope of a given Deliverable,
Task, or System component.
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1.
Project Management and Deliverables
This section outlines project roles, general responsibilities and deliverables for both Contractor and County.
1.1. Project Roles
1.1.1. Primary Contractor Stakeholders and Project Resources
Contractor will appoint a team of staff members for the duration of the project. At a minimum, the
Contractor project team is composed of the following positions and responsibilities:
Role
Responsibilities
Contractor Project
Sponsor
Support Contractor financial and resource commitments
Included on the Contractor change board for all cost and scope changes
Contractor PM
Coordinates all project activities for all Contractor project staff
Works in close collaboration with County project management and
County staff
Has overall responsibility for the execution of all Contractor tasking
Has primary responsibility for project management activities as defined
in the Project Management section of this document
Contractor Technical
Services
Makes recommendations on system architecture – servers and
subsystems
Assists in the resolution of technical networking and infrastructure
system issues
Responsible for developing architecture items
Responsible for application development
Determines any needed 3rd party tools
Responsible for application integration
Programs the migration scripts and code to transfer all pertinent
information from legacy systems to the System’s database
Leads/assists in all data migration tasking
Verifies converted data and prepares database for data validation
Business Analyst
Conducts Contractor tasking related to requirements and System Use
Cases (SUCs)
Assists with data migration tasks
Assists with all testing tasks
Supports all training and implementation support tasks
Other Contractor
Resources
Resources from other areas, including software engineering and product
management, will be allocated to this project; however, they will not be
visible participants on the project team.
1.1.2. If the parties agree to share the cost of additional resources for temporary tasks, then County shall be the
contracting party to acquire the resource. Contractor shall reduce total contract value by the agreed
proportional share of the cost for said resources.
1.1.3. Primary County Stakeholders and Project Resources
The County will appoint a team of staff members for the duration of the project. The project team is
composed of the following positions and responsibilities:
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Role
Responsibilities
County Project
Sponsor
Overall project owner and champion
Executive Steering
Committee
Advisory group comprising the major customers of the Office of the
Assessor plus the County Office of Enterprise Technology
Policy Team
Primary decision making body
Approves any changes to plan, scope, or timeline
Works with project manager to resolve project issues
Evaluate project and System-related alternatives which have potential
impact on County and business operations.
Empowered to make policy decisions on behalf of Assessor’s Office
Escalates issues to other County departments as appropriate (eg.
interface definition or alignment of business rules)
County Project
Manager
Review and approve all project deliverables
Provide overall project oversight and coordinate with business offices
Expedite business and functional decision-making to ensure technical
development progress and completion
Escalate issues to Steering Committee when necessary
Report on project status to key groups and individuals (Sponsor,
Steering Committee, etc.)
Measure the performance of the project
Project Team
Complete individual tasks required to deliver the project
Participate in analysis, requirement gathering, & preparation of
specifications
Provide business expertise regarding processes and system design
Identify reporting requirements
Identify security/ access requirements
Identify and define improvement opportunities
Facilitate data cleansing and migration to the System load tables
Identify department-specific requirements
Provide testing support
1.1.4. Assumptions
It is assumed that:
1.
County and Contractor will reasonably make resources available to assist with all project
activities. The County will make County project team members available for meetings,
discussions and conference calls upon request by Contractor. Contractor will identify when
information is needed and the County’s PM will confirm the availability of County resources to
meet that timeframe or negotiate an alternative timeframe, to minimize delays in the project.
2.
All Onsite visits will be coordinated between the County and Contractor PMs.
3.
County and Contractor, when appropriate, shall consider alternative meeting options to Onsite
visits, subject to approval, such as web meetings, remote desktop and conference calls. Making
use of this technology will help in reducing travel costs.
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4.
An adequate number of qualified staff with the appropriate skills and experience will be
furnished by Contractor and the County for each meeting, analytical session, or other review
activity, whether Onsite or Remote.
5.
The County will provide an adequate workspace for each Onsite Contractor consultant, with
access to a desktop workstation, network, telephone and close proximity to the County project
team. Adequate breakout and conference space will also be provided.
6.
All software, data, and other project Issues or Defects found—whether by Contractor or the
County—will be logged into a shared collaboration tool. Tracking reports will be made available
to the County and will record the Defect or Issue, resolution (and proposed resolutions, if
desired), and acceptance by County staff.
1.1.5. General Management
1.1.5.1. Collaboration Tool
A shared collaboration tool shall be provided by Contractor for the purposes of staging all project
documents, posting project plans, managing issues, tracking changes, and to be used as needed to
communicate and manage all tasking within this SOW. Large Deliverables, such as migrated data,
software, and the like, will be delivered using other mutually acceptable means. The web site shall be
secured and accessible by anyone with proper security credentials.
1.1.5.2. Issue Management
The Issue Management process ensures that each Issue identified within the project environment is
documented, prioritized and resolved within an appropriate timeframe.
-
Issue Identification: Once the Contractor PM or the County PM identifies an Issue, according to
the description above, the Issue will be tracked in the shared collaboration tool.
-
Issue Review: Issues will be reviewed by the PMs and project staff in status meetings and a
course of action and an owner will be determined for each Issue.
-
Implement Issue actions through completion: The Issue is tracked through resolution and closed
when complete.
1.1.5.3. Communication Management Plan
The following strategies have been established to promote effective communication within and about this
project.
-
Project Management Meetings
Ad-hoc or regularly scheduled meetings will be hosted by Contractor via web conferencing,
Onsite, or as a teleconference, as shown below. In general, Contractor will be responsible for
producing agendas and documenting the results of the meetings shown below. Both PMs shall
have the responsibility to schedule and communicate with their respective teams, and provide the
necessary support materials.
Meeting Type
Purpose
Attendees
Frequency
Results
Weekly
Planning &
Status
Communicate project status,
resolve issues, assign
resources, and plan project
activities.
PMs and others as
needed
Weekly-web
Minutes will be recorded
and posted to the shared
collaboration tool
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Meeting Type
Purpose
Attendees
Frequency
Results
Quarterly
Meeting on
Enhancements
– Post
implementation
Contractor must share
outline of any proposed
Enhancements or other
functionality changes prior
to meeting, explaining
impacts to County and
timeline. Meeting is to
discuss details of proposed
change, deployment
windows, any issues, and
testing.
PMs and others as
needed
Quarterly –
web
Minutes will be recorded
and posted to the shared
collaboration tool.
Executive
Steering
Committee
Provide high level project
tasking status; budget status;
and communicate the six-
month tasking plan.
Executive Steering
Committee,
Contractor Sponsor,
PMs, County
Procurement Officer
Quarterly-
Onsite
Minutes will be recorded
and posted to the shared
collaboration tool
Sponsors
Confidential meeting to
address major project
threats; personnel issues,
budget status, and other
senior management level
discussions as needed.
Contractor &
County Sponsors,
PMs, County
Procurement
Officer, Policy
Team as needed
Ad hoc (as
required)
Minutes will be recorded by
the County PM, and
retained for exclusive use
by the Sponsors
Policy Team
Resolve business policy
issues; communicate status;
provide business guidance
on near term project tasking
County Policy Team
Monthly-
Onsite. More
frequently as
needed.
Minutes will be recorded by
the County PM and posted
to the shared collaboration
tool
Ad hoc Issue
Resolve detailed issues,
provide updates on Defects,
notify County of any
outages and System restoral
times, produce Deliverables,
and communicate as needed
to support project tasking
Team leads, PMs,
SMEs, and others as
needed
Ad hoc
Results shall be
communicated to the PMs
by a designated participant.
If a PM is present, the PM
shall prepare the results.
-
Status reports
The Contractor PM will provide a written detailed status report at the end of every second Sprint
through ECD-13 and at the
midpoint and delivery dates for each Deliverable thereafter
including at a minimum:
Tasks worked on during this period indicating status against latest approved schedule
Tasks planned to be worked on during upcoming sprints
Open issue and risk summary
Change orders
Project Metrics (as agreed upon by both parties)
Other comments
A single electronic copy of each status report will be made available in the shared collaboration
tool.
1.1.5.4. In addition to the above, during the Contract Term, Contractor shall provide status reports
quarterly and more frequently if needed, to notify the County of all planned System outages,
estimated System restoration times, deployment windows for Defect Fixes, and the scope and
planned deployment dates of Enhancements, Features, and Upgrades as initiated by or on behalf
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of Contractor. County must receive adequate notice of any new functionality or changes in
functionality with adequate time for appropriate testing and training.
1.1.5.5. Risk Management
Contractor and the County acknowledge that risks exist and may impose a negative impact on the project
in scope, cost or time. We agree as a team to address each risk in advance if we are able, or otherwise to
come together in mutual agreement and collaboration to deal with each situation as it arises. The Risk
Register will be posted on the shared collaboration tool with updates provided to County at status
meetings. At a minimum, the Risk Register will capture the following:
Date identified
Internal vs. External Risk
Author (person reporting risk)
Description of risk and its potential impact upon the project
Likelihood (high, medium, low)
Severity (high, medium, low)
Description of mitigation approach
Status (open, closed)
1.1.5.6. Defect Tracking
Defect identification, documentation, and resolution is an inherent component of solution testing. The
following represents the approach for managing, evaluating, and prioritizing these Defects.
Defects will be tracked using a shared collaboration tool. At a minimum the following parameters will
be captured for each Defect logged.
Defect ID
Severity (see levels below)
Author (person reporting the Defect)
Date Identified
Owner
Resolution Date
Resolved By
Status (open, closed)
Severity Levels: Severity represents the impact of the Defect on the system and associated business
processes. The definitions for each severity level are described in either section 1.5 ACCEPTANCE or
the Software Subscription Agreement set forth at Exhibit C as applicable.
1.1.5.7. Project Closure
1.
Administrative closure procedure
This process includes updating Contract records to reflect final results, and archiving that information
for future use.
Contractor PM
Gather documentation (both paper and electronic) including, but not limited to, change orders,
sign-off documents, meeting notes, timelines and lessons learned.
Organize and store documentation according to internal processes.
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Supply any necessary copies of documentation to customer.
Support customer’s administrative closure procedures.
County PM
Perform administrative closure procedures as dictated by their office.
Support Contractor’s administrative closure procedures.
2.
Contract closure procedure
This process includes activities needed to settle and close any Contract agreements as well as ensure
all work is completed correctly and satisfactorily as per the Contract.
Contractor PM
Send documentation to customer outlining completion of contracted products and services
including related change orders.
Notify customer of outstanding payments.
Notify Contractor Accounting department to invoice for final payment.
Hold internal hand-off meeting with Contractor Customer Service department.
Hold meeting to introduce Contractor Account Manager to customer team.
Hold lessons learned meeting with customer.
County PM
Perform Contract closure procedures as dictated by their office.
Support Contractor’s Contract closure procedures.
Support prompt payment of outstanding and final invoices.
1.1.5.8. Fixing Defects
Upon receiving notice of a Defect, the Contractor shall to the extent applicable based on the nature of the
Defect follow the procedure in either 1.5 ACCEPTANCE or the Software Subscription Agreement set
forth at Exhibit C and provide a response to the County within a reasonable amount of time regarding the
Contractor’s plan of how to resolve the Defect. Then the Contractor will provide to the County a Fix in
accordance with that plan at which time the County will verify whether that the Fix has been made.
Upon such verification the Defect will be considered resolved.
1.2. General Responsibilities, Contractor and County
1.2.1. Contractor Responsibilities
The list below describes Contractor’s responsibilities that may not be listed elsewhere in this SOW,
during the implementation of this project.
(1) The Contractor PM will be the primary point of contact for Contractor staff, as specified in this
SOW.
(2) Contractor will have responsibility for Contractor’s project tasks outlined in this SOW.
Contractual and administrative communications will flow through the County PM and the
Contractor PM. The Contractor PM will coordinate Contractor’s software configuration, software
and integration development, testing and integration tasks, and will manage Contractor’s day-to-
day technical activities related to implementation of the System.
(3) The County calendar shall dictate the observed holidays. All direct communication between
Contractor and the County personnel will be copied to the Contractor PM and the County PM and
staff, as agreed upon.
(4) Identify logistics needs for Onsite meetings to the County (conference room, projector, access to
System, etc.).
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(5) Ensure Contractor communicates the desired County attendees for invitation in advance, and that
Contractor is present, for all applicable meetings.
(6) Provide an adequate number of copies of agendas, handouts and presentation handouts for any
meeting that Contractor is leading (Onsite or Remote). If the meeting is to be conducted
remotely, then only one electronic copy of any materials needs to be delivered, and copies will be
made at County facilities as needed. Electronic files may be used in lieu of printed material.
(7) Create, review, and update all documents within the timeframe specified in the review process for
all draft documents.
(8) Contractor will provide to the County, thirty (30) days in advance of desired production
deployment date (no later than July 1, 2022), all updated technical specifications and requirements
related to infrastructure and cloud subscription parameters and the Database Management
Software (DBMS), and communication line requirements as mutually agreed by the parties.
Mutually agreeable notice will be provided for all other deployment dates.
1.2.2. County Responsibilities
The list below describes County’s responsibilities that may not be listed elsewhere in this SOW, during
the implementation of this project.
1.
Make arrangements to satisfy Contractor’s requested logistics of all the Onsite meetings
(conference room, projector, access to System, etc.).
2.
Ensure browser and internet access specifications match the service release version, per
Contractor’s requirement, and are installed properly and configured prior to production
deployment of any Contractor software Deliverables.
3.
Provide Remote access to the approved Contractor team members, consistent with County policy
and where County agrees in advance to provide such connectivity.
4.
Review and provide feedback on all draft documents; in general, the County should attempt to
provide feedback within five (5) Business Days of receiving the documents.
5.
Provide office space and an internet connection for Contractor team members.
6.
Provide County Business Calendar to Contractor.
7.
Ensure County attendees are invited in advance and are present, or accounted for via a suitable
replacement if necessary, for all applicable meetings.
8.
Provide resources at the start of an Onsite visit by Contractor team for the installation of software
needed for the visit. Contractor will identify resources needed and schedule all Onsite visits in
advance.
9.
Provide adequate departmental resources to support the project timeline while taking into
consideration daily and periodic departmental work requirements.
10. Provide adequate facilities and equipment for training.
11. The County shall have responsibility for overall County project management and will direct all
County resources.
12. All direct communication between the County and Contractor personnel will be copied to the
Contractor PM and the County PM and staff, as agreed upon.
1.3. Review of Contractor Deliverables
In general, all Contractor Deliverables shall be made ready after all related tasking is completed, and Contractor
has communicated to the County, via email or paper correspondence, that the Deliverable is ready for review and
Acceptance. Once notified, the County shall take all reasonable means to review the Deliverable in accordance
with the criteria listed and timeframes in this SOW.
1.3.1. Review Periods (unless otherwise noted):
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Standard: For Deliverables designated as “Standard”, the default review period will be five (5) County
Business Days.
Release Package: For Deliverables designated as “Release Package”, the default Release Testing Period
will be ten (10) County Business Days. The parties will jointly determine the appropriate duration.
Exceptions: If a review period has not been identified for a Deliverable, the parties will jointly determine
the appropriate duration at the time of delivery to the County.
1.3.2. Deliverable Review Process:
Both parties will adhere to the following steps for Deliverable review and Acceptance:
1.
Contractor completes the Deliverable and provides it, in the specified format, to the County PM
with the Deliverable ID and description in the email subject line. If the Deliverable is such that it
cannot be delivered via email, an email will be sent as described, indicating the mode of delivery.
2.
Unless otherwise specified and agreed upon by both parties, the review period for all Deliverables
is indicated in the Deliverable List. The review period begins the next Business Day following
receipt of the Deliverable.
3.
For certain activity-based Deliverables (testing, training, analysis workshops), the Deliverable
cannot be considered submitted by Contractor until all related activities have concluded. The
parties may decide to split these activities by subject area (or other segment) in order to submit the
Deliverable for review
4.
The County will use all reasonable efforts to review the Deliverables within the default review
period, and assess the Deliverables to determine whether they conform in all material respects to
the specifications (a walk-through can be requested to facilitate this). The County will inform
Contractor in writing if this deadline will not be met and provide a new date.
5.
In the event that the Deliverables are incomplete, unclear or deficient, the County will provide a
detailed list in writing of the deficiencies and concerns.
6.
Contractor will use all its reasonable efforts to provide a response resolving the deficiencies and/
or concerns within the default review period, starting with receipt of County’s written response.
Contractor will inform the County in writing if this deadline will not be met and provide a new
date.
7.
County and Contractor may, by mutual written agreement, extend the review periods. However,
all attempts should be made to adhere to the default review duration so that the overall project can
remain on schedule. Failure to do this could result in a change order affecting schedule, cost and
scope.
8.
Contractor will provide Deliverables to County in accordance with the Contractor Deliverables
List.
9.
In the event that the County does not provide written notification of its rejection or acceptance of a
Deliverable within the agreed-upon review period, such Deliverable shall be deemed to be
accepted by the County unless an extension is requested of, and accepted by, Contractor.
10. The County shall not unreasonably withhold its acceptance of Deliverables and will respect
Contractor’s expectation to be compensated as defined in the Price Agreement (Exhibit B) for the
satisfactory completion of Deliverables.
11. Contractor’s performance of certain Deliverables under the SOW may be dependent in part on
County’s actions. Any dates or time periods relevant to the performance of such dependent
Deliverables by Contractor shall be appropriately extended to account for any delays caused or
occasioned by County.
1.3.3. Contractor Deliverables List
13129-1-RFP
ID
Description
Type
ECD-01
R-00: Cloud service & Test Data migration
Standard
ECD-02
Architectural Review & Design Workshop
Standard
ECD-02
Project Planning, Functional Requirement & Use Case
Workshop
Standard
ECD-02
R-01 Release Package
Release Package
ECD-03
Project Charter
Standard
ECD-03
Project Schedule (Initial Plan)
Standard
ECD-03
R-02 Release Package
Release Package
ECD-04
System Use Cases for Backlog
Standard
ECD-04
Data Migration Plan (Initial Plan)
Standard
ECD-04
Development Plan (Initial Plan)
Standard
ECD-04
Testing Plan (Initial Plan)
Standard
ECD-04
R-03 Release Package
Release Package
ECD-05
Project Schedule (Baseline Plan)
Standard
ECD-05
Training Plan (Initial Plan)
Standard
ECD-05
Data Migration Plan (Living Plan)
Standard
ECD-05
Development Plan (Living Plan)
Standard
ECD-05
Testing Plan (Living Plan)
Standard
ECD-05
R-04 Release Package
Release Package
ECD-06
R-05 Release Package
Release Package
ECD-07
R-06 Release Package
Release Package
ECD-08
R-07 Release Package
Release Package
ECD-09
R-08 Release Package
Release Package
ECD-10
R-09 Release Package
Release Package
ECD-11
R-10 Release Package
Release Package
ECD-12
R-11 Release Package
Release Package
ECD-13
R-12 Release Package
Release Package
ECD-14
R-13 Release Package
Release Package
ECD-15
First Full Set Data Migration
Standard
ECD-15
R-14 Release Package
Release Package
ECD-16
Go-live Plan (Complete first draft)
Standard
ECD-16
Training Database Staging and Restoration Plan
Standard
ECD-16
R-15 Release Package
Release Package
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ECD-17
R-16 Release Package
Release Package
ECD-18
R-17 Release Package
Release Package
ECD-19
R-19 Release Package
Release Package
ECD-20
R-20 Release Package
Release Package
ECD-20
Training database set-up (based on Staging and
Restoration Plan)
Standard
ECD-21
R-21 Release Package
Release Package
ECD-22
R-22 Release Package
Release Package
ECD-23
R-23 Release Package
Release Package
ECD-24
R-24 Release Package
Release Package
ECD-24
Go-Live Plan (Final)
Standard
ECD-25
R-25 Release Package
Release Package
ECD-26
UAT Scripts loaded into Target Process
Standard
ECD-26
User Acceptance Testing Complete
Standard
ECD-26
Full Set Data Migration with delivery of Production Ready
System (All Data, All Years, as specified)
Standard
ECD-26
Production Ready System
Exceptions; parties agree to 21-
day Final UAT period
Retainage Payout 1 (50%) – Delivery of Production Ready
System and Deployment to Production Environment (on or
about August 1, 2022)
Exceptions
ECD-26
Full Set Data Migration before Go-Live Date (All Data,
All Years, as specified)
Standard
Retainage Payout 2 (25%) – Go-Live Date (October 3,
2022)**
Exceptions
ECD-26
Final Project Services Audit Report
Standard
ECD-26
Remediation of Defects according to Transition Plan
Standard
Retainage Payout 3 (10%) – County Generates 2022 Tax
Bill Assessment Roll Report from System; Report
Approved by Treasurer (October 2022)**
Exceptions
Retainage Payout 4 (15%) – Validation of 2023 Values
(November 2022)**
Exceptions
ECD-27
R-26 Release Package
Release Package
ECD-28
R-27 Release Package (First Post Go-Live Release)
Release Package
ECD-29*
R-28 Release Package (Second Post Go-Live Release)
Release Package
*Note: ECD-29 may be delivered by Contractor over multiple deployment dates no earlier than January 1, 2023 and
no later than December 31, 2023.
**Note: The month indicated as the target date for each retainage payout identified in the table above reflects County
planned dates for completion of the NOV or report. The date is included here to reflect the anticipated retainage
payout timing to Contractor, for planning purposes.
13129-1-RFP
2.
Project Planning
This section describes activities to initiate, plan and manage the project.
2.1. Project Preparation
2.1.1. Contractor Activities
2.1.1.1. Upon execution of the Contract between the County and Contractor, the Contractor team will
initiate the project and start preparation and mobilization of its resources in accordance with the
requirements defined in this SOW.
2.1.1.2. Conduct onsite project design and planning workshops with County project resources.
2.1.2. County Activities
2.1.2.1. Support planning and meeting preparation activities.
2.1.2.2. Provide meeting room facilities and appropriate resources to ensure participation.
2.1.3. Contractor Deliverables
2.1.3.1. ECD-02 Architectural Review & Design Workshop
2.1.3.2. ECD-02 Project Planning, Functional Requirement & Use Case Workshop
2.1.4. Acceptance Criteria for Contractor Deliverables
2.1.4.1. Meeting materials conform to reasonable business standards and include the topics agreed upon
by the County and Contractor.
2.1.4.2. Schedules accommodate County priorities and needs.
2.1.4.3. Workshops are conducted onsite during specified days.
2.2. Review/Revise Project Schedule
This Task describes the effort needed to conduct the first detailed planning session post Contract signing. All
Tasks, resource needs, facilities and logistics, etc., should be addressed.
2.2.1. Contractor Activities
2.2.1.1. Prepare a detailed project timeline that will identify each specific Deliverable, as well as
supporting Tasks, as necessary for effective project scheduling and control. The timeline will
provide the estimated duration of each Task, dependencies, and the type and level of
participation of Contractor and County staff necessary to achieve the plan objectives.
2.2.1.2. Perform the following:
2.2.1.1.1. Conduct project planning session(s) with County project management, as needed, to
reach agreement.
2.2.1.1.2. Develop the project timeline, as described above.
2.2.1.1.3. Compile the Project Charter from the agreed-upon detailed project timeline, governance
roles and protocols, and project goals. The Charter is a summary suitable for a lay
audience.
2.2.2. County Activities
2.2.2.1. Participate in project planning meetings.
2.2.2.2. Review and assist with development of documentation. All changes to the approved Project
Charter and timeline will be handled through a formal change management process.
2.2.2.3. Inform Contractor of applicable County technical standards and preferred practices.
13129-1-RFP
2.2.3. Contractor Deliverables
2.2.3.1. ECD-03 Project Charter
2.2.3.2. ECD-03 Project Schedule (Initial Plan)
2.2.3.3. ECD-05 Project Schedule (Baseline Plan)
2.2.4. Acceptance Criteria for Contractor Deliverables
2.2.4.1. Project Charter provides detailed project timeline, governance roles and protocols, and project
goals.
2.2.4.2. Initial Project timeline is consistent with Price Agreement (Exhibit B).
13129-1-RFP
3.
Cloud Specifications & Software Deployment
Activities in this section represent architecture and software deployment tasks that are performed during the project,
subject to project planning.
3.1. Confirm the Recommended Browser Specifications
3.1.1. Contractor Activities
3.1.1.1. Work with ITD to confirm the browser requirements needed to support the County’s
development, training, projected operational activity and projected growth plans.
3.1.2. County Activities
3.1.2.1. Collaborate with Contractor and exchange information to assist in arriving at an agreed browser
specification.
3.1.2.2. Ensure Contractor browser recommendations are in compliance with published County
standards.
3.2. Test and Validate Server, OS, Database and Software
Cloud services are used for application servers, operating system software, database management software, and
all related components to prepare for development, testing, training and an eventual production environment.
3.2.1. Contractor Activities
3.2.1.1. Configure servers, operating systems, and database management software.
3.2.1.2. Provide and verify multiple environments to support development, testing and training, such as:
Development Future State Testing Environment
Current State Testing Environment
Training Environment(s)
Staging Environment
3.2.2. Production Environment County Activities
3.2.2.1. Answer questions and assist in solving access issues which may arise.
3.3. Cloud Hosting Costs
On November 18, 2020 or on the execution of Project Change Request 05, whichever is earlier, the Cloud
hosting costs will be transferred to the County and billed quarterly by Contractor as pass-through costs without
markup. Beginning January 1, 2024, Contractor will be responsible for Cloud hosting and providing all support
related to Azure infrastructure. Contractor will invoice County for Cloud hosting costs at annual fixed price, as
set forth in the Price Agreement and Rate Card in Exhibit B. This cost includes all of Contractor’s
administrative costs and hosting of three System environments (Production, Testing, and Train) as well as the
reporting database for reporting and website. County will be given the option to request Premium Azure level at
an additional cost as identified in Exhibit B. Contractor will provide County with all information regarding
performance minimums available at Premium level, upon request.
Contractor will ensure Azure hosting utilizes geo-redundant backup storage with point-in-time data restoration
for at least three weeks, and long-term retention of at least one year. All software updates and Enhancements
must be tested by Contractor prior to release and deployed to testing environment for County to test, validate, and
elect whether to deploy to System. Contractor will continue to use IP whitelisting and Azure-based
security/monitoring to secure System from external hacks or attempts at same. Contractor will implement Azure
front door with web application firewall and private endpoints to further secure multi-tenant environments on
going-forward basis, or other Microsoft approved Azure security measures.
13129-1-RFP
4.
Design
Design involves the identification and analysis of development necessary to meet the County requirements. The
design analysis and associated documents will be completed for each of the Functional Areas, including Integration
and reporting requirements described within this SOW.
System Use Cases will be developed in for a given topical area. It is expected that some System Use Cases will
require more effort than others, and several System Use Cases may be in development at any given point in time.
The process of developing the System Use Cases follows an iterative, draft/review cycle with multiple reviews of
each document possible by the County.
Contractor is responsible for writing System Use Cases for each functional area. The final set of approved System
Use Cases will represent the approved requirements and design for the System to be developed by Contractor.
4.1. Create System Use Cases
This Task addresses the need to identify exact requirements for ultimate use in creating a development
specification.
System Use Cases are required for development planning, specifically for Release planning. The System Use
Cases are comprised of:
-
Swimlane Workflow Diagrams
-
Business Rules
-
Data Dictionary
The approach for completing the System Use Cases is to: start with current state Business Use Cases; transcribe
into Swimlane Workflow Diagrams; and review iteratively with the County to capture future state workflow,
business rules and data dictionary within the scope of the project requirements.
4.1.1. Contractor Activities
4.1.1.1. Schedule and prepare for a series of workshops to completely analyze all potential development
activity, and design specific System requirements.
4.1.1.2. Conduct workshops necessary to analyze and produce System Use Cases that address all
functional areas, integrations, and reports.
4.1.1.3. Maintain listing of all System Use Cases and their status on the shared collaboration tool.
4.1.1.4. Include in each System Use Case the topical areas shown below (note that each area below may
not be applicable in every System Use Case):
Business or task description
Business Rules
Scenarios (specific variations of the process or task that the System Use Case must
consider)
User roles involved (Actors)
Triggers
Preconditions
Process statement or process flow
Post conditions
Data, user-interface, security, and business layer elements needed to include any
workflow, validation, audit, and domain values
Data or other system integration requirements
Data migration impacts, if known
For Integrations, include frequency, and the direction of data flow and transformation
For reports, include a layout diagram
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4.1.1.5. Present draft System Use Cases to County for review
4.1.1.6. Update System Use Cases as required during the review process.
4.2. Create a Development Plan
4.2.1.1. The purpose of the Development Plan is to show how all development work will be
accomplished. A project schedule with sequence, dependencies, and approximate durations to
be included in the Development Plan.
4.2.1.2. Note that some details in this plan may change as the project progresses, and that additional facts
may become evident.
4.2.1.3. If during the course of Development, the changes to the Development Plan appear to be too great
(as mutually agreed upon by Contractor and the County), then Contractor shall revise the
Development Plan and redeliver it for Acceptance by the County.
4.2.2
County Activities
4.2.2.1
Prepare and provide sample data and documents which will add value to the analysis workshops
regarding County requirements.
4.2.2.2
Participate in all workshops sessions as needed.
4.2.2.3
Provide County policy and procedures as requested by Contractor.
4.2.2.4
Conduct reviews and provide feedback on each System Use Case.
4.2.2.5
Provide additional information and detail as requested and available.
4.2.2.6
Conduct final approval review.
4.2.3 Contractor Deliverables
4.2.3.1
ECD-04 System Use Cases for Backlog
4.2.3.2
ECD-04 Development Plan (Initial Plan)
4.2.3.3
ECD-05 Development Plan (Living Plan)
4.2.4 Acceptance Criteria for Contractor Deliverable
4.2.4.1
System Use Cases comply with the requirements of this SOW.
4.2.4.2
Initial Development Plan details functionality planned in each Release with backlog covering
requirements in prioritized System Use Cases.
4.2.4.3
Living Development Plan details functionality planned in each Release with backlog covering
requirements in all signed-off System Use Cases for backlog.
13129-1-RFP
5.0 Data Migration
Data migration describes activities performed to migrate/convert data from the County’s legacy applications to the
System.
The data migration will be performed iteratively throughout each release, with a data migration summary provided
in each release package, as specified in section 6.1 below. It is expected that Contractor and the County will
collaboratively perform visual and programmatic inspections of the data as appropriate for each release.
Testing shall be conducted per the Data Migration Plan. Testing concepts will include balance totals, visual
sampling, and both manual and programmatic inspection of data.
Acceptance of the final migration iteration will be contingent upon balancing. The County describes its balancing
expectations in Appendix 3, Part A: Data Migration Assumption and Acceptance Criteria. Contractor and the
County will collaborate to identify the instruments required to test balances. Roles for the balancing activities will
be fully described in the Data Migration Plan; however, it is assumed that the County will perform the data
validation, with appropriate support and expertise provided by Contractor.
As with other project deliverables, review and Acceptance are expected to be completed within a timeframe agreed
upon by both parties. There will be sufficient time allotted to ensure that the County can perform data validation,
and that the results are adequate to proceed.
5.1 Create Data Migration Plan
Contractor, in a collaborative effort with the County, will facilitate the analysis necessary to develop a Data
Migration Plan. The Data Migration Plan will be version controlled and updated whenever significant changes
have been made.
5.1.1 Contractor Activities
5.1.1.1
Conduct an initial data migration planning Workshop between the Contractor conversion
specialists and the County’s staff.
5.1.1.2
Create the draft Data Migration Plan; the plan includes the management of the following:
-
Request inventory of data sources, including domain tables
-
Confirmation and review of historical data scope
-
Data mapping from all authoritative sources
-
Data conversion coding requirements
-
Table loading sequence
-
Data migration testing (balancing, sampling, etc.)
-
County and Contractor data migration roles and responsibilities
-
Iteration process per this SOW
-
Sign-offs at pre-defined steps
5.1.1.3
Collaborate with the County to create tests/validations that can be used to manually inspect the
data, or can be implemented as code or scripts. Tests/validations should support balancing
activities necessary to validate the standards described in Appendix 3, Part A: Data Migration
Assumption and Acceptance Criteria.
5.1.1.4
Deliver a draft Data Migration Plan.
5.1.1.5
Conduct a Data Migration Plan review meeting with the County to receive feedback.
5.1.1.6
Make edits to the Data Migration Plan.
5.1.1.7
Deliver the final Data Migration Plan.
5.1.2 County Activities
5.1.2.1
Attend data migration planning sessions.
13129-1-RFP
5.1.2.2
Collaborate with Contractor to create tests/validations that can be used to manually inspect the
data,or can be implemented as code or scripts. Tests/validations should support balancing
activities necessary to validate the standards described in Appendix 3, Part A: Data Migration
Assumption and Acceptance Criteria.
5.1.2.3
Review and provide feedback on the draft Data Migration Plan.
5.1.2.4
Approve the final Data Migration Plan.
5.1.3 Contractor Deliverables
5.1.3.1
ECD-04 Data Migration Plan (Initial Plan)
5.1.3.2
ECD-05 Data Migration Plan (Living Plan)
5.1.4 Acceptance Criteria for Contractor Deliverables
5.1.4.1
The initial Data Migration Plan includes a preliminary outline of the tasks to be performed and
how they will be performed.
5.1.4.2
The final Data Migration Plan meets the requirements of the County, supports the accurate
migration of all in-scope data, fully documents the data migration process, and is ready for
signature by the County.
5.1.4.3
Tests/Validations described in the Data Migration Plan promote balancing to the standards
described in Appendix 3, Part A: Data Migration Assumptions and Acceptance Criteria.
5.2 Data Migration Preparation and Data Mapping
This Task describes the activities necessary to begin executing the Data Migration Plan, including the
inventory/acquisition of data, preparation of the test environment, and mapping of source data to appropriate
locations in the System.
5.2.1 Contractor Activities
5.2.1.1
Create a data migration meeting schedule that supports the timeline.
5.2.1.2
Assist the County in identification of data sources to include in data migration.
5.2.1.3
Lead data mapping meetings and document mapping decisions.
5.2.1.4
Establish a test environment for review and approval of sample and final data migrations.
5.2.1.5
Produce data maps for each identified data source.
5.2.1.6
Update the Data Migration Plan per migration and data mapping meetings.
5.2.1.7
Ensure data maps have been produced for all data sources determined to be in scope.
5.2.2 County Activities
5.2.2.1
Attend data migration and data mapping meetings.
5.2.2.2
Procure, receive authority for, and/or obtain data as required to support data migration analysis.
5.2.2.3
Verify access to test environment for review and approval of sample and final data migrations.
5.2.2.4
Review and approve the updated Data Migration Plan, including data maps.
5.2.2.5
Ensure data maps address migration or creation of all data required for full production
functionality required by the County
5.3 Data Migration Approach
Contractor and the County will focus on the iterative migration of sample data sets representing major account/
property ownership and exemption relationships, including, but not limited to, the following:
-
Active/Inactive (retired) properties
13129-1-RFP
-
Redacted owners
-
Partially and totally exempted properties
-
Properties with varied ownerships such as Sole Owner, Tenants in Common, Tenants by Entirety,
Conto
-
Properties owned by entities such as Corporations, Trusts, Individuals, Public Agencies
-
Properties from each tax authority
-
Properties that have been split/combined/platted
-
Business Personal Property Accounts
-
Mobile Homes (Unsecured)
In order to ensure that an adequate sample is tested, about 5% of the total count of a given property type must
be included in each release.
During each Release Test Period, validation routines will be used to determine the integrity of the data
migration. Contractor and the County will collaborate to identify factors to assess the “cleanliness” of the data
(e.g., the impact of incorrect data to application functionality, number of accounts affected, etc.). As issues with
the migration of the subset are identified, Contractor and the County will determine whether the data should be
cleansed by the County, or whether it can be addressed via Contractor’s data migration routines.
There will be multiple cycles of extracts, validations, and conversions into the Contractor data models. Once an
acceptable level of cleanliness is attained, the County will sign off to indicate that the account type is eligible
for the full migration routine. Once sign-offs are collected for all account types, the County will sign off to
indicate that full migration can commence.
5.3.1 Contractor Activities
5.3.1.1
Assist the County in identifying property types and sample data to be included in prototyping.
5.3.1.2
Receive and inventory the data sent.
5.3.1.3
Populate translation tables.
5.3.1.4
Move data from the load tables to the Contractor application tables.
5.3.1.5
Stage data in the test environment of the System. Produce data validation reports from the test
environment correlating with balance reports produced from the legacy system.
5.3.1.6
Submit a detailed request to the County for data clean-up. The request shall include the following,
at a minimum:
-
Description of error
-
Data source, field/record name
-
Desired outcome of clean-up
5.3.1.7
Conduct iterative data validations, as required, to accomplish a reliable, repeatable data migration.
5.3.1.8
Document tests/validations in the Data Migration Plan.
5.3.2 County Activities
5.3.2.1
Identify property types and select sample data for prototyping to ensure about 5% of records for
identified major property types have been processed.
5.3.2.2
Extract data to the intermediate file format as provided by Contractor (multiple cycles as defined
by the Data Migration Plan and project timeline).
5.3.2.3
Correct (if needed) all data clean-up requests submitted by Contractor. This may require manual
or programmatic efforts, or may also be collaboratively determined to be more advantageous for
Contractor to perform.
5.3.2.4
Conduct iterative data validations, as required, to accomplish a reliable, repeatable data migration
to ensure the quality of the resulting data is sufficient to proceed with full data migration.
13129-1-RFP
5.4 Data Clean-Up
This Task describes the activities needed to clean source data in preparation for insertion into the System. The
County will perform the majority of data clean-up with guidance from Contractor. Contractor and the County
may collectively determine that select data cleansing would best be performed by Contractor. If so, a change
request will be required.
5.4.1 Contractor Activities
5.4.1.1
Provide guidance to the County during clean-up activities as required to ensure timely and
accurate results.
5.4.1.2
Conduct programmatic data cleansing (if indicated as being appropriate)
5.4.2 County Activities
5.4.2.1
Scrub the legacy data set subject to migration.
5.4.2.2
Inspect scrubbed data to ensure that cleanliness meets standards defined in the data migration
plan.
5.5 Data Migration: Iterative with Each Release
Contractor will deliver partial data set migration iterations with each release. Contractor and the County will
perform visual and programmatic inspection of the data.
Issues will be identified, documented, and resolved. For each issue, Contractor and the County will
collaboratively determine the source and address the problem in a timely manner. The full migration of all
accounts should demonstrate that the migration process is adequate for all data subject areas well in advance of
the date it is required.
5.5.1 Contractor Activities
5.5.1.1
Receive and inventory data sent by the County.
5.5.1.2
Populate translation tables or Extraction Transformation and Loading process.
5.5.1.3
Move data from the load tables to the Contractor application tables.
5.5.1.4
Stage data in the test environment of the System.
5.5.1.5
Collaborate with the County to document and resolve programmatic and data cleanliness issues.
5.5.1.6
Conduct iterative data validations, as required, to accomplish a reliable, repeatable data migration.
5.5.1.7
Document tests/validations in the Data Migration Plan.
5.5.1.8
Resolve all identified migration issues.
5.5.2 County Activities
5.5.2.1
Extract data to the intermediate file format as provided by Contractor (multiple cycles as defined
by the Data Migration Plan and project timeline).
5.5.2.2
Collaborate with Contractor to document and resolve programmatic and data cleanliness issues.
5.5.2.3
Conduct iterative data validations, as required, to accomplish a reliable, repeatable data migration.
5.6 Data Migration: Full Data Set to support UAT
Contractor will deliver a full migration of data to be used in User Acceptance Testing and for end-user training.
This iteration must completely represent the anticipated production migration and result in data suitable for
production as defined in Appendix 3, Part A: Data Migration Assumptions and Acceptance Criteria.
13129-1-RFP
In the event that it is determined that the data is not adequate for User Acceptance Testing (as determined by the
County), additional cycles may be required. Note that if the issues are determined to be with the data delivered
by the County, the County may be responsible for compensating Contractor for additional cycles.
5.6.1 Contractor Activities
5.6.1.1
Receive and inventory data received from the County. Sign off to indicate acceptance of pre-
migration balances.
5.6.1.2
Migrate data from the load tables to the Contractor application tables.
5.6.1.3
Conduct data tests/validations to support deliverable acceptance.
5.6.1.4
Collaborate with the County to document and resolve programmatic and data cleanliness issues.
5.6.1.5
Document tests/validations in the Data Migration Plan
5.6.2 County Activities
5.6.2.1
Perform pre-migration balancing.
5.6.2.2
Extract data to the intermediate file format as provided by Contractor (multiple cycles as defined
by the Data Migration Plan and project timeline).
5.6.2.3
Conduct data tests/validations to support deliverable acceptance.
5.6.2.4
Collaborate with Contractor to document and resolve programmatic and data cleanliness issues.
5.6.3 Contractor Deliverables
5.6.3.1
ECD-15 First Full Set Data Migration (All Data, All Years as specified)
5.6.4 Acceptance Criteria for Contractor Deliverables
5.6.4.1
Successful migration of full County data set.
5.6.4.2
All identified migration issues have been resolved.
5.6.4.3
Data is suitable for production as defined in Appendix 3, Part A: Data Migration Assumption and
Acceptance Criteria.
5.7 Data Migration: Full Data Set to support Go-Live Data Migration Planning
This Task describes the data migration planning required to support Go-Live planning. This Task may be
performed in conjunction with or as part of the task to Develop Go-Live Plan.
5.7.1 Contractor Activities
5.7.1.1
Update the Data Migration Plan with Go-Live elements to include failover and recovery testing
elements at least one (1) month in advance of Final Full Data Set Migration.
5.7.1.1.1The plan should include all required duties by both Contractor and County resources and
include step-by-step procedures with estimated durations where appropriate.
5.7.1.1.2Activities should be reasonable and achievable.
5.7.2 County Activities
5.7.2.1
Collaborate with Contractor in Go-Live migration planning.
5.7.2.2
Review and acceptance of updated Data Migration Plan.
5.8 Data Migration: Final Full Data Set Migration
This Task describes the final steps and preparations needed for Go-Live, including any final data clean-up
activities and incorporation of changes in legacy data, up until the production cutover. This Final Full Data
Set Migration shall be completed by Contractor upon the County providing a final data set to Contractor. If
the County fails to provide the final data or there are data cleansing errors that need to be fixed by the
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County, any delay in delivery of the data to the Contractor by September 1, 2022 will adjust subsequent
deliverable dates accordingly.
5.8.1 Contractor Activities
5.8.1.1
Download final data extraction.
5.8.1.2
Inventory final data extraction against agreed-to structure and sign off to indicate acceptance of
pre-migration balances.
5.8.1.3
Run data through data migration program.
5.8.1.4
Conduct data tests/validations to support Final Acceptance.
5.8.1.5
Transfer final migration database.
5.8.1.6
Provide an exceptions log.
5.8.2 County Activities
5.8.2.1
Perform pre-migration balancing.
5.8.2.2
Provide final data migration extraction for tax years 2021 and prior no later than August 1, 2022;
provide final data migration extraction for tax years 2022, 2023, and 2024 no later than September
1, 2022.
5.8.2.3
Set legacy system in view-only mode for data verification purposes.
5.8.2.4
Conduct data tests/validations to support Final Acceptance including balancing activities to
demonstrate that the data meets the standards established in Appendix 3, Part A: Data Migration
Assumptions and Acceptance Criteria.
5.8.2.5
Review the exceptions log.
5.8.3 Contractor Deliverables
5.8.3.1
ECD-26 Final Full Set Data Migration (All Data, All Years as specified) to be started by
Contractor on or before September 1, 2022 and completed no later than September 23, 2022.
5.8.4 Acceptance Criteria for Contractor Deliverables
5.8.4.1
Contractor has completed the migration of the data provided in the final data extract according to
the Data Migration Plan (including the designated sign-off documents), and Appendix 3, Part A:
Data Migration Assumptions and Acceptance Criteria.
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6.0 Development
Project approach utilizes elements of Agile methodology to deliver scope within the defined project timeline.
Functionality within scope, supporting documentation, data migration, scripts for testing by the project team, and
training for the project team will be delivered with each Release throughout the project.
Each Release culminates in the delivery of a Release Package including applicable Software & Technical
documentation, System Use Case documentation, End-user documentation and Project team release training.
6.1 Release Package
Deliverable: Release Package
Updated Software
1)
Compiled Application (available in the testing environment)
2)
Code Escrow Deposit
3)
Build Scripts/Build Definition (JSON)
Updated Technical Documentation
1)
Release Notes
2)
Defect List/Known Issues
3)
Data Migration Summary
4)
Data Model
5)
Data Dictionary
Updated System Use Case Documentation
1)
Swim-lane Workflow Diagrams (release-specific; only applicable through R-02)
2)
Business Rules (release-specific; only applicable through R-02)
3)
Contract Requirements Traceability (only applicable R-02 through R-11)
Updated Testing Summary & Testing Scripts
1)
Unit and Integration Test Summary (release-specific)
2)
Load Test Results (release-specific) (only applicable R-05 and beyond)
3)
Functional Testing Plan and Scripts (release-specific)
4)
UAT Scripts loaded into Target Process (only applicable R-10 and beyond)
Updated Change Management Documentation
1)
User Documentation (only applicable R-10 and beyond) as Test Cases and online
help
Release Metrics
1)
Planned Development vs Actual
2)
Story Points (Complexity) (only applicable R-03 and beyond)
3)
Feature vs Fixes (only applicable R-03 and beyond)
4)
Team Member Load & Capacity
6.1.1 Updated Software for each release.
6.1.1.1
Installed, functioning, fully accessible, and fully compiled software. In addition to the release
being delivered, each release shall include all previously delivered software unless movement of
previous functionality to a future release has been agreed to by County and Contractor. Software
shall be available in the cloud unless County determines that an on-premise (or contracted data
center) instance is required due to performance issues or other mission-critical reason.
6.1.1.2
Source code update that supports the deliverable described above. Complete instructions for
compiling the source code is required by the Escrow vendor (Iron Mountain).
6.1.1.3
Installation scripts, instructions, technical release notes, and other instructions as required for
independent installation of the software product on County servers.
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6.1.2 Updated Technical documentation for each release.
6.1.2.1
Documentation accompanying each software release shall be delivered in a format that allows the
update and ultimate completion of a master reference set that addresses all technical reference
domains. The following should be included at a minimum:
1.
Release notes
2.
Defect list/known issues
3.
Data migration summary
4.
Data model
5.
Data dictionary
Containing the following at a minimum:
(i)
Table names and descriptions.
(ii) Field name, description, optionality, data type, and length.
(iii) Domain and default values as applicable.
(iv) Table/entity relationship model.
6.1.3 Updated System Use Case documentation for each release.
6.1.3.1
Documentation describing the functionality contained in each release shall be delivered in a
format that allows the update and ultimate completion of a master document that supports the
listing of all business analysis. The following should be included at a minimum:
1.
System Use Cases supported in the release. If the released software supports only a portion
of a given use case, then an accurate and complete description of the supported
functionality shall be delivered in a manner that allows the County an understanding of all
requirements currently available in the release.
2.
Updated traceability matrix showing how BUC, SUC, requirements, and other as-yet-to-be
elaborated business requirements are related to the released functionality.
3.
A description of business rules, validations, and any other system-generated or configurable
behavior contained in the release that impacts functional operation. Documentation should
be clear enough to support release testing and UAT, and to allow the end-user to determine
if the system is behaving as required.
6.1.4 Updated Release testing documentation shall include the following Contractor deliverables at a minimum.
6.1.4.1
A Testing Plan that supports the testing of all SUCs related to the release. The Testing Plan shall
include a listing of the scripts and other tests to be conducted, as well as regression areas (previous
scripts) to test.
6.1.4.2
Sample or converted data shall be delivered and installed with the release as needed to run all
scripts or other tests.
6.1.4.3
Test scripts required by the Testing Plan that included the following at a minimum:
1.
Test procedure (either written in the script, or referenced in completed documentation)
2.
Pre-requisites, data requirements, system condition
3.
Expected results
4.
Results
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6.1.4.4
A repository for logging issues, bugs, and resolution
6.1.4.5
One or more triage sessions where the bug log is reviewed, classified, and properly assigned for
resolution.
6.1.4.6
Support during testing period of any release. This should occur immediately following the release
training event. Support shall provide immediate issue triage, training, and facilitation to allow for
a more rapid test of the release.
6.1.5 End-user documentation. (R-10 and beyond)
6.1.5.1
Procedural end-user documentation, describing how the functionality contained in each release
should be operated to achieve the results of the System Use Cases contained in the release, shall
be delivered in a format that allows the update and ultimate completion of a master document that
ultimately forms the User Manual. The following should be included at a minimum:
-
Written procedure documentation that would allow a trained end-user the ability to operate
the screen, function, report, menu, search, or other system function in a successful manner.
Test Cases provided with each Release will satisfy this requirement.
-
Online, context-sensitive field help that operates in a consistent manner through end-user
initiation (e.g., presses F1).
6.1.6 Release metrics
6.1.6.1
Planned Development vs Actual
-
Unit of Measure: # of Features per Release, Grouped by priority, Planned & Actual
-
Purpose: Measure of Scope & Stability
6.1.6.2
Story Points (Complexity)
-
Unit of Measure: Story Points (Complexity) of Features per Release, Grouped by priority,
Planned & Actual
-
Purpose: Measure of Scope & Schedule
6.1.6.3
Feature vs Fixes
-
Unit of Measure: Story Points (Complexity) of Features vs Story Points (Complexity) of
defects, New development compared to fixes per Release
-
Purpose: Measure of Quality
6.1.6.4
Team Member Load & Capacity
-
Unit of Measure: FTEs per Release, Resource allocation, Planned & Actual
-
Purpose: Measure of Schedule
6.1.6.5
Backlog Summary/Burn-down Summary
-
Unit of Measure: Number of Features completed / (number of Features completed +
number of Features remaining); number of story points completed / (number of story points
completed + number of story points remaining)
-
Purpose: Measure of Scope & Schedule
6.2 Create New Applications & Software Configuration
This Task addresses the work that Contractor must perform to create the application as defined by the System
Use Cases. As an integral part of software development, Contractor will provide solution demonstrations of
work in progress with each Release Package to the County.
6.2.1 Contractor Activities
6.2.1.1
Software development of in scope functionality.
6.2.1.2
Design meetings and scrums between Contractor resources and County resources.
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6.2.1.3
Re-work and re-test.
6.2.1.4
Provide interim functionality demonstrations to County to review work in progress and solicit
interim feedback.
6.2.1.5
Prepare Release Packages.
6.2.2 County Activities
6.2.2.1
Attend In Process Review sessions and other agile project activities as requested and provide
feedback to ensure an accurate understanding of the functionality.
6.2.2.2
Support daily Business Analyst scrums as needed
6.2.2.3
Provide additional information as requested.
6.2.3 Contractor Deliverables
6.2.3.1
ECD-02 Release Package R-01
6.2.3.2
ECD-03 Release Package R-02
6.2.3.3
ECD-04 Release Package R-03
6.2.3.4
ECD-05 Release Package R-04
6.2.3.5
ECD-06 Release Package R-05
6.2.3.6
ECD-07 Release Package R-06
6.2.3.7
ECD-08 Release Package R-07
6.2.3.8
ECD-09 Release Package R-08
6.2.3.9
ECD-10 Release Package R-09
6.2.3.10 ECD-11 Release Package R-10
6.2.3.11 ECD-12 Release Package R-11
6.2.3.12 ECD-13 Release Package R-12
6.2.3.13 ECD-14 Release Package R-13
6.2.3.14 ECD-15 Release Package R-14
6.2.3.15 ECD-16 Release Package R-15
6.2.3.16 ECD-17 Release Package R-16
6.2.3.17 ECD-18 Release Package R-17
6.2.3.18 ECD-19 Release Package R-19
6.2.3.19 ECD-20 Release Package R-20
6.2.3.20 ECD-21 Release Package R-21
6.2.3.21 ECD-22 Release Package R-22
6.2.3.22 ECD-23 Release Package R-23
6.2.3.23 ECD-24 Release Package R-24
6.2.3.24 ECD-25 Release Package R-25
6.2.3.25 ECD-27 Release Package R-26
6.2.3.26 ECD-28 Release Package R-27 (Post Go-Live, may be delivered by Contractor over multiple
deployment dates)
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6.2.3.27 ECD-29 Release Package R-28 (Post Go-Live, may be delivered by Contractor over multiple
deployment dates, but delivery of ECD-29 shall occur no earlier than January 1, 2023 and no later
than December 31, 2023)
6.2.4 Acceptance Criteria for Contractor Deliverables
6.2.4.1
Release Package contents are as described in section 6.1.
6.2.4.2
Total Software Score (TSS), is at or below a mutually agreed upon score in accordance with the
process defined in Section 8.0.
6.3 In-Process Review Sessions (ad hoc)
In-process review sessions (IPR) are held to review larger groups of new functionality, reports, or Integrations.
These reviews shall be led by Contractor for the purpose of reviewing all major groups of functionality as
documented by the Development Plan.
The primary purpose is to provide a more comprehensive view of logical groups of functionality—to review
new code, reports or Integration in the context of the larger System--and offer an early opportunity to direct
development efforts and assess progress.
6.3.1 Contractor Activities
6.3.1.1
Schedule and conduct IPRs.
6.3.1.2
Ensure that all relevant functionality is presented in at least one IPR.
6.3.2 County Activities
6.3.2.1
Participate in IPRs.
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7.0 Training
This section addresses the analysis, development and delivery of training to end-users. These requirements are
supplemental to Exhibit A, Part 2, Section 2.1.8. The detailed lists below (7.1-7.3) relate only to the “end user”
training, not to the release training.
Release-specific training will be provided for County project team members to support Release-specific testing, and
will be delivered as solution demonstrations at the start of the Release Testing Period. The Release-specific training
format is a walk through of Release-specific test scripts in the test environment.
7.1 Training Analysis & Planning
This Task addresses whom to train, how training will be conducted, logistics, and training topics. Training shall
be instructed by County staff.
The Training Plan should address:
-
Course syllabus/outlines
-
Student materials
-
Instructor materials
-
Course schedules
-
Rosters – by name, or by position, as applicable to each training class
-
Separate training database with data and properly configured user accounts, where the source of the data
will be agreed upon by the County and Contractor
7.1.1 Contractor Activities
7.1.1.1
Collaborate with the County to plan for separate system training databases and strategy for the
County or Contractor to refresh the data, as needed, to support training for specific class sessions.
7.1.2 County Activities
7.1.2.1
Determine topics for training by group, and determine the number and types of courses needed.
7.1.2.2
Create training syllabus (course outline, instructor guide, student materials as needed for each
proposed course). The syllabus will list the course objectives, describe each functionality point
that will be covered with the students, and outline the examples to be used as instructional aides.
7.1.2.3
Determine instructor resource needs to include classroom materials, System data for student
exercises, learning aids (e.g., charts), tests or exercises to demonstrate mastery, etc.
7.1.2.4
Determine number of training classrooms and course schedules.
7.1.2.5
Collaborate with Contractor to confirm training needs for County personnel.
7.1.2.6
Prepare training classrooms, provide training equipment.
7.1.2.7
Schedule County staff as needed.
7.1.2.8
Review and edit preliminary training plan.
7.1.3 Contractor Deliverables
7.1.3.1
ECD-05 Training Plan (Initial Plan)
7.1.3.2
ECD-16 Training Database Staging and Restoration Plan.
7.1.3.3
ECD-20 – Training database set-up
7.1.4 Acceptance Criteria for Contractor Deliverables
7.1.4.1
Initial Training Plan
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7.1.4.2
Separate training database refreshment plan, where the source of the data will be agreed upon by
the County and Contractor is available
7.2 Develop Training Materials
This Task describes the activities that will be performed to develop materials needed for various training classes
once the training needs have been determined.
Training materials from the Contractor will include:
-
Separate training databases with data and properly configured user accounts, where the source of the
data is agreed upon by the County and Contractor. For each database or dataset within a database,
expected states include
o
Start State
o
Input files (eg, deeds, permits, &c)
o
Expected creates, replacements, updates and deletes
o
Supervisory tasks (eg, an approval in a workflow)
o
Restoration process to achieve the Start State.
7.2.1 Contractor Activities
7.2.1.1
Establish databases specific to certain classes with instructions to reset each database to its
original state after the class has concluded.
7.2.2 County Activities
7.2.2.1
Support Contractor training development activities as needed, particularly in the area of County
policy and procedure changes.
7.2.2.2
Prepare the training materials indicated in the Training Plan.
7.3 Support Training Sessions
7.3.1 Contractor Activities
7.3.1.1
Restore training databases as necessary to support class sessions.
7.3.2 County Activities
7.3.2.1
Provide students and facility resources, as agreed upon, to include adequate training facilities to
accommodate attendees, and a lab environment to allow for computer accessibility.
7.3.2.2
Provide management of implementation of the training plan, schedule, etc.
7.3.2.3
Conduct training sessions per training plan.
7.3.2.4
Monitor student progress on subject matter.
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8.0 Testing
Testing is conducted during each Release. Contractor is responsible for Unit and Integration Testing, and Load
Testing, which are performed as part of development and data migration activities.
County is responsible for Functional Testing, User Acceptance Testing and Final User Acceptance Testing, with
guidance from the Contractor.
Testing includes:
-
Unit and Integration Testing
-
Load Testing
-
Functional Testing
-
User Acceptance Testing
-
Final User Acceptance Testing
The purpose of testing is to verify that all components of the System are functioning properly and ready for use in
the production environment, and for the conduct of normal business as the System of record. The following pre-
requisites shall be completed prior to the start of each Release Testing Period:
-
Migrated data will be provided for use in testing per the Data Migration Plan.
-
All related development work planned in the Release (integrations, reports, new functionality) shall be
completed, operational, and included with the System installation to be used for testing the specific
Release.
-
All related configurations, domain values, security, workflows, and other System administration
requirements should be completed prior to testing the specific Release.
-
The network environment used for testing should be established so as to be as close to the production
environment as possible. Any variations in network environment should be taken into consideration when
evaluating System performance.
-
Data shall be staged as needed to support scripted testing. Certain record conditions may not exist in
System containing only newly converted data. Record or other data creation, or other manipulations, may
be needed to establish the proper condition for testing. Consideration should be given, to the extent
practical, to the System condition expected at various times of the tax year.
For County’s initial acceptance of each software Release, Contractor shall provide an acceptance test period (the
“Release Testing Period”) that is defined in the applicable Testing Plan and System Use Cases.
For each Release, Contractor shall ensure:
-
The software is available on the test server.
-
Software is configured to support testing.
-
Testing team training, if any, is complete.
8.1 Create Testing Plan
Contractor and the County shall collaborate to produce a comprehensive Testing Plan, which may reference
sub-plans. The Testing Plan or sub-plans shall address the following topics:
-
A listing of all scripts to be created along with permutations for each script.
-
Data preparation or staging approach, including any need to configure or “spoof” the System so that
test conditions representing those found throughout the tax calendar year can be produced. Include the
process for refreshing data between testing cycles.
-
General method of script execution, to include any sequence dependencies.
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-
Network and System configuration requirements.
-
Numbers of end-users required to complete the testing.
-
A general timeline to guide script execution.
-
Any instructions, logistics, or other guidance needed beyond that provided in this SOW for the
logging, triage, and resolution of Defects.
-
Identification of any automated testing to occur—as might be needed to prove System performance
standards.
The plan shall encompass the following testing approaches:
-
Functionality user acceptance testing—tests to ensure the System supports relevant business process
areas. These tests shall encompass “negative testing” where appropriate (e.g., the System stops
improper performance, or properly presents error messages, etc.).
-
Reports/outputs user acceptance testing—tests to ensure that all reports, queries, letters, receipts, etc.,
perform as needed in relevant business process areas.
-
Data migration testing—testing beyond that performed in the Data Migration activities, and conducted
to ensure that migrated data appears in the correct fields, and is usable to conduct normal business
operations.
-
Integration testing—testing to ensure that each integration point performs in accordance with its
respective System Use Case.
-
Performance testing—testing to ensure that the system responds reasonably well when a normal and
expected number of users are simultaneously logged on and conducting normal operations; and when
batch routines are being performed against a database containing a simulated record set to be expected
after five (5) years of operation. The performance criteria listed in the “Acceptance Criteria for
Contractor Deliverables” of the Conduct Testing section shall apply.
8.1.1 Contractor Activities
8.1.1.1
Conduct planning workshop and lead development of the Testing Plan.
8.1.1.2
Provide System technical architecture and behavior knowledge, as required, to ensure that the
Testing Plan is as comprehensive and exhaustive as is reasonable, and mutually agreed to by
Contractor and the County.
8.1.1.3
Author/revise the Testing Plan in preparation for testing.
8.1.2 County Activities
8.1.2.1
Collaborate with Contractor to produce the Testing Plan.
8.1.2.2
Provide business domain and technical performance knowledge, as required, to ensure that the
Testing Plan is as comprehensive and exhaustive as is reasonable, and mutually agreed to by
Contractor and the County.
8.1.3 Contractor Deliverables
8.1.3.1
ECD-04 Testing Plan (Initial Plan)
8.1.3.2
ECD-05 Testing Plan (Living Plan)
8.1.4 Acceptance Criteria for Contractor Deliverables
8.1.4.1
Testing Plan is comprehensive and complete in accordance with Section 8.0.
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8.2 Create Test Scripts
Test Scripts shall be created for every testable feature delivered in a Release. Each Test Script shall address the
following areas:
-
Test description/process statement
-
Permutations in terms of data, domain values, record types, etc.
-
Test steps, system instructions, or process steps
-
Pre-conditions, including data, security, workflow, or other System operations that must be completed
prior to execution
-
Expected results
8.2.1 Contractor Activities
8.2.1.1
Conduct Test Script authoring training for County testers.
8.2.1.2
Support Test Script creation by County personnel, and ensure that Scripts are created in
accordance with the Testing Plan.
8.2.1.3
Write all unit, integration, performance, batch, security, and administrative related Test Scripts.
8.2.2 County Activities
8.2.2.1
Participate in Test Script training class instructed by Contractor.
8.2.2.2
Assist with developing all Test Scripts, other than those identified above to be written by
Contractor.
8.2.2.3
Sign off on contractor-delivered Test Plans and Cases.
8.2.3 Contractor Deliverables
8.2.3.1
ECD-26 UAT Scripts loaded into Target Process
8.2.4 Acceptance Criteria for Contractor Deliverables
8.2.4.1
Training for testing activities is conducted by knowledgeable Contractor employees and
accomplishes the learning-objectives as evidenced by student testing or student performance
observation.
8.2.4.2
Scripts written or uploaded by Contractor are in full compliance with the Testing Plan
8.3 Conduct Testing
Testing shall be conducted in accordance with the Testing Plan. Testing shall be repeated (cycles) until the
acceptance criteria are met. The first Testing cycle shall be comprehensive and 100% of the Testing Plan (all
scripts and permutations) shall be executed to test functionality specific to the Release. Subsequent Testing
cycles may be conducted after an agreed upon number of Defects have been corrected and System updated with
the corrections.
If Contractor pre-delivery testing is performed, County may ask to see the results, but only for comparison to
the County test results. County maintains sole authority to certify the successful completion of any and all tests
performed by the Contractor on the System.
8.3.1 Contractor Activities
8.3.1.1
Ensure all testing environment conditions are met prior to execution of any test cycle.
8.3.1.2
Support the execution of all Test Scripts
8.3.1.3
For the UAT test periods, proctor test execution for the first week of the test cycles.
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8.3.2 County Activities
8.3.2.1
Execute all Test Scripts.
8.3.2.2
Record Defects, and participate in Defect triage in accordance with the Project Management
section of this SOW.
8.3.2.3
Schedule resources to complete testing within the timeframe dictated by the project timeline.
8.3.3 Contractor Deliverables
8.3.3.1
Release Testing (R-01 through R-26)
8.3.3.2
ECD-26 User Acceptance Testing environments and support
8.3.4 Acceptance Criteria for Contractor Deliverables
8.3.4.1
Total Software Score (TSS)
Total Software Score (TSS) is a formula that considers both number and severity of Defects. It will be
used at various points during the project as an evaluation criterion, specifically for acceptance of
software deliveries and final project acceptance. A TSS value will be identified for acceptance of
specific Releases User Acceptance Testing, and Final User Acceptance Testing.
TSS is calculated by multiplying the severity count by the corresponding point value for the associated
severity level. The point value for each level is indicated below:
-
SEV1: 3 points
-
SEV2: 2 points
-
SEV3: 1 points
-
SEV4: 0 points (largely cosmetic or desired future enhancements to functionality)
Example: If four (4) SEV3 and two SEV1 Defects are identified and unresolved, the TSS = 10
[(4x1)+(2x3)].
Severity levels are defined in Section 1.5 ACCEPTANCE. The general approach will be to tie Story
Points (complexity) of functionality planned in each Release to allowable TSS as follows:
-
Pre-requisite for Story Point assignments is the development of System Use Cases to be
completed by R-03 (Release 3).
-
Story Points will use Fibonacci series for setting relative complexity.
-
Releases with more complexity will be allowed greater TSS for Acceptance, subject to a
relatively more rigorous TSS acceptance cap over time.
-
TSS calculated at the end of each Release Testing Period will be reviewed for Acceptance. TSS
for a Release may be re-calculated as defects are remediated.
-
Defects may continue to be logged outside of a Release Testing Period, but might not count
toward the release TSS. In that scenario, the defect would fall into next release TSS if still open
at that time
-
The allowable TSS in UAT periods will be lower than in the development stage.
8.3.4.2
System Performance Testing
System performance shall be in accordance with the following, or as otherwise established in Testing
Plan or applicable Test Script within a system that meets minimum computing and operating
environment specifications:
-
The System shall not “crash, stall, or freeze-up” at any time.
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-
A simple query, such as searching for a single owner or parcel, shall take no longer than three
seconds to return the result, including parcel sketch and photo, with at least 150 users logged on
and using the System.
-
A moderately complex query, such as searching for all appeals associated with a given property,
shall take no longer than eight seconds to produce all results, with at least 150 users logged on and
using the System.
-
No operational report (an output with relatively small amounts of data needed to support a routine
daily process) shall take longer than 5 seconds to be sent to the printer dialog.
-
No comparable query for a single property shall take longer than 20 seconds to return five
comparable properties.
-
Very complex or inclusive queries or processes shall be tested and are able to complete in a
mutually agreeable time frame.
8.4 Revise/Correct Defects
This Task will be performed concurrently with conducting testing.
8.4.1 Contractor Activities
8.4.1.1
Facilitate Defect triage meetings at least once per week, or as needed to address all Defects logged
as part of Testing. This shall include the prioritization and classification of each Defect, and
documentation of the fix for each Defect.
8.4.1.2
Log results in shared collaboration tool. Defects are tracked using the process provided in the
Project Management section of this SOW.
8.4.1.3
Correct System Defects and provide software updates or other solutions according to the agreed-
upon resolution.
8.4.2 County Activities
8.4.2.1
Participate in the Defect triage meetings.
8.4.2.2
Support correction of Defects.
13129-1-RFP
9.0 Go-Live
Go-Live activities are outlined in this section, including transition planning.
9.1 Develop Go-Live Plan
9.1.1 Contractor Activities
9.1.1.1
Schedule and facilitate a meeting with the County to create and deliver the Go-Live Plan. The
following topics or sections shall be addressed:
9.1.1.2
Provide real time Defect and Issue triage and correction approach, to support personnel as they
first encounter the System for their routine tasking.
9.1.1.3
Work and support schedules shall be created and maintained for the duration of the Go-Live
support period.
9.1.1.4
Contractor technical staff will be available for 3 extended hours for 10 Business Days after Go-
Live Date.
9.1.1.5
Support roles for County and Contractor personnel involved in the plan.
9.1.1.6
Support assignments and schedule for County and Contractor personnel for the first 30 Business
Days after Go-Live Date.
9.1.1.7
Provide Go-live specific communication plan and other plans as identified.
9.1.2 County Activities
9.1.2.1
Collaborate with Contractor to produce the Go-Live Plan.
9.1.3 Contractor Deliverables
9.1.3.1
ECD-16 Go-Live Plan (Complete first draft)
9.1.3.2
ECD- 24 Go-Live Plan (Final)
9.1.4 Acceptance Criteria for Contractor Deliverables
9.1.4.1
Go-Live Plan appears to meet and support needs of the County for the first 30 Business Days after
Go-Live.
9.1.4.2
Go-Live Plan includes detailed transition plans.
9.2 Go-Live Event
9.2.1 Contractor Activities
9.2.1.1
Except for delays excused under this Contract or by the County in writing, to facilitate the Go-
Live event the Contractor will deliver a production ready System on or before August 1, 2022 for
Final UAT Testing by the County.
9.2.2 County Activities
9.2.2.1
Perform Go-Live: activate the System and perform user activity such that the System is in daily
regular production use and reliance section-wide by County employees.
9.2.2.2
Assist Contractor in performing Go-Live support.
9.2.2.3
The target Go-Live Date for the System is October 3, 2022. Contractor understands that, due to
the County’s statutory requirements, even if Contractor delivers a production-ready System in
August or September 2022, the County does not intend to use GAMA as its system of record until
October 2022. The parties expressly agree to this proposed timeline and further agree that the
County will have no contractual obligation to begin using GAMA as its system of record prior to
October 2022. Notwithstanding the forementioned, County agrees to begin software subscription
payments upon Contractor’s delivery of a production-ready System, as set forth in Exhibit B.
13129-1-RFP
9.2.3 Contractor Deliverables
9.2.3.1
ECD-26 Production-ready System
9.2.4 Acceptance Criteria for Contractor Deliverables
9.2.4.1
Contractor System is used as the system of record.
13129-1-RFP
10.0 Transition
Transition refers to post-Go-Live activities intended to facilitate the transition of the System to sustainment, to
recognize Final Acceptance, and to deliver retained funds to Contractor.
10.1 Remedy Defects
10.1.1 Contractor Activities
10.1.1.1 Conduct regular Defect triage meetings to prioritize and agree upon the resolution for all Defects
logged to date until System Acceptance criteria have been met.
10.1.1.2 Document resolution plan for each Defect in shared collaboration tool.
10.1.2 County Activities
10.1.2.1 Attend Defect triage meetings and collaborate on resolution plan for all Defects.
10.1.2.2 Support Contractor in the remediation of Defects until System Acceptance criteria have been met.
10.1.3 Contractor Deliverables
10.1.3.1 ECD-26 Remediation of Defects According to Transition Plans
10.1.4 Acceptance Criteria for Contractor Deliverables
10.1.4.1 Defects have been remedied according to transition plans.
10.2 System Acceptance / Transition to Support
This Task describes activities associated with formal System Acceptance and the transition of the County to the
Contractor Customer Support team.
10.2.1 Contractor Activities
10.2.1.1 Remedy Defects according to transition plans.
10.2.1.2 Schedule and conduct structured meeting to transfer County to Contractor Customer Support for
post-Go-Live support.
10.2.2 County Activities
10.2.2.1 Attend transfer-to-support meeting.
10.3 Retained Funds Release Milestones
The activities described in this Task shall be repeated for each of the milestones for retained funds release
associated with Final Acceptance set forth in the Price Agreement (Exhibit B) less any withholding per section
1.2.1 (Exhibit A).
For the purpose of Retained Funds Release Milestones, the scope of the Total Software Score (TSS) includes
only the current and prior Activities listed in this table. TSS for the entire System must remain below a
mutually agreed upon amount, as described in section 8.0.
The following is the acceptance criteria to be applied to each respective milestone:
13129-1-RFP
Milestone
Activities*
Payout %
Acceptance Criteria
Payout 1
Production-Ready System is
Delivered, Accepted, and
Deployed to Production
Environment.
(June-August 2022)
50%
1. Contractor delivered production-ready
System, including delivery of technical
specifications as required by Exhibit A,
Part 3, Section 1.2.1(8).
2. County completed testing of
production-ready System, Contractor
remedied any defects as outlined in
Exhibit A, Part 1, section 1.5 unless
mutually agreed, and System code
deployed to Production environment.
3. All pre-go live Story Points delivered.
Payout 2
Go-Live Date (October 2022)
25%
1. Contractor completed Final Data
Migration in September 2022 into
production ready System.
2. County began using AA-GAMA as
system of record.
Payout 3
Tax Bill Assessment Roll
Report (Final 2022 Tax Bill
SAR) (October 2022)
10%
County can generate a Tax Bill
Assessment Roll Report (Final 2022 Tax
Bill SAR) from System.
Payout 4
Validation of 2023 Values
(November 2022)
15%
County re-valued 25% residential/condo
properties and 100% of remaining
properties using the 2023 models in the
MARS system; values matched to values
calculated by the CAMA group (for
market properties) and the 6i system (for
cost). Any value discrepancies must be as
a result of action taken by the County
(e.g. late model overrides within 6i that
were not part of the final data migration).
*Note: The month indicated as the target date for each activity identified in the table above reflects County
planned dates for completion of the activity. The date is included here to reflect the anticipated retainage payout
timing to Contractor, for planning purposes. Both parties acknowledge that retainage will be paid upon completion
of acceptance criteria noted in the table above.
10.3.1 Contractor Activities
10.3.1.1 Prepare a Project Services Audit report to outline outstanding Issues, Defects, operational Risks,
and relevant action items. Revise according to County feedback.
10.3.2 County Activities
10.3.2.1 Review draft Project Services Audit report and provide feedback to Contractor.
10.3.3 Contractor Deliverables
10.3.3.1 ECD-26 Final Project Services Audit Report
10.3.4 Acceptance Criteria for Contractor Deliverables
10.3.4.1 Project Services Audit report describes all outstanding Issues, Defects, operational Risks, and
action items.
13129-1-RFP
2.
PART FOUR: IMPLEMENTATION PLAN/SCHEDULE
The Implementation Plan/Schedule will be included in the Living Development Plan, which will be updated every
quarter.
13129-1-RFP
EXHIBIT B, PRICE AGREEMENT
SERIAL 13129-1-RFP
NIGP CODE: 208-82
CONTRACTOR'S NAME:
Esri Canada Limited
COUNTY VENDOR NUMBER:
VC0000001004
ADDRESS:
12 Concorde Place, Suite 900
Toronto, ON, M3C 3R8
P.O. ADDRESS:
TELEPHONE NUMBER:
416-441-6035
FACSIMILE NUMBER:
WEB SITE:
www.esri.ca
CONTACT (REPRESENTATIVE):
Michael Lomax
REPRESENTATIVE'S E-MAIL ADDRESS:
mlomax@esri.ca
CONTRACTOR WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS
AGREEMENT.
1.
TOTAL NOT TO EXCEED FOR INITIAL TEN (10) YEAR TERM: $20,159,399.80
1.1. PROJECT MANAGEMENT
$845,124.00
1.2. DELIVERABLES (ECD-01 Through ECD-29)
$10,683,574.85
a)
With Project Change Request #4 in late 2019, portions of future payments from Annual Software
Subscription Post Implementation (§1.5 below) have been shifted on a net-present-value basis to
Deliverables for calendar year 2020. The net nominal dollar savings to the County from this shift is
$76,563.
b)
With Project Change Request #7 in 2022, portions of planned payments for Annual Software
Subscription Post Implementation have been shifted to Deliverables for calendar year 2022. The net
nominal dollar savings to the County from this shift is $58,126.43.
c)
These nominal savings must be added to the line items described in §§1.1-1.5 here to reach the not-to-
exceed value for the initial ten-year term of this contract.
1.3. TRAVEL ALLOWANCE
$276,834.00
1.4. SOFTWARE SUBSCRIPTION FOR IMPLEMENTATION
$834,870.00
1.5. ANNUAL SOFTWARE SUBSCRIPTION POST IMPLEMENTATION (including Azure Maintenance)
through PCR08
13129-1-RFP
$1,834,996.95
Annual Software Subscription - Post Development
Subscription Period
Software Subscription Costs
Azure Maintenance Costs
Aug. 1, 2022 to Sept. 30, 2022
Parties agree that no
subscription fees will be
charged or payable until
Contractor delivers a
production-ready System.
In the event the System is not
production ready on August 1,
2022, Software Subscription
payments due to Contractor
for the period Aug. 1, 2022 to
Sept. 30, 2022 will be reduced
in accordance with Option 1
of Section 1.8.1 (i) of Exhibit
A, Part One -Special Terms
and Conditions.
$124,006.90
$9,427.55
October 1, 2022 to June 30,
2023 (Includes Production
Deployment / Go Live)
$295,312.50
$30,000.00
July 1, 2023 to June 30, 2024
$393,750.00
20,0000*
July 1, 2024 to June 30, 2025
$393,750.00
$0
July 1, 2025 to June 30, 2026
$393,750.00
$0
July 1, 2026 to Dec. 31, 2026
$175,000.00
$0
Total
$1,775,569.40
$59,427.55
*Azure maintenance is prorated during this period due to Azure fixed priced implementation as part of
PCR09 commencing January 1, 2024.
Estimated Cloud Hosting Costs 2021 through December 31, 2023
Fiscal Year
*Azure Subscription Cost
Estimated
2021
As invoiced by Microsoft
$300,000.00
2022
As invoiced by Microsoft
$600,000.00
2023
As invoiced by Microsoft
$600,000.00
Total
$1,500,000.00
* Through PCR08, Cloud Microsoft Azure subscription costs are passed through to County as billed to
Contractor and will not include mark-ups. The above figures are purely estimates. Microsoft Azure
invoices will be provided by Contractor to County upon request. Contractor is entitled to charge for
“maintenance” of this pass-through billing as set forth above
13129-1-RFP
Upon implementation of PCR09, Azure Maintenance will be included in fixed price Cloud hosting cost set
forth below at terms set forth in Section 3.3, Statement of Work, Exhibit A.
Cloud Hosting Costs starting with PCR09 (Fixed Price includes all Azure Maintenance)
Fiscal Year
Price
January 1, 2024 – June 30, 2024
$604,000
July 1, 2024 – June 30, 2025
$1,208,000
July 1, 2025 – June 30, 2026
$1,208000
July 1, 2026 – December 31, 2026
$604,000
Total
$3,624,000
1.6. PROJECTED ANNUAL SOFTWARE SUBSCRIPTION AND CLOUD HOSTING COSTS FOR
RENEWAL TERM
$24,450,240.13
Projected Annual Software Subscription and Cloud Hosting for Renewal Term
Subscription Period
Subscription
Costs
Azure Maintenance Costs
Cloud Hosting Costs
Jan 1, 2027 to Jun 30,
2027
$407,750.00
$0
$634,200
Jul 1, 2027 to Jun 30,
2028
$835,900.00
$0
$1,268,400
Jul 1, 2028 to Jun 30,
2029
$877,700.00
$0
$1,331,820
Jul 1, 2029 to Jun 30,
2030
$921,600.00
$0
$1,331,820
Jul 1, 2030 to Jun 30,
2031
$967,700.00
$0
$1,398,411
Jul 1, 2031 to Jun 30,
2032
$1,016,100.00
$0
$1,398,411
Jul 1, 2032 to Jun 30,
2033
$1,066,900.00
$0
$1,468,331.55
Jul 1, 2033 to Jun 30,
2034
$1,120,200.00
$0
$1,468,331.55
Jul 1, 2034 to Jun 30,
2035
$1,176,200.00
$0
$1,541,748.13
Jul 1, 2035 to Jun 30,
2036
$1,235,000.00
$0
$1,541,748.13
Jul 1, 2036 to Dec 31,
2036
$632,550.00
$0
$809,418.77
Total
$10,257,600.00
$0
$14,192,640.13
Optional Future Development – This is a county reserve fund that must be authorized by the County prior to
execution of billing.
Jan 1, 2024 to Dec 31, 2026
Per rate card
$560,000
2.
SCHEDULE OF DELIVERABLES
13129-1-RFP
2.1. The parties acknowledge that payment for Deliverables will be directly tied to those specific Deliverables
that have been accepted by County. Payment for travel will be on strict cost reimbursement for actual and
approved travel expenses without markup. Copies of invoices for travel may be requested by County.
Payment for Project Management fees shall be on a quarterly basis. Contractor shall prepare quarterly
invoices that at a minimum reflect a line item level detail for the categories listed within this section. County
reserves the right to modify the content and format of invoicing with the concurrence of Contractor.
2.2. The Sequence of Deliverables and Payments is noted below.
2.3. Contractor shall prepare invoices at the end of each Quarter for all Deliverables accepted or fees due in that
quarter.
3.
RATE CARD
The following labor rates shall apply for all services rendered additionally to this Agreement via a Change
Order or Amendment.
Project management
$ 175.00
Product consulting
$ 175.00
Programming & product customization
$ 175.00
General configuration support
$ 150.00
Data conversion
$ 150.00
Interface development
$ 175.00
Training development (curriculum developer or technical writer)
$ 175.00
Training (trainer)
$ 150.00
Help desk support (regular business hours)
$ 100.00
Help desk support (after business hours)
$ 150.00
Cost per Story Point (up to ECD 28)
$1,600.00
Cost per Story Point (ECD 29 only) $1,800.00
Cost per Story Point (New Functionality/Professional Services after ECD 29) $1,800.00
Azure Premium Level Service (Daily Rate) $1,000.00
Deliverable or Fee
Total
Total Value
Retainage
Payment
Project Management
$845,124.00
$169,024.80
$676,099.20
Deliverables (ECD-01 to ECD-29)*
$10,683,574.85
$1,719,125.78
$8,964,449.07
Software Subscription (Implementation)
$834,870.00
$834,870.00
Travel (maximum possible
reimbursement)
$276,834.00
$276,834.00
Retainage
$(1,888,150.58)
$1,888,150.58
Sub-total
$12,640,402.85
-
$12,640,402.85
NPV Allowance – not paid
$76,563.00
$76,563.00
Microsoft Azure Subscription Costs
(Fiscal Years 2021-2023)**
$1,500,000.00
$1,500,000.00
Software Subscription, years 4-10***
$1,834,996.95
$1,834,996.95
13129-1-RFP
Microsoft Azure Fixed Price (Jan 1,
2024 to Dec 31, 2026
Option for Future Development
$3,624,000.00
$560,000.00
-
$3,624,000.00
$560,000.00
Software Subscription, years 11-20
Microsoft Azure Fixed Price (Jan 1, 2027
to Dec 31, 2036
$10,257,600.00
$14,192,640.13
$10,257,600.00
$14,192,640.13
$44,609,639.93
-
$44,609,639.93
* The parties agree that ECD-29 shall be no fewer than 320 Story Points and no greater than 500 Story Points, at the
cost per Story Point set forth in the Rate Card. Any increase in Story Points above 500 Story Points would need to
be mutually agreed, at the same cost per Story Point. This Release Package may be delivered by Contractor over
multiple deployment dates, but delivery of ECD-29 shall occur no earlier than January 1, 2023 and no later than
December 31, 2023.
** The Microsoft Azure Subscription Costs for Fiscal Years 2021-2023 are forecasted and provided as an estimate
for the County’s planning purposes. Contractor reserves the right to adjust these costs to reflect the actual annual
fees invoiced by Microsoft to Contractor for the Azure annual subscription.
*** In the event the System is not production ready on August 1, 2022, Software Subscription payments due to
Contractor will be reduced in accordance with Section 1.8.1 of Exhibit A, Part One - Special Terms and Conditions .
Sequence of Deliverables and Payments
During the initial development phase, there are 3 regular payment streams (not including travel expenses).
Specifically;
3.
Project Management (Quarterly) through December 2019
4.
Software Subscription (Quarterly) through December 2019
5.
Deliverables (On Acceptance) through completion of Features (Release dates may be revised where
mutually agreed by County and Contractor)
Total Value
Retainage
Payment
Date
(if applicable)
1. Project Management
1 month Dec 2016
$22,841.00
$4,568.20
$18,272.80
2017 Q1
$68,523.58
$13,704.72
$54,818.86
2017 Q2
$68,523.58
$13,704.72
$54,818.86
2017 Q3
$68,523.58
$13,704.72
$54,818.86
2017 Q4
$68,523.58
$13,704.72
$54,818.86
2018 Q1
$68,523.58
$13,704.72
$54,818.86
2018 Q2
$68,523.58
$13,704.72
$54,818.86
2018 Q3
$68,523.58
$13,704.72
$54,818.86
2018 Q4
$68,523.58
$13,704.72
$54,818.86
2019 Q1
$68,523.58
$13,704.72
$54,818.86
2019 Q2
$68,523.58
$13,704.72
$54,818.86
2019 Q3
$68,523.58
$13,704.72
$54,818.86
2019 Q4
$68,523.62
$13,704.72
$54,818.90
Total
$845,124.00
$169,024.80
$676,099.20
2. Software Subscription
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
1 month Dec 2016
$22,564.05
$22,564.05
2017 Q1
$67,692.16
$67,692.16
2017 Q2
$67,692.16
$67,692.16
2017 Q3
$67,692.16
$67,692.16
2017 Q4
$67,692.16
$67,692.16
2018 Q1
$67,692.16
$67,692.16
2018 Q2
$67,692.16
$67,692.16
2018 Q3
$67,692.16
$67,692.16
2018 Q4
$67,692.16
$67,692.16
2019 Q1
$67,692.16
$67,692.16
2019 Q2
$67,692.16
$67,692.16
2019 Q3
$67,692.16
$67,692.16
2019 Q4
$67,692.19
$67,692.19
Total
$834,870.00
$0.00
$834,870.00
3. Deliverables
ECD-01
Release R-00
Set up Cloud Service in Azure, Database,
Data transfer, File conversions
$250,900.00
$50,180.00
$200,720.00
ECD-02
Release Package R-01
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
Architectural Review & Design Workshop
Project Planning, Functional Requirement &
Use Case Workshop
$414,507.16
$82,901.43
$331,605.73
March 31, 2017
ECD-03
Release Package R-02
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
Project Charter
Project Schedule (Initial Plan)
$414,507.16
$82,901.43
$331,605.73
June 30, 2017
ECD-04
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
Release Package R-03
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
System Use Cases for Backlog
Data Migration Plan (Initial Plan)
Development Plan (Initial Plan)
Testing Plan (Initial Plan)
$414,507.16
$82,901.43
$331,605.73
September 29, 2017
ECD-05
Release Package R-04
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
Project Schedule (Baseline Plan)
Training Plan (Initial Plan)
Data Migration Plan (Living Plan)
Development Plan (Living Plan)
Testing Plan (Living Plan)
$414,507.16
$82,901.43
$331,605.73
December 20, 2017
ECD-06
Release Package R-05
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
March 29, 2018
ECD-07
Release Package R-06
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
June 29, 2018
ECD-08
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
Release Package R-07
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
September 28, 2018
ECD-09
Release Package R-08
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
December 21, 2018
ECD-10
Release Package R-09
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
March 29, 2019
ECD-11
Release Package R-10
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
June 28, 2019
ECD-12
Release Package R-11
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.16
$82,901.43
$331,605.73
September 27, 2019
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
ECD-13
Release Package R-12
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$414,507.20
$82,901.44
$331,605.76
December 29, 2019
ECD-14
Release Package R-13
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$120,000.57
*$24,000.11
$96,000.45
February 27, 2020
ECD-15
Release Package R-14
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
First Full Set Data Migration (All Data, All
Years as specified)
$120,000.57
*$24,000.11
$96,000.45
April 15, 2020
ECD-16
Release Package R-15
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
Go-Live Plan (Complete first draft)
Training Database Staging and Restoration Plan
$120,000.57
*$24,000.11
$96,000.45
June 2, 2020
ECD-17
Release Package R-16
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$120,000.57
*$24,000.11
$96,000.45
July 20, 2020
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
ECD-18
Release Package R-17
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$120,000.57
*$24,000.11
$96,000.45
September 3, 2020
ECD-19
Release Package R-19**
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$376,440.07
*$75,288.01
$301,152.06
December 11, 2020
ECD-20
Release Package R-20
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release MetricsTraining database set-up
$376,440.07
*$75,288.01
$301,152.06
February 10, 2021
ECD-21
Release Package R-21
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$376,440.07
*$75,288.01
$301,152.06
April 6, 2021
ECD-22
Release Package R-22
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$376,440.07
*$75,288.01,
$301,152.06,
May 27, 2021
ECD-23
Release Package R-23
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$376,440.07
*$75,288.01
$301,152.06,
July 19, 2021
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
ECD-24
Release Package R-24
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
Go-Live Plan (Final)
$376,440.07
*$75,288.01
$301,152.06
September 9, 2021
ECD-25
Release Package R-25
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$512,000.00
*$102,400.00
$409,600.00
November 2, 2021
ECD-26
UAT Scripts Loaded into Target Process
Full Set Data Migration (All Data, All Years as
specified)
Production-Ready System
Remediation of Defects According to Transition
Plans
Final Project Services Audit Report
50% Retainage Payout (System is Production
Ready and Deployed to Production)
25% Retainage Payout (Go-Live)
10% Retainage Payout (2022 Tax Bill
Assessment Report; Approved by Treasurer)
15% Retainage Payout (Validation of 2023
Values)
($944,075.29)
($472,037.65)
($188,815.06)
($283,222.59)
August 2022
October 2022
October 2022
November 2022
13129-1-RFP
Total Value
Retainage
Payment
Date
(if applicable)
ECD-27
Release Package R-26
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$711,945.62
$711,945.62
June 2022
ECD-28
Release Package R-27 (First Post Go-Live
Release)
• Updated Software
• Updated Technical Documentation
• Updated System Use Case Documentation
• Updated Testing Summary & Testing Scripts
• Release Metrics
$476,000.00
$476,000.00
Minimum of 75% of
Story Points
Delivered by
November 30, 2022;
Full Delivery by
December 16, 2022
***
ECD-29 ****
Release Package R-28 (Second Post Go-Live
Release)
Total Project Management
$900,000.00
$845,124.00
$169,024.80
$900,000.00
$676,099.20
No earlier than Jan.
1, 2023 and no later
than Dec. 31, 2023
Total Software Subscription (Implementation)
$834,870.00
$834,870.00
Total Deliverables (ECD-01 to ECD-27)
$9,307,574.85
$1,719,125.78
$7,588,449.07
ECD-28
$476,000.00
$476,000.00
ECD-29
Retainage Payments
$900,000.00
$900,000.00
$1,888,150.58
Travel as incurred, estimate
$276,834.00
$276,834.00
Total
$12,640,402.85
$12,640,402.85
NOTE: “*” indicates the “at risk” retainage that is subject to the calculations in Exhibit A – Section 1.2.3.
NOTE: “**” indicates that Release Package 18 was purposefully not used to align ECD numbering.
NOTE : “***” indicates that the prioritization of the Story Points to be delivered by November 30, 2022 deadline will be
mutually agreed by the parties.
NOTE: “****” indicates that ECD-29 shall be no fewer than 320 Story Points and no greater than 500 Story Points, at
the cost per Story Point set forth in the Rate Card. Any increase in Story Points above 500 Story Points would need
to be mutually agreed, at the same cost per Story Point. This Release Package may be delivered by Contractor over
multiple deployment dates, but delivery of ECD-29 shall occur no earlier than January 1, 2023 and no later than
December 31, 2023.
13129-1-RFP
EXHIBIT C, SOFTWARE SUBSCRIPTION AGREEMENT
1.
Subscription Uses and Restrictions
1.1. General. The Contractor represents that it has the right to grant the Software Subscription hereunder. The
Software and its related Documentation are subscribed, not sold, to County for use only under the terms of
this Software Subscription Agreement.
1.2. Subscription Grant. Upon and subject to the terms and conditions of this Software Subscription Agreement,
Contractor grants to County, and County accepts, a non-transferable, limited and non-exclusive Software
Subscription to: (i) use the Software only for County’s internal business needs; (ii) use the Documentation
to support the use of the Software and/or Service(s). All rights not expressly granted hereunder shall be
reserved to Contractor. Additionally, County shall not sell, rent, transfer, distribute or otherwise
commercially exploit or make the Software or Documentation available to any third-party for any purpose
beyond the administration of the Maricopa County Assessor’s Office under the laws of the State of Arizona.
County and all of its users who have the right to use the Software on behalf of County under this Software
Subscription Agreement, will be bound and comply with this Software Subscription Agreement.
1.3. Restrictions. County shall not, directly or indirectly (i) reverse engineer, decompile or disassemble the
Software, or otherwise attempt to derive the source code of the Software, or any portion thereof; (ii) make
more copies of the Software and the Documentation than is specified in this Software Subscription
Agreement or allowed by applicable law, despite this limitation; (iii) modify or create a derivative work of
any part of the Software or Documentation; (iv) use the Software other than as, or for any purpose other
than that, set forth in the Documentation or in any application that may involve risks of death, personal
injury, severe property damage, or environmental damage; or (v) file copyright or patent applications that
include the Software or Documentation or take any other action that may transfer any intellectual property
rights in the Software or the Documentation to any Person other than Contractor. The County recognizes
that the Software and/or Documentation is itself proprietary information and shall use at least the same
degree of care as it uses to protect its own proprietary information of similar kind, but in no event shall such
care be less than commercially reasonable, so as to protect the Software and Documentation without limiting
the generality of the foregoing. For avoidance of doubt, the archival copy of the Software and
Documentation County is permitted to keep hereunder may be used only to comply with County’s record
keeping obligations under applicable law and for no other purpose.
1.4. Provision of Subscribed Software. Contractor shall provide to County (i)(a) the object code for the Software
or (b) remote access to the Software and (ii) Documentation for the Software.
1.5. Locations. In the event County receives the object code for the Installed Software (rather than remote access
thereto) County shall use the Software only on the Designated Hardware and at the Designated Location(s).
County shall have the right to change the Location of the Designated Hardware and to upgrade the
Designated Hardware to use the Software on servers that replace the Designated Hardware.
2.
Protection of Proprietary Rights
2.1. Proprietary Rights. County acknowledges that the Software and Documentation have been and shall be
developed by Contractor at great expense to Contractor, that the Software and Documentation are
proprietary to Contractor and that Contractor has, and shall have and retain, full title, ownership, proprietary
and other intellectual property rights in the Software and Documentation, including without limitation,
13129-1-RFP
copyright, trademark, service mark, trade secret, trade name and other intellectual property rights
(collectively the “Proprietary Rights”).
2.2. County’s Rights. County acknowledges and agrees that: (i) no title or ownership of the Software or
Documentation is transferred to County hereby; (ii) the Software and Documentation and all Proprietary
Rights are, and shall remain, the exclusive property of Contractor; and (iii) except for the Subscription and
perpetual license upon Termination granted in Section 1 above, County shall not have any right, title or
interest in the Software or Documentation. County shall not make any claim or representation of ownership,
or act as the owner, of any of the Software or Documentation. County agrees not to remove, change or
deface, and shall include, Contractor’s copyright notice and notice of its Proprietary Rights on each and
every item of Software copied or reproduced.
2.3. Contractor’s Rights. Contractor acknowledges that it has no right to or interest in the data processed by
County using the Software, except that of limited use of the Software. Contractor will work with the County
to determine a demonstration data set for demonstration purposes to prospective customers of Contractor
and any such data set shall be approved by County.
2.4. Confidentiality. County shall keep confidential the Software and other information of Contractor which is
confidential, proprietary or nonpublic (“Confidential Information”) and shall not disclose the Confidential
Information to any Person, except to employee(s) of County with a need to know the Confidential
Information in order for County to perform its obligations under this Software Subscription Agreement.
Confidential Information shall not include information which (i) is in the public domain at the time of
disclosure or enters the public domain through no act or omission of County, (ii) County’s written records
in existence at the time of disclosure show was known to County at the time of disclosure, (iii) is freely
disclosed to County, without restriction, by a third party without a duty of confidentiality to Contractor, and
(iv) County’s written records show to have been developed independently by County by personnel without
access to the Confidential Information.
2.5. Notification of Unauthorized Use. County shall promptly notify Contractor upon becoming aware of the
possession, use, or knowledge of any Confidential Information by a Person not authorized by this Software
Subscription Agreement to have such possession, use or knowledge. County shall promptly furnish to
Contractor full details of such possession, use or knowledge and shall use reasonable efforts to cooperate
with Contractor, at Contractor’s expense, in any action taken or deemed necessary by Contractor to protect
the Confidential Information or Proprietary Rights.
3.
Warranties
3.1. Software Warranty. Contractor warrants to the County that the Software shall operate substantially in
accordance with its Documentation for duration of the Contract Period (“Software Warranty”). The
Software Warranty shall commence 30 consecutive days after the Go Live Date, provided that there has
been no significant failure, outage or event in Software during that 30-day period. If a significant System
failure/outage/event occurs, the 30-day period will reset and begin again. The Software Warranty shall last
for 60 days after the first 30-consecutive-day period after the Go Live Date without a significant Software
failure, outage, or event (the “Software Warranty Period”). County’s exclusive remedy and Contractor’s
exclusive obligation for any breach of this Software Warranty shall be the correction of Defects or
replacement by Contractor of the nonconforming portion of such Software, at Contractor’s sole election and
expense. County’s notice shall disclose the items within the Documentation to which such Software fails to
conform and the manner in which the Software fails to conform, with sufficient specificity to permit
Contractor to reproduce and correct such nonconformity. In the event Contractor determines, in its sole
discretion, that it cannot, using commercially reasonable efforts, correct a Defect or replace such
nonconforming portion of the Software, Contractor shall refund the Subscription fee paid hereunder for the
affected period of the Defect. This Software Warranty shall be null and void upon, and shall not apply to
any Defect or nonconformity caused by (i) any modification or alteration of the Software other than by or
with prior approval of Contractor, (ii) misuse or abuse of the Software or Documentation, (iii) negligence
or wrongdoing of County in connection with the Software or Documentation, (iv) force majeure events as
set forth in the Master Agreement, (v) malfunction of any of County’s equipment, or (vi) use of the Software
or Documentation in any manner inconsistent with this Software Subscription Agreement or the
Documentation therefor. County shall pay Contractor at Contractor’s then-current time and materials rates
13129-1-RFP
for its Services in the event County makes a Software Warranty claim that is null and void or inapplicable
hereunder.
3.2. Services Warranty. Contractor warrants that all Services will be performed in a professional and
workmanlike manner, consistent with then-current industry standards (“Services Warranty”). County’s
remedy for a breach of the Services Warranty will be, at Contractor’s option, either to (i) re-perform such
Service(s); or (ii) to provide County a refund for the allegedly defective Service(s). Such remedy will only
be available if County notifies Contractor in writing within thirty (30) calendar days of the completion of
such Service(s). The Services Warranty shall commence with Contractor’s delivery of a production-ready
System and shall continue until 30 days after Contractor’s contractual service obligations cease (the
“Services Warranty Period”).
3.3. Warranty Exclusions; Exclusive Remedy. Contractor does not make any, and expressly disclaims, all
representations and warranties, whether oral or written, express or implied, or arising by usage of trade or
course of dealing, other than the warranties expressly made in this Software Subscription Agreement,
including, without limitation, the warranties of merchantability, fitness for a particular purpose and non-
infringement. Contractor does not warrant that the Software will satisfy, or may be customized to satisfy,
all of County’s requirements or that the use of the Software will be uninterrupted or error-free. The remedies
set forth herein shall be the sole and exclusive remedies of County.
4.
Software Subscription, Services, and Enhancements
4.1. Commencement of Software Subscription Service. The commencement date of the Software Subscription
shall be August 1, 2022; however, the parties agree that no Software Subscription fees are payable to
Contractor unless and until Contractor delivers a production-ready System.
4.2. Enhancements During Warranty. Contractor shall provide to County during the Software Warranty Period,
at no additional expense to County, any correction or Enhancement provided by Contractor, as determined
by Contractor in its sole discretion. After the expiration of the Software Warranty Period, Enhancements
and Upgrades shall be available to County through the Software Subscription as described in Exhibit C.8.
4.3. Data Access Support. Contractor shall provide to County reasonable support to add, delete and modify
database objects necessary to access data in the System for purposes external to the System such as website
and extracts for other agencies. The access to such data shall be provided in a manner that supports the
County’s existing business processes under the County’s current 6i system. Contractor will provide a
database with elevated privileges to test and develop data access activities. This will be an interim solution
until an alternative solution is developed using a maximum of 125 Story Points from a Post Go Live Release.
5.
Limitation of Liability; Indemnification
5.1. Limitation of Liability. Contractor shall not be liable for any loss or damage that County suffers or claims
to have suffered other than, subject to the limitations set forth below, a loss or damage directly caused by
Contractor’s negligence or willful misconduct. Both Parties agree that Contractor has no liability
whatsoever for County’s data or equipment.
5.2. Exclusion of Consequential Damages. In no event will either Party be liable to the other for (i) incidental,
consequential, indirect, special, punitive or exemplary damages, whether claimed under contract, tort or any
other legal theory, including but not limited to loss of use, revenue or profit, or (ii) loss of or damage to
County data or programming, in either event whether or not such Party had notice of the possibility of such
damages occurring or should have known of such possibility. Notwithstanding anything to the contrary set
forth in this Software Subscription Agreement, County and Contractor expressly agree that the maximum
aggregate liability of Contractor for all claims under this Software Subscription Agreement or otherwise
shall be the amount paid by County to Contractor hereunder during the twelve months immediately
preceding the event causing the loss or damage to County. The representations and warranties made in this
Software Subscription Agreement extend only to County and its permitted successors and assigns. Any
action against Contractor not brought within six (6) months after the cause of action accrues or arises shall
be deemed barred.
13129-1-RFP
5.3. Indemnification. County shall, to the fullest extent permitted by applicable law, indemnify and hold
harmless Contractor, its agents, employees, officers, directors, stockholders, successors and assigns from
and against any and all liabilities, losses, damages, claims, suits and expenses, including, without limitation,
reasonable attorneys’ fees, of whatsoever kind and nature imposed on, incurred by, or asserted against
Contractor, its agents, employees, officers, directors, stockholders, successors and assigns relating to or
arising out of any failure on the part of County to perform or comply with the terms of this Software
Subscription Agreement.
6.
Intellectual Property Indemnification
6.1. Defense and Cooperation. Contractor shall, at its own expense with counsel of its own choosing, defend
any claim made against County asserting that the Software infringes upon the United States patent or
copyright rights of a third party, provided that County provides immediate notice of such claim and
Contractor has full control of such defense, the right to settle or compromise such claim and the incurring
of any expense related thereto. County shall fully cooperate with Contractor in any such defense.
6.2. Infringing Software. In the event of any claim described in Section 6.1 “Defense and Cooperation” above,
or upon Contractor’s determination that such a claim may occur, Contractor shall have the right, at its option,
to (i) procure for County the right to continue using that portion of the Software claimed to be infringing, or
(ii) require County to cease using that portion of the Software claimed to be infringing and replace at no cost
to the County such portion with other, equally capable or better software to make the Software non-
infringing.
6.3. Failure of Notification. The failure of County to notify Contractor of such claim shall relieve Contractor of
its obligations and liabilities under this Section 6 “Intellectual Property Indemnification.” Contractor shall
have no liability or obligation to County under this Section 6 if any such claim is made by an affiliate of
County or is based upon, arises out of or results from (i) any product or information or data not provided by
Contractor, (ii) the failure of County to use Enhancements or Upgrades to the Software, (iii) modification
or alteration of the Software by a Person other than Contractor, (iv) misuse or abuse of the Software, (v)
negligence or wrongdoing of County or any malfunction, modification or alteration of County’s equipment,
(vi) force majeure events set forth in the Master Agreement, or (vii) use of the Software in any manner
inconsistent with this Software Subscription Agreement or the Documentation.
6.4. Exclusive Remedy. Section 6 “Intellectual Property Indemnification” specifies the entire liability of
Contractor and the exclusive remedy of County with respect to any claim that the Software infringes the
intellectual property rights of any third party or a breach of Section 1.1 “General” of this Software
Subscription Agreement.
7.
Term and Termination of Software Subscription Agreement
7.1. Term. This Software Subscription Agreement shall have the same Effective Date and Expiration Date as
the Master Agreement.
7.2. Termination for Material Breach. Contractor shall have the right, upon thirty (30) business days’ notice to
County, to terminate this Software Subscription Agreement upon County’s breach of any of the terms and
conditions of this Software Subscription Agreement and shall have the right to cease performance of its
obligations hereunder, without notice, in the event County breaches any of the terms and conditions of this
Software Subscription Agreement. This Software Subscription Agreement shall automatically terminate in
the event County is unable to pay debts as they come due, enters into suspension of payments, moratorium,
reorganization or bankruptcy, admits in writing its inability to pay debts as they mature, suffers or permits
the appointment of a receiver for its business or assets, or avails itself of or becomes subject to any other
judicial or administrative proceeding related to insolvency or protection of creditors’ rights (and, if such
action or proceeding is involuntary on the part of County, such action or proceeding is not dismissed within
sixty (60) days).
7.3. Termination of Software Subscription Agreement. If the County terminates this Software Subscription
Agreement, the Contractor hereby grants to County a nonexclusive, royalty-free, perpetual license to use
any Software and Documentation that were accessible to and provided the County during the term of this
Software Subscription Agreement. The grant foregoing subscription shall be subject to the County’s full
13129-1-RFP
payment of any amounts owed for the Software and Documentation and shall be revocable if the County is
in material breach of this Software Subscription Agreement. The County and Contractor agree that upon
such termination the County retains the obligation to protect the confidential nature of the software and that
Contractor has no further obligation to provide maintenance, updates, or any service to ensure the
performance of the Licensed Materials after the termination date.
7.4. Obligations after Termination. The termination of this Software Subscription Agreement shall be without
prejudice to any rights of either Party against the other and such termination shall not relieve either Party of
any of its obligations to the other existing at the time of termination.
7.5. Additional Remedies Due to Breach. County acknowledges that, because of the confidential and proprietary
nature of the Software, neither termination of this Software Subscription Agreement, nor arbitration, nor
would an action at law be an adequate remedy for a breach by County of Section 1, “Subscription Grant and
Restrictions” of this Software Subscription Agreement. Accordingly, County agrees and consents that in
the event of such a breach, in addition to all other remedies which the injured Party may have, the injured
Party shall be entitled to relief in equity, including a temporary restraining order, temporary or preliminary
injunction and permanent injunction to restrain the continuation of any such breach or to compel compliance
with the provisions of this Software Subscription Agreement.
8.
Software Subscription Services Provided
8.1. During the Software Subscription Term, and upon and subject to the terms and conditions of the Software
Subscription Agreement, Contractor will provide to County during Business Hours reasonable operational
support and assistance as described below in connection with the use of the Software:
a)
Corrections to the Software and Documentation of Defects reported by County to Contractor, which
Defects are caused by errors in the currently available Software, provided that such Defects are reported
to Contractor no later than two (2) business days after the Defect is first recognized.
b)
Enhancements to accommodate changes in Arizona statute.
c)
Upgrades that County is entitled to receive pursuant to Section 9.
d)
Telephone and email support with respect to the Services delineated in Sections 8.1(a) hereof.
e)
Contractor’s obligation to provide a response pursuant to this Section 8.1 is void if the County does not
allow reasonable access to the Installed Software for diagnostics and examination, or in the event of
causes beyond the control of Contractor, including but not limited to acts of God, fire, flood, strike,
national emergency or failures of communications facilities or lines.
8.2. This Schedule further shall not apply to, and the Services shall not be deemed to include:
a)
Development or engineering of the Software, unless Contractor shall deem such development or
engineering necessary in its providing services under section 8.1 above;
b)
Any services related to work external to the Software.
8.3. Any corrections, updates, enhancements, or upgrades shall meet or exceed the same acceptance and system
performance standards established in Exhibit A, Scope of Work.
8.4. Service Level Agreement definitions and Defect classification post Go-Live are listed in the table below.
County and Contractor will collaborate and build a decision tree which will aid in refining the system
definitions in the table below. If there is a conflict between the decision tree and the Classification table
below, the Classification table below will supersede the decision tree.
8.5. The Service Level Agreement shall include support for the integrations identified in Appendix 3 Section C.
8.6. Maintenance windows shall be outside County Business Hours, unless mutually agreed.
8.7. Contractor agrees to provide professional services to County to upgrade to a new version of the Software to
support functionality delivered as of the final project Release (ECD-28 or ECD-29, as applicable).
8.8. Contractor will provide County the opportunity to test new versions of the Software in a test environment.
The County is responsible for all testing activities.
13129-1-RFP
8.9. Defect evaluation and classification
CLASSIFICATION
SYSTEM DEFINITION
MITIGATION/RESPONSE
SEV1
Defect prevents critical deadline-oriented
business process from functioning. No
workaround exists.
Resolution, or an immediate fix must be
delivered within two (2)business days.
SEV2
Prevents or impedes business process
from functioning or causes data
corruption involving large amounts of
folios. This may include deadline-
oriented issues.
Resolution, or a fix must be delivered within
five (5) business days.
SEV3
Prevents or impedes lower business
processes.
Resolution, acceptable workaround, or a fix
must be delivered within twenty (20) business
days.
SEV4
Usability issues has a non-intrusive
long-term work around.
Fix may be included in a future Service
Release.
8.9.1
Root Cause
County and Contractor recognize that multitier solutions have many possible points of
failure and that any severity level breach or remedy contemplated in this Contract applies
only to failure of Contractor’s software to provide agreed-upon functions. Faults whose
root causes lie with County or third-party resources (eg, telecommunications) are outside
the scope of this Service Level Agreement. The time to resolution shall not commence
until both County and Contractor have isolated and duly attributed the fault to a Defect in
Contractor’s software. The Contractor and the County should agree on the acceptance of
the defect and associated severity level within 1 to 2 business days of the Defect being
logged.
8.9.2
Remedy
For faults in the Contractor’s software (other than Software Defects remedied pursuant to
Section 3 of the Software Subscription Agreement) duly attributed as a Severity 1 or
Severity 2 Defect, for each day beyond the Service Level Agreement that such Severity 1
or Severity 2 Defect remains unresolved after acceptance and agreement on the applicable
severity level, County shall receive a credit towards the next Software Subscription invoice
of one day’s value of that year’s subscription cost.
8.9.3
Remedy Examples
8.9.3.i.1
Severity 1 Example. First thing the morning it is discovered that no employees
can access the system. Contractor investigates and determines that the
Contractor hosted web service that provides access to the system has failed.
Contractor re-cycles the web services at noon, and the system is now available
to all authorized users. Service level is met, and there is no breach and no need
for remedy.
8.9.3.i.2
Severity 2 Example. It is discovered that the Market Bulk Validation job errors
out every time it runs. As it is still several months before the valuation process
must be completed it does not fall into the timing situation for a severity 1 bug,
but because 1.4 million parcels are valued annually via the market bulk
valuation job it qualifies as a severity 2 bug due to the large number of parcels
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being effected. Contractor provides a patch seven business days later, two days
over the agreed service level. The service level breach is remedied in the next
Software Subscription billing cycle with a credit of 2 business days of the
annual fee, thus representing the two-day lag in service level.
8.9.3.i.3
Severity 3 Example. The contact search tab does not allow for scrolling or
pagination of search results meaning any search is effectively limited to 50
results. Contractor provides new patch within seven business days, and County
is able search for contacts and see results beyond the first 50 results. As the
service level for Severity 3 is twenty business days, there is no breach and no
need for remedy.
8.9.3.i.4
Out of Scope Example. County staff cannot login to the solution from within
one location but can remotely and from a second downtown location. County
technical staff identifies a network failure, so the fault is not within scope of
Contractor’s services and is therefore not escalated to Contractor.
9.
Software upgrades, warranty, & roadmap/enhancements:
9.1. The Contractor shall make available to the County, at no additional charge, all Enhancements and Upgrades
to the proposed software as they are released so long as the County is currently under the Contractor’s
Software Subscription Agreement. Contractor shall provide information regarding all Enhancements and
Upgrades in quarterly meetings, as set forth in Statement of Work, Section 1.1.5, and provide adequate time
for County to analyze desirability of Enhancement and test/validate Enhancement prior to deployment date.
The County shall decide at its discretion whether or not to take advantage of the updated version and support
it under the Software Subscription Agreement. The County understands that not accepting certain Upgrades
or Enhancements may result in outdated versions of the Software and the possibility of not being able to
accept certain Upgrades or Enhancements in the future. Contractor will provide updates to County on the
status of this development and the County’s remaining story points.
9.2. Beginning January 1, 2024, the cost for requested new functionality and/or professional services is the cost
per story point set out in the rate card. These story points may be used by the County to request future
development. Contractor agrees to exercise good faith in complying with these requests.
All requests for new functionality or professional services should be requested at a minimum of one month
prior to commencement of development. Beginning January 1, 2024 the Contractor will be moving to a
semi-annual release cycle. The sizes of each release must be mutually agreed.
All requests for new functionality should be requested at a minimum of one month prior to commencement
of development.
9.3. To ensure that documentation is consistent with the operating environment, updated documentation shall be
delivered concurrently with every software fix-pack or software update.
10.
Surviving Sections
Notwithstanding anything to the contrary in this Software Subscription Agreement, sections 1.0, 2.0, 5.0, and
6.0 shall survive expiration or earlier termination of this Software Subscription Agreement.
13129-1-RFP
APPENDIX 1, FUNCTIONAL AND TECHNICAL FEATURE REQUIREMENTS
Contractor will meet (or has met) County’s requirements in three categories
GO-LIVE PRODUCT – Features required for development and testing prior to the Go-Live Date.
POST GO-LIVE PRODUCT – Features required for development by ECD-28 (or ECD-29, as applicable*).
DELIVERED – Features accepted in a Release Package prior to the effective date of Project Change
Request 05.
Each identified Release Package shall include Features encompassing a minimum singular and cumulative effort in
Story Points in accordance with the following table. These minimums and the calculation of total Story Point effort
for the Go-Live and Post Go-Live Products include the 25% contingency from Master Agreement §6.13.1.
Category
Deliverable
Release
Minimum
Release Story
Points
Minimum
Cumulative Story
Points
Delivered
Go-Live Product
ECD-14
R-13
320
320
Yes
Go-Live Product
ECD-15
R-14
320
640
Yes
Go-Live Product
ECD-16
R-15
320
960
Yes
Go-Live Product
ECD-17
R-16
320
1280
Yes
Go-Live Product
ECD-18
R-17
320
1600
Yes
Go-Live Product
ECD-19
R-19
320
1920
Yes
Go-Live Product
ECD-20
R-20
320
2240
Yes
Go-Live Product
ECD-21
R-21
320
2560
Yes
Go-Live Product
ECD-22
R-22
320
2880
Yes
Go-Live Product
ECD-23
R-23
320
3200
Yes
Go-Live Product
ECD-24
R-24
320
3520
Yes
Go-Live Product
ECD-25
R-25
320
3840
Yes
Go-Live Product
ECD-27
R-26
481
4321
Yes
Post Go-Live
Product
ECD-28
R-27
320
4641
Yes
Post Go-Live
Product
ECD-29
R-28
320
4961
Yes
*Note: The parties agree that ECD-29 will be no fewer than 320 Story Points and no greater than 500 Story Points,
at the cost per Story Point set forth in the Rate Card. Any increase in Story Points would need to be mutually agreed,
at the same cost per Story Point. This Release Package may be delivered by Contractor over multiple deployment
dates, but delivery of ECD-29 shall occur no earlier than January 1, 2023 and no later than December 31, 2023.
Assignment of specific Features to Deliverables is accomplished through an accepted Release Package including the
Release Plan for the subsequent Release, at the direction of County.
13129-1-RFP
APPENDIX 2, CONTRACTOR TRAVEL AND PER DIEM POLICY
SERIAL 13129-RFP
1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.
2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District (County)
contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem
rates for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions):
www.gsa.gov
2.1 Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be reimbursed.
They should be included in the contractor’s hourly rate as an overhead charge.
2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or
incidentals.
3.0 Commercial air travel shall be reimbursed as follows:
3.1 Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when
preapproved in writing by the County Contract Administrator as a result of the business need of the County
when there is no lower fare available.
3.2 The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time of
contract signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related
to transportation to or from an alternate site.
3.3 The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.
4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not
for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel
period will not be permitted without prior written approval by the County Contract Administrator.
4.1. Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The
County will not reimburse contractor if the contractor chooses to purchase these coverage.
4.2. Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is necessary
for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-approval in writing
from the County Contract Administrator prior to rental of a larger vehicle.)
13129-1-RFP
4.3. County will reimburse for parking expenses if free, public parking is not available within a reasonable
distance of the place of County business. All opportunities must be exhausted prior to securing parking that
incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can transport the
contractor to and from County buildings with minimal costs.
4.4. County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not
be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.
4.5. The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other
any transportation costs.
5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved
by the County Contract Administrator. These costs include (but not limited to) the following: in-room movies,
valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated
with non-County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs.
Claims for unauthorized travel expenses will not be honored and are not reimbursable.
6.0 Travel and per diem expenses shall be capped at $276,834.00 for the duration for the implementation period.
13129-1-RFP
APPENDIX 3, SCOPE OF WORK SUPPORT DOCUMENTS
SERIAL 13129 –RFP
A.
Data Migration Assumptions and Acceptance Criteria
B.
Report Assumptions
C.
Integration Assumptions
D.
Milestone/Deliverable Acceptance Form
E.
Change Order Request Form
13129-1-RFP
A: DATA MIGRATION ASSUMPTION & ACCEPTANCE CRITERIA
This attachment addresses two topics as starting points for the Data Migration activities.
1.
Known sources of data to be migrated to the System.
2.
Initial criteria for the acceptance of migrated data.
KNOWN DATA SOURCES:
The following sources of production data shall be considered the starting assumption for the Data Migration
activities. As the planning task progresses, additional data sources may become evident.
PAIS
Production Assessor Information, also referred to as “Oracle”, “6i” and Secured or Unsecured
Purpose: Production data for the management of real and business personal property appraisal.
Migration assumption: The amount of data to migrate (# of Years), and the estimated number of records for each
subject is provided for each subject area. Not all tables within PAIS are subject to migration.
DATA (SUBJECT AREAS)
DATA OWNER(S)
# OF
YEARS
ESTIMATED #
OF RECORDS
Residential Property Characteristics
Real Property
7
1.6M/Yr.
Land Characteristics
Real Property
7
1.7M/Yr.
Commercial Characteristics
Real Property
7
2.4M/Yr.
Commercial Cost Components
Real Property
Valuation
Year 2018
forward
2.4M/Yr
(included with
above)
Personal Property Account
Characteristics
Real Property
7
150K/Yr.
Apartment Characteristics
Real Property
7
12K/Yr.
Centrally Valued Property
Characteristics
Real Property; Admin
7
1K/Yr.
Unsecured Mobile Home Characteristics
Real Property
7
56K/Yr.
Agriculture Characteristics
Real Property
7
17K/Yr.
Golf Characteristics
Real Property
10
15K/Yr.
Common Area Characteristics
Real Property
7
47K/Yr.
Valuation Information
Admin
7
1.6M/Yr.
Ownership Information
Ownership/Mapping
All History
4.2M (Total)
Situs Address Information
Real Property
All History
1.5M (Total)
Sales Information
Real Property
7
3M/Yr.
Parcel History
All
All History
14.4M (Total)
Personal Property Account History
Real Property
All History
320K (Total)
Appeals Information
Real Property; Litigation
7
15K/Yr.
Resolution Information
All
7
310K (Total)
Legal Class Information
Real Property
7
2.3M/Yr.
Subdivision Information
Real Property
7
30K/Yr.
Litigation Information
Litigation
7
25K (Total)
Exemptions (both Personal and
Organizational)
Real Property
7
234K (Total)
Association Parcel Information
Real Property
7
114K/Yr.
13129-1-RFP
DATA (SUBJECT AREAS)
DATA OWNER(S)
# OF
YEARS
ESTIMATED #
OF RECORDS
Deed Information (including Title Chain
Information)
Ownership/Mapping
All History
33M (Total)
Business Equipment Information
Real Property
7
625K/Yr.
Splits Information
Real Property;
Ownership/Mapping
7
75K/Yr.
Special District Information
Admin
7
2.3M/Yr.
Notice of Proposed Correction/Claim
Information
All
7
20K (Total)
Rental Registration Information
Real Property
All History
360K (Total)
Senior Valuation Protection Information
Real Property
All History
40K (Total)
First and Final Re-class Information
Real Property
7
360K (Total)
Tax Information
Admin
7
12M/Yr.
Tax Roll Information
Admin
7
1.6M/Yr.
OnBase
Commercial off the Shelf application for use in content management, document management, etc.
www.onbase.com
Purpose: Currently being used as a workflow tool for the management of all appeals; and to store all appeals-related
documentation.
Migration assumption: All documents that reside with any migrated appeal record should be related to the correct
record in the System.
APEX
Commercial off the Shelf application for use in recording property sketches.
Purpose: Currently being used to capture property sketches.
Migration Assumption: All sketches related to a parcel will remain related to the correct parcel.
DATA MIGRATION BALANCING TOLERANCES:
During each data migration iteration, the following criteria shall be used as acceptance criteria. This may be over-
ridden or appended as agreed to in the Data Migration Plan. Each balance tolerance shall be treated as a maximum
variance, or the additional variance must be explained and accepted by the County.
From the RFP:
Record Balancing
Migrated records, by record type and subtype, shall balance to zero unexplainable
discrepancies by count.
Migrated records, by record type and subtype, shall balance to within $500 in
unexplainable discrepancies by dollar value.
Migrated records, by record type and subtype, shall balance to within 0.25% in
unexplainable discrepancies for any value where a sum total (other than dollars) can
be used (e.g., square feet, linear feet, volume, etc.)
13129-1-RFP
Category
Criteria
Examples
Real Property
1) Total parcel count broken
down by ‘active’ and ‘deleted’
parcels certified tax year
Parcel count pre-conversion must
equal parcel count post- conversion
(active and deleted)
150,000 before =
150,000 after
2) Parcel counts by city by
property class certified tax year
Parcel counts for each property class
within a city or outside city
boundaries.
101’s in Phoenix before = 1,200
101’s in Phoenix after = 1,200
3) Total full cash value (FCV)
for certified tax year
Values must be an exact match
FCV prior = $ 34,000,000,000 FCV
after = $ 34,000,000,000
5) Total assessed value (AV) for
certified tax year
Values must be within 0.006% of
one another
AV prior = $19,000,000,000
AV after = $19,000,000,000
8) Total real market value
(RMV) for certified tax year by
tax code area.
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$1,000,000
Tax Code area 015067 after =
$1,000,000
9) Total assessed value (AV) for
certified tax year by tax code
area.
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$680,000
Tax Code area 015067 after =
$680,000
9.1) Total net assessed value
(NAV) for certified tax by code
area
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$740,000
Tax Code area 015067 after =
$740,000
11) Total assessed value (AV)
for certified tax year by tax code
area.
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$240,000
Tax Code area 015067 after =
$240,000
12) Total exception NAV for
certified tax year
Values must be an exact match
Exception NAV prior = $80,000,000
Exception NAV after = $80,000,000
13) Total parcel count broken
down by ‘active’ and ‘inactive’
parcels current tax year
Parcel count pre-conversion must
equal parcel count post- conversion
(active and deleted)
150,000 before =
150,000 after
14) Parcel counts by city by
property class current tax year
Parcel counts for each property class
with a city or outside city boundaries
must be an exact match.
101’s in Phoenix before = 1,200
101’s in Phoenix after = 1,220
15) Total real market value
(RMV) for current tax year
Values must be an exact match
FCV prior = $ 34,000,000,000 FCV
after = $ 34,000,000,000
17) Total assessed value (AV)
for current tax year
Values must be within 0.006% of
one another
AV prior = $19,000,000,000
AV after = $19,000,000,000
18) Total maximum assessed
value (SAV)for current tax year
Values must be within 0.006% of
one another
SAV prior = $9,000,000,000
SAV after = $9,000,000,000
19) Total full cash value (FCV)
for current tax year by tax code
area.
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$1,000,000
Tax Code area 015067 after =
$1,000,000
13129-1-RFP
Category
Criteria
Examples
20) Total assessed value (AV)
for current tax year by tax code
area.
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$680,000
Tax Code area 015067 after =
$680,000
20.1) Total maximum full cash
value (FCV) for current tax by
code area
Values must be within 0.006% of
one another
Tax Code area 015067 before =
$740,000
Tax Code area 015067 after =
$740,000
21) Total full cash value (FCV)
exception value for current tax
year
Values must be within 0.006% of
one another
FCV prior = $100,000,000
FCV after = $100,000,000
22) Historical full cash values
(FCV) county wide by year
Values must be an exact match back
to 2010-2011
23) Historical maximum assessed
(NAV) county wide by year
Values must be an exact match back
to 2010-2011
24) Historical assessed values
(AV) county wide by year
Values must be an exact match back
to 2010-2011
25) Historical secondary assessed
values (SAV) county wide by
year
Values must be an exact match back
to 2010-2011
26) Historical maximum
secondary assessed values
(MSAV) county wide by year
Values must be an exact match back
to 2010-2011
27) Total acres for certified tax
year
Total summarized acre count should
match before and after conversion.
Acre count prior = 322,017
Acre count after = 322,017
28) Total acres for current tax
year
Total summarized acre count should
match before and after conversion.
Acre count prior = 322,017
Acre count after = 322,017
29 ) Primary Residence Count
Total # of Primary Residences
should match before and after
conversion.
Primary Residence count prior =
121,676
Primary Residence count after =
121,676
30) Personal Exemption or
Senior Counts
Run inventory of manual flags for
Senior or Disabled counts
Senior or Disabled prior = 640
Senior or Disabled prior = 640
31) Commercial building
sections
Commercial building sections’
Marshall and Swift “occupancy
code” must be maintained
Maricopa County uses the Marshall
and Swift occupancy code.
31.2) Property Exemptions
certified year
Calculate exemptions correctly to
match within reasonable tolerances.
Exemptions Before= 10,000,0000
Exemption After 10,002,500
13129-1-RFP
Category
Criteria
Examples
32) Parcel level accuracy
requirements
It is the County’s intent that all valid
legacy data at the parcel detail level
be converted into the System. Parcel
data prior to conversion should be an
exact match to parcel data after
conversion. Examples of the type of
data to be converted include but are
not limited to those items shown at
the right.
Valid legacy data is defined as those
items identified in the data migration
plan to be converted.
Adjustments to land
Building Class, and Sq.Ft.
Actual Year Built
Effective Year Built
Indexes ( quality,
depreciation, neighborhood)
Bldg counts on a parcel
must be equal
Land table
Land Classes
Multi-family unit counts
Legal Class
33) Valuation methods
Valuation methodologies must be
maintained.
If a parcel is valued on the Income
Approach in 6i, then that parcel
should still be valued on income
approach in the System post
conversion.
Appeals
34) General scope
(Need to be tested on prior year)
Must maintain historical record of
data associated SBOE appeals (six
years)
Examples of the type of data to be
converted include but are not limited
to those items shown at the right.
There is also a number of scanned
documents that include petitions and
evidence.
Petition number
Parcel number
status
Owner information
including representative
Date petition received
Tax payer comments
SBOE dates, outcomes
Assessor Recommendation
Board Decision
Final Comments
Noticed value
Assessor’s recommended
values
Decision Values
13129-1-RFP
Category
Criteria
Examples
Sales/Deed History
35) General scope
Must maintain historical record of
sales and data associated with sales.
Examples of the type of data to be
converted include but are not limited
to those items shown at the right.
Seller of record
Owner of record
Sale/Deed date
Sale price
Deed type
Deed number
Recording number
Parcel acres
Property use codes
Sale validation codes
Full cash values at time of
sale
Ratios
Personal Property
36) Total value for certified tax
year (FCV and AV)
Value must be within 0.006% of one
another
Prior FCV = $1,110,000,000
After FCV= $1,110,000,000
Prior AV = $1,110,000,000
After AV= $1,110,000,000
37) Total value for certified tax
year by tax Code area
Value must be within 0.006% of one
another
Prior FCV 924010 = $247,000,000
After FCV 924010 = $247,000,000
38) Total value for current tax
year
Value must be within 0.006% of one
another
Prior FCV = $1,110,000,000
After FCV = $1,110,001,000
39) Total value for current tax
year by tax code area
Value must be within 0.006% of one
another
Prior FCV 924010= $247,000,000
After FCV 924010= $247,000,000
40) Total number of accounts for
current tax year, broken down by
active and deleted
Count must be within 0.006% of one
another
Prior active = 9,000
Prior deleted = 4,500
After active = 9,000
After deleted = 4,500
41) Total Number of accounts for
the current tax year that have a
late filing penalty
Count must be an exact match of
accounts with a late filing penalty
Prior accounts with penalty After
accounts with penalty
13129-1-RFP
Category
Criteria
Examples
42) Account level accuracy
requirements (current year)
It is the County’s intent that all valid
legacy data at the account detail
level be converted into the System.
Account data prior to conversion
should be an exact match to account
data after conversion. Examples of
the type of data to be converted
include but are not limited to those
items shown at the right.
Valid legacy data is defined as those
items identified in the data migration
plan to be converted.
Total number of detail lines
Detail lines by year
acquired
Total cost per line item and
by account
Calculated value per detail
line
Maintain to link leaser to
lessee
Depreciation type
Business type code
Special Assessments
43) Total number of parcels
under Statutory Classification
by type
Count must be an exact match by
type
Prior CU = 6,100
After CU = 6,100
44) Total acres of land under
Statutory Classification by acres
Acres must be an exact match by
type
Prior = 250 ac
After = 250 ac
45) Certified year total value by
value type (FCV, NAV of land
under Statutory Classification
Value must be an exact match by
type and value type
Prior FCV STF = 80,000,000
After FCV STF = 80,000,000
46) Total number of Special
assessment districts
Count must be an exact match of
both districts and parcel counts
Prior = 3,500
After = 3,500
47) Total number of Special
assessment district acres
Acres must be an exact match
Prior = 3,500
After = 3,500
48) Parcel level accuracy
requirements
It is the County’s intent that all valid
legacy data at the parcel detail level
be converted into the System. Parcel
data prior to conversion should be an
exact match to parcel data after
conversion. Examples of the type of
data to be converted include but are
not limited to those items shown at
the right.
Valid legacy data is defined as those
items identified in the data migration
plan to be converted.
Soil type per Acre
Total FCV by Soil/Site type
Special Use value by
Soil/Site Type
Effective Size
Description of Soil/Site
type
Tax Roll
49) District certifications Counts,
rates, values, and taxes
The values for roll extension and
certification will match the
“Certified Tax Roll” once converted
into the System.
50) Code Districts
All
51) Tax Roll Data
Within 1 dollar by district
51.2) Special Assessment codes
Count of Special Assessment codes
matches.
350 before = 350 after
13129-1-RFP
Category
Criteria
Examples
51.3) Total Special Assessment
Imposed assessments
Total value of Special Assessment
matches.
$490,481.54 before = $490,481.54
after
51.4) District level accuracy
Detail of District codes matches.
Description, contact information,
DOR code, tax rate, distribution %,
code areas, etc.
51.5) Code Areas
Total count of code area
combination matches.
015060 = 20 parcels before equals
015060 =20 parcels after
51.6) Code Area level accuracy
Detail of Code Area matches.
Description, DOR code, tax rates,
distribution %, code areas, etc.
51.7) SVP frozen and Market
Values
Total values by SVP agencies
matches.
SVP Phoenix = $350,000 before
equals Market Phoenix = $350,000
after
51.8) Joint County value by
Districts
Total value by Districts matches.
Phoenix =$25,000 before equals
Phoenix =$25,000 after
51.9) Total Assessed Value
(AV), exemptions and Net
Assessed Value (NAV)
Grand total of AV, exemptions and
NAV
NAV before = $2,890,008
NAV after = $2,890,008
51.10) Total NAV for Real
properties, Personal Properties,
and Utility accounts.
Total assessed value for Real
properties, Personal Properties, and
Utility accounts.
NAV Real properties before =$1,000
NAV Real properties after = $1,000
13129-1-RFP
B: REPORT ASSUMPTION
The reports listed below represent the major reports required by Statute in Arizona and shall be operational,
producing complete and accurate results, at Go-Live, as well as a sampling of reports currently used by the County.
Many other reports will be required and evaluated for action as part of the development activities. The Reporting
Framework provided by Contractor shall support all reports listed here. County is responsible for development and
validation of reports from that provided Framework.
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
Remote Municipal
Property
Annual
42-15252
Contains a listing of exempt municipal properties located
within Maricopa County. Used to report the properties
owned by municipalities outside the county per ARS 42-
15252. The county assessor shall determine the full cash
value and primary and secondary assessed valuation of
remote municipal property at the same amount and using the
same method of assessment as applied to private property
that is used for the same purpose in the county.
Levy Limit Report
Annual
42-17052
Contains the Current Net Assessed Value and Property
Subject to Taxation in the Prior Year used to calculate the
amount of new construction by taxing jurisdiction.
Determine the assessed value for the current tax year of all
property in the political subdivision that was subject to tax in
the preceding tax year.
State Abstract
Multiple
42-15155
Contains an aggregate summation of valuations by taxing
jurisdictions. It contains all property and must create a Net
Assessed Value but subtracting properties which are
determined to be exempt per ARS 42-15155 and must be in a
format determined by the Department of Revenue.
GPLET Report
Annual
42-13051
(Government Property Lease Excise Tax) – Contains the
properties reported to the Assessor which are determined to
be subject to an excise tax and leased to a private entity per
ARS 42-13051 & 46-6406. List the property with the
determined valuation for use on the tax roll and report to the
department of education the determined valuations of
properties that are subject to the government property lease
excise
Annexation Reports
On-Demand
48-261
Contains a list of parcels within a proposed annexation area
based on a supplied boundary per ARS 48-261. The detailed
list of taxed properties provided by the assessor.
Exception List
Annual
42-13053
Contains a list of parcels which the value has changed more
than 15% from the preceding year per ARS 42-15053. If the
county assessor initially determines the valuation of property
under this article by using a computerized data processing or
valuation program, and if the valuation found by that method
constitutes a change in the valuation methodology and the
resulting change in valuation in any year is more than fifteen
per cent above or below the valuation found for the same
parcel of property in the preceding year, the assessor shall
place the parcel on an exception list.
Non-Appraised List
Annual
42-13003
Contains a listing of parcels in which the value has not
changed in the previous 3 years per ARS 42-13003. The
county assessor shall report to the department each parcel of
property that has not been appraised during the preceding
three years.
Split Control File
SP11045.RDF
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
AZ Residential Rental
Property Information
SP28010.RDF
Organizational
Exemption Report
SP32025.RDF
Common Area Parcel
Maintenance Screen
Print
SP33005.RDF
DIMS Parcel History
Report
SP50010.RDF
Residential
Subdivision
Information Report
SP50025A.RDF
Residential
Subdivision Activity
Report
SP50025B.RDF
Residential
Subdivision Models
Report
SP50025C.RDF
STAR Center Report
SP99020.RDF
Update Property
Legal Description
Report
SP99035.RDF
Prior Years Value
Information Screen
Print
SP99070.RDF
Value History Report
SP99071.RDF
Exemption
Remainder/Qualifying
SB32005
Tax Exemption
Notification
SB32070
Open non-subdivision
Splits by dept
Monthly
SR11010
Split apportionment
report
Weekly
SR11013
Prop 104 Granted
Letter
Weekly
SR12070
Prop 104 Renewal
Granted Letter
On-Demand
SR12071
Permit issuing agency
last received
Weekly
SR21090
AG acreage
discrepancy
Monthly
SR21250
Pending AG
Applications
Monthly
SR21285
Sales involving AG
parcels
Monthly
SR21295
Marker file report
Feb, Aug, Sep
SR23070
Permanent Override
(Assessor)
Annual
SR23135
Residential Master
Annual
SR23170
Assessor - Level
Notice of Mtg
Daily during
appeals
SR24036
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
List of attendees for
Santa Fe (RD)
SR24038
Appeals by Dept/Area
Weekly
SR24040
Assessor Notice of
Decision
Daily during
appeals
SR24120
Reso Maint Change
report
Weekly
SR25006
Print reso's for phase
Weekly
SR25010
Finalized resos by
department
Monthly
SR25011
DOR960
Bi-weekly
SR25015
Open Resolution
Splits
Monthly
SR25030
Pending resolutions -
NOPC (RP)
Bi-weekly
SR25040
Litigation case
Daily
SR27005
Management Case
Monthly
SR27007
Lit Cases
w/judgments due
Monthly
SR27010
Rental Property
Summary
SR28005
Non Registered
Rental Res Prop
Monthly
SR31015
Organizational
Exemption Response
User
SR32085
Percent exempt non-
filers
Monthly
SR32150
Personal exemption
cross over
User
SR41325
Subdivision Index
Report
At Notice time
SR42020
Notice of Claim -
Real Property
Monthly
SRBS015
Prop 104 Granted
Letter
User
UR12070
Renewal Granted
Letter
User
UR12071
Ownership & Situs
Address Changes
Monthly
UR12075
UPPS Senior
Protection Variance
Monthly
UR30011
Unprocessed
Received 520 Accts
User
UR50010
UPPS Multi Co
Listing
User
UR50023
UPPS Lease Co
Listing
User
UR50024
Mobile Home by
Situs address
User
UR50050a
UPPS Mobile Home
dup indent number
User
UR50065
UPPS Canvass Book
User
UR50130
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
UPPS Stratification
User
UR50310
UPPS accounts w/
Multiple cls codes
User
UR50600
UPPS accounts w/
Multiple cls codes
calc
User
UR50610
Parcels w/ Assoc
PUC & no Econ unit
Periodic
assoc_no_econ_cm_
Parcels w/ $1 land
values
Periodic
dollar_land_all
Parcels w/Assoc PUC
& an IMP FCV
Periodic
impr_assoc
Parcels w/ IMP cls
and no components
Periodic
impr_no_comps
Parcels w/ no Land
components
Periodic
missing_land_comps
Single Parcel
Economic Units
Periodic
single_assoc
Property legal class
ratio verification
Periodic
SR99013
Property legal class
ratio verification
w/modeled values
Periodic
SR99013_mvl
Parcels w/vacant PUC
& IMP or components
Periodic
vacant_puc_imps
Lead Parcels w/Assoc
PUC
Periodic
vfy_lead_parcels
Parcels in Common
Area table not exempt
Periodic
check-ca-exempt.sql
Parcels with exempt
status not in Common
Area table
Periodic
check_exmpt_not_ca.sql
Parcels with 12 legal
class
Periodic
class12.sql
Unsecured All
Property Types
Variance Report
Annual
UB30134.spr
504 Tax Clearance
Permit
Daily
Excel
Preliminary Top 100
Property Owners in
Value Gain
Bi-Annual
ST23005.sqr
Preliminary Top 100
Property Owners in
Value High
Bi-Annual
ST23007.sqr
Preliminary Top 100
Property Owners in
Value Loss
Bi-Annual
ST23008.sqr
Preliminary
Comparison Land- by
City
Annual
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REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
Preliminary
Comparison
Commercial- by City
Annual
Preliminary
Comparison Full
Cash Value Analysis
Annual
Preliminary Median
Value by Property
Type
Annual
Preliminary
Comparison Single
Family Residential-
By City (includes
Condos)
Annual
Preliminary
Comparison Single
Family Residential-
By Zip (includes
Condos)
Annual
Preliminary
Secondary Abstract
Secondary and
Primary Valuation
On-Demand
Preliminary Top 100
Business Personal
Property Owners in
High Value
Annual
DOR Sales File
Monthly
ST42095
Data File for CAGRD
Parcels
Quarterly
ST12100
Export permits to
send DOR
Monthly
ST21005
Export of Economic
Units
Monthly
ST21300
Notice of Value Files
Annually
ST23070
File of Registered
Rentals by City
Weekly
ST42005
Creates DOR "Parcel
File"
For NOV,
NOC
ST42015
Creates DOR "MAS
File"
For NOV,
NOC
ST42016
Creates Subdivision
Index File
Monthly
ST42020
Subdivision File by
City
Monthly
ST42021
Sales Affidavit File
Monthly
ST42025
Sales Affidavit's by
City
Aug, Feb
ST42026
RD Master File by
City
Monthly
ST42032
RD Master File
w/Ownership and
Situs
Monthly
ST42033
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
Personal Exemption
File
Aug, Feb
ST42045
Secured Master in
140,000 row pieces
Quarterly
ST42060
Secured Master by
City in 140,000 row
pieces
Quarterly
ST42061
File of all parcels for
a city based on input
Monthly
ST42062
Notice of County
Island and Island Fire
Dist.
Monthly
ST42063
Notice of Error
Listing
Annually
ST42066
Land Component
Master
Aug, Feb
ST42067
Enhanced Secured
Master by Book
Monthly
ST42073
Secured Master plus
Sec. Net Assessed
Values
Monthly
ST42075
Premium Secured
Master by Book
Monthly
ST42076
Top 25 Taxpayers by
Net Sec. Assessed
Value by City or Dist
Weekly
ST42080
Cost_impr_base file
Monthly
ST42082
Commercial Master
by City
Monthly
ST42083
Top 25 Taxpayers by
Net Sec. Assessed
Value
Monthlyish
ST42085
DOR full cost file
Bi-Weekly
ST42090
Notice of Change
Files without
redaction
Annually
ST23072
Apartment Master
File
Quarterly
ST42100
Secured Extract File
Weekly
ST99050
Secured Property
Information
Daily
SP99005
Account Maintenance
Daily
UP20130
Creates UPPS 520
Low-Value PDF file
Annually
December
UB30020
Creates UPPS 520
Non-Filer Forms
Annually
December
UB30021
Creates UPPS 520
Non-Filer Reprint
Forms
Annually
December
UB30021B
Upps 520 Exemption
Report
December and
July
UB30022
UPPS Tax Roll Files
Anually
UB30031
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
UPPS Notice of
Value Printer Files
Anually
UB30050
UPPS Notice of
Value Microfiche
Anually
UB30055
UPPS Notice of
Value Data Files
Anually
UB30056
UPPS preliminary
secured mismatch
report
Weekly
UB50180
Preliminary parcel
numbering report
Daily
SR11020
Senior Protected
parcel in split process
Quarterly
SR11065
Senior protected
parcels not LC 2 or 3
Quarterly
SR12015
Permits errors for Phx
from SB21006
Weekly
SR21014
open permits greater
than 90 days old
Monthly
SR21070
Open permits on
historic properties
Monthly
SR21085
Rejected permits by
city
Weekly
SR21116
Report of A6 parcels
Anually in Oct
SR23165
Assessor level appeal
meeting notices
daily during
appeals
SR24035
Address changes and
PHF by Pub Asst
Monthly
SR31011
New recordings on
historical properties
Monthly
SR31012
New changes in LC to
RR and old
registration
Monthly
SR31014
Weekly deed transfer
report
Monthly
SR31017
redacted parcel listing
quarterly
SR31065
Exemptions Report
User requested
SR32010
PE exemption
summary
User requested
SR32020
Tax Exemption File
Print (Limited)
User requested
SR32030
Tax Exemption File
Print (Full Cash)
User requested
SR32040
Redemption of
Waiver for Org
Exmpt.
User requested
SR32092
Creates redemption of
waiver report for pers
exmpt
User requested
SR32097
FCV/LPV Alpha
Listing
User requested
SR32100
13129-1-RFP
REPORT TITLE
FREQUENCY
STATUTE
DESCRIPTION
Prints claim for tx
exmpt.for ORG
Exmpt
Anually
SR32140
cancelled parcel in
Common Area
Monthly
SR33015
Common Area
Exception Report
Monthly
SR33020
Create a list of
'special handling'
parcels from
affidavidts
Daily
SR99095
Parcels with sec PP
before and after reso
change
Monthly
SR99130
Preliminary tracking
report
Monthly
SR99215
Land size change
report
Monthly
SR99225
13129-1-RFP
C: INTEGRATION ASSUMPTIONS
The following integration points shall be considered the starting assumption for the data integrations. The method
of integration, frequency, data types, etc., may change as analysis progresses and the final Development Plan is
approved.
1.
COMPLETE INTEGRATION
The following software products require complete, “seamless” integration—i.e., the integration should function
as a single unit and part of the System, and not require periodic (even frequent) data transfers or
transformations. The end-user should experience the use of the integrated component as if he/she were in the
primary software application.
Use Cases and specifications shall be developed during system development.
1.1.
GIS/Pictometry Aerial and Streetfront Imagery
The System shall have ability to view all geospatial data, as contained in the County Assessor’s enterprise
Esri GIS and Pictometry imagery, using the parcel or improvement context provided by the system. No
additional querying of the GIS or imagery is required. Basic geospatial viewing functionality shall be
available to the user: pan, zoom, use of identify feature, full use of various oblique imagery, angles, etc.
No data exchange will take place, only utilization of GIS & image functionality as part of the System will
occur.
Example: When the user is viewing property components of a given improvement, the user can cause the
parcel (GIS) to be visible on demand or the GIS/image is queried and presented automatically when context is
achieved in the system.
1.2.
GeoSketch
GeoSketch is a building sketch (polygon geometry) editor for creating and editing parcel improvement features
in a georeferenced environment. The current implementation of GeoSketch in Assessment Analyst Desktop
Review will be enhanced to better integrate with the browser-based solution for remote and desktop users, and
to offer the required mobile field application functionality without the need to transfer data between systems,
subsystems or viewers. The County will ensure all original sketch source data will be made available for
conversion.
1.3.
Marshall & Swift Cost Tables
The System shall utilize the commercial cost tables and updates provided by Marshall & Swift to complete
any valuation where the cost method is used. No additional action by the user shall be required to cause the
Solution to function properly and complete the valuation.
Marshall & Swift Valuation Platform web service will be adopted by the County as the primary cost valuation
engine. The Marshall & Swift Square Foot Cost engine utilized by the Assessor’s Office is specific to the
County.
1.4.
Assessment Analyst Desktop Review (AA DTR)
The System shall utilize an updated version of Esri Canada’s Assessment Analyst Desktop Review product to
integrate building sketches, imagery, data and analytics without the need to transfer data between systems,
subsystems or viewers.
2.
EXTERNAL DATA INTEGRATIONS
The following software products require integration, but they do not need to behave as if the software and the
System are a single unit. Operation may occur to allow interactivity.
2.1.
Third-party Statistical Software Application (TSSA)
13129-1-RFP
The System shall allow the TSSA to perform all statistical calculation and regression analysis of the creation
of all valuation models.
Data will flow both directions: sales and property characteristics will flow to the TSSA, and the model
syntax, parameters, coefficients, and any additional related data (as jointly determined and documented
between Contractor and County) will be made available in the System utilizing a method jointly agreed upon
by the Contractor and County. The models will continue to be developed in the TSSA. The developed
models will be serialized and translated such that they can be executed directly from the Software along with
the property characteristics from a single parcel or many parcels stored in the system to provide real time
valuations.
2.2.
OnBase: Electronic Document Management Solution
The System shall have the ability to operate the Assessor’s current document management software from the
Solution, with the ability to set indices and classifications per the OnBase configuration. OnBase integration
points are undetermined at this point and the scope of this integration is greatly dependent upon future
business decisions. It is expected that context data will flow to OnBase for use in obtaining or storing the
associated document.
3.
ROUTINE IMPORTS & EXPORTS
The following software products require integration, but they do not need to behave as if the software and the
System are a single unit. Operation may occur to allow interactivity.
3.1.
Treasurer Data Exchange
Almost exclusively, the transfer of data between the Assessor and the County Treasurer is file-based. This
means either the Assessor or the Treasurer extracts data from the appropriate system and makes that file
available to the other for consumption. The following represent the main transfers, but additional transfers
may be identified during development.
1.
Resolutions. Assessor enters resolutions in their system and prepares the files. These are picked up
by the Treasurer. They then process the resolutions through their system. Treasurer then provides
result files for the Assessor to pick up.
2.
Address changes. Each week the Assessor creates a file of all address changes from our system and
makes that file available to the Treasurer to update their system.
3.
Tax Roll. Each year in August the Assessor makes the tax roll available to the Treasurer. This file
contains the data for all parcels and personal property accounts and is the basis for the Treasurer to
calculate and generate tax bills.
4.
Senior Value Protection. Each year the Assessor provides the Treasurer a file of all parcels whose
owner has qualified for valuation protection according to statute. The Treasurer uses this information
to apply an elderly assistance credit to each homeowner.
3.2.
Recorder Import
The System shall be able to import County Recorder’s Office data representing parcel and record
maintenance recordings. Volume is 1500 – 2000 records received on a daily basis. Data elements received
include, but are not limited to, the following:
Recording Number
File date
Date Transferred
Parcel Number
File Type (Splits/Combines, Deeds, Affidavits, Judgments, Plat Maps, etc.)
3.3.
Building Permits
13129-1-RFP
The System shall be able to import permit data as submitted by external agencies. Volume varies based on
agencies. The process is performed in batch on a weekly basis and includes, but is not limited to, the
following data elements:
Parcel
Owner (import for permit reconciliation)
Situs (import for permit reconciliation)
Builder (import for permit reconciliation) Permit Status
Permit Status
Type (new construction, additions, demos, etc.)
Issue Date
Job Descriptions
Census Code
3.4.
FTP Exports
With varying frequency, the Assessor’s Office makes available to other jurisdictions a series of datasets
residing on an FTP server.
3.5.
Website Database
Currently, on a nightly basis the County’s website database, hosted in MySQL, loads an update from a
separate instance of our core system. The dataset is indexed for the use of our custom search engine. The
website’s MySQL database also contains registries for Rental Registration, Personal Property renditions, and
the like. These registries are reviewed periodically and then imported into PAIS
Whether through a similar data extract into a separate database or the use of APIs, the website requires
reasonably current data including sketches and the ability to accept data and files from the public.
13129-1-RFP
D: MILESTONE/DELIVERABLE ACCEPTANCE FORM
This form shall serve as a guideline and may be modified to suit the needs of the project. The information for
Deliverable Acceptance shall be filled out and signed by Contractor and presented to the County for approval after
all deliverables for a given milestone have been completed. Alternately, this form can be used to document the
acceptance of one or more deliverables that may not result in immediate payment. Upon acceptance, the County
will then counter sign the form and return one copy to the Contractor.
DELIVERABLE ACCEPTANCE FORM
Purchase Order Number:
Milestone/Deliverable Name & Number:
(If only a milestone is listed, it is assumed all deliverables within the milestone are accepted)
Date Completed:
Total Value: $
Retainage: $
Payment: $
Description:
Notes/Exceptions/Variations:
Contractor Attest:
Signature
Name (Print)
Title
Date
Maricopa County Acceptance:
Signature
Name (Print)
Title
Date
Signature
Name (Print)
Title
Date
Signature
Name (Print)
Title
Date
13129-1-RFP
E: CHANGE ORDER REQUEST FORM
This form shall be used to document any material change to the SOW that results in a measurable change in scope
from that defined in the Contract. It shall serve as a guideline and may be modified to suit the needs of the project.
This form shall be filled out and signed by Contractor and presented to the County for approval. Upon approval, the
County will then counter sign the form and return one copy to the Contractor.
Project Change Request (PCR) Number
Effective Date
Effect of Change:
Esri Canada Activities
County Activities
Esri Canada Deliverables
County Deliverables
Acceptance Criteria for Deliverables
Reason for Change/Notes:
Associated Cost
Contract Price Adjustments
Note: Original Value is the amount listed as
the “TOTAL NOT TO EXCEED FOR
INITIAL TEN (10) YEAR TERM”
(Ref: SERIAL 13129-1-RFP, EXHIBIT B,
PRICE AGREEMENT, Section 1)
Original Value
Amounts for previous PCRs
Amount for this PCR
New Value
Esri Canada, LLC. Agreement – Signature/Title/Date:
___________________________ __________________________ _______________________ ____________
Signature Name (Print)
Title
Date
Maricopa County Agreement – Signature/Title/Date:
___________________________ __________________________ _______________________ ____________
Signature Name (Print)
Title
Date
___________________________ __________________________ _______________________ ____________
Signature Name (Print)
Title
Date
___________________________ __________________________ _______________________ ____________
Signature Name (Print)
Title
Date
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