HomeMy WebLinkAboutRES2023-010 Expanding OpenGov for CommDev CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2023-010
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH OPENGOV, INC. FOR LICENSING AND
PROFESSIONAL SERVICES RELATED TO THE EXPANSION OF THE
ONLINE BUSINESS LICENSE PORTAL IN AN AMOUNT NOT TO
EXCEED $45,746.00,AND APPROPRIATING FUNDS
WHEREAS, Resolution 2021-079 approved the creation of the online business
license application process to offer business owners a convenient option for handling their
affairs; and
WHEREAS, after a successful rollout of the business license portal the City plans to
continue to improve and expand the online portal by offering additional licenses and permits
online from the Building, Fire and Community Development departments; and
WHEREAS,the additional annual cost for this project will be $25,000 for 2023 with
a planned 5% yearly increase for 5 years; and
WHEREAS, the estimated implementation costs are up to $20,746 for 92 of hours of
OpenGov staff time, to be billed on a time and materials basis; and
WHEREAS, in an effort to reduce the implementation costs City staff time will be used
in place of OpenGov staff time when appropriate; and
WHEREAS,this phase of the project is expected to take 4 months to implement and upon
completion City staff will have the ability to continue to add-additional licenses or permits as
needed.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. The City Manager is hereby authorized to enter into a contract with
OpenGov, Inc. for additional licensing and professional services related to the expansion of
the online business license portal.
Section 2. The General Services budget is hereby amended, and funds are hereby
appropriated,as follows: $45,746 in the 2023 budget shall be appropriated from General Fund
reserves account no. 01000-0000-3400 to Software and SaaS account no. 01000-1180-7022.
Section 3. This resolution shall take effect immediately upon adoption.
CITY OF SEWARD, ALASKA
RESOLUTION 2023-010
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23`d
day of January, 2023.
THE CITY OF SEWARD, ALASKA
Sue McClure, Mayor
AYES: Osenga, Barnwell, DeMoss, Calhoon, Wells, McClure
NOES: Finch
ABSENT: None
ABSTAIN: None
ATTEST:
Kris eck
Acting City Clerk
(City Seal)
.•``�OF SSE W�'
'''.."04r(574•;.;c0\
•
SEAL E
•
City Council Agenda Statement
Meeting Date: January 23, 2023
To: City Council
Through: Janette Bower, City Manager
From: Dustin Phillips, IT Director
Subject: Resolution 2023-010: Authorizing the City Manager to Enter into a Contract
With OpenGov, Inc. For Licensing And Professional Services Related To The
Expansion Of The Online Business License Portal In An Amount Not To
Exceed $45,746.00, And Appropriating Funds.
Background and justification:
In the fall of 2021, under direction from City Council, the Clerk's office worked with OpenGov to
migrate the business license application to an online platform. Phase one of the project started
with a minimal online portal only offering annual and seasonal business licenses. As noted in
resolution 2021-079, if business licensing was successful as an online process the goal would be
to continue to expand the online offerings to the public.
After a successful rollout for the 2022 licensing period and 2023 renewal period, we are ready to
move forward with phase two of the implementation. In this phase we will work with the Building,
Fire and Community development departments to move their licensing, permitting and some
inspection processes to the public portal. Community development is currently working with
OpenGov and the Clerk's office to update the existing business license applications and add in
the short-term rental application to the current business license application.
This phase will add additional licensing to allow for the two additional departments, referred to
as service areas by OpenGov. This will allow for a total of three service areas, the City Clerk,
Building/Fire and Community Development. This will add an additional $25,000 to the yearly
licensing fee, with a planned 5% increase each year for 5 yrs. The current estimate for
professional services is up to $20,746.00 which includes 92 hours to be billed on a time and
materials basis as well as a 10% contingency to cover any overages. This estimate implies that
OpenGov staff will do a majority of the implementation. To reduce this cost, we anticipate doing
a large part of the work in house rather than relying on OpenGov staff.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan: 3.1 Economic Development 3.7.1.3 Improve quality of government
services
Strategic Plan:
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 45,746.00
104
This legislation (✓):
Creates revenue in the amount of: $
x Creates expenditure in amount of: $ 45,746.00
Creates a savings in the amount of: $
Has no fiscal impact
Funds are (✓):
Budgeted Line item(s):
x Not budgeted 01000-1180-7022
Not applicable
Fund Balance Information
Affected Fund (✓):
x General SMIC Electric Wastewater
Boat Harbor Parking F1 Water F1 Healthcare
Motor Pool Other
Note:amounts are unaudited
Fund Balance/Net position — restricted $ 2,575,000.00
Fund Balance/Net position — unrestricted/unassigned $ 8,260,377.52
Available Unrestricted Cash Balance: $ 10,189,834.04
Finance Director Signature:
Attorney Review
Yes Attorney
Signature:
x Not applicable Comments:
Administration Recommendation
eApprove Resolution
Other:
105
OpenGov
Q OPENGOV San Jos'Inc.
PO Box 41340
San ose,CA 95160
United States
Quote Number: OG-0005719
Created On: 12/8/2022 Prepared By: Braden Taylor
Order Form Expiration: 1/31/2023 Email: btav!oKP ooeneov.com
Subscription Start Date: 2/1/2023 Contract Term:60 Months
Subscription End Date: 1/31/2028
Customer: City of Seward,AK Contact Name: Brenda Ballou
Bill To/Ship To: PO Box 167 Email: bballou@cityofseward.net
Seward city,AK Phone: 9072244046
United States
• 1
Billing Frequency:Annually in Advance
Payment Terms:Net Thirty(30)Days
SOFTWARE SERVICES:
Product/Service S tart Date End Date Annual Fee
Citizen S ervices-2 S ervice Areas
Dashhoards,eSignatures,Transparency,Story Builder,Reporfieg&
Analyfics,Puhlic Portal,Payment Collection,Open Town Hall,Multi-Approval 2/1/2023 1/31/2024 $25,000.00
Workflows-2 Service Areas,Inspections,MAT/Assessor Systems&Flag,Esri
ArcGIS,Flag Integration,Autofilllnterfaces,ContractLicense Verification
Citizen S ervices-2 S ervice Areas
Dashhoards,eSignatures,Transparency,Story Builder,Reporfieg&
Analyfics,Puhlic Portal,Payment Collection,Open Town Hall,Multi-Approval 2/1/2024 1/31/2025 $26,250.00
Workflows-2 Service Areas,Inspections,MAT/Assessor Systems&Flag,Esri
ArcGIS,Flag Integration,Autofilllnterfaces,ContractLicense Verification
Citizen S ervices-2 S ervice Areas
Dashhoards,eSignatures,Transparency,Story Builder,Reporfieg&
Analyfics,Puhlic Portal,Payment Collection,Open Town Hall,Multi-Approval 2/1/2025 1/31/2026 $27,562.50
Workflows-2 Service Areas,Inspections,MAT/Assessor Systems&Flag,Esri
ArcGIS,Flag Integration,Autofilllnterfaces,ContractLicense Verification
Citizen S ervices-2 S ervice Areas
Dashhoards,eSignatures,Transparency,Story Builder,Reporfieg&
Analyfics,Puhlic Portal,Payment Collection,Open Town Hall,Multi-Approval 2/1/2026 1/31/2027 $28,640.63
Workflows-2 Service Areas,Inspections,MAT/Assessor Systems&Flag,Esri
ArcGIS,Flag Integration,Autofilllnterfaces,ContractLicense Verification
Citizen S ervices-2 S ervice Areas
Dashhoards,eSignatures,Transparency,Story Builder,Reporfieg&
Analyfics,Puhlic Portal,Payment Collection,Open Town Hall,Multi-Approval 2/1/2027 1/31/2028 $30,387.66
Workflows-2 Service Areas,Inspections,MAT/Assessor Systems&Flag,Esri
ArcGIS,Flag Integration,Autofilllnterfaces,ContractLicense Verification
Annual Subscription Total: See Billing Table
PROFESSIONAL SERVICES:
Product/Service
Professional Services Deployment-Time&Materials(Estimated at 92 Hours)Hours will he pilled upon completion on a time&materials basis at rate of$205 Per hour
Professional Services Total: $18,860.00
Billing Table:
Billing Date Amount Due
February 1,2023 $25,000.00 (Annual Software Fee)
February 1,2024 $26,250.00
February 1,2025 $27,562.50
February 1,2026 $28,640.63
February 1,2027 $30,387.66
Order
Welcome to OpenGov!Thanks for using our Software Services.This Order Form is entered into between OpenGov,Inc.,with its principal place of business at PO Box 41340,San Jose,CA 95160
("OpenGov'),and you,the entity identified above("Customer'),as of the Effective Date.This Order Form includes and incorporates the OpenGov Software Services Agreement("SSA")executed by
the parties and attached,or if no such SSA is executed or attached,the SSA athttps://opmgov.com/terms-of-service and the applicable Statement of Work("SOW")incorporated herein in the event
Professional Services are purchased.The Order Form,SSA and SOW shall hereafter be referred to as the"Agreement'.Unless otherwise specified above,fees for the Software Services and
Professional Services shall be due and payable,in advance,on the Effective Date.By signing this Agreement,Customer acknowledges that it has reviewed,and agrees to be legally bound by,the
OpenGov Terms and Conditions.Each parry's acceptance of this Agreement is conditional upon the other's acceptance of the terms in the Agreement to the exclusion of all other terms.
City of Seward,AK OpenGov,Inc.
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
108
OPENGOV
Statement of Work
City of Seward
Creation Date: 1/9/2022
Document Number: DD-03104
Version Number: 3
Created by: Mark Welch
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TABLE OF CONTENTS
1. Overview and Approach 3
1.1. Agreement 3
2. Statement of Work 3
2.1. Project Scope 3
2.2. Facilities and Hours of Coverage 3
2.3. Key Assumptions 4
2.4. OpenGov Responsibilities 4
2.4.1. Activity 1 - Project Management 4
2.4.2. Activity 2 - Initialization 5
2.4.3. Activity 3 - OpenGov Use Cases 5
2.4.4. Activity 4 -Training 6
2.5. Your Responsibilities 6
2.5.1. Your Project Manager 7
2.6. Completion Criteria 7
2.7. Estimated Schedule 7
2.8. Illustrative Project Timelines 8
2.9. Charges 8
2.10. Offer Expiration Date 8
Appendix A: Engagement Charter 9
A-1: Communication and Escalation Procedure 9
A-2: Change Order Process 9
A-3: Deliverable Materials Acceptance Procedure 10
Appendix B: Implementation Activities 11
B-1: OpenGov Citizen Services Suite 11
Appendix C: Technical Requirements 16
C-1: OpenGov Citizen Services Suite 16
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1 . Overview and Approach
1.1. Agreement
This Statement of Work("SOW")identifies services that OpenGov, Inc.("OpenGov"or"we")will
perform for City of Seward ("Customer'or"you")pursuant to that order for Professional Services
entered into between OpenGov and the Customer("Order Form")which references the Software
Services Agreement or other applicable agreement entered into by the parties(the"Agreement").
• Customer acknowledges and agrees that this Statement of Work is subject to the
confidentiality obligations set forth in the Software Services Agreement between OpenGov
and City of Seward.
• Customer's use of the Professional Services is governed by the Agreement and not this
SOW.
• Upon execution of the Order Form or other documentation referencing the SOW, this SOW
shall be incorporated by reference into the Agreement.
• In the event of any inconsistency or conflict between the terms and conditions of this SOW
and the Agreement, the terms and conditions of this SOW shall govern with respect to the
subject matter of this SOW only. Unless otherwise defined herein, capitalized terms used in
this SOW shall have the meaning defined in the Agreement.
• This SOW may not be modified or amended except in a written agreement signed by a duly
authorized representative of each party.
• OpenGov will be deployed as is, Customer has access to all functionality available in the
current release.
2. Statement of Work
This SOW is limited to the Implementation of the OpenGov Citizen Services as defined in the
OpenGov Responsibilities section of this document(Section 2.4). Any additional services or
support will be considered out of scope.
2.1. Project Scope
Under this project, OpenGov will deliver cloud based Citizen Services solutions to help the
City of Seward power a more effective and accountable government. OpenGov's estimated
charges and schedule are based on performance of the activities listed in the"OpenGov
Responsibilities"section below. Deviations that arise during the project will be managed
through the procedure described in Appendix A-2: Project Change Control Procedure, and
may result in adjustments to the Project Scope, Estimated Schedule, Charges and other
terms. These adjustments may include charges on a time-and-materials or fixed-fee basis
using OpenGov's standard rates in effect from time to time for any resulting additional work
or waiting time.
2.2. Facilities and Hours of Coverage
OpenGov will:
A. Perform the work under this SOW remotely, except for any project-related activity
which OpenGov determines would be best performed at your facility in Seward
Alaska in order to complete its responsibilities under this SOW.
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B. Provide the Services under this SOW during normal business hours, 8:30am to
6:00pm local time, Monday through Friday, except holidays.
2.3. Key Assumptions
The SOW and OpenGov estimates are based on the following key assumptions. Deviations
that arise during the proposed project will be managed through the Project Change Control
Procedure(see Appendix A-2), and may result in adjustments to the Project Scope,
Estimated Schedule, Charges, and other terms.
Per
A. The OpenGov Suites are not customized beyond current capacities based on the
latest release of the software.
B. Individual software modules are configured based on discussions between OpenGov
and Customer.
C. Citizen Services Suite
i. Customer will provide forms, workflows, fees, and other relevant data within
two immediately following the kick-off meeting.
ii. OpenGov Record Type configuration will include up to six(6)total Record
Types for unlimited)Service Areas(See Appendix B for list).
iii. Customer will provide a complete, consistent, and accurate Master Address
Table(MAT)import file and maintain the file format and unique IDS.
iv. OpenGov will provide up to two(2)exchanges of data per file imported
(Master Address Table(MAT), Autof ill, etc.)under this Scope of work.
v. Customer will maintain GIS layers and field names to support the GIS Flag
integration.
vi. Customer will handle Bluebeam licensing and training with Bluebeam
directly.
2.4. OpenGov Responsibilities
2.4.1. Activity 1 - Project Management
OpenGov will provide project management for the OpenGov responsibilities in this SOW.
The purpose of this activity is to provide direction to the OpenGov project personnel and to
provide a framework for project planning, communications, reporting, procedural and
contractual activity. This activity is composed of the following tasks:
Planning
OpenGov will:
A. review the SOW, contract and project plan with Customer's Project Manager and key
stakeholders to ensure alignment and agreed upon timelines;
B. maintain project communications through your Project Manager;
C. establish documentation and procedural standards for deliverable Materials; and
D. assist your Project Manager to prepare and maintain the project plan for the
performance of this SOW which will include the activities, tasks, assignments, and
project milestones.
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Project Tracking and Reporting
OpenGov will:
A. review project tasks, schedules, and resources and make changes or additions, as
appropriate. Measure and evaluate progress against the project plan with your
Project Manager;
B. work with your Project Manager to address and resolve deviations from the project
plan;
C. conduct regularly scheduled project status meetings; and
D. administer the Project Change Control Procedure with your Project Manager.
Completion Criteria:
This is an on-going activity which will be considered complete at the end of the Services
Deliverable Materials:
• Weekly status reports
• Project plan
• Project Charter
• Risk, Action, Issues and Decisions Register(RAID)
2.4.2. Activity 2 - Initialization
OpenGov will provide the following:
A. Customer Entity configuration
B. System Administrators creation
C. Solution Blueprint creation
D. Data Validation strategy confirmation
Completion Criteria:
This activity will be considered complete when:
• Customer Entity is created
• System Administrators have access to Customer Entity
• Solution Blueprint is presented to Customer
Deliverable Materials:
• Solution Blueprint
• Sign-off of Initial Draft Solution Blueprint
2.4.3. Activity 3 - OpenGov Use Cases
OpenGov will provide the following:
Citizen Services Use Case Examples(Unlimited Service Areas)
A. Building Permits& Inspectional Services
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B. Planning and Zoning Approvals
C. Code Enforcement
D. Business Licenses
E. Health
F. Professional or Occupational Licensing
G. Fire
H. Public Works: Right-of-Way Permits, Waste/Water Management, etc.
I. Special Events/ Parks& Recreation
J. Pet Licenses
Completion Criteria:
This activity will be considered complete when:
Citizen Services Use Cases
• Record Types are configured
• Integrations are configured
• Document migration is completed
Deliverable Materials:
• Formal sign off document
2.4.4. Activity 4 - Training
Training will be provided in instructor-led virtual sessions or through OpenGov University
Training courses. For any instructor-led virtual sessions, the class size is recommended to
be 10, for class sizes larger than 10 it may be necessary to have more than one instructor.
Completion Criteria:
• Administrator training is provided
• Training on system functionality is provided
• End User training is provided
Deliverable Materials:
• Formal sign off document
2.5. Your Responsibilities
The completion of the proposed scope of work depends on the full commitment and
participation of your management and personnel. The responsibilities listed in this section
are in addition to those responsibilities specified in the Agreement and are to be provided
at no charge to OpenGov. OpenGov's performance is predicated upon the following
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responsibilities being managed and fulfilled by you. Delays in performance of these
responsibilities may result in delay of the completion of the project and will be handled in
accordance with Appendix A-1: Project Change Control Procedure.
2.5.1. Your Project Manager
Prior to the start of this project,you will designate a person called your Project Manager
who will be the focal point for OpenGov communications relative to this project and will
have the authority to act on behalf of you in all matters regarding this project.
Your Project Manager's responsibilities include the following:
A. manage your personnel and responsibilities for this project(for example: ensure
personnel complete any self-paced training sessions, configuration, validation or
user acceptance testing);
B. serve as the interface between OpenGov and all your departments participating in
the project;
C. administer the Project Change Control Procedure with the Project Manager;
D. participate in project status meetings;
E. obtain and provide information, data, and decisions within five(5)business days of
OpenGov's request unless you and OpenGov agree in writing to a different response
time;
F. resolve deviations from the estimated schedule, which may be caused by you;
G. help resolve project issues and escalate issues within your organization, as
necessary; and
H. create, with OpenGov's assistance, the project plan for the performance of this SOW
which will include the activities, tasks, assignments, milestones and estimates.
2.6. Completion Criteria
OpenGov will have fulfilled its obligations under this SOW when any of the following first
occurs:
A. OpenGov accomplishes the activities set forth in"OpenGov responsibilities"section
and delivers the Materials listed, if any; or
B. The End date is reached
2.7. Estimated Schedule
OpenGov will schedule resources for this project upon signature of the order form. Unless
specifically noted, the OpenGov assigned project manager will work with Customer Project
Manager to develop the project schedule for all requested deliverables under this SOW.
OpenGov reserves the right to adjust the schedule based on the availability of OpenGov
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resources and/or Customer resources, and the timeliness of deliverables provided by the
Customer.
The Services are currently estimated to start within two (2)weeks but no later than four(4)
weeks from signatures and have an estimated end date of June 2023 ("End Date") or on
other dates mutually agreed to between you and OpenGov.
2.8. Illustrative Project Timelines
The typical project timelines are for illustrative purposes only and may not reflect your use
cases.
Citizen Services Suite Niustrative Tkneikue Month 1 Month 2 Month 3 Mot>ih 4 Month S Month B
Historical Migration a,7d EADorts
Requirements and Discovery
Initlatk
Citlzu I Services Sul:e Confilgu,ra'
Validation'
GU Live'
Reporting 8 Transparency
GoLive Support Hyperdare
`Timeline is dependent Gnthe nurmberaf Service Areas and Records Types.
Customer is responsible farattending the kick off of each phase,providing any necessary datafar each:hale.partic'pa'ing in vo,kin;less ons during active phases a-a
signing aff an deliverables at the enb of each:rase.
2.9. Charges
The Services will be conducted on a fixed price basis. This fixed price is exclusive of any
travel and living expenses and other reasonable expenses incurred in connection with the
Services. All charges are exclusive of any applicable taxes.
Should travel be incurred, you will be billed travel and living costs(including actual
transportation and lodging, and per diem meal expenses)estimated at $5,000.
2.10. Offer Expiration Date
This offer will expire on 1/31/2022 unless extended by OpenGov in writing.
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Appendix A: Engagement Charter
A-1: Communication and Escalation Procedure
Active engagement throughout the implementation process is the foundation of a successful
deployment. To help assess progress, address questions, and minimize risk during the course of
deployment both parties agree to the following:
• Regular communication aligned to the agreed upon project plan and timing.
o OpenGov expects our customers to raise questions or concerns as soon as they
arise. OpenGov will do the same, in order to be able to address items when known.
• Executive involvement
o Executives may be called upon to clarify expectations and/or resolve confusion.
o Executives may be needed to steer strategic items to maximize the value through
the deployment.
• Escalation Process:
o OpenGov and Customer agree to raise concerns and follow the escalation process,
resource responsibility, and documentation in the event an escalation is needed to
support issues raised
• Identification of an issue impeding deployment progress, outcome or
capturing the value proposition, that is not acceptable.
• Customer or OpenGov Project Manager summarizes the problem statement
and impasse.
• Customer and OpenGov Project Managers jointly will outline solution,
acceptance or schedule Executive review.
• Resolution will be documented and signed off following Executive review.
• Phase Sign-Off
o OpenGov requests sign-offs at various stages during the implementation of the
project. Once the Customer has signed-off, any additional changes requested by
Customer on that stage will require a paid change order for additional hours for
OpenGov to complete the requested changes.
A-2: Change Order Process
This SOW and related efforts are based on the information provided and gathered by OpenGov.
Customers acknowledge that changes to the scope may require additional effort or time,
resulting in additional cost. Any change to scope must be agreed to in writing or email, by both
Customer and OpenGov, and documented as such via a:
• Change Order-Work that is added to or deleted from the original scope of this SOW.
Depending on the magnitude of the change, it may or may not alter the original contract
amount or completion date and be paid for by Customer. Changes might include:
o Timeline for completion
o Sign off process
o Cost of change and Invoice timing
o Amending the SOW to correct an error.
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o Extension of work as the complexity identified exceeds what was expected by
Customer or OpenGov.
o Change in type of OpenGov resources to support the SOW.
A-3: Deliverable Materials Acceptance Procedure
Deliverable Materials as defined herein will be reviewed and accepted in accordance with the
following procedure:
• The deliverable Material will be submitted to your Project Manager.
• Your Project Manager will have decision authority to approve/reject all project Criteria,
Phase Acceptance and Engagement Acceptance.
• Within five(5)business days of receipt, your Project Manager will either accept the
deliverable Material or provide OpenGov's Project Manager a written list of requested
revisions. If OpenGov receives no response from your Project Manager within five(5)
business days, then the deliverable Material will be deemed accepted. The process will
repeat for the requested revisions until acceptance.
• All acceptance milestones and associated review periods will be tracked on the project
plan.
• Both OpenGov and Customer recognize that failure to complete tasks and respond to open
issues may have a negative impact on the project.
• For any tasks not yet complete, OpenGov and/or Customer will provide sufficient resources
to expedite completion of tasks to prevent negatively impacting the project.
• Any conflict arising from the deliverable Materials Acceptance Procedure will be addressed
as specified in the Escalation Procedure set forth in Appendix A-1. As set forth in Section
6.1(e)of the Agreement, if there are extended delays(greater than 10 business days)in
Customer's response for requested information or deliverable; OpenGov may opt to put the
project on an "On Hold"status. After the Customer has fulfilled its obligations, Professional
Services can be resumed and the project will be taken off the"On-Hold"status.
• Putting a project"on Hold"may have several ramifications including, but not restricted, to
the following:
• Professional Services to the customer could be stopped;
• Delay to any agreed timelines; or
• Not having the same Professional Services team assigned.
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Appendix B : Implementation Activities
B-1: OpenGov Citizen Services Suite
Instance Creation
Citizen Services Suite
Description OpenGov Responsibilities Customer Responsibilities
Citizen Services OpenGov will: Customer will:
Instance Review • Provision a review CIT • Confirm access to CIT
environment and FTPS site environment.
Provisioning OpenGov will: Customer will:
Reporting& • OpenGov will provision • Confirm access to entity and
Transparency Customer's OpenGov entity and modules.
Platform verify Customer has access to
all purchased modules.
Technical Project Review
Description OpenGov Responsibilities Customer Responsibilities
Technical Project OpenGov will: Customer will:
Review • Provide up to two(2) two-hour • Identify relevant participants
working sessions at the for attendance.
beginning of the project to: • Confirm deliverables.
o Review deliverables • Provide relevant data for the
o Review technical project.
requirements
o Provide documentation
on requirements and
processes
o Provide a system
overview to Customer's
System Administrators
OpenGov Assumptions:
• Customer will provide relevant
data within two(2)weeks
immediately following the
kick-off meeting.
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System Integrations Configuration
Description OpenGov Responsibilities Customer Responsibilities
Recurring Master OpenGov will: Customer will:
Address Table • Provide a Master Address Table • Populate the Customer's
(MAT)Import (MAT)template. location data in the OpenGov
• Provide an FTPS location for MAT template.
the Customer to upload the • Upload MAT file to OpenGov's
file. FTPS.
• Import the MAT file. • Agree upon specifications
prior to import.
OpenGov Assumptions: • Validate and provide sign-off
• Customer will provide a the solution meets agreed
complete, consistent, and upon specifications.
accurate import file and • Maintain the MAT following
maintain the file format and configuration by uploading
unique IDS. the MAT file on a recurring
• OpenGov will provide up to two basis(e.g. daily, weekly, or
(2)exchanges of data per file monthly).
imported.
ESRI ArcGIS OpenGov will: Customer will:
Server Integration • Integrate with the Customer's • Provide a public and secure
ArcGIS public API endpoint to ESRI REST API URL.
display read-only versions of • Validate and provide sign-off
the layer on Mapbox based the integration.
maps.
GIS Flag OpenGov will: Customer will:
Integration • Enable GIS Flag Integration. • Provide GIS Flag information
• Import a list of location flags • Provide desired flag text.
from the addresses provided • Agree upon specifications
on the MAT to display on prior to import.
OpenGov Location Pages. • Update layers as needed
• Validate and provide sign-off
OpenGov Assumptions: the solution meets agreed
• Customer will maintain GIS upon specifications
layers and field names to
support the GIS Flag
integration.
Autofill OpenGov will: Customer will:
• Configure up to two(2)autof ills • Provide source data, if
using source data from applicable.
OpenGov or provided by the • Agree upon specifications
customer. prior to configuration.
• Includes Contractor License
Verification
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• State of Alaska licensed • Validate and provide sign-off
professional dataset for use the solution meets agreed
within the CIT platform and upon specifications
refreshed daily/weekly by an
Autofill.
Record Type Configuration
Description OpenGov Responsibilities Customer Responsibilities
Record Type OpenGov will: Customer will:
Configuration • Configure standard record type • Provide existing application
drafts of Customer's record forms, current workflows, fee
types in the Citizen Services structures, and output
system. Record Type includes: documents.
o Application Form • Attend scheduled working
o Workflow sessions for the purpose of
o Output Document validating, reviewing, and
o Fees iterating upon draft record
• Review configured Record types configuration.
Types and provide training on • Test all configured record
how to: types
o Manage access • Validate and sign off on
o Edit forms, fees, and configured record types.
workflow.
OpenGov Assumptions:
• OpenGov will configure up to
two(2)Record Types
o Commercial Building
o Residential Building
Reporting& OpenGov will: Customer will:
Transparency • Provide training on how to: • Identify relevant participantE
Configuration o Upload data to and attend scheduled
Reporting & trainings.
Transparency • Attend scheduled work
o Create Reports and sessions for the purpose of
Dashboards validating, reviewing, and
iterating upon Reporting &
Transparency configuration.
• Provide logo and branding
colors to OpenGov.
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• Review and sign off on Story
templates.
Working Sessions and Trainings
Citizen Services OpenGov will: Customer will:
Working Sessions • Per the agreed upon Project Plan, • Per the agreed upon Project
schedule working session with Plan attend working sessions
Customer's system to:
Administrators to: o Review configurations
o Review configurations o Gain insight and
o Provide insight and training on system
training on system functionality
functionality o Give feedback and ask
o Gain feedback and questions regarding
answer questions configured system
regarding configured functionality
system functionality
OpenGov OpenGov will: Customer will:
University • Provide access to OpenGov • Complete OpenGov
University online courses University Training courses
as assigned.
Citizen Services OpenGov will: Customer will
Administrator • Provide one(1)System Training • Identify relevant participants
Training designed for system and attend scheduled
administrators, which will trainings.
include how to:
o Create and customize
the Public Portal
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o Edit Record Types
o Set up inspections
o Create, share and export
datasets.
o Perform the basic
functions of any
integrations or other
customizations included
in the SOW
Citizen Services OpenGov will: Customer will
Internal End-User • Provide one()of Internal End • Identify relevant participants
Training User Training(s)designed for and attend scheduled
Plan Review, Inspectors, etc., trainings.
which will include how to:
o Navigate the system
o Understand inbox and
tasks
o Handle fees and
payments
o Conduct inspections
o Create a new record
o View datasets
Record Type OpenGov will: Customer will:
Configuration • Provide up to one(1) • Identify relevant participants
Training configuration training session(s) and attend scheduled
to enable Administrators to own trainings.
future configuration of Record • At the end of configuration
Types. training sessions, be
• Session(s)will focus on: responsible for maintenance
o Hands-on training for and configuration of all
building, configuring, Record Types.
and maintaining Record
Types.
o Best practices
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Appendix C : Technical Requirements
C-1: OpenGov Citizen Services Suite
Citizen Services Suite
Description Technical Requirements
Master Address • Flat file
Table • csv, .xIs, .xIsx, .txt with headers
• Location information(parcels and address points
recommended)
• Unique ID field
ESRI ArcGIS • Publicly-accessible secure ESRI REST API URL
Integration • WFS link will not suffice
GIS Flag • Polygon Layer(s)via ESRI REST API URL(polylinesand points
Information are not supported)
• Mapping of flag text
Non-GIS Flag • Flat file
Information • csv, .xIs, .xIsx, .txt with headers
• All flags must be tied back to the MAT's unique ID field
Exports • required format(columns)
• sample document
Autofills using • Flat file
Customer Source • csv, .xIs, .xIsx, .txt with headers
Data
Bluebeam • Bluebeam Studio Prime license(s)
Record Types • Current application forms, workflows, fee structures, and
output documents.
• PDF, Word, .csv, .xIs, .xlsx with headers
Forms&Workflow • Current application forms, workflows, and output document!
• PDF, Word, .csv, .xIs, .xlsx with headers
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