RES 2016-1058 - PO from Truepoint Solutions LLC for EDR with e-plancheck QMAHA.NFA - `. , 'ti S.,I I I
�A)� � Planning Department
p,1 7 Omaha/Douglas Civic Center
xiiR �'etio �' 1 1819 1 arnam Street,Suite 1100
® ���� �j ' ' Omaha,Nebraska 68183
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RATED FE9R�A r u\
( - , r ' James R.Thele
City of Omaha s /�. Director
Jean Stothert,Mayor
July gt4 2016
Honorable President
and Members of the City Council,
Transmitted herewith is a Resolution to integrate the Electronic Document Review(EDR) with e-
PlanCheck agreement between TruePoint Solutions, LLC and the City of Omaha.
The scope of services is included in the proposal. The agreement will enable submissions, review
and markup of documents for up to 13 commercial record types and up to 8 residential record types.
Approval of this Resolution will allow plans to be submitted online to the Planning Department as
part of the review process.
Funds of$48,880.00 will be paid from the Technology and Training Fund No. 21217, Organization
No. 109041 Building and Development Administration.
Your favorable consideration of this Resolution is respectfully requested. +
Respectfully submitted, Approved:
6c..........4--- ii?, -71-1.-4_ 4./fifiz. ..---
James R. Thele -t ' Date Sp ` cer K. Danner, r. Date
Planning Director 0_/j'/ Human Rights and Relations Director
Approved as to Funding: Referred to City Council for Consideration:
0./to Z
Steph B. Curtiss Date Mayor's Office ate
Finance Director
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is hereby made and entered into this 'ay of ,20 a,by
and between the City of Omaha, a municipal corporation located at 1819 F am treet, Omaha,
in Douglas County,Nebraska(hereinafter referred to as the "City"),and TruePoint Solutions,LLC
3262 Penryn Road Suite 100-B Loomis, CA 95650 (hereinafter referred to as the "Provider"), on
the terms, conditions and provisions as set forth herein below.
The City and Provider agree as set forth below:
I. PROJECT NAME AND DESCRIPTION
Electronic Document Review(ePlanSoft)
See Attached Proposal
II. DUTIES OF PROVIDER
A. Provider agrees to perform professional services, as set out and more fully
described in the Response to Request for Proposal attached hereto, for the City, relative to the
above referenced project. Such services shall be completed within the time period specified
therein.
B. Provider designates Cory Probasco as its project manager and contact person for
this project.
C. Provider agrees to maintain records and accounts, including personnel, financial
and property records, sufficient to identify and account for all costs pertaining to the project and
certain other records as may be required by the City to assure a proper accounting for all project
funds. These records shall be made available to the City for audit purposes and shall be retained
for a period of five years after the expiration of this agreement.
III. DUTIES OF CITY
City designates Stu Craven as its contact person for this project, who shall provide such
written authorizations as are necessary to commence or proceed with the project and various
aspects of it.
IV. COMPENSATION AND PAYMENT
A. The cost of services shall be as specified in the attached Exhibit B, but in no event
shall exceed$48,880. The express written consent of the City shall be required in order to exceed
said amount.
V. OWNERSHIP
All products provided pursuant to the terms of this agreement shall be and become the
property of the City.
VI. ADDITIONAL SERVICES
In the event additional services for the aforementioned project not covered under this
agreement are required, Provider agrees to provide such services at a mutually agreed upon cost.
VII. INSURANCE REQUIREMENTS
Provider shall carry professional liability insurance and shall carry workers' compensation
insurance in accordance with the statutory requirements of the State of Nebraska.
V II I. INDEMNIFICATION
(1) To the fullest extent permitted by law, the Provider shall indemnify, defend, and hold
harmless the City, its agents and employees, their successors and assigns, individually and
collectively, from and against all claims, suits, damages, fines, losses and expenses, including but
not limited to attorneys' fees, arising out of or resulting from the provision of services under this
agreement, provided that such claim, suit, damage, fine, loss or expense is attributable to bodily
injury, sickness, disease or death, or to injury to or destruction of tangible property including loss
of use resulting therefrom, but only to the extent caused in whole or in part by negligent acts or
omissions of the Provider, anyone directly or indirectly employed by it, or anyone for whose acts
it may be liable, regardless of whether or not such claim, suit, damage, fine, loss or expense is
caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate,
abridge, or reduce other rights or obligations of indemnity which would otherwise exist as to a
party or person described in this paragraph.
(2) In claims against any person or entity indemnified under this paragraph by an
employee of the Provider, anyone directly or indirectly employed by it, or anyone for whose acts
it may be liable, the indemnification obligation under this paragraph shall not be limited by a
limitation on amount or type of damages, compensation or benefits payable by or for the Provider
under workers' or workmen's compensation acts, disability benefit acts or other employee benefit
acts.
IX. TERMINATION OF AGREEMENT
This agreement may be terminated by the City upon written notice to the Provider of such
termination and specifying the effective date at least seven (7) days prior to the effective date of
such termination. In the event of termination, the Provider shall be entitled to just and equitable
payment for services rendered to the date of termination,and all finished or unfinished documents,
maps, models, reports or photographs shall become, at the City's option, its property.
X. GENERAL CONDITIONS
A. Nondiscrimination. Provider shall not, in the performance of this agreement,
discriminate or permit discrimination in violation of federal or state laws or local ordinances
because of race, color, sex, age, sexual orientation, gender identity,political or religious opinions,
affiliations or national origin.
B. Captions. Captions used in this agreement are for convenience and are not used in
the construction of this agreement.
C. Applicable law. Parties to this agreement shall conform with all existing and
applicable city ordinances, resolutions, state laws, federal laws, and all existing and applicable
rules and regulations. Nebraska law will govern the terms and the performance under this
agreement.
D. Interest of the City. Pursuant to Section 8.05 of the Home Rule Charter, no elected
official or any officer or employee of the City shall have a financial interest, direct or indirect, in
any City agreement. Any violation of this section with the knowledge of the person or corporation
contracting with the City shall render the agreement voidable by the Mayor or Council.
E. Interest of the Provider. The Provider covenants that he presently has no interest
and shall not acquire any interest, direct or indirect,which would conflict with the performance of
services required to be performed under this agreement; he further covenants that in the
performance of this agreement, no person having any such interest shall be employed.
F. Merger. This agreement shall not be merged into any other oral or written
agreement, lease or deed of any type. This is the complete and full agreement of the parties.
G. Modification. This agreement contains the entire agreement of the parties. No
representations were made or relied upon by either party other than those that are expressly set
forth herein. No agent, employee or other representative of either party is empowered to alter any
of the terms hereof unless done in writing and signed by an authorized officer of the respective
parties. Any amendment to contracts or purchases which, taken alone, increases the original bid
price as awarded (a) by ten percent, if the original bid price is $150,000.00 or more, or (b) by
$75,000.00 or more, shall be approved by the city council in advance of the acceptance of any
purchase in excess of such limits or the authorization of any additional work in excess of such
limits. However,neither contract nor purchase amendments will be split to avoid advance approval
of the city council. The originally approved scope and primary features of a contract or purchase
will not be significantly revised as a result of amendments not approved in advance by the city
council. The provisions of this section will be quoted in all future city contracts. Nothing in this
section is intended to alter the authority of the mayor under section 5.16 of the Charter to approve
immediate purchases.
H. Assignment. The Provider may not assign its rights under this agreement without
the express prior written consent of the City.
I. Strict compliance. All provisions of this agreement and each and every document
that shall be attached shall be strictly complied with as written,and no substitution or change shall
be made except upon written direction from authorized representative.
J. Equal employment opportunity clause. Annexed hereto as Exhibit "A" and made
a part hereof by reference are the equal employment provisions of this contract. All reference in
the said Exhibit to "Contractor" shall mean "Provider." Refusal by the Provider to comply with
any portion of this program as therein stated and described will subject the offending party to any
or all of the following penalties:
(1) Withholding of all future payments under the involved contracts to the Provider in violation
until it is determined that the Provider is in compliance with the provisions of the contract;
(2) Refusal of all future bids for any contracts with the City or any of its departments or
divisions until such time as the Provider demonstrates that he has established and shall carry out
the policies of the program as herein outlined.
K. Work eligibility. The Provider is required and hereby agrees to use a federal
immigration verification system to determine the work eligibility status of new employees
physically performing services within the State of Nebraska. A federal immigration verification
system means the electronic verification of the work authorization program authorized by the
Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8 U.S.C. 1324a, known as
the E-Verify Program, or an equivalent federal program designated by the United States
Department of Homeland Security or other federal agency authorized to verify the work eligibility
status of a newly hired employee.
If the Provider is an individual or sole proprietorship, the following applies:
a) The Provider must complete the United States Citizenship Attestation Form,
available on the Department of Administrative Services website at
www.das.state.ne.us .
b) If the Provider indicates on such attestation form that he or she is a qualified alien,
the Provider agrees to provide the U.S. Citizenship and Immigration Services
documentation required to verify the Provider's lawful presence in the United
States using the Systematic Alien Verification for Entitlements (SAVE) Program.
c) The Provider understands and agrees that lawful presence in the United States is
required and the Provider may be disqualified or the contract terminated if such
lawful presence cannot be verified as required by Neb. Rev. Stat. §4-108.
EXECUTED this I54. day of 1 , 20 ilp .
�f ut21 o rt- S71 q+i ici Provider
By CEO
Witness (Title)
EXECUTED this a ay of , 20//.
7
Attest: CITY OF OMAHA, a Municipal
Corporation
,----
A. ..,,,, 411N.. thiA_C.._ 41)474-A2L
City Clerk ,5_ .$�, - , Mayor
APPROVED AS TO FORM:
Assistant ity Attorney
EXHIBIT "A"
EQUAL EMPLOYMENT OPPORTUNITY CLAUSE
During the performance of this contract,the Contractor agrees as follows:
(1) The Contractor shall not discriminate against any employee or applicant for employment
because of race, religion, color, sex, age, sexual orientation, gender identity, national origin, or
disability as defined by the Americans With Disabilities Act of 1990 and Omaha Municipal Code
13-82. The Contractor shall take affirmative action to ensure that applicants are employed and
that employees are treated during employment without regard to their race, religion, color, sex,
age, sexual orientation, gender identity, disability or national origin. The Contractor shall take all
actions necessary to comply with the Americans With Disabilities Act of 1990 and Omaha
Municipal Code (Chapter 13) including, but not limited to, reasonable accommodation. As used
herein, the word "treated" shall mean and include, without limitation, the following: Recruited,
whether advertising or by other means; compensated; selected for training, including
apprenticeship; promoted; upgraded; demoted; downgraded;transferred; laid off; and terminated.
The Contractor agrees to and shall post in conspicuous places, available to employees and
applicants for employment, notices to be provided by the contracting officers setting forth the
provisions of this nondiscrimination clause.
(2) The Contractor shall, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, state that all qualified applicants will receive consideration for
employment without regard to race, religion, color, sex, age, sexual orientation, gender identity,
disability, or national origin, as recognized under 42 USCS 12101 et seq.
(3) The Contractor shall send to each labor union or representative of workers with which he
has a collective bargaining agreement or other contract or understanding a notice advising the labor
union or worker's representative of the Contractor's commitments under the Equal Employment
Opportunity Clause of the City and shall post copies of the notice in conspicuous places available
to employees and applicants for employment.
(4) The Contractor shall furnish to the contract compliance officer all Federal forms containing
the information and reports required by the Federal government for Federal contracts under Federal
rules and regulations, and including the information required by Sections 10-192 to 10-194,
inclusive, and shall permit reasonable access to his records. Records accessible to the Contract
Compliance Officer shall be those which are related to Paragraphs (1) through (7) of this
subsection and only after reasonable notice is given the Contractor. The purpose for this provision
is to provide for investigation to ascertain compliance with the program provided for herein.
(5) The Contractor shall take such actions with respect to any subcontractor as the City may
direct as a means of enforcing the provisions of Paragraphs (1) through (7) herein, including
penalties and sanctions for noncompliance;however,in the event the Contractor becomes involved
in or is threatened with litigation as the result of such directions by the City, the City will enter
into such litigation as necessary to protect the interests of the City and to effectuate the provisions
of this division;and in the case of contracts receiving Federal assistance,the Contractor or the City
may request the United States to enter into such litigation to protect the interests of the United
States.
(6) The Contractor shall file and shall cause his subcontractors, if any, to file compliance
reports with the Contractor in the same form and to the same extent as required by the Federal
government for Federal contracts under Federal rules and regulations. Such compliance reports
shall be filed with the Contract Compliance Officer. Compliance reports filed at such times as
directed shall contain information as to the employment practices,policies,programs and statistics
of the Contractor and his subcontractors.
(7) The Contractor shall include the provisions of Paragraphs (1) through (7) of this Section,
"Equal Employment Opportunity Clause", and Section 10-193 in every subcontract or purchase
order so that such provisions will be binding upon each subcontractor or vendor.
TruePoint L-Y6 1 6 i 1- n
Solutions
City of Omaha, NE
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Statement of Work
For Consulting and Professional Services
In support of:
Electronic Document Review (ePlanSoft) Integration
To the Accela Civic Platform
Prepared For:
Stu Craven
Applications Analyst Permits and Inspections Division
City of Omaha
Prepared by:
TruePoint Solutions, LLC
3262 Penryn Road, Suite 100-B
Loomis, CA 95650
(916) 577-1470
www.TruePointSolutions.corn
Date: 05/12/2016
TruePoint
Solutions
Table of Contents
Overview 4
Work Description 4
Project Schedule 4
Payment Terms 4
Expenses: 4
General Assumptions 5
Acceptance: 5
Appendix A: Specific Scoping Details and Assumptions 6
Project Management and Oversight 6
Sample EDR Configuration Concepts 6
Electronic Document Review Integration 7
Assumptions and Responsibilities: 7
Integration Tasks 8
Proposal to City of Omaha 2 TruePoint Solutions
True Point
Solutions
Overview
The following Statement of Work provides details on how TruePoint Solutions will provide the City of Omaha with
Professional Services consulting in support of the City's EDR(Electronic Document Review) integration.
This Statement of Work("SOW')dated 05/12/2016 sets forth a scope and definition of the consulting/professional
services,work and/or project(collectively,the"Services")to be provided by TruePoint Solutions("TruePoint")to the
City of Omaha, NE("Agency").
Work Description
TruePoint will work with Agency staff to integrate Electronic Document Review(EDR)with e-PlanCheck to the Accela
Civic Platform.The specific scoping points can be found in Appendix A.
Project Schedule
The expected duration of the ePlanSoft integration project is three to 5 months.
Payment Terms
The Agency will compensate TruePoint monthly as time is incurred on tasks.The budget for the project is defined
below.
Project Management 12 160 $1,920.00
EDR Installation (ePlanSoft) 28 160 $4,480.00
EDR Analysis(2 workflows, approx. 21 record types) 24 160 $3,840.00
EDR Configuration and Scripting 100 160 $16,000.00
EDR Training 12 160 $1,920.00
Stamp Creation 8 160 $1,280.00
Report Development 24 160 $3,840.00
ACA Configuration Updates 12 160 $1,920.00
Testing and Go Live Prep 24 160 $3,840.00
Go Live Support 24 160 $3,840.00
Service totals 268 $42,880.00
Travel Expenses Trips On-Site
Days
Estimated expenses as incurred 4 12 $6,000.00
Project Budget $48,880.00
Proposal to City of Omaha 3 TruePoint Solutions
TruePoine
Solutions
Assumptions:
This is a T&M estimate that assumes the City will play an active role in the project
Hours not needed to complete tasks will not be billed
It is anticipated that some workflow changes may be needed in order to better utilize EDR functionality.
Scripting will be required to drive task activation,assignments,and notifications
TruePoint will provide basic support for Stamp creation
TruePoint will work in conjunction with the City to perform any ACA configuration/modification necessary to support the
EDR configuration
These estimates are based on the information available at the time of signing and the assumptions,dependencies
and constraints,and roles and responsibilities of the Parties,as stated in this SOW. Should there be changes to
the scope,timeline or resources that increases the hours or costs needed to complete the project,a Change Order
may be required prior for project continuation.
Invoices for T&M work will be sent monthly for work completed. Invoices are due net 30 of the invoice date.
Expenses
Expenses will be billed as incurred with a total expense budget of$6,000.
Actual amounts of any reasonable and customary travel expenses incurred during the performance of services
under this SOW will be billed to the Agency. Expense receipts will be made available as requested by the Agency.
ACCEPTANCE:
Accepted By: Accepted By:
TruePoint Solutions. City of Omaha,NE
Authorized Signature Authorized Signature
Name-Type or Print Name-Type or Print
Title Title
Date Date
Appendix A follows
Proposal to City of Omaha 4 TruePoint Solutions
Point
Solutions
Appendix A: Specific Sopping Details and Assumptions
Project Management and Oversight
TruePoint will provide a project manager for the implementation in order to plan and monitor execution of the project in
accordance with deliverables outlined in the Statement of Work. Generally these services include the following:
• Issue log management and escalation
• Status reporting
• Change order management
• Resource management
Sample EDR Configuration Concepts
The following is the concept of a possible EDR configuration. TruePoint will work with the Agency to determine
specific EDR configuration requirements:
1. Submit a new application via ACA
2. Add attachments to the ACA page flow so the citizen/contractor can attach the plans
3. Trigger scripts when plans are accepted from the workflow. For example a status of"Plans Accepted for
Review"can trigger scripts.
• Look up the required tasks/due date requirements based on application input
• Use this info to default TSI fields on the Plans Distribution task.
• Once all the reviews have been set the Plans Distribution workflow task can be updated to a status of
something like"Ready for Electronic Review"or"Ready for Physical Review".
o If electronic review is selected a script runs on WTUB that checks to make sure there is a document
attached that is eligible for electronic review.
o If everything checks out then the scripts look at the TSI to determine which reviews should be active
or not
• The scripts can either deactivate the tasks that are not required or delete them all together
• Scripts can also create the document review task for each applicable document, associate it
to the appropriate workflow task,and assign it to whomever the workflow task was assigned
to.
• Each reviewer can now review the document
o They can see their assignments either from the document task list in My Tasks,or their normal My
Tasks list under the workflow tab.
o On the workflow task they can get to the document by clicking on the sub-task tab and they will see
the document there. They can click the Review link and start the plan review.
o When they are done they can either update the document review task or update the workflow.
o Once all the parallel tasks are complete then the Plan Coordination step is now active.
o If revisions are required
• The Plan Coordinator can check in the document,and then update the workflow that
revisions are required. Notification template emails can notify the primary applicant with
instructions and include a deep link to the record on ACA.
• Revised plans can be updated through ACA. A script can look for the resubmitted
document and update the appropriate Task to"Re-submittal Received"when it has been
uploaded. This could also trigger a notification to someone internally.
o If Approved the workflow can forward to"Ready to Issue"
o Again scripts can be put in place that look at the reviews,so when updating to"Ready to Issue"if any
of the reviews say"Revisions Required"it won't let them move forward.
Proposal to City of Omaha 5 TruePoint Solutions
ru A�oune
Solutions
Electronic Document Review Integration
This section describes the tasks, responsibilities and assumptions that will enable submissions, review and markup of
documents for up to 13 commercial record types(that share a single"commercial"workflow)and up to 8 residential
record types(that share a single"residential"workflow)within the Agency's current configuration.TruePoint will work
with the Agency to identify business requirements for EDR configuration, including:
o Plans that will be submitted online through Accela Citizen Access and Accela Automation as part of
the review process.
o Agency workflows associated with the document review process.
o Requirements for workflow tasks/statuses/assignments for each role(e.g.intake personnel, plan
reviewers, plan processors/approvers,etc.)in support of Agency workflow.
o Versioning of documents submitted 1 reviewed.
o Process steps within the Agency's workflow associated with reviewing the plan.
o Requirements for notifications via email.
o Stamps to be used on submitted documents.
o Information that will be exposed to the public via Accela Citizen Access.
• Prior to configuration of EDR •
o The Agency will purchase licensing for ePlanSoft
o The Agency will be installed on Accela Automation 7.3.3.5 or higher.
• For the duration of the project the Agency will:
o Make available the appropriate subject matter experts to provide needed information, participate in
the analysis and verify the accuracy of the information provided.
o Adhere to agreed-upon timelines
o Provide access to Agency equipment and network.
• Implementation will take place in a Development environment and moved to Production at go-live.
• The configuration of Accela Electronic Document Review will build on the configuration, record types,and
workflow tasks the Agency already has in place and allow for modifications to the document review
process. Processes to submit, review,and accept documents will leverage the current configuration.
• The configuration of Accela Electronic Document Review will build on Accela Citizen Access configuration
that the Agency already has in place. Application processes through Accela Citizen Access will have
already been configured and enabled. Configuration of new online applications and new or updated page
flows constitutes additional scope.
• The Agency will leverage stamps provided out-of-the box. Basic instruction on the creation of stamps will
be provided. One custom stamp for static text only, simple dynamic stamp and dynamic stamp with input
will be created if needed.These samples will be used as training exercises. The Agency will be
responsible for creating any additional stamps that will be required.
• The Agency will use the EDMS/ADS currently in place for documents.
• The Agency will be familiar with the basic functionality of the ePlanSoft software.
• In Final Testing and Acceptance,the Agency will:
o Develop use cases 1 test cases needed to test the configuration.
o Allocate appropriate staff to the testing effort to ensure that the system is operating per signed
specifications and ready for the move to production.
The Accela Electronic Document Review implementation is comprised of the activities that will enable the submission,
review, and markup of documents to work effectively given the Agency's configuration of Accela Automation.
TruePoint will conduct the following activities in support of the implementation:
Proposal to City of Omaha 6 TruePoint Solutions
True
Solutions
• Installation.
o TruePoint Responsibilities:
• TruePoint will review server requirements with Agency
• TruePoint will work with and provide assistance to the Agency as needed to install ePlanSoft
• This work can be done remotely
o Agency Responsibilities:
• Agency will ensure minimum server and workstations requirements are in place.
o Assumptions:
• The Agency will have Accela Document Service(ADS) installed and configured prior to the
contract period of performance.
• The Agency will have Accela Automation version 7.3.3.5(or higher)in place.
• Analysis. TruePoint will work with the Agency to understand its document submission and approval process
for up to 13 commercial permit record types that share a single workflow process and up to 8 residential permit
record types that share a single workflow process in order to enable the Accela Electronic Document Review
configuration to work effectively with the Agency's workflow.
o TruePoint Responsibilities:
• TruePoint will meet with the Agency for initial analysis of the processes, as well as conduct
follow up meetings to clarify any requirements.
• TruePoint will produce an Accela Electronic Document Review Specifications Document as
the basis for configuration.
o Agency Responsibilities:
• The Agency will review the documents to ensure the business requirements needed for
configuration were properly captured.
• Agency shall review the configuration documentation.
o Assumptions:
• The Agency will select decision makers to approve the documents and make them available
so as not to delay the schedule.
• This is scoped to assume that the use of the current shared workflows across record types
does not change.
• Configuration.TruePoint will configure to allow for electronic document review in the Agency's current
workflows.
o TruePoint Responsibilities:
• Typical items for TruePoint to configure to enable EDR:
• Standard choices: Document Status, Document Review Status,Virtual Folders,
EDMS
• User Groups:activate FIDs to allow for EDR
• Attachments: Document group codes and document types
• Workflow:Add workflow tasks to allow for Plans Distribution and Plans
Consolidation (if necessary)
• Record/Application Type: Set document group code
• Workflow email notifications:setup notifications
• EDMS security policy: set document security for Public Users
• Accela will use the Accela Electronic Document Review Specifications Document as the
basis for configuration.
o Agency Responsibilities:
Proposal to City of Omaha 7 TruePoint Solutions
ruenG
Solutions
• The Agency will make changes to the ACA intake process to allow for intake of an
application thru ACA
o Assumptions:
• Configuration does not include adjustments to fee schedules.
• EDMS will be configured and operable in AA prior to configuration.
• EDR Scripting.
o TruePoint Responsibilities:
• TruePoint will provide the scripts for the following Events as needed to support EDR
configuration requirements:
1) WorkflowTaskUpdateAfter(WTUA):To satisfy requirements such as emailing the
applicant when revisions/resubmittals are required OR when the application is
approved.
2) DocumentUploadAfter(DUA): To satisfy requirements such as"when awaiting a
revision/resubmittal,when the document is uploaded,the workflow task status for
Application Submittal will be updated AND optionally the Agency staff can be
notified."
3) DocumentReviewUpdateAfter(DRUA):To satisfy requirements such as"when the
Document Review Status is modified it will automatically updated the Plan Review
workflow task,alleviating the staff from having to update both."
4) DocumentUploadBefore(DUB):To satisfy requirements such as"prevent
applicants from uploading new documents through ACA when the record's
application status is"In Review".
o Agency Responsibilities:
• The Agency will provide access to configure the above items.
• The Agency will provide approval for the use of the above scripts.
o Assumptions:
• The creation/configuration of Accela Electronic Document Review scripts will build on the
configuration, record types, and workflow tasks the Agency already has in place and allow
for modifications to the document review process.
• Training.
o TruePoint Responsibilities:
• TruePoint will train a core project team.
• TruePoint will provide standard training on Accela Electronic Document Review.
Topics. Examples include:
• attaching documents via Accela Citizen Access and Accela Automation,
• processing workflow and document assignments,
• reviewing and annotating documents with the ePlanSoft tool
o Agency Responsibilities:
• The Agency will provide suitable facilities,hardware,software and supporting equipment
required for training—including fully configured workstations.
o Assumptions:
• Training participants will already have been trained in Accela Automation.
• Training will focus on leveraging the functionality of Accela EDR.
Proposal to City of Omaha 8 TruePoint Solutions
True oine
Solutions
• Training will be conducted in a Test environment.
• Stamp and Report Creation(T&M).
o TruePoint Responsibilities:
• TruePoint will create a few basic stamps.This is an estimated 8 hours of support.The
number of stamps will depend on the complexity and how many can get created with the
hours allocated for the report and stamps.
o Agency Responsibilities:
• The Agency will be responsible for creating any additional stamps beyond the time allotted
by TruePoint.
o Assumptions:
• Example stamps will be provided by ePlanSoft.
• Report Development Support(T&M).TruePoint will provide up to 24 hours of support for report creation.ePlanSoft
will provide sample out of the box reports as a starting point.
• ACA Configuration Updates.TruePoint will provide up to 12 hours of support to assist City staff in updating the
City's existing ACA configuration as needed to take better advantage of EDR functionality.
• User Acceptance Testing(UAT).
o TruePoint Responsibilities:
• TruePoint will work with the Agency in the testing and validation of the configuration to
ensure its readiness to be migrated to Production. As Agency staff executes testing
activities during the UAT process,TruePoint will address and rectify issues discovered.
o Agency Responsibilities:
• In support of User Acceptance Testing, the Agency will:
• Develop use cases/test cases needed to test the configuration.
• Allocate appropriate staff to the testing effort to ensure that the system is operating
per signed specifications and ready for the move to production.
• Go live support(T&M).TruePoint will provide up to 24 hours of support during and after go-live.
Proposal to City of Omaha 9 TruePoint Solutions
C-25A CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha,Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS,the purchase of the Electronic Document Review(EDR)with e-
PlanCheck will allow plans to be submitted online to the Planning Department as part of the review
process; and,
WHEREAS, the agreement will enable submissions, review and markup of
documents for up to 13 commercial record types and up to 8 residential record types, which by this
reference becomes part hereof, for a fee not to exceed $48,880.00, which will be paid from the
Technology and Training Fund No. 21217, Organization No. 109041, FY 2016 expenditure.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF OMAHA:
THAT, as recommended by the Mayor,the purchase from TruePoint Solutions, LLC,
for the purchase of the Electronic Document Review(EDR)with e-PlanCheck, is hereby approved.
BE IT FURTHER RESOLVED:
THAT, the Finance Department is authorized to pay a fee not to exceed $48,880.00
which will be paid from the Technology and Training Fund No. 21217, Organization No. 109041,
FY 2016 expenditure
APPROVED AS TO FORM:
CITY ATTORNEY DATE
2391 dlh
1• "L‘P,'
By
Councilmember
Adopted J U L 2 6 2016 o
deo
City Clerk 74
ApprovetLi. ..... Mayor
1
{
NO. ,,,`er ''..,,.,.....
Resolution by
Res. that, as recommended by the Mayor, the
purchase from TruePoint Solutions, LLC. for
the purchase of the Electronic Document
Review (EDR) with e-PlanCheck, is hereby
approved.; the Finance Department is
authorized to pay a fee not to exceed
$48,880.00 which will be paid from the
Technology and Training Fund No. 21217,
Organization No. 109041, FY 2016
expenditure.
2391 dlh
Presented to City Council
JUL 2 6 2016 c\ckyi- c. i ,:
ettJ terProcvn
City Clerk