HomeMy WebLinkAbout18 103 Asset Management Software (ESRI Canada) Acceptance By-law•
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THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE
KBT
��L%LITY OF KIN��
NO. 2018 - 103
BEING A BY-LAW TO ACCEPT THE ASSET
MANAGEMENT SOFTWARE AGREEMENT
(ESRI Canada)
WHEREAS pursuant to the said Municipal Act, Section 8 (1) and 9 provide that
the powers of a municipality under this or any other Act shall be interpreted
broadly so as to confer broad authority on the municipality to enable the
municipality to govern its affairs as it considers appropriate and to enhance the
municipality's ability to respond to municipal issues and has the capacity, rights,
powers and privileges of a natural person for the purpose of exercising its
authority under this or any other Act;
AND WHEREAS it has been determined that there is a need for an asset
management software for the Municipality of Kincardine as outlined in PWD 2018-
20;
NOW THEREFORE the Council of The Corporation of the Municipality of
Kincardine ENACTS as follows:
1. That the agreement with ESRI Canada for the Asset Management
Cityworks Software for the Municipality of Kincardine, in the amount of
$94,097.47 including the non-refundable portion of HST be hereby
accepted and attached hereto as Schedule `A'.
2. That the Mayor and Chief Administrative Officer be hereby authorized and
directed to execute, on behalf of the Council of The Corporation of the
Municipality of Kincardine, any contracts and other documents required to
authorize such work to commence.
3. This by-law shall come into full force and effect upon its final passage.
4. This by-law may be cited as the "Asset Management Software (ESRI
Canada) Acceptance By-law".
READ a FIRST and SECOND TIME this 1St day of August, 2018.
READ a THIRD TIME and FINALLY PASSED this 16t day of August, 2018.
Mayor
Clerk r
PROFESSIONAL. SERVICES AGREEMENT
Customer Name
The Corporation of the Municipality of Kincardine
Customer Address
1475 Concession 5, RR #6, Kincardine, Ontario, N2Z 2X6
Contact Person
Telephone Number
Sig _ 39(" _ a+,0 "B ,cy+,'l ( 1q
Fax Number
S 3 -So— H 30
E-mail Address
a,e iS �r eLh GorQ(rM1f1 h
Deliverables/Services
Description
Statement of Work attached as Schedule "A" (the "SOW")
This Professional Services Agreement ("Agreement") is made on the 1 day of October, 2018
("Effective Date") between Esri Canada Limited ("Esrl Canada") with its principal place of
business at 12 Concorde Place, Suite 900, Toronto, Ontario, M3C 3R8 and The Corporation of
the Municipality of Kincardine ("Customer") with an office at 1475 Concession 5, RR #5,
Kincardine, Ontario, N2Z 2X6.
Customer desires to retain Esri Canada to perform the Deliverables described in the SOW in
accordance with the terms and conditions of this Agreement.
In consideration of the mutual benefits and obligations contemplated in this Agreement, (the
sufficiency of which is acknowledged by each party), Esri Canada and Customer agree as follows:
1. Definitions
"COTS Products" means any standard use or commercial -off-the-shelf (COTS) products
including but not limited to third party COTS software or other Geographic Information Systems
(GIS) products that Esri Canada markets, distributes or resells in its ordinary course of business.
"COTS Products Maintenance" means any applicable maintenance and technical support for
COTS Products.
"Del iverabies" means the professional services and deliverables outlined in the SOW that are to
be provided by Esri Canada to Customer, including any other services or deliverables that Esri
Canada and Customer may agree upon as extras to or amendments of this Agreement. For the
avoidance of doubt, the definition of Deliverables does not include COTS Products.
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2. Professional Services
2.1 Customer retains Esri Canada to perform the Deliverables upon the terms and conditions in
this Agreement, The performance of the Deliverables shall commence on the commencement
date specified in the SOW. This Agreement shall remain in effect until terminated in accordance
with Section 10.
2.2 This Agreement is solely for the provision of the Deliverables and excludes the supply of all
COTS Products and COTS Products Maintenance which if required must be procured separately.
2.3 As part of the Deliverables, Esri Canada will provide to Customer such user needs consulting
as indicated in the SOW. The SOW sets out the time schedule and specifications for the provision
of the Deliverables.
2.4. Esri Canada's performance of the Deliverables is dependent in part on Customer's actions.
Any dates or time periods relevant to the performance of the Deliverables by Esri Canada shall
be appropriately extended to account for any delays caused or occasioned by Customer or any
Customer representative, including delays resulting from Customer's failure to perform any of its
obligations pursuant to this Agreement. Furthermore, if any delay continues after notification to
Customer, Esri Canada shall be entitled to issue a Change Request (as defined in Section 9) for
all reasonable costs and charges sustained or incurred as a result of the delay including additional
time and materials (at Esri Canada's then current per diem rates) expended by Esri Canada.
2.6 Customer will confirm the schedule of date(s) for any workshop or analysis ("Event") at least
six (6) weeks in advance. Requests for any change or revision to the agreed date received by
Esri Canada less than three (3) weeks prior to the Event shall entitle Esri Canada to issue a
Change Request for any additional rescheduling costs.
3. Acceptance Testing
3. Esri Canada shall use reasonable commercial efforts to develop and deliver the Deliverables
as set out in the SOW. Esri Canada shall deliver to Customer the accompanying documentation
and any other additional instructions pertaining to the Deliverables as applicable. Esri Canada
shall notify Customer in writing when the Deliverables or any portion thereof, is ready for
acceptance testing or Customer approval. Customer shall have the period(s) of time as specified
in the SOW or any other time period mutually agreed in writing (the "Acceptance Testing
Period") to inspect and evaluate the Deliverables or any portion thereof delivered to Customer.
Esri Canada shall meet the commercially reasonable requests of Customer for telephone advice
and assistance in connection with Customer's acceptance testing of the Deliverables.
3.2 If prior to the end of the Acceptance Testing Period, Customer completes the acceptance
testing of the Deliverables, it shall provide immediate written notice of such completion to Esri
Canada. However, if during the Acceptance Testing Period; Customer notifies Esri Canada in
writing of any significant functional or technical deficiency or deficiencies in the Deliverables or
any portion thereof (a "deficiency Notice"), Esri Canada shall use commercially reasonable
efforts to correct such deficiency or deficiencies within a reasonable period of time except as
otherwise specified in the SOW. A "significant functional or technical deficiency" refers to any
deficiency that renders the Deliverables or any portion thereof inoperable or otherwise materially
non -complying as provided for in the SOW. In such event, the Acceptance Testing Period shall
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be extended for the applicable period of time and the provisions of this subsection 3.2 shall re-
apply.
3.3 Customer shall be deemed to have accepted the Deliverables or any portion thereof on the
earlier of the following (the "Acceptance Date"): (a) the date Customer provides a written notice
to Esri Canada specifying that Customer has reviewed and accepted the Deliverables; or (b) the
expiry date of the applicable Acceptance Testing Period; or (c) the date that any portion of the
Deliverables delivered by Esri Canada is put into production or operation use or any commercial
exploitation use by Customer or under the authority of Customer whether or not Customer has
certified its acceptance of such Deliverables.
3.4 Esri Canada will notify Customer in writing when any document Deliverable provided
("Document Deliverable") is ready for Customer's approval and the following acceptance
requirements shall apply:
(a) Customer shall have five (5) business days from receipt of the Document Deliverable or
such other time period mutually agreed in writing between the parties ("Acceptance Review
Period") to inspect and evaluate the Document Deliverable;
(b) Before the end of the Acceptance Review Period, Customer shall provide written notice of
completion of inspection of the Document Deliverable;
(c) If during the Acceptance Review Period, Customer notifies Esri Canada in writing of any
deficiencies in the Document Deliverable, Esri Canada will provide a revised Document
Deliverable within five (5) business days or such other time period mutually agreed in writing
between the parties;
(d) Customer shall have five (5) business days from receipt of the revised Document Deliverable
to re -inspect and re-evaluate the revised Document Deliverables;
(e) If Customer still considers the Document Deliverable to be deficient, the process set out in
subsection 3.4 (b), (c) and (d) (a "Review Cycle") may only be repeated one (1) additional time
(resulting in a maximum of two (2) Review Cycles) except as otherwise mutually agreed to in
writing between the parties. For avoidance of doubt, there shall be no more than two (2) Review
Cycles to a Document Deliverable unless otherwise mutually agreed in writing between the
parties; and
(f) Customer shall be deemed to have accepted the Document Deliverable on the earlier of the
following: (i) the date of provision of written notice by Customer to Esri Canada that Customer has
reviewed and accepted the Document Deliverable; or (ii) the expiry date of the applicable
Acceptance Review Period.
4. Ownership of intellectual Property Rights
4.1 Any and all title and interest in the intellectual property rights to the Deliverables created or
supplied by Esri Canada pursuant to this Agreement shall belong to Esri Canada. Esri Canada
grants to Customer a personal, non-exclusive and non -transferable license to copy, use and
modify such Deliverables for Customer's internal use.
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4.2 All intellectual property and proprietary right, title and interest in and to all copies,
modifications and derivatives of the Deliverables, whether or not created by Esri Canada or
Customer, shall belong to Esri Canada.
4.3 To the extent Customer acquires any rights in the Deliverables, or in any copies,
modifications or derivatives thereof, Customer assigns to Esri Canada all of Customer's right, title
and interest, including intellectual property rights in such Deliverables and in any such copies,
modifications and derivatives thereof. In addition, Customer shall secure the unconditional
waiver in favour of Esri Canada of all moral rights in such Deliverables and in any such copies,
modifications and derivatives thereof.
4.4 Title to and ownership of all computer code, scripts, utilities, materials and documentation
owned by a third party or developed outside the scope of this Agreement by any third party
(collectively "Third -Party Materials") and used by Esri Canada in connection with this
Agreement, together with all intellectual property rights in such Third -Party Materials shall remain
with such third party, whether or not they are specifically adapted by Esri Canada for use by
Customer. To the extent any Third -Party Materials are incorporated in any Deliverables delivered
to Customer pursuant to this Agreement, Esri Canada shall secure for Customer an applicable
license to use such Third -Party Materials.
5. Charges and Payment
5.1 The charges for the Deliverables are fixed as indicated in the payment schedule attached
as Schedule "B". Customer shall pay all applicable sales, use and excise taxes, and any other
assessments in the nature of taxes however designated on or resulting from this Agreement, not
including taxes based on Esri Canada's net income.
5.2 If requested, Esri Canada may provide fee estimates initially or during the course of the
project (including those provided pursuant to a Change Request). Customer acknowledges that
in many cases rendering meaningful fee estimates is difficult except for routine procedures and
that all such estimates should be viewed solely as estimates, subject to reasonable adjustment
as the facts and circumstances of the project requires.
5.3 In addition to the service charges payable hereunder for the provision of Deliverables,
Customer shall reimburse Esri Canada for all cost of materials and reasonable out-of-pocket
expenses incurred by Esri Canada in connection with the Deliverables, provided that such cost
and expenses have been authorized in advance in writing by Customer.
5.4 Esri Canada will invoice Customer in accordance with the SOW and Schedule "B". Unless
otherwise indicated, Esri Canada invoices will be paid within thirty (30) calendar days of the date
of the invoice. Overdue invoices shall bear interest at one (1) percent per month (equivalent
to12.56% per annum).
6. Access to System
6.1 Subject to the security requirements of Customer, Esri Canada or its designated
representative shall have reasonable access to Customer's system to enable Esri Canada or its
designated representative to perform the Deliverables. Customer shall provide, at no cost to Esri
Canada:
(a) sufficient working space required by Esri Canada to perform the Deliverables;
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(b) office supplies and services such as photocopying, facsimile and telephone (except long
distance); and
(c) remote access to Customer's system, if required, in order to facilitate the performance of
the Deliverables, including the remote diagnosis and correction of programming errors in the
Deliverables.
Customer shall bear the agreed-upon cost, including all out-of-pocket expenses of the above
items.
7. Warranties, Disclaimers and Limitation of Liability
7.1 Limited Warranty on Deliverables: Esri Canada warrants that
(a) all services shall be performed in conformity with this Agreement with the degree of skill
and care expected of persons who perform similar services and in accordance with accepted
industry practices; and
(b) that for a period of thirty (30) calendar days from the Acceptance Date of: (i) the Deliverable,
or (ii) of the final Deliverable where the project encompasses more than one Deliverable and more
than one delivery date (the "Warranty Period"), the Deliverable(s) if properly installed on the
hardware and operating system specified therefore, shall operate and function in substantial
conformity with the applicable specifications set out in the SOW.
Notwithstanding the foregoing, the services to be performed by Esri Canada are of a complicated
and technical nature and may have minor or inherent deficiencies. In the event of a material non-
compliance with the applicable specifications set out in the SOW during the Warranty Period, Esri
Canada will, at its sole cost, use commercially reasonable efforts to provide all programming and
remedial services necessary to correct such non-compliance of the Deliverables provided that
such non-compliance does not result from modifications to the Deliverables made by any person
other than Esri Canada or its authorized agents.
7.2 No Other Warranties: To the extent permitted by applicable law, Esri Canada and its
suppliers disclaim all other warranties, representations, conditions or guarantees, either express
or implied, arising by statute, operation of law, usage of trade, course of dealing, or otherwise,
including but not limited to, implied warranties or conditions of durability, merchantability and
fitness for a particular purpose with regard to the Deliverables.
The Deliverables are not fault intolerant and are not intended for use or to be relied upon in
connection with critical health and safety or in environments that require fail-safe performance
("Fault -intolerant Activities"). Esri Canada specifically disclaims any express or implied
warranty of fitness for use in Fault -Intolerant Activities.
7.3 No Liability for Consequential Damages: In this subsection, "Special Damages"
means special, incidental, indirect, punitive, exemplary, consequential damages, losses or
expenses of any kind or nature whatsoever (including without limitation, damages for loss
of business profits, business interruption, loss of business information, loss of records or
data or any other pecuniary loss).
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In no event shall Esri Canada or its suppliers be liable for any Special Damages arising out
of the use of or inability to use the Deliverables or in connection with this Agreement, even
if caused by Esri Canada's or its suppliers' negligence or even if Esri Canada has been
advised of the possibility of such damages.
7.4 Limits on Liability: If for any reason, Esri Canada becomes liable to Customer or any
other person 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 Agreement or the Deliverables, then
the aggregate liability of Esri Canada for all damages, injury, and liability incurred by
Customer and all other parties in connection with the Deliverables or this Agreement shall
be limited to an amount equal to the charges associated with the provision of such
Deliverables that gave rise to the claim for damages.
8. Confidentiality and Privacy
8.1 In this Section 8:
"Trade Secret" means any information, including software and hardware configurations and
software design and customization, identified or reasonably identifiable as confidential and
proprietary information of Customer or Esri Canada which: (a) derives economic value, actual or
potential, from not being generally known to other persons who might obtain economic value from
its disclosure or use; and (b) is the subject of efforts that are reasonable under the circumstances
to maintain its secrecy.
"Confidential Information" means any information, including software or hardware configuration
and software design and customization, identified or reasonably identifiable as confidential and
proprietary information of Customer or Esri Canada concerning such party's business interests
that is not generally available to third parties including:
production processes, business plans and other materials or information relating to the
business of such party;
portions of computer software (in source and/or executable code) and related
documentation that does not obtain trade secret status in any media, including all
modifications, enhancements and versions and all options available with respect thereto;
and
information defined above as a Trade Secret but which is determined by a court of
competent jurisdiction not to rise to the level of a trade secret under applicable law.
8.2 The Trade Secrets and Confidential Information shall include all the information one party
receives from the other that is designated as confidential or is reasonably regarded as
confidential.
8.3 Each party shall:
• maintain the secrecy of the other party's Trade Secrets and Confidential Information; and
• not use any of them except for the performance of the Deliverables or disclose same to
anyone with the exception of the minimum number of the receiving party's employees or
agents who have a need to know such information, provided all such persons understand
006
and acknowledge in writing their obligation and willingness to preserve and hold such
information in the strictest confidence.
8.4 Trade Secrets and Confidential Information shall not include any information which is publicly
available at the time of disclosure or subsequently becomes publicly available through no fault of
the recipient party or is rightfully acquired by the recipient party from a third party without
obligations of confidentiality.
8.5 This Agreement is subject to all applicable Canadian privacy laws. To the extent feasible,
Customer shall avoid the disclosure of personal information to Esri Canada unless such
disclosure is necessary for Esri Canada's performance of the Deliverables. In the event that
personal information disclosure is required, Customer shall provide Esri Canada with written
notice of such personal information prior to or at the time of its disclosure.
8.6 Esri Canada provides professional services for businesses other than Customer including
other companies in the same industry as Customer. This Agreement shall not prohibit ESFI
Canada from representing or performing professional services for such other businesses.
9. Change of Scope
9.1 If at any time during the term of this Agreement, Customer desires Esri Canada to provide
any additional services or deliverables in the form of an addition, modification or, a change to the
scope of the existing Deliverables ("Change Request"), the following process will apply:
(a) Customer will provide in writing any request for a change or addition to the Deliverables by
completing a Project Change Control Form attached as Schedule "C".
(b) Esri Canada will respond by completing the applicable fields of the Project Change Control
Form setting out Esri Canada's personnel and resources necessary to satisfy the Change
Request and the impact, if any, on the completion date and changes in costs.
(c) To implement the Change Request, Customer shall authorize Esri Canada to perform the
Change Request by returning a signed copy of the Project Change Control Form completed by
Esri Canada within five (5) business days of its initial receipt. Esri Canada will only provide the
Deliverables in the Project Change Control Form once the signed form has been received, not in
advance.
(d) If Customer does not deliver a signed copy of the Project Change Control Form within five
(5) calendar days of Customer's initial receipt, Esri Canada shall consider that Customer does
not wish to proceed with such Change Request.
(e) Each duly authorized Change Request signed by Esri Canada shall be deemed incorporated
into this Agreement and shall constitute a formal change to this Agreement, adjusting fees,
specifications and completion date as agreed in each authorized Project Change Control Form.
In no event shall the Deliverables be deemed altered, amended, enhanced or otherwise modified
except in accordance with this Section 9.
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10. Termination
10.1 Immediate Termination. Either party shall have the right, but not the obligation, to
terminate this Agreement with immediate effect, without liability, cost or penalty, and without
prejudice to any other rights or remedies under this Agreement, if the other party:
(a) fails to cure a material breach of its obligations under this Agreement or does not cease any
conduct in violation of this Agreement within thirty (30) calendar days following the written notice
of such breach or violation from the other party; or
(b) ceases to carry on business, becomes or is declared insolvent or bankrupt, is subject to any
proceeding relating to its liquidation, insolvency or for the appointment of a receiver or similar
officer for it, makes a general assignment for the benefit of all or substantially all of its creditors,
or enters into an agreement for the composition, extension or readjustment of all or substantially
all of its obligations.
10.2 Termination with Notice. Either party may terminate this Agreement, at its option, on thirty
(30) calendar days' written notice to the other party provided that all fees for Deliverables will be
paid up to the effective date of termination, notwithstanding such termination.
10.3 Suspension of Obligations. If either party defaults in the performance or observance of
any of its material obligations hereunder, then, in addition to all other rights and remedies available
to the non -defaulting party, the non-defau[ting party may suspend any or all its obligations under
this Agreement impacted by such material breach without liability, until the other party's material
default is remedied. For clarity, this Section shall not permit Customer to suspend its obligation
to make payments accruing due and payable in respect of Deliverables not impacted by such
material breach.
11. Non -Solicitation
11.1 During the term of this Agreement and for a period of one (1) year thereafter, in order to
maintain a stable workforce and to operate its business, neither party nor any of a party's
employees will solicit or encourage or otherwise direct any of the other party's employees or
contractors to work elsewhere. Notwithstanding the foregoing, a party shall not be restricted from
employing personnel who make unsolicited applications in response to a general advertisement
or genuine public recruitment campaigns.
12. General
12.1 Complete Agreement. This is the complete and exclusive statement of the Agreement
between the parties and supersedes and merges all prior representations, proposals,
understandings and all other agreements, oral or written, express or implied, between the parties
with respect to the subject matter of this Agreement.
Any amendments to this Agreement must be in writing under a separate agreement created
for such purpose and signed by an authorized representative of each party.
For clarity, any additional or superseding terms contained in any purchase order or other
standard form documentation issued by Customer during the ordering process, otherthan
non -conflicting product descriptions, quantities and pricing, will not apply and are of no
effect. No such terms override the terms of this Agreement irrespective of the date of
008
issuance of such Customer ordering process documentation or any performance or action
by Esri Canada unless Esri Canada expressly agrees in writing.
In the event of any conflict between the body of this Agreement and any Schedules attached to
this Agreement, the body of this Agreement shall prevail.
12.2 Notices. All notices, demands or requests hereunder shall be in writing and shall be
deemed properly delivered when sent to any other party by registered mail, electronically
receipted facsimile or other similar means of electronic transmission or receipted commercial
courier. Any such document sent by facsimile or other similar means of electronic transmission
shall be deemed to have been received on the business day next following its transmission, and,
if by registered mail, on the third business day next following its mailing.
12.3 Governing Law and Jurisdiction. This Agreement and performance hereunder shall be
governed by the laws of the Province of Ontario and the applicable laws of Canada, without regard
to conflict of laws provisions thereof. The parties irrevocably consent to the non-exclusive
jurisdiction of the courts of competent jurisdiction in the Province of Ontario.
12.4 Interpretation. No provision of this Agreement shall be interpreted against any party merely
because that party or its legal representative drafted the provision.
12.5 Severability. If any part, term or provision of this Agreement shall be held void, illegal,
unenforceable, or in conflict with any law of a federal, provincial or local Government having
jurisdiction over this Agreement, such part, term or provision shall be enforced to the maximum
extent permitted by law and the validity of the remaining portions or provisions shall not be
affected thereby.
12.6 Waiver. No delay on the part of either party in exercising any right or remedy nor any failure
to enforce compliance under this Agreement shall operate as a waiver thereof, unless expressly
agreed to in writing by such party. Any such written waiver must refer to a specific failure to
comply and shall not have the effect of waiving any subsequent failures to comply. The single or
partial exercise of any right or remedy under this Agreement by either party shall not preclude any
other or further exercise of such right or remedy.
12.7 Headings. The headings in this Agreement are inserted for convenience only and shall not
be construed to limit, or state the priority of any provision in this Agreement.
12.8 No Assignment. This Agreement may not be assigned or otherwise transferred by
Customer in whole or in part without the express prior written consent of Esri Canada, which
consent may be withheld at its sole discretion. Esri Canada may not assign this Agreement or any
rights hereunder without Customer's written consent, which shall not be unreasonably withheld.
12.9 Force Majeure. With the exception of any amounts payable hereunder by Customerto Esri
Canada, each party shall be excused from performance under this Agreement for any period of
time and to the extent that it is prevented from performing any of its obligations under this
Agreement, in whole or in part, as a result of delays caused by any event or circumstance beyond
its reasonable control including without limitation by classification to delays resulting from an act
of God, natural disaster, major power outage, cyber -attack, act of government or court order.
Such non-performance will not be a default under this Agreement nor a ground for termination of
this Agreement so long as the excused party makes reasonable efforts to mitigate the effects of
any such delay.
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12.10 Survival. In the event of any expiration or termination of this Agreement, for any reason
whatsoever, the provisions of this Agreement which by their nature extend beyond the expiration
or termination of this Agreement will survive and remain in effect until all obligations are satisfied,
including without limitation Sections 4, 7, 8 and 11.
12.11 Counterparts. This Agreement may be executed in any number of counterparts, each of
which will be deemed to be an original and all of which taken together will be deemed to constitute
one and the same instrument. Counterparts may be executed either in original, faxed or other
agreed upon electronic form. The parties adopt any signatures received by a receiving fax
machine or other agreed upon electronic form as original signatures of the parties. Any party
providing its signature in such manner will upon request promptly forward to the other party an
original of the signed copy of this Agreement.
13. Dispute Resolution
13.1 Disputes. Any dispute, controversy or claim (a "Dispute") arising out of or in connection
with this Agreement or in respect of any defined legal relationship associated therewith or derived
therefrom, shall be resolved in accordance with the provisions of this Section 13.
13.2 Escalation of Dispute. Any Dispute will be initially referred by the parties to each party's
representative for negotiation. If the representatives are unable to resolve the dispute within five
(5) business days after such referral, the Dispute shall be promptly referred- to John Kitchen, Vice
President and General Manager on behalf of Esri Canada and to the Chief Operating Officer (or
substantial equivalent) of Customer for resolution. If such persons are unable to resolve the
Dispute within five (5) business days after such referral, the Dispute shall be submitted for
resolution in accordance with subsection 13.3.
13.3 Mediation. The parties shall attempt to resolve any Dispute that has not been resolved by
the procedures set forth in subsection 13.2 by structured negotiation with the assistance of a
mediator appointed by ADR Chambers, Toronto under its mediation rules, If the Dispute cannot
be settled within a period of thirty (30) calendar days after the mediator is appointed (or such
longer period as agreed to by the parties), the Dispute will be referred to, and conclusively settled
by arbitration in accordance with subsection 13.4.
13.4 Arbitration. Any Dispute that has not been resolved by the procedures set forth in
subsection 13.3 shall be referred to and settled by arbitration in accordance with the applicable
provincial legislation for Ontario. The place of the arbitration shall be in Toronto, Ontario or as
otherwise agreed in writing by the parties. If the arbitrator fails to render a decision within thirty
(30) calendar days following the final hearing of the arbitration, any party to the arbitration may
terminate the appointment of the arbitrator and a new arbitrator shall be appointed in accordance
with these provisions.
If the parties are unable to agree on an arbitrator or if the appointment of an arbitrator is terminated
in the manner provided for above, then any party to this Agreement shall be entitled to apply to
any applicable judge within the justice system of Ontario to appoint an arbitrator and the arbitrator
so appointed shall proceed to settle the Dispute in accordance with the provisions of this Section
13. Any award or decision made by an arbitrator appointed under this Section 13 is final and
binding upon the parties to this Agreement and may be enforced in the same manner as a
judgment or order to the same effect in Ontario and no appeal shall lie therefrom.
13.5 Injunctive Relief. Notwithstanding the provisions of this Section 13, each party shall retain
the right to seek immediate injunctive relief if, in its reasonable business judgment, such relief is
010
necessary to protect its interests prior to utilizing or completing the dispute resolution processes
described in this Section 13, such as, for example, a c4rn by a party based on a breach of the
confidentiality obligations under this Agreement.
14. Choice of Language (only applicable in Quebec).
14A It is the express wish of the parties that this document and any related documents be drawn
up and executed in English. Les parties aux pr6sentes ont express6ment demand6 que ce
document et taus les documents, s'y rattachant scent r6dig6s et sign6s en anglais.
IN WITNESS WHEREOF the parties have signed this Agreement through their authorized
representatives as of the Effective Date,
Esri Canada Limited
By:
Signature
Name and Position
The Corporation of the
Municipality of Kincardine
By:
Signature
WIAVLIA CAO
Name and Position
Signature
-LL
Name and Position
Oil
SCHEDULE "A"
Statement of Work — (attached)
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eesr*iCanada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun, of Kincardine
Date: September 18, 2018
Esri Canada Statement of Work
1. Background to Project
The Municipality of Kincardine is seeking to streamline their asset management processes, workflows,
and reporting in the office and in the field through the implementation of Cityworks Asset Management
System (AMS).
This Statement of Work describes the implementation approach of Cityworks AMS to meet the
Municipality's business goals. Cityworks AMS is a GIS -centric municipal asset management solution that
enables agencies to track incoming calls, complaints and issues, assigns issues to the appropriate
department/staff, and tracks work performed, inspections performed and lifecycle costs of the
municipality's assets.
This statement of work describes the tasks required to implement Cityworks AMS and its costs,
2. Project Objectives, Success Factors and Constraints
Success Factors
L GIS based asset repository so that the system can answer:
• What do we own?
• What is it worth? Historical, depreciated and replacement costs are all of interest.
• What is the asset's condition?
• What is the asset's remaining service life?
• What should we do to the asset to maximize its value and when should we do it?
• What is the cost of the associated capital plan to refurbish/replace the asset?
ii. Implementation of work order, service request, and inspection management tools to support work
management and reporting.
iii. Implementation of standard service request procedures — documented, standardized, and made available to
staff through the Cityworks service request system
iv. The Municipality of Kincardine's Staff trained in the new computerized work order, inspection, and service
request environment
V. Easily updated information in one place and immediately have information available to all other system users
Astrong Executive Champion or Sponsor(s) from the Municipality of Kincardine is required to ensure the success
of this project and is committed to providing the senior management leadership of the oroiect.
ir. People and Processes: An EAM implementation is not just about installing a piece of software; it is also about
people and processes. If the project does not have the Municipality of Kincardine's users and front-line staff's
buy -in and support, then the EAM project will only have a small chance for success. Esri understands that the
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Q ;,,esn Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
3. Project Approach
Esri Canada proposes using a Quick Start process for implementing Cityworks, which enables the Municipality to be
up and running with the software in a timely manner. The Quick Start methodology uses a template approach to
define service requests, work orders, inspections, and core resources (labour, equipment, materials, and
contractors) configuration. Esri Canada's implementation team will provide guidance and instruction to the
Municipality's project team to populate the configuration template. Once the configuration is determined and
documented, Esri Canada's team will populate the Cityworks database using a combination of mass data uploads
using existing data load tools and manual data entry to provide a configured prototype to the Municipality. This
approach quickly puts the software into the hands of end users for review, testing, and to identify possible
configuration changes early in the project implementation.
Quick Start Process Advantages:
Rapid deployment
The Client is presented with a working system sooner in the project timeline for review and testing.
Potential configuration issues are identified and rectified sooner in the implementation process.
Clients can easily clone and revise templates configured by Esri Canada to extend the initial software
configuration.
Quick Start contents for the Municipality of Kincardine:
• 70 work order templates
• 70 service request templates
• 15 standard and custom inspection templates
014
key stakeholders must be part of the project right from the beginning; involving subject matter experts and
front-line staff in workflow workshops and system design; preparing all stakeholders and users with an effective
training and communication plan developed by Esri; and providing an easy to use solution is absolutely critical
for project success.
iii.
Comprehensive Communication Plan: The implementation of the EAM will impact many departments in the
organization and also external clients and perhaps the Municipality of Kincardine's constituents. It is important
to develop a comprehensive communication plan to provide information on the EAM project and to what level
each entity will be affected once the new system is placed on-line.
iv.
The Municipality of Kincardine will provide input and responses within 5 business days, where reasonably
possible, for all issues designated as critical.
V.
Up to f0% dedication of the agreed Municipality of Kincardine's core team during Initiation, Systems Design
and Configuration and Deployment phases.
Vi.
No source code modification to satisfy the Municipality of Kincardine business requirements. Modifications to
the solution will make use of existing configuration tools, forms based or database level programming to enforce
data validation rules and automation, where possible. The initial system design is kept as simple as possible to
maximize chances of success and end-user buy -in.
Vii.
Define/redefine business processes to maintain the asset repository for effective data governance.
3. Project Approach
Esri Canada proposes using a Quick Start process for implementing Cityworks, which enables the Municipality to be
up and running with the software in a timely manner. The Quick Start methodology uses a template approach to
define service requests, work orders, inspections, and core resources (labour, equipment, materials, and
contractors) configuration. Esri Canada's implementation team will provide guidance and instruction to the
Municipality's project team to populate the configuration template. Once the configuration is determined and
documented, Esri Canada's team will populate the Cityworks database using a combination of mass data uploads
using existing data load tools and manual data entry to provide a configured prototype to the Municipality. This
approach quickly puts the software into the hands of end users for review, testing, and to identify possible
configuration changes early in the project implementation.
Quick Start Process Advantages:
Rapid deployment
The Client is presented with a working system sooner in the project timeline for review and testing.
Potential configuration issues are identified and rectified sooner in the implementation process.
Clients can easily clone and revise templates configured by Esri Canada to extend the initial software
configuration.
Quick Start contents for the Municipality of Kincardine:
• 70 work order templates
• 70 service request templates
• 15 standard and custom inspection templates
014
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
• ArcGIS setup - defining asset groups, associate to work order and inspection templates
• Resource table population — labour, equipment, materials, contractors with standard rates
• Standard Reports
o Employee Actual Labour
o Employee Projected Labour
o Equipment Usage
o Inspection Listing
o Inspection Summary
o Material Usage
o Service Request Listing
o Service Request Summary
o Work Order Listing
o Work Order Details
o Work Order Task Duration
o Work Order Task Duration Average By Type
o Work Order Summary
o Work Order Task Summary
• Software security and privileges configuration
• Cityworks Server Administration: Configure five (5) user logins
• Configuration of the Asset Valuation Tool
• End user and Administration Training
• Up to three (3) Work Order Print Templates
• Up to two (2) Service Request Print Templates
4. Scope Description
The following section outlines the project implementation approach for each phase and the associated
deliverables. The implementation methodology focuses on configuring and implementing the Cityworks solution as
well as managing the dynamic requirements and needs of the project by utilizing appropriate resources within a
set project framework to achieve clearly defined goals and objectives. Esri Canada's approach consists of five (5)
phases that comprise the overall project. Services, and associated deliverables, are provided sequentially in these
five phases.
The five (5) phases and associated tasks are described in the table below. The description of task activities and
breakdown of task deliverables for both Esri Canada and Municipality of Kincardine project personnel are
described in sections below.
Project Phase
Esri Canada and Municipality of Kincardine Project Tasks
Phase 1-- Project Initiation
• Task 1- Project planning
• Task 2 — Project kick-off
11TIN
Project Name: Kincardine Cityworks AMS
Customer Mame: Mun. of Kincardine
Date: September 18, 2018
Project Phase
Esrl Canada and Municipality of Kincardine Project Tasks
•
Task 3 —Software installation
•
Task 4 - Project team software overview training
Phase 2 — Requirements Analysis
•
Task 5 - Business Process Review
Phase 3 — Development
•
Task 6 - Cityworks Configuration Design and Review
•
Task 7 - System Configuration
•
Task 8 - Report and XML development and training
Phase 4 - Deployment
•
Task 9 — Prepare Test and Production Environment
•
Task 10 - User Acceptance Testing
•
Task 11 - End-user & Administration training
Phase 5 — Operations and
•
Task 12 - Go -Live Support
Maintenance
•
Task 13 — Project Closure
Project Management
Esri Canada will assign an experienced Project Manager to oversee the project and manage the project deliverables
and timelines. This section details the Activities, Deliverables, and Municipality responsibilities for Project
Management.
Activities:
The Esri Canada Project Manager will perform the following tasks:
• Working with the Municipality's Project Manager, develop and maintain a project plan and schedule
in M5 Project format.
• Coordinate project events, tasks and associated resources with the Municipality's Project Manager in
accordance with the project plan and schedule.
• Author, edit, review, and distribute project control documentation and deliverables as required.
• Schedule and facilitate bi-weekly project status meetings with the Municipality's Project Manager.
• Manage project scope, schedule, quality, budget, risk, communication
• Manage and assigning Esri project resources
• Provide general leadership, guidance and direction to the project
• Develop monthly project progress report to the Municipality Project Managers
• Develop and maintain project control documentation — risk management plan, risk register, issues
log, communications plan, change management log, monthly project status report.
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OM) )�esn
Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
• Manage project change control process and associated change request documentation
• Manage deliverables acceptance process and acceptance documentation
Deliverables:
The following is a listing of Project Management deliverables:
• Project pian in MS Project format. Deliver project plan in ,pdf format for distribution to project team
members as required.
• Risk Management Plan and Risk Register
• Communications Plan
• Issues log
• Change management log
• Monthly Project status reports
Municipality Project Manager Responsibilities:
• Coordinate and schedule Municipality resources, meeting rooms and facilities.
• Internal project status communications
• Internal project status reporting
• Approve project deliverables
• Work with the Esri Project Manager on updating project control documents
Phase 1: Project Initiation
This initial phase of the project includes both project management planning and initial introductions for the
implementation of Cityworks. The Project Planning milestone will contain multiple components both directly
related to planning the project but also preparing or initiating the project at the Municipality. This will include
reviewing and refining the project schedule, resource plan, software installation, initial configuration with
Municipality staff, and overview training on the solution.
Pytl
Gesri Canadvi
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Task 1— Project Planning
The Esri Canada Project Manager will review the project implementation plan with the Municipality's Project
Manager. This plan outlines and schedules all required project tasks, resources {Esri Canada and Municipality},
milestones and deliverables. As part of the project planning phase, the Esri Canada Project Manager will work in
conjunction with resources from Municipality to align the proposed work plan from the Municipality with the work
plan presented in this document. Esri Canada will work to ensure that all agreed upon tasks from the Municipality
work plan will be executed following best practices based on Esri Canada's experience implementing asset
management systems.
The project plan is maintained in Microsoft Project format. The progress of major tasks is tracked against the
project plan by the project managers.
Activities:
• Review project schedule.
• Confirm dates for WebEx sessions and on-site workshops
• Schedule project kick-off meeting and schedule Municipality staff/stakeholders
• Schedule IT and GIS resources for the Cityworks software installation in the Municipality's
test/development environment
• Schedule Municipality project team members for software orientation training
Deliverables:
• Project schedule
Municipality's Responsibilities
• Schedule Municipality staff to attend project kick-off meeting, software installation, and project team
orientation training sessions
• Schedule meeting rooms for on-site sessions
• Provide feedback on the contents of the project kick-off presentation
Task 2 — Project Kick -Off Meeting
The project will be initiated through an onsite project kick-off meeting attended by key members of the Esri
Canada and Municipality project teams. It is recommended that the Municipality's Executive Sponsors also
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
participate in this meeting to communicate the executive support for the project. The kick-off meeting will review
the following:
• Project team introductions
• Project background
• Project goals and objectives
• Presentation of the final Statement of Work
• Implementation approach
• Project scope and timelines identifying major milestones and task dependencies
• Roles and responsibilities
• Communication plan
• Change Control Process
Activities
• Develop project kick-off presentation
• Conduct project kick-off meeting
Deliverables
• Project kick-off presentation.
Municipality's Responsibilities
• Stakeholders and project team members to attend presentation
• Participate in the kick-off presentation
• Provide facilities to support kick off — room, projector, etc.
Task 3 — Cityworks Software Installation
Esri Canada will perform the installation of the Cityworks Server software on one (1) development and one (1)
sandbox server remotely. An Esri Canada technical consultant will guide the Municipality's IT staff through the
Cityworks Server installation processes. A step-by-step installation document will be used to go through the pre-
installation, installation and post -installation procedures. This section details the Esd Activities, Deliverables, and
Municipality responsibilities for the Cityworks software installation task.
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Activities
• Check to insure installation prerequisites are present on the development application server (i.e.,
IIS7.5, .Net 4.5, .Net 4.6.2, .Net 4.7.1 Framework, SQL Server 2008/2012 native client, etc.).
Requirements
• Create the Cityworks development database
• Install Cityworks Server, Cityworks DSManager and Cityworks Designer application on the application
server.
• Install Asset Manager
• Run DBManager to initialize the Cityworks database
• Create the Cityworks development and sandbox websites
• Configure access to ArcGIS Server rest services (map/feature rest url, geocode rest url, geometry rest
url, SOE rest url — for ArcGIS 10.3, 10.3.1, 10.4, and 10.4.1; Portal for ArcGIS 10.3, 10.3.1, 10.4, and
10.4.1; ArcGIS Enterprise 10.5, 10.5.1, and 10.6) in Cityworks Designer.
Deliverables
• Cityworks installation on one (1) development and one (1) sandbox environment including the asset
manager
• Step-by-step installation documents as developed by Azteca.
Municipality's Responsibilities
• Provide and configure Development environment (hardware and server software) for the Cityworks
Server installation
• Provide Cityworks licence file
• The Municipality will perform any necessary OS software installation, hardware setup and
configuration, ArcGIS software installation, and RDBMS installation
• Install prerequisite software
• Schedule IT resources for the Cityworks software installation:
o Database Administrator (for the creation of the Cityworks database)
o Web Administrator (for the installation of the Cityworks Server web application)
o GIS Administrator (for the connection to the City's test/development SDE geodatabase and
publishing of ArcGIS Server services)
• Provide Esri remote connection/access to the development environment
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� -1-,vsn w Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Task 4 — Project Tears Software Overview Training
The Municipality's project team will receive instructor -led training at their training facilities. Orientation courses
will provide a high-level overview of the relevant components of the Cityworks service request and work
management system required for implementation. The training will cover Cityworks end user training, Designer
(Administrator) training, and configuration templates (MS Excel spread sheet) population. The training will be
conducted using up to 10 workstations accessing the asset and business datasets configured in the development
environment. It is anticipated that the project team will be able to start collecting general information related to
the configuration templates following this training, with expansion on the level of detail that is collected through
increased knowledge gained through the workshops in the Project Design phase.
Activities
• Review training agenda and material with the Municipality's Project Manager.
• Send training invitation, training agenda, and training manuals to project team
• Provide two (2) days orientation training at Municipality training facility on the following topics:
o Cityworks Administration (Designer) (1 day)
o Introduction to Cityworks Server (1 day)
■ Inbox, Searches, and Reports
■ Managing Service Requests
• Managing Work Orders
■ Managing Inspections
■ Map Viewer and Tools
• Configuration requirements knowledge transfer and population of configuration spreadsheets.
Deliverables
• Project Team Software Overview Training:
o Cityworks Administration (Designer) (1 day)
o Introduction to Cityworks Server (1 day)
• Standard training manual
• Configuration templates (MS Excel) and instructions on populating the spread sheets within the
Project Team Overview Training
Municipality's Responsibilities
• Provide logistics for the project team overview training (training room, projector)
• Provide up to 10 workstations for the overview training configured with Cityworks AMS and ArcGIS
SDE/Server access.
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
• Schedule project team members for the project team overview training.
• The Municipality's project team to begin population of the Esri Canada supplied configuration template in
MS Excel format.
Phase 2. Requirements Analysis
The purpose of this second phase is to confirm the business goals of the Municipality and to determine the
business processes required to support the goals of this project. This is where the conceptual solution design will
be defined and documented. Esri Canada will facilitate a half day initial overview meeting by WebEx to discuss the
business goals, organizational structure and common high-level business processes. More detailed requirements
will be discussed during separate workshops to discuss major business processes.
Task 5 — Business Process Review
The Esri Canada consulting team will facilitate onsite discovery and requirements workshops related to
maintenance management workflow, configuration pertaining to Cityworks. The business process review will
discuss up to six (6) major maintenance management business processes (e.g., emergency repair, preventative
maintenance, scheduled maintenance, asset condition inspection, customer service requests, etc.) in three (3) days
of workshops on-site. To verify that proper understanding of the Municipality's requirements has been
communicated, workshop notes and updated Visio documents from the workshops will be provided to the
Municipality for review, edit, and final approval. These workshop output documents will be used as a reference
during subsequent phases to provide information related to Cityworks configuration and acceptance testing.
As part of the workshops Esri will also work with the Municipality to review their GIS data model to ensure that
Cityworks functionality and associated GIS analytics is fully leveraged within business workflows. Esri Canada will
note any modification that the Municipality will need to make to the data.
Activities
• Conduct up to three (3) days of business process review workshops for up to six (6) common major
business processes including GIS data review
• Document workshops and provide workshop output documents for review
Deliverables
• Workshop output documents
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Oesrir ••
Project Name: Kincardine Cityworks AMS
Customer Dame: Mun. of Kincardine
Date: September 18, 2018
Municipality's Responsibilities
• Identify and schedule workshop participants for business process review workshops.
• Provide logistics for workshops (schedule meeting rooms, projector, etc.)
+ Review and provide timely feedback on workshop output documents
• Modify GIS data if needed to fully leverage Cityworks functionality and GIS analytics
Phase 3: Development
This phase consists of populating the Municipality's Cityworks development database with the supplied
configuration details. The system will be configured by populating the Cityworks database with information
derived from several inputs, which include the workshop output documents from the business process review
workshops, the workshop output documents, and populated data collection templates that contain:
• Employee Data: Employee listing defining employee id, employee pay rates, employee positions, and
other information
• Employee Security Settings and Permissions: Group and user privileges to templates and applicability
of employees in application drop down lists (and related permissions) — e.g. work order submit to
field, initiated by field, cancelled by field, etc.
• Material Listing and Hierarchy: Material 1D, Material Description, Part Number, Manufacturer,
Supplier, Model, Unit Cost, Unit of Measure, Keywords
• Equipment Listing and Hierarchy: Equipment ID, Equipment Description, Manufacturer, Model, Unit
Cost, Warranty Date, Keywords
• Contractor Listing: Contractor Name, Description, Contractor Number, Address, Contact Information,
Contractor Rates, Contractor License(s), Keywords
• Code Definitions: e.g. work order status, service request status, inspection status, work order
category, service request category, etc.
• Asset Groups: Group Name, associated feature and object classes to asset groups.
• GIS Services: Groups/Users, associated GIS Services (map services, geocode service, geometry service,
SOE service)
• Cityworks Server website administration (for up to 5 user logins): Server Roles, Server Users, Server
User Access, Inbox Configuration
• Excel spreadsheet containing Template details for:
o Work Order: Category, Template Name, associated feature class or object class, default account,
default Submit To, default Supervisor, security group access
o Service Request: Template Name, associated work order template
o Inspection: Template Name
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun, of Kincardine
Date: September 18, 2018
Task 6 — Cityworks Configuration Design and Review
As part of Task 5 (Business Process Review) the Municipality will be responsible to complete an Excel based
configuration spreadsheet that will define the necessary Cityworks configuration data elements. Esfi Canada will
provide support to the Municipality as it defines up to 70 work order templates, 70 service request templates, and
15 standard and custom inspection templates.
Esri Canada's configuration consultants will configure the templates in the Municipality's Cityworks development
database.
Activities
• Review Cityworks configuration as captured by the Municipality, in a scheduled WebEx with duration
of up to four (4) hours.
Deliverables:
• Provide direction and guidance as the Municipality's project team gathers information for the
configuration of 70 work order templates, 70 service request templates,15 standard and custom
inspection templates.
Municipality's Responsibilities
• Identify and schedule participants for template configuration overview WebEx.
• Provide information to configure up to 70 work order templates, 70 service request templates, and
15 standard and custom inspection templates.
Task 7 — System Configuration
The final configuration results documented in configuration templates will be used by Esri Canada configuration
consultants to enter the configuration parameters using the Cityworks administrator application, Designer. A mix
of standard bulk loading tools and manual entry will be used to enter the required configuration details. Once the
configuration is complete, Esri Canada will hold a full system walkthrough of the system configuration with the
Municipality's project team.
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Activities
• Bulk data load of configuration details from configuration spreadsheets
• Manual entry of configuration details
• Web site administration configuration
Deliverables:
Configuration of:
* 70 work order templates
• 70 service request templates
• 15 standard and custom inspection templates
• ArcGIS setup - defining asset groups, associate to work order and inspection templates.
• Resource table population — labour, equipment, materials, contractors with standard rates.
• Standard Reports:
o Employee Actual Labour
o Employee Projected Labour
o Equipment Usage
a Inspection Listing
o Inspection Summary
o Material Usage
o Service Request Listing
o Service Request Summary
o Work Order Listing
o Work Order Details
o Work Order Task Duration
o Work Order Task Duration Average By Type
o Work Order Summary
o Work Order Task Summary
• Software security and privileges configuration
• Cityworks Server Administration: Configure five (5) user logins
• Development of Asset Life Cycle model
• Up to three (3) Work Order Print Templates
• Up to two (2) Service Request Print Templates
Municipality's Responsibilities
• Identify and schedule participants for system configuration review/waikthrough.
• Provide feedback on system configuration and any required changes.
025
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Task 8 - Report and XML Development and training
Cityworks includes extensive search capabilities to look up histories, records, and other items. As part of standard
ad-hoc searching, Cityworks allows users to search by field or by multiple fields; nearly every field in the database
is searchable.
Search results can be exported to Microsoft Excel and saved as a document. Frequently used search criteria may
be saved to a user's profile and added to their inbox, or added to the map as an Event Layer. Cityworks also lets
users search the GIS directly, allowing them to find and view permits attached to specific assets, parcel or an
address point.
For detailed reporting Cityworks uses Crystal Reports, which are disseminated and accessed by users within the
Cityworks web application. To facilitate the development of custom reports, Esri will lead a one (1) day onsite
workshop covering how Crystal Reports is configured to access the Cityworks tables and database. It is expected
that participants in the course have a working knowledge and experience of how to develop reports with Crystal
Reports.
Also as part of the one (1) day workshop, Esri Canada will review how to modify the Cityworks user interface. The
Cityworks user interface is configured with a series of XML files. Esri Canada will provide training on how to stream
line application forms. The Municipality is expected to take the lead on report and user interface development.
During the development period Esri will assign a resource that will provide development support, as required. Esri
will allocate up to 10 hours of support time over the 2 weeks following the workshop.
Activities:
• one (1) -day onsite Report and XML Workshop
• WebEx to configure AVT
Deliverables:
• One (1) -day onsite Report and XML Workshop
• Up to 10 hours of report and XML Configuration support
026
eesriCanada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Municipality's Responsibilities:
• The City is expected to schedule staff that have been trained with or have experience with the
development if reports using Crystal reports.
• Provide logistics for training (training room, projector)
• Schedule project team members for training and work shops
• Develop reports and XML Customizations
Phase 4: Deployment
The primary objective of this phase is to complete system testing, train end-users and cut over both the data and
the deliverables to the production environment. System testing during the UAT primarily consists of testing the
system configuration.
Task 9 — Prepare Test and Production Environment
As development is nearing completion Esri Canada and Municipality Staff will work to establish a testing and
production environment. The Municipality utilizing information gathered during Task 3 — Software installation, to
build the foundation for test and production environments, This includes the installation of prerequisite and
supporting software.
The Test environment will be used for user acceptance testing and training based on a copy of the development
environment. Once the Test environment has been established the Municipality and Esri Canada will work
together to create a copy of the Cityworks Production environment.
Activities
• Check to insure installation prerequisites are present on the development application server (i.e.,
IIS7.5, .Net 4.5, .Net 4.6.2, .Net 4.7.1 Framework, SQL Server 2008/2012 native client, etc.).
Requirements
• Copy the Cityworks development database to test
+ Install Cityworks Server, Cityworks DBManager and Cityworks Designer application on the application
server.
• Install Asset Manager
• Copy the Cityworks development website
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
• Reconfigure access to ArcGIS Server rest services (map/feature rest url, geocode rest url, geometry
rest url, SOE rest url—for ArcGIS 10.3, 10.3.1, 10.4, and 10.4.1, Portal for ArcGIS 10.3, 10.3.1, 10.4,
and 10.4,1; ArcGIS Enterprise 10.5, 10.5.1, and 10.6) in Cityworks Designer.
Deliverables
• Cityworks installation on one (1) test and one (1) production environment including the asset
valuation tool
• Copy and reconfigure development database on test environment
Municipality's Responsibilities
• Provide and configure test and production environment (hardware and server software) for the
Cityworks Server installation
• Provide all required licences
• The Municipality will perform any necessary OS software installation, hardware setup and
configuration, ArcGlS software installation, and RDBMS installation
• Install prerequisite software e. 1457,5, .Net 4.5 Framework, SQL Server 2008/2012 native client, etc.
• Schedule IT resources for the Cityworks software installation:
o Database Administrator (for the creation of the Cityworks database)
o Web Administrator (for the installation of the Cityworks Server web application)
o GIS Administrator (for the connection to the City's test/development SDE geodatabase and
publishing of ArcGIS Server services)
Task 10 — User Acceptance Testing
This task includes the development of a system test plan, Esri Canada's internal testing of the configuration, user
acceptance testing performed by the Municipality's project team, and Production system acceptance.
Activities
• System Test Plan Development: The system test plan describes the objectives, scope, approach,
timeline, resources, tests to be performed and completion criteria as a basis for the system
acceptance milestone. Esri Canada will provide a standard system test plan containing standard test
cases to allow the Municipality's test team to record test results and overall acceptance of the system
configuration.
• Internal Testing: Esri's Canada's resources will perform quality assurance testing to verify that the
development configuration details have been correctly uploaded and manually configured prior to
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
the Municipality starting their user acceptance testing. internal testing will also ensure the Financial
System interfaces up to the data exchange tables are working as designed.
+ User Acceptance Test: It is recommended that the user acceptance testing (UAT) will be performed
against s separate Test environment. Optionally, the Municipality's IT staff can repurpose
development environment to perform the user acceptance testing. The development of this
environment will depend on available Municipality's resources — hardware, IT staff availability,
software licenses (OS, database, ArcGIS, etc.). The Municipality's project team shall exercise the
system using the test cases contained in the test plan to evaluate and grade the system's
functionality, usability, and security settings. Upon completion of the testing, Esri Canada and
Municipality's project team will meet to compile feedback. Esri Canada and the Municipality will work
together to resolve any required configuration changes. If required, a second UAT will be completed
to ensure any configuration changes have been incorporated into the system.
• Production System Acceptance Testing: After User Acceptance Testing, the production environment
will be created through a migration from Development to Production. Esri Canada's Technical Lead
will work directly with the Municipality's Project Team to go through verification of the production
Deliverables
environment using the System Test Plan. At the conclusion of the testing the Municipality will utilize
standard Cityworks functionality to delete or cancel service requests, work orders, and inspections
created during the testing. The Deployment Plan will include details associated with these processes.
• Standard system test plan
• Final system configuration
Municipality's Resp onsibIRies:
• Conduct user acceptance testing and provide test results to Esri Canada
• Conduct final acceptance testing against the Production environment prior to system go -live
• End to end testing of all system configurations
Task 11— End -User and Administrator Training
The Esri Canada Trainer will deliver standard Cityworks training to implementation team members, Cityworks
administrators, and end-users.
Activities
• Develop training plan (schedule, agenda, and attendees)
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Project Name: Kincardine Cityworks AMS
Customer Name: Mun, of Kincardine
Date; September 18, 2018
• Develop and review training curriculum and agenda F
• Deliver and review standard Cityworks training manuals
• Schedule Municipal training facility and equipment
• Schedule students for training
• Provide training:
o Cityworks Server AMS Website Stand-up and Administration — One (1) day
o Cityworks Designer Configuration — One (1) day
o Cityworks Server Introduction — One (1) day
o Asset Valuation Training — Four (4) hours
Deliverables
• Cityworks standard training manuals
o Cityworks Server AMS Website Stand-up and Administration
a Cityworks Designer Configuration
o Cityworks Server Introduction
• Cityworks Training:
o Cityworks Server AMS Website Stand-up and Administration —one (1) day
o Cityworks Designer Configuration — One (1) day
o Cityworks Server Introduction —One (1) day
• Asset Valuation Training:
c Administration and end-user— Four (4) hours
Municipality's Responsibilities
• Develop training plan and schedule
• Schedule training facilities and equipment
• Schedule students as per the training plan
• Attend training sessions
Phase 5: Operations and Maintenance
The purpose of this final phase is to operate the system in a live production environment after an Acceptance
Notice has been issued by the Municipality. Additionally, this phase establishes post go live support provided by
Esri Canada's Technical Support Team.
030
i* esri Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Task 12- Go -Live Support
Having completed all the final configuration items in the previous phase, Esri Canada and Municipality staff will
stand up the production site and confirm that the solution has been fully setup and is functioning in the production
environment the day prior to the "Go -Live" date. These resources will stay in place for the day of go -live to shadow
staff using the system. Following the first day of direct supervision, Esri Canada will provide remote support and
monitoring of the Cityworks implementation and configuration for twenty (20) business days (warranty period)
after the "Go -Live." After the warranty period, support for the Cityworks implementation and configuration will be
transferred to Esri's Cityworks support team.
Activities:
• Municipality to test and confirm production system setup prior to go -live
• Esri Canada and Municipality core project team to provide go -live support/shadowing
• Esri Canada to provide remote support and rectify any configuration or interface defects for twenty
(20) business days after the initial go -live date
Deliverables;
• one (1) day of on-site go -live support
• Twenty (20) business days of remote support
Municipality's Responsibilities:
• Test and confirm production setup prior to go -live
• Schedule Municipality project team to provide support and shadowing of end-users for go -live
• Communicate any configuration changes or defects to Esri Canada within the twenty (20) business
day support period
Task 13 - Project Closure
Upon project completion, the Esri Canada and Municipality's project teams will meet to review a project or phase
closure checklist to ensure that all project commitments have been met. The Municipality's project team will also
be provided with a short Service Level Survey providing Esri with feedback on the quality of professional services
delivered. This survey will assist Esri Canada to continuously improve its provision of professional services to
customers for future projects.
Activities:
• Prepare project closure checklist and project completion document
• Project closure meeting at the Municipality's facilities and document lessons learned
031
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Deliverables:
• Project completion document
Municipality's Responsibilities:
• Schedule core project team members to attend project closure meeting
• Sign -off on project completion document within five (5) business days of receipt
S. Project Schedule
6. Deliverables
Phase/Task Description
Deliverables
Target Date
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6. Deliverables
Phase/Task Description
Deliverables
Target Date
Project Initiation
Project Schedule
Oct 1 / 2018
Project Kick-off
Oct 11/ 2018
Cityworks installation on one (1)
Oct 5 / 2018
development and one (1)
sandbox environment including
the asset valuation toolkit.
I
Cityworks software instaliation
Oct S / 2018
manual.
Project Team Software Overview
Oct 16 / 2018
Training
Standard training manuals
Oct 16 / 2018
Configuration templates (MS
Oct 16 / 2018
Excel).
032
Project Name: Kincardine Cityworks AMS
Customer Name. Mun. of Kincardine
Date. September 18, 2018
Requirements Analysis
1.
The acceptance of the `but -of -the -box" Cityworks functionality is a crucial factor to the success and the
Cityworks Business Process
Review Workshop notes
Nov 6 /2018
Development
expectation is that the Municipality will adopt the Cityworks "out-of-the-box" functionality when
Configuration capture support
Dec / 5 2018
leverage the benefit of the functionality contained within the Cityworks solution.
System configuration
Dec 19 / 2018
Report and XML Workshop
Dec 3 /2018
Configuration phase. The templates for data import will be provided by Esri Canada.
Report Support
Dec 15 / 2018
Deployment
databases or paper based system in the context of this proposal.
Cityworks installation on one (1)
test and one (1) production
environment
Jan 7 / 2019
Standard system test plan
Jan 16 / 2019
Cityworks standard training
manuals
Feb 4 / 2019
Cityworks Training
Feb 7 / 2019
Operations and Maintenance
One (1) day of on-site go -live
support
Feb 9 / 2019
Twenty (20) business days of
remote support
Mar 8 / 2019
Project completion document
Mar 18 / 2019
7. Assumptions
Assumptions
1.
The acceptance of the `but -of -the -box" Cityworks functionality is a crucial factor to the success and the
timeframe of this implementation. Every business process will not be discussed from ground zero. The
implementation will rather focus on Client specific processes that require configuration in Cityworks. The
expectation is that the Municipality will adopt the Cityworks "out-of-the-box" functionality when
appropriate as standards to improve processes and use within their organization wherever possible to
leverage the benefit of the functionality contained within the Cityworks solution.
2.
The client will perform any cleaning and formatting of source data files such as Customer Accounts,
Vendor Master, Material Master, and Employee data files. This will be completed before the Final
Configuration phase. The templates for data import will be provided by Esri Canada.
3.
No historical work data will be loaded by Esri Canada into Cityworks from any legacy computerized
databases or paper based system in the context of this proposal.
033
rd—
gor,-
Canada
w91
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Assumptions
4.
The Municipality is responsible for any modifications of the standard system test plan provided by Esri
Canada.
5.
The Municipality is responsible for execution and acceptance of system testing, and user acceptance
testing.
6.
The Municipality will provide a dedicated Project Manager to coordinate Municipality resources and
tasks.
7.
The Municipality's Business Analyst, Functional Leads, and Subject Matter Experts will work with the
Configuration templates throughout the Base Line Workshops and Base Line Configuration to collect
information on system configuration so information will be ready for Final Configuration.
8.
The Municipality will provide Functional Leads/Subject Matter Experts who have expert knowledge of
the organization's business processes and daily business transactions.
9.
GIS Data modeling or population is not included. It is expected that the GIS Data Model required for the
AMS (and AVT) will be completed by Municipality staff prior to the completion of Final Configuration. It
is expected that the required asset data is populated within the GIS database prior to Go Live.
10.
The Municipality will perform any necessary OS software installation, hardware setup and configuration,
ArcGIS software installation, and RDBMS installation.
11.
The Municipality will provide the necessary ArcGIS, RDBMS, 05 and related software licenses for the test
and production environments.
12.
Detailed documentation of GIS business processes or business process redesign is not included in the
deliverables. Data flows and descriptions of who maintains and consumes data will be documented.
13.
Implementation of business logic that requires custom code (e.g., feature class extensions, database
triggers) is not included.
14.
The Municipality will review and provide feedback related to solution configuration and document
deliverables as indicated in the project plan in a timely fashion and within allotted timelines. The
Municipality will be expected to sign -off on receipt and acceptance of these deliverables before the next
activities are undertaken.
15.
Purchase and / or configuration of hardware are not included.
16.
Installation of software other than Azteca Cityworks, Esri Canada Asset Manager, Esri Canada Asset
Management Framework and Esri Canada.
17.
Esri Canada assumes that all identified groups will participate in the AMS project and any changes to the
participation of groups will need to go through the project change management process.
18.
Esri Canada's proposed solution is based on the Cityworks 15.2.X version. Esri Canada assumes that this
will be the software version that is used for the duration of the project. Esri Canada has not included any
services for migration of the Cityworks software to newer versions. If the Municipality desires to move
to a newer version of the software this would be handled through the project change management
process, as outlined in the project scope changes section, or as a separate engagement.
19.
The full implementation project for Cityworks AMS configuration is estimated between 6 to 8 months.
20.
Esri Canada assumes the Municipality will be on a version of ArcGIS that will support the version of
Cityworks at the time of install. For the Municipality's information, the current Cityworks version is
034
Gesri
Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
Assumptions
Responsibility Description
supported with ArcGIS 10.3, 10.3.1, 10.4, and 10.4.1; Portal for ArcGIS 10.3, 10.3.1, 10.4, and 10.4.1;
The Project Manager is responsible for managing scope, schedule,
ArcGIS Enterprise 10.5, 10.5.1, and 10.6 (Portal for ArcGIS, ArcGIS Server, and Data Store) and ArcGIS
budget, quality, resources, communication, issues, risks, and making
Online (10.5.1 is only compatible with 15.2.1 and newer; 10.6 is only compatible with 15.2.5 and newer).
21.
The Municipality will provide remote access to a machine for configuration and support purposes. It will
include but are not limited to:
have the following software installed:
• Manage resources assignments and schedule for completion
• ArcGIS Desktop (licensed)
of project tasks
• SQL Server Management Studio
• Financial management of the project budget
Cityworks supported browser versions are:
• Provide general leadership, guidance and direction to the
• Firefox 45-57
team following accepted Project Management practices.
• Internet Explorer 11 (Respond, Storeroom, Insights, and Performance Budgeting use responsive
• Facilitate status and progress reporting.
design that is not supported by IE)
• Overall responsibility for deliverables.
• Chrome 43--63 (There is a known issue in Storeroom with Chrome 46)
22.
The Municipality will take the lead for the development of all reports. The Municipality should provide
lead for the project. The Cityworks Specialist has comprehensive
Crystal Reports training to its report developer if required. Crystal Reports Training is not included in this
knowledge of Esri and Azteca's application software and a thorough
project.
23.
Esri Canada project work does not include integrations to any external systems
24.
Cost does not include the effort for any data migration or conversion from existing systems. Esri Canada
can provide these services at additional cost
8. Roles & Responsibilities
The following roles and responsibilities are pertinent for this project.
Role
Responsibility Description
Esri Canada Project
The Project Manager is responsible for managing scope, schedule,
Manager
budget, quality, resources, communication, issues, risks, and making
decisions as needed for the good of the project. Responsibilities
include but are not limited to:
• Manage resources assignments and schedule for completion
of project tasks
• Financial management of the project budget
• Provide general leadership, guidance and direction to the
team following accepted Project Management practices.
• Facilitate status and progress reporting.
• Overall responsibility for deliverables.
Application Specialist
The Cityworks Specialist is the subject matter expert and technical
(Cityworks)
lead for the project. The Cityworks Specialist has comprehensive
knowledge of Esri and Azteca's application software and a thorough
035
Oesri
Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
understanding of Customer's business processes as it relates to
implementing the solution. The responsibilities of the Solutions
Architect include:
036
•
Knowledge transfer to/from Customer IT and Business and
Technical Leads.
•
Solution architecture and infrastructure decision support &
coordination.
•
Provide technical advice and direction to Customer and Esri
project team members.
•
Liaison with Customer subject matter experts.
•
Participates in Workshops.
•
Coordination of Delivery Team experts for troubleshooting,
•
Deliverable review and walkthrough.
•
Deployment support (UAT and Roll-out).
•
Liaison with Project Managers and Project Director.
•
Participates in status and progress meetings.
•
Reviews the technical consistency of change requests.
Business Analyst
The Business Analyst is responsible for preparing deliverables
identified
by the project schedule and the following project activities:
•
Lead in workshops as required
+
Preparation of documentation
3
•
Provide technical advice and direction to Customer and Esri
project team members.
•
Liaison with Customer subject matter experts.
•
Participation in status meetings as required.
+
Participate in Development Testing and User Acceptance
Testing as required.
•
Completing and submitting defect and issues reports.
•
Re -testing of defects to confirm fixes.
•
Software development and configuration.
•
Documentation.
+
Roll-out Support (as required)
•
Warranty Support (as required).
Analyst
The Analyst is responsible for preparing deliverables identified by the
project schedule and the following project activities:
•
Participation in workshops as required.
•
Participation in status meetings as required.
•
Participate in Development Testing and User Acceptance
Testing as required.
•
Completing and submitting defect and issues reports.
•
Re -testing of defects to confirm fixes.
036
(Pesri Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
• Software development and configuration.
• Documentation.
• Roll-out Support (as required)
• Warranty Support (as required).
9. Resource Plan
Customer Project Resources
Resource Name
Role
TBD
Steering Committee Members
TBD
Project Sponsor
TBD
Project Manager
TBD
Technical Lead/Business Analyst
TBD
Business Subject Matter Expert (SME)
Esri Canada Project Resources
Resource Name
Rale
Dave Farnsworth
Account Manager
Julie Dale
Project Sponsor
Robert Grob
Project Manager
Janet enland
Application Specialist (Cityworks)
Mahfuz Rahman
Business Analyst
10. Project Communications and Reporting Plan
The primary purpose of the Project Communications and Reporting Plan is to establish effective
communication and project reporting protocols during project initiation. A Project Communications
and Reporting Plan template is included in Appendix 1 and provides details about communications
purpose, confidential and sensitive information, communication reply protocol, meeting schedule,
project status reporting and project governance.
11. Quality Plan
The Quality Plan defines how and when the QC/QA techniques will be applied, and the Quality Records
that will be maintained. It is prepared and owned by the project managers. A Quality Plan will be used
as a means to ensure project planning documents meet the quality requirement and to act as a vehicle
for capturing pertinent project information.
Quality Control techniques to be employed on the project include:
• Team walkthrough of requirements and design documents
037
Gesri Canada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2015
• Technical reviews
• Development team testing
• User acceptance testing
Quality records to be maintained for this project include:
• Deliverable approvals
• Walkthrough minutes
• Issues Log
• Change Request
+ Test Plan
• Client satisfaction survey
12. Risk Plan
Without derogating from, or modifying the representations, warranties, covenants, deliverables or
terms and conditions otherwise contained in this Statement of Work or related documents, the parties
hereto summarize the project risks as follows:
Risk Area
Severity
Risk Plan
L
H
LProbabilityy
Process Re -Engineering
- Resistance to change
11
®
El
1:1
®
1:1
Software early. Solicit input early in
the
the process.
Resource availability
L1
®
1:1
1:1
®
0
Work with town on scheduling.
Identify backup resources.
13. Project Control and Administration
13.1 Status and Progress Reporting
Bi -weekly status meetings will be scheduled to keep all project stakeholders informed regarding
current and upcoming project activities and issues. A draft agenda will be provided to the
participating team members prior to each scheduled meeting and minutes will be documented
and distributed on the following business day. Status meetings will be held via conference call
unless otherwise agreed to by the Project Managers.
Monthly Progress Reports will be provided to the Customer Project Manager within 5 business
days following the end of the previous month.
13.2 Issue Tracking
A web -based software application will be used for tracking Esri Canada related project issues.
Following is a brief description of the OnTime application. It is expected that the project team will
038
OesriCanada
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
work together to formalize all communication plans including issues tracking during the Project
Initiation phase.
Esri Canada has integrated OnTime software into its project implementation life cycle. OnTime is a
secure web -based defect and issue tracking application by Axosoft. The application allows project
team members (authorized subscribers from the Customer, Esri Canada, and other third party
subscribers) to create and track the resolution of defect and issue incidents as they become
apparent during the implementation. When the issues, logged through OnTime, are found to be
defects in requirements gathering or work products, the on-time feedback creates an opportunity
to formulate corrective action before making and/or accepting the final deliverables.
The application makes it possible to scrutinize changes to workflow prior to discovering problems
later in the project life cycle which typically call for more expensive corrective actions. OnTime has
configurable defect and issue tracking features as well as effective tools to support
communication and reporting of project issues and status.
13.3 Project Acceptance
This last phase of the project implementation entails the review of project commitments to ensure
that all deliverables stated in the Scope of Work and subsequent design documentation have been
met and the system performs as expected in the production environment. Esri Canada and
"Customer" will meet to finalize the project and to confirm on-going technical support
requirements and transition plan. The County's project team will also be provided with a short
Service Level Survey providing Esri Canada with feedback on the quality of professional services
delivered. This survey assists Esri Canada to continuously improve its provision of professional
services to customers for future projects. Lastly, Esri Canada's Project Manager will provide
"Customer" with a Post Project Acceptance Report which serves to document and acknowledge the
project's completion.
14. Project Contact Information
Customer Address:
Municipality of Kincardine
1475 Concession S
Kincardine, ON N2Z 2X6
Customer Ship -to Contact Name/Address:
Adam Weishar
Customer Invoice -to Contact Name/Address:
Adam Weishar.
039
Jo/q-
.L��1�
Canada
Esri Canada Address:
Esri Canada
910-495 Richmond St
London ON, N5A 5A9
Esri Canada Contact Name/Address:
Dave Farnsworth
15. Appendices List
Appendix 1 Project Communications and Reporting Plan
End
Project Name: Kincardine Cityworks AMS
Customer Name: Mun. of Kincardine
Date: September 18, 2018
040
0esri Canada
Date: Sept 19th 2018
Communications/Reporting Pian — Kincardine AMS
1. Purpose
Throughout the project, it will be important to communicate actively:
• within the core project
• to the project sponsors
+ to the project executive
• to interested stakeholders
This communication plan is intended to establish the planned communication to assure appropriate information sharing,
visibility and co-operation by communicating status and news about the project to all appropriate stakeholders. It
describes:
1.. The communications rules that are to be applied
2. The organizational communications map
2. Confidential and Sensitive Information
Some information may be confidential or sensitive to the project itself or to certain persons, organizations or companies
within the project. Reasonable care should be taken when communicating or circulating such information (e.g. mark
documents as confidential if they contain sensitive information). If in doubt regarding sensitive information, please consult
the Project Manager prior to distributing potentially sensitive information.
During the project, the client may provide confidential information for the purposes of development and testing. The
fields/data that are confidential will be identified to the recipients so the team has a clear understanding of the confidential
data.
Esri Canada will identify to the client trade secrets and confidential information that should remain confidential.
3. Communications Reply Protocol
To keep the project schedule and communications on track and current, communications need to be answered in a timely
manner. It is expected that when you receive an email from another project team member that you as soon as possible and
no later than 48 hours after receiving the message. Phone messages should be replied to within 24 hours or as soon as
possible.
Documents submitted for review and comments are expected to be ready for review within 5 days or less, as mutually agreed
with the submitor.
4. Meeting Schedule
Various project meetings will be scheduled on a regular basis. The meeting originator will be responsible for authoring and
publishing meeting minutes within 48 hours of the meeting. Within Esri, meeting meetings and Issues logs will be published
on the internal project portal site.
041
Gesri Canadil
Date: Sept 19'h 2018
Meetin tPur ose
Attendess
Originator
Frequency / Duration.
Project Steering
Required: KIN. Project sponcer, KIN.
KIN. PM
Monthly / 1 hour
Committees
PM, KIN. Department Heads
Optional:
Esri Professional Services Manager,
Esri Parctice Manager
Esri technical core
Required: Technical Leads, Solutions
Esri PM
Weekly/ 45 minutes
team status meeting
Architect, Esri PM (Project Manager),
QA Lead, Tech support Rep
Purpose: Track work
Optional:
progress, review action
items, raise issues
Project status meeting
Required: KIN. Tech Lead, KIN. PM,
Esri PM / KIN. PM
Bi-weekley / 45 minutes - 1
Esri PM,
hr
Purpose: Report
Optional: Esri Consultant, Esri
project status and wor,c
Account Manager
progress, review action
items, raise issues,
round table
Ad hoc development
Required: Tech team, others as
Esri Consultant or Esri PM
As required. Anticipated
scrum
required
during lead up to 'go -live'
date
5. Project Reports
Report
Frequency
Author
Circulation
Esri status report
Monthly
Esri PM
Esri Account and Professional
Services Manager, KIN. PM,
042
SCHEDULE "B"
Payment Schedule
Milestone
Estimated
Date (TBD)
Value
Phase 1- Project Initiation
16 -Oct -2018
$11,025.00
Phase 2 - Requirements Analysis
27 -Nov -2018
$19,235.00
Phase 3 - Development
19 -Dec -2018
$20,805.00
Phase 4 - Deployment
7 -Feb -2019
$12,235.00
Phase 5 —Operations and Maintenance
19 -Mar -2019
$11.,435.00
Total Professional Services
$74,735.00
Estimated Expenses
$4,000.00
Total Cost excluding applicable expenses
$78,735.00
043
SCHEDULE"C"
Project Change Control Form (attached)
044
Gesri • r w -
Project No.
Project Change Control Form
Project Name:
Customer Name: Tel. #:
CR Submitted by: email: Tel. #:
Change Request M date request made: Date required by:
Related CR #1s: Priority: Choose nn item. Risk Assessment: Choose an item,
Proposed Change
Description of proposed change:
Reason for change:
Recommendation and Assumptions
Recommended Solution:
Assumptions:
Attachments ❑ (list supporting documents)
Impact Assessment
Impact of not allowing the change:
Schedule Impact:
Budget Impact:
Esri%20Canada%2OProject%2OChange%2OControl%2OForm%20201811 J.docx 045
Project No.
Service Type: ❑ Time & Materials or ❑ Fixed Price
Does this Change Increase Overall Project Risk: Yes ❑ No ❑
Other impact (e.g. Performance, Service, Quality):
Authorization
Esri%20Canada%20Projcct%2OChange%20Control%20Forui%202Dl8[ 1].docx 046
Esri Canada
"insert Customer Name"
Name
Title/Role
Total $ Value of Approved Change
Approved
❑
❑
Not Approved
❑
❑
Signature
Date
Esri%20Canada%20Projcct%2OChange%20Control%20Forui%202Dl8[ 1].docx 046