ITEM 3.4 OPG-3 IncOt�efroF
GO
00 MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/Finance Director Flaherty
August 10, 2020
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
3.4
STRATEGIC VISION
MEETS: ''I
THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council accept the quotes for an online permitting solution.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
Yes
No
BACKGROUND/JUSTIFICATION:
With current software tools, the City is not able to provide any online solutions for submission of, payment
of, and issuance of building permits. City staff has worked with OPG-3, Inc., our preferred software
consultant for Laserfiche, to identify an online permitting solution.
The online permitting solution will:
- Allow for online submission of a building permit application and respective materials
- Automatically calculate permit fees and accept online payments
- Generate building permits and email permit documents to the applicant
- Automatically place appropriate records in the respective permanent property file
By implementing an online permitting solution for the building permit process, the City will:
- Improve customer service by offering online capabilities
- Promote social distancing by offering customer service without having to come to City Hall
- Increase staff efficiencies by automating specific tasks within the building permit process
City staff obtained a quote from OPG-3, Inc. to implement the online permitting solution. This software
implementation has been successfully completed by OPG-3, Inc. with many other city clients who use the
combination of Laserfiche and PermitWorks software packages, so staff is confident that the project will be
run smoothly. The total project was quoted in the amount of $38,037.01.
SUPPORTING DOCUMENTS ATTACHED:
• Quote — Laserfiche Software
• Statement of Work— OPG3, Inc.
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accepts the quotes for implementation of an online permitting solution and to approve OPG-3,
Inc. to complete the software implementation in the amount of $38,037.01.
BUDGET INFORMATION
FUNDING:
BUDGETED:
General Fund — Building Department
No. This expenditure would be covered by
101-42410-309
funding received by the City from the Coronavirus
Relief Fund (CARES).
OPG-3, Inc.
8030 Old Cedar Ave S #205
Bloomington, MN 55425-1215 OPC
651.233.5075 -
Quote
ADDRESS QUOTE # 4012
DATE 07/22/2020
City of Otsego C
City 90th Street NE EXPIRATION DATE 08/21/2020
ATTN. Accounts Payable
Otsego, MN 55330
SALES REP
Sean Nilan
ITEM
QTY
RATE
AMOUNT:
MPFRM
1
7,995.00
7,995.00
Laserfiche Forms Portal Add -on
MFRM
15
50.00
750.00
LF Forms Professional - user match
MCNC
15
25.00
375.00
Laserfiche Connector - user match
MWAX
15
100.00
1,500.00
Laserfiche Web Access - user match
MAT(
15
100.00
1,500.00
Avante LF Advanced Audit Trail with Watermark - user match
MPFRMB
1
1,231.76
1,231.76
LF Forms Portal Add -On LSAP, billed annually - PRORATED to Exp. 4.26.21
MFRMB
15
7.70
115.50
LF Forms Professional LSAP, billed annually - PRORATED to Exp. 4.26.21
MCNCB
15
3.85
57.75
LF Connector LSAP, billed annually - PRORATED to Exp. 4.26.21
MWAXB
15
15.40
231.00
LF Web Access LSAP, billed annually - PRORATED to Exp. 4.26.21
MAT(B
15
15.40
231.00
LF Advanced Audit Trail with Watermark LSAP, billed annually - PRORATED
to Exp. 4.26.21
Labor
10
185.00
1,850.00
Labor: Install and Configuration
--------•------------ --- ----- ---------------------------- -
* PLEASE NOTE: Quote Pricing Valid for 30 days. * TOTAL
------------ ---------------------
-----------
$1 c'p37.01
The software listed above will be added to your current Laserfiche
system and the LSAPS have been pro -rated to renew at the same
time as your core software 4.26.21.
Payment Terms: Net 30 days from date of Original invoice.
Thank you We appreciate your business. OPG-3 Inc.
Content Management
0 P C� 3 Process Automation
Enterprise Transformation
Statement of Work
Online Permitting Solution for Permit Works
For: City of Otsego
August 4, 2020
ME
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OPG-3, Inc. 8030 Old Cedar Ave, Suite 205 651.233.5075
Bloomington, MN 55425 1 www.opg-3.com
Statement of Work Approval
By signing this document, City of Otsego agrees that the proposed approach detailed in the following
document satisfactorily addresses all items in scope for the project.
City of Otsego:
OPG-3:
Contents
Statementof Work Approval........................................................................................................................2
Cityof Otsego: ...........................................................................................................................................
2
OPG-3:.......................................................................................................................................................2
Statement of Work — Online Permitting for PermitWorks............................................................................4
ProjectScope and Objective.....................................................................................................................4
ChangeManagement Process...................................................................................................................4
IdentifiedPhases.......................................................................................................................................5
Phase 0 — Project Setup, Kickoff and Prerequisites...............................................................................6
Phase 1— Confirmation of Laserfiche infrastructure and initial setup.................................................7
Phase2 — System Development............................................................................................................8
Phase3 — User Acceptance Testing.......................................................................................................8
Phase 4 — Promotion to Production......................................................................................................9
Phase 5 — Training, Knowledge Transfer and Transition to Support.....................................................9
OtsegoResponsibilities...........................................................................................................................10
OPG-3 Responsibilities............................................................................................................................11
ProjectAssumptions................................................................................................................................11
ProfessionalServices Pricing...................................................................................................................12
PaymentPlan.......................................................................................................................................12
OPC-3 CONFIDENTIAL
SOW —Otsego —Online Permitting for PermitWorks
Enterprise Transformation Page 3
Statement of Work — Online Permitting for PermitWorks
This Statement of Work ("SOW") defines the professional services ("Services") that OPG-3 will provide
for the City of Otsego (Otsego) in conjunction with the Online Permitting for Permit Works ("Project").
This SOW will be a part of a Professional Services Agreement between OPG-3 and Otsego.
Project Scope and Objective
OPG-3 has developed an online permitting solution for use with the PermitWorks application. The
solution makes permit applications available online and is tightly integrated with Permit Works to:
• Dynamically build out the application based on user input
• Determine necessary approval based on permit types
• Automatically calculate permit fees and accept online payment
• Generate and email permit documents as attachments
The solution requires Laserfiche Avante, Rio or Subscription, Forms Professional and the Laserfiche
Forms Portal. OPG-3 has developed a templated framework so the solution can be implemented quickly
for a fixed bid cost. Cities can choose to limit the scope of the system by choosing which types of
permits are made available but changes to the framework may require additional development at
additional cost.
Note: Permits included in the PermitWorks Permitting Module are included in this scope. Permits from
other modules can be included at an additional cost because they require additional custom
development.
Change Management Process
It may become necessary to amend this SOW for reasons including, but not limited to, the following:
• Changes to the project schedule, scope or budget
• Changes in priorities (external or internal to the project) that impact the project
• Environmental or architectural impediments not previously identified
• Lack of access to personnel, facilities, or systems necessary to complete project as scoped
In the event that it is necessary to change this SOW, the following process will be followed:
A Project Scope Change Request (PSCR) will be used to communicate change. The PSCR must describe
the change, the reasons for the change, and the effect the change will have on the project, which may
include scheduling changes, pricing, etc. A PSCR will be initiated by OPG-3 but must be executed by both
parties to make it effective and binding on the parties.
OPC-3
CONFIDENTIAL
SOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation Page 4
Identified Phases
The following Phases (major project areas) are included in the services. Phases will run in parallel where
possible. Estimated project timeline is 7 weeks.
Phase
0.
Project Setup, Kickoff and Prerequisites
Number of
Weekly Sprints
1
1.
Requirements, Design and Prototype
1
2.
System Development
1
3.
User Acceptance Testing
2
4.
Push to Production
1
5.
Knowledge Transfer and Transition to Support
1
Total
7
Projects are marked as "Active" and moved into Phase 0 based on a combination of customer readiness,
preferred start (and/or go -live) dates and team availability. In most cases, customer readiness is the
determining factor. In order to get projects started quickly, OPG-3's ScrumMaster will send a project
onboarding packet and follow up via phone to help determine readiness and confirm customer ability to
complete the project prerequisites outlined in the next section of this SOW (Phase 0 — Project Setup,
Kickoff and Prerequisites).
The estimated project timeline above is predicated on the assumption that the activities outlined in
each phase can be completed within the estimated number of weekly sprints. This is largely dependent
on customer availability and ability to complete any items assigned to them within that phase. The
primary activities dependent on customer availability/task completion include:
Completion of project prerequisites (Phase 0) — completion of prerequisites ensures the OPG-3
team can perform the necessary engineering work unimpeded. None of the activities outlined in
Phases 3-5 will begin until Phase 0 has been completed.
Scheduling users for User Acceptance Testing (Phase 3) — dedicating time to test the system
using the test scripts provided by OPG-3, discussing issues during check -in calls, and signing off
once testing is complete is critical to finalizing the implementation. OPG-3 will lead the initial
testing session (onsite if possible) to facilitate user participation during this phase.
Scheduling and participating in training (Phase 5) — once the system has been promoted to
production, OPG-3 will provide user and admin training (onsite if possible) to ensure users are
comfortable using the system.
C-3
CONFIDENTIAL
OPSOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation page 5
Phase 0 — Project Setup, Kickoff and Prerequisites
Projects are completed most efficiently when core dependencies are identified early and cleared as
Project Prerequisites. During the Project Setup process a list of prerequisites that could impede the
project will be developed. A portion of the Project Kickoff meeting will be focused on discussing the
prerequisites, identifying the resource(s) responsible for completing them and determining target dates
for resolution. The project schedule will be based on these dates
Core Activities Include:
• Project onboarded to Salesforce and Team sites as dictated by scope and complexity
• List of prerequisites developed and vetted by project team
• Project Kickoff presentation created, and meeting scheduled
Known Prerequisites:
• Unattended Access to Laserfiche server
• Administrator access to Laserfiche and Forms (Internal and External)
• Forms Portal installed and publicly accessible
• PermitWorks installed
• "Training" Database for PermitWorks to develop in Test (Copy of Production DB)
• Administrator access to PermitWorks
• Access to SQL Server for PermitWorks and rights to both PermitWorks Databases (Training,
Prod)
• Full access to SQL Server where LF—AUX database is/will go (Can be the same SQL Server for
Laserfiche)
• List of all permits from Permits module that are going to be used (Permit Type, Property Type,
Construction Type)
• List of any other permits from other PermitWorks Modules that are going to be used (out of
scope for standard framework)
• Copies of all Permit applications for each permit included in project
• Payment vendor they want to use (Braintree, Authorize.NET, 3rd Party Vendor, etc.)
• Designated Subject Matter Expert (SME) for questions on Permitting process
Deliverables:
• Project Kickoff meeting
• Initial project schedule developed
OPC-3
CONFIDENTIAL
SOW —Otsego —Online Permitting for PermitWorks
Enterprise Transformation Page 6
Phase 1—Confirmation of Laserfiche infrastructure and initial setup
OPG-3 will confirm the prerequisite Laserfiche components are installed and configured as appropriate.
If any components need to be upgraded, OPG-3 will perform the upgrade as part of the project. OPG-3
will also determine the version of Permit Works in place. If an upgrade is necessary, the City will need to
arrange that with Permit Works.
Core Activities Include:
• Confirm version and configuration of prerequisite Laserfiche components and perform
upgrades as necessary
• Confirm version of Permit Works and recommend upgrade if necessary
• Confirm admin access to SQL database utilized by Permit Works
• Confirm list of permit types to be enabled through system
Deliverables:
• List of permit types to be enabled through system
Assumptions Driving Effort:
• The City provides remote access to network including:
■ Admin access to Laserfiche Repository, Forms Server and Workflow Server
■ Admin access to SQL database used by Permit Works
C 3 CONFIDENTIAL
SOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation Page 7
Phase 2 —System Development
Core Activities Include:
• Develop solution in test (or production) environment
• Regular solution demonstrations and walkthroughs with Otsego project team (PM, SMEs
and users as appropriate) to show progress and solicit feedback
• Develop test scripts to be utilized in Phase 3 — User Acceptance Testing
Deliverables:
• System deployed in test (or production) environment, ready for User Acceptance Testing.
• Test scripts to be utilized in Phase 3 — User Acceptance Testing*
Assumptions Driving Effort:
• OPG-3 project team members receive access to all necessary Otsego resources by the
scheduled implementation start time in the project plan.
• Otsego personnel will be available to provide any assistance OPG-3 may need in the Otsego
environment.
• Otsego personnel attending solution demonstrations and walkthroughs are empowered to
provide feedback that will affect overall design.
Phase 3 — User Acceptance Testing
Core Activities Include:
• Work with Otsego to identify end users that will participate in UAT.
• Testing by Otsego end -users using the test scripts developed in Phase 3.
• Remediate any issues discovered during UAT until acceptance criteria are satisfied.
Deliverables:
• Solution deployed in Test (or Production), approved by Otsego for promotion to Production.
Assumptions Driving Effort:
• Otsego personnel will be available for UAT per a mutually agreed -upon schedule.
OPC-3
CONFIDENTIAL
SOW —Otsego —Online Permitting for PermitWorks
Enterprise Transformation Page 8
Phase 4 — Promotion to Production
If the solution is developed in a test environment, the OPG-3 project team will assist Otsego in
promoting the solution from Test to Production. If Otsego prefers, and provides access, the OPG-3
project team can take the lead with Otsego personnel assisting.
Core Activities Include:
• Work with Otsego to develop promotion plan.
• Promote solution to production.
• Functional testing of individual components, testing of solution using Test Scripts.
• Remediate any issues within scope as necessary.
Deliverables:
• Laserfiche solution deployed in production and ready for end users.
• Two weeks of Stabilization support after Promotion to Production.
Assumptions Driving Effort:
• The OPG-3 project team will continue to support the solution for two weeks after Promotion
to Production while transferring support responsibilities to the OPG-3 Support Team.
Phase 5 —Training, Knowledge Transfer and Transition to Support
Once the solution has been promoted to production and is ready for use, OPG-3 will provide training for
users and administrators.
Deliverables:
• Recorded demonstrations to show each step of the processes.
• Knowledge Transfer sessions with OPG-3 Support on solution for post -project support.
• System documentation.
• User and Administrative training onsite.
Assumptions Driving Effort:
• Otsego will work with OPG-3 to help develop appropriate training materials for end -users.
• Otsego will coordinate attendance of Otsego personnel for training sessions.
• Training will occur throughout this project as the OPG-3 and Otsego teams work alongside
each other.
• OPG-3 may deliver a final update to the System documentation prior to project closeout if
such an update is necessary. This potential final System documentation update is not a
deliverable of this Phase.
OPC-3
CONFIDENTIAL
SOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation Page 9
Otsego Responsibilities
The following are Otsego's responsibilities for the Services.
1. Otsego will make available, and provide access to (e.g., within two to three business days),
necessary personnel to ensure project success, including:
a. A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, and other tasks.
b. IT personnel such as system administrators, database administrators, or help desk.
c. Subject matter specialists to provide information on Otsego's business processes.
d. Personnel to execute the test scripts and document results for User Acceptance Testing ("UAT")
Personnel will be made available per the project schedule and plan.
2. Otsego will work with OPG-3 to provide any necessary technical resources and support. This
includes:
a. Providing requested documentation and acceptance of key deliverables within two to three
business days. If Otsego does not respond in writing to OPG-3's request for acceptance within
three business days of OPG-Ts request, or Otsego's refusal of such approval within the three-
day period is not reasonable, Otsego will be deemed to have accepted.
b. Providing any access to the Otsego environment that the OPG-3 team will need to develop the
solution.
3. Otsego will be responsible for providing all hardware and licensing all software components
necessary for completing Services. This includes:
a. Windows Server 2012112 (or higher) and SQL Server Standard/Enterprise 2012 (or higher)
licenses.
b. SSL certificates for all servers that require them.
c. Licenses for all software and systems on the Otsego network with which the Laserfiche system
will integrate.
OPC-3 CONFIDENTIAL
SOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation page 10
OPG-3 Responsibilities
The following are OPG's responsibilities for the Services.
1. OPG-3 will make available, and provide access to (e.g., within two to three business days), necessary
personnel to ensure project success, including:
a. A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, provide status updates and other tasks.
b. Experienced OPG-3 engineering personnel.
c. Personnel to perform preliminary testing during development and prior to UAT. Personnel will
be made available per the project schedule and plan.
2. OPG-3 will work with Otsego to provide any necessary technical resources and support. This
includes escalating any issues to Laserfiche Support and Laserfiche Development as necessary.
Project Assumptions
1. The scope of the engagement will include the Services described in this SOW. Any additional scope
requests will be provided in a separate SOW or change order.
a. The Services will focus exclusively on Laserfiche and Laserfiche-related products to
support the system and solution, except where explicitly noted in this SOW.
2. If after OPG-3's request for acceptance on project closeout, Otsego does not respond in writing
within five business days, or Otsego's refusal of such approval in the five-day period is not
reasonable, Otsego will be deemed to have accepted.
3. All Laserfiche Software Products, Professional Services and Support are sold subject to the terms
and conditions of Laserfiche's Software License Agreement, which accompanies the software. By
accepting this Statement of Work, Otsego accepts all of these terms and conditions, which will not
be varied except in writing signed by both parties.
UPC-3
P C1 3 CONFIDENTIAL
v SOW —Otsego —Online Permitting for PermitWorks
Enterprise Transformation Page 11
Professional Services Pricing
The Online Permitting Solution for Permit Works has been developed as a templated solution offed at a
fixed cost of $22,200. Changes or additions to scope may lead to increased cost — any changes that
result in additional cost or timeline will be agreed to in writing.
Payment Plan
All Services will be performed in accordance with this mutually accepted SOW. To provide initial funding
for the project and simplify billing, an initial payment of 50% of the cost of the SOW will be billed upon
execution of the document.
The balance of Services will be billed upon completion of the project. Invoices are due upon receipt. If
Otsego disputes any portion of an invoice, Otsego will pay the undisputed portion when due.
Changes to project scope or effort required to complete specific work items due to unforeseen
complications or issues outside of OPG-Ts control will go through the Change Management Process and
will be approved by Otsego.
OPC-3 CONFIDENTIAL
SOW — Otsego — Online Permitting for PermitWorks
Enterprise Transformation page 12