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HomeMy WebLinkAbout5979 • Statement of Work Project Name Contract Management Client Name City of Bremerton Client Contact Information Name: Hans Nilsson Email: Hans.Nilsson@ci.bremerton.wa.us Phone:3604735477 Cities Digital Project Manager Shaun.Williams@citiesdigital.com Date of Draft 4/10/2019 Project Background Provide an overview of why this project has been proposed and what the perceived benefits are to the organization. Provide any information that is important to understand what is needed to accomplish the project. Overview: The City of Bremerton is looking to start using Laserfiche for Contract Management. Internal discussions have begun, but Bremerton is looking to COI to help advise/assist going forward. Project Goals An objective is something toward which work is to be directed,a strategic position to be attained, a purpose to be achieved, a result to be obtained, a product to be produced, or a service to he performed. Number Goal 01 The initial goal is to provide City of Bremerton with a process to make contracts digital. 02 The second goal is to capture accurate metadata so that contract context can be reviewed in the future. 03 The last goal is to improve current filing methods. ©2019 Cities Digital, Inc. I www.citiesdigital.com Support 651-714-2800 ext 1 1 • CDI Statement of Work Requirements Outline the functional requirements of the solution. Number Requirement 01 LF Workflow will automatically route all uploaded contracts to the contract subject matter expert(Melinda). The contract SME will be provided the option to reject the contract where it will then be filed in a 'Rejected' folder or approve it and route to legal. 02 Legal will need the option to review, and either approve or reject the contract. If the contract is denied, an email will go out to the submitter, contracts SME and department director and the contract will be filed in a 'Rejected'folder. If the contract is approved by legal and over$25,000, it will be routed back to the contracts SME and the submitter, contract SME, and department director will be notified. The contract will then go into a holding folder until the Muni-Code Agenda meeting. If the contract is approved during that meeting, it wil be routed back to the contracts SME who will manually add a Docusign signature process and distribute to the vendor for signature. If the contract is rejected during the meeting,the rejection process will follow that of Legal's. If the contract is approved by legal and under$25,000,the contract will be routed to the department director to be approved/rejected. If the director approves the contract, it will be routed back to the contracts SME who will manually add a Docusign signature process and distribute to the vendor for signature. If the director rejects the contract at this point, a notification will go to the submitter and contracts SME. 03 Contracts returned from vendors that are under$25,000 will be routed back to the department director for a final signature. Contracts returned from vendors that are over$25,000 will be routed to the mayor for final signature. 04 Finalized contracts will be placed in Laserfiche and a workflow will need to auto-generate a number(first 2 digits of the year followed by a 4-5 digit unique number)and assign it as metadata to the contract, auto-file the contract (in a location TBD by Bremerton), and send out a notification to the requester stating hat the contract has been executed and include the generated contract number. Deliverables Specify both the products and services that will have been delivered upon completion of the project. Num Deliverable Name Description Work Time ber Category Estimate 01 Project CDI will provide all Project Management Project 4 Management services necessary to see the project Management through completion. 02 Laserfiche Routing CDI will create a workflow process that Configuration 3 Workflow automatically routes all uploaded contracts in the form of a Word document to the contracts SME. ©2019 Cities Digital, Inc. I www.citiesdigital.com I Support 651-714-2800 ext 1 S ,' CD I Statement of Work A signer/POC field and cost field will need to be added and required as part of the metadata during contract submission The workflow will include an approval process that allows the contracts SME to either approve and route to legal or reject and send back to the requester for revisions. See Requirements for further routing instructions. 03 Design Auto-File CDI will create a workflow to assign Configuration 2 Workflow unique contract numbers to and auto-file signed contacts, as well as send out a notification to the requester stating that the contract has been executed and include the contract number. 04 Project CDI will conduct training on completed Consulting 1 Demo/Training the deliverable ©2019 Cities Digital, Inc. I www.citiesdigital.com Support 651-714-2800 ext 1 CDI Statement of Work Exclusions Outline items that have been specifically discussed as'not to be done'. Number Exclusion 01 CDI will not be providing an integration with Municode. 02 CDI will not be providing custom training documentation. 03 CDI will not be providing an integration with DocuSign. Assumptions Outline assumed conditions expected to be in place in order to complete work. Number Assumption 01 City of Bremerton will inform all requesters that contracts will need to be uploaded in the form of a word document. 02 DocuSign will be the means of notifying all signers of signatures pertaining to contracts. 03 City of Bremerton will provide us with notification verbiage for emails generated by workflows. 04 Bremerton will manually perform the Muni-Code Agenda Meeting and DocuSign processes. Acceptance Criteria Specify the criteria that will allow the client to determine if the product or service is acceptable. This must be stated as objective criteria. Number Acceptance Criteria 01 Routing workflow is routing to all necessary parties, and notifications are being sent. 02 Auto-file workflow is generating contract numbers 03 Auto-file workflow is routing contracts to the appropriate folders, and emails are being sent containing the contract number. ©2019 Cities Digital, Inc. I www.citiesdigital.com I Support 651-714-2800 ext 1 4 CDI Statement of Work Milestones & Schedule Note that timeline shown is based upon the tentative SOW signature date shown. Cities Digital will only hold time for this project up until the anticipated signature date.. Start Date Milestone TBD SOW Approval TBD Project Organization TBD Specifications Meetings TBD Solution Development TBD Testing TBD Review Solution with Client TBD Plan Go Live Time and Cost Estimates Time spent is billed per employee,per hour. Task Time estimated Cost Requirements& Documentation 0 $175/hr. Installation 0 $175/hr. Project Management 5 $175/hr. Consulting 1 $175/hr. Configuration 4 $175/hr. Conversion 0 $250/h r. Custom Integration 0 $250/hr. Documentation 0 $175/hr. Training 0 $175/hr. Travel As per current policy TOTAL HOURS 10 $1,750 ©2019 Cities Digital, Inc. I www.citiesdigital.com I Support 651-714-2800 ext 1 CD Statement of Work Price and Payment Invoices Invoices will be issued upon completion of the project and/or every 30 days after the SOW is accepted and signed. Unless otherwise specified, invoices will be for actual time spent, regardless of estimated time. Payment Invoices are due 30 days after the date of invoice. Invoices will be paid by check or credit card by the due date or will be subject to a 18%APR for every day they are late. Change request procedures If during the process of development,the specifications need to be changed,this will be handled through the attached Change Request Form. Please copy this form,fill in the changes that are requested and submit it to your Cities Digital Consultant. Upon receipt the Consultant will Amend this Statement of Work and issue an Amendment. When the Amendment has been signed by Cities Digital and your firm, it will be incorporated into the project plan. IMPORTANT: Change requests may result in an increase in service hours and an extension of deadline. These changes will be noted in the Amendment and will supersede any deadlines or service hours estimated in the original Statement of Work. ©2019 Cities Digital, Inc. I www.citiesdigital.com I Support 651-714-2800 ext 1 6 CDIStatement of Work Acceptance and Authorization I, the undersigned, agree to the project specifications outlined above. If I request additional functionality or request changes from above this may result in additional hours to be billed at$175 per hour. ,- - Alb w 5/7/2019 SignatuYe / Date Mike Riley Printed name ©2019 Cities Digital, Inc. I www.citiesdigital.com I Support 651-714-2800 ext 1 7