HomeMy WebLinkAboutCOW 2020-02-24 Item 5C - Contract - Citywide Budget Software Tool with OpenGovCOUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared b
Mayors review
Council review
02/ 24/ 20
Vick
03/02/20
Vick
ITEM INFORMATION
ITEM NO.
5.C.
STAFF SPONSOR: VICKY CARLSEN
2/24/20
AGENDA ITEM Tula: Authorize Mayor to sign contract with OpenGov
CATEGORY ® Discussion
Aftg Date 2/24/20
® Motion
Mtg Date 3/2/20
❑ Resolution
Mtg Date
❑ Ordinance
Mtg Date
❑ BidAivard
Mtg Date
❑ Public Hearing
Mtg Date
❑Other
Mtg Date
SPONSOR ❑Council ❑Mayor ❑HR ❑DCD ®Finance ❑Fire ❑TS ❑P&R ❑Police ❑PIV ❑Court
SPONSOR'S Council is being asked to authorize the Mayor to sign a contract with OpenGov for a City -
SUMMARY Wide budget software package once contract negotiations have been completed.
REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ® Finance Comm. ❑ Public Safety Comm.
❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 2/24/20 COMMITTEE CI-IAIR: SEAL
RECOMMENDATIONS:
SPONSOR/ADMIN. Finance Department
COMMPI"TEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXPENDFI'URE RE,QUIRIa AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
2/24/20
Forward to next Regular meeting
3/2/20
MTG. DATE
ATTACHMENTS
2/24/20
Informational Memorandum dated 2/19/20
OpenGov response to RFP
Draft Software Services Agreement
OpenGov Plan Letter
03/02/20
25
26
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance Committee
FROM: Vicky Carlsen, Finance Director
CC: Mayor Ekberg
DATE: February 19, 2020
SUBJECT: Contract for Cloud -Based Budgeting Software
ISSUE
Authorize staff to negotiate contract with OpenGov for budgeting software. Once negotiations are
completed to the satisfaction of the City, authorize Mayor to sign contract with OpenGov.
BACKGROUND
The City currently utilizes Eden (Tyler Technologies) for core financial functions (general ledger,
accounts payable, accounts, receivable, payroll, etc.). The current suite of modules the City owns
does include a budget module. However, the budget module only records line item budget
requests then, once approved, transfers the approved budget into the general ledger for financial
reporting. It does not include analytic tools, reporting capabilities, nor transparency with the
budget process.
Because of the lack of an effective budget module within our financial software system, the
biennial budget is drafted utilizing only Excel and Word. It has been increasingly more difficult to
produce an accurate budget within the time required and has taken significantly more staff time
to update all files required to produce the draft budget. During the 2019-2020 budget cycle staff
experienced numerous issues with the files that caused a number of problems including broken
links between spreadsheets, formulas not updating, and spreadsheets crashing resulting in lost
data.
Because of the increasing severity of these problems with every budget cycle, it is no longer
feasible to continue with the status quo. Staff explored three main options to develop a better
budgeting process
Option 1: Simplify the Budget Document
Staff could continue building the budget in Excel and Word, but in order to ensure an accurate
budget delivered to the City Council within the required timeframe, Finance would have to create
a very simple line item budget document that would forego most of the existing charts and graphs,
and eliminate the projected year end estimates. Staff does not recommend this option.
Option 2: Eden Budgeting Module
Tyler Technologies has made a new budgeting module for Eden users that would increase
transparency and provide better reporting and analytical tools, However, most of the reports and
charts currently utilized at the Council and Administration level would still need to come from
Excel. Additionally, the new budget module for Eden does not have a way to budget by programs.
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INFORMATIONAL MEMO
Page 2
While it does take a step forward in improving the budgeting process, staff would still need to
utilize Excel, which is the tool that is not reliable in our existing process. Staff does not recommend
this option.
Option 3: New Budget Tool
The final option staff considered was to look for a new budget tool that would address process
improvements, data reliability, transparency, and include robust reporting tools to assist with
Council's decision -making responsibilities. Staff discussed this possibility with the Council's 2019
Finance Committee on multiple occasions. Staff researched budget software tools currently on
the market and found a number of options available that ensure an efficient, streamlined,
transparent budget process. Staff recommends this option, described in more detail below.
DISCUSSION
Staff issued an RFP for a budget software solution in January 2020 that was active for 2 weeks.
Before the RFP was published it was reviewed by our attorney as well as by Info Tech, a company
under contract with the TIS Department for various special IT projects.
The City received 5 responses to the RFP that were then evaluated on the following criteria:
Evaluation Criteria
Experience and qualifications of company and resources assigned to
project team
Total cost of services
Proven methodologies, tools, and implementation accelerators
Availability of resources
Industry experience, immediate and long-term capabilities
Quality and relevance of references/project history
Unconditional commitment to project success
Ability to meet requirements and objectives as stated throughout the
RFP
Demonstrated value achieved on time and on budget in the industry
and with similar organizations
Financial stability of the organization
Complimentary services (post live support, hosting, etc.)
Quality and timeliness of submitted proposal and presentation
Weight
15%
15%
10%
12%
10%
12%
10%
5%
7%
2%
1%
1%
The table below lists the 5 bids received along with the total cost (exclusive of sales tax), including
implementation and support, for years 1 through 5.
Bidder
Total Cost
ClearGov
$149,983
GNC
$362,750
OneStream
$907,920
OpenGov
$348,290
Vena
$243,436
After thorough review of the responses, demonstrations, and reference checks, staff has selected
OpenGov's cloud -based budget solution as the best option to replace our current budget
development process.
INFORMATIONAL MEMO
Page 3
OpenGov's budgeting and performance platform is an integrated budgeting and performance
solution that aggregates and synchronizes financial and non -financial (performance measures)
data. It streamlines the budget process from the initial stages of strategic planning and personnel
forecasting and enables collaboration with departments throughout the budget development
process. The platform includes management reports and customizable dashboards that can be
provided to City staff to track and manage various financial and non -financial performance
metrics. This platform would sit on top of our current financial system and enhance reporting
capabilities for staff.
Based on the demonstration, as well as reference checks, OpenGov is easy to learn and
implement. This tool will allow staff to begin the budget process earlier, spend less time drafting
the budget and more time with analysis, provide departments significantly better reporting through
the use of dashboards, and increase transparency into the budget process. There is also an
opportunity to develop an outward facing dashboard that would increase transparency and
community engagement.
Several local governments in Washington currently utilize this product, including the Cities of
Olympia, Fife, Blaine, Shelton, Ocean Shores, and Washougal, as well as Thurston and Kittitas
Counties.
Staff would like to implement this product in time for the 2021-2022 budget development process.
FINANCIAL IMPACT
In order to receive the total negotiated price of $348,290, exclusive of sales tax, the City would
need to sign a 5 year agreement. An agreement of less than 5 years would result in a higher
annual cost. Costs for each year are as follows:
Year 1 $78,906
Years 2 through 5 $67,346 each year
While Finance staff believes that by adjusting a few planned programs, this cost can be absorbed
within our existing budget, there is a slight chance that the Finance Department would require a
minor budget adjustment at the end of the year for a portion of the costs associated with this
contract.
RECOMMENDATION
Council is being asked to authorize staff to continue negotiating a contract, and once negotiations
are completed, authorize the Mayor to sign a 5 year contract in an amount not to exceed
$349,290, exclusive of sales tax.
Council is being asked to consider this item at the February 24, 2020 Committee of the Whole
meeting and subsequent March 2, 2020 Regular Meeting.
ATTACHMENTS
OpenGov response to RFP
Draft Software Services Agreement
OpenGov Plan Letter
29
30
Vendor Information
Company Name
OpenGov, Inc.
Greg Balter
Contact Name and Title
Account Executive
955 Charter Street
Redwood City, CA 94063
Mobile: (415) 230-9472
Contact Address, Phone, Email
Email: gbalter@opengov.com
Company Information
Public vs. Private
OpenGov, Inc. is a private corporation.
Year Founded
OpenGov was founded in 2012.
Revenue and Income, Current and Prior Year
As a privately held company, OpenGov does not disclose this information publicly.
OpenGov is headquartered in Redwood City, CA. It maintains offices in Portland, OR; Chicago, IL;
Office Locations: Headquarters, Implementation,
New York City, NY; and Washington D.C. Implementation, support, and development for this project
Support, Development
will be based out of headquarters in Redwood City, CA.
Portland, OR is the nearest regional office to Tukwila, WA. Support and implementation work will be
Nearest regional office to Tukwila, WA
based out of the Redwood City, CA headquarters.
Website
www.opengov.com
OpenGov does not disclose exact employee counts separated by function. OpenGov has over 250
Employee Count: Total, Management, Sales,
employees and is headquartered in Redwood City, CA, with other offices in Portland, Dallas, New
Implementation, Support
York, Chicago, Boston, and Los Angeles.
Number of Customers
Total Customers
OpenGov works with over 2,200 public agencies across 48 states.
Total Customers on Proposed Application
The Proposed Application is the OpenGov Cloud. OpenGov has over 300 customers using the
Budgeting piece of the Cloud, but 2,200 agencies who are on some form of the OpenGov Cloud
altogether.
Total Cities
OpenGov works with over 1000+ Cities.
Total Washington Cities
OpenGov works with 12 cities in Washington State.
Total Washington Customers (other than cities)
OpenGov has 17 total customers in Washington.
Total Customers Comparable to Our Size
OpenGov serves over 150 governments who fall in the tier with a budget range of $100M to $200M.
-Target Customer Profile
Taraet Industries
Sizing - Uers and Population
Version Schedule
With cloud -based software designed specifically for the public sector, OpenGov serves over 2,200
state and local governments ranging in size, including states like California, Texas, Illinois, Utah and
Oklahoma, cities like Shelton, Olympia, Fife, Washougal, Woodland, Ocean Shores, and counties
like Thurston and Kittitas. Our solution was designed to work for any size government with a focus
on ease of use and purpose built for government.
OpenGov develops its own cloud -hosted, SaaS products that are available 24/7 through the use of
any web browser, on any computer. As such, the software that you purchase will be continuously
updated with our latest fixes and updates. As a result, we don't have "versions" of our software.
While traditional software is installed on -premise and places a heavy burden on every customer to
maintain and update, OpenGov's SaaS model guarantees that every customer is always using latest
features and enhancements to our software. This means that you would no longer need to pay for
expensive customizations and teams of programmers to maintain a complex, unsustainable, and
unreliable solution. Instead, you will receive a product that incorporates feedback from all
governments in OpenGov's network, with updates occurring automatically every two weeks and
ongoing support, giving your team a solution that is scalable, sustainable, easy -to -use, and
affordable.
Our updates are applied frequently and effortlessly to the customers. Because the software is
centrally housed, new releases do not require an installation. With OpenGov, you will have access to
Current Version and Release Date
a platform that updates immediately, without a formal upgrade process and effort
Proposed Version and Release Date
Please see the responses to "Current Version and Release Date."
On Premises release dates vs. Software as a
N/A. OpenGov only releases software as Software -as -a -Service. We release new features and
Service (SaaS) release dates
functionality every two weeks after thorough testing and vetting and training.
OpenGov's proposed solution is a cloud -based, Software -as -a -Service solution that generally
releases patches, and enhancements weekly with product updates released on a two -week
schedule. All updates and upgrades to an offering, including hot -fix releases, are made available
automatically without additional license fees or services costs and are integrated into the solution
seamlessly from the Customer's perspective. Accordingly, as we update and improve our solution,
Frequency of Releases
our customers get immediate access to the benefits.
Indicate if specific module(s) are not yet released
and their release date(s) Not applicable. OpenGov is able to deliver the solutions that are outlined in the scope of the RFP.
w
w
Client Reference #1 (Washington State Client)
Name of Entity
County of Kittitas, WA
Number of Employees
220
Population
—50,000
Contact Name
Judy Pless
Contact Title
Budget & Finance Manager
Contact Telephone Number
509 962-7502
Contact Email Address
judy.pless@co.kittitas.wa.us
Products, Modules, Services Provided by Vendor
OpenGov Cloud
First Date of Business Relationship with Vendor
Jul-18
Go -Live Date
Sep-18
Rationale for Including Reference
lWashington customer who has gone through 1 + budget cycles with OpenGov
Client Reference #2 (Washington State Client)
Name of Entity
City of Blaine, WA
Number of Employees
70
Population
—5,500
Contact Name
Jeff Lazenby
Contact Title
Finance Director
Contact Telephone Number
360 332-8311 ext. 3305
Contact Email Address
jlazenby@cityofblaine.com
Products, Modules, Services Provided by Vendor
OpenGov Cloud
First Date of Business Relationship with Vendor
Jun-18
Go -Live Date
Sep-18
Rationale for Including Reference
Washington customer who has gone through 1+ budget cycles with OpenGov
Client Reference #3
Name of Entity
City of Cupertino, CA
Number of Employees
200
Population
—65,000
Contact Name
Thomas Leung
Contact Title
Senior Management Analyst
Contact Telephone Number
778-968-4846
Contact Email Address
ThomasL@cupertin�
Products, Modules, Services Provided by Vendor
OpenGov Cloud
First Date of Business Relationship with Vendor
Nov-14
Go -Live Date
Feb-15
Rationale for Including Reference
Long time customer who helped build our product. Can speak to partnership with OpenGov.
Client Reference #4
Name of Entity City of Ashland, OR
Number of Employees
260
Population
—22,000
Contact Name
Cindy Hanks
Contact Title
Deputy Finance Director
Contact Telephone Number
541-552-2007
Contact Email Address
cindy.hanks@ashland.or.us
Products, Modules, Services Provided by Vendor
OpenGov Cloud
First Date of Business Relationship with Vendor
Se -18
Go -Live Date
Dec-18
Rationale for Including Reference
I Biennial customer
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�Technology
All vendors
are required to answer each question to the best
of their ability.
ResponseVendor
rpm!—
— ,
Technology
(Select an
from the
1
List remote access methods supported including
drop -down
options)
Yes
OpenGov's platform is a cloud -hosted Software -as -a -Service solution. Permissioned city staff can access OpenGov
technologies, portals, etc.
from anywhere, with any device.
2
Describe compliance with Service Oriented
Yes
The software is built with usability as the most critical aspect. The software allows for the integration with different
Architecture (SOA).
products and compile the information in a single platform where information can be displayed and analyzed in one place.
The integration to other products can take several different methods. Depending on the needs of the City, OpenGov can
integrate directly into the other products and update data on a desired frequency. OpenGov also allows for the use of
Secure FTP sites for the transmission of data, along with direct upload and even the ability to enter data directly into the
software.
Indicate experience integrating and proposed
Our implementation entails working with each department to develop KPIs that are quantifiable, measurable, and
3
method to other City applications and services
Yes
actionable. We want to develop KPIs that are aligned with departmental goals. OpenGov utilizes both direct -to -database
(e.g. Web Services, API, etc.):
and indirect -from -file integration mechanisms to import data from external systems into the OpenGov Platform, where it
can be used in OpenGov's dashboards.
OpenGov's ERP Integrations and Non -Financial integrations will allow you to streamline the process of integrating
important data with a lightweight, self-service, solution that replaces manual uploads with automated FTP transfers. This
approach delivers significant time savings and efficiencies without requiring significant investment of time.
3.1
Lucity — Time data for Payroll
Yes
We can create the protocol to bring in the data as described above.
3.2
and Police
Yes
OpenGov can create the protocol to bring in the data as described above.
List integration technologies, e.g. Web Services,
OpenGov's ERP Integrations and Non -Financial integrations will allow you to streamline the process of integrating
4
SOA, XML, etc. Flat file not preferred.
Yes
important data with a lightweight, self-service, solution that replaces manual uploads with automated FTP transfers. This
approach delivers significant time savings and efficiencies without requiring significant investment of time.
With OpenGov, all users are able to quickly create dashboards to answer their most pressing questions, regardless of
technical ability, allowing everyone with access to OpenGov to leverage data to drive their decisions.
Users have a few options when it comes to self -exploring data. For starters, they are able to build high level dashboards
from any data they have access to, such as budget vs. actuals or performance measures. These dashboards can be
Describe SharePoint strategy and level of
created with just a few clicks and can be private or shared among multiple users.
5
integration, e.g. display data to dashboard,
Yes
document storage and retrieval, etc.
In addition to high level dashboards, users can interact with data directly. OpenGov will summarize information based on
any column in the dataset and then provide users with the option to drill -down to raw detail. From here users can export
the information into excel or as a print -ready image.
Behind the scenes, OpenGov is constructing all of the queries on the user's behalf. This allows less technical users to
have the power to explore data without having to learn query languages.
Describe functions supported by mobile
6
technology, e.g. workflow approvals, data look-
Yes
All mobile devices with an internet connection are supported. Full functionality is available on mobile devices.
up's, etc. Include what devices and mobile OS's
are support (iPads vs Surfaces, iOS vs. Android)
Describe Web/Portal functionality for internal and
7
external users. Preference is to publish data to
Yes
OpenGov will provide a robust transparency platform, allowing users to download a single fiscal year of data at one time.
the Web, interact with vendors and citizens,
In fact, users can export as many fiscal years as are in the report.
su ort online payments, etc.
Indicate tools and utilities available for data purge
OpenGov allows for unlimited amount of data on the platform. If the City wished to purge data, the data can be simple
8
and archiving processes.
Yes
deleted from OpenGov. OpenGov puts that ability in the customers control and will not delete data from the system,
unless directed by the City.
W
4
roduct Support
I vendors are required to answer each question to the best of their ability.
rVendo
Responsl
Product...
Notes
Development
answer
from the
drop -down
Attach a sample standard
options)
1 service -level agreement (SLA)
Yes
Please refer to the attached SLA document.
to this proposal.
Below is a high level overview of OpenGov's system architecture. OpenGov offers a cloud -hosted, multi -tenant SaaS solution that is available 24/7 through the use of any
web browser, on any computer. While traditional software is installed on -premise and places a heavy burden on every customer to maintain and update, OpenGov's multi -
tenant SaaS model guarantees that every customer is always using the latest features and enhancements to our software. This means that you will no longer need to pay
Attach technical specifications
for expensive customization and teams of programmers to make a complex, unsustainable, and unreliable solution. Instead, you will receive a product that incorporates
2
(browser, network, and
Yes
feedback from all entities in OpenGov's network with bi-weekly or monthly updates and ongoing support, giving you a solution that is scalable, sustainable, easy to use, and
operating system
affordable.
requirements) to this proposal.
OpenGov software is hosted using Amazon Web Services (AWS), the same infrastructure used by large government agencies like the Center for Disease Control, the
Department of State, and the Department of Health and Human Services for mission -critical applications. AWS's highly secure data centers utilize state-of-the-art electronic
surveillance and multi -factor access control systems. Data centers are staffed 24x7 by trained security guards, and access is authorized on a least privileged basis.
Attach information regarding
3
system performance metrics,
Yes
Please refer to the attached SLA document for details.
including uptime, capacity, and
response time.
Attach any supplementary
information and service levels
4
provided by relevant partners
Yes
Please refer to the attached SLA document for details.
(hosting, customer service,
Isupport, etc.).
Do you provide on -site support
5
services and remote support
Yes
Please refer to the Statement of Work for this information.
services? Disclose standard
rates for this service, if any.
OpenGov training and support strategy is multi -layered with many offerings to ensure our customers are successful in using OpenGov. Training is managed and produced by our Customer Success Team made up of
government finance experts. During Deployment, your OpenGov Customer Success Manager and Analyst will provide your team with individualized training to get your platform up and running and to ensure your
organization has a top-notch engagement and adoption plan for your users.
Throughout deployment and post -deployment our customers are provided with training resources on our resource center and through our learning management system. Monthly webinars are also offered to train
customers about a new and engaging topic. Finally, our Customer Support team is available to troubleshoot issues and ensure that our customers have a great experience with OpenGov. You will work closely with yo
Project Manager and customer success team. We will provide you with individualized training and support throughout the deployment including, but not limited to:
- Chart of Accounts Editor Training, Data Upload Training, Report Customization Training, Department Head Training and/or, Train the Trainer
Monthly Live Training Webinars
Customers are encouraged to attend live monthly training webinars facilitated by our Lead Trainer and rotating government finance experts.
Recent webinar topics include the following:
Do you provide various
- Capital Planning in the Digital Era, The 7 Coolest OpenGov Reports, 5 OpenGov Habits to Increase Your Productivity, Success with OpenGov for Towns of Any Size, Using OpenGov to increase Efficiency in the
methods for help desk
Budget Process
ticketing, e.g. telephone, email,
6
web -based console, and
Yes
The Resource Center
The OpenGov Resource Center is our knowledge base that includes hundreds of Help articles and tutorials with step-by-step directions. Customers are encouraged to search the resource center to find help instantly.
remote desktop? Specify types
The Resource Center is available online 24 hours a day. You will also have access to OpenGov email and ticketing support at no additional cost. OpenGov Product Support Service Level Objective is to respond within
and days/hours each is
one business day. However, the OpenGov support team's first response time is typically one hour or less for most requests during support business hours.
available.
OpenGov offers premium communications services to help organizations on their journey to better engagement. Our premium communications services provide the perfect combination of content creation, trainings,
and one-on-one coaching to provide you with the additional structure, support and guidance needed to communicate with the public consistently and use the OpenGov software most effectively.
You will have a dedicated Project Manager and Customer Success Manager that will work with your team every step of the way. We pride ourselves on our ability to partner with customers and complete successful
projects. We provide a flexible and comprehensive set of channels for customers to gain service from us.
Your team will have a variety of options to communicate with our support team:
1. In-App Help - Suggested topics, walkthroughs, and links to our Resource Center can be accessed for FAQs, tips, and best practices.
2. Web Forms - You can submit requests online with all needed details included in the request form. This allows our support team to prioritize and respond as quickly as possible.
3. Live Chat - OpenGov's Live Chat is available Monday to Friday from 9am to 5pm PT. This is the best method to use for quick questions.
4. Email - You can always send an email to support@opengov.com with any questions. A support ticket will be created, and a member of our team will respond promptly.
Describe standard issue
resolution response times,
8
methods of communication,
Yes
Please refer to the attached SLA documentation for details.
and escalation and severity
levels.
What is the frequency of your
OpenGov's proposed solution is a cloud -based, Software -as -a -Service solution that generally releases patches, and enhancements weekly with product updates released
product enhancements,
on a two -week schedule. All u u
updates and upgrades to an offering, including hot -fix releases, are made available automatically without additional license fees or services
9
patches, and releases? Please
Yes
costs and are integrated into the solution seamlessly from the Customer's perspective. Accordingly, as we update and improve our solution, our customers get immediate
describe your (version-
upgrade) release schedule.
access to the benefits.
How do you notify your clients
Generally speaking, OpenGov updates its applications every two weeks during off -business hours. The only times we make an exception to that is to deliver "hot fixes" for
10
of upcoming enhancements or
Yes
critical service issues. Regardless of the hour, our maintenance activities are performed without causing any downtime. Furthermore, since OpenGov is a SaaS solution
maintenance activities?
hosted on Amazon Web Services, we can automatically deploy updates across the entire platform with minimal partner impact. Feature deployments generally happen
seamlesslV without anV user interruption. When de to ments will impact users we will send out notifications beforehand
W
How will enhancements,
patches, releases, etc. be
OpenGov is a true multi -tenant SaaS application. OpenGov is on an agile development cycle and new product features are introduced on a two week release cycle.
11
tested? Is the customer
Yes
Customers can turn on/off features with a feature flag. Because the system is a multi -tenant application, customization of the core solution is not allowed as it can impact all
expected to test for impact on
of our other customers. We write and test code on development environments before deploying to production. OpenGov subjects all new feature releases to automated and
customizations?
manual user testing. The software is not released until we resolve all critical issues.
Do you provide access to a
knowledgebase of information
12
and best practices; access to
Yes
Please refer to our answer to question 6 above.
user groups, forums, or
communities?
Do you have the ability to
create knowledgebase of
Our products incorporate feedback from all governments in OpenGov's network, with updates occurring automatically every two weeks and ongoing support, giving your
13
information and practices,
Yes
team a solution that is scalable, easy -to -use, and affordable. We also incorporate customer feedback and best practices into our Resource Center so that other
specific to customer needs and
governments in the community of users can learn and benefit from this knowledgebase.
practices?
Do you provide ongoing
14
product training and tutorials?
Yes
Please refer to our answer to question 6 above.
Describe the various offerings.
Do you provide SLA terms for
The OpenGov Cloud Platform has:
16
data restoration services?
Yes
- a Recovery Point Objective (RPO) of 24 hours. (RPO refers to the maximum duration of data loss due to a major incident.)
- a Recovery Time Objective (RTO) of 24 hours. (RTO refers to the maximum duration for restoration of service after a major incident.'
Implementation Services
All vendors are required to answer each question to the best of their ability.
ResponseVendor
Implementation
answer from
the drop -down
options)
Attach implementation methodology, governance,
and implementation plan to this proposal; include
1
project structure, team members, phases,
Yes
Please refer to the Statement of Work that is included in our proposal.
deliverables, timelines, and cost (by module/core
.process area).
Provide complete turnkey implementation, including
2
integration, data migration, training, and project
Yes
Please refer to the Statement of Work that is included in our proposal.
management services.
OpenGov uses an implementation methodology that focuses on the rapid and thorough deployment of a configured
system, regardless of the exact modules configured. The following methodology is applied to all OpenGov
implementations and is further customized based on the Customer's specific objectives and goals with the software.
This methodology requires a degree of focus from the Customer and collaboration between both parties to complete
Describe how the proposed solution will be validated
work products in a timely manner. Below is a visual of the project management and deployment approach, along with
3
for the technical requirements listed in RFP
Yes
the OpenGov owners throughout. The fourth phase of this methodology is the Validate Phase, which starts with a
review of the entire solution with the Customer project team to confirm that all project elements have been
implemented. Once that process has been completed, the Customer will review and validate the solution and their
data to ensure it is represented accurately in the solution. If any issues are found, they will be logged and the
OpenGov team will assess the issue and resolve. The Phase ends with the Acceptance of solution results by the
Customer.
Describe (or attach) examples of successful
4
engagements completed with similar scope and
Yes
Diamond Bar, CA
timelines three minimum).
Ashland, Oregon
Mono County, CA
Describe industry -specific templates and best-
5
practice documentation used to assist with the
Yes
Please refer to the Statement of Work that is included in our proposal.
im lementation.
Do you provide onsite support for implementation
OpenGov can provide onsite support, as necessary. For information on rates for professional services, please refer
6
services? Disclose the standard rates for these
Yes
to the Statement of Work that is included in our proposal.
services.
7
Do you provide phone support for implementation
assistance? If not included in SLA, disclose the
standard rates.
Yes
For phone support details, please refer to the SLA document that is included in our proposal. Additionally, OpenGov
will assign a Customer Success Analyst (CSA) as part of the project team responsible for your successful
deployment. The CSA will be responsible for, among other things, the following tasks:
- Configures OpenGov Chart of Accounts with guidance from Customer.
- Provides guidance on data extraction, loading, and formatting.
- Configures, validates, and trains on Customer's solution.
OpenGov has found that having video calls can be as effective as being on -site. There are times, however, when
being on -site is preferable, especially at the design stage. Our team will be on -site to lead those discussions and
support others.
The members of the OpenGov team and their planned contribution to meet the key requirements of the OpenGov
deployment are as follows:
- Government Finance Expert and Solution Architect drive the solution design. OpenGov does not customize the
platform, but rather configures the functionality based on the specific deployment requirements. The Customer
Success Analyst will work closely during this phase with you and will deploy the platform based on discussions with
you, minimizing miscommunication.
Do you provide online support for implementation
- Upon design agreement, deployment is reviewed and managed between the Project Manager and the Customer
8
support? If not included in SLA, disclose the standard
Yes
Success Analyst. Your team will be updated as the deployment progresses to confirm business requirements are
rates.
dispositioned as agreed upon.
- Upon deployment, training is important. Having deployed to over 2,000 governments, OpenGov has vast experience
providing Administrator, User, and Executive training. OpenGov offers a variety of training options to cater to
individuals' different learning rates. Support is offered via access to FAQs, Webinars and access to our live Support
team.
- Overall program support comes not only from the Project Manager, but also from the Executive Sponsor, who
addresses internal and external roadblocks. The Customer Success Manager works closely with the Project
Manager during work activity initiation and high -volume activity periods. The focus is to have the additional support
when it is needed.
Additionally, our Resource Center has many articles and helpful tips that are always easily accessible for you
throughout your lifec cle.
OpenGov firmly believes in knowledge transfer to enable the self-sufficiency of our customers and their value
realization from our solution. We accomplish this through several mechanisms including on -site and remote web -
based trainings, Online Resource Center, in -solution functionality / how-to "walk throughs" and a Technical Support
ticketing interface to request ad -hoc and additional training post deployment/go-live. The training plan would be
confirmed and timetables defined as part of the Project Initiation and Planning.
OpenGov Offerings:
- Provide standard online resources (documents and walk-through videos) available at any time
- Provide live or virtual Admin-Training
- Provide guidance on additional documentation for system questions not covered already in the Resource Center
- Provide live Train -the -trainer session
- Support Customer-Admin-led-end-user training live
Do you provide user implementation material, training
- Provide standard materials for Admin to partner with and run end -user training
9
guides, administration and developer guides? In
Yes
- Ensure that all meetings and training sessions are attended by OpenGov personnel, as scheduled
which formats?
- Provide Training curriculum via Webinars, hands-on and written training to enable a successful transfer of
deployment management and actions from OpenGov to Customer's team.
For example, OpenGov can provide online documentation for both Admins and End -Users:
- OpenGov Resource Center Training
- Chart of Accounts Editing Training
- Data Uploading
- Report Creation
- Dashboard Creation
- Budget Creation
- OpenGov Stories Creation
- OpenGov Workforce Planner Training
- OpenGov Network Training
The OpenGov Resource Center is our knowledge base that includes hundreds of Help articles and tutorials with step-
10
Do you provide product tutorials? In which formats?
Yes
by -step directions. Customers are encouraged to search the resource center to find help instantly. The Resource
Center is available online 24 hours a day. You will also have access to OpenGov email and ticketing support at no
additional cost.
OpenGov firmly believes in knowledge transfer to enable the self-sufficiency of our customers and their value
realization from our solution. We accomplish this through several mechanisms including on -site and remote web -
based trainings, Online Resource Center, in -solution functionality / how-to "walk throughs" and a Technical Support
ticketing interface to request ad -hoc and additional training post deployment/go-live. The training plan would be
confirmed and timetables defined as part of the Project Initiation and Planning.
OpenGov Offerings:
11
Do you provide offsite and onsite product training?
Yes
- Provide standard online resources (documents and walk-through videos) available at any time
Describe the various offerings.
- Provide live or virtual Admin-Training
- Provide guidance on additional documentation for system questions not covered already in the Resource Center
- Provide live Train -the -trainer session
- Support Customer-Admin-led-end-user training live
- Provide standard materials for Admin to partner with and run end -user training
- Ensure that all meetings and training sessions are attended by OpenGov personnel, as scheduled
- Provide Training curriculum via Webinars, hands-on and written training to enable a successful transfer of
deployment management and actions from OpenGov to Customer's team.
12
Describe how you support data migration from
Yes
OpenGov supports data migration and integration with hundreds of both financial and non -financial systems.
existing s stems.
Describe integration approach and services available
13
to support implementation (initial and ongoing
Yes
Please refer to the Statement of Work that is included in our proposal for details on data integrations.
services).
continuously see on the left-hand side adjustments to the working budget. OpenGov has workflow notifications,
whereby whenever a proposal changes status, there is a notification. Private proposals created in the solution can be
rejected. OpenGov Budgeting supports the following three forms of workflow management:
1. Base budget setup for admins. Administrators can set up and develop a base budget, creating a high quality
starting point to kick off the collaborative budget process.
2. Phase control during budget setup. During the collaborative budgeting process, administrators can manage the
phase of the budget with simple controls.
3. Status and approval workflows. Budgeters can manage the status and approvals of their forms and/or proposals.
OpenGov supports predefined workflow management. Administrators have access to manage phases and
forms/proposals through a multi -step approval process. The system is structured such that workflow is easy to use,
follow, and requires no administration. Our Customer Success team will work with you to understand specific needs
in the workflow process. As OpenGov is designed for ease -of -use, no technical expertise is necessary to manage
Describe how reports, views, and workflows are
any part of the workflow process.
14
configured in the system (without the use of
Yes
programming).
With OpenGov, all employees, regardless of technical ability, will be able to quickly create reports and dashboards to
answer their most pressing questions. OpenGov will allow employees to make better, data -driven decisions, track
progress on budgets and strategic initiatives, and improve outcomes through better alignment and internal
accountability.
Specific features and benefits:
- Decision Making is improved with visual reporting and data aggregation tools that unite financial and performance
data in an easily accessible platform. This allows employees to run reports using a trusted data source, expedite
report completion by empowering more people to access the same information, and allow non -financial personnel to
dive deep into your organization's data without having to re -query your financial and data systems.
- Financial and Performance Reporting is simplified with powerful CoA mapping technology that enables easy
General Ledger exploration and reporting, for faster insights and better oversight of spending and budget progress.
Geospatial (GIS) and performance data is easily incorporated and compared to spending to put results in context and
provide critical insights to every part of the organization.
- Simplified Performance Management is enabled with easy -to -use, self-service dashboards that display key data
Cn
The Governance model will be applied such that both OpenGov and your team have clear communication channels
for project and executive summaries, in addition to escalation path to address roadblocks. There are three mitigation
factors that OpenGov recommends using:
- Defining a secondary person for project roles. For OpenGov, many of our team members have served in different
roles, which enables the rich perspectives our teams bring to an implementation. We recommend that you also
evaluate the roles needed and individuals available to serve fill those roles.
- Documentation of tasks, learnings and resolutions to support transitions to new team members should the needs
arise.
- Efficient execution to minimize the deployment time. Many of our budget platform deployments are completed
within six months. At that time a broader group is trained, reducing the risk to a single or small group of individuals.
Scope expansion, as opportunities of improvement, is identified during gap analysis. You may identify process or
Do you provide recommended industry -specific
data changes that were not originally defined. Mitigation factors include:
15
change management methodologies, roles,
Yes
- The gap analysis and related scope, defined. This will enable a reference point for identified expansion
hierarchies, etc.?
opportunities. OpenGov will work with you to scope and estimate impact of expansion opportunities to collaborate on
resulting action.
- Resolution process for items that are identified to ensure alignment between OpenGov and your team for
addressing the opportunity.
- Different projects competing for the same resources are frequent blocker to success.
A mitigation for our deployments is the short sprints OpenGov uses to complete workstreams. Products work
together but are not interdependent, thus enabling resource adjustments when necessary. An additional risk would be
that your system does not contain all budgetary data, master data attributes, and master data hierarchies included in
your budget reports. The mitigation of this risk is twofold:
- The customer provides a comprehensive outline of your current budget process, data set inventory and reporting.
- Build from the minimal requirements, evaluating data gaps. The customer has clearly outlined the systems from
which data will be pulled; therefore, the gaps are expected to be minimal.
City of Tukwila Pricing Summary
Cloud -Based Budget Software - Detailed Cost Sheet
Required Modules
Implementation
Cost
Total Cost for
Training
Cost of Data
Conversion
Other Costs
Total Costs
Hours
Required for
Training
Hours Required
for
Implementation
Number of Staff
Hours Required
for
Implementation
Comments/Assumptions
Security
60,495
60,495
Please note that we estimate this project to take 327 hours. The
accompanying statement of work details deliverables and roles
and responsibilities. If we are shortlisted, we can review our
deployment methodology and how we implement. During that
conversation, we're happy to alter or update the estimated hours
or provide more detail as needed.
Ad hoc Reporting
-
Budgeting
-
Dashboard
-
Budget document
*—$26,000
*—$26,000
Please note that this is an estimate based on recreating your
474 page budget document. If chosen for further discussions,
we will coordinate a scoping call to review options.
Totals
86,495
-
-
-
86,495
-
-
Maintenance
Price
Comments/Assumptions
Year 1
74,519
This pricing assumes an initial contract length of 5 years. The annual software price for both the OpenGov Cloud and Certent is is $74,519 per year. This includes unlimited licenses
to the OpenGov Cloud. Our partner for Budget Book, Certent, does charge for licenses but this annual price includes 2 licenses to that software already. Additional Certent licenses
incur additional costs but we can discuss different tiers and needs. After the initial 5 year term is over, there is a 4% increase in price for every subsequent year.
Years 2 through 5
298,076
Years 6 through 10
Totals
372,595
Other Services
Price
Comments/Assumptions
Report Development
Included in Implementation Cost above. Please refer to Statement of Work for deliverables.
Process Improvement
Included in Implementation Cost above. Please refer to Statement of Work for deliverables.
Integration
Included in Implementation Cost above. Please refer to Statement of Work for deliverables.
Travel
Travel, which has to be requested and pre -approved, will be governed by the Statement of Work section 6.2.
Other Costs
ubtotal - Implementatio
-
Please Note: this pricing is assuming you'll want to purchase the entire OpenGov Cloud. Based on our understanding of your needs in the RFP, we think the OpenGov Cloud will be the right solution for you.
However, we do provide options to phase in our solution and services offering to ensure that the solution adheres to your budget and pricing constraints as well. We can and will discuss with you various options
around pricing if you'd like. Also, upon reading your questions and answers, it sounds like you're looking to have about 6 finance users in the platform for the first year before expanding. Please note that the
OpenGov Cloud comes with unlimited users so that when you do decide to expand to all departments for budgeting, you can. However, when it comes to reporting, story telling, performance measures, etc, this is
all included with unlimited licenses and data. We believe providing an unlimited model allows you to get the most number of users of our platform and this value. You can have every single one of your employees
in our platform even as you grow and scale with OpenGov, and this will incur no additional cost.
end
in current software release
available in next release of software
3rd-Party Application
Custom Modification iustom/FDI needed
Not available in current or next release; interfaced/integrated third -party application or through custom modification.
General System I I GENERAL SYSTEM
General System I 10.002 I MULTI-USER ENVIRONMENTS - Ability to prevent any master file
record from being deleted if that record is referenced in any other file.
General System 10.003
MULTI-USER ENVIRONMENTS - Operate in a multi-user environment
so record locking will be required to maintain the integrity of the data.
General System 10.004 ONLINE TRAINING DOCUMENTATION - Online access to printable
�trainingmaterials and other support documentation.
General System
General System
,General System
Yes. OpenGov has user based security and the City can setup roles to
x ensure records are not deleted. OpenGov also has an audit trail of all
transactions.
IYes. OpenGov allows for all fields, workforce, budget scenarios to be
x locked at any time.
IYes, along with a dedicated Customer Success Manager to call.
x
AGENCY -DEFINED DASHBOARDS - Ability for each user to create or OpenGov's solution will allow technical and non -technical staff alike to
modify existing dashboards. Ability to configure dashboards to present personalize dashboards that combine performance data, financial results,
10.005 x key performance indicators, and community outcomes in one place. Any
reports, tasks, notifications, approvals, drill down to source transactions, user can build dashboards in OpenGov regardless of technological
etc.
ex ertise.
Yes. OpenGov is web based and the functions of the web browser can be
10.006 FORWARD/BACKWARD NAVIGATION -Ability to navigate through I x used within OpenGov to go back and forward.
records or files on a screen in a forward or backward direction.
NO. OF RECORDS DISPLAYED - Ability to allow users to change the
10.007 number of records displayed as a result of a search (e.g., 20, 50, 100,
etc.)
x
Yes. The reports can be configured to meet the needs of the user.
General System 10.008 1 RENAME LABELS -Ability for authorized users to rename field labels. x Yes. All labels can be configured to be renamed.
General System 10.009
(REQUIRED FIELDS - Ability to designate both standard and Agency- X I Yes. The fields can be identified as required to ensure collections of all
defined fields as reauirina data entrv. data needed.
FILE IMPORT FORMATS - Ability to import files using the following file
Yes. All identified fields are supported.
General System
_
10.010
format types:
X
I_
Yes. This can be completed by a simple drag and drop and then a
General System
10.011
• Excel
x
mapping of the column on setup. Once the data is mapped you can
• Comma Delimited Values
• Tab Separated Values
quickly add new datasets through a drag and drop. _
IYes. This file format is supported.
Yes. This file format is supported.
Yes. Depending on the needs of the City we can utilize web services to
General System
10.012
x
General System
10.013
x
X
General System
10.014
•Web Services
import data.
I
_
FILE EXPORT FORMATS - Ability to export files using the following file
Yes. All formats are supported.
General System
_
10.015
format types:
X
10.016
x
Yes. We can save as a PDF and the system will create a clean formatted
General System
• PDF
• Excel
• Comma Delimited Values
• Tab Separated Values
AUDIT TRAILS - Provide audit trails for every change made to data in the
page.
General System
10.018
x
Yes. All reports, datasets, are able to be downloaded into Excel.
General System
10.019
x
Yes. We can download in this format.
General System
10.020
x
Yes. We can download in this format.
Yes. All changes in OpenGov are tracked.
General System
10.022
x
system.
MAINTAIN AUDIT TRAILS - Maintain audit trails including changed by,
Yes. All changes are tracked in OpenGov.
General System
10.023
changed date, and record of changes. _
X
Yes. OpenGov allows the City to maintain as many years of data as they
HISTORICAL DATA - Ability to maintain, at a minimum, 10 years of
wish. This can be increased at any time and also useful as the crosswalk
General System
10.024
historical transactional data.
x
when the City makes Chart of Account updates or changes financial
systems.
USER DASHBOARDS - Ability to incorporate real-time individual user
Yes. OpenGov allows for unlimited dashboards that can display both
General System
_
10.025
x
dashboard capability to display dynamic charts and graphs.
financial and non financial performance measures.
Yes. The ability to create links in the platform for favorites is supported.
General System
10.026
FAVORITES MENU -Ability to assign menu items to a favorites menu. x
Yes. All updates are identified by dates that they are updated.
LIST OF RECENT RECORDS - Ability for a user to see a list of records
General System
10.028
X
they recently created/viewed/modified from their dashboard.
Yes and OpenGov support is notified when an error occurs.
ERROR REPORT SUBMISSIONS - Ability to directly submit system
General System
I
10.029
X
generated error reports and messages to vendor software support.
Leaend
Available in current software release
Guaranteed available in next release of software
3rd-Party Application
Custom Modification Custom/FDI needed
Not . • Not available in current or next release; interfaced/integrated third -party application or through custom modification.
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Integration and Architecture
Integration and Architecture
OpenGov's solution will provide you with simplified, easy -to -use, self-service
dashboards that display key data points and KPIs, as well as alerts and
AGENCY -DEFINED DASHBOARDS - Ability
notifications to help managers track progress toward goals. Goals and
for each user to create or modify existing
targets can be established to improve alignment and accountability, driving a
Integration and Architecture
dashboards. Ability to configure dashboards
x
high performance, results -oriented culture. Dashboards are printer -ready
to present reports, tasks, notifications,
right out of the box, producing beautifully formatted reports that will
approvals, drill down to source transactions,
streamline meetings and reduce manual extracts.
etc.
iYes
Integration and Architecture
System Toolsets are available for the following:
x
Yes. OpenGov has a workflow that can be configured to meet you business
Integration and Architecture
Workflow
x
practice needs.
OpenGov's policies and procedures are based on NIST 800-53
recommended controls. All OpenGov personnel are required to go through a
purpose-built information security and data privacy training upon joining and
Integration and Architecture
x
at least once yearly. Even though security is treated as a shared cross -
functional responsibility, a dedicated operational team under the supervision
of an Information System Security Officer oversees the entire security and
System Security Administration
compliance program at OpenGov.
_
OpenGov allows for the user to create any reports they wish without having
Integration and Architecture
Report writing
x
to know any programming. _
OpenGov's solution will allow technical and non -technical staff alike to
personalize dashboards that combine performance data, financial results,
Integration and Architecture
x
key performance indicators, and community outcomes in one place. Any
CPI
user can build queries in OpenGov regardless of technological expertise.
Query builder
o
=
o
Q
a
Application
Feature Function Capability
>
Comments
CIL
a
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L
to
M
()
Integration and Architecture
Form/page design
x
OpenGov allows user to develop their own forms and pages.
OpenGov's solution will allow technical and non -technical staff alike to
personalize dashboards that combine performance data, financial results,
Integration and Architecture
x
key performance indicators, and community outcomes in one place. Any
System allows users to drill down into more detailed
user can build dashboards in OpenGov regardless of technological
information.
expertise.
_
System allows for digital signature technology and
OpenGov ensures authentication for users.
Integration and Architecture
proper authentication procedure.
x
OpenGov Cloud is a multi -tenant SaaS solution hosted on Amazon Web
Services (AWS). Unlike many other systems in the market, the OpenGov
system was born in the cloud and designed using modern cloud
technologies optimized to take full advantage of AWS cloud infrastructure.
This means it is available 24/7, accessible from anywhere in the world and
accessible from any web enabled device including all mobile devices. The
user experience and system performance is consistent across this spectrum.
This also means OpenGov maintains the software and infrastructure using a
single code base for all of our 2,000+ customers around the world. The
Integration and Architecture
x
customer is not asked to provide typical hardware and software, and
maintenance services as required for on -premises software models. All
application resources traditionally deployed on -premises including
databases, application servers, data protection, and monitoring are
managed by OpenGov in Amazon data centers. All customer data is
System supports the proposed software in a
encrypted in transit (SSL) and at rest (AES). OpenGov provides role -based
virtualized environment using VMware vSphere or
access control with the recommended option of single -sign -on (SSO) using
Microsoft Hyper-V. Please provide your
standard SAML2 identity providers including Active Directory.
recommended configurations based on the scope of
this project.
Attachment of Documents and Notes
Attachement of Documents and Notes
i
Users can upload documents into OpenGov.
System allows attachment of documents (example:
Attachement of Documents and Notes
PDF, Excel, Word, jpeg).
x
Supporting Document uploads are provided.
System allows users to attach documents to fields
Attachement of Documents and Notes
and/or transactions
x
Attachement of Documents and Notes
Attachement of Documents and Notes
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.Q
FunctionFeature
a
Comments
....ility
•
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OpenGov provides for the user to access all transactions within the platform.
Transactions
x
Attachment of documents and notes has security
OpenGov allows for security on what the user can and cannot view and edit.
capabilities (e.g., person B cannot delete an
x
attachment that person A added).
Data Entry
Allows complete validation and editing of data at the
OpenGov allows for the entry of data into the system and validation of the
point of entry online or batch).
x
data to ensure it is accurate.
OpenGov provides a manual data upload process through a web UI as well
as a standard FTP service for customers to automate data integration with
x
comma separated value (CSV) formatted data. Customers may create
Allows data to be uploaded from Microsoft Excel or
reports and performance measures based on these data sets and share the
other applications e.g., Access, Word).
artifacts internally or externally.
Flexible description field widths throughout the
Yes. OpenGov allows for multiple areas of descriptions, comments and
system.
x
collaboration amongst users.
OpenGov will work with the City on the effective date of transactions to
Effective dating of transactions; input change today
x
ensure proper reporting. Everything is date specific and a change today can
that is effective at a future or past date.
be reflected for a past transaction or a future transaction.
Yes. OpenGov allows for multiple areas of comments and collaboration
Context -sensitive data entry and display (i.e.,
masking fields or screens for security purposes)
x
amongst users,
SSN, Credit Card Number).
This is not applicable, as we don't expect to host sensitive data. We do not
Security Capabilities
The following sensitive/private data can be masked
(hidden from user) during data entry:
x
support the import of PH (such as Social Security Numbers).
This is not applicable, as we don't expect to host sensitive data. We do not
Tax numbers/ID
x
support the import of PH (such as Social Security Numbers).
o =
o
.Q
a
Application Feature Function Capabilitya c
> Comments
a o
N
L
M ()
OpenGov offers Single Sign -On (SSO) and platform -local authentication
mechanisms to its customers. In the latter scenario, OpenGov uses industry -
standard best practices such as BCrypt and PBKDF2 functions to "salt" and
Security Capabilities x "hash" each password individually, storing it in an encrypted form, such that
the original password cannot be derived, even if compromised. OpenGov
uses Role -Based Access Control (RBAC) on its platform to authorize
authenticated users to access and manipulate application data.
Passwords _
Yes. Data stored in the OpenGov platform is encrypted "at rest" in the
Security Capabilities x databases and storage using AES-256 (Advanced Encryption Standard with
Other data specified by State, Federal 256-bit keys). Use of AES is approved by NIST in its FPS 197 publication.
statutes
OpenGov supports Single Sign -On (SSO) with Active Directory and similar
identity products that enforce complexity requirements, such as 16 character
minimum, 1 number, 1 capital, and 1 symbol. We have a 365-day password
age limit, which is enforced by Okta. OpenGov offers SSO and platform -
Security Capabilities x local authentication mechanisms to its customers. In the latter scenario,
OpenGov uses the industry -standard BCrypt and PBKDF2 functions to "salt"
and "hash" each password individually, storing it in an encrypted form, such
that the original password cannot be derived, even if compromised.
Can be accessed with one universal sign -in or log -in.
OpenGov supports Single Sign -On (SSO) with Active Directory and similar
identity products that enforce complexity requirements, such as 16 character
minimum, 1 number, 1 capital, and 1 symbol. We have a 365-day password
age limit, which is enforced by Okta. OpenGov offers SSO and platform -
Security Capabilities x local authentication mechanisms to its customers. In the latter scenario,
OpenGov uses the industry -standard BCrypt and PBKDF2 functions to "salt"
and "hash" each password individually, storing it in an encrypted form, such
that the original password cannot be derived, even if compromised.
System supports Active Directory single sign -on.
o
=
o
.Q
a
Application
Feature Function Capability
>
Comments
a
o
L
N
M
()
OpenGov's policies and procedures are based on NIST 800-53
recommended controls. All OpenGov personnel are required to go through a
purpose-built information security and data privacy training upon joining and
at least once yearly. Even though security is treated as a shared cross -
functional responsibility, a dedicated operational team under the supervision
of an Information System Security Officer oversees the entire security and
compliance program at OpenGov.
OpenGov supports HTTPS using Transport Layer Security (TLS), an IETF
standard cryptographic protocol, to provide end -to -end communications
security for data that is fed to our platform. TLS is widely used for
"encryption -in -transit" scenarios in internet communications and online
transactions (e.g. by financial institutions). Data stored in the OpenGov
Security Capabilities
x
platform is encrypted "at rest" in the databases and storage using AES-256
(Advanced Encryption Standard with 256-bit keys). Use of AES is approved
by NIST in its FIPS 197 publication. OpenGov's databases use multi -AZ
deployment strategy to provide enhanced availability and durability.
Database snapshots are taken in the primary Region (US East- N. Virginia)
and transferred to an alternate Region (US West - Oregon) on a regular
cadence.
OpenGov uses Continuous Integration (CI) and an industry -leading
vulnerability analysis service to continuously and automatically scan its
applications for vulnerabilities at every stage of their Iifecycle. All code
repositories are continuously scanned for known defects and vulnerabilities,
both within OpenGov-developed solutions and third party dependencie
All data is encrypted when accessed via:
See answer above _
OpenGov is a web based cloud platform and does not have an intranet
Security Capabilities
Internet
x
Security Capabilities
Intranet
x
component. _
Disconnects or locks out user session during
x
Security Capabilities
Part of the solution
Cn _
designated periods of inactivity.
cn
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=
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Q
a
Application
Feature Function Capability
Comments
CL
a
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L
N
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V
Can have as many tabs on the web browser open at the same time.
Security Capabilities
_
Supports multiple sessions within a given login ID.
x
OpenGov offers Single Sign -On (SSO) and platform -local authentication
mechanisms to its customers. In the latter scenario, OpenGov uses the
industry -standard BCrypt and PBKDF2 functions to "salt" and "hash" each
password individually, storing it in an encrypted form, such that the original
password cannot be derived, even if compromised. OpenGov uses Role -
Based Access Control (RBAC) on its platform to authorize authenticated
users to access and manipulate application data.
OpenGov supports HTTPS using Transport Layer Security (TLS), an IETF
standard cryptographic protocol, to provide end -to -end communications
security for data that is fed to our platform. TLS is widely used for
"encryption -in -transit" scenarios in internet communications and online
transactions (e.g. by financial institutions). Data stored in the OpenGov
platform is encrypted "at rest" in the databases and storage using AES-256
(Advanced Encryption Standard with 256-bit keys). Use of AES is approved
Security Capabilities
x
by NIST in its FIPS 197 publication. OpenGov's databases use multi -AZ
deployment strategy to provide enhanced availability and durability.
Database snapshots are taken in the primary Region (US East- N. Virginia)
and transferred to an alternate Region (US West - Oregon) on a regular
cadence.
OpenGov uses Continuous Integration (CI) and an industry -leading
vulnerability analysis service to continuously and automatically scan its
applications for vulnerabilities at every stage of their Iifecycle. All code
repositories are continuously scanned for known defects and vulnerabilities,
both within OpenGov-developed solutions and third party dependencies.
OpenGov's policies and procedures are based on NIST 800-53
recommended controls. All OpenGov personnel are required to go through a
purpose-built information security and data privacy training upon joining and
at least once yearly. Even though security is treated as a shared cross -
Provides security at the following levels:
functional responsibility, a dedicated operational team under the supervision
See above.
See above.
Security Capabilities
Enterprise
x
Security Capabilities
Department/Agency
x
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Security Capabilities
Division
x
See above.
Security Capabilities
Position
x
See above.
Security Capabilities
Person
x
See above.
Security Capabilities
Security settings can be set for:
x
Yes
Yes. OpenGov utilizes user and role based security. This can be applied at a
Security Capabilities
Global
x
Global level.
Security Capabilities
Screen and menu
x
IYes. All screens and menus can be secured by user.
Security Capabilities
Report
x
Yes. Re orts can be secured by each individual user.
Security Capabilities
Record
x
Yes. The detailed records can be secured by user.
Security Capabilities
Field
x
Yes. All fields can be secured.
Yes. The use of masking elements of the chart of accounts secures those
Security Capabilities
Element in chart of accounts (e.g., fund,
x
elements of the chart of accounts so only those with access can view.
projects, etc.)
OpenGov supports atytachments
Security Capabilities
Attachment
x
OpenGov offers Single Sign -On (SSO) and platform -local authentication
mechanisms to its customers. In the latter scenario, OpenGov uses the
industry -standard BCrypt and PBKDF2 functions to "salt" and "hash" each
password individually, storing it in an encrypted form, such that the original
Security Capabilities
x
password cannot be derived, even if compromised. OpenGov uses Role -
Based Access Control (RBAC) on its platform to authorize authenticated
System administrator can set a user security profile
users to access and manipulate application data.
to define a user's authorization to:
See above
Data can be added based on user security levels.
Security Capabilities
Log on
x
Security Capabilities
Add data
x
Security Capabilities
Delete data
x
Data can be deleted based on user security levels.
Security Capabilities
Change data
x
Data can be changed based on user security levels.
Security Capabilities
View data
x
Being able to view data is based on roles and individual.
ystem Securit
10.036
System Security
GENERAL SECURITY FEATURES - Provide
System Security
10.037
x
Yes
password security by:
• Application
System Security
10.038
x
Yes. OpenGov utilizes password to enter the system and then role/user based
• Field level
security for each area within the platform.
Yes. All fields can be secured.
stem Security
1 10.039
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10.040 • Menu item/function within application x
Yes. This can be secured based on each user.
OpenGov offers Single Sign -On (SSO) and platform -local authentication
mechanisms to its customers. In the latter scenario, OpenGov uses the industry -
PASSWORD ENCRYPTION - Provide password
standard BCrypt and PBKDF2 functions to "salt" and "hash" each password
System Security
10.041 encryption. Please describe your level and x
individually, storing it in an encrypted form, such that the original password cannot be
implementation of encryption in the comment field.
derived, even if compromised. OpenGov uses Role -Based Access Control (RBAC)
on its platform to authorize authenticated users to access and manipulate application
data.
Yes. User can recover password themselves.
PASSWORD RECOVERY - Provide users self-
System Security
10.042
password recovery capability.
x
Yes. A list of last password change and last login are recorded within OpenGov.
SECURITY ACCESS PASSWORD CHANGE -
System Security
10.043
Maintain the date of last password change for each
x
user.
RESTRICT SECURITY ACCESS OF SELECTED
Yes based on individuals and their role.
System Security
10.044
TRANSACTIONS - Restrict entry of certain
x
transactions by password.
SECURITY ACCESS CONTROL - Assign security to
System Security
10.045
x
Yes. We can remove sections of the platform for users who do not have access.
menu -option level.
Yes. The platform allows for user based security.
SECURITY ACCESS CONTROL - Assign view only
System Security 10.046
access to specific user profiles.
x
Yes. We can secure all areas based on the user.
DRILL DOWN RESTRICTIONS -Ability to restrict
System Security 10.047 certain users from being able to drill down into
x
specific modules to view (inquire) transactions.
� PERMISSIONS - Ability to specify read, write, edit
Yes. OpenGov has a robust user based security.
System Security 10.048
and delete permissions.
X
Yes. We can restrict and area within OpenGov.
RESTRICT SECURITY ACCESS -Restrict users
System Security 10.049 access to specific screens and to perform certain
x
functional processes (e.g., check printing)
REPORT WRITING TOOLS ACCESS - Ability to
Yes. The reporting solution is built to allow for any user to run reports. This can even
System security
10.050 allow only specific users to access report writing and
x
apply to residents. The ability to access reports is based around security and access.
query tools.
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UPDATE CONTROLS -Ability to add and update
Yes. Any area can be updated.
System Security
10.051 module configurations as outlined in security roles by x
permission.
CREATE SECURITY PROFILE BY COPYING
EXISTING PROFILE - Allow creation of new user
System Security
10.052 x
Yes. We can create new users based on other users profiles.
rights by copying another user's right levels and
modifying.
GROUP CREATION/CONTROL — Ability to create
Yes. OpenGov supports role based security.
System Security
10.053 groups of users by a role type and to apply/change x
access rights to groups of users.
_
Yes. You can update any users log -in access as an administrator.
USER/GROUP ACCESS CONTROL —Ability to
System Security
10.054 1 modify a user's or group of users' log -in access x
status (e.g., active, inactive, on -hold, etc.)
Yes this is supported
LOG -OFF USER - INACTIVITY - Ability for the
System Security
10.055
system to automatically log -off a user after a long
x
period of inactivity.
SECURE REPORTS - Ability to set up security for
Yes. The platform allows for unlimited reports and dashboards which can be viewed
System Security
10.057 reports so only certain reports can be viewed by x
based on each individuals permission levels.
certain individuals
SECURITY ACCESS - Ability to update and inquire
Yes. OpenGov is an online platform.
System Security
10.058 online into any master file record, provided user has x
the proper authorization.
SINGLE SIGN -ON - ACTIVE DIRECTORY - Support
System Security
10.059 x
of Single Sign -on and Active Directory.
CONFIGURABLE ELECTRONIC FORMS - Forms
Yes Single sign -on is supported.
_
OpenGov can be configured to provide forms for data entry and also to
System Security
10.059 that can be filled in, routed online for approval, and x
lupdate the database.
update the database.
Workflow
Workflow IF
Yes. OpenGov allows an unlimited amount of approvals to ensure the
Workflow
Workflow is available for approvals
x
platform has the flexibility to meet the Cit 's need.
orkflow
Workflow rules can be set by:
x
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User
x
Workflow can be setup by user.
Workflow
Role
x
Workflow can be setup by roles.
Workflow
Department
x
Workflow can be setup by Department.
Workflow
Account code
x
Workflow can be setup by account code.
Workflow can be configured and changed by the City
Workflow
Workflow assignments can be re-routed to different
x
authorized approvers based upon availability.
Workflow approvals can be re-routed to secondary
Yes workflow can be re-routed.
Workflow
approver if:
x
Yes. Workflow can be modified.
Workflow
Primary approver is out (example: on vacation)
x
Primary approver does not respond in pre-
Yes. Workflow can be modified.
Workflow
defined period of time
x
Yes the workflow can be driven based on dates.
Workflow
Event driven notification of process events, including
x
e-mail and/or other Web -based notification.
Workflow
Workflow notification for:
x
Yes
Workflow
Warn users of upcoming expiration
x
Yes, this can be configured to meet your business practices.
Notify managers of employee actions or
Yes. A email can be sent when data is updated.
Workflow
transactions
x
Workflow
Status change employees position, etc.
x
I
IYes. All changes are tracked within OpenGov.
Yes. The system will notify users of deadlines that are coming for work tasks
Workflow
Overdue work purchase order not approved
x
associated with the budget.
Yes. Workflow is identified within OpenGov and is visible for each step.
Workflow
Visibility to Workflow queue.
x
Audit Trail
Audit Trail
OpenGov tracks all changes to the system and allows for the user to view
Provide an automated audit trail of system
Audit Trail
transactions.
x
the audit trail.
Record the following minimum data on all
Yes
Audit Trail
transactions:
x
Audit Trail
Type of change
x
I
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IYes. The audit log tracks the type of change.
Audit Trail
Operator I D
x
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Yes the audit log shows the user that made the change.
Audit Trail
Effective Date of Change
I x
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Date x
Time x
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IYes all changes are dated by when the change occured.
Yes all changes have a time stamped.
Audit Trail
Audit Trail
Old value
x
Yes the old value and new value are identified.
Audit Trail
New value
x
Yes the old value and new value are identified.
Yes the type of transaction is tracked.
IYes the transaction ID is identified.
Audit Trail
Transaction Type
x
Audit Trail
Transaction ID
x
Yes. OpenGov allows for free form text to be added, along with the ability to
Audit Trail x
create a template to ensure collection of required data every time.
Allow for free form text to be added
Ability to allow authorized users to define record
The City will have the ability to administer retention on their own and set time
Audit Trail retention periods, specific to individual record x
periods based on policy.
categories.
All data is saved withing OpenGov and it is at the City's discretion when to
Ability to ensure that all data is archived before being
Audit Trail x
purged.
delete/purge any data.
Technology Technology
Yes. OpenGov uses Amazon Web Services (AWS) to rent virtual
infrastructure which we control and manage over secure connections. The
Database: MS SQL Server 2012 or higher. Must
system is hosted using Amazon Web Services (AWS), the same
Technology meet compatibility without running in a compatibility x
infrastructure used by large government agencies like the Center for
mode otherwise it will be deemed not compatible.
Disease Control, the Department of State, and the Department of Health and
Explore: Level of Data Normalization, Use of
Human Services for mission -critical applications.
Vectoring in tables and ANSI compliance
Yes. OpenGov uses Amazon Web Services (AWS) to rent virtual
infrastructure which we control and manage over secure connections. The
system is hosted using Amazon Web Services (AWS), the same
Technology
x
infrastructure used by large government agencies like the Center for
Disease Control, the Department of State, and the Department of Health and
Human Services for mission -critical applications.
Server: MS Server 2012 R2, 64 Bit.
Compatible with any web browser.
Technology
I Compatible with Windows 10 or higher desktop
x
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All browser are supported.
published open API's and browser agnostic. List of
Technology
current browsers support and the version you
x
_
support.
Available SaaS and hosted options which allow
OpenGov is a SaaS system. The City will have access to run reports,
Technology
multiple environments, e.g. production, test, training,
x
multiple version of workforce and budget is their environment on a test basis.
_
development, etc.
No, this is not applicable to OpenGov's platform.
Comply with institutional data security requirements
including: (1) HIPAA Rules for Human Resources
Technology
data security (2) American with Disabilities Act
x
(ADA) compliance (3) PHI security (4) Comply with
PCI regulations for vendor EFT Payments and if
proposing Utility Billing.
OpenGov supports single -sign on and third -party authentication via customer
provided identity providers using a standard SAML2 interface. OpenGov
connects to the customer's identity provider (Active Directory Federated
Services, for example) and leverages that service's authentication and
Technology
x
password policy functions. Authorized users login to their standard identity
provider and may directly access OpenGov via that provider using a secure
SAML2 interface. Each user's email address is utilized as the linkage with
Single sign -on: MS Active Directory; LDAP
the identity provider, requiring a match for the login to occur.
_
compatible.
_
Yes. OpenGov uses Amazon Web Services (AWS) to rent virtual
Technology
Operable with Microsoft VMWare V-Sphere and
x
infrastructure which we control and manage over secure connections.
_
Hyper-V.
_
The platform will send automated emails when attention and workflow steps
Microsoft Outlook and Exchange Server integration
are required.
Technology
for Email and workflow approval. Calendaring ability
x
would not be required, explore.
Technology
Office 365 compatible.
x
OpenGov is compatible with Office 365
Import/Export to Microsoft Word, Access and Excel;
OpenGov supports the import of data and export of data into Excel.
Technology
ability to filter data for export.
x
Scan and attach PDF, JPEG, wav, MP3, TIF, etc. Yes. Attachments are supported in the budget system.
Technology and MS Office files to records throughout all x
modules.
Technology
Online Readable Data Dictionary or database x Yes. Online support of the terms and database schema are provided.
schema.
Yes. OpenGov allows for free form text with any text supported.
Ability to use special characters (including keyboard
Technology x
[' I!@#$%^&*"] vs. non -keyboard ❑ ❑ ❑ ❑) in notes,
emails approvals, passwords, etc. _
Technology Activity or date triggered alerts, flags, and messages.
Yes. The ability to send alerts can be configured within OpenGov.
x
w
end
Available in current software release
Guaranteed available in next release of software
3rd-Party Application
Custom Modification Custom/FDI needed
Not Not available in current or next release; interfaced/integrated third -party application or through custom modification.
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General Features
REPORT WRITER PERFORMANCE - Capability to
The platform allows for all day access to reports and an unlimited number of
process report writer requests at any time throughout
user running reports with no performance issues.
General Features
x
the processing day, without impacting system
performance.
REPORT WRITER OPERATIONS - Provide the ability
The system allows for reports to be run on different intervals.
General Features
x
to support menu -driven report scheduling options.
Errors messages are included.
REPORT WRITER OPERATIONS - Capability to
General Features
generate error messages with a description of
x
corrective actions.
REPORT WRITER HELP - Capability to support online
Online support is provided along with a dedicated Customer Success
General Features
instructions "help".
x
Manager to call and ask any questions.
AGENCY -DEFINED DASHBOARDS - Ability for each
_
OpenGov's solution will allow technical and non -technical staff alike to
user to create or modify existing dashboards. Ability to
personalize dashboards that combine performance data, financial results, key
General Features
configure dashboards to present reports, tasks, x
performance indicators, and community outcomes in one place. Any user
notifications, approvals, drill down to source
can build dashboards in OpenGov regardless of technological expertise.
transactions, etc.
Users can search and filter all fields with any portion of the description being
WILDCARD SEARCHES - Ability to perform searches
General Features
by using wildcards or partial information (e.g., searching x
used.
for accounts, funds, cost centers, projects, etc.)
I
OpenGov supports arithmetic calculations.
REPORT CONDITIONING OPTIONS - The following
General Features
report writing capabilities need to include the ability to x
larithmetically calculate functions:
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Generate reports using "include" and "exclude" x Yes. Conditionals are supported.
_ statements.
General Features Generate reports using "and" and "or" statements x Yes the system supports conditional statements.
General Features
Generate reports using "equal to", "less than", and x Yes the system supports conditional statements.
"greater than" statements.
General Features
Capability to use an "if -then -else" sequence within x Yes the system supports conditional statements.
one query.
REPORT FIELD SELECTION OPTIONS - Capability to The entire platform is integrated with all fields being included in reports.
General Features combine the use of multiple fields from multiple x
modules' database tables in a single query.
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REPORT FILE REFRESHING - Capability to store and
Yes. The calculations can be derived from different data files.
General Features
recall items whose values are derived from other values x
in the data files.
ARITHMETIC FUNCTIONS - Capability to support the
Yes OpenGov supports calculations.
General Features
use of arithmetic: addition, subtraction, multiplication,
x
division, and percent calculations.
BASIC STATISTICAL FUNCTIONS - Capability to
The ability to forecast based on regression analysis is coming in the next
General Features
support mean and standard deviations and to build
x
release.
cross tabulations.
PDF FOLDERS - Ability to setup auto save folders by
Yes all reports and templates can be saved as a PDF
General Features
type of report when using a pdf writer tool.
x
REPORT FILE SELECTION OPTIONS - Ability to report
All fields are able to be included in reports.
General Features
on any user -defined field.
x
REPORT COLUMN DEFINITION - Capability to support
Yes any column headings can be updated.
General Features
default or special column headings.
x
REPORT SELECTION OPTIONS - Capability to query
Yes all fields can be searched.
on any element of a transaction history file, including
General Features
x
the type of transaction and the process that originated
the transaction.
Yes the user can identify the type of data in each column.
REPORT EDIT WORD DEFINITION - Capability to
General Features
support unique field editing (i.e., currency, symbol, x
commas, decimal places, etc.) on specific data items.
REPORT SORTING OPTIONS - Capability to support
Data can be sorted based on the user needs.
General Features
major and minor sort options.
x
Yes subtotals can be displayed on reports.
REPORT SUBTOTALS - Capability to support subtotal
General Features
and total options by field.
x
REPORT SORTING AND TOTALING OPTIONS -
The user can select how to sort data.
Capability to choose various sorting options and report
General Features
totaling options with appropriate subtotaling based on
x
selected sort option.
GRAPHS/CHARTS ON REPORTS - Ability to print
Everything can be printed or emailed with OpenGov.
General Features
graphs and charts on reports.
x
General Features
General Features
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MATCHING RECORDS - Capability to support a
matching record option for use with multiple files within x
one auerv.
REPORT IDENTIFICATIONS - All reports should
contain organization name, report title, column heading
descriptions, processing date, sequentially numbered x
pages, and subtotals at each level break as appropriate.,
Yes the data can be mapped when uploaded into OpenGov to query.
Yes the details provided on a report is supported.
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SAVE REPORT SETTINGS - Ability to save report
The user can identify any data to display in a report and save that view for
General Features
settings as a specific report name attached to a user- x
future usage. The report is saved in a menu view.
_
defined report menu.
SAVE REPORT SETTINGS - ACCESS - Ability to
Yes. The ability to view reports can be secured based on the individual.
General Features
indicate which saved reports can only be accessed by x
certain individuals. I
ELECTRONICALLY FILE REPORTS - Electronically
Yes. The system will have user access and you can provide unique reports,
save reports for subsequent users' access (e.g. on an
dashboards for each individual user.
General Features
x
internal intranet page, user dashboard or report menu,
etc.)
EMAIL REPORT LINKS - Ability to email report links. x
General Features
_
Yes. A user can email a link to report along with a note.
REPORT SCHEDULING - Provide report scheduling —r
Yes the user can set up a report to be emailed, and then execute the
General Features
along with email distribution for recipients.( repeat x
emailing on a schedule. The reports are updated as new details are entered
options of specific days, weeks, weekly, monthly)
into OpenGov.
REPORT OUTPUT SELECTION - Ability to support
Yes. All reports can be viewed on the screen or printed.
General Features
user specification of the output media (i.e., printer or x
screen).
LARGE REPORT TO PRINT WARNING - Ability to
The user will have a print preview before printing any reports.
General Features
warn the user they are about to print a large report x
_
(displays number of pages).
MICROSOFT EXCEL - Ability to download files to a
All data can be downloaded into Excel.
General Features
Microsoft Excel format.
x
Reports can be saved as a PDF.
All printings are displayed before the user prints.
General Features
PDF FORMAT -Ability to save reports in PDF format.
x
DISPLAY PRINTER QUEUES PRIOR TO PRINTING -
General Features
_
x
View or print reports, as an option.
PRINTING TO "SAVE" REPORTS TO OUTPUT
Yes the user can select the printer they wish to use.
General Features
QUEUES - Ability for printed output to be queued to any x
of the system or network printers.
_
REPORT RETENTION - Ability to save and maintain
Reports can be saved for any timeframe.
General Features
x
report specifications for periodic use.
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• . Available in current software release
StandardGuaranteed available in next release of software
3rd-Party Application
Custom Modification Custom/FDI needed
Not Not available in current or next release; interfaced/integrated third -party
application
or through
custom modification.
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General Requirements General Requirements
Yes. OpenGov will build the COA. The COA then allows for reports to
General Requirements
Uses the primary system's chart of accounts
x
be run on any element of the COA.
General Requirements
Supports multi -year budgeting
x
Yes. You can budget and forecast for up to 15 years.
Yes and improve the entire process and support the publication of a
General Requirements
Supports capital budgeting
x
ICIP document.
Yes
General Requirements
Maintains budget and actuals data by period, including:
x
General Requirements
Current Year
x
The current year data can be displayed in the report
General Requirements
Prior ten years
x
Any number of past year actuals can be displayed
General Requirements
More than 10 years
x
Any number of past year actuals can be displayed
General Requirements
Allows users in each department to develop:
x
iYes
User have the ability to create any reports they wish to be
General Requirements
Summary Budgets
x
summarized or detailed.
User have the ability to create any reports they wish to be
General Requirements
Detailed Budgets
x
summarized or detailed.
Provides ability for users, with proper security, in each
x
General Requirements
Yes
department to access budget information, including:
General Requirements
View data
x
All data fields can be viewed.
General Requirements
Change data
x
Data can be changed with the proper authority.
Supports import / export of budget data to / from external
Data can be imported/exported with excel.
General Requirements
applications e.g., Excel
x
Provides free -form user -defined text fields for budget
Yes all line items, and sub line items have a free form text field.
General Requirements
justification
x
General Requirements
Allows detailed descriptions for each budget line item
x
Yes all line items, and sub line items have a free form text field.
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Supports user -defined budget approval processing and
The City can create templates and configure workflow.
General Requirements
workflow flow; provides standard template configuration
x
Supports role -based security for budget development based
OpenGov utilized user and role based security. The security can
General Requirements
on a variety of data points
x
change as the data points change.
All changes are tracked.
Uploading of Excel data is supported.
General Requirements
Provides for a comprehensive audit trail
x
General Requirements
Ability to upload budget data from Excel or other product
x
OpenGov provides a system to bring together both financial and non -
General Requirements
Allows budgeting for non -financial accounts, that is setting
x
financial information. The performance measures can have targets.
goals and targets for performance measures
Budget Control
Budget Control
Provides multiple levels of controls for the following types of
Yes. The controls can be at any level of the COA and also at any
Budget Control
budgets:
x
specific line items as well.
_
Yes. The controls can be at any level of the COA and also at any
Budget Control
Fund
x
specific line items as well.
Budget Control
x
I
Yes. The controls can be at any level of the COA and also at any
Department
specific line items as well.
Division (should mirror the organizational structure in
Yes. The controls can be at any level of the COA and also at any
Budget Control
the General Ledger)
x
specific line items as well.
Yes. The controls can be at any level of the COA and also at any
Budget Control
Program
x
specific line items as well.
Yes. The controls can be at any level of the COA and also at any
Budget Control
Project
x
specific line items as well.
Yes. The controls can be at any level of the COA and also at any
Budget Control
Grant
x
specific line items as well.
Yes. The controls can be at any level of the COA and also at any
Budget Control
Account
x
specific line items as well.
Allows users to allot each appropriation budget by the
Yes. The system can be configured to support appropriation of
Budget Control
following periods with flexibility based on account):
x
budget by defined periods.
Yes. The system can be configured to support appropriation of
Budget Control
Semi-Annual
x
budget by defined periods.
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Budget Control x Yes. The system can be configured to support appropriation of
Quarter budget by defined periods.
Budget Control Month x Monthly budget will be included in the next release.
Budget Control Percentage x OpenGov allows a user to budget based on a percentage.
Budget Control x The budget can be appropriated based on the percentage used
Allocation based on seasonal trend seasonally.
Budget Control x Yes. The City can use prior year actuals as the basis to build the
Prior year spending pattern Ibudget.
Allows users to carry forward appropriation allotments to the The City can select any data point to start the budget process.
Budget Control next allotment period based on the funding source; clarify x
within the current budaet vear
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Supports the tracking of original budget and adjustments
x
The tracking of adjustments can be viewed in reports.
Supports user -configurable budget rules, checking and
Yes. The administrator can set limits and rules and provide a system
Budget Control
warnings
x
that shows if they are over or under.
Includes encumbrances / pre -encumbrances in budget
Yes. This is based on the configuration the City wishes.
Budget Control
x
warnings
Supports individual appropriation budgetary control options
Yes
Budget Control
in the system, including:
x
Yes. Transactions are not posted in budget until the approval
Hard - prevents transaction from processing without
Budget Control
override approval
x
workflow is followed.
Soft — provides warning message but allows transaction
N/A
Budget Control
to process with override
x
No control — allows transaction to process without
x
Budget Control
N/A
warning
Budget Preparation
Budget Preparation
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Feature Function Capability
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When designing our software, the development team worked with
non -technical users to make sure the software is easy to use.
OpenGov's software uses layouts that are similar to applications that
its users use today. For example, our Budget Builder has mimicked
the tabular layout of Excel so department managers have a familiar
experience when filling out proposals. Our end -to -end budgeting
solution allows users to create budget proposals that can be grouped
by functional area, multiple worksheets per budget proposal, and
support for unlimited proposal attachments in a variety of formats.
Budget Preparation
x
Within these worksheets, users can interface to enter expense and
revenue information as well as tie a workforce to the overall budget
proposal. Entering and modifying column data from multiple places
is as easy as the click of a mouse. See screenshots below:
Expenses and Revenue within a worksheet and budget proposal:
<IMAGE021.png>
Provides online budget request worksheet, used for budget
prep, that contains:
The budget entry can be configured to display the data desired for
Budget Preparation
Current year adopted budget
x
the City.
The budget entry can be configured to display the data desired for
Budget Preparation
Current year amended budget
x
the City.
The budget entry can be configured to display the data desired for
Budget Preparation
Current year actuals projected
x
the City.
The budget entry can be configured to display the data desired for
Budget Preparation
Up to ten years actuals projected
x
the City.
Up to ten years historical previous budget data (original,
_
The budget entry can be configured to display the data desired for
Budget Preparation
amended, etc.)
x
the Cit .
Online budget request worksheets contains dollar
OpenGov is a web based platform that supports the entry of financial
Budget Preparation
amounts and non -financial statistics (performance goals
x
and non -financial data.
and results
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Comments
Budget Preparation
Supports the following:
x
Yes
Budget Preparation
Fund budget
x
The budget can be configured at the fund level.
Yes. OpenGov allows budgeting at the line item level along with the
Budget Preparation
x
ability to provide a description for the budget amounts for each line
Line item budget
item.
Budget Preparation
Program budget
x
The flexibility of the system allows for program budgeting.
Budget Preparation
Project budget multi -year
x
OpenGov supports multi -year budgeting.
Budget Preparation
Grant budget, including:
x
Yes
With dates being used, the budget and actual can be identified for
Budget Preparation
Sponsor Fiscal Year
x
City Fiscal along with Sponsor fiscal year.
With dates being used, the budget and actual can be identified for
Budget Preparation
Organization's Fiscal Year
x
City Fiscal along with Sponsor fiscal year.
Rolls department worksheets automatically into organization-
The proposals are automatically rolled into the master budget.
Budget Preparation
wide master budget
x
Allows users to view prior year's line -item budget while
Yes. The budget entry screen can be configured to show lines items.
Budget Preparation
entering new budget
x
Allows users to view prior two years' line -item budget while
Yes. The budget entry screen can be configured to show lines items.
Budget Preparation
entering new budget
x
Yes the entry screen can be configured.
Allows users to view actuals at detail and/or summary level
Budget Preparation
while entering the new budget
x
Yes
Supports entering and viewing the following versions of the
Budget Preparation
budget:
x
Budget Preparation
Original Request
x
Yes the entry screen can be configured to show these details.
Budget Preparation
Department Manager Request
x
Yes the entry screen can be configured to show these details.
Budget Preparation
Budget Office Request
x
I
IYes the entry screen can be configured to show these details.
Budget Preparation
Executive level request
x
Yes the entry screen can be configured to show these details.
Budget Preparation
Council Request
x
Yes the entry screen can be configured to show these details.
Supports multiple versions of the budget with a final control
The City can have unlimited budget versions and select the final
Budget Preparation
x
version
Yes. Each version of the budget can have a description.
Budget Preparation
Stores reason for budget version
x
Yes
dget Preparation
Creates an initial version of the budget using the following:
x
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Feature Function Capability
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Comments
•Application
a
Budget Preparation
Zero balances in all accounts x
IYes a zero based budget is supported.
Text or any attachment (copy) from previous budget to
Yes. The attachments can be rolled forward.
Budget Preparation
any other budget version
x
Budget Preparation
Current year's original budget
x
Yes. The current year budget can be the basis for the budget.
Budget Preparation
Current year's amended budget
x
Yes. The amended budget can be the basis for the budget.
Budget Preparation
Last year's budgeted total
x
Yes. Last ear's budget total can be the basis.
Budget Preparation
Last year's actuals
x
The Last year actuals can be the basis for the budget.
The Last year's amended budget can be the basis for the budget.
Budget Preparation
Last year's amended
x
Budget Preparation
Current year's actuals plus/minus a percentage
x
Yes. The budget basis can be a percentage of the current year.
Budget Preparation
Current year's budget plus/minus a percentage
x
Yes. The budget basis can be a percentage of the current year.
Yes. A percentage can be used to project the base budget for next
Budget Preparation
Projection based on percentage of last year's actual
x
year
Yes. Estimated actuals can be used.
Budget Preparation
Projection based on estimated actuals from current year
x
Yes. The system allows the user to select if the request is one-time
Budget Preparation
Allows users to flag one-time budget events
x
or recurring.
Yes. You can have unlimited forecast for both budget and workforce.
Budget Preparation
Saves forecasts
x
Allows users to adjust the base budget line items or
Yes
Budget Preparation
summary totals by:
x
Budget Preparation
Percentage
x
Yes. Percentage changes are supported.
Budget Preparation
Dollar amount
x
Yes. You can update based on a dollar amount.
Allows attachment of non -financial data; for example:
Yes. The user can upload attachments.
Budget Preparation
mission statements, performance measure (operational
x
data), org charts
Yes. The user can copy a formula into different fields.
Budget Preparation
Allows users to copy formulas from one field to many cells
x
Compares budget versions to demonstrate changes that
Budget versions can be compared and analyzed based on the
Budget Preparation
have been made between versions
xYes.
Chart of Account.
Budget Preparation
Locks budget changes after specified date
x
IYes. With the workflow, the budget can be locked.
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Supports the ability to approve all budget line items at one
Yes. The City can approve all line items at one time.
Budget Preparation
time
x
Yes. The system can be configured to support exceptions and those
Budget Preparation
Supports exception -based budgeting
x
changes can be easily searched.
Budget Preparation
Supports statistical budgeting
x
Yes. The City can use statistics to build the budget.
Budget Preparation
Supports project budgeting
x
Yes. Project are supported within OpenGov budgeting.
Supports multi -year budgets for projects, grants, and
Yes. Multi -year budgeting is supported.
Budget Preparation
contracts
JAIlows users to perform global budget changes
x
x
Yes. Accounts can be updated globally.
Budget Preparation
Budget Preparation
IStores budget data for user -defined period of time
x
IYes. Data can be stored for any time period.
Position Budgeting Position Budgeting
Allows users to track positions at multiple levels of
Yes. The user can track positions based on authorization level.
PositionBudgeting
authorization:
x
x Yes. Positions can be tracked on Ordinance.
Position Budgeting
Ordinance
Position Budgeting
Budgeted
x
Yes. The City can view positions that are budgeted.
Position Budgeting
Authorized
x
Yes. The City can track authorized positions,
Position Budgeting
Requested but not yet authorized
x
Yes. The City can view requested positons.
Position Budgeting
Filled
x
IYes. The City can view and report on Filled positions.
Position Budgeting
Vacant
x
Yes. The City can view and report on vacant positions.
Identifies funding sources for positions (multiple funding
Yes. The funding sources for positions can be allocated to many
Position Budgeting
sources)
x
different accounts.
Yes
IYes. Active positions can be tracked.
Yes. Frozen positions can be tracked.
Yes. Held positions can be tracked.
Position Budgeting
Allows users to track positions by different status:
x
Position Budgeting
Active
x
Position Budgeting
Frozen
x
Position Budgeting
Held
x
Position Budgeting
Unfunded
x
Yes. Unfunded positions can be tracked.
Provides multiple types of positions, including but not limited
Yes
Position Budgeting
to:
x
Position Budgeting
Full-time
x
Yes. OpenGov can calculate cost based on full-time.
Position Budgeting
Part-time
x
Yes. OpenGov can calculate cost based on part-time.
Yes. Calculations can be completed based on hourly employees.
sition Budgeting
Hourly
x
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Yes. Temporary employees can be identified in the workforce plan.
Position Budgeting
Temporary Project/Grant Funded Positions
x
Yes. Seasonal employees can be identified in the workforce plan.
Position Budgeting
Seasonal
x
Yes. Contractual employees can be identified in the workforce plan.
Position Budgeting
Contractual/At-Will
x
Yes.. Volunteer employees can be identified in the workforce plan.
Position Budgeting
Volunteer
x
Yes. Any identification of employee can be configured in OpenGov.
Position Budgeting
User -defined
x
Supports position budgeting that includes calculations of
IYes. OpenGov calculates all benefits for each position.
Position Budgeting
benefits specific to position(s)
x
Supports budgeting definition for position vacancies;
Yes. The City can calculate the cost and report on them.
Position Budgeting
including salary and fringe
x
Supports budgeting definition for position vacancies;
Yes. The City can calculate the cost and report on them.
Position Budgeting
including salary and fringe
Allows for the cost of a position to be allocated to multiple
x
Yes. Positions can be allocated to any segment of the COA.
Position Budgeting
segments of the Chart of Accounts, such as organizational
x
codes, programs, projects, grants
Yes
Position Budgeting
Allows users with proper security authorization to perform
x
the following operations online for projection purposes:
Add or delete the number of authorized or budgeted
Yes. The workforce plan can be updated.
Position Budgeting
positions
x
Provide tools to reconcile and budget/forecast salary and
Yes. The user can update salary and benefits and then show the
Position Budgeting
benefit costs
x
impact real time.
Ability to easily move positions from one department and/or
I Yes. The allocation of positions can be updated by changing the
Position Budgeting
fund to antoher
x
jaccount string association.
x IYes. The user can change the status.
Position Budgeting
Modify filled / vacant status
Analysis and Forecasting
Analysis and Forecasting
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Supports forecasting current year budget and actual (either
Yes
Analysis and Forecasting
on a line -by-line basis or on an entire budget) by multiple x
budget elements, including:
The ability to forecast budget based on many different variables is
currently being developed and be included in the product in the near
future. The ability to forecast based on regression, last year actuals,
Analysis and Forecasting
x
any metric will be included. We can perform forecasting on each line
item, or global changes for group of accounts today.
Straight-line projection
See above
See above
Analysis and Forecasting
Percentage based on last year actual
x
Last year actual or budget for the remainder of the
Analysis and Forecasting
current fiscal year
x
Analysis and Forecasting
Units (positions) or staffing levels
x
See above
Yes. We can forecast employee cost by groups, departments,
Analysis and Forecasting
Employee groups
x
characteristics today.
Characteristics of positions, for example longevity
See above. OpenGov can forecast all parts of employee pay and
Analysis and Forecasting
increases, step and grade increases
x
Ireport on the changes.
Analysis and Forecasting
Personnel Costs
x
Yes. The City can forecast future years of personnel costs.
Analysis and Forecasting
Units of Measure, such as miles, gallons
x
See above. Metrics for forecasting will be included.
Analysis and Forecasting
Revenue
x
Yes. The City can forecast revenue for future years.
Calculates position costs based on incumbent for the
Yes
Analysis and Forecasting
following assumptions:
x
Yes. And all elements of the workforce plan can be date specific
Analysis and Forecasting
Service Increment by anniversary date
x
making our solution extremely accurate.
Yes. The system will calculate based on the hours worked in a year.
Analysis and Forecasting
Full time vs Part time
x
Certifications (when certifications to be earned would be
The benefits can be calculate based on any date.
Analysis and Forecasting
effective
xYes.
Yes. Shift pay can be calcualted.
Yes. The use of available dollars can be used to forecast budgets.
Analysis and Forecasting
Shift pay
x
Analysis and Forecasting
Calculates available dollars to forecast budget
x
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Yes. The vacant position cost can be reported on and analyzed
Analysis and Forecasting
Calculates position vacancy costs
x
based on fund, department, divisions, etc.
Provides multiple calculation methodologies for salaries and
Yes. OpenGov supports a variety of calculation methodologies.
Analysis and Forecasting
benefits budget monitoring
x
Yes, OpenGov allows budgeters to create a limited number of
scenarios, analyzing the impact of any changes, including mass
Analysis and Forecasting
x
salary and benefit changes on the whole budget or any section of the
Accommodates "what if' forecasting
budget.
Accommodates "what if' forecasting for mass salary
Yes with the ease of reporting on the forecasts.
Analysis and Forecasting
changes that include all benefit calculations
x
Yes. The City can have multiple budget scenarios at any given time
Analysis and Forecasting
Allows users to save multiple budget scenarios
x
and be able to report on the impacts of each scenario.
Supports identification of up to 25 named versions of the
Unlimited versions of the budget can be open at any time.
Analysis and Forecasting
budget for each named entity / ledger
x
Analysis and Forecasting
Each version can have the ability to log changes made
x
Yes. The audit trail is included in each version of the budget.
Analysis and Forecasting
Eight roll ups are available for each version
x
Yes. As many roll ups as required can be provided.
Yes. OpenGov provides the ability to create as many "what -if'
Analysis and Forecasting
Create "what -if' scenarios of the budget
x
scenarios as required.
System calculates long-term budget forecasts for a user
Yes. The City can calculate long-term budget forecasts.
Analysis and Forecasting
defined period of time
x
Yes. All data within OpenGov can be visualized and included in the
Visualizations should be interactive and have click-
Analysis and Forecasting
through/drill-down capabiltiies
x
reporting functionality of OpenGov.
Ability to parse and visualize data by fund, department,
Yes. The data can be visualized by any segment of the COA.
Analysis and Forecasting
program, or other function
x
Ability to visualize data in the following formats: pie chart,
Yes all formats are included.
Analysis and Forecasting
line graph, stacked line graph, and/or bar graph
x
_
Yes. Any internal report can be published to the external
Ability to push proposed and/or approved budgets to public-
Analysis and Forecasting
facing transparency site.
x
transparency site.
Budget Maintenance and Monitoring
dget Maintenance and Monitoring
Yes. This can be viewed in each report or through the use of
Users can view the amount of funds remaining in the budget
Budget Maintenance and Monitoring
(i.e., amount budgeted, amount encumbered, amount spent,
x dashboards.
etc.
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Yes. The budget narrative and justifications are stored and be
Budget Maintenance and Monitoring
at the departmental level
x
reported as needed.
Yes
Yes. The type of budget change is tracked
Budget Maintenance and Monitoring
System track all budget changes including:
x
Budget Maintenance and Monitoring
Type of change
x
Budget Maintenance and Monitoring
Reason for change
x
Yes. The justification for the change is stored.
Budget Maintenance and Monitoring
Who requested the change
x
Yes. The user requesting the change is captured.
Budget Maintenance and Monitoring
Approval Date
x
Yes. The system captures approcal date/
Budget Maintenance and Monitoring
Audit trail of all budget changes
x
Yes. The audit trail includes all the budget changes.
Budget Maintenance and Monitoring
The original change request
x Yes. Original change is captured.
Yes. The Original Budget and Amended budget can be included in a
Budget Maintenance and Monitoring
x report format along with being visible in the budget system.
Amended vs Original
Budget Adjustments Budget Adjustments
Yes. Budget adjustments can be made on any level of the COA.
Budget Adjustments
System allows transfers:
x
Budget Adjustments
Within a division
x
Yes. Transfer can made within a division.
Budget Adjustments
Within a department
x
Yes. Transfer can made within a Department.
Budget Adjustments
Between divisions
x
Yes. Transfers can be made between division.
Budget Adjustments
Between departments
x
Yes. Transfers can be made between departments.
Budget Adjustments
Between funds
x
Yes. Transfers can be made between funds.
Lock out budget changes after specified date, but maintain
Yes. With the workflow the user can be locked out of the system to
Budget Adjustments
ability to view those in progress
x
make changes but can still view.
Yes. This can be completed through excel upload.
System supplies a method to load budget adjustments to
Budget Adjustments
multiple budgets (adopted budget, current budget
x
w/transfers, etc.)
Support the approval of budget adjustments online via
Yes, the workflow can be configured to provide any levels of
Budget Adjustments
Workflow Approvals may be multi -level
x
approvals needed in the City's process.
Tracks all budget changes (transfers/amendments), type of
Yes. All changes are tracked and the justification can be sorted and
Budget Adjustments
change, and reason for change
Budget Rollover
x
searched. J
x Yes. The base budget can be prior year actuals.
Budget Rollover
�Udget Rollover
Supports preparation of base budgets from prior year actuals
O
Application Feature Function Capability
>
I
Comments
•
Budget Rollover Approved budget may be automatically installed
x
Yes. The approved budget can be included.
Prior year budgets may be viewed when creating
Yes. Any past year data, budget or actual, can be included to be
Budget Rollover
current/future year budgets
x
viewed.
Budget Rollover Supports the rollover of encumbrances
x
Yes. Encumbrances can be rolled over.
Supports the liquidation of encumbrances prior to rollover;
Yes, The data included to rollover will be configured during
Budget Rollover thereby restricting liquidated amount from current year
x
implmentation.
budget
Reports/Queries
_
x
Reports/Queries Numerous standard reports are provided
Yes. Standard reports are provided.
Yes, without needing any programing experience, a user can create
Reports/Queries Provides ad -hoc report writing tool(s) that allow users to
x
unlimited reports, save those reports, and share via email, print
modify current reports and create custom reports
version or in a dashboard.
Yes. OpenGov reporting allows the user to search any field and
Allows users to select and query from any field, both on
screen and through reporting Users may select any field
create reports.
Reports/Queries
and/or groups of fields, additionally the use of wildcards and
x
ranges is supported
Allows user to create footnotes and comments for budget
Yes. User can add narrative around any reports.
Reports/Queries
publications
x
Yes
System provides the following reports with the ability to filter
Reports/Queries
by fund/division/department:
x
Reports/Queries
Original Expenditure Balance
x
Yes. Original expenditure and balance can be in a report.
Reports/Queries
Beginning Budget Balance
x
Yes. The beginning balance can be included.
Reports/Queries
Beginning Budget
x
Yes. The beginning budget can be included.
Reports/Queries
Amended Budget
x
Yes. The amended budget can be included.
Reports/Queries
Council Approved Budget
x
Yes. The Council approved budget can be included.
Yes. Any details from the financial system can be configured and
Reports/Queries
Encumbrances/Pre-encumbrances
x
included.
Reports/Queries
Actual Expenditures
x
Yes. Actual expenditures can be included.
Reports/Queries
Actual Revenues
x
IYes. Actual revenues cna be included.
Reports/Queries
Transfers (In and Out)
x
Yes. Transfers can be included.
Yes. Available budget can be displayed as both a percentage and
Reports/Queries
Available Expenditure Budget Balance
x
dollar amount.
O
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Reports/Queries
Revenue Surplus/Deficit
x
Yes. The variance from budget cfna be displayed.
Reports/Queries
Monthly Analysis Report
x
Yes. Monthly budget to actual is a standard report.
Reports/Queries
Year to Date Report
x
Yes. Year to date is a standard report.
Reports/Queries
Quarterly Analysis Report
x
Yes. Any date range can be grouped for reporting.
Generates a standard, configurable budget variance report
Yes. OpenGov provides a standard report based on the actuals and
Reports/Queries
budget to amended to actuals
x
budget the City wishes to display.
Provides reports/inquiries to review multiple versions of
Yes. All levels of the budget can be included in a report.
Reports/Queries
budget
x
Yes. The financial and non -financial information can be in a report
Reports/Queries
Ability to report on financial and non -financial budget data
x
I land dashboard format.
_
Yes. OpenGov has a partner to provide the development of the
Budget Document Budget Document
Ability to produce charts and graphs necessary for
Budget document
compliance with GFOA Distinguished Budget Award
x budget book using an export from OpenGov.
Ability to produce budget document including: charts,
Yes. OpenGov has a partner to provide the development of the
Budget document
graphs, narratives
x
budget book using an export from OpenGov.
Smart capabilities that will automatically update narrative as
Yes. OpenGov has a partner to provide the development of the
Budget document
data changes.
x
budget book using an export from OpenGov.
Q OPENGOV
Order Form Numner: OG-00004389
Created On: 2/13/2020
Order Form Expiration 3/31/2020
Subscription Start Date: 4/l/2020
Subscription End Date: 3/31/2025
Customer Information
Customer: City of Tukwila, WA
Bill To/Ship To: 6200 Southcenter Blvd.
Tukwila, WA 98188
United States
Order Details
Billing Frequency: Annual
Payment Terms: Net Thirty (30) Days
SOFTWARE SERVICES:
Product / Service i
The OpenGov Cloud — Year 1
The OpenGov Cloud — Years 2-5
PROFESSIONAL SERVICES:
Product / Service _
OpenGov Deployment — One Time Fee
Billing Table:
Billing Date
Amount Due
April 1, 2020
$78,906.00
April 1, 2021
$67,346.00
April 1, 2022
$67,346.00
April 1, 2023
$67,346.00
April 1, 2024
$67,346.00
1
OpenGov Inc. 955 Charter Street
Redwood City, CA 94063
United States
Prepared By: Greg Balter
Email: gbalter@opengov.com
Contract Term: 5 Years
Contact Name: Vicky Carlsen Billing Contact: Vicky Carlsen
Email: vicky.carlsen@tukwilawa.gov Email: vicky.carlsen@tukwilawa.gov
Phone: (206) 433-1839 Phone: (206) 433-1839
Description: See Billing Table Below
Start Date End Date Annual Term Annual Fee
4/l/2020 3/31/2021 1 $55,346.00
4/l/2021 3/31/2025 4 $67,346.00
Annual Subscription: See Billing Table
Description
Product configuration and setup, training, and ongoing support to help organizations
deploy and adopt the OpenGov solutions described in the attached SOW.
Professional Services Total: $23,560.00
Order Form Legal Terms
Welcome to OpenGov! Thanks for using our Software Services. This Order Form is entered into between OpenGov, Inc., with its principal place of business at 955 Charter
Street, Redwood City, 94063 ("OpenGov"), and you, the entity identified above ("Customer"), as of the Effective Date. This Order Form includes and incorporates the
OpenGov Software Services Agreement ("SSA") attached, or if no such SSA is attached, the SSA available at https:Hopengov.com/terms-of-service and the applicable
Statement of Work ("SOW") incorporated herein in the event Professional Services are purchased. The Order Form, SSA and SOW shall hereafter be referred to as the
"Agreement". Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in advance, on the Effective Date. By
signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by, the OpenGov Terms and Conditions. Each parry's acceptance of this
Agreement is conditional upon the other's acceptance of the terms in the Agreement to the exclusion of all other terms.
City of Tukwila, WA
Signature:
Name:
Title:
Date
OpenGov, Inc.
Signature:
Name:
Title:
Date:
OPENGOV SOFTWARE SERVICES AGREEMENT
OPENGOV SOFTWARE SERVICES AGREEMENT
This Software Services Agreement (this "Agreement") is entered into by OpenGov, Inc., a Delaware corporation
with a principal place of business at 955 Charter Street, Redwood City, California 94063 ("OpenGov") and the
customer listed on the signature block below ("Customer"), as of the date of last signature below (the "Effective
Date"). This Agreement sets forth the terms under which Customer will be permitted to use OpenGov's hosted
software services.
DEFINITIONS
"Customer Data" means data that is provided by Customer to OpenGov pursuant to this Agreement (for
example, by email or through Customer's software systems of record). Customer Data shall not include any
confidential personally identifiable information.
"Documentation" means the documentation for the Software Services at the Customer Resource Center page
found at https://opengov.zendesk.com.
"Feedback" means suggestions, comments, improvements, ideas, or other feedback or materials regarding
the Software Services provided by Customer to OpenGov, including feedback provided through online developer
community forums.
"Initial Term" means the initial license term specified in number of years on the Order Form, commencing on
the Effective Date.
"Intellectual Property Rights" means all intellectual property rights including all past, present, and future rights
associated with works of authorship, including exclusive exploitation rights, copyrights, and moral rights, trademark
and trade name rights and similar rights, trade secret rights, patent rights, and any other proprietary rights in
intellectual property of every kind and nature.
"Order Form" means OpenGov's Software Services order form that: (a) specifies the Software Services
provided by OpenGov; (b) references this Agreement; and (c) is signed by authorized representatives of both
parties.
"Renewal Term" means each additional renewal period, which shall be for a period of equal duration as the
Initial Term, for which this Agreement is extended pursuant to Section 7.2.
SOFTWARE SERVICES, SUPPORT AND PROFESSIONAL SERVICES
2.1 Software Services. Subject to the terms and conditions of this Agreement, OpenGov will use commercially
reasonable efforts to perform the software services identified in the applicable Order Form entered into by OpenGov
and Customer ("Software Services").
2.2 Support. Customer support is available by email to support@opengov.com or by using the chat messaging
functionality of the Software Services, both of which are available during OpenGov's standard business hours.
Customer may report issues any time. However, OpenGov will address issues during business hours.
2.3 Professional Services.
(a) If OpenGov or its authorized independent contractors provides professional services to Customer, such as
implementation services, then these professional services will be described in a statement of work ("SOW") agreed
to by the parties (the "Professional Services"). For Professional Services performed on a time and materials
basis, any pre -paid Professional Services Fees must be utilized within one (1) year from the Effective Date. Any
unused pre -paid Professional Services Fees shall be forfeited.
(b) Unless the SOW provides otherwise, all reasonable travel expenses, pre -approved by Customer and
incurred by OpenGov in performing the professional services will be reimbursed by Customer. Travel expenses
include cost of coach airfare travel round trip from the individual's location to Customer's location, reasonable hotel
accommodations, ground transportation and meals.
RESTRICTIONS AND RESPONSIBILITIES
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OPENGOV SOFTWARE SERVICES AGREEMENT
3.1 Restrictions. Customer may not use the Software Services in any manner or for any purpose other than as
expressly permitted by the Agreement. Customer shall not, and shall not permit or enable any third party to: (a)
use or access any of the Software Services to build a competitive product or service; (b) modify, disassemble,
decompile, reverse engineer or otherwise make any derivative use of the Software Services (except to the extent
applicable laws specifically prohibit such restriction); (c) sell, license, rent, lease, assign, distribute, display, host,
disclose, outsource, copy or otherwise commercially exploit the Software Services; (d) perform or disclose any
benchmarking or performance testing of the Software Services; (e) remove any proprietary notices included with
the Software Services; (f) use the Software Services in violation of applicable law; or (g) transfer any confidential
personally identifiable information to OpenGov or the Software Services platform.
3.2 Responsibilities. Customer shall be responsible for obtaining and maintaining computers and third party
software systems of record (such as Customer's ERP systems) needed to connect to, access or otherwise use the
Software Services. Customer also shall be responsible for: (a) ensuring that such equipment is compatible with the
Software Services, (b) maintaining the security of such equipment, user accounts, passwords and files, and (c) all
uses of Customer user accounts by any party other than OpenGov.
4. INTELLECTUAL PROPERTY RIGHTS; LICENSE GRANTS; ACCESS TO CUSTOMER DATA
4.1 Software Services. OpenGov retains all right, title, and interest in the Software Services and all Intellectual
Property Rights in the Software Services. The look and feel of the Software Services, including any custom fonts,
graphics and button icons, are the property of OpenGov and Customer may not copy, imitate, or use them, in whole
or in part, without OpenGov's prior written consent. Subject to Customer's obligations under this Agreement,
OpenGov hereby grants to Customer a non-exclusive, royalty -free license during the Term to use the Software
Services.
4.2 Customer Data. Customer retains all right, title, and interest in the Customer Data and all Intellectual Property
Rights therein. Customer hereby grants to OpenGov a non-exclusive, royalty -free license to, and permit its partners
to, use, store, edit and reformat the Customer Data, and to use Customer Data for purposes of sales, marketing,
business development, product enhancement, customer service, or for analyzing such data and publicly disclosing
such analysis ("Insights"), provided that in all such uses Customer Data is rendered anonymous such that
Customer is no longer identifiable.
4.3 Access to Customer Data. Customer may download the Customer Data from the Software Services at any
time during the Term, other than during routine software maintenance periods. OpenGov has no obligation to return
Customer Data to Customer.
4.4 Feedback. Customer hereby grants to OpenGov a non-exclusive, royalty -free, irrevocable, perpetual,
worldwide license to use and incorporate into the Software Services and Documentation Customer's Feedback.
OpenGov will exclusively own any improvements or modifications to the Software Services and Documentation
based on or derived from any of Customer's Feedback including all Intellectual Property Rights in and to the
improvements and modifications.
5. CONFIDENTIALITY
5.1 Each party (the "Receiving Party") agrees not to disclose any Confidential Information of the other party (the
"Disclosing Party") without the Disclosing Party's prior written consent, except as provided below. The Receiving
Party further agrees: (a) to use and disclose the Confidential Information only in connection with this Agreement;
and (b) to protect such Confidential Information using the measures that Receiving Party employs with respect to
its own Confidential Information of a similar nature, but in no event with less than reasonable care. Notwithstanding
the above, the Receiving Party may disclose Confidential Information to the extent required by law or court order,
provided that prior written notice of such required disclosure and an opportunity to oppose or limit disclosure is
given to the Disclosing Party.
5.2 "Confidential Information" means all confidential business, technical, and financial information of the
disclosing party that is marked as "Confidential" or an equivalent designation or that should reasonably be
understood to be confidential given the nature of the information and/or the circumstances surrounding the
disclosure (including the terms of the applicable Software Agreement). OpenGov's Confidential Information
includes, without limitation, the software underlying the Software Services and all Documentation.
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OPENGOV SOFTWARE SERVICES AGREEMENT
5.3 Notwithstanding the foregoing, "Confidential Information" does not include: (a) "Public Data," which is data
that the Customer has previously released to the public, would be required to release to the public, upon request,
according to applicable federal, state, or local public records laws, or Customer requests OpenGov make available
to the public in conjunction with the Software Services. Confidential Information does not include (b) information
that has become publicly known through no breach by the receiving party; (c) information that was rightfully received
by the Receiving Party from a third party without restriction on use or disclosure; or (d) information independently
developed by the Receiving Party without access to the Disclosing Party's Confidential Information.
6. PAYMENT OF FEES
6.1 Fees; Invoicing: Payment; Expenses.
(a) Fees. The fees for the Software Services for the Initial Term and any Renewal Term ("Software Services
Fees") and the fees for Professional Services ("Professional Services Fees") are set forth in the applicable Order
Form. Software Services Fees and Professional Services Fees shall hereafter be referred to as "Fees".
(b) Inflation Adjustment. OpenGov shall increase the Fees payable for the Software Services during any
Renewal Term by 4% each year of the Renewal Term.
(c) Invoicing and Payment. OpenGov will invoice the Customer according to the Billing Frequency listed on
the Order Form. Customer shall pay all invoices according to the Payment Terms listed on the Order Form.
(d) Travel Expenses. Unless the SOW provides otherwise, OpenGov will invoice Customer for pre -approved
travel expenses incurred in connection with each SOW as they are incurred. Customer shall pay all such valid
invoices within thirty (30) days of receipt of invoice. Each invoice shall include receipts for the travel expenses listed
on the invoice.
6.2 Credit Card Customers. If applicable, Customer will provide OpenGov with valid credit card information and
promptly notify OpenGov of any changes necessary to charge the credit card at billing@opengov.com. Please
update your credit card information when necessary. The provision of credit card information to OpenGov authorizes
OpenGov to charge the credit card for all applicable Fees plus a 3% credit card processing fee. OpenGov processes
credit card payments through a secure third party processing partner and does not take receipt of credit card
information itself.
6.3 Taxes. All Fees under this Agreement are exclusive of any applicable sales, value-added, use or other taxes
("Sales Taxes"). Customer is solely responsible for any and all Sales Taxes, not including taxes based solely on
OpenGov's net income. If any Sales Taxes related to the Fees under this Agreement are found at any time to be
payable, the amount may be billed by OpenGov to, and shall be paid by, Customer. If Customer fails to pay any
Sales Taxes, then Customer will be liable for any related penalties or interest, and will indemnify OpenGov for any
liability or expense incurred in connection with such Sales Taxes. In the event Customer or the transactions
contemplated by the Agreement are exempt from Sales Taxes, Customer agrees to provide OpenGov, as evidence
of such tax exempt status, proper exemption certificates or other documentation acceptable to OpenGov.
TERM & TERMINATION
7.1 Term. Subject to compliance with all terms and conditions, the term of this Agreement shall commence on the
Effective Date and shall continue until the Subscription End Date specified on the Order Form (the "Initial Term").
7.2 Renewal. Unless either party terminates this Agreement in writing no less than thirty (30) days before the end
of the Initial Term, this Agreement shall renew for another period of the same duration as the Initial Term (the
"Renewal Term" and together with the Initial Term, the "Term").
7.3 Termination. If either party materially breaches any term of this Agreement and fails to cure such breach within
thirty (30) days after notice by the non -breaching party (ten (10) days in the case of non-payment), the non -
breaching party may terminate this Agreement.
7.4 Effect of Termination.
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OPENGOV SOFTWARE SERVICES AGREEMENT
(a) In General. Upon termination or expiration of this Agreement: (a) Customer shall pay in full for all Software
Services and Professional Services performed up to and including the effective date of termination, (b) all Software
Services provided to Customer hereunder shall immediately terminate; and (c) each party shall return to the other
party or, at the other party's option, destroy all Confidential Information of the other party in its possession.
(b) Deletion of Customer Data. If Customer requests deletion of its Customer Data in writing prior to the date
of termination or expiration of this Agreement, then OpenGov will permanently and irrevocably delete Customer
Data, excluding any Insights, stored by its cloud hosting provider within ten (10) days of the date of termination or
expiration of this Agreement. Such request must be addressed to "OpenGov Vice President, Customer Success"
at OpenGov's address for notice described at Section 10.
7.5 Survival. The following sections of this Agreement shall survive termination: Section 5 (Confidentiality), Section
6 (Payment of Fees), Section 7.4(b) (Deletion of Customer Data), Section 8.3 (Warranty Disclaimer), Section 9
(Limitation of Liability) and Section 10 (Miscellaneous).
REPRESENTATIONS AND WARRANTIES; DISCLAIMER
8.1 By OpenGov.
(a) General Warrantv. OpenGov represents and warrants that: (i) it has all right and authority necessary to
enter into and perform this Agreement; and (ii) the Professional Services, if any, will be performed in a professional
and workmanlike manner in accordance with the related statement of work and generally prevailing industry
standards. For any breach of the Professional Services warranty, Customer's exclusive remedy and OpenGov's
entire liability will be the re -performance of the applicable services. If OpenGov is unable to re -perform all such
work as warranted, Customer will be entitled to recover all fees paid to OpenGov for the deficient work. Customer
must make any claim under the foregoing warranty to OpenGov in writing within ninety (90) days of performance of
such work in order to receive such warranty remedies.
(b) Software Services Warrantv. OpenGov further represents and warrants that for a period of ninety (90)
days, the Software Services will perform in all material respects in accordance with the Documentation. The
foregoing warranty does not apply to any Software Services that have been used in a manner other than as set
forth in the Documentation and authorized under this Agreement. OpenGov does not warrant that the Software
Services will be uninterrupted or error -free. Any claim submitted under this Section 8.1(b) must be submitted in
writing to OpenGov during the Term. OpenGov's entire liability for any breach of the foregoing warranty is to repair
or replace any nonconforming Software Services so that the affected portion of the Software Services operates as
warranted or, if OpenGov is unable to do so, terminate the license for such Software Services and refund the pre-
paid, unused portion of the Fee for such Software Services.
8.2 By Customer. Customer represents and warrants that (i) it has all right and authority necessary to enter into
and perform this Agreement; and (ii) OpenGov's use of the Customer Data pursuant to this Agreement will not
infringe, violate or misappropriate the Intellectual Property Rights of any third party.
8.3 Disclaimer. OPENGOV DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE
UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT
MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES. EXCEPT AS SET FORTH IN THIS SECTION
8, THE SOFTWARE SERVICES ARE PROVIDED "AS IS" AND OPENGOV DISCLAIMS ALL OTHER
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF
MERCHANTABILITY, TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT.
LIMITATION OF LIABILITY
9.1 By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES, REPRESENTATIVES,
CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR LIABLE WITH RESPECT TO ANY SUBJECT
MATTER OF THIS AGREEMENT UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER
THEORY: (A) FOR ERROR OR INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST
OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR ANY
INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES; OR (C) FOR
ANY MATTER BEYOND SUCH PARTY'S REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE.
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OPENGOV SOFTWARE SERVICES AGREEMENT
9.2 By Amount. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE, CUMULATIVE LIABILITY FOR ANY
CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS AGREEMENT EXCEED THE FEES PAID BY
CUSTOMER TO OPENGOV (OR, IN THE CASE OF CUSTOMER, PAYABLE) FOR THE SOFTWARE SERVICES
UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY.
9.3 Limitation of Liability Exclusions. The limitations of liability set forth in Sections 9.1 and 9.2 above do not apply
to, and each party accepts liability to the other for: (a) claims based on either party's intentional breach of its
obligations set forth in Section 5 (Confidentiality), (b) claims arising out of fraud or willful misconduct by either party
and (c) either party's unauthorized use, distribution, or disclosure of the other party's intellectual property.
9.4 No Limitation of Liability by Law. Because some jurisdictions do not allow liability or damages to be limited to
the extent set forth above, some of the above limitations may not apply to Customer.
10. MISCELLANEOUS
10.1 Logo Use. OpenGov shall have the right to use and display Customer's logos and trade names for marketing
and promotional purposes in connection with OpenGov's website and marketing materials, subject to Customer's
trademark usage guidelines provided to OpenGov.
10.2 Notice. Ordinary day-to-day operational communications may be conducted by email, live chat or telephone
communications. However, for notices required by the Agreement (in Sections where the word "notice" appears)
the parties must communicate more formally in a writing given by personal delivery, by pre -paid first-class mail or
by overnight courier to the address specified in the most recent Order Form (or such other address as may be
specified in writing in accordance with this Section).
10.3 Anti -corruption. OpenGov has not offered or provided any bribe, kickback, illegal or improper payment, gift, or
thing of value to any Customer personnel in connection with the Agreement, other than reasonable gifts and
entertainment provided Customer in the ordinary course of business. If OpenGov become aware of any violation of
the above restriction then OpenGov shall promptly notify Customer.
10.4 Injunctive Relief. The parties acknowledge that any breach of the confidentiality provisions or the unauthorized
use of a party's intellectual property may result in serious and irreparable injury to the aggrieved party for which
damages may not adequately compensate the aggrieved party. The parties agree, therefore, that, in addition to
any other remedy that the aggrieved party may have, it shall be entitled to seek equitable injunctive relief without
being required to post a bond or other surety or to prove either actual damages or that damages would be an
inadequate remedy.
10.5 Force Majeure. Neither party shall be held responsible or liable for any losses arising out of any delay or failure
in performance of any part of this Agreement, other than payment obligations, due to any act of god, act of
governmental authority, or due to war, riot, labor difficulty, failure of performance by any third -party service, utilities,
or equipment provider, or any other cause beyond the reasonable control of the party delayed or prevented from
performing.
10.6 Severability; Waiver. If any provision of this Agreement is found to be unenforceable or invalid, that provision
will be limited or eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full
force and effect and enforceable. Any express waiver or failure to exercise promptly any right under this Agreement
will not create a continuing waiver or any expectation of non -enforcement. There are no third -party beneficiaries to
this Agreement.
10.7 Assignment. Except as set forth in this Section, neither party shall assign, delegate, or otherwise transfer this
Agreement or any of its rights or obligations to a third party without the other party's prior written consent, which
consent shall not be unreasonably withheld, conditioned, or delayed. Either party may assign, without such consent
but upon written notice, its rights and obligations under this Agreement to: (i) its corporate affiliate; or (ii) any entity
that acquires all or substantially all of its capital stock or its assets related to this Agreement, through purchase,
merger, consolidation, or otherwise. Any other attempted assignment shall be void. This Agreement shall inure to
the benefit of and bind each party's permitted assigns and successors.
10.8 Independent Contractors. No agency, partnership, joint venture, or employment is created as a result of this
Agreement and neither party has any authority of any kind to bind the other party in any respect.
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OPENGOV SOFTWARE SERVICES AGREEMENT
10.9 Attorneys' Fees. In any action or proceeding to enforce rights under this Agreement, the prevailing party will
be entitled to recover costs and attorneys' fees.
10.10 Governing Law and Jurisdiction. This Agreement shall be governed by the laws of the State of California
without regard to its conflict of laws provisions. Exclusive jurisdiction for litigation of any dispute, controversy or
claim arising out of or in connection with this Agreement shall be only in the Federal or State court with competent
jurisdiction located in San Mateo County, California, and the parties hereby submit to the personal jurisdiction and
venue therein.
10.11 Complete Agreement. This Agreement is the complete and exclusive statement of the mutual understanding
of the parties and supersedes and cancels all previous written and oral agreements, communications, and other
understandings relating to the subject matter of this Agreement. No modification of this Agreement will be binding,
unless in writing and signed by an authorized representative of each party.
Signatures
Customer:
Signature:
Name:
OPENGOv, INC.
Signature:
Name:
Title: Title:
Date: Date:
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rZ)OPENGOV
Statement of Work
City of Tukwila, WA
OpenGov Full Cloud
Created By TJ Isselhard
SOW Creation Date 02/11/20
Document Number: DD-00834
Version: 4
92
Q OPENGOV
1. Objective
1.1. Summary
This Statement of Work ("SOW") identifies services that OpenGov, Inc. ("OpenGov") will
perform for City of Tukwila, WA ("Customer") pursuant to the order for Professional
Services agreed to by the parties ("Order Form") which references the Software Services
Agreement or other applicable agreement entered into by the parties (the "Agreement").
OpenGov will enable and support the Customer to deliver on the Scope of Work outlined
below. The objective of this Statement of Work is to define the scope, activities, roles and
responsibilities, and timeline necessary to successfully execute this deployment project.
This project aims to implement the OpenGov Full Cloud for the Customer to enable
effective and accountable governing. This SOW defines the scope and deliverables for a
successful implementation of the OpenGov Cloud.
1.2. Solution Overview
Customer currently uses Tyler Technology - Eden for its financial, human resources,
payroll, and utility billing modules. Customer currently uses a combination of Excel and
Word (Office 365) to draft the biennial budget and capital improvement plan. Customer
also utilizes Synario for forecasting and modeling. Customer seeks a "commercial off the
shelf', configurable, packaged solution(s) that meet its core requirements with minimal
modifications.
This SOW defines the scope and deliverables for a successful implementation of the
OpenGov Full Cloud, a budgeting and performance tool that enables reporting, workforce
planning, and transparency tools.
2. Scope
2.1. Project Scope
The project scope includes the following services and deliverables. Any items not
specifically included in scope will be considered out of scope.
OpenGov will provide Professional Services to implement the OpenGov Full Cloud. The
below Phases and their associated tasks are organized based on Customer's solution.
Phases and tasks may start concurrently or prior to the previous Phase's tasks.
Phase 1: Kickoff and Project Planning Phase
• OpenGov to work with Customer to hold a Project Kickoff and create a Project
Plan.
Phase 2: Chart of Accounts (CoA) and Financial Integration
• Customer will provide OpenGov with source data for CoA.
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• OpenGov will configure the CoA in OpenGov Platform for functional review
• OpenGov will work with Customer to configure Financial Integration.
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 3: Reporting and Transparency Platform
• OpenGov will work with Customer to configure Transparency, Reporting &
Analytics, and Dashboards.
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 4: Budgeting and Planning
• OpenGov will work with Customer to configure Operating Budget and Workforce
Planning.
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 5: Project Closure
2.2. Deliverables
Functionality Deliverables
Chart of Accounts • Review and feedback of Customer's source system chart of
accounts
• Chart of accounts functional build and review
• Chart of accounts configuration and peer review
• Administrator training
Financial
•
Integration of Customer Financial System
Integration
•
Integration of budget and actuals, with transaction -level
detail up to 10 years
•
Single system connector
•
Design, map, and validate data from the system
Reporting and
Transparency (Stories and Open Town Hall)
Transparency
•
Configure 1 OpenGov standard story
Platform
•
Open Town Hall site setup and forum theming
•
Development of 1 standard Open Town Hall topic
Reporting & Analytics
•
4 Standard Reports (Annual, Budget to Actuals, Change in
Fund Balance and Transactions)
•
4 department -specific Budget to Actuals reports
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Dashboards
• Configure up to 2 Economic Vitality Dashboards of
Customer choosing
• 1 financial dashboard for each of the 4 departments, totaling
to 4 dashboards
• 6 financial tiles per dashboard, totaling 24 tiles
Budgeting and
Operating Budget, including Workforce Planning
Planning
• Budget Builder setup to complete Customer's Operating
Budget
• Creation of up to 5 worksheet shells
• 2 budgeting reports (Budget to Actuals and Milestones)
• Workforce planning configuration based on
Customer -provided documentation and cost elements
• 1 Workforce plan
• Data formatting and loading
• Validate calculations
• Administrator training
Total Prepaid Hours 152 hours
2.3. Assumptions and Exclusions
• The concept of Prepaid Hours means that the Customer is purchasing a package
with a set number of Professional Service hours to achieve the outlined
deliverables. The hours are based on OpenGov's best estimate given reasonable
assumptions outlined in section 4.2, Project Responsibilities. These hours should
be adequate to achieve the deliverables, however if they are not, the Customer
will need to purchase additional hours.
• Hours estimated above are for deployment of outlined deliverables. Any leftover
hours may be utilized for additional professional services activities dictated by the
Customer.
• For the Financial Integration,
o The data will be linked to the Customer's chart of accounts.
o OpenGov will perform the validation for data accuracy for the Integration,
working jointly with the Customer team to approve the Financial
Integration data.
o OpenGov will require assistance from the Customer to understand source
system specific customizations and configurations when building the data
extract.
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QOPENGOV
o If the integration is with Central Square, the Customer is responsible for
getting data from Central Square system.
• If there is an FTP integration of 3 .CSV datasets,
o The data will NOT be linked to the Customer's chart of accounts.
o The Customer will perform the validation for data accuracy for the
Integration.
o Customer will perform the data extraction from the source system and
automate it to be dropped in OpenGov FTP location.
3. Schedule
OpenGov will schedule resources for this project upon signature of the Order Form.
Unless specifically noted, the OpenGov assigned project manager (as identified below or
such alternate designated by OpenGov, the "OpenGov Project Manager") will work with
Customer to develop the project schedule for all requested deliverables under this SOW.
OpenGov reserves the right to adjust the schedule based on the availability of OpenGov
resources and the deliverables provided by Customer.
Example Timeline
M1
Functionalities W1
Phase 1: Kickoff
Phase 2: CoA and Financial
Integration
Phase 3: Reporting and
Transparency Platform
Phase 4: Budgeting and Planning
M2 M3
W2 W3 IW4 IW5 IW6 IW7 W8 W9 W10 W11 W12
M4 M5 M6
Functionalities W13 W14 W15 W16 W17 W18 W19 W20 W21 W22 W23 W24
Phase 4: Budget and Planning
cont'd
*subject to change based on customer priorities and preferences, and OpenGov resources
4. Project Organization
4.1. Project Team
OpenGov
OpenGov - Statement of Work
n
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OpenGov will assign a Project Manager (the "OpenGov Project Manager") upon execution
of the SOW. The OpenGov Project Manager will coordinate any additional resources
needed from OpenGov.
Customer
Customer will assign a project manager (the "Customer Project Manager") and technical
resource prior to project kick-off. The Customer Project Manager will be the primary
contact person at Customer and will coordinate all Customer resources needed to
complete the project. It is anticipated that the areas of need will be in Finance, Data
Gathering, and the IT department.
4.2. Project Responsibilities
The project responsibilities for each organization are outlined below:
OpenGov
1. Manage delivery of in -scope items in coordination with Customer.
2. Make available deliverables to Customer project team for review and verification.
3. Provide relevant technical details and documentation for data requirements for
Customer's environment.
4. Keep Customer Project Manager informed of project progress and communicate
any issues relating to the project in a timely manner.
5. Establish documentation and procedural standards for the project.
6. Review and administer project change control, as described in Section 5, Change
Control Procedures.
7. Ensure that all meetings and training sessions are attended by OpenGov
personnel, as scheduled.
8. Budget Builder files are exported as .xIsx. OpenGov may assist in formatting that
file, but cannot convert files to any other file types
Customer
1. Make available a representative to serve as the primary contact for OpenGov
Project Manager to coordinate project activities.
2. Make available appropriate representatives with the authority to review and
approve deliverables produced during the project.
3. Make available appropriate Subject Matter Experts (SME) to support the project
needs, test integrations and provide Customer environment specific technical
details.
4. Setup firewall rules to allow incoming requests from OpenGov's proxy over
HTTP/HTTPS to Customer systems.
5. Communicate any issues relating to the project to OpenGov Project Manager in a
timely manner.
6. Provide acceptance of deliverables and Project in a timely manner.
7. If Integration services are purchased, Customer will be responsible for
making any configuration changes or modifications to Financial System (ERP)
to support integration and make available access for integration to OpenGov
software. The Customer will be responsible for ensuring that the versions of
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Q OPENGOV
Financial System (ERP) running on all environments remain the same across
all environments.
8. Customer will be responsible for any infrastructure required to access
OpenGov, and will maintain relevant non-OpenGov software licenses and
infrastructure needed for this project i.e. accounting system licenses. Please
note, OpenGov software is optimized for Google Chrome.
9. The Customer will be responsible for ensuring that all meetings and training
sessions are attended by personnel, as scheduled.
5. Change Control Procedures
No amendments, changes or other modifications to this SOW will be effective without a
written project change order, in the form attached hereto as Appendix 2 (a "Project
Change Order"). The Project Change Order will describe the change, the rationale for the
change, and specify any change in the charges, estimated schedule, or other terms. The
terms of a mutually agreed upon Project Change Order will prevail over those of this SOW
or any previous Project Change Orders. Such Project Change Order may require
additional charges, which will be set forth in the Project Change Order.
6. Fees and Expenses
6.1. Fees and Payment Terms
All fees and expenses will be paid in accordance with the Order Form to which this SOW
is attached. For any Project Change Orders or for any new Professional Services, fees will
be mutually agreed upon provided that any hourly fees shall be based on OpenGov's
then -current, applicable hourly rate.
6.2. Travel Expenses
All rates and fees are exclusive of work -related travel, living and other expenses.
Customer will be billed for actual expenses as incurred.
All Travel and Lodging expenses will be approved in advance in writing by the Customer
Project Manager prior to OpenGov incurring any such expenses and booking
non-refundable travel expenses. Such expenses shall be in compliance with Customer's
travel and expense guidelines provided to OpenGov.
Unless otherwise agreed to by the parties, such travel and expenses shall not exceed
$5,000 for the work specified in this SOW. If additional travel is needed as per discussion
with the Customer, it will be mutually agreed upon and be billed as incurred.
OpenGov - Statement of Work
W
Q OPENGOV
1. Appendix 1
Implementation Methodology
OpenGov uses an iterative methodology, with a focus on rapid implementation of a
configured system. This methodology requires a degree of focus from the Customer and
collaboration between both parties to complete work products in a timely manner.
hL Analyze and 14 •
Design
.-. .
1. Analyze and Design
a. Key Activities: Discovery, Design Sessions, Solution Document Review
b. Key Work Products: Data Inventory, Functional Model Build, Process Flow
Documents, Solution Document
c. Summary: Analyze and Design Phase is the first step of the
implementation project. The purpose of this phase is to define the
success criteria of the project, make design decisions based on the
functional model build, and begin gathering data that needs to be loaded
into the OpenGov platform. At the end of the Phase, a Process Flow and
Solution Document will be created that outlines how the solutions will be
implemented.
2. Configure Phase
a. Key Activities: Application and Solution Configuration, Data Load
b. Key Work Products: Solution Configuration, Peer Review
c. Summary: The Configure Phase consists of application configuration, and
solution configuration as defined in the Solution Document. OpenGov will
also load the data gathered in the Analyze and Design Phase. The Phase
ends with a Peer Review done by an OpenGov Subject Matter Expert to
confirm that the solution follows OpenGov best practices.
3. Validate Phase
a. Key Activities: User Acceptance Testing, Data Confirmation
b. Key Work Products: Data Validation, Customer Review
c. Summary: The Validate Phase starts with a review of the entire solution
with the Customer project team to confirm that all project elements have
been implemented. Once that process has been completed, the Customer
will validate that data is being represented accurately in the solution. If
any issues are found, OpenGov team will assess the issue and resolve as
needed. The Phase ends with the Acceptance of by the Customer.
OpenGov - Statement of Work
Page 8
&•
Q OPENGOV
4. Deploy Phase
a. Key Activities: Administrator Training
b. Key Work Products: Project Documentation
c. Summary: The purpose of the Deploy phase is to complete the
Administrator Training process and prep for Go Live of the solution. All
project documentation will be provided at this point to the Customer
OpenGov Administrator documenting the solution configuration and any
specific process flows or user guides. At this point, the solution will be
configured and ready to Go Live to end users.
5. Own and Enable Phase
a. Key Activities: Go Live, User Training, Transition to Customer Success
Manager and Technical Support
b. Key Work Products: Project Acceptance, Transition
c. Summary: The purpose of the Own and Enable phase is to complete the
User Training process, Go Live with the solution, and begin Transition
activities to close the project. Post Go Live Support is technical assistance
with the project team and issue resolution for the solution during the two
week period after Go Live. Once this period has passed, the Project team
will begin working on transition activities to the Customer, the CSM, and
the Customer Technical Support Function. The Project closes upon the
acceptance of the project and a brief survey to provide feedback about
the experience.
OpenGov - Statement of Work
100
Page 9
Q OPENGOV
2. Appendix 2
Project Change Order
Customer:
Project:
Date
Requested:
Requested by:
Reason for Change
Scope of Change
Project Impact (Schedule and Cost)
Approvals
OpenGov
Customer
Signature:
Signature:
Name:
Name:
Title:
Title:
Date:
Date:
OpenGov - Statement of Work
Page 10
101
102
CZ)OPENGOV
OpenGov and Tukwila
Response to RFP for Budget Software Solution
Greg Balter
Enterprise Account Executive
415-230-9472
gbalterC@opengov.com
OpenGov, Inc., 955 Charter Street, Redwood City, CA 94063
■j
e
Photo Credit: SounderBruce https://www.flickr.com/photos/sounderbruce/31003195156/
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103
Q OPENGOV
City of Tukwila
Vicky Carlsen, Finance Director
6200 Southcenter Blvd.
Tukwila, WA 98188
RE: Budget Software Solution RFP
Dear Ms. Carlsen,
On behalf of OpenGov, we are thrilled at the opportunity to partner with the City of
Tukwila in procuring a modern budget software solution. We truly value the thought and
careful consideration that went into developing the RFP.
We are pleased to present in the following pages our offering of solutions that will not
only meet the City's goals, but will also foster a culture of transparency and collaboration,
remove organizational data silos, and establish a sound and reliable foundation for
developing the budget through a modern, transformative software solution. OpenGov's
commercial off -the -shelf solution connects key stakeholders to the capital budget and
operating budget performance, while also providing visualizations and interactive
reporting that demonstrates real-time insights that result in time -savings for more strategic
planning and accurate decision -making.
OpenGov's mission is to power more effective and accountable government, and we
believe that the City of Tukwila possesses the right future -ready mindset to become our
strategic partner. We invite you to join us in our mission.
Sincerely,
Greg Balter
Enterprise Account Executive
104
Q OPENGOV
Executive Summary
OpenGov is the leading cloud -based solution for public sector budgeting and
performance. OpenGov was founded in 2012, and is backed by Andreessen Horowitz,
Emerson Collective, 8VC, and Thrive Capital.
OpenGov currently serves over 2,200 governments ranging in size, including states like
California, Texas, Illinois, Utah & Oklahoma, Cities like Shelton, Olympia, Fife, Washougal,
Woodland, Ocean Shores and Counties like Thurston County and Kittitas County.
OpenGov is presenting the following solutions to Tukwila for consideration:
• The OpenGov Cloud'": The OpenGov Cloud" is the only integrated cloud solution
for budgeting, performance, communications and reporting. This multi -tenant
Software -as -a -Service ("SaaS") solution connects stakeholders to the budget
process, engages them for real-time feedback, accurately forecasts personnel
costs, and integrates with key government systems, resulting in improved
outcomes, enhanced internal efficiencies, and more time for strategic planning.
The OpenGov Cloud includes:
• Budgeting and Performance: The OpenGov integrated budgeting and
performance solution to aggregates and synchronizes financial and non-
financial data. Streamline and transform your budget process from the
initial stages of planning and personnel forecasting on through final
publication while enabling collaboration throughout.
• Communications and Reporting: Build trust by simplifying and
streamlining the collection, analysis, and communication of complex
information with the OpenGov communications and reporting solution.
In addition, OpenGov offers data solutions to simplify the process of integrating
information with the OpenGov Cloud. Agencies can establish direct connections to their
Enterprise Resource Planning (ERP) or general ledger and indirect File Transfer Protocol
(FTP) connections to a variety of the State's operational systems.
Strategic Goal: Safer Streets
s70.(
105
Q OPENGOV
The OpenGov Advantage
• Built From the Ground Up for Government
OpenGov is solely focused on serving government. OpenGov's software offers a
unique (and patented) Chart of Accounts (CoA) Engine that enables OpenGov's
products to map to any government's unique Chart of Accounts' organization. By
mapping directly to the customer's CoA, OpenGov offers accurate and flexible
reporting that is consistent with the customer's prior reporting formats and allows
users to drill -down and explore data to the object level.
• Best Choice for Budget and Performance
Budgeting and performance are intrinsically connected. Today's state agencies
must optimize budgets to drive performance outcomes. With OpenGov, agency
leaders can now streamline and transform their end -to -end budgeting process,
seamlessly tie budget dollars to key organizational initiatives, and draw actionable
insights that maximize performance outcomes.
• System Agnostic
OpenGov brings together financial and non -financial data from across your
agency or departments, guaranteeing data integrity across all applications and
solutions, from budgeting and performance to constituent engagement.
• Ease of Use
OpenGov is an intuitive and easy -to -use cloud -based solution designed
specifically for non -technical users. Users can derive value quickly and understand
the system with minimal training.
• Quick Time to Value
OpenGov's implementation is typically measured in months, not years. The full
OpenGov cloud can be deployed in a little as two to three months. OpenGov
delivers modern cloud -based software that never requires an on -premise
installation. Because OpenGov knows intimately the intricacies and unique quirks
inherent in any government's CoA, we have a dedicated team of experts to help
you implement the product and get the most out of your investment.
• Innovation
OpenGov is a multi -tenant Software -as -a -Service ("SaaS") solution, which
complements existing ERP investments by enabling cutting -edge visualizations
and analysis without needing to overhaul the underlying ERP system. And,
because OpenGov's solution is cloud -based, customers automatically receive all
updates and improvements to their products as they are released.
Q OPENGOV
About OpenGov
Company Background
OpenGov was founded in 2012 by Zac Bookman, Joe Lonsdale, and technologists from
Stanford University, who studied government budgeting in the aftermath of the Great
Recession. The team observed dedicated public servants struggle against outdated
technology that prevented them from accessing timely spending information and
communicating their priorities to citizens and elected officials. Believing there was a
better way, the team set out to build cloud -based, easy -to -use government performance
solutions to power more open, effective, and accountable government.
OpenGov is the leader in cloud -based solutions for government. The OpenGov Cloud" is
the only integrated cloud solution for budgeting, operational performance management,
internal and external communications, and financial reporting. This multi -tenant
Software -as -a -Service ("SaaS") solution connects agency stakeholders to the budget
process, engages them for real-time feedback, accurately forecasts personnel costs, and
integrates with key government systems, resulting in improved outcomes, enhanced
internal efficiencies, and more time for strategic planning. OpenGov Inc. has over 200
employees and is headquartered in Redwood City, CA with other offices in Portland, OR;
New York, NY; and Chicago, IL.
Why OpenGov?
• Over 2,200 governments are powered by OpenGov.
• OpenGov's mission is to Power More Effective and Efficient Government.
• OpenGov Employees have served in public sector positions for over 300 years,
collectively.
• OpenGov has analyzed over $10 Trillion in expenses and revenues through its
online platform.
• OpenGov's multi -tenant architecture provides maintenance -free updates so users
can always leverage the most modern technology, including every new feature
and product release, regardless of underlying IT infrastructure.
• OpenGov is made in America. Our expert U.S.-based Product and Go -to- Market
professionals envision, build, and deploy this market -leading solution, leveraging
the best technology available.
Relevant Awards
OpenGov has received the following Global Technology Recognition:
• Named to 2019 GovTech 100 List
o OpenGov received the honor of placing on the 2019 GovTech
5
107
Q OPENGOV
o 100 because of our unique ability to work with any government in the
country, regardless of their current technology platform. OpenGov is the
only public -sector software that can uniquely map to government's Chart
of Accounts while also integrating with various non -financial data sources.
• Gartner Recognition
o Gartner has named OpenGov as one of three Cool Vendors for
Government. The winners offer government CIOs cloud solutions to
quickly acquire and deploy services for workforce collaboration and citizen
engagement, open financial data, and case management.
o OpenGov's Software -as -a -Service is delivered through Amazon Web
Services ("AWS"), a Gartner Magic Quadrant Industry Leader.
• World Economic Forum Technology Pioneer Award
o OpenGov was selected from among hundreds of companies by a
professional committee of 68 academics, entrepreneurs, venture
capitalists, and corporate executives as a Technology Pioneer.
o Past recipients include Google (2001), Mozilla (2007), Kickstarter (2011),
and Dropbox (2011).
Press
Below are a few examples of how OpenGov has recently been featured in the news and
online press:
• "Mayor Mike Purzycki Launches New Online Government Information Portal" -
FirstStateUpdate. com (August 2019). "OpenGov provides enormous benefits to
our government and for the people of Wilmington," said Mayor Purzycki. "Our
efforts to become a more efficient and accountable government will be assisted
by citizens knowing more about the inner -workings of their government. OpenGov
makes greater citizen involvement possible by making more information available
about budgets, capital projects and ow spending is tied to strategic goals. Citizens
should have the opportunity to develop more informed opinions about
government policies, laws, programs and services. We have moved into a new
age of information sharing in Wilmington and that's how it should be."
• "New Online Tool Shows Measure T Spending In Murrieta" - Patch.com (July
2019). "These numbers tell a story about our community," Summers said. "They
can show how we're changing, how we are addressing local needs, how we're
listening to residents. They help us connect."
• "CSU Launches Transparency Portal to Provide Additional Financial Access" -
scvnews.com (May 2019). "The CSU is committed to ensuring that Californians
know how resources entrusted to the university are managed," said CSU
Executive Vice Chancellor and Chief Financial Officer Steve Relyea. "To that end,
the university strives to be transparent in all its dealings with students, faculty,
staff, alumni, the community and businesses. This new portal will provided
11
Q OPENGOV
expanded access to financial information as well as additional context and
detailed explanations."
• "East Providence chooses The OpenGov Cloud" for budgeting, performance,
communications, and reporting," - EostProvidence.com (April 2019). Mayor Robert
L. DaSilva said, "To us, it was clear OpenGov was the most robust solution on the
market. OpenGov's ability to provide budgeting, performance, reporting and
transparency capabilities in an easy -to -use platform is second to none."
Leadership
OpenGov's advisors consist of leading experts from the technology, financial, and public
service sectors, including John Chambers (Former CEO of Cisco Systems), George Shultz
(Former U.S. Secretary of State, Treasury Secretary, and Director of OMB), Lawrence H.
Summers (Former U.S. Treasury Secretary), and Byron Dorgan (Former U.S. Senator from
North Dakota).
BOARD OF DIRECTORS
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JOE LONSDALE MARC AND REESSEN JOHN CHAMBERS KATHERINEAUGUST-DOWILDE ZAC BOOKMAN
Co-Founder8 Chairman Bs ir^ Wn-.hp., Bunn: verl Ln Esrarc Nlz?mher Co -Founder & CEO
BOARD OF ADVISORS
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The senior leadership team at OpenGov oversees both the development of OpenGov's
products and the successful implementation and management of OpenGov's software for
each customer. The team possesses an average of over 18 years of industry experience
and will work closely with a dedicated Project Manager, Customer Success Manager, and
Customer Success Administrator, who provide support on a day-to-day basis.
OpenGov has successfully served over 2,200 governments. As described above, our
leadership team consists of individuals with deep experience in the technology sector, in
business, and most importantly in government finance.
109
The OpenGov Cloud- is the only integrated cloud solution for budgeting, performance,
communications and reporting. This multi -tenant Software -as -a -Service ("SaaS") solution
connects stakeholders to the budget process, engages them for real-time feedback,
accurately forecasts personnel costs, and integrates with key government systems,
resulting in improved outcomes, enhanced internal efficiencies, and more time for
strategic planning.
Budget
Management
Development
Budget Book Publication
Adopt Historical Reports
Reporting
Collabora,obli,,t4mn
Budget Fund Balance Reports
Workfo
Budget vs. Actuals
Budget Book
Report
Interactive Stories
The Performance
Q OPENGOV
Workforce
Strategic PlaCloud'm
Outcome Reports
Planning
Open Tow
Dashboards
Online Engagement
Key
Transparency
ate
Engage
Performance
an
Stakeholders
Dashboards
Data Integrations
/
Integrated Budgeting and
Performance
Leverage OpenGov's integrated online
solution to aggregate and synchronize
financial and non -financial data.
Streamline and transform your budget
process from the initial stages of
strategic planning and personnel
forecasting on through final publication
while enabling collaboration throughout.
Plan and manage your strategic
initiatives by capturing priorities, tying
budgets to initiatives, identifying key
outcomes, and engaging stakeholders.
Build Trust With Effective
Communication
Engaging with constituents and
stakeholders is critical to every public
agency's success. With OpenGov,
leaders can analyze and communicate
complex topics and decisions in a simple
manner anyone can understand.
Agencies are able to build trust with
colleagues and residents by gathering
input on key initiatives and aligning
budget and the strategic plan to both
performance objectives and public
expectations.
110
E:?
A Central Hub For Internal and External Stakeholders
Bring your financial and non -financial data together in one place. Automatically connect
your ERP, Excel, HRIS, public safety, 311, and other data sources to The OpenGov CloudT1,
ensuring data integrity across the organization. Quickly create and publish content, easily
incorporate feedback, and inform and improve your interaction with internal and external
stakeholders to strengthen public trust and achieve your communications objectives.
Streamline your budgeting process
Save time and build a better budget by
collaborating across departments with
an integrated cloud -based solution
complete with built-in, editable
formulas.
Communicate Clearly
Create, publish and share content
quickly and easily with dashboards,
images, maps and more. Share via
social media, email or your website
Plan Effectively, Together
Connect all stakeholders to your
budgeting, performance,
communications, and reporting
processes.
Broaden Public Participation
Supplement public hearings with
online surveys and virtual town halls.
Gather feedback from residents by
reducing the barriers of involvement.
Tie your Budget to Performance
Centrally track and analyze how
budget dollars impact your
organization's top priorities.
Focus on Outcomes
Establish goals for departments,
programs, or initiatives, and track
relevant KPIs to evaluate spending,
performance, and progress.
Act on Analysis
Gain at -a -glance insights with
dashboards, take action with
customized alerts, or dive into the
details for deeper analysis.
Increase Accountability
Publicly demonstrate progress on
projects and strategic initiatives
backed up by financial and
performance data.
9
111
Budgeting and performance are intrinsically connected. Today's governments must
optimize budgets to drive performance outcomes. With OpenGov, leaders can now
streamline and transform their end -to -end budgeting process, seamlessly tie budget
dollars to key organizational initiatives, and draw actionable insights that maximize
performance outcomes.
0 Strategic Goal: Safer Streets
-$70,05162
Integrated Budgeting and Performance
Leverage OpenGov's integrated online solution to aggregate and synchronize financial
and non -financial data. Streamline and transform your budget process from the initial
stages of strategic planning and personnel forecasting on through final publication while
enabling collaboration throughout. Plan and manage your strategic initiatives by capturing
priorities, tying budgets to initiatives, identifying key outcomes, and engaging
stakeholders.
Act on Analysis
Gain at -a -glance insights with dashboards, take action with customized alerts, or dive into
the details for deeper analysis. Mirror and explore your organization's financial structure
and chart of accounts. Add geographic context with integrated GIS reporting and maps.
Tie your budget to performance
Establish goals for departments, programs, or initiatives, then track relevant KPIs to keep
stakeholders updated on spending, performance, and progress.
Simplify budget book publication and workforce planning
Establish a framework for building your budget book faster and more accurately, making
the process repeatable and scalable for future cycles. Easily add new positions and their
associated costs with pre- configured templates.
10
112
Bring it all together
Synchronize your financial and non -financial data with an efficient, reliable, and
automated solution for connecting your ERP, Excel, HRIS, public safety, 311, and other
data sources to the OpenGov Cloud".
Collaborate More Effectively
Save time and build a better budget
by collaborating across departments
with an integrated cloud -based
solution. Comment on proposals and
engage with colleagues in logged
online conversations that won't get
lost in your inbox.
Track performance collaboratively
Hand efficiently across your entire
government. Comment on key
reports and engage with colleagues
across multiple teams.
Improve Decision -Making
Visualize trends and model the
Transform complex financial and
impact of proposed budget changes,
H performance data into actionable
providing the needed context for
insights and have the answers you
budget decisions.
need at your fingertips.
Save Time
Easily seed the budget by importing
last year's actuals. Enable finance Quickly create dashboards that are
staff and budget owners to adjust or printer -friendly by default for beautiful
add proposal line items in real time > reports that streamline meetings and
on their own with a simple and reduce cumbersome manual extracts.
intuitive user interface.
Use Cases
• Budget Development
• Multi -Year CIP Planning
• Budget Book Publication
• Workforce Planning
• Budgetary Reporting
• Budget Adjustments
• Performance Dashboards
• What -If Scenario Analysis
• Strategic Initiative Tagging
✓ 50% less time to create
your budget
✓ 1% typical re -allocation of
total budget to higher
priorities
✓ 80% less time spent on
budget reporting
113
Build Trust Through Effective Communication
Engaging with constituents and stakeholders is critical to every public agency's success.
With OpenGov, leaders can analyze and communicate complex topics and decisions in a
simple manner anyone can understand. Agencies are able to build trust with colleagues
and residents by gathering input on key initiatives and aligning budget and the strategic
plan to both performance objectives and public expectations.
Focus on outcomes
Establish goals for departments, programs, or initiatives,
then track relevant KPIs to keep stakeholders updated
on spending, performance, and progress.
Communicate clearly
Create and share content easily and quickly. Use a
simple, drag -and -drop page builder to combine your - data with images, dashboards, maps, and narrative
context. Present complex information in a way that's
easy for anyone to understand. Share via email, social
media, or through your agency's website.
Capture feedback online, -
at meetings or on -the -go 4„
Record feedback from residents, colleagues, and other
stakeholders at any moment through online surveys,
virtual town halls or mobile forms.
Increase accountability
Publicly demonstrate progress on projects and strategic .!�„
initiatives. Show results anyone can understand by
uniting financial and performance data and adding
valuable context.
12
114
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Control the Message
Transform complex financial and performance data into actionable insights and
communicate them with your internal and external stakeholders.
Present complex information that all parties can understand
• Keep internal and external stakeholders updated on performance and aligned
around high-level strategic goals.
• Gain at -a -glance insights with dashboards, take
• action with customized alerts, or dive into the details for deeper analysis.
• Simplify performance reporting through printer -ready dashboards for beautiful
reports that streamline meetings and reduce cumbersome manual extracts.
Broaden citizen engagement
Supplement public hearings with online surveys and virtual town halls that are easy and
convenient. Gather broader feedback from residents by reducing the barriers of
involvement.
Inform capital project plans
Take the guesswork out of big -ticket items while fulfilling public input requirements for
grant applications. Reach out and gather feedback from your constituents to improve
buy -in and achieve better results.
Reduce intimidation and undue influence
Civility monitoring and flexible registration options promote respectful interactions that
encourage participation and help filter out distortion from the "usual suspects."
13
115
Achieve your communications objectives
Bring your data together in one place, quickly create and publish content, and easily
incorporate feedback. inform and improve your interaction with the community to
strengthen public trust.
Use Cases
• Internal Reporting
• Satisfaction Surveys
• Capital Project Plans
• Initiative Communication
• Performance Dashboards
• Citizen Ideas/Feedback Portal
• Participatory Budgeting
✓ Share the data behind
the news
✓ Better project planning
✓ Social media impact
"OpenGov has changed this entire process, giving me back my life
and opening up enough time for me to focus on other priorities for the
city. Gone are the days of digging around in spreadsheets and
enduring lengthy proposal submission cycles"
Connie Maxwell, Budget Director, City of Burnet, TX
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City of Farmersville, T
District of Columbia
City of Fort Lauderdale, FL
County of Nobles, MIN
City of Rockport, Tx
Town of Prov�ncetown, MA
14
116
Who We Are
Mission -Driven Trusted Innovative Experts
PDweringmDreeffertiveand Dvar2,200public agencies Easy-to-use,hest-in-class,and Over 300yearsofpuhlic
accountablagwernment IeverageOpenGovtechnakrgy intuitivacIDud software sectarexperienceanStaff
OpenGov Implementation is optimized for:
Rol
Know ledge
€mpowerment
Our cloud5aa5technology allows for quirk implementation an d free, co ntinuous
s oftware u pdateswithout the need for IT i ntervention o r lengthy u pgrades in order
to have the latest release. Our product is purpose- built forgovernments so you
can enjoy a pre -configured platform engineered forth nuances ofgovernment
right outofthebox.
0urteam delrversvalueduring deployment by s houldering m anualvr ork like data
validation and excelspreadsheetsvrhilefacusing on teaching you hovrtomost
efficiently use and maintain the platform.
Th a Op en Gov d eplayment focuses on k nowledge transfer s o yo u and your team are
trafinedtovrork effirientiywithinthe platfarm.
Ou r j ab. ista em power you within theOpenG ov p latform to ovrn an d administer
yo u r d eploymentw ithoutthe n eed iar IT o r additional resources.
Why work with us?
Your success as a customer is OpenGov's top priority. OpenGov customers receive a
tailored deployment offering following standard methodology informed by implementing
our software at more than 2,200 government entities. As a customer, you can leverage
the knowledge of an OpenGov team comprised of former government finance directors,
chief information officers, budget and performance analysts, and Software -as -a -Service
(SaaS) professionals to arm you with insight, expertise, and industry -leading best practices
enabling you to drive efficiency and outcomes for your organization.
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117
Partner
We p a rtner with yo u to
understandyour unique needs
and use cases to determine
the optimal approach for
implementing 0penGov.
Deployment Methodology
flepfay
We have a standardized
deployment approach
informed by best practices.
Own
Wesupportyou inthe
long-term with a Customer
Success Manager and
Technical Support Team.
TransfarFin
Ube he Ipyou leverage
the efficiencies and
collaborative nature of
our product to evolve
how your team works.
Resources and Support
As an OpenGov customer, you are supported by our Customer Success team from
deployment through adoption and beyond. When you contact OpenGov, your first point of
contact will be a real, live person. OpenGov provides best -in -class standard support
resources such as telephone, email, and an online portal as well as additional support
channels like webinars, user groups, a resource center, and a thriving community of tips
and best practices provided by your peers.
• Technical Support: Our team of highly trained support analysts are available to
solve any issues you have with any part of your solution within the OpenGov
Cloud.
• OpenGov Community: OpenGov has a safe and secure online community for
government professionals to connect with their peers, share their experiences,
and learn best practices.
• User Groups: Our subject matter experts host regular user groups online and
in -person. Learn from the pros and your peers!
• Resource Center: We provide you with articles and videos to enhance your
learning and education of OpenGov.
• Free Webinars: As a customer, you can look forward to engaging and informative
webinars. Get a crash course in performance management or learn about the
latest features of your OpenGov software.
• Live Chat: Contact support seamlessly while using the product through our live
chat feature staffed by the Customer Success team.
ID
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How to work with us
These are some of the typical roles involved during deployment:
• Project Manager: the primary point of contact for OpenGov during the
implementation.
• Finance/Budget Director: partners with OpenGov team to outline applicable
budget processes.
• IT Dept: provides the necessary data for OpenGov implementation.
• Communications: partners with OpenGov to lay out best strategy for launching to
stakeholders.
• Subject Matter Experts: partners with OpenGov daily to execute the tasks and
become a subject matter expert in OpenGov.
"We view OpenGov as a strategic partner. They've taken the time to
listen to what we wanted and built a true partnership with us. Their
responsiveness and collaboration is impressive. "
Maria Zuniga, Business Improvement & Performance Administrator, Bernalillo
County, NM
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119
"Many companies can do the tools and tech; however, it is rare to find a company like
OpenGov who does so while staying in touch with its customers, truly listening to its
customers' needs, and adding the appropriate staffing at all levels of management and
function to improve both the product offerings and the customers' experiences."
Lisa Desmarais, IT Director of Kenton County, KY
"The communications between our staff was more like fellow co-workers instead of a
Vendor and Client relationship. At all times [our consultant] was open and handled our
requests with a great deal of professionalism and a 'Can Do' attitude. We were quite
impressed with [our consultant's] understanding and experience with systems that we
use."
Srikanth Karra, CIO of Birmingham, AL
"We view OpenGov as a strategic partner. They've taken the time to listen to what we
wanted and built a true partnership with us. You don't see that at other software
companies —especially bigger software companies like SAP where we never would get
that interaction. Their responsiveness and collaboration is impressive."
Maria Zuniga, Business Improvement & Performance Administrator, Bernalillo County,
NM
"In all my years working in public accounting and government work, I've never had a
contract that I got more out of than what I was told I would get. Usually you get
disappointed with contracts, but OpenGov way exceeded my expectations."
Klarryse Murphy, CFO, County of Ravalli, MT
"We have saved over 90% of our time preparing reports, with OpenGov we can show
citizens how we are being fiscally responsible with their tax dollars."
Kimberly Ruesch, Administrative Services Manager, Washington City, UT
"I brought up our OpenGov site in a Council Meeting when discussing an increase in real
estate taxes. Within seconds, I had a pie chart and we brought facts to the conversation.
With that measure passed, we were able to add four firefighters, keeping our response
times to a minimum."
Brian Dehner, City Administrative Officer, Edgewood , KY
"OpenGov has absolutely made us more proactive in looking at data and attacking the
data, instead of saying, `It's too big."'
Andrew McCreery, Finance Director, Mt. Lebanon, Pennsylvania
"With OpenGov I think a huge part of the value proposition is integrating multiple data
sets through one aggregation tool. It's really about helping us understand not only how
the dollars are spent, but what sort of value is being delivered back to residents through
IRV
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the services that we provide ... it's one thing to see the financial information and analyze it;
it's another to see that side -by -side with indicators to show how our service levels are
changing over time. So that's really the power of OpenGov."
Micah Intermill, Budget Director, Minneapolis, MN
"I knew people were hungry for information and needed a one -stop shop for real-time
disaster response and recovery details. I feel relieved that we were able to leverage
OpenGov to communicate with our citizens so they were less scared in the midst of the
emergency"
Janelle Galbraith, PIO, Redding, CA
"The core of what we're trying to do (with Open Data) is drive better outcomes out in the
community and enable better decision -making at the executive level."
Adam Dondro, Chief Information Officer, California Health and Human Services Agency
"(Open Data) is flexible, it's scalable, it's interoperable, and that provides us with a
platform to make our data the most useful as possible"
Michael Valle, Manager, Tech. Policy & Planning, California Office of Statewide Health
Planning and Development
"Without data, decision -makers are pretty much blind to what's going on. With OpenGov,
they can ask and answer questions right from their desktops without a team of analysts
with them."
Robert P. David, Director, OSHPD
"When we transmitted the info to [our citizens] with OpenGov, it provided a better
educated question that came back to me versus `what's your general fund balance?' or
`what's your revenue and expenditures.' The questions became `why are you spending so
much on this?' So it's given me a better sense of what the community's real issues were."
George Rodericks, City Manager, Atherton, CA
"Budgeting is easier than it's ever been for me. With Budget Builder, I don't have to
recreate the wheel every single year."
Judy Smith, Finance Director, Jackson County Water and Sewage Authority, GA
"The number one benefit that we got and we saw immediately is this process of one
budget, one government, one team ... The reason why [OpenGov] is a game changer is ... it
establishes clarity. You can see a result, you can go back and you can make a change. I
was able to get $2M back in our budget immediately."
Janet Dutcher, Finance Director, Mono County, CA
"The OpenGov team — they are amazing ... They did a fabulous job — within 18 hours
—getting us setup with every single account code we could have possibly needed."
Dianna Honeywell, Finance Director, Diamond Bar, CA
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"The responsiveness was incredible. They always had an answer for us and were always
open to recommendations and suggestions. I was just blown away by their level of
professionalism and knowledge of the system."
Dannette Allen, Management Analyst, Diamond Bar, CA
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C ity of Tukwila Request for Propr sett, for Budgel Software Solution
Exhibit A — Acceptance of Terms and Conditions of AFP
ACCEPTANCE OF TERMS AND CONDITIONS
It is the intent of the City to contract with a private Vendor_ All Vendor rapresantations, whether vernal, g raph ical
or written, will be relied on by the City in the evaluation of the responses to this Request far Proposal_ This
reliance on the Vendor's represented expertise is to be considered as incorporated into any, and all, formal
Agreemants between the parties.
Print the wards 'NO EXCEPTIONS" here NO EXCEPTIONS fihere are no exceptions
taken to any of the terms, conditions, or specifications of these Fequest for proposal documents -
if 8tefe are exaejtions to any of these tomm. our tiom, orspedkations oftww request for proposal documents, they
must be ctearly stated in the table below ('RFP EXCEPTIONS") and returned with your proposal in the
appropriate section_
If you provided a sample copy of your contract(s), you still need to identify 1n thls document, "RFP
EXCEPTIONS', any and all exceptions you, have to the City's Terms and Condifio ns.
Company
Opan3ov. Iric.
Authorized Individual Name and Title
Paul H. Denton, CFO
Telephone
(850) 336.7167
Email
balter o en ouaorn.
Address
9M Charter Street, Redwood City. CA94063
AUTHORIZED SIGNATURE f
DATE
RFP EXCEPTIONS
Add any additional line items for exceptions as necessary and reference any explanatory attachments
within the line item to which it refers.
REFERENCE
SECTION
REASON
ALTERNATE APPROACH
3
21
Page 19
123
City of Tukw4a FRequ9st for Propp5819 fQr Budged Software Sohatipn
Exhibit B — Non -Collusion Certific W
NON -COLLUSION CERTIFICATE
STATE OF
COUNTY of C'
The undersigned, being duly swam, deposes and says that the person, firm, assoclaflon, co -partnership
or corporation herein named, has not, either diractly or indirectly, entered Inlo any agreement, participated in
any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation and
submission of a proposal to the City of Tukwila forconsideration In the award of a oorltractan the improvement
described as fallow&.
OpenGov, Inc.
(Nam of Furn)
By:
(AutgpFiE d signature)
Title_ Chief Firtancial Officer
SU_B_p RIBED AND SWORN TO before Me on this L± day of
Notary Publio G�
My commission expires; `
SEAL:
1ACH CARELIK
QOMM. a2307231
Maly PtM19 - i�alilamla
Sa
ri Malea COWN
Comm, C. 1 24 i
Page 110
124
22
Please refer to the attached spreadsheet.
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125
E)OPENGOV
Statement of Work
City of Tukwila, WA
OpenGov Full Cloud
Created By TJ Isselhard
SOW Creation Date 01/21/20
Version: 3
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24
1. Objective
1.1. Summary
This Statement of Work ("SOW") identifies services that OpenGov, Inc. ("OpenGov") will
perform for City of Tukwila, WA ("Customer") pursuant to the order for Professional
Services agreed to by the parties ("Order Form") which references the Software Services
Agreement or other applicable agreement entered into by the parties (the "Agreement").
OpenGov will enable and support the Customer to deliver on the Scope of Work outlined
below. The objective of this Statement of Work is to define the scope, activities, roles and
responsibilities, and timeline necessary to successfully execute this deployment project.
This project aims to implement the OpenGov Full Cloud for the Customer to enable
effective and accountable governing. This SOW defines the scope and deliverables for a
successful implementation of the OpenGov Cloud.
1.2. Solution Overview
Customer currently uses Tyler Technology - Eden for its financial, human resources,
payroll, and utility billing modules. Customer currently uses a combination of Excel and
Word (Office 365) to draft the biennial budget and capital improvement plan. Customer
also utilizes Synario for forecasting and modeling. Customer seeks a "commercial off the
shelf', configurable, packaged solution(s) that meet its core requirements with minimal
modifications.
This SOW defines the scope and deliverables for a successful implementation of the
OpenGov Full Cloud, a budgeting and performance tool that enables reporting, workforce
planning, and transparency tools. OpenGov also defines in this SOW the creation of a
Certent Budget Book as part of this implementation and defines the associated
deliverables.
2. Scope
2.1. Project Scope
The project scope includes the following services and deliverables. Any items not
specifically included in scope will be considered out of scope.
OpenGov will provide Professional Services to implement the OpenGov Full Cloud. The
below Phases and their associated tasks are organized based on Customer's solution.
Phases and tasks may start concurrently or prior to the previous Phase's tasks.
Phase 1: Kickoff and Project Planning Phase
• OpenGov to work with Customer to hold a Project Kickoff and create a Project
Plan.
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Phase 2: Chart of Accounts (CoA)
• Customer will provide OpenGov with source data for CoA.
• OpenGov will configure the CoA in OpenGov Platform for functional review
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 3: Budget and Performance
• OpenGov will work with Customer to configure Management Reporting,
Performance Measures, Budget Builder, Workforce Planning, and Financial
Integration.
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 4: Transparency
• OpenGov will work with Customer to configure Stories and Open Town Hall.
• OpenGov will train Customer administrator on these functionalities and secure
Customer sign off.
Phase 5: Certent Budget Book
• Upon further discussion with Customer, OpenGov will provide a Statement of
Work specifically for delivery of the Certent Budget Book.
Phase 6: Project Closure
2.2. Deliverables
Functionality
Chart of Accounts
Management
Reporting
Deliverables
• Review and feedback of Customer's source system chart of
accounts
• Chart of accounts functional build and review
• Chart of accounts configuration and peer review
• Administrator training
• 4 Standard Reports (Annual, Budget to Actuals, Change in
Fund Balance, and Transactions)
• 1 department -specific budget to actual report
• 1 custom report (stipulated by the Customer)
• Standard saved views for each report
• Up to 10 years of data
• Administrator training
• Creation of launch plan
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• End user training/presentation (depts, council, etc.)
• Review of best practices for launch
• Launch
Performance
•
Metrics Conceptualization sessions for 2 programs from 2
Measures - Design
departments
•
Program Inventory document for 2 departments
•
Up to 6 non -financial reports
•
1 department dashboard containing tiles for the 2 programs
above
•
OpenGov recommends building the following tile types,
0 2 Financial
0 4 Output or Outcome
0 2 Efficiency (cost for doing something)
•
SFTP dataset integration of up to 3 .CSV datasets
•
Administrator Training
•
Creation of launch plan
•
Review of best practices for launch
•
•
Launch
Up to 2 story conceptualizing sessions
Stories
•
Up to 2 Stories
•
Administrator training
•
External communication resource packet
•
Creation of launch plan
•
Review of best practices for launch
•
Publish the created stories
Open Town Hall
•
Site setup and Forum theming
•
Development of 1 topic
•
List of recommended 5 topics
•
Administrator Training (f/k/a Product orientation, includes
civility monitoring)
•
Self Service promotional resources (sample press release,
tips & tricks)
•
Assistance with first topic launch
Financial • Integration of budget and actuals, with transaction level
Integration detail up to 10 years
• Single system connector
• Design, map, and validate data from the system.
• Administrator training
• Ongoing monitoring and alerts
Budget Builder - Full • Builder Builder setup
Cycle • Up to 2 budgets (i.e. Operating & capital)
• Creation of up to 5 proposals per budget
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• 2 Reports (Budget to Actuals & milestones)
• Project continues to Adopted Budget
• Administrator training
• Up to 3 kick off trainings to departments
• Creation of launch plan
• Review of best practices for launch
• Launch
• Budget end user and Administrator assistance throughout
Budget Development and Adoption
Workforce Planning • Initial configuration based on Customer provided
documentation and cost elements
• 1 Workforce plan
• Data formatting and loading
• Validate calculations
• 1 authorized position list report
• 1 total compensation detail report
• Administrator training
• Administrator guide
Total Prepaid Hours 327 hours
2.2. a. Budget Book
• Certent Budget Book will include a separate Statement of Work. If chosen for
further discussions with Customer, OpenGov will scope and provide the Statement
of Work for this delivery which will be owned by the Certent professional services
team. OpenGov's estimate for pricing for Services is on the Exhibit C spreadsheet
that comes with our response but will need to be scoped.
2.3. Assumptions and Exclusions
• The concept of Prepaid Hours means that the Customer is purchasing a package
with a set number of Professional Service hours to achieve the outlined
deliverables. The hours are based on OpenGov's best estimate given reasonable
assumptions outlined in section 4.2, Project Responsibilities. These hours should
be adequate to achieve the deliverables, however if they are not, the Customer
will need to purchase additional hours.
• Hours estimated above are for deployment of outlined deliverables. Any leftover
hours may be utilized for additional professional services activities dictated by the
Customer.
• For the Financial Integration,
o The data will be linked to the Customer's chart of accounts.
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o OpenGov will perform the validation for data accuracy for the Integration,
working jointly with the Customer team to approve the Financial
Integration data.
o OpenGov will require assistance from the Customer to understand source
system specific customizations and configurations when building the data
extract.
o If the integration is with Central Square, the Customer is responsible for
getting data from Central Square system.
• If there is an FTP integration of 3 .CSV datasets,
O The data will NOT be linked to the Customer's chart of accounts.
o The Customer will perform the validation for data accuracy for the
Integration.
o Customer will perform the data extraction from the source system and
automate it to be dropped in OpenGov FTP location.
3. Schedule
OpenGov will schedule resources for this project upon signature of the Order Form.
Unless specifically noted, the OpenGov assigned project manager (as identified below or
such alternate designated by OpenGov, the "OpenGov Project Manager") will work with
Customer to develop the project schedule for all requested deliverables under this SOW.
OpenGov reserves the right to adjust the schedule based on the availability of OpenGov
resources and the deliverables provided by Customer.
Example Timeline
Functionalities
Phase 1: Kickoff
Phase 2: CoA
Phase 3: Budget and
Performance
M1
W1 W2 W3
7
M4
M2
M3
W4 W5 W6 W7 N8 W9 W10 W11 W12
M5
we
■
Functionalities W13 W14 W15 W16 W17 W18 W19 W20 W21 W22 W23 W24
Phase 3: Budget and
Performance cont'd
Phase 4: Transparency
Phase 5: Budget Book Standard I
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*subject to change based on customer priorities and preferences, and OpenGov resources
4. Project Organization
4.1. Project Team
OpenGov
OpenGov will assign a Project Manager (the "OpenGov Project Manager") upon execution
of the SOW. The OpenGov Project Manager will coordinate any additional resources
needed from OpenGov.
Customer
Customer will assign a project manager (the "Customer Project Manager") and technical
resource prior to project kick-off. The Customer Project Manager will be the primary
contact person at Customer and will coordinate all Customer resources needed to
complete the project. It is anticipated that the areas of need will be in Finance, Data
Gathering, and the IT department.
4.2. Project Responsibilities
The project responsibilities for each organization are outlined below:
OpenGov
1. Manage delivery of in -scope items in coordination with Customer.
2. Make available deliverables to Customer project team for review and verification.
3. Provide relevant technical details and documentation for data requirements for
Customer's environment.
4. Keep Customer Project Manager informed of project progress and communicate
any issues relating to the project in a timely manner.
5. Establish documentation and procedural standards for the project.
6. Review and administer project change control, as described in Section 5, Change
Control Procedures.
7. Ensure that all meetings and training sessions are attended by OpenGov
personnel, as scheduled.
8. Budget Builder files are exported as .xlsx. OpenGov may assist in formatting that
file, but cannot convert files to any other file types
Customer
1. Make available a representative to serve as the primary contact for OpenGov
Project Manager to coordinate project activities.
2. Make available appropriate representatives with the authority to review and
approve deliverables produced during the project.
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3. Make available appropriate Subject Matter Experts (SME) to support the project
needs, test integrations and provide Customer environment specific technical
details.
4. Setup firewall rules to allow incoming requests from OpenGov's proxy over
HTTP/HTTPS to Customer systems.
5. Communicate any issues relating to the project to OpenGov Project Manager in a
timely manner.
6. Provide acceptance of deliverables and Project in a timely manner.
7. If Integration services are purchased, Customer will be responsible for
making any configuration changes or modifications to Financial System (ERP)
to support integration and make available access for integration to OpenGov
software. The Customer will be responsible for ensuring that the versions of
Financial System (ERP) running on all environments remain the same across
all environments.
8. Customer will be responsible for any infrastructure required to access
OpenGov, and will maintain relevant non-OpenGov software licenses and
infrastructure needed for this project i.e. accounting system licenses. Please
note, OpenGov software is optimized for Google Chrome.
9. The Customer will be responsible for ensuring that all meetings and training
sessions are attended by personnel, as scheduled.
5. Change Control Procedures
No amendments, changes or other modifications to this SOW will be effective without a
written project change order, in the form attached hereto as Appendix 2 (a "Project
Change Order"). The Project Change Order will describe the change, the rationale for the
change, and specify any change in the charges, estimated schedule, or other terms. The
terms of a mutually agreed upon Project Change Order will prevail over those of this SOW
or any previous Project Change Orders. Such Project Change Order may require
additional charges, which will be set forth in the Project Change Order.
6. Fees and Expenses
6.1. Fees and Payment Terms
All fees and expenses will be paid in accordance with the Order Form to which this SOW
is attached. For any Project Change Orders or for any new Professional Services, fees will
be mutually agreed upon provided that any hourly fees shall be based on OpenGov's
then -current, applicable hourly rate.
6.2. Travel Expenses
All rates and fees are exclusive of work -related travel, living and other expenses.
Customer will be billed for actual expenses as incurred.
All Travel and Lodging expenses will be approved in advance in writing by the Customer
Project Manager prior to OpenGov incurring any such expenses and booking
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non-refundable travel expenses. Such expenses shall be in compliance with Customer's
travel and expense guidelines provided to OpenGov.
Unless otherwise agreed to by the parties, such travel and expenses shall not exceed
$5,000 for the work specified in this SOW. If additional travel is needed as per discussion
with the Customer, it will be mutually agreed upon and be billed as incurred.
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1. Appendix 1
Implementation Methodology
OpenGov uses an iterative methodology, with a focus on rapid implementation of a
configured system. This methodology requires a degree of focus from the Customer and
collaboration between both parties to complete work products in a timely manner.
Analyze and Gcnflgufe IND&
y
Design
1. Analyze and Design
a. Key Activities: Discovery, Design Sessions, Solution Document Review
b. Key Work Products: Data Inventory, Functional Model Build, Process Flow
Documents, Solution Document
c. Summary: Analyze and Design Phase is the first step of the
implementation project. The purpose of this phase is to define the
success criteria of the project, make design decisions based on the
functional model build, and begin gathering data that needs to be loaded
into the OpenGov platform. At the end of the Phase, a Process Flow and
Solution Document will be created that outlines how the solutions will be
implemented.
2. Configure Phase
a. Key Activities: Application and Solution Configuration, Data Load
b. Key Work Products: Solution Configuration, Peer Review
c. Summary: The Configure Phase consists of application configuration, and
solution configuration as defined in the Solution Document. OpenGov will
also load the data gathered in the Analyze and Design Phase. The Phase
ends with a Peer Review done by an OpenGov Subject Matter Expert to
confirm that the solution follows OpenGov best practices.
3. Validate Phase
a. Key Activities: User Acceptance Testing, Data Confirmation
b. Key Work Products: Data Validation, Customer Review
c. Summary: The Validate Phase starts with a review of the entire solution
with the Customer project team to confirm that all project elements have
been implemented. Once that process has been completed, the Customer
will validate that data is being represented accurately in the solution. If
any issues are found, OpenGov team will assess the issue and resolve as
needed. The Phase ends with the Acceptance of by the Customer.
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4. Deploy Phase
a. Key Activities: Administrator Training
b. Key Work Products: Project Documentation
c. Summary: The purpose of the Deploy phase is to complete the
Administrator Training process and prep for Go Live of the solution. All
project documentation will be provided at this point to the Customer
OpenGov Administrator documenting the solution configuration and any
specific process flows or user guides. At this point, the solution will be
configured and ready to Go Live to end users.
5. Own and Enable Phase
a. Key Activities: Go Live, User Training, Transition to Customer Success
Manager and Technical Support
b. Key Work Products: Project Acceptance, Transition
c. Summary: The purpose of the Own and Enable phase is to complete the
User Training process, Go Live with the solution, and begin Transition
activities to close the project. Post Go Live Support is technical assistance
with the project team and issue resolution for the solution during the two
week period after Go Live. Once this period has passed, the Project team
will begin working on transition activities to the Customer, the CSM, and
the Customer Technical Support Function. The Project closes upon the
acceptance of the project and a brief survey to provide feedback about
the experience.
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2. Appendix 2
Project Change Order
Customer:
Project:
Date
Requested:
Requested by:
Reason for Change
Scope of Change
Project Impact (Schedule and Cost)
Approvals
OpenGov
Customer
Signature:
Signature:
Name:
Name:
Title:
Title:
Date:
Date:
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This Software Services Agreement (this "Agreement") is entered into by OpenGov, Inc., a
Delaware corporation with a principal place of business at 955 Charter Street, Redwood
City, California 94063 ("OpenGov") and the customer listed on the signature block below
("Customer"), as of the date of last signature below (the "Effective Date"). This Agreement
sets forth the terms under which Customer will be permitted to use OpenGov's hosted
software services.
1. DEFINITIONS
"Customer Data" means data that is provided by Customer to OpenGov pursuant
to this Agreement (for example, by email or through Customer's software systems of
record). Customer Data shall not include any confidential personally identifiable
information.
"Documentation" means the documentation for the Software Services at the
Customer Resource Center page found at https://opengov.zendesk.com.
"Feedback" means suggestions, comments, improvements, ideas, or other
feedback or materials regarding the Software Services provided by Customer to
OpenGov, including feedback provided through online developer community forums.
"Initial Term" means the initial license term specified in number of years on the
Order Form, commencing on the Effective Date.
"Intellectual Property Rights" means all intellectual property rights including all
past, present, and future rights associated with works of authorship, including exclusive
exploitation rights, copyrights, and moral rights, trademark and trade name rights and
similar rights, trade secret rights, patent rights, and any other proprietary rights in
intellectual property of every kind and nature.
"Order Form" means OpenGov's Software Services order form that: (a) specifies
the Software Services provided by OpenGov; (b) references this Agreement; and (c) is
signed by authorized representatives of both parties.
"Renewal Term" means each additional renewal period, which shall be for a
period of equal duration as the Initial Term, for which this Agreement is extended
pursuant to Section 7.2.
2. SOFTWARE SERVICES, SUPPORT AND PROFESSIONAL SERVICES
2.1 Software Services. Subject to the terms and conditions of this Agreement,
OpenGov will use commercially reasonable efforts to perform the software services
identified in the applicable Order Form entered into by OpenGov and Customer
("Software Services").
2.2 Support. Customer support is available by email to support@opengov.com or by
using the chat messaging functionality of the Software Services, both of which are
available during OpenGov's standard business hours. Customer may report issues any
time. However, OpenGov will address issues during business hours.
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2.3 Professional Services.
(a) If OpenGov or its authorized independent contractors provides professional
services to Customer, such as implementation services, then these professional services
will be described in a statement of work ("SOW") agreed to by the parties (the
"Professional Services"). For Professional Services performed on a time and materials
basis, any pre -paid Professional Services Fees must be utilized within one (1) year from
the Effective Date. Any unused pre -paid Professional Services Fees shall be forfeited.
(b) Unless the SOW provides otherwise, all reasonable travel expenses,
pre -approved by Customer and incurred by OpenGov in performing the professional
services will be reimbursed by Customer. Travel expenses include cost of coach airfare
travel round trip from the individual's location to Customer's location, reasonable hotel
accommodations, ground transportation and meals.
3. RESTRICTIONS AND RESPONSIBILITIES
3.1 Restrictions. Customer may not use the Software Services in any manner or for
any purpose other than as expressly permitted by the Agreement. Customer shall not,
and shall not permit or enable any third party to: (a) use or access any of the Software
Services to build a competitive product or service; (b) modify, disassemble, decompile,
reverse engineer or otherwise make any derivative use of the Software Services (except
to the extent applicable laws specifically prohibit such restriction); (c) sell, license, rent,
lease, assign, distribute, display, host, disclose, outsource, copy or otherwise
commercially exploit the Software Services; (d) perform or disclose any benchmarking or
performance testing of the Software Services; (e) remove any proprietary notices included
with the Software Services; (fl use the Software Services in violation of applicable law; or
(g) transfer any confidential personally identifiable information to OpenGov or the
Software Services platform.
3.2 Responsibilities. Customer shall be responsible for obtaining and maintaining
computers and third party software systems of record (such as Customer's ERP systems)
needed to connect to, access or otherwise use the Software Services. Customer also
shall be responsible for: (a) ensuring that such equipment is compatible with the Software
Services, (b) maintaining the security of such equipment, user accounts, passwords and
files, and (c) all uses of Customer user accounts by any party other than OpenGov.
4. INTELLECTUAL PROPERTY RIGHTS; LICENSE GRANTS; ACCESS TO
CUSTOMER DATA
4.1 Software Services. OpenGov retains all right, title, and interest in the Software
Services and all Intellectual Property Rights in the Software Services. The look and feel of
the Software Services, including any custom fonts, graphics and button icons, are the
property of OpenGov and Customer may not copy, imitate, or use them, in whole or in
part, without OpenGov's prior written consent. Subject to Customer's obligations under
this Agreement, OpenGov hereby grants to Customer a non-exclusive, royalty -free license
during the Term to use the Software Services.
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4.2 Customer Data. Customer retains all right, title, and interest in the Customer Data
and all Intellectual Property Rights therein. Customer hereby grants to OpenGov a
non-exclusive, royalty -free license to, and permit its partners to, use, store, edit and
reformat the Customer Data, and to use Customer Data for purposes of sales, marketing,
business development, product enhancement, customer service, or for analyzing such
data and publicly disclosing such analysis ("Insights"), provided that in all such uses
Customer Data is rendered anonymous such that Customer is no longer identifiable.
4.3 Access to Customer Data. Customer may download the Customer Data from the
Software Services at any time during the Term, other than during routine software
maintenance periods. OpenGov has no obligation to return Customer Data to Customer.
4.4 Feedback. Customer hereby grants to OpenGov a non-exclusive, royalty -free,
irrevocable, perpetual, worldwide license to use and incorporate into the Software
Services and Documentation Customer's Feedback. OpenGov will exclusively own any
improvements or modifications to the Software Services and Documentation based on or
derived from any of Customer's Feedback including all Intellectual Property Rights in and
to the improvements and modifications.
5. CONFIDENTIALITY
5.1 Each party (the "Receiving Party") agrees not to disclose any Confidential
Information of the other party (the "Disclosing Party") without the Disclosing Party's prior
written consent, except as provided below. The Receiving Party further agrees: (a) to use
and disclose the Confidential Information only in connection with this Agreement; and (b)
to protect such Confidential Information using the measures that Receiving Party employs
with respect to its own Confidential Information of a similar nature, but in no event with
less than reasonable care. Notwithstanding the above, the Receiving Party may disclose
Confidential Information to the extent required by law or court order, provided that prior
written notice of such required disclosure and an opportunity to oppose or limit disclosure
is given to the Disclosing Party.
5.2 "Confidential Information" means all confidential business, technical, and
financial information of the disclosing party that is marked as "Confidential" or an
equivalent designation or that should reasonably be understood to be confidential given
the nature of the information and/or the circumstances surrounding the disclosure
(including the terms of the applicable Software Agreement). OpenGov's Confidential
Information includes, without limitation, the software underlying the Software Services and
all Documentation.
5.3 Notwithstanding the foregoing, "Confidential Information" does not include: (a)
"Public Data," which is data that the Customer has previously released to the public,
would be required to release to the public, upon request, according to applicable federal,
state, or local public records laws, or Customer requests OpenGov make available to the
public in conjunction with the Software Services. Confidential Information does not
include (b) information that has become publicly known through no breach by the
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receiving party; (c) information that was rightfully received by the Receiving Party from a
third party without restriction on use or disclosure; or (d) information independently
developed by the Receiving Party without access to the Disclosing Party's Confidential
Information.
6. PAYMENT OF FEES
6.1 Fees: Invoicing: Payment: Expenses.
(a) Fees. The fees for the Software Services for the Initial Term and any Renewal
Term ("Software Services Fees") and the fees for Professional Services ("Professional
Services Fees") are set forth in the applicable Order Form. Software Services Fees and
Professional Services Fees shall hereafter be referred to as "Fees".
(b) Inflation Adjustment. OpenGov shall increase the Fees payable for the Software
Services during any Renewal Term by 4% each year of the Renewal Term.
(c) Invoicing and Payment. OpenGov will invoice the Customer according to the
Billing Frequency listed on the Order Form. Customer shall pay all invoices according to
the Payment Terms listed on the Order Form.
(d) Travel Expenses. Unless the SOW provides otherwise, OpenGov will invoice
Customer for pre -approved travel expenses incurred in connection with each SOW as
they are incurred. Customer shall pay all such valid invoices within thirty (30) days of
receipt of invoice. Each invoice shall include receipts for the travel expenses listed on the
invoice.
6.2 Credit Card Customers. If applicable, Customer will provide OpenGov with valid
credit card information and promptly notify OpenGov of any changes necessary to charge
the credit card at billing@opengov.com. Please update your credit card information when
necessary. The provision of credit card information to OpenGov authorizes OpenGov to
charge the credit card for all applicable Fees plus a 3% credit card processing fee.
OpenGov processes credit card payments through a secure third party processing
partner and does not take receipt of credit card information itself.
6.3 Taxes. All Fees under this Agreement are exclusive of any applicable sales,
value-added, use or other taxes ("Sales Taxes"). Customer is solely responsible for any
and all Sales Taxes, not including taxes based solely on OpenGov's net income. If any
Sales Taxes related to the Fees under this Agreement are found at any time to be
payable, the amount may be billed by OpenGov to, and shall be paid by, Customer. If
Customer fails to pay any Sales Taxes, then Customer will be liable for any related
penalties or interest, and will indemnify OpenGov for any liability or expense incurred in
connection with such Sales Taxes. In the event Customer or the transactions
contemplated by the Agreement are exempt from Sales Taxes, Customer agrees to
provide OpenGov, as evidence of such tax exempt status, proper exemption certificates
or other documentation acceptable to OpenGov.
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7. TERM & TERMINATION
7.1 Term. Subject to compliance with all terms and conditions, the term of this
Agreement shall commence on the Effective Date and shall continue until the
Subscription End Date specified on the Order Form (the "Initial Term").
7.2 Renewal. Unless either party terminates this Agreement in writing no less than
thirty (30) days before the end of the Initial Term, this Agreement shall renew for another
period of the same duration as the Initial Term (the "Renewal Term" and together with the
Initial Term, the "Term").
7.3 Termination. If either party materially breaches any term of this Agreement and
fails to cure such breach within thirty (30) days after notice by the non -breaching party
(ten (10) days in the case of non-payment), the non -breaching party may terminate this
Agreement.
7.4 Effect of Termination.
(a) In General. Upon termination or expiration of this Agreement: (a) Customer shall
pay in full for all Software Services and Professional Services performed up to and
including the effective date of termination, (b) all Software Services provided to Customer
hereunder shall immediately terminate; and (c) each party shall return to the other party
or, at the other party's option, destroy all Confidential Information of the other party in its
possession.
(b) Deletion of Customer Data. If Customer requests deletion of its Customer Data in
writing prior to the date of termination or expiration of this Agreement, then OpenGov will
permanently and irrevocably delete Customer Data, excluding any Insights, stored by its
cloud hosting provider within ten (10) days of the date of termination or expiration of this
Agreement. Such request must be addressed to "OpenGov Vice President, Customer
Success" at OpenGov's address for notice described at Section 10.
7.5 Survival. The following sections of this Agreement shall survive termination:
Section 5 (Confidentiality), Section 6 (Payment of Fees), Section 7.4(b) (Deletion of
Customer Data), Section 8.3 (Warranty Disclaimer), Section 9 (Limitation of Liability) and
Section 10 (Miscellaneous).
8. REPRESENTATIONS AND WARRANTIES; DISCLAIMER
8.1 By OpenGov.
(a) General Warranty. OpenGov represents and warrants that: (i) it has all right and
authority necessary to enter into and perform this Agreement; and (ii) the Professional
Services, if any, will be performed in a professional and workmanlike manner in
accordance with the related statement of work and generally prevailing industry
standards. For any breach of the Professional Services warranty, Customer's exclusive
remedy and OpenGov's entire liability will be the re -performance of the applicable
services. If OpenGov is unable to re -perform all such work as warranted, Customer will be
entitled to recover all fees paid to OpenGov for the deficient work. Customer must make
any claim under the foregoing warranty to OpenGov in writing within ninety (90) days of
performance of such work in order to receive such warranty remedies.
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(b) Software Services Warranty. OpenGov further represents and warrants that for a
period of ninety (90) days, the Software Services will perform in all material respects in
accordance with the Documentation. The foregoing warranty does not apply to any
Software Services that have been used in a manner other than as set forth in the
Documentation and authorized under this Agreement. OpenGov does not warrant that
the Software Services will be uninterrupted or error -free. Any claim submitted under this
Section 8.1(b) must be submitted in writing to OpenGov during the Term. OpenGov's
entire liability for any breach of the foregoing warranty is to repair or replace any
nonconforming Software Services so that the affected portion of the Software Services
operates as warranted or, if OpenGov is unable to do so, terminate the license for such
Software Services and refund the pre -paid, unused portion of the Fee for such Software
Services.
8.2 By Customer. Customer represents and warrants that (i) it has all right and
authority necessary to enter into and perform this Agreement; and (ii) OpenGov's use of
the Customer Data pursuant to this Agreement will not infringe, violate or misappropriate
the Intellectual Property Rights of any third party.
8.3 Disclaimer. OPENGOV DOES NOT WARRANT THAT THE SOFTWARE SERVICES
WILL BE UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS
TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES.
EXCEPT AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED
"AS IS" AND OPENGOV DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY,
TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT.
9. LIMITATION OF LIABILITY
9.1 By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES,
REPRESENTATIVES, CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR
LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT UNDER ANY
CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER THEORY: (A) FOR ERROR OR
INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST OF
PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B)
FOR ANY INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR
CONSEQUENTIAL DAMAGES; OR (C) FOR ANY MATTER BEYOND SUCH PARTY'S
REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH LOSS OR DAMAGE.
9.2 By Amount. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE, CUMULATIVE
LIABILITY FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS
AGREEMENT EXCEED THE FEES PAID BY CUSTOMER TO OPENGOV (OR, IN THE CASE
OF CUSTOMER, PAYABLE) FOR THE SOFTWARE SERVICES UNDER THIS AGREEMENT
IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY.
9.3 Limitation of Liability Exclusions. The limitations of liability set forth in Sections 9.1
and 9.2 above do not apply to, and each party accepts liability to the other for: (a) claims
based on either party's intentional breach of its obligations set forth in Section 5
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(Confidentiality), (b) claims arising out of fraud or willful misconduct by either party and (c)
either party's unauthorized use, distribution, or disclosure of the other party's intellectual
property.
9.4 No Limitation of Liability by Law. Because some jurisdictions do not allow liability
or damages to be limited to the extent set forth above, some of the above limitations may
not apply to Customer.
10. MISCELLANEOUS
10.1 Logo Use. OpenGov shall have the right to use and display Customer's logos and
trade names for marketing and promotional purposes in connection with OpenGov's
website and marketing materials, subject to Customer's trademark usage guidelines
provided to OpenGov.
10.2 Notice. Ordinary day-to-day operational communications may be conducted by
email, live chat or telephone communications. However, for notices required by the
Agreement (in Sections where the word "notice" appears) the parties must communicate
more formally in a writing given by personal delivery, by pre -paid first-class mail or by
overnight courier to the address specified in the most recent Order Form (or such other
address as may be specified in writing in accordance with this Section).
10.3 Anti -corruption. OpenGov has not offered or provided any bribe, kickback, illegal
or improper payment, gift, or thing of value to any Customer personnel in connection with
the Agreement, other than reasonable gifts and entertainment provided Customer in the
ordinary course of business. If OpenGov become aware of any violation of the above
restriction then OpenGov shall promptly notify Customer.
10.4 Injunctive Relief. The parties acknowledge that any breach of the confidentiality
provisions or the unauthorized use of a party's intellectual property may result in serious
and irreparable injury to the aggrieved party for which damages may not adequately
compensate the aggrieved party. The parties agree, therefore, that, in addition to any
other remedy that the aggrieved party may have, it shall be entitled to seek equitable
injunctive relief without being required to post a bond or other surety or to prove either
actual damages or that damages would be an inadequate remedy.
10.5 Force Majeure. Neither party shall be held responsible or liable for any losses
arising out of any delay or failure in performance of any part of this Agreement, other than
payment obligations, due to any act of god, act of governmental authority, or due to war,
riot, labor difficulty, failure of performance by any third -party service, utilities, or
equipment provider, or any other cause beyond the reasonable control of the party
delayed or prevented from performing.
10.6 Severability; Waiver. If any provision of this Agreement is found to be
unenforceable or invalid, that provision will be limited or eliminated to the minimum extent
necessary so that this Agreement will otherwise remain in full force and effect and
enforceable. Any express waiver or failure to exercise promptly any right under this
Agreement will not create a continuing waiver or any expectation of non -enforcement.
There are no third -party beneficiaries to this Agreement.
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10.7 Assignment. Except as set forth in this Section, neither party shall assign,
delegate, or otherwise transfer this Agreement or any of its rights or obligations to a third
party without the other party's prior written consent, which consent shall not be
unreasonably withheld, conditioned, or delayed. Either party may assign, without such
consent but upon written notice, its rights and obligations under this Agreement to: (i) its
corporate affiliate; or (ii) any entity that acquires all or substantially all of its capital stock or
its assets related to this Agreement, through purchase, merger, consolidation, or
otherwise. Any other attempted assignment shall be void. This Agreement shall inure to
the benefit of and bind each party's permitted assigns and successors.
10.8 Independent Contractors. No agency, partnership, joint venture, or employment is
created as a result of this Agreement and neither party has any authority of any kind to
bind the other party in any respect.
10.9 Attorneys' Fees. In any action or proceeding to enforce rights under this
Agreement, the prevailing party will be entitled to recover costs and attorneys' fees.
10.10 Governing Law and Jurisdiction. This Agreement shall be governed by the laws of
the State of California without regard to its conflict of laws provisions. Exclusive
jurisdiction for litigation of any dispute, controversy or claim arising out of or in connection
with this Agreement shall be only in the Federal or State court with competent jurisdiction
located in San Mateo County, California, and the parties hereby submit to the personal
jurisdiction and venue therein.
10.11 Complete Agreement. This Agreement is the complete and exclusive statement of
the mutual understanding of the parties and supersedes and cancels all previous written
and oral agreements, communications, and other understandings relating to the subject
matter of this Agreement. No modification of this Agreement will be binding, unless in
writing and signed by an authorized representative of each party.
Signatures
Customer:
Signature:
Name:
Title:
Date:
OpenGov, Inc.
Signature:
Name:
Title:
Date:
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SUPPORT AND SOFTWARE SERVICE LEVELS
This Support and Software Services Levels Exhibit ("Support Exhibit") is to OpenGov's
Software Services Agreement (the "Agreement"). Capitalized terms not defined herein
have the meaning indicated in the Agreement and its associated Order Form(s).
I. DESIGNATED SUPPORT CONTACTS, OPENGOV COMMUNITY & CUSTOMIZATIONS:
A. "Designated Contacts" are Customer identified users acting as primary liaisons
between the Customer and OpenGov for technical support for the Software Services.
Customer shall identify and appoint no more than the number of Designated Contacts as
described in the subscribed Support Plan. Customer may be charged an additional fee for
Designated Contacts in excess of the subscribed number. Customer shall notify OpenGov
whenever Designated Contact responsibilities are transferred to another individual.
Tickets submitted by someone other than a Designated Contact will be automatically
closed and will not be acted upon.
Customer's Designated Contacts shall be responsible for:
• submitting support tickets on behalf of the Customer
• serving as the primary points of contact for communications with OpenGov
• overseeing Customer's support case activity
• developing and deploying troubleshooting processes within Customer's
organization
• resolving password reset, username and lockout issues for Customer
• providing technical staff to assist with non -Software Services issues such as
network issues
B. Customer must opt -into OpenGov's support portal ("Support Portal") (i) to receive
certain important information about updates and other changes to the Software Services
and (ii) to take other required actions relating to support and use of the Software Services.
C. The commitments under this Support Exhibit do not apply to customizations,
enhancements or other non-standard modifications to the Software Services requested or
made by Customer.
II. SUPPORT FOR OPENGOV SOFTWARE SERVICES:
A. SUPPORT PLANS
OpenGov offers three types of technical support plans for all support issues relating to
the OpenGov Software Services in accordance with Table 1:
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EVE
TABLE 1
STANDARD
GOLD
PLATINUM
"Business Hours"
Sam to 6pm Pacific
Sam to 6pm Local
Sam to 6pm Local
Time
Time
Time
Number of
Designated
Three (3)
Six (6)
Unlimited
Contacts
ISSUE SEVERITY
INITIAL RESPONSE COMMITMENT***
LEVEL**
Type of
Service Level
Service Level
Service Level
Commitment
Targets
Agreements
Agreements
One (1) Calendar
One (1) Calendar
One (1) Calendar
Urgent
Hour
Hour
Hour
Four (4) Business
Two (2) Business
One (1) Calendar
High
Hours
Hours
Hour
One (1) Business
Four (4) Business
Two (2) Business
Normal
Day
Hours
Hours
Two (2) Business
One (1) Business
One (1) Business
Low
Days
Days
Day
** The Issue Severity Levels are defined in Section II-A-1 below.
*** OpenGov will use commercially reasonable efforts to respond (via OpenGov's Normal
Support Channels) to each support issue reported by the Customer within the applicable
response time described in the table above, depending on the applicable severity level.
"Business Days" are Monday -Friday, excluding holidays.
1. Issue Severity Level Definitions
Severity Level Urgent: Customer experiences complete loss of use of the Software
Services, meeting the definition of "Unavailable" in Section II-B-1 below and no procedural
workaround exists, thereby blocking a Customer's business operations.
Severity Level High: Customer experiences a severe defect or configuration issue with
the use of the Software Services and no procedural workaround exists, thereby causing a
high impact to Customer's business operations (excluding Software Service failures that
qualify as Severity Level Urgent).
Severity Level Normal: Customer experiences a problem where the use of the Software
Services are partially reduced, thereby causing a low -to -medium impact to Customer's
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business operations. A procedural workaround exists (excluding Software Service issues
that qualify as Severity Level 1 or High).
Severity Level Low: Routine Software Service support requests relating to issues where
the use of the Software Service is negligibly reduced thereby causing a no -to -low impact
to a Customer's business operations (excluding Software Service issues that qualify as
Severity Level Urgent, High or Normal).
2. Assignment of Severity Levels: OpenGov will determine the Severity Level assigned to
each support issue in its reasonable discretion, but taking into consideration the Severity
Level input by Customer.
B. SERVICE LEVELS
1. Uptime Commitment
The Quarterly Uptime Percentage for the Software Service will be ninety-nine and
nine -tenths percent (99.9%) (the "Uptime Commitment"). Subject to the exclusions
described in Subsection II-B-2 below, "Quarterly Uptime Percentage" is calculated by
subtracting from 100% the percentage of 1-minute periods during any quarterly billing
cycle (i.e., 3 calendar months) in which the Software Services (are) Unavailable out of the
total number of minutes in that quarterly billing cycle. "Unavailable" and "Unavailability"
mean that, in any 1-minute period, all connection requests received by the Software
Services failed to process (each a "Failed Connection"); provided, however, that no
Failed Connection will be counted as a part of more than one such 1-minute period (e.g. a
Failed Connection will not be counted for the period 12:00:00-12:00:59 and the period
12:00:30-12:01:29). The Quarterly Uptime Percentage will be measured based on the
industry standard monitoring tools OpenGov uses.
2. Exclusions from Quarterly Uptime Percentage
Notwithstanding anything to the contrary in this exhibit, any Software Service
Unavailability issues resulting from any of the following will be excluded from calculation
of Quarterly Uptime Percentage:
2.1 Regularly scheduled maintenance of the Software Service that is communicated by
OpenGov at least twenty-four (24) hours in advance via the Support Portal. (OpenGov
typically schedules such regularly scheduled maintenance twice per month);
2.2 any issues with a third -party service to which Customer subscribes;
2.3 any problems not caused by OpenGov that result from (a) computing or networking
hardware, (b) other equipment or software under Customer's control, (c) the Internet, or (d)
other issues with electronic communications;
2.4 OpenGov's suspension or termination of the Software Service in accordance with the
Agreement and/or its associated Order Form;
2.5 the Software Service is experiencing an unforeseeable amount of user requests from
Customer;
2.6 software that has been subject to unauthorized modification by Customer;
2.7 negligent or intentional misuse of the Software Service by Customer; or
um
2.8 "Beta" or "limited availability" products, features and functions identified as such by
OpenGov.
Customer may elect to use certain billable OpenGov Professional Software Services to
resolve issues associated with the excluded areas listed in this Subsection II-B-2. Such
Professional Software Services may require Customer to complete a network assessment,
and/or give OpenGov access to Customer's network, in order to diagnose the issue.
3. Process
Customer shall notify OpenGov of any Unavailability via the Support Portal. Customer
shall provide such notification within thirty (30) days of the Unavailability event.
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