22-0802_CENTRALSQUARE TECHNOLOGIES_Agenda Report_E7City of San Juan Capistrano
Agenda Report
TO: Honorable Mayor and Members of the City Council
FROM: Benjamin Siegel, City Manager
SUBMITTED BY: Joel Rojas, Development Services Director
PREPARED BY: Ayako Rauterkus, Senior Management Analyst
DATE: August 2, 2022
SUBJECT: Amended Software Maintenance and Support Agreement with
CentralSquare Technologies for Enhancements to the City’s
Permitting Software (TRAKiT)
RECOMMENDATIONS:
1.Approve and authorize the City Manager to execute the Amended Software
Maintenance and Support Agreement with CentralSquare Technologies for
upgraded software, hosting and support services for the City’s permitting software.
2.Waive the requirement for competitive bidding in accordance with Section 3-
4.310(e) of Chapter 4 of Title 3 of the Municipal Code.
EXECUTIVE SUMMARY:
The City strives to provide members of the public with online resources to access City
services. However, this has become a challenge as the City’s current permitting software,
TRAKiT, is hosted through an antiquated platform which does not include robust
maintenance support services nor the most current and efficient features. Staff is unable
to make necessary updates for improved functionality or offer features typical of
neighboring public agencies. As such, funding has been programmed into the current
Fiscal Year 2022-23 budget to undertake an update of the City’s permitting software,
which is utilized for the processing of building permits, planning projects, engineering
projects, code enforcement cases and business licenses. Staff recommends the City
Council approve the proposed Amended Software Maintenance and Support Agreement
with CentralSquare Technologies, provided as Attachment 1, to implement its proprietary
8/2/2022
E7
City Council Agenda Report
August 2, 2022
Page 2 of 3
Community Development platform that provides a more streamlined permitting
processing and management system, a hosting platform, ongoing customer support and
upgraded features.
DISCUSSION/ANALYSIS:
Since 2006, the City has utilized TRAKiT for permit processing software. The software is
currently hosted by CentralSquare Technologies. The software enables City staff to
process applications for building permits, planning projects, engineering projects, and
business licenses, as well as track code enforcement cases and inspection results. In
order to improve functionality for both City staff and members of the public, staff
recommends upgrading the City’s current software to more efficiently and effectively
manage these critical functions by implementing CentralSquare’s Community
Development platform.
The most notable enhancement to the City’s current software provided by the Community
Development platform is the “cloud based” functionality. The current platform is hosted
by on-site servers whereas the Community Development platform will be available via an
online portal accessible from any location served by the internet, including mobile
devices. Building inspectors and code enforcement officers will have the ability to close
and open cases, track progress, and provide real-time notes in the field. Added
functionality will also be available for customers including improved electronic application
processing and real-time inspection results provided via e-mail. Additionally, the current
manual processing of notices, certificates of occupancy, expired permit notifications, etc.
would be replaced with an automated system creating efficiencies for both staff and
customers. Further, the Community Development platform would enable TRAKiT to
integrate with the City’s other third-party software, including the City’s records
management software and Finance system for streamlined payment processing.
Pending City Council approval of the proposed agreement, CentralSquare Technologies
would initiate implementation of the software and training of City staff. The implementation
process is anticipated to be complete in six to nine months. The City’s current TRAKiT
platform would be operational throughout the implementation process. Following the
launch of the new platform, CentralSquare Technologies would provide ongoing
maintenance and support services through the proposed five-year agreement term. Given
the enhanced functionality, competitive cost and user environment proposed, staff
recommends that the City Council approve the agreement with CentralSquare
Technologies for the Community Development TRAKiT upgrade.
FISCAL IMPACT:
The cost of the Community Development TRAKIT upgrade involves a one-time
implementation fee of $80,035, plus an annual subscription fee of $45,250 for five years,
with a four percent annual increase. The City’s Fiscal Year 2022-23 operating budget
includes funding to cover the initial cost of the upgrade.
City Council Agenda Report
August 2, 2022
Page 3 of 3
ENVIRONMENTAL IMPACT:
In accordance with the California Environmental Quality Act (CEQA), the recommended
action is exempt from CEQA per Section 15061(b)(3), the general rule that CEQA applies
only to projects which have the potential for causing a significant effect on the
environment. Where it can be seen with certainty that there is no possibility that the
activity in question may have a significant effect on the environment, the activity is not
subject to CEQA. Approval of an Amended Software Maintenance and Support
Agreement with Central Square Technologies for upgrades to the City’s permitting
software would not be an activity with potential to cause significant effect on the
environment and is therefore exempt from CEQA.
PRIOR CITY COUNCIL REVIEW:
• On November 7, 2017, the City Council approved an Assumption Agreement with
Superion, LLC, for services supporting TRAKiT.
• On February 12, 2009, the City Council approved an agreement with CRW
Systems for maintenance service, technical support, and software updates for
TRAKiT.
• On October 3, 2006, the City Council approved a contract with CRW Associates
to purchase and install TRAKiT.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION:
CentralSquare Technologies, LLC.
ATTACHMENTS:
Attachment 1 – Recommended Amendment to Software Maintenance and Support
Agreement with CentralSquare, Technologies, LLC.
1
AMENDMENT TO SOFTWARE MAINTENANCE AND SUPPORT AGREEMENT
THIS AMENDMENT (the “Amendment”) to the Software Maintenance and Support
Agreement by and between CRW Systems, Inc., whose interest in said Agreement has been
assumed by Superion, LLC, (“Consultant”) and the City of San Juan Capistrano (“City”) dated
February 12, 2009 (the “2009 Agreement”) and
WHEREAS the Consultant and the City entered into the 2009 Agreement to purchase and
implement the installation of CRW’s TRAKiT software solution, and
WHEREAS on June 5, 2015, CRW Systems, Inc. and SunGard Public Sector Inc.
merged into a single corporation, SunGard Public Sector Inc., and
WHEREAS, on December 21, 2015, SunGard Public Sector Inc. was converted into
SunGard Public Sector LLC, and
WHEREAS, on February 1, 2017, SunGard Public Sector LLC contributed its interest in
the SunGard contracts to Ramundsen Public Sector, LLC, and on April 20, 2017, Ramundsen
Public Sector changed its name to Superion, LLC, and
WHEREAS pursuant to an Assumption Agreement dated November 7, 2017, Superion,
LLC assumed SunGard’s (the successor to CRW Systems, Inc.) interest in the 2009 Agreement,
and
WHEREAS, in 2018, Superion, TriTech, Zuercher, and Aptean merged into a single
limited liability company, CentralSquare Technologies LLC, and
WHEREAS now the City desires to migrate their TRAKiT software solution to
CentralSquare Technologies LLC’s (“CentralSquare”) cloud-based Community Development
software system (“Community Development”), and
WHEREAS, the parties desire to amend the 2009 Agreement in order to grant City the
necessary subscription services to Community Development.
NOW THEREFORE, the parties agree as follows:
1.Subject to and conditioned on the City’s and their Authorized Users' compliance with the
terms and conditions of the 2009 Agreement and this Amendment, CentralSquare hereby
grants the City a non-exclusive, non-transferable right to access and use of Community
Development, solely by Authorized Users. "Authorized User" means Customer's
employees, consultants, contractors, and agents who are authorized by Customer to access
and use the Solutions under the rights granted to Customer pursuant to this Agreement, and
for whom access to the Solutions has been purchased.
2.Once the City is live on the new Community Development software solution, the City’s
previously acquired licenses in the TRAKiT software solution shall terminate.
3.The Subscription Services and Fees for the new Community Development solution shall
replace the existing and ongoing support and maintenance of the TRAKiT software, and
once billing for Community Development have begun, no further payments will be made
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
2
for use of the TRAKiT software once the City’s licenses in the TRAKiT software solution
has terminated as set forth in paragraph 1. CentralSquare shall continue to support and
maintain the City’s current TRAKiT products until the City is live on the new Community
Development solution.
4.The Term of this Amendment shall be for five (5) years, which shall commence on the date
that both parties have executed this Amendment. This Amendment will automatically
renew for additional successive one (1) year terms unless a notice of non-renewal is given
in writing, by either party, no less than three (3) months prior to the expiration of the
current contract term.
5.In consideration of the rights and services granted by CentralSquare to City under this
Amendment, City shall make payments to CentralSquare pursuant to the amounts and
payment terms outlined in Exhibit 1.
6.City shall not, and shall not permit any other person to, access or use the CentralSquare
Solutions except as expressly permitted by this Agreement.
7.CentralSquare will perform the Support Services outlined in Exhibit 2 using personnel of
required skill, experience, and qualifications and in a professional and workmanlike
manner. Upon Go-Live of the new hosted solution, all previous Support and Maintenance
agreements shall be replaced by the terms of Exhibit 2.
8.Implementation and conversion from the City’s current TRAKiT application to the cloud
hosted Community Development solution shall be performed according to a Statement of
Work between CentralSquare and City attached hereto as Exhibit 3.
9.All other terms and conditions of the 2009 Agreement between the parties shall remain in
full force and effect. In the event that any term contained in this Amendment shall conflict
with a term in the 2009 Agreement, the terms of this Amendment shall control.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
3
IN WITNESS THEREOF, the parties hereto have entered into this Amendment to the Agreement as
of the date first above written.
City of San Juan Capistrano:CentralSquare Technologies, LLC:
By: ____________________________
Name: ____________________________
Title:____________________________
By: ____________________________
Name: ____________________________
Title:____________________________
Attest:
By: ____________________________
Name: ____________________________
Title:____________________________
Approved as to Form:
By: ____________________________
Name: ____________________________
Title:____________________________
Jeffrey S. Ballinger
City Attorney
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
Dan Maier
CRO
4
EXHIBIT 1
Pricing and Payment Terms
PAYMENT TERMS:
1.Cloud Setup fees: Advanced SaaS Subscription Cloud Setup fees will be due upon execution
of this Amendment.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
5
2.Subscription fee: The Subscription Fees for the first year shall be due upon Go-Live of the
new hosted solution. The subscription fee for any renewal terms shall be invoiced for the full
year, in advance, on the anniversary of the Go-Live date of this Amendment. Subscription
Fees for subsequent years are subject to a 4% annual increase.
3.Annual Support and Maintenance:
i. Upon commencement of billing for the Annual Subscription Fees, Customer acknowledges
the termination of the current maintenance billing structure for any legacy products that will
be effectively replaced by modules listed in Exhibit 1. CentralSquare shall continue to provide
Customer with Maintenance of these products until the transition to a new environment is
complete, at which time Maintenance will be terminated.
ii. A credit in the amount of the unused portion of Maintenance paid by Customer, if any,
shall be applied towards Customer’s first Subscription Fee. The unused portion of paid
Maintenance will consist of the amount unused as of Go-Live date.
4.Professional Services: Professional services for Public Administration Development
services are due as incurred on a time and materials basis and invoiced regularly. All
other Professional Services are fixed fees and shall be due 50% upon execution of this
Amendment and 50% upon Go-Live.
5.Travel & Living fees: Travel and Living fees will be billed as incurred and invoiced monthly.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
6
EXHIBIT 2
Support Standards
1. CentralSquare Cloud Security Program
1.1. Access & Continuity. Logical access restrictions include VLAN data segregation, extensive deny-by-default
access control lists, and Multi-Factor authentication required for System Administration. Business continuity
is prioritized via daily encrypted backup stored offsite, virtual tape backup technology to counter loss of
physical media, and full replication to disaster recovery site, with redundancy an availability through multiple
carriers.
1.2. Security & Monitoring. SSL and IPSEC VPN with 256 bit encryption, web application firewalls, multi-layered
infrastructure model with recorded internal and external CCTV, card access control, best of breed HVAC/fire
suppression/physical security, and backed by 24-7 x 365 monitoring by a staffed operations facility for:
Intrusion detection & prevention, DDOS mitigation, and automated network incident creation and escalation.
1.3. Testing, Audits & Compliance. 3rd party internal, external, perimeter vulnerability and penetration testing.
Centrally managed patching, OS hardening program, and endpoint protection on all servers. Industry
standard compliance includes annual completion of: SSAE18/ISAE Data Center Audit, SSAE18
Operations Audit, PCI-DSS Compliance Audit, Vulnerability Testing & CVSS Audit, and Control Self-
Assessment Audit.
2. Service Level Commitments
2.1. Target. In each Service Period, the target for availability of the CentralSquare Solutions is 99.9%
(“Availability Target”). “Service Period” means 24 hours per day Monday through Sunday each calendar
month that Customer receives the CentralSquare Solutions, excluding Sundays between 12:00 AM and
12:00 PM Eastern Time for scheduled maintenance. During this time, Customers may experience
intermittent interruptions. CentralSquare will make commercially reasonable efforts to minimize the
frequency and duration of these interruptions and CentralSquare will notify the Customer if the entire
maintenance window will be required.
2.2. Support Terms. Beginning on the Execution Date and continuing for twelve (12) months thereafter (“Initial
Support Term”), CentralSquare shall provide the ongoing Support Services described herein for the
corresponding Fees outlined in Exhibit 1. Upon expiration of the Initial Support Term, ongoing Support
Services shall automatically renew, with customer paying for additional annual support periods, each a
(“Renewal Support Term”). This renewal will continue until termination of this Agreement provided that,
CentralSquare shall not give notice of termination if it would be effective prior to a period equal to two
times the Agreement’s Initial Term.
2.3. Measurement. Service availability is measured as the total time that the CentralSquare Solutions are
available during each Service Period for access by Customer (“Service Availability”). Service Availability
measurement shall be applied to the production environment, and the points of measurement for all
monitoring shall be the servers and the Internet connections at CentralSquare’s hosted environment.
CentralSquare has technology monitoring, measuring, and recording Service Availability. The Customer,
at their discretion, may also employ monitoring tools, not to override CentralSquare’s measurements for
the purposes of calculating Service Availability. Additionally, the use must be:
2.3.1.1. mutually agreed upon by CentralSquare and the Customer.
2.3.1.2. paid, installed and maintained by the Customer.
2.3.1.3. non-invasive and may not reside on CentralSquare’s systems.
2.4. Calculation. Service Availability for a given month shall be calculated using the following calculation:
2.4.1. The total number of minutes which the service was NOT available in a given month shall be
subtracted from the total number of minutes available in the given month. The resulting figure is
divided by the total number of minutes available in the given month.
2.4.2. Service Availability Targets are subject to change due to the variance of the number of days in a
month.
2.4.3. The total number of minutes which the service was NOT available in a given month shall exclude
minutes associated with scheduled or emergency maintenance.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
7
2.5. Remedy. If the Service Period target measurement is not met then the Customer shall be entitled to a
credit calculated as follows:
Service Availability in the relevant
Service Period
Percentage Reduction in Monthly Fee for
the Subsequent Service Period
Less than 99.9% but greater than or equal to 99.0% 5%
Less than 99.0% but greater than or equal to 95.0% 10%
Less than 95% 20%
2.6. If not directly reported by CentralSquare, Credit entitlement must be requested by the Customer within sixty
(60) days of CentralSquare’s failure to meet the relevant service level commitment. Customer shall not be
entitled to offset any monthly CentralSquare Solutions fee payments, nor withhold fee payments, on account
of a pending credit. Customer shall not be eligible for credits for any period where Customer is more than
thirty (30) days past due on their account. CentralSquare will provide monthly reporting showing performance
and service levels.
3. Server Performance & Capacity.
3.1. CentralSquare shall provide sufficient server capacity for the duration of this hosting Agreement to meet the
reasonable performance requirements for the number of concurrent system users provided for in this
Agreement. If the Customer requests, at some later date, to add additional CentralSquare Solutions,
increase user licenses, increase storage or processing requirements, and/or request additional
environments, these requests will be evaluated and if additional resources are required to support
modifications, additional fees may apply.
3.2. “In-network” is defined as any point between which the data packet enters the CentralSquare environment
and subsequently departs the CentralSquare environment. Any point of communications outside of the
CentralSquare protected network environment shall be deemed as “out-of-network.”CentralSquare is not
responsible for Internet connectivity and/or performance out-of-network.
4. System Maintenance.
4.1. CentralSquare Solutions maintenance and upgrades. CentralSquare will provide all hosted systems and
network maintenance as deemed appropriate and necessary by CentralSquare. Maintenance and upgrades
will be scheduled in advance with the Customer’s primary contact if they fall outside of the designated hours
set aside for this function of Sundays from 12:00AM to 12:00 PM.
4.2. Hardware maintenance and upgrades. Hardware maintenance and upgrades will be performed outside of
the Customer’s standard business hours of operation a nd the Customer will be notified prior to the upgrade.
4.3. Emergency maintenance.Emergency situations will be handled on a case-by-case basis in such a manner
as to cause the least possible disruption to overall system operations and availability without negatively
affecting system stability and integrity. CentralSquare will attempt to notify the Customer promptly, however
if no contact can be made, CentralSquare management may deem it necessary to move forward with the
emergency maintenance.
5. Incident Response. Incidents are defined as interruptions to existing
service and can range in priority from urgent to low depending on the impact to the Customer. CentralSquare
will make commercially reasonable efforts to respond to CentralSquare Solutions incidents for live
production systems using the following guidelines:
Priority
Level
Impact Description Performance Target Minimum
Performance
Goal %
1 Urgent An Incident that results in loss of Customer
connectivity to all of the CentralSquare
Solutions or results in loss, corruption or
damage to Customer’s Data.
CentralSquare will
respond within 1 hour
of the issue being
reported.
95%
2 Critical An Incident that has an adverse material
impact on the performance of the
CentralSquare Solutions or materially
restricts Customer’s day-to-day operations.
CentralSquare will
respond within 2 hours
of the issue being
reported.
95%
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
8
3 Non-Critical An Incident that does not result in a failure
of the CentralSquare Solutions but a fault
exists that restricts the Customer’s use of
the CentralSquare Solutions.
CentralSquare will
respond within 4 hours
of the issue being
reported.
95%
4 Minor An Incident that does not affect or which
has minimal adverse impact on the use of
the CentralSquare Solutions.
CentralSquare will
respond within 24
hours of the issue
being reported.
95%
5.1. Measurement. CentralSquare shall track and report on response and resolution time for application and
hosting support issues identified by the Customer.
6. Disaster Recovery. CentralSquare provides disaster recovery
services for CentralSquare Solutions. The costs for these disaster recovery services are included in the
monthly fees. In the event that a disaster renders the Customer’s data center is inaccessible or rendered
non-functional, CentralSquare will provide the ability to connect to the appropriate data center using software
provided by CentralSquare. This will allow the Customer to connect to their systems from a remote site to
the previously identified critical functions, however functionality may be diminished due to lack of access to
hardware and/or software located in the Customer’s facilities.
7. Exceptions. CentralSquare shall not be responsible for failure to carry
out its service and maintenance obligations under this Agreement if the failure is caused by adverse impact
due to:
7.1. defectiveness of the Customer’s environment, Customer’s systems, or due to Customer corrupt, incomplete,
or inaccurate data reported to the CentralSquare Solutions.
7.2. denial of reasonable access to Customer’s system or premises preventing CentralSquare from addressing
the issue.
7.3. material changes made to the usage of the CentralSquare Solutions by Customer where CentralSquare has
not agreed to such changes in advance and in writing or the modification or alteration, in any way, by
Customer or its subcontractors, of communications links necessary to the proper performance of the
CentralSquare Solutions.
7.4. a force majeure event, or the negligence, intentional acts, or omissions of Customer or its agents.
8. Incident Resolution. Actual response times and resolutions may vary
due to issue complexity and priority. For critical impact level and above, CentralSquare provides a
continuous resolution effort until the issue is resolved.
9. Service Requests. Service requests are new requests that will take
less than 8 hours to accomplish. For new requests that require additional time, CentralSquare will prioritize
these requests, and determine if extra time is needed to order equipment or software.
10. Non-Production Environments. CentralSquare will make
commercially reasonable efforts to provide non-production environment(s) during Customer business hours.
Non-production environments are not included under the metrics or service credit schedules discussed in
this Exhibit.
10.1. Maintenance. All forms of maintenance to be performed on non-production environments will follow the exact
structure and schedules outlined above in Section 3 for regular System Maintenance.
10.2. Incidents and service requests. Non-production environment incidents are considered priority 3 or 4, dictated
by circumstances and will be prioritized and scheduled similar to production service requests.
11. Responsibility Summary Matrix.
Responsibility Summary Matrix
Description CentralSquare
Responsibility
Customer
Responsibility
ASP Server Hardware management X
ASP Server File system management X
ASP Server OS upgrades and maintenance X
ASP Database product upgrades and maintenance X
ASP 3rd Party product upgrades and maintenance X
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
9
Application Update Installation
Request to install application updates X
Installation of application updates X
ASP Backup Management X
Data and or File restoration
Request to restore data and or files X
Restoration of data and or files X
Network
ASP Network up to and including the router at CentralSquare’s
location
X
ASP Router at Customer’s location X
Customer’s network up to the router at Customer’s location X
Customer Workstations X
System Performance X X
Add/Change users
User add/change requests X
User add/change implementation for System Access X
User add/change implementation for CentralSquare Solutions X
Add/Change Printers
Printer add/change requests X
Printer add/change implementation on ASP network X
Printer add/change implementation for CentralSquare Solutions X
Disaster Recovery X
Password Management X X
Application Management
Application Configuration X
Application Security Management X
Accuracy and Control of Data X
Security
Intrusion and Penetration Testing X
12. Virtual Private Network (VPN) Concentrator. If Customer’s desired
system configuration requires the use of a VPN concentrator, including
router, this will be provided by CentralSquare. It will reside at Customer’s
location but is, and shall remain the property of CentralSquare.
13. Customer Cooperation. Customer may be asked to perform problem
determination activities as suggested by CentralSquare. Problem
determination activities may include capturing error messages,
documenting steps taken and collecting configuration information.
Customer may also be requested to perform resolution activities including,
for example, modification of processes. Customer agrees to cooperate with
such requests, if reasonable.
14. Training. Outside the scope of training services purchased, if any,
Customer is responsible for the training and organization of its staff in the
operation of the CentralSquare Solutions.
15. Development Work. The Support Standards do not include development
work either (i) on software not licensed from CentralSquare or (ii)
development work for enhancements or features that are outside the
documented functionality of the CentralSquare Solutions, except such work
as may be specifically purchased and outlined in Exhibit 1. CentralSquare
retains all Intellectual Property Rights in development work performed and
Customer may request consulting and development work from
CentralSquare as a separate billable service.
16. Telephone Support & Support Portal
16.1. Hours. CentralSquare shall provide to Customer, Monday through Friday, 8:00 A.M. to 5:00 P.M.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
10
Customer’s Local Time within the continental United States, excluding holidays (“5x9”). CentralSquare shall
provide to Customer, during the Support Hours, commercially reasonable efforts in solving errors reported by
the Customer as well as making available an online support portal. Customer shall provide to CentralSquare
reasonably detailed documentation and explanation, together with underlying data, to substantiate errors and
to assist CentralSquare in its efforts to diagnose, reproduce and correct the error. This support shall be
provided by CentralSquare at Customer location(s) if and when CentralSquare and Customer agree that on-
site services are necessary to diagnose or resolve the problem. If a reported error did not, in fact, exist or
was not attributable to a defect in the CentralSquare Solutions or an act or omission of CentralSquare, then
Customer shall pay for CentralSquare's investigation and related services at CentralSquare’s standard
professional services rates. Customer must provide CentralSquare with such facilities, equipment and
support as are reasonably necessary for CentralSquare to perform its obligations under this Agreement,
including remote access to the Specified Configuration
16.2. Releases.Customer shall promptly install and/or use any Release provided by CentralSquare to avoid or
mitigate a performance problem or infringement claim. All modifications, revisions and updates to the
CentralSquare Solutions shall be furnished by means of new Releases of the CentralSquare Solutions and
shall be accompanied by updates to the Documentation whenever CentralSquare determines, in its sole
discretion, that such updates are necessary.
16.3. Case Number. Measured from the moment a Case number is created. As used herein a “Case number” is
created when a) a CentralSquare support representative has been directly contacted by Customer either
by phone, in person, or through CentralSquare’s online support portal, and b) when CentralSquare’s
support representative assigns a case number and conveys that case number to the Customer.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
11
EXHIBIT 3
Upgrade Statement of Work
Project: San Juan Capistrano, CA TRAKiT.Net to Community Development Upgrade
CentralSquare is implementing a configurable, commercially available, off-the-shelf solution. The parties mutually
agree and acknowledge this Statement of Work (SOW) is to be a planning document, not the detailed requirements or
design of the solution.
Project Start Date
Parties agree the Project Kickoff Meeting will be scheduled within sixty (60) days from the Effective Date of the
Agreement.
Scope of Project
The project includes the CentralSquare core system Community Development as detailed in the system Agreement.
Services Scope
The following outlines the proposed methodology for the project management, consulting, configuration, testing,
training, and other services work necessary for the upgrade, with all components delineated in the Agreement. Details
related to the activities for each application included in this project can be found in Appendix A.
Project Teams
Project teams from all parties will include functional experts, technical resources, and decision makers. Resource
management is critical to success, for all parties. CentralSquare and the Customer agree to make all necessary
arrangements to ensure resources are available at each stage to ensure timelines are met. CentralSquare uses a RACI
(Responsible, Accountable, Consulted, and Informed) chart to outline the expectations from each member of the
team, from all parties. A sample RACI Chart can be found in Appendix B of this SOW.
Project Management Methodology
The implementation is conducted by a cross-functional team of experts from several departments within
CentralSquare led by the assigned Project Manager. A phased approach to project management is followed to ensure
the critical services are consistent and results are achieved. Phases include:
Initiation: This phase includes the contract execution and transition to the Service Delivery team. CentralSquare may
schedule an all-team meeting to kick off the project. The kickoff meeting will include time for the project managers
from both teams to review all contractual documentation and begin the process of finalizing the integrated project
schedule.
Planning: During the planning phase, the project managers from both teams will meet to discuss all tasks and
resources necessary to successfully complete upgrade. The project team from CentralSquare will be finalized, project
governance will be established, and a communications plan will be drafted and shared with the parties.
Deliverables during the planning phase include the integrated baseline project schedule, communications plan,
resource plan, and governance plan.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
12
Monitor and Control: Throughout the project, the project managers will work together on monitoring and controlling
the overall project health. This includes regular status meetings/reports, quality reviews, managing risks/issues, and
managing resources. Project managers will work together to manage the overall timeline, scope and respective
of scope will be immediately address by Central Square and customer Project Manager.
Project governance is essential to establishing a decision making and communications model for the project. Key
stakeholders will be identified by all parties and regular status meetings will be scheduled to review the project health,
risks to timeline/budget, and issues that may block forward progress.
Deliverables during this phase include regular status reports, risk/issue log, regular stakeholder meetings, and all
project schedule updates.
Project Close Out: The final stage of the project includes the transition to the Customer Support team and the
Customer Success team. During transition, the project managers will work together to conduct an audit of tasks and
deliverables associated with the project. Any mutually agreed upon delayed deliverables will be scheduled for post go-
live and documented. Any contracted post go-live activities will be reviewed and scheduled as necessary before
transition to Customer Support.
Upgrade Methodology
CentralSquare Professional Service Consultants and Project Manager follow a standard upgrade approach divided into
stages throughout the course of the project. Several types of services and resources (defined herein) will be used
during each stage to complete the necessary steps for successful deployment of the contracted services. The Services
aligned to the upgrade may include Consulting, Technical and Installation, Data Conversion, and Training. The upgrade
methodology is a four-stage approach that includes:
Analysis: During this stage of the upgrade, if the Customer has elected to purchase the Business Process Optimization
add-
to review the current workflows of key functions the Customer is utilizing today. Decisions related to configuration
changes will be documented in the Business Process Optimization Report and/or a Decision Workbook and delivered
to the customer for review and concurrence. Where necessary, a CentralSquare Data Conversion Specialists will meet
with the data experts from the Customer and review the contracted elements for any conversion tasks included in the
contract. Deliverables during this stage may include Decision Workbooks, for newly added modules and/or the
Business Process Optimization report.
Configuration: If included in the contract, any decisions documented in the Decision Workbooks during the Analysis
stage will be completed by a CentralSquare Consultant. If configuration services are not included in the contract, the
customer will be required to complete the configuration changes to the system, after the upgrade is complete and
Customer is live on new Community Development system.
Testing: During the testing stage of the project, the project teams will work together to ensure the new application is
functioning properly. Once testing is complete, any refresher training included in the contract will begin (see the
Appendix A for an overview of training included in this project). Deliverables during the testing stage include the Go-
Live Readiness assessment.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
13
Deployment: Once the project passes the Go-Live Readiness assessment, final planning for Go-Live takes place. This
will include completing any included training, defining a communications plan for Go-Live, and defining a Go-Live
schedule that is mutually accepted. Deliverables during the deployment stage include a go-live plan, cutover schedule,
and communications plan.
Professional Services
Consulting Services: If purchased, include both interactive and independent engagements with CentralSquare subject
matter experts on the various applications and functions. Types of activities included in Consulting Services are
customer workflow analysis, application workshops, and configuration assistance. Also included in the consulting
activities are engagements aimed at supporting the customer with testing and go-live activities. More detail on the
engagement related to Consulting Services related to this project can be found in Appendix A.
A successful consultation includes multiple platforms of learning and training; therefore, the customer will provide
ample workspace in order to be successful in this type of engagement. Network connections, training facilities that
include computers, projectors, Wi-Fi access, recommended network configurations in place, and scheduling
considerations are imperative so that all who would benefit from collaboration and training may attend.
Technical Services: Technical Services include activities related to hardware installation (as necessary) and the initial
software installation of CentralSquare applications. This includes the services for the provisioning of additional
environments for the contracted applications: application environments included in this contract are Production (Pre-
Production during upgrade), and Training/Testing (where applicable).
The Pre-Production environment will become the Production environment upon Go-Live. All activities related
to configuration, testing, and training will take place in the Pre-Production environment. Prior to Go-Live,
CentralSquare will scrub the Pre-Production environment of all training and testing data and prep for
Production Go-Live.
The Training/Test environment will be provisioned in the days leading up to Go-Live in an effort to minimize
the additional work needed to keep environments aligned.
Once the Training/Testing environment has been completed, and the Production environment is live, the ongoing
maintenance for configuration alignment between the two environments will be the responsibility of the Customer.
Training Services
Utilizing a global methodology for user training across all product lines ensures the preparation, documentation, and
delivery of training is effective across all CentralSquare branded core applications, add-ons, and interfaces. Training
sessions can occur through multiple vehicles such as live-online, and e-learning on demand. CentralSquare Consultants
work with customer administration and subject matter experts to establish a training plan to include the course
objectives, schedule, location(s), and participants.
CentralSquare provides a hands-on, interactive approaches to user training: End-User and Train-the-Trainer.
End-Users are defined as employees who will access the application(s) on a regular basis to perform their
daily activities. End-User classes incorporate various functions based on realistic scenarios focused on process
using the applications inherent tools to ensure productive use of the system at and after Go-Live. Topics in
End-User courses will include data entry, searching, reporting, and application navigation.
Train-the-
CentralSquare uses a teach and teach-back approach for Train-the-Trainer to allow for our Consultants to
evaluate the Traine
CentralSquare applications.
Successful trainings rely on the customer to dedicate assigned personnel to attend sessions limiting the interruptions
of normal work duties. To ensure training is most successful the Customer will provide appropriate classrooms,
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
14
facilities, connectivity (networks and lines to data terminals), devices with system software installed, and related
equipment/materials to support each training class. With a hands-on and interactive approach to training, every effort
should be made to include one full-function workstation per student, one full-function workstation for the instructor,
necessary projection equipment, a whiteboard, and network connectivity. Every attendee should have the
prerequisite skill sets, operations knowledgebase, and dedicated time to complete follow-up tasks after the
completion of the training. See Appendix A for an overview of trainings included with this project.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
15
APPENDIX A: Application Deployment Strategies
PRODUCT:TRAKIT UPGRADE
[FROM TRAKIT.NET V2020 TO COMMUNITY DEVELOPMENT V 19.X]
Migration
The largest part of this project is the initial work to transition to the new Community Development software. This
work will include the creation of a new hosted environment that the client will transition into at go live. Below are the
tasks included in this project.
Planning:
To begin, we jointly perform a comprehensive analysis of your current processes related to core system
functionality. During the review we will document if any adjustments can help meet the most common goals of
minimizing costs and maximizing throughput and/or efficiency. In many cases, new features can be incorporated into
the existing process to achieve the best practice use of the new version of the software or a new module or
integration will also be purchased and reviewed. Significant tasks include:
Major Task Description
Business Process
Optimization
The Central Square Consultant will meet with different areas of Community Development to
review and analyze existing business processes. These sessions will be used to discover if best
practices are being utilized. All sessions will be discussions on processes relating to that area
within Community Development. Deliverable: Community Development Formal BPO Report
and Recommendations. No Configuration is included
GIS Standard Workbook
Introduction
The GIS consultant will conduct a presentation on the Standard GIS features and how this
integration can benefit your agency. The GIS Specialist will also introduce and walk the agency
Workbook Introduction(s) The consultant will introduce and walk through the workbook(s) for any added modules which
will be used to capture the existing state of the clients applicable Community Development
modules.
Data Migration Mapping The consultant will work
to be migrated into Community Development. This will be used to ensure all new source data
is mapped into the proper target data field in Community Development
Advance License
Processing Business
Process Review
The CentralSquare Consultant will meet with the department responsible for managing the
Regulatory Licensing and Renewal processes, to gain a full understanding of the business
needs. This review is used to analyze the existing processes and determine how best to
Monitor & Control:
We build a test plan specific to your system and modules and start iterative testing that continues throughout
implementation. Also, our data conversion team guides you through the data conversion process. Admin training
begins. Significant tasks include:
Major Task Description
Installation Installation of the latest version of the Community Development software will include the
This will be the pre-production
environment the customer will review prior to going live.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
16
Major Task Description
The GIS Work-Booking
Process
The Consultant will work with the client remotely across multiple sessions to refine the GIS
workbooks to a final state of acceptance.
GIS System Configuration CentralSquare Technologies configures system according to signed GIS Workbooks. Client
provides additional information as needed. No other configuration services are included in this
quote.
Python Scripting and Geo
Database Delivery
The GIS Specialist builds Python scripting by GEOTYPE (example: Parcel, Address, Street) based
on the Land Management Workbook to gather required data to populate the appropriate
Community Development database tables for initial delivery and installation at the client's site.
Upon completion of the scripting, the GIS Specialist delivers the GEO database to the Database
Specialist for inclusion in the initial delivery of the client's testing database.
Configuration Validation CentralSquare Consultant completes the Configuration Validation checklist of the system to
verify system is configured to meet the requirements.
Admin Refresher Training The Admin Refresher Training covers all modules. This session is designed to refresh existing
configuration within the Community Development system.
Admin Refresher Training
Administrator refresher training classes, designed as hands-on workshops, include reviewing new features added to
code tables, picklists, system settings, and assignment of security permissions. These sessions are designed for
supervisors and current and new system administrators. These classes generally are limited to six participants (or as
determined by mutual agreement of the CentralSquare and Customer Project Managers) and should be attended by
those responsible for maintaining user information and code tables, as well as by subject-matter experts in the specific
application area. Customer should be prepared to host training in adequate environments.
Class Title # of Classes Training Type Intended Audience Topics Location
Subject Matter
Expert Training
1 Instructor-led System Admins,
Client SMEs & Core
Team Members
General Navigation,
Overview of each module is
testing strategy
Remote
Admin Training 1 Instructor-Led Current & New
System Admins
Covers all modules, designed
to train local administrators
of the system and covers all
areas of configuration with
the system
Remote
Custom Report Development:
The Report Development team will work directly with the Client to identify reports to be created. The reports will be
chosen by the client in conjunction with the number of hours available for this task. CentralSquare will scope the
requested reports and assign hours to each. The Client will then choose and prioritize the reports that are to fit into
the available hours. Hours assigned to each report will include specifications, development of the report, and
modifications (within scope). Delivery of the reports will be made as they are completed and approved. If the client
requests additional reports, outside of the project scope and hours, CST will provide a quote for those services.
Data Migration
CentralSquare will process a one-
production database format. The conversion program will be designed to run while the target database is in full
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
17
operation; however, because of the volume of data being processed, it will be ideal to execute the conversion during a
window of minimal usage.
Additionally, the data conversion consultan
data does not cause any adverse effects, once migrated to the new Community Development format.
Notes:
1.The client will need to make sure any changes to their existing production configuration is replicated to the
new pre-prod environment, to ensure no configuration changes are lost at go live.
INTEGRATION/INTERFACES:
Integrations and/or interfaces Included in this project include:
Integration/Interface Use of System Type /
Frequency
Import/ Export Interface Method
Document Management
System (DMS)
Processing documents between
Community Development and 3P
document management solutions
On Demand Export File Based DLL
Financial Batch Export Queries system for payments and
creates a file to be processed in a
3rd party GL
Nightly Export SQL Stored
Procedure & SSRS
Report
Land Parcel Management
Update Routine
Ensures the land parcel data
within the system, stays up to
date
Nightly Import File Based DLL
Bluebeam Opens and saves PDFs within the
system for plans review and
markup
On Demand File Based DLL
ESRI GIS Uses a published rest endpoint
from ESRI to display map data
with the system
On Demand Import Web Services
Over the Counter Payment
Gateway
<Please see Notes: below>
Interface for credit card payment
processing
On Demand Import/ Export File Based DLL
Online Payment Gateway
<Please see Notes: below>
Interface for credit card payment
processing
On Demand Import/ Export File Based DLL
Notes:
1.Client will need to contract with a new payment provider, to accept payments over the counter (OTC) and/or
online and provide credentials to CentralSquare within 20 days of project initiation.
a.Supported online Payment Providers
i.Authorized.Net
ii.USA ePay
iii.Elevon Converge
iv.PayFlowPro
v.JetPay
vi.Paymentus
vii.Cardknox
b.Supported over the counter Payment Providers
i.Paymentus
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
18
ii.Cardknox
Testing:
Go Live. This includes knowledge transfer, end user training, and change
management. Significant tasks include:
Major Task Description
Testing The testing phase is an iterative process, conducted by the client, to help assess the
especially important to ensure a smooth
transition before the final cut-over.
Go Live Support This session will be used to provide support for Go Live.
End-User Refresher
Training
The End-User Refresher Training provides hands-on, process-based instruction focusing on key
and/or General training of each module. End-User Refresher Training can be tailored to meet
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
19
TRAINING:
Within Testing and Deployment, End-user training is completed.
Refresher Training:
End-user refresher training included provides an instructor-led hands-on review designed to provide the experienced
user with the skills to utilize the newest features included in the latest version of the Community Development
software. The End-User Refresher Training provides hands-on, process-based instruction focusing on key tasks related
End-User Refresher Training can be tailored to Customer should be prepared to host
training in adequate environments.
Core Solution # of Classes Training Type Intended Audience Topics Location
Refresher
Training
1 Instructor-led
Training
Current Users of the
ComDev System
General Navigation,
refresher training of each
module demonstrating new
features included in this
version
Remote
Deployment:
Starts with the completion of your production environment. Then, we conduct a mock Go Live. Finally, once both
teams agree on readiness, we Go Live. Significant tasks include:
Major Task Description
Configure Production
Environment
CentralSquare Consultant completes the Configuration Validation checklist of the system to
verify system is configured to meet the requirements.
Plan Cutover Schedule
and Comunications
Describes tasks to be handled by CentralSquare and Customer personnel during the initial
cutover to Go-Live, including a detailed schedule of CentralSquare personnel covering each
shift with resources, process for reporting issues, how they will be handled or escalated,
contact names/phone numbers onsite staff, remote and third-party vendors.
Execute Go Live The transition from the legacy system to the Community Development system. Conducts
normal day-to-day business with the new system.
Go Live Support This session will be used to provide support for Go Live. The topic will be determined by client
needs. See Go Live below.
GO LIVE:
Included in this project, the Project Managers will work together to create a Go-Live Plan to include a schedule of events,
resource allocation, communications plan, and issue log. Additionally, CentralSquare will support the Go-Live with the
following services:
Type of Resource; Role Number of Days Onsite or Remote
Consultant; Supporting staff during go live event 1 Remote
CentralSquare Project Manager; Supporting project during go live event As Needed Remote
Note:
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
20
1.Go Live cut overs are generally scheduled during the week. This facilitates having CST staff readily
available, to support the effort. If a weekend go live is requested, there will be an additional
charge, to ensure the proper resources are available.
Definitions:
Key Deliverables Description Frequency Owners
Project
Management Plan
Guides the project
management team to
monitor and control
expectations, budget,
scope, schedule,
communication, and
quality.
Finalized during the Planning phase
during discussions about Project team
and timeline
CentralSquare Project
Management Team
Project Schedule
Identifies tasks to be
completed during the life
cycle of the project
including the key SOW
tasks, resources, durations,
milestones, and delivery
dates
An updated schedule will be provided as
needed
CentralSquare Project
Mgr. and Customer
Project Manager
Communication
Plan
Describes the key project
team members from
CentralSquare and
Customer Executives to
Subject Matter Experts,
includes, roles and
responsibilities, and
contract information
Provided at Kick-off and updated as
required
CentralSquare Project
Manager
Decision Workbook Workbook that contains
customer decisions
regarding processes and
system configurations.
Provided at Kick-off and updated as
required
CentralSquare
Consultant
Monthly Status
Report
Following regular status
meetings, the
CentralSquare PM will
provide an updated status
report
Determined by Customer need during
kickoff
CentralSquare Project
Manager and Customer
Project Manager
Issues Log
Tracks risks and issues,
Assignments, progress,
mitigation strategies, due
dates, and other relevant
information for managing
risks and issues
Determined by Customer need during
kickoff
CentralSquare Project
Manager and Customer
Project Manager
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
21
Risk Register
Classifies the risk based on
probability and impact to the
overall project and develops
mitigation and response plans,
where appropriate.
Maintained throughout the course
of the Project CentralSquare Project
Manager and Customer
Project Manager
Test Workbook
Workbook that contains all test
and assessment cases
completed during the
implementation.
Provided at Kick-off and updated as
required
CentralSquare Project
Manager
Go Live Plan
Describes tasks to be
handled by CentralSquare
and Customer personnel
during the initial
cutover to Go-Live,
including a
detailed schedule of
CentralSquare personnel
covering each shift with
resources, process for reporting
issues, how they will be handled
or escalated, contact
names/phone numbers onsite
staff, remote and third-party
vendors.
A draft will be provided prior to Go-
Live, reviewed with the Customer,
and finalized for distribution to
stakeholders
CentralSquare Project
Manager and Customer
Project Manager
Services to
Support/CSM
Project Closeout
Report
The delivery of formal closing
documents as part of
acceptance includes completed
project artifacts outlined above,
change order summary, lessons
learned and recommendations,
risk and issues log, customer
support transition plan, and
description of steady state
operations.
Provided at the end of the project CentralSquare Project
Manager
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
22
APPENDIX B: Sample RACI Chart
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
23
Sales
Cust
Succe
ss
Suppo
rt
Account ExecutivePMO Senior LeadershipPM ManagerProject ManagerRMO LeadershipResource PlannerSD Senior LeadershipSD ManagerTrainerConsultantInstallation SpecialistData Conversion SpecialistGIS ManagerGIS SpecialistCloud Team LeadershipCloud TeamCust Success ManagerSupport AnalystCustomer SponsorCustomer PMCust Functional LeadsCustomer SME'sPhase 1: Initiation
Assigning a Project Manager R, A I I
Sending Introductory Email to Customer R, A I I
Performing Contract / Project Setup and Intelligence Review C R, A I
Sizing a Project for Velocity C R, A C
Requesting an Implemenation Guide C R, A
Building Project Folder R, A
Building Initial Draft of Project Artifacts C R, A
Initially Contacting Third Party Vendors R, A
Requesting Work From the Cloud Team R, A I I I
Sending Welcome Package to Customer R, A I I I I I
Conducting Sales to Service Transition Call C C R, A C I I I I C I I
Initially Calling Customer R, A I I C I I
Drafting Initial Project Timeline R, A I C I I C C C
Completing Project Initiation Checklist R, A I C C C
Phase 2: Planning
Performing Project Kickoff I I C R, A I C C C C C C C I I C C C C
Scheduling Resources I C C R A,C I I I I C I I
Reviewing Project Plan with Customer R, A I I C C C
Receiving Project Plan Customer Signoff I I R, A I I I I I I I I I I I I C C C C
Completing Project Planning Checklist R, A I C C C
Phase 3: Monitor & Control
Conducting Cadenced Status Meetings R, A C C C C C C C C C
Completing Monthly Status Reporting I I R, A I I C C C C I C I I I
Performing Issue Management I C R, A I C C C C C C C I C I C C C
Performing Risk Management I C R, A I C C C C C C C I C C C C C
Performing Change Control Management R, A C C C C
Performing Change Management C R, A R R R
Performing Project Health Management I C R, A I C C C C C C C I C I C C C
Performing Executive Stakeholder Management I C R, A I C C C C C C C I C C C I I
Preparing for Go-Live I C R, A I C C R R C C C C C I I I C C C
Conducting Go-Live I I C R, A I C C,R R R R C R R I C C C
Workflow Analysis I I I C C R A C C C I C C C
Analyze Technical and Functional Requirements I I I C C R A C C C I C C C
Data Migration Mapping I I I C I A C R C C I C I C
Build Environment I I I I A R C C I I C C
Configure Environment C R C C C I I C C
Unit Testing A R C C C I I C C
Adminstrative Workshops R C I I I I C C
Data Conversion I I A C R I C I I I I
Testing I I R C I C C
Fix Issues and Retest I C R A C C C
System Sign-Off A I R C I C I C C C
Knowledge Transfer/User Training I I R
Go-Live Readiness A I R I I I I
Configure Production Environment I I I I C R C C
Plan Cutover Schedule and Communications R C C C I C C C
Pre-Launch Testing I R C
Go-Live + Communication I C R C C C I I I I
Phase 4: Closeout
Completing Transition to Support and CSM I I R, A I I I I I I I I R R C C C
Delivering Post Go-Live Items R, A R R R R R
Performing Post Go-Live Issue Resolution R, A R R R R R R R
Conducting Closeout Meeting with Customer R, A I C C C
Performing Contract Reconciliation R, A I
Completing Lessons Learned I C R, A I C I C C C C C C C I C I I
Archiving Project Folder R, A
Performing Management Review C R, A
Closing Project in OpenAir R, A
Completing Project Closeout Checklist R, A
Stage 1: Analysis
Stage 2: Configuration
Stage 3: Testing
Stage 4: Deployment
Service Delivery Customer
Cloud
ServicesProject Management GISRMO
•Responsible (Who is/will be doing this task?)
•Accountable (Who is the decision maker?)
•Consulted (Anyone/stakeholders that can talk about it.)
•Informed (Whose work depends on this task/needs to be
kept up to date?)
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
24
APPENDIX C: General GIS Requirements for the GIS Standard Integration
Introduction
Community Development includes a property record application where users can look up current parcel
activity and information related to the parcel. The GIS Module is at the heart of the system and provides
comprehensive land data obtained from either the a
accuracy. Users can conduct a preliminary screening of a property and then link a project, permit, code
enforcement case, or license record directly through GIS Module.
The GIS integration requires map services to be provided and maintained by the client, and our Land
Management Update Routine (LTUR) performs a one-way update process pushing updates to the Community
Development data daily/weekly/monthly outside of business hours.
GIS Data Requirements
All GIS feature classes, also referred to as layers, must have correct geometry in an Esri-recognized local
projection. The client is responsible for providing and maintaining GIS data in a consistent format, including
the feature class name, location, field schema, projection, etc. Unique types of features, such as parcels,
two counties who provide street data, the client will need to combine both street data feature classes into a
singular layer.
the appropriate fields in the Community Development database enabling them to appear in the system. Data
attribute requirements are limited; however, missing attributes will result in empty values for the associated
attributes in the system. A limited number of user-defined fields are available in the system to enable the
client to include attributes that our outside of the standard fields.
GeoTypes
GeoTypes are the core GIS features integrated into Community Development and include any of the
following features:
Parcels: required
Address Points: recommended
Streets: recommended
Others can be discussed with the GIS Specialist during the initial consultation
A dedicated ID field (string data type) is required for each GeoType feature class except for parcels, which
cross GeoTypes, and the ID and
other critical fields are required to be present in the primary published map service. Condominiums may be
represented with stacked parcels.
Boundary / Polygon Layers
Typical boundary layers include zoning, city limits, historical districts, flood zones, etc. A limited number of
spatial joins can be configured by CentralSquare to add attributes from boundary data to the GeoTypes to
enable full functionality. The most common example is joining the zoning layer to the parcel data.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
25
For clients with the GIS Advanced license, geography-based Spatial Rules triggering fees, reviews,
inspections, and more during the creation of permits, projects, code cases and licenses are based on the
relationship between GeoType Layers and others. The client is required to supply any polygon layers that
are to be used to designate areas impacted by Spatial Rules.
ArcGIS Enterprise (Server) Requirements
Server. The ArcGIS instance does not need to be solely dedicated to this purpose but must meet the
requirements below.
ArcGIS Enterprise versions 10.3.1 to 10.8 (check with CentralSquare on later version compliance)
Authentication/Security
o The client must provide CentralSquare with login credentials for one of the built-in Portal
for ArcGIS user types
o Web-tier authentication using Windows Authentication is not supported for cloud clients;
however, on premise clients with version 18.2 HF09 or later may utilize this.
o SAML based Active Directory based Federation is not supported. However, Portal for ArcGIS
can use built-in account.
available externally through the web. This typically requires the ArcGIS Web Adapter to reside in
o CentralSquare will require built-
data for Land Management Update Routine.
o SAML and Web-tier based authentication will not be supported. Development work in
progress.
ArcGIS Map Service Requirements
The Community Development GIS integration relies on ArcGIS map services that are created and
maintained by the client.
Map Service Rules and Requirements
Community Development requires an Admin Portal user and password to consume REST URLs from
a portal
Map services must be available externally through the web for Cloud clients.
All map services must start with Layer (0) and run consecutively without gaps between layer
numbers
Additional service-specific requirements are outlined below
Required Map Services
The client is required to provide a minimum of three dedicated ArcGIS map services. Those and additional
optional services are outlined below.
1.Feature Map Service
This map services provides the GIS data necessary to populate and maintain the data in the
Additional Requirements:
Must include all layers to be integrated with Community Development
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
26
Feature access must be enabled with Query/Data operations allowed
All layers must be in same projection
2.GeoType Map Service
The GeoType Map Service is used to provide access to ESRI feature class data in the management of
the Community Development Software.
Additional Requirements:
Feature access must be enabled
All layers must be in same projection
Symbology is not important (this does not produce a viewable map)
3.Display Map Service
The Display Map Service provides an interactive view map in the application. The client should build
this map service with the symbology, scaling, and layer order that will provide end users the best and
most complete experience.
Additional Requirements:
Must include the GeoType layers
This service should not contain more than 20 layers. Additional display map services may be
configured if more layers are desired
4.Optional Display Map Services
functionality to your users.
Additional Requirements:
Details:
Aerial Photos:
o Must be a tiled, cached map service. This will produce the fastest display of your aerial
imagery.
o Image Services are not supported.
o More than one aerial photo map service can be implemented, but only one aerial map
service can be on when the map view is compiled.
Google map key. Clients will need to provide this key and add the Community Development
URL as a valid referrer
Map services can be specific to departments within your organization, such as public works,
utilities, recreation facilities, etc.
o Routing services via Network Analysis Server
o Geocoding services
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
27
APPENDIX D: Cloud Services
CentralSquare and Customer will conduct the following as part of this project.
SAAS
Tasks Name Description Customer Role CentralSquare Role
1.Creation Initial Creation of
Development software
Attend
Discovery Call
Discovery
Call
Complete
install and
data
migration
2.Test Account
Creation
Test Account Creation is the
creation of the test account
which is cloned from the pre-
production environment.
Validate
Account
Create Test
Account
Assumptions
CentralSquare will migrate all Customer data into the Community Development database and
CentralSquare will install the Community Development software into our Public Government Cloud
environment, managed by our Cloud services team centers and provide access to the Customer
through a standard URL. We will also provide a VPN device to access the URL to secure Customer
required third-party integration identified for this project.
CentralSquare will complete all work remotely
CentralSquare will create one (1) Production Account and one (1) Test Account as part of the
Agreement. Additional accounts will require additional hours added under separate quote by
mutual written
Roles and Responsibilities
CentralSquare:
Load files and perform initial configuration of all licensed CentralSquare applications, including base
and add-on modules, and interfaces to third-party applications. Configuration includes activating
appropriate modules, table set up, and selection of mandatory configuration settings based on
combination of CentralSquare applications purchased.
Set up test environment as mirror copy of the production environment.
Conduct a test to verify that CentralSquare applications have been installed and configured
successfully, operating properly, and are ready to begin the implementation and configuration
process. Note: Not all CentralSquare components may be ready at this point, for a full test, but a
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92
28
reasonable effort ensures CentralSquare components are ready for the next step in the process.
CentralSquare installation services will ensure that all needed components are prepared and ready
prior to conducting subsequent activities for the specific application area according to the agreed
upon Project Schedule.
Customer:
Participate in planning activities (conference calls, emails) with CentralSquare Application
Installation Consultant and Technical Lead.
Provide ac -party) as required for CentralSquare Technical
Lead and Application Installation Consultant to perform installation and migration tasks.
Attend knowledge transfer sessions focusing on how to prepare workstations or mobile computers
to run CentralSquare applications.
DocuSign Envelope ID: 53E8BDB3-0053-4998-A602-9D96ABF17A92