Item 13 - Approve Agreements with Carahsoft Technology Corp. and IK Consulting, LLC

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Test and Train The Test and Train step focuses on City staff. During this step staff will being end user training and testing of the system to ensure all needs have been addressed both from Management needs and end user day to day functionality needs. Staff will be encouraged to work to find issues, to break the system if they can so that any and all issues can be identified and addressed prior to Go Live. In order to assist staff in being able to thoroughly test, they will start with user training allowing them to be as proficient with the new software as they can before start of testing. Deploy During the Deploy step IKC, Gray Quarter and Accela will work together to move the Cities full configuration from the Testing/Development environment over to the Production environment to prepare for Go Live. IKC will provide a minimum of 2 staff to be onsite with Santa Ana the week of Go Live to be able to assist staff with questions and address any unforeseen issues that might come up as quickly as possible. This step continues off -site for 30 days after go live to ensure staff have the support they may need to get completely comfortable with the new system. Change Management — IKC's approach to Change Management is to define the process that will be utilized to manage and account for changes to project scope, cost, and schedule. All project tasks must be approached with an understanding of the project scope and critically examined within the context of project scope, cost, and schedule management. The purpose of Project Change Management is not to eliminate change, but rather to define a process allowing the proposed changes to be properly identified, evaluated, and escalated as necessary. The Change Order Process is defined as anything that changes the Statement of Work, duration of the project or contract values. The Change Order Processes will follow the steps outlined below. A Change Order request must be submitted in writing for changes requested by either IKC or the Client that further clarifies impact or deviation from the approved Statement of Work. The IKC Project Manager will be responsible for managing all Change Order requests submitted for the project in accordance with the following process: All requests must be submitted in writing to the IKC Project Manager either by e-mail or hard copy to be recognized as a formal request. Verbal requests or voice mails will not be considered formal change order requests. The Change Order request should be used to document in detail the change and provide justification for why it is needed. The initial submission must also document the estimated work effort and cost (if applicable) to assist in determining what it would take to implement the change if approved. Based on the impact analysis, a review for consistency across the agency, and the estimated work effort and cost, representatives from both IKC and the Client will jointly determine whether to proceed with the analysis. If the analysis results in the determination that the Change Order request is not necessary, then the Change Order request will be cancelled and no further action is required. If it is accepted, then the requester (or its assignees) will determine the impact of implementing the change for the project. The Client is responsible for completing any additional paperwork required as a result of this change (i.e. internal contract change documents). Standard hourly rates of $150 will apply. See Exhibit 1 for a sample Change Order document Risk Management — Risk management is a vital part of any project, especially when you are dealing with multiple departments, and staff that already have a full-time position. With every project, we need to Page113