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Bid Zip RFP #4514/TabulationByVendor_RFP#4514.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Submittable Holdings, Inc. Page of 1 11 General Comments: Please see attached proposal from Submittable. General Attachments: Submittable_County_of_Hawaii_Response.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Plumlogix Inc Page of 2 11 General Comments: Dear team, We would love to have an opportunity to provide a proposal walkthrough and solution demo. Please feel free to reach us for any additional documents needed for evaluation. Best regards, Plumlogix Inc. General Attachments: Plumlogix Inc. response to RFP4515_Electronic Grant-Management and Reporting System.docx Resumes.pdf Salesforce_MSA.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: StreamLink Software Inc. Page of 3 11 General Comments: AmpliFund is pleased to present our response to RFP No. 4514 for Electronic Grant-Making Management and Reporting System. Please do not hesitate to ask for any additional information. General Attachments: AmpliFund Response to RFP No. 4514 - Electronic Grant-Making Management and Reporting System.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: ECS Imaging, Inc. Page of 4 11 General Comments: General Attachments: RFP 4514 Grant Management System - ECS Imaging.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Pantheon Inc Page of 5 11 General Comments: General Attachments: COUNTY OF HAWAII R-D ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP.pdf Pantheon Odyssey Master Software License Agreement.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Prudence B2B, LLC Page of 6 11 General Comments: Thank you for giving us the opportunity to respond to this bid. Please feel free to reach out to us for any questions or additional details anytime. Looking forward to working with the County Staff for this opportunity. General Attachments: PrudenceB2B-Titan Proposal for County of Hawaii RFP4515 v2.pdf Prudence GEMS Features RFP 4514 - Supporting Document.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Strategic Communications Page of 7 11 General Comments: General Attachments: Strategic Communications Bid Response - Grant Management Solution.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: International Software Systems, Inc. Page of 8 11 General Comments: International Software Systems Inc. (ISSI) is pleased to submit our response to the County of Hawai'i's ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP # 4514. We appreciate the opportunity to respond to your solicitation. ISSI is a CMMI Level 3, ISO 9001-2015, and ISO 27001-2013 certified IT Solutions Corporation. We have provided many successful solutions and excellent and experienced resources to the Government, non-profit and private sector clients. ISSI is an MDOT MBE small business committed to quality, on-time, and within-budget delivery to satisfy, meet or exceed customers' expectations. General Attachments: ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Response_ISSI Final Response.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Advanced business software Page of 9 11 General Comments: General Attachments: Hawaii RFP.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Fluxx Labs, Inc. Page of 10 11 General Comments: Please find our response attached for this impactful project. If you have any questions, please don't hesitate to reach out. General Attachments: RFP Electronic Grant-Making Management and Report System_Fluxx Response.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: GrantAnalyst.com LLC Page of 11 11 General Comments: General Attachments: Hawaii County_ ZoomGrants_RFP4514-Response.pdf.pdf Bid Zip RFP #4514/Advanced business software_1017452/TabulationByVendor_RFP#4514_orgId_1017452.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Advanced business software Page of 1 1 General Comments: General Attachments: Hawaii RFP.pdf Bid Zip RFP #4514/Advanced business software_1017452/Hawaii RFP.pdf RFP Electronic Grant-making and Reporting System County of Hawaii Table of Contents 2.3 Executive Summary ................................................................................... ............................. 4 2.4 Company background ............................................................................................................. 5 2.4.1 Experience and Organizational Capacity ............................................................................... 6 2.4.2. Past Performance References ..................................................... ......................................... 7 2.5 Technical Specifications and Functional Requirements ............................................................ 8 Grant Portal ...................... ........................................................................................................ 8 Grant Management system .................................................................... ................................. 10 2.6 ............................................................................................................................................. 13 DynamicGov Grant Management system implementation ........................................................... 13 2.6 .............................................................................. ............................................................... 14 Proposed Software Service Level Agreement ............................................................................... 14 2.9 Cost Proposal ....................................................................................................................... 23 2.10 License and Support Agreements .................. ...................................................................... 24 2.10.1 License Agreement .................................................................................................... .. 24 1. Grant of License: 1.1 License Grant ..................................................................................... 24 1.2 Authorized Users: ........................................... ................................................................. 24 2. Restrictions: 2.1 Prohibited Uses: ........................................................................................ 24 2.2 Modification ................................................................................................................... 24 3. Ownership: 3.1 Intellectual Property ................... ................................................................ 24 4. Term and Termination: 4.1 Term ......................................................................................... 24 4.2 Termination for Cause: ..................................................................................................... 24 5. Support and Maintenance: 5.1 Updates ....................... ........................................................ 24 6. Confidentiality: 6.1 Confidential Information ........................................................................ 24 7. Warranty: 7.1 Limited Warranty: ......................................................................................... 25 8. Limitation of Liability: 8.1 Consequential Damages: ............................................................... 25 9. Governing Law: 9.1 Jurisdiction:.......................................................................................... 25 2.10.2 Support Agreement .......................................................................................................... 26 Proposed Software Service Level Agreement .................. ................................................................ 26 Letter of Transmittal The undersigned is authorized to represent Advanced Business Software (“ABS”) regarding the County of Hawaii RFP for Grant Management software. ABS response is summarized below. Grant Portal (cloud) • Azure based Grant Applicant self-service system. • Includes complete Federal Grants application form SF424. Grant System (cloud) • Azure cloud based. • Microsoft Dynamics D365 Finance based. • Includes complete Federal Grants application form SF424. • Extensive functionality for Risk Assessment, Sub Recipient monitoring • Budgeting controls, Encumbrance accounting We look forward to the response, and to working with the County of Hawaii in regards to the Grant Management software RFP Warm regards Izzat Khan, D365 certified, MBA, CPA 818 294 3222 ikhan@absgrc.com 2.3 Executive Summary Advanced Business Software (hereinafter “ABS”) ABS is pleased to respond to Hawaii County RFP for a cloud-based Grant Management system. ABS response is summarized as follows. • ABS proposes to implement Microsoft Dynamics D365 Finance based Grant management system. • ABS has developed DynamicGov software for Government entities. DynamicGov is an add-on to Microsoft Dynamics D365 Finance and includes extensive functionality for Grants Management, including integration to a cloud Portal. • DynamicGov also includes comprehensive processes regarding ACFR compilation, controls, and audit, GASB and SOC controls and Compliance, Single Audit controls, SEFA reconciliation, Sub Recipient Monitoring Controls, Indirect Cost including NICRA calculations, Forensic Accounting and Controls. • ABS proposes to customize the Learning Management System, utilizing Microsoft Dynamics D365 Finance as the foundation. References in the vendors response column noted as ‘CUS’ in the System Requirements Matrix are mapped to the above noted system. • For most requirements in Finance and HCM sections, we identified a high degree of fit with out of box functionality of the Microsoft Dynamics Finance and Human Resource system. Where the fit does not exist, we have denoted those as ‘CUS’ in the vendors response column in the System Requirements Matrix 2.4 Company background Advanced Business Software (hereinafter “ABS”) is a Microsoft partner for the Dynamics D365 Finance software. ABS has developed DynamicGov software for Government entities. DynamicGov is an add-on to Microsoft Dynamics D365 Finance, and includes functionality for Grants Management Additionally, DynamicGov also includes comprehensive processes regarding ACFR compilation, controls, and audit, GASB and SOC controls and Compliance, Single Audit controls, SEFA reconciliation, Sub Recipient Monitoring Controls, Indirect Cost including NICRA calculations, Forensic Accounting and Controls. ABS has a deep background in the development of cloud-based system, and DynamicGov software includes rich Grant management functionality, as well as direct integrations with Budgeting, Internal Controls, and integration with cloud based portal 2.4.1 Experience and Organizational Capacity ABS has extensive experience in the development of Azure cloud-based systems, and their integration with ERP systems. ABS has developed DynamicGov system which includes Grant management functionality, to manage Governmental entities. Advanced Business Software 5700 Tennyson Parkway Suite 300 Plano, TX 75024 469-929-9515 Advanced Business Software is a LLC Corporation Share holder: Izzat Khan Number of employees: 22 Advanced Business Software is incorporated in the State of Texas as LLC Corporation 2.4.2. Past Performance References Reference 1: Joe Faruki VP ASAP Semiconductor 1341 S Sunkist St, Anaheim, CA 92806 949 439 1194 (714) 705-4780 joe.1@asapsemi.com Software: DynamicGov, including Grant Management Reference 2: Johnny Johnson Director Hitachi Consulting 14643 Dallas Pkwy #800, Dallas, TX 75254 562 235 4402 JJohnson@hitachi-solutions.com Software: DynamicGov, including Grant Management Reference 3: Hamed Baig CEO Galaxy Bearing Co 24910 Ave Tibbitts # 3, Valencia, CA 91355 (661) 775-9301 hamid@galaxybearing.com Software: DynamicGov, including Grant Management 2.5 Technical Specifications and Functional Requirements Grant Portal Portal Functions Process Details 1 User Registration (Log in) - Detailed process for applicant to register on the portal. - Verification mechanisms for user authenticity. 2 Grants directory CFDA and Form - Grants directory from federal grants site, it's detail and link. Includes complete Federal Grants SF424 form 3 Notification of grants in area of interest. -User can save filter and receive notification on the same. 4 Application Submission - Form fields for grant applications. - Document upload functionality. - Real-time validation to ensure completeness. 5 Application Status - Dashboard displaying application status. - Different statuses (submitted, under review, approved, rejected). - Notifications for status changes. 6 Application History - Log of past applications for each user. - Access to submitted documents and details. 7 Payment System - Integration with a secure payment gateway. - Options for payment (direct deposit, check, electronic funds transfer). - Confirmation receipts for successful payments. 8 Review and Approval Workflow - Workflow for application review by administrators/reviewers. - Criteria for approval or rejection. - Communication mechanisms for feedback. 9 Notifications - Email/SMS notifications for application submission, status changes, and payment updates. 10 Reporting and Analytics - Generate reports on application trends, approval rates, and payment history. - Analytics for administrators to track portal usage. 11 Security Measures - Data encryption for sensitive information. - Regular security audits. - Compliance with data protection regulations. 12 Mobile Responsiveness - Ensure the portal is accessible on various devices. (future) 13 Help and Support - FAQs section. - Helpdesk contact information. 14 Compliance: - Ensure compliance with relevant state or city regulations. - Accessibility standards adherence. 15 Legal Considerations - Terms of service and privacy policy. - Disclaimer regarding application outcomes. 16 User Roles - Define user roles (applicants, administrators, reviewers). - Specify permissions for each role Grant Management system Grant Function Process details Grant SF424 Type of Submission Type of Applicant CFDA No. Applicant Information Name of Federal Agency Executive Summary Estimated Project Funding Budget Information Name of Federal Agency Funding Opportunity Number Descriptive Title of Applicant's Project Pass through Pass-Through Entity Information Subrecipient Information Subaward Details Compliance and Assurance Monitoring and Reporting Budget Information Audit and Recordkeeping Subrecipient Monitoring Plan Payment Schedule Subrecipient Subrecipient Information Subrecipient Eligibility Scope of Work Budget Information Performance Metrics and Deliverables Audit and Recordkeeping Compliance with Federal Regulations Indirect Costs Signatures and Approvals Budget Approved Budget Final Budget Encumbrance (Project PO Confirmed) Actual Expenditure (Invoice Created) Remaining budget Budget reference to GL Accounts CFDA reference Budget Passthrough reference Budget Subrecipient reference Budget Risk Management Grant Risk Management Discretionary Risk Management Analytical Risk Management OMB A123 Risk Management Internal Controls over Grant Management Risk Assessment per application Grant Schedule Application due date Application submitted date Estimated award date Actual awarded date Board approval date Actual start date Actual expiration date Renewal action date Rejection notification date Workflow Status Draft Pending Approval In Review Approved Delegate Rejected On Hold Cancelled Completed Alerts & Notifications SF424 Alerts &Notification Pass through Alerts &Notification Subrecipient Alerts &Notification Budget Alerts &Notification Risk Management Alerts &Notification Dates Alerts &Notification Workflow Status Alerts &Notification Contracts Contract Parties Grant Title and Description Grant Amount Performance Period Scope of Work Budget Audit Requirements Termination Clause Confidentiality and Data Security Insurance Subcontracting Signatures and Approvals Transactions Grant Award Transactions Fund Disbursement Transactions Budget Allocation Transactions Expenditure or Expense Transactions Reimbursement Requests Transactions Subrecipient Transactions Indirect Cost Transactions Closeout Transactions Audit Transactions Cost Share Transactions Compliance Transactions Grant Monitoring Transactions SEFA Single Audit Entity Information Federal Awards Expended Audit Objectives and Scope Internal Control Over Compliance Management's Response to Findings Summary Financial Statements Data Collection Form (SF-SAC) Report on Internal Control Over Financial Reporting Report on Compliance and Other Matters Report on Schedule of Expenditures of Federal Awards (SEFA) Report on Financial Statements Report on Federal Awards Report on Uniform Guidance Compliance 2.6 DynamicGov Grant Management system implementation Proposed action plans to implement Grant Management system are summarized below: • Design & Development Phase o Grants reference to CFDA o Grouping & Master data o Master Data Finalization o COA Initial Draft Creation & Submission o Control Documents Customization o CRP/UAT - Preparation o CRP/UAT - Solution Simulation o Solution Acceptance & Sign Off o Design & Development Phase Sign off o Deployment Phase o Cutover Strategy o Production Server o End User Training (EUT)/TTT o Deployment Phase Sign off • Operate Phase o Finalizing Checklist for Go Live o Opening balances Uploading, Posting & Verification o Grant Reports Designing o Go Live Operations Monitoring and Support 2.6 Proposed Software Service Level Agreement Software Service Level Agreement (SLA) 1. Service Overview 1.1 Service Description: DynamicGov Grant Management system is a cloud-based government management software provided by Advanced Business Software. 1.2 Service Availability: The service is expected to be available 24/7, with planned maintenance communicated at least 72 hours in advance. 2. Performance Metrics 2.1 Uptime: The target uptime for ABS is 99.999% provided by Microsoft as the host. 2.2 Response Time: The target response time for critical issues is 2 hours, and for non-critical issues, it is 8 hours. 3. Support 3.1 Support Channels: Support will be provided through email, a dedicated helpdesk portal, and phone during business hours. 3.2 Support Hours: Support will be available Monday to Friday, 9:00 AM to 5:00 PM (local time), excluding major holidays. 3.3 Issue Resolution: Critical issues will be resolved within 4 hours, and non-critical issues within 24 hours. 4. Maintenance and Updates 4.1 Planned Downtime: Planned maintenance or updates will be communicated at least 72 hours in advance and will be scheduled during non-peak hours. 4.2 Software Updates: Regular updates and patches will be provided quarterly to enhance performance and security. 5. Security 5.1 Data Security: ABS Solutions will implement industry-standard security measures, including encryption and regular security audits. 5.2 Incident Response: In case of a security incident, ABS Solutions will follow a documented incident response plan, with notification provided to affected users. 6. User Training and Documentation 6.1 Training: On-demand training resources and sessions will be provided, and a knowledge base will be available online. 6.2 Documentation: Comprehensive user documentation covering key features and functionalities will be available in the knowledge base. 7. Reporting 7.1 Monthly Reports: Monthly reports detailing service performance, uptime, and support metrics will be provided to account administrators. 8. Escalation Procedures 8.1 Escalation Contacts: For critical issues, users can escalate concerns to the designated account manager or support manager. 8.2 Escalation Process: A defined process for escalating issues beyond the support team includes communication through email and a dedicated escalation hotline. 9. Termination Clause 9.1 Termination Conditions: Either party may terminate this SLA with 30 days' written notice if the terms are consistently not met. 10. Review and Amendment 10.1 Review Period: This SLA will be reviewed annually, and amendments may be proposed based on evolving user requirements. Name Education D365 Role D365 Certifications Years Experience Skill Summary Experience gained Work hours 1 Izzat Khan B.Sc. MBA CPA Sr. Business Analyst AX 2012 Finance D365 Retail D365 Finance 18 DynamicGov,Project Accounting, Purchase Order, Sales Order, Inventory, Product Info Management, General ledger, Accounts Receivable, Credit & Collections, Accounts Payable, Sales and Marketing, Organization Management, System Administration, Security Administration, Segregation of Duties, Month End close, Financial Reporting, Workflow Management, D365 Integration (Design), Data Migration, D365 Upgrade, D365 Tier 1, 2, 3 Support and Maintenance, Power BI, RSAT Testing ABS (Advanced Business Software) PST 8 am - 6 pm After hours available Weekends available Holidays available 2 Abid Ayub B. Sc. Project manager AX 2012 Finance D365 Finance 16 DynamicGov, Project Accounting, Purchase Order, Sales Order, Inventory, Product Info Management, General ledger, Accounts Receivable, Credit & Collections, Accounts Payable, Sales and Marketing, Organization Management, System Administration, Security Administration, Integration (Design), Data Migration, D365 Upgrade, D365 Tier 1, 2, 3 Support and Maintenance, RSAT Testing ABS (Advanced Business Software) PST 8 am 6 pm After hours available Weekends available Holidays available 3 Ali Ahmed Bachelors Degree in Business Business Analyst AX 2012 Finance D365 Retail D365 Finance Power BI 10 DynamicGov,, Project Accounting, Purchase Order, Sales Order, Inventory, Product Info Management, General ledger, Accounts Receivable, Credit & Collections, Accounts Payable, Sales and Marketing, Organization Management, System Administration, Security ABS (Advanced Business Software) PST 8-6 pm After hours available Weekends available Holidays available Administration, Segregation of Duties, Month End close, Financial Reporting, Workflow Management, D365 Integration (Design), Data Migration, D365 Upgrade, D365 Tier 1, 2, 3 Support and Maintenance, Power BI, RSAT Testing 5 Zain Mehmood Masters Degree Computer Sciences D365 Solution Architect AX 2012 Finance D365 Retail D365 Finance 10 DynamicGov, Project Accounting, Purchase Order, Sales Order, Inventory, Product Info Management, General ledger, Accounts Receivable, Credit & Collections, Accounts Payable, Sales and Marketing, Organization Management, System Administration, Security Administration, Segregation of Duties, Month End close, Financial Reporting, Workflow Management, D365 Integration (Design), Data Migration, D365 Upgrade, D365 Tier ABS (Advanced Business Software) PST 7 am- 3 pm After hours available Weekends available Holidays available 1, 2, 3 Support and Maintenance, Power BI, RSAT Testing 8 Safdar Ali Bachelors Degree Computer Sciences D365 Technical Architect D365 Developer 9 TECHNICAL, CODE LEVEL: DynamicGov,, Project Accounting, Purchase Order, Sales Order, Inventory, Product Info Management, General ledger, Accounts Receivable, Credit & Collections, Accounts Payable, Sales and Marketing, Organization Management, System Administration, Security Administration, Workflow Management, D365 Integration (Design), Data Migration, D365 Upgrade, D365 Tier 1, 2, 3 Support and Maintenance, ABS (Advanced Business Software) PST 7 am- 3 pm After hours available Weekends available Holidays available Power BI, RSAT Testing 2.7 System Reporting and Data Integration DynamicGov Grant Management system reporting format capabilities: • TEXT • XML • JSON • PDF • Microsoft Word • Microsoft Excel • OPENXML 2.9 Cost Proposal Cost Description Users Per user cost/month Per Year cost Microsoft D365 Dynamics Finance 20 $ 185.00 $ 44,400 ABS DynamicGov Grant Management system 20 $ 185.00 $ 44,400 Grant Portal development unlimited $ 20,000 Total Year 1 Costs $ 108,800 2.10 License and Support Agreements 2.10.1 License Agreement Software License Agreement DynamicGov Version: 2.14 Effective Date: 12/22/2023 This Software License Agreement is entered into by and between: Advanced Business Software, an LLC Corporation organized under the laws of State of Texas, having its principal place of business at 5700 Tennyson Parkway Suite 30 Plano, TX 75024 and a San Joaquin County organized under the laws of California, 1. Grant of License: 1.1 License Grant: Licensor grants Licensee a non-exclusive, non-transferable license to use the software identified above DynamicGov solely for Licensee's internal business purposes. 1.2 Authorized Users: The license is granted for use by TBD authorized users within Licensee's organization. 2. Restrictions: 2.1 Prohibited Uses: Licensee shall not sublicense, sell, lease, distribute, or otherwise transfer the Software to any third party. 2.2 Modification: Licensee shall not modify, reverse engineer, decompile, or create derivative works based on the Software. 3. Ownership: 3.1 Intellectual Property: Licensor retains all right, title, and interest in and to the Software, including all intellectual property rights. 4. Term and Termination: 4.1 Term: This license is effective as of the Effective Date and will continue for a period of 10 years unless earlier terminated. 4.2 Termination for Cause: Either party may terminate this Agreement for a material breach by the other party with 90 days' written notice, unless the breach is cured within the notice period. 5. Support and Maintenance: 5.1 Updates: Licensor may provide updates and maintenance for the Software during the term of this Agreement. 6. Confidentiality: 6.1 Confidential Information: Both parties agree to keep confidential all nonpublic information received from the other party. 7. Warranty: 7.1 Limited Warranty: Licensor warrants that the Software will perform substantially in accordance with its documentation for a period of 30 days from the Effective Date. 8. Limitation of Liability: 8.1 Consequential Damages: In no event shall either party be liable for any consequential, indirect, incidental, punitive, or special damages. 9. Governing Law: 9.1 Jurisdiction: This Agreement shall be governed by and construed in accordance with the laws of Texas. IN WITNESS WHEREOF, the parties hereto have executed this Software License Agreement as of the Effective Date. Licensor: Advanced Business Software License Izzat Khan 12/22/2023 Licensee: Hawaii County 2.10.2 Support Agreement Proposed Software Service Level Agreement Software Service Level Agreement (SLA) 1. Service Overview 1.1 Service Description: DynamicGov is a cloud-based government management software provided by Advanced Business Software. 1.2 Service Availability: The service is expected to be available 24/7, with planned maintenance communicated at least 72 hours in advance. 2. Performance Metrics 2.1 Uptime: The target uptime for ABS is 99.999% provided by Microsoft as the host. 2.2 Response Time: The target response time for critical issues is 2 hours, and for non-critical issues, it is 8 hours. 3. Support 3.1 Support Channels: Support will be provided through email, a dedicated helpdesk portal, and phone during business hours. 3.2 Support Hours: Support will be available Monday to Friday, 9:00 AM to 5:00 PM (local time), excluding major holidays. 3.3 Issue Resolution: Critical issues will be resolved within 4 hours, and non-critical issues within 24 hours. 4. Maintenance and Updates 4.1 Planned Downtime: Planned maintenance or updates will be communicated at least 72 hours in advance and will be scheduled during non-peak hours. 4.2 Software Updates: Regular updates and patches will be provided quarterly to enhance performance and security. 5. Security 5.1 Data Security: ABS Solutions will implement industry-standard security measures, including encryption and regular security audits. 5.2 Incident Response: In case of a security incident, ABS Solutions will follow a documented incident response plan, with notification provided to affected users. 6. User Training and Documentation 6.1 Training: On-demand training resources and sessions will be provided, and a knowledge base will be available online. 6.2 Documentation: Comprehensive user documentation covering key features and functionalities will be available in the knowledge base. 7. Reporting 7.1 Monthly Reports: Monthly reports detailing service performance, uptime, and support metrics will be provided to account administrators. 8. Escalation Procedures 8.1 Escalation Contacts: For critical issues, users can escalate concerns to the designated account manager or support manager. 8.2 Escalation Process: A defined process for escalating issues beyond the support team includes communication through email and a dedicated escalation hotline. 9. Termination Clause 9.1 Termination Conditions: Either party may terminate this SLA with 30 days' written notice if the terms are consistently not met. 10. Review and Amendment 10.1 Review Period: This SLA will be reviewed annually, and amendments may be proposed based on evolving user requirements. Bid Zip RFP #4514/ECS Imaging, Inc._290832/TabulationByVendor_RFP#4514_orgId_290832.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: ECS Imaging, Inc. Page of 1 1 General Comments: General Attachments: RFP 4514 Grant Management System - ECS Imaging.pdf Bid Zip RFP #4514/ECS Imaging, Inc._290832/RFP 4514 Grant Management System - ECS Imaging.pdf NAME OF PROPOSAL ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP No. 4514 Submitted To: COUNTY OF HAWAI’I DEPARTMENT OF RESEARCH AND DEVELOPMENT Date Submitted: January 24, 2024 Valid Through: April 23, 2024 Submitted By: ECS Imaging, Inc. 5905 Brockton Ave. Suite C Riverside, CA 92506 Toll Free – (877) 790-1600 Phone: - (951) 787-8768 Fax - (951) 787-0831 www.ecsimaging.com sales@ecsimaging.com 2 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM County of Hawai’i 25 Aupuni Street, Suite 1101 Hilo, Hawai’I, 96720 ATTN: Nicole Charon Dear Nicole, Established in 1990, ECS Imaging became a Laserfiche Solutions Provider in 1995 and has been the largest provider of Laserfiche Document Management solutions in the western United States for 29 consecutive years. ECS Imaging is the longest running and largest provider of Laserfiche in California since 1995. The company currently holds the rank of third largest in the World. With over 30 years of experience in the industry, over 400 public and private sector customers, and a large technology staff to serve you, ECS is the best qualified partner to implement and support your Laserfiche system. We are committed to delivering unparalleled service and support for your Laserfiche system now and into the future. Laserfiche provides a user-friendly and robust feature set including workflow and business process management, integrated electronic forms, automated data capture tools, granular security, and many integration capabilities. The system is highly customizable and scalable to support thousands of users and an abundance of information. Laserfiche is easy to install, easy to learn, and easy to use. The system will be implemented by a team of professionals who have been implementing and supporting Laserfiche systems for over 29 years. ECS is a Platinum Certified Laserfiche Solutions Provider and maintains the largest, most experienced engineering, project management, and support staff to serve you. We have experienced business analysts to assist with designing, consulting, and implementing automated processes and integrations with third party systems. With over 100 years of collective implementation experience, our subject matter experts can provide you with an invaluable resource that is hard to match in the document management industry. We are also a Laserfiche Premier Partner. Unique with ECS Imaging Support, we offer free Webinars, User Groups, Annual Conference, and a monthly E-newsletter to all our clients. In providing this, we offer a unique advantage that gives our clients additional training opportunities, a forum for sharing ideas, use case knowledge in the Laserfiche Community, updates on the latest features and functionality of Laserfiche at no additional cost. These training and consulting opportunities are ECS’ way of giving back to our clients on an ongoing basis. The ECS customer first approach is validated by the volume of satisfied ECS customers and our high customer retention rate year over year. Many customers who started with us in 1995 are still using Laserfiche being supported by ECS. ECS’s consistent 5-Star Google rating from our customers is a testament to our success and the success of our customers. ECS will be your document management partner not only during project implementation but well into the future as we continue to provide exceptional best practices, consultative recommendations, and support for your Laserfiche system. ECS is a California certified small business and 100% women owned. Thank you for your consideration. Sincerely, Debbi Bodewin Chief Consulting Officer 951-787-8768 x1109 debbi@ecsimaging.com 3 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM TABLE OF CONTENTS EXECUTIVE SUMMARY ......................................................................................... .................................................. 4 COMPANY BACKGROUND ............................................................................................................................... ....... 5 EXPERIENCE AND ORGANIZATIONAL CAPACITY .................................................................................................................... 6 ORGANIZATIONAL CHART ................................................................................................................................................ 9 PAST PERFORMANCE (REFERENCES) ................................................................................................................................ 10 LASERFICHE QUALIFICATIONS ........................................ ................................................................................................. 24 TECHNICAL SPECIFICATIONS AND FUNCTIONAL REQUIREMENTS ............................................. ............................ 26 IMPLEMENTATION, PROJECT MANAGEMENT, TRAINING AND ON-GOING SUPPORT ........................................... 31 ROLES AND RESPONSIBILITIES............................ ............................................................................................................. 31 PROJECT PLAN ......................................................................... ................................................................................... 32 USER ACCEPTANCE TESTING ........................................................................................ .................................................. 34 PROJECT STATUS .................................................................................................................................. ....................... 35 PROJECT PERSONNEL .................................................................................................................................................... 35 ECS IMAGING SCOPE OF WORK ..................................................................................................................................... 36 ECS IMAGING TRAINING ............................................................................................................................................... 40 ECS IMAGING SUPPORT AND MAINTENANCE ................................................................................................................... 42 SYSTEM REPORTING AND DATA INTEGRATION ......................................... ........................................................... 44 SYSTEM DOCUMENTATION ................................................................................................................... ............... 45 ECS IMAGING COST PROPOSAL ............................................................................................................................ 46 LICENSE AND ON-GOING SERVICE SUPPORT AGREEMENTS ................................................................................. 48 LASERFICHE END USER LICENSE AGREEMENT ....................................... ............................................................................. 48 EXCEPTIONS ........................................................................................................... .............................................. 49 LASERFICHE PRODUCT DESCRIPTIONS AND FEATURES ......................................................................................... 50 LASERFICHE CLOUD PRODUCTS AND FEATURES ................................................................................................................. 50 LASERFICHE CLOUD PACKAGED TIERS .............................................................................................................................. 50 LASERFICHE AWS CLOUD SECURITY AND COMPLIANCE ...................................................................................................... 52 SOFTWARE REQUIREMENTS ...................................................................... ..................................................................... 57 LASERFICHE PRODUCT DESCRIPTIONS AND FEATURES ................................................................................. ........................ 57 LASERFICHE RIO PRICE LIST .................................................................................................................................. 71 LASERFICHE CLOUD PRICE LIST ............................................................................................................................. 74 4 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Executive Summary ECS Imaging is proposing the Laserfiche Document Management System to meet Hawai’i County’s comprehensive Grant Management needs for its immediate and future requirements. ECS has the expertise and capabilities to meet and exceed the requirements of the organization. ECS has over 29 years of experience implementing Laserfiche ECM Solutions and has been recognized as a top 3 worldwide leader by Laserfiche in 2017 and received the Laserfiche Transformation Award for 2022. ECS is a certified Laserfiche Premier Partner and currently provides support for more than 20 Hawai’i County departments/divisions. Laserfiche is a trusted software solution by more than 40,000 sites worldwide including more than 1/3 of the Counties nationwide, and 3,000 Cities. The Laserfiche software solution meets all the required capabilities outlined in the RFP and much more. The software provides easy-to-use document management, document storage and retrieval capabilities through an intuitive and flexible interface that will be easily customized to meet your specific needs. Flexible licensing allows us to deliver the solution currently needed and will allow scalability for future growth. Users will access the system through a user-friendly, Windows-centric, Web browser interface, or Mobile device. Laserfiche e-Forms will provide the tools to create truly paperless processes from start to finish. The built-in capture platform will automate the recognition, indexing, and filing of documents. Workflows will assist in processing of both new and old data needing approval, routing, and filing. The Laserfiche solution will be implemented by a team of professionals who have been installing and supporting Laserfiche for 29 years. Based on our experience in the industry, longevity as a Laserfiche Solution Provider, and our highly qualified support and technical staff, you will find ECS Imaging to be an exceptional partner for your current and future document management needs. Our Customer focused Team is dedicated to our customers’ success and resolving any issues efficiently and effectively. ECS has a depth of knowledge and experience with over 200 Laserfiche certifications collectively, along with many network and database certifications, we can provide support for the full Laserfiche product suite. ECS has proposed two pricing and licensing options. The County’s desired Grant Management solution can be configured into the existing self-hosted Rio Laserfiche system and an option for the Laserfiche Cloud SAAS hosted platform. ECS will provide the knowledge we have gained through the implementation and support of over 400 Laserfiche systems across the United States. ECS Imaging has been one of the largest providers of Laserfiche enterprise content management solutions since 1995. Our long history of successful installations and “Client Centric” approach to building comprehensive solutions is underscored by our extensive list of supported accounts. Through a strategic partnership with ECS Imaging, we know that this project and future ones will be a success. Based on our extensive experience in the industry you will find ECS Imaging to be an exceptional partner for your content management needs. 5 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Company Background ECS Imaging has been in business for 33 years and has maintained the same mission since its inception; the customer comes first. With a strong leadership team delivering a consistent vision, ECS works to provide our customers with the highest quality service possible. Our mission of blending technology to meet business needs has been the foundation. ECS became a Laserfiche Solutions Provider in 1995 and has achieved top performance recognition consistently every year since. The company services our customers’ implementations from our Headquarters in Riverside, with Team Members serving all of California. ECS Imaging has the highest certification level possible as a Platinum Certified Laserfiche Solution Provider. We are honored with the consistent ranking as the top Solutions Provider in the western United States for 29 consecutive years and achieving status as the 3rd largest Laserfiche provider in the world since 2017. ECS was recognized as the Laserfiche Cloud Solution Provider of the Year for 2022. Our efforts are focused on helping organizations become more efficient by automating manual tasks and eliminating paper-based business processes. We specialize in providing local government innovative turn-key document management solutions with the award winning Laserfiche Enterprise Content Management Systems. ECS Imaging is a full-service document management solutions provider offering a full range of turn-key services including: ▪ Laserfiche Software Installation and Consulting ▪ Project Management ▪ Systems Integration ▪ Cloud Migration Services ▪ Business Process Automations and Consulting Services ▪ Data Conversion Services ▪ Digital Signature Solutions ▪ On-going Support of Software and Hardware ▪ Remote and On-Site Training and On-going Support ▪ Out-of-the-box Integrations and Custom Integrations with 3rd Party Applications ▪ Custom Documentation ▪ Scanning Services (including Large Maps, Microfilm, Microfiche conversion) ▪ Complimentary Quarterly User Group Workshops with Training ▪ Complimentary Annual Training Conferences (20 Years) ▪ Complimentary Monthly Training Webinars Our goal is to help organizations of all sizes improve business operations and increase productivity. We can help your organization: Eliminate Paper Based Processes, Automate Data and Information Collection, Secure Information from Unauthorized Use, Simplify and Secure the Management of Business Records, Meet Regulatory Compliance Needs, and more. 6 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Experience and Organizational Capacity With the largest technology staff of any Laserfiche Solution Provider in the Western US, we have the expertise, experience, and proficiency to successfully install and support any size Laserfiche system for any type of business. We have implemented systems for individual departments, multiple departments, multiple locations, Enterprise wide and Nationwide. We are a local government specialist with over 150 City and 20 County Laserfiche implementations. We understand the industry compliance requirements for government and document management in general. Our targeted focus provides expert consultative knowledge shared with our entire customer base. Additionally, ECS provides a personal touch with a dedicated implementation, project management and customer success team assigned to your projects. All ECS Executive, Sales and Technical staff attend training sessions on an annual basis. Staying up-todate and informed on the latest features and enhancements within Laserfiche and the Document Management Industry providing our clients with the best consulting and support services available. As a Platinum Certified Laserfiche Solutions Provider, all ECS Technicians are Laserfiche certified and currently hold over 200 Laserfiche Certifications collectively. ECS has earned Winner’s Circle status annually for over 20 years. Laserfiche Winners Circle is an exclusive annual recognition for only the top Laserfiche Solution Providers that demonstrate outstanding sales, performance, best practices, and a commitment to exceptional customer service. Recently, ECS received the 2022 Transformation Award, and 2022 Laserfiche Cloud Solution Provider of the Year. Additionally, ECS is now a Laserfiche Premier Partner. This new Partnership standard assures our customers we have passed new benchmarks for Customer Success, Satisfaction, and expertise in the product. Laserfiche Workflow is a built- in, robust, activity-based business process automation tool that will simplify, organize, and expedite the way you do business. ECS regularly provides services to design and implement business process automation solutions for our customers. Automated processes include but are not limited to: • Automated Taxonomy for Document Filing and Processing (Naming conventions, Auto-Filing, OCR Processing, Auto-indexing and more) • Routing Content for Review, Delegation and Approval • Collaboration with Multiple reviewers and levels • Routing in sequential, parallel, conditional, and ad hoc methods • Database Lookups (Prepopulate Index Fields and Data Validation) • Customizable E-Mail Notifications and Reporting • Auto-fill PDF’s and Word Documents • Calculations of missing records and retention management • Integration using ODBC lookups, C#, VB Scripts, MS Exchange, and Custom • Reporting to evaluate insights, monitoring, productivity, and analysis of the business processes • Pre-built Out of Box Workflows 7 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Forms is a built-in, web-based tool allowing you to replace paper forms with easy-to-design web forms that can be embedded on intranets, public websites and from within the Laserfiche Web Client. ECS has broad experience in building and implementing hundreds of Forms and Forms processes. Following is a broad range of examples: • Human Resources Forms o Time-Off Requests Form o Travel and Expense Requests Form o New Employee Onboarding and New Hire requests o Personnel Action Form o Employment Application Form: City of Hesperia: https://permits.cityofhesperia.us/Forms/HR-EmploymentApplication • Public Records Request Form o City of Azusa: https://publicdocs.ci.azusa.ca.us/Forms/pra o City of Diamond Bar: https://edocs.diamondbarca.gov/Forms/PRR o City of Lancaster: http://prr.cityoflancasterca.org/Forms/prr • Accident Report Request: City of Clovis PD: https://cpdonlinereport.ci.clovis.ca.us/Forms/TAR • Agenda Submission Form • Election Nomination Form • Purchasing Departmental Forms o Contract & Amendment Submittal Form o Vendor Information Form • COVID-19 related forms and processes • Universal Funding Request Form, Grant Forms, and many more o Hawai’i County: https://records.hawaiicount y.gov/Forms/NPGrantApplication Laserfiche offers Solution Templates (at no additional cost) which feature pre-built processes and forms tailored for a range of business needs. You can download and use these as templates for your own processes with minimal configuration. ECS has developed a Contract Approval Routing System that is available on the Laserfiche Solution Marketplace, also at no additional cost. ECS Imaging Laserfiche WebLink Clients - See how some of our clients are taking advantage of Laserfiche’s WebLink Public Portal - https://ecsimaging.com/doc uments-on-demand/ System Integration - Laserfiche provides the ability to easily send and pull data information from itself to other business applications in the organization. The ECS team of professionals has executed successful integrations between Laserfiche and 3rd party applications using multiple tools provided including the SDK toolkit, Out of Box Connector wizard, Workflow, Forms and out of box URL links. Common Integrations including but not limited to: • Financial Systems: Tyler-InCode Technologies, Munis Financial, JD Edwards, Eden Financial, Springbook, QSS, Peoplesoft Financials, SAP • ERP/CRM Systems: Peoplesoft, NeoGov, Datatel, Microsoft Navision & Dynamics, Linux-Based, Green-screen, Banner, SalesForce, Redtail • Permit Systems: Sungard Permits, H.T.E., Accela, Eden, Tyler-Energov* • GIS Systems: ESRI, AutoDesk, Geo Docs • Law and Justice: ISD Court Case Management, HITS (Hawaii Island Tracking System), ECS Custom Upload to District Attorney, Mugshot and Sixpack Applications, Criminal Justice Information Systems (CJIS) 8 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM • Other Applications: Microsoft Office & SharePoint, PlanetPress Transactional Documents, Psigen capture, DocuSign Digital Signatures, OneSpan eSignatures, Granicus, eScribe • Cloud Hosted: Amazon Cloud, Azure and private • And hundreds more with Laserfiche Connector * Tyler EnerGov Integration by ECS Imaging - In 2015, ECS Imaging developed a custom integration with the Tyler EnerGov permit system. The Integration offers organizations the ability to centralize long term and archival storage of EnerGov documents and files in Laserfiche. The integration automates the process for sending documents to Laserfiche in an intelligent way – through dynamic routing – that stores incoming documents and metadata into an easy to browse folder structure in Laserfiche. The seamless integration provides users the ability to easily retrieve documents directly from Energov while being stored in Laserfiche. The Integration works with both the Tyler Energov On-premises and Cloud Versions. Data Conversion / Migration - ECS has performed many data migrations and has the tools and expertise to ensure a smooth transition. We will design a data migration strategy that maximizes the speed of your migration while balancing the need to eliminate downtime. Conversions include documents and associated data such as file names, index values, and annotations. Conversion list. The following provides a list of over 30 different systems converted by ECS to Laserfiche: 1. Questys 2. FileNet 3. LibertyNet 4. AX/OTG/Legato 5. Sire 6. OnBase 7. ImageNow 8. DISC Image 9. Image X 10. Documentum 11. SharePoint 12. Papervision 13. Alchemy 14. Microsoft Access 15. OpenText 16. Minolta 17. Sytech 18. Content Verse 19. DAZEL 20. ImageFlow MuniMetrix 21. HP Trim/Rim 22. Infoworks 23. Exigen – Visiflow 24. Fortis/File Magic 25. Alfresco 26. Stellant 27. ATPAC 28. DocStar 29. Excalibur on VAX 30. IBM Content Manager 31. Versatile 32. Sytech 1DocStop 33. Presynct Technical Experience and Certifications Certifications: ▪ MBA ▪ PMP ▪ CompTIA A+ ▪ CompTIA Network+ ▪ AIIM Capture Practitioner ▪ Laserfiche Platinum Programming Languages: ▪ C++ ▪ C# ▪ Java Script ▪ HTML/HTML5 ▪ VB.NET ▪ Visual Basic ▪ SQL How the ECS Team is here for you: Executive Team ✓ Key Stake Holders ✓ Ensuring (ARO) Accountability, Responsibility, Ownership ✓ Leadership Customer Success Team ✓ Main Point of Contact /Feedback ✓ User Experience and Success ✓ Coordination of Services ✓ Product Consulting 9 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Project Management Team ✓ Projects for Business Process Improvements ✓ Automated Workflows & Forms Processes ✓ Laserfiche Integrations ✓ Training on Laserfiche solutions Technical Support team ✓ Technical Support ✓ Updates and Upgrades ✓ Server and Cloud Migrations ✓ Training on products Organizational Chart 10 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Past Performance (References) ECS is committed to our customer’s success: By providing exceptional and consistent implementation, training, and support services we can ensure that our customers have the tools and knowledge to successfully achieve their document management initiatives. This is reflected in the feedback we have received from our customers through over 90+ 5-Star Google Reviews. Links to Google Reviews and Customer Success Stories. County of Hawai’i 101 Aupuni Street #325, Hilo, HI 96720 Lisa Tada, Budget Specialist Phone: (808) 961-8489 Email: Lisa.Tada@hawaiicounty.gov Project Description: The County’s Rio enterprise system is the County-wide standard. Includes 793 Full Users, Forms Professional, Forms Portal, 2 Weblink Public Portals with unlimited users for internal and public access with view only access, Quick Fields Context Package, Quick Fields Agent, Import Agent, Plus for Publishing, SDK Toolkit, and ScanConnect. Used in 22 Departments County-wide. A separate application server environment is used for the Prosecuting Attorney Dept. which is on a separate domain. Multiple applications are integrated with Laserfiche. Public Portal access: http://records.co.hawaii.hi.us/WebLink/Welcome.aspx?cr=1 The Grant Management Solution we implemented for the County allows the public to apply for aid through an online Laserfiche form. The Budget analysts will then be able to review all the applicant’s information and utilize the data in an Excel format as needed. The solution went live in November 2022. https://records.hawaiicounty.gov/Forms/NPGrantApplication The County of Hawaii has implemented a Nonprofit Grants-in-Aid Program to provide up to $2.5 million to support qualified nonprofit organizations involved in work that improves the quality of life on the big island of Hawaii. ECS worked closely with the County to develop this Grant Management online process and go live in less than 30 days to meet the required timeline. The first page of the application provides the details of the Grant Application including due dates, special instructions, and contact information. It also includes a drop-down list showing each page of the application. Users can either select a page from the drop-down list or click ‘Next’ to navigate to the next page. Applicants can save their application as a draft and return to complete later. If saved as a draft, the form will ask for an email address and password. This is required to access the application form to complete. A link to the form will be emailed to the applicant. 11 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Each page includes page navigation buttons at the bottom, ‘Next’ and ‘Previous’, allowing the applicant to easily move from page to page. The second page of this multi-page form is where information about the nonprofit organization applying for the grant is entered. A red asterisk (*) identifies a required field which must be completed before the application can be submitted. NOTE: Applicants can navigate between pages but cannot submit the application if any of the required fields are blank. The next few pages of the application are used to collect information about what the Grant will be used for and includes various types of form fields such as text boxes for narrative responses, radio buttons (for yes - no response), and multiplechoice responses. Again, the red asterisk identifies required fields. 12 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM 13 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Page 7 of the application allows applicants to enter program budget information. Laserfiche workflow will automatically calculate the Totals based on the numbers entered in the Form fields. The next two pages request documents to be uploaded to this form. Applicants can upload the requested documents by selecting the ‘Upload’ button and selecting the document from their computer to upload. If the applicant does not have the requested documents ready, they can select Save as Draft and upload the documents later. Any documents attached when Save as Draft is selected will be maintained, applicants will not need to upload them again. The attached documents uploaded to these pages will be saved in the Laserfiche repository along with the completed form. 14 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Once the application is complete and all required documents have been uploaded, the applicant can submit the form for processing. This will send an email notification to the appropriate County staff notifying them that they have a grant application to review. The applicant will also receive an email notification alerting them that their application has been submitted for processing. Workflow will route the attached documents to the appropriate folder in Laserfiche. Each document can be saved to a separate folder for compliance. Related documents can be linked to each other and any document in the linked group can be accessed from any other document in the group even if they are stored in separate folders. 15 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM The Reports Page of Laserfiche Forms provides analytics about each application process as well as information that was entered in the application in columns which can be arranged and customized as needed. 16 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Reports can be downloaded as a CSV or Excel file and saved in Laserfiche or emailed as a link. Reports can be generated to provide analytics on Process Overview, Performance, Task Loads, and Workload. Reports can also be scheduled. The following is a recent email received from Anthony S. Liu, County of Hawaii University of Southern California, Department of Contracts and Grants 3720 South Flower Street, Los Angeles, CA 90089 Noah Congelliere, DCG Training and Development Specialist Phone: (213) 740-7392 Email: congelli@research.usc.edu Project Description: ECS provided services to develop and implement a Grant Management process. 17 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Contracts and Grants Closeout Process Closeout Forms and Process 1. Initial Form Fields: a. Award Number b. Account Number c. PI Email Address d. File Upload + Document Type + Document Date 2. Closeout Team Review a. After initial submission, email the Closeout Team of 3 people. b. Review Fields i. Approval Decision - (Approve or Deny) ii. Rejection Reason - (Incorrect Report/Document(s) Uploaded, Missing Report(s), Incorrect Award Number, Incorrect Account Number, Other) iii. Clarification c. If ‘Denied’, cancel the current form, and send an email to PI. Use example provided. d. If ‘Approved’, the upload is saved into the repository. 18 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM 19 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM City of Santa Clara 1500 Warburton Avenue, Santa Clara, CA 95050 Contact: Gaurav Garg, CIO Phone: (408) 615-2021 Email: ggarg@ci.santa-clara.ca.us Project Description: ECS won the city’s business through an RFP process in early 2017 and installed Laserfiche Rio with 350 Users, Public Portal for 2 Laserfiche Servers, Forms Professional, Forms Portal, Quick Fields Agent, Quick Fields Complete, Connector, SDK (Toolkit), Accela Integration, and Integration with DocuSign. The implementation project included conversion from Sire database to Laserfiche consisting of 260 GB of data including metadata. ECS conducted a high-level fit gap analysis for each department to determine their existing use of Sire. Phase 1 of the project included installation of software for three departments: City Clerk’s Office, Fire, and Electric. The next phase included software installation for 12 additional departments. Training was provided to each individual department to ensure a smooth transition from Sire to Laserfiche including training for 3 system administrators. ECS built and implemented a funding program for the City to provide emergency rental assistance to residents affected by the pandemic. Emergency Rental Assistance Program (ERAP) Form and Workflow process below. 20 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM 21 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Business Process Workflow 22 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM County of Riverside 4080 Lemon Street, Riverside, CA 92501 Rhys Ravelo, Applications Development Supervisor Phone: (951) 955-8135 Email: rrravelo@rivco.org System Configuration: Laserfiche enterprise Rio system is the County-wide standard. Includes 501 Full Users, 2,500 Forms Participant Users (users who can participate in Forms processes and have Read-only access to the repository), 2 Weblink Public Portals with unlimited users for internal and external read only access, Forms Professional, Forms Portal, Quick Fields Core, Quick Fields Agent, Import Agent, and SDK Toolkit. ECS developed an integration with their PeopleSoft application to send PO’s to Laserfiche. ECS developed a custom integration with their Tyler Energov ERP permit system in TLMA. Additional Details: ECS performed data conversions from OpenText, Documentum (in process), and a couple of other misc. applications to Laserfiche. Using Laserfiche County-wide including Human Resources, Public Health, TLMA, Environmental Health, First 5 Riverside Children & Families Commission, Waste Resources Management, Auditor, Purchasing and Assessor in 2020. During the COVID pandemic, ECS provided services to create a new repository to allow medical documents relating to individuals with COVID exposure to be ingested into Laserfiche via eFax Server and Import Agent. ECS provided Scanning Services for Public Health and Child Support Services. ECS has also developed an Intake Form Packet including Eligibility and Medical Authorization Forms for the Public Health Department with auto-file and approval routing workflow. The project included consolidating 3 separate paper forms into one web-based form with tabs and a final acknowledgment tab. Below are links to forms in English and Spanish (SP). CCS Application Forms https://ccsforms.ruhealth.org/Forms/RUHSCSSApp https://ccsforms.ruhealth.org/Forms/RUHSCSSAppSP Survey Form https://ccsforms.ruhealth.org/Forms/CCSSurvey HIV/STD Forms https://ccsforms.ruhealth.org/Forms/Eligibility-Screening https://ccsforms.ruhealth.org/Forms/Eligibility-ScreeningSP https://ccsforms.ruhealth.org/Forms/Acknowledgement https://ccsforms.ruhealth.org/Forms/AcknowledgementSP https://ccsforms.ruhealth.org/Forms/MAR https://ccsforms.ruhealth.org/Forms/MARSP https://ccsforms.ruhealth.org/Forms/IntakePacket County of Madera 200 W. 4th Street, Madera County, CA 93637 Juan Witrago, IT Division Manager / GIS Mgr Phone: (559) 661-5267 Email: Juan.Witrago@maderacounty.com Project Description: In 2018 ECS managed and implemented a project to upgrade their Laserfiche system to Rio Enterprise licensing including a software upgrade to the latest version and additional functionality. The system included 215 Full Users, the addition of Weblink portal with unlimited users to provide read-only access to the repository, Forms, a robust electronic Forms package, Forms Portal to allow an unlimited number of users both internal and public users to complete and submit online forms 23 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM to the County, 140 Forms Authenticated Participants allowing these users to participate and approve in forms processes with read-only access to the repository. Additionally, the County utilizes Quick Fields Classify, QF Agent, Connector and Import Agent tools and Records Management. The project included professional services to install and configure the software, consultation and configuration of the repository structure based on the County’s requirements, and training on the Laserfiche software. The project was broken into three phases: ▪ Phase 1 - Laserfiche Rio Enterprise and Version Upgrade ▪ Phase 2 - Configuration for Migration to Production ▪ Phase 3 - Business Process Automation, Consultation, Configuration, and Development ECS provided services to develop several automated processes using Forms and Workflow, including the Out of County Trip Request Form, Purchasing Agent Agreement, and Employee Appointment New Hire Form. The success of the first Forms automation project is the new Trip Request Form process takes minutes vs days. They are working on a full list of forms processes that they would like to automate. 24 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Qualifications Laserfiche Leads in Local Government ▪ Laserfiche began in 1987 and is used by more than 40,000 customers worldwide. ▪ Laserfiche has over 30 years of experience in the local government market and is used by thousands of government agencies worldwide including over 3,000 Cities and 1/3 of the Counties Nationwide. ▪ Laserfiche is the enterprise content management (ECM) of choice for the majority of CDG’s top digital cities and counties. Laserfiche Document Management Software is an enterprise suite designed with the same look and feel throughout. It is easy to install, easy to learn, and easy to use. It provides complete control over what type of information is stored, where it is stored, how long it is kept, and who can view that information. Granular security provides multiple levels of protection against unauthorized access to information. Users can benefit from a multitude of powerful search methodologies, including full-text, metadata, annotation, or folder/file tree search. Workflow and Forms can be used in conjunction to automate virtually any business process. Forms Portal and Public Portal extend access to users outside the organization to submit online fillable forms and access publicly available documents. Robust analytical tools provide metrics on system usage, governance, and compliance requirements. While automated extraction tools allow users to simplify the capturing and storage of data. Laserfiche Server is an extremely efficient and robust application that creates a very small network footprint yet can scale to support thousands of users, multiple databases, and an abundance of information. The base server is a security gateway to the suite of Laserfiche products. Images and OCR text are stored natively as TIFF documents and ASCII files (Group IV Compression) to guarantee document integrity as well as future availability. Laserfiche is optimized for Microsoft SQL Server database platform. Metadata information is stored within the database server to allow for scalable quick access. Since Laserfiche utilizes Microsoft SQL database as its backend, it is fully ODBC compliant, meaning it can communicate with most any standard data source. Laserfiche Solution Highlights Content Management: Document Management Content Capture and Imaging Any File Type content Process Automation: Business Process Automation Robotic Process Automation Electronic Forms Reporting and Analytics Platform Services: Records Management (50515.2) Security and Compliance Cloud Content Management ECM Integrations 25 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ▪ Workflow & Robotic Automated Processing ▪ Electronic Forms ▪ Electronic Signatures ▪ WebLink Public Portal ▪ Content Management ▪ Records Management ▪ Access via Desktop, Web, Mobile ▪ Audit Trail & Reporting ▪ Redaction & OCR ▪ Desktop & Web Administration ▪ Advanced Capture Tools ▪ Integration Tools & SDK ▪ Trusted Systems Compliance ▪ Cloud & Self Hosted Laserfiche has excelled at winning awards throughout its legacy since 1987. Here’s a few recent very accomplished accolades. • Gartner Peer Insights - Laserfiche Named a 2020, 2021, and 2022, 2023 Gartner Peer Insights Customers’ Choice for Content Services Platforms. The “Voice of the Customer” • Laserfiche Named a 2021 Product of the Year Award Winner by Cloud Computing Magazine. • Gartner Peer Insights shows 95% would recommend Laserfiche and overall rating of 4.7 of 5. • Net Promoter Score of 60, ranked higher than Apple, Adobe, and Microsoft. • Nucleus Research Traditional old-style enterprise content management (ECM) was an inflexible product designed purely for document storage and simple retrieval. Today, modern ECM includes advanced technologies such as artificial intelligence (AI) and machine learning (ML) that automate business processes, improve data capture and classification, provide contextual search capabilities, and deliver information governance. The Nucleus Research ECM Technology Value Matrix 2018 reflects advances made this past year, evaluating vendors for functionality, usability, and the value that a vendor’s solution brings to the client. • Nucleus Research analyzed the experiences of several Laserfiche clients to understand why they chose that vendor’s enterprise content management (ECM) software solution, and what factors contributed to the continued relationship. Our research found that customers selected Laserfiche for three key reasons over its ECM competitors: user friendly interface, sophisticated functionality, and superior customer support. Nucleus also determined that the Laserfiche client retention rate for this survey was greater than 90 percent. (2017) • Infotech Research Group – Recognized by leading analysts for expertise in serving the government market. • Center for Digital Government – Regularly published in Center for Digital Government trend reports on process automation and shared services. • Government Executive – Featured though leader in Government Executive publication. • Computer World - Best Places to Work • Best in Biz Awards 26 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Technical Specifications and Functional Requirements 1.3 Mandatory Requirements Hypertext Transfer Protocol Secure (HTTPS). Laserfiche supports this configuration for remote access. Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). Web Browsers • Recent versions of Chrome, Microsoft Edge, and Firefox • Safari on Mac OS and iOS are supported for interacting with the repository and filling out forms. ADA Compliance: WCAG 2.0 levels A and AA. Laserfiche Weblink is ADA/Section 508 compliant. To ensure access by Americans with Disabilities, Laserfiche provides the following functionality to ensure ADA Compliance: • Secure digital storage improves information accessibility for all staff. Laserfiche’s intuitive Microsoft® Windows®-based interface makes documents available to everyone, without requiring costly, time-consuming training. • Advanced optical character recognition (OCR) functionality reads documents to create a searchable text version of information that’s currently locked on paper, without tedious manual indexing. • Built-in compatibility with text-to-speech (TTS) software makes the text of your documents accessible to the visually impaired. • Precision search capability eliminates the need to manually search through file cabinets and boxes. Instead, staff search for and instantly retrieve documents directly from their desktops. • Reversible white-on-black text and keyboard access to all functions permits any staff member— even those with mobility or vision impairments—to use the software efficiently and productively. • Accessible user documentation ensures all your staff members become productive, confident Laserfiche users. • Simple, economical Web publishing tools provide public access to documents from your public Website, enabling all citizens—regardless of mobility or visual impairment—to access information from their home computers. Tech support is required during R&D’s normal operating hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. Support hours are 7:30 am – 5:00 pm, Monday – Friday PST excluding major holidays. All support will be provided through ECS Imaging, Inc. directly. ECS agrees to use reasonable efforts to respond to the Client's service request within four (4) hours of receipt of notification. Scheduled After-Hours Support, defined as any time outside of ECS’s Regular Business Hours, is available at the discretion of ECS. Clients with a Gold Priority Support Plan may be debited double the total number of Gold Priority Support Hours used for After-Hours Support. NOTE: While ECS is in the Pacific Time Zone, we currently work with several other Hawai’i County Departments/Divisions successfully providing support during normal business hours, but if needed can schedule services during normal operating hours of 7:45 AM HST to 4:30 PM HST. 27 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Ability to quickly exit the program at any point, auto saving an incomplete record. Laserfiche can be configured to autosave an incomplete record upon exit. Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. With Laserfiche, you can continue working when the data connection is lost and when the connection is restored, Laserfiche will automatically update. The County will retain ownership of the data and it can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. Correct, the County will maintain ownership of all documents and data stored in Laserfiche. It is likely that we will propose an add-on to the existing self-hosted Laserfiche Rio system the County already owns. You will have the ability to download data in .csv format which can be imported into .xls format as needed. 1.4 Desired System Functionality 1.4.1 Grant Proposal Submission Portal Proposed solution must provide an intuitive portal allowing prospective applicants the ability to easily view grant program descriptions, instructions, and requirements. Online fillable forms can include narrative details describing what is expected of applicants before they begin filling out the grant application forms. They can also include links to supporting documentation as well as website information for reference purposes. The forms are fully customizable allowing you to include grant program descriptions, instructions, and requirements. Applicants will be able to save their progress on an application online before final submission. Yes, Laserfiche Forms can include a Save Progress button allowing applicants the ability to save their work and submit the form at a later time. Help desk or customer support for grant applicants. ECS Imaging provides help desk assistance to the customer. Applicants would need to submit their issues to the County, and if deemed to be a software issue, the County can then submit the issue to ECS for resolution. The grant proposal format must be customizable to allow for a variety of R&D program needs and the system ideally includes an easy-to-use form builder with conditional logic and help prompts. Laserfiche Forms is highly customizable with drag and drop components including basic fields for text, numbers, email addresses, checkboxes, radio buttons, date, time, signature, document upload, and much more allowing for a variety of R&D programs. These programs can be listed on a web site with a link to the required forms. The Forms builder is designed to be easy to use. Below is an example of a Form with form elements on the left which can be dragged and dropped into the form canvas in the middle. Each form element has additional options that when selected can be configured in the space to the right. 28 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Customizable budget forms with budget tabulation available. Forms can include calculations allowing for budget tabulation. Please see the Hawaii County example above that includes a page with program budget calculations. Allows for submission of additional documentation in Word, Excel, PDF, and image formats. Laserfiche forms supports file upload fields. File upload fields allow users to upload files that will be saved along with the form. You can specify the maximum file size and the file extensions that file upload fields will accept. The agreement must allow at least 25 different annual funding programs with up to 500 applicants per program. Services can support more than 25 different funding programs with 500 applicants or more per program. 1.4.2 Proposal Review Portal The program should include permission levels for scoring access. Laserfiche security can be configured to allow or deny users access to scoring criteria depending on their permission level. Security settings control what a user has access to and what actions they can perform in the system. Unlimited number of reviewers. Users who simply need to review can utilize Weblink with read-only access to the grant forms and supporting documentation. If the review process includes the need to approve or make changes to the information, a User license called Participant User can be used. These licenses allow read-only access to the repository and the ability to participate in the forms process such as approve or deny. Reviewers have a streamlined interface allowing easy side-by-side viewing of the application materials and review reporting portal. Laserfiche supports the ability to perform side-by-side comparison of application materials and review reporting portal. The portal accommodates customized scoring rubrics for different programs. Forms can be configured to provide customized scoring rubrics for different programs. The forms can be saved in the same folder/location as the grant application forms. 29 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM 1.4.3 Award Management Platform and Document Repository Post award follow-up workflow options. Laserfiche workflow can accommodate post award follow up options. The proposed system includes push notification capabilities. Push notifications exist for forms business processes. These are automatic based on the status of the form. Administrative staff can send a push notification so long as it is part of a business process form and workflow. Relationship management tools for use in communication with grantees over the term of the award agreement. Contact information can be stored in the system as metadata. Additionally, Laserfiche can be integrated with a Relationship Management application and a workflow can be configured to pull contact information from the CRM tool to use in communication with grantees. Document audit trail. While repository searches provide details on the contents of the repository, Laserfiche Audit Trail provides metrics on what actions have been performed system wide. Audit Trail can generate reports detailing a user's actions in the system. When a user performs an action that is being audited, Audit Trail records information about the event. For example, if a document is accessed from within a repository that has the Entry event class audited, that action will be recorded, along with information such as the user who accessed the document and the time accessed. Events are categorized into event classes, which collect several related events. Laserfiche allows for Audit Logs to be stored on any storage device provided it is accessible by the Laserfiche Audit Server. The Laserfiche Server stores information about audited events in a set of binary log files in the AUDIT folder of the repository directory. To keep these files from becoming too large, by default the binary logs will roll over when they reach 50MB. You can customize your audit log settings, including location, maximum size, maximum age, and rollover directory. No fund management system required. The County’s accounting system will continue to manage all financial activities. Laserfiche can integrate with the County’s accounting system to update financial information if needed. 1.4.4 Data Collection and Reporting System Cloud-based document repository available to all R&D staff members. Laserfiche includes a document repository for saving documents, completed forms and all associated data. Data visualization and impact reporting capabilities. Out of the box, Laserfiche provides a unified tool set for manipulating accessibility to reports stored in Laserfiche. Additionally, Laserfiche uses a SQL back-end which allows for highly customizable data visualization solutions to be designed to your needs based on metadata in the system. Document generation. PDF documents can be generated from Microsoft Word templates using information from the submitted forms or pulled from third party or external database. Workflow can automate this process. 30 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Ability to upload previous years’ grant and contract data and reports to the centralized repository. You can add any file on your computer to Laserfiche by importing it. This allows you to store all your content in one place. You can also import files saved in Google Drive, OneDrive, or OneDrive for Business directly into Laserfiche. When you import image files, they will be made into pages in a Laserfiche document, which allows you to use Laserfiche annotations with them. When you import non-image files, such as Word documents, Excel spreadsheets, or Photoshop projects, they will remain in their original formats. When you import a PDF, it will be converted to pages that you can annotate, but your original PDF will be retained in the document as well. When importing non-image files, including PDFs, Laserfiche will also automatically generate text from them to make them full-text searchable. All data can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. Data can be exported in CSV or XLS format. Mandatory Requirements Yes No Hypertext Transfer Protocol Secure (HTTPS). ✓ Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). ✓ ADA Compliance: WCAG 2.0 levels A and AA. ✓ Ability to quickly exit the program at any point, auto saving an incomplete record. ✓ Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. ✓ Tech support is required during R&D’s normal operation business hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. ✓ The County will retain ownership of the data and it can be exported in its entirety at any time needed. Preferable export format for data is CSV and XLS; preferable export format for documents is PDF. ✓ 31 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Implementation, Project Management, Training and On-Going Support Our scope of services includes a dedicated team consisting of a project manager overseeing standard project tasks, certified technical engineers to develop the solutions, and your customer success consultant ensuring success throughout the implementation. Additionally, our Executive team oversees all projects from a high level to provide leadership and insights throughout the project. The following outlines the ECS methodology for implementation and is based on PMBOK guidelines published by the Project Management Institute. Step I: Requirements Analysis - Gather and Confirm All Requirements for a Successful Implementation. Step 2: Planning - Define the Formal Work Plan, Checkpoints and Milestones for the Project. Step 3: Design - Design Every Aspect of the System in a Design Specification Document Step 4: Build - Build the Solution According to the Design Specification. Step 5: Test - Test the Solution for Functionality, Performance and Design, according to the Specification. Step 6: Revise - Revise the Solution per Testing Results and Conform to Design Specification. 2 rounds included. Step 7: Rollout - Launch the Solution, Supported with Communication, Training and Service NOTE: Please see ECS Imaging Scope of Work below for a detailed description of the steps ECS will take to complete your implementation. Roles and Responsibilities Role Client Responsibilities Client Executive Sponsor ▪ Has final authority and responsibility for the project. ▪ Reviews and approves changes to project requirements and project scope. ▪ Allocates resources towards the completion of project tasks. ▪ Approves final deliverables. Client Project Manager ▪ Reports to and receives direction from Client Executive Sponsor. ▪ Participates in and approves of project plan requirements, scope, and deliverables. ▪ Manages, reviews, and prioritizes the client-side project tasks to stay on time and on budget. ▪ Provide status and progress reviews to project team and Client Executive Sponsor. ▪ Manages client-side resources (project team members). ▪ Monitor and control project schedule, budget, and quality. ▪ Reviews and approves deliverables. ▪ Signs off project milestones. Client Department Managers ▪ Identifies the department requirements to Client Project Manager. ▪ Manages the completion of department specific project tasks. ▪ Supervises department specific resources. ▪ Reviews and approves department deliverables. Client IT Manager ▪ Validates feasibility of hardware requirements. ▪ Acquires and manages configuration of server and client hardware. ▪ Supervises IT specific resources. ▪ Reviews and approves IT deliverables. Client Trainers ▪ Responsible for client hosted training. ▪ Serves as the client’s subject matter expert. 32 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ▪ Long-term power-users or super-users of system information and on-going training for new and existing staff. Role ECS Imaging Responsibilities ECS Executive Sponsor ▪ Has final authority and responsibility for the project and deliverables. ▪ Reviews and approves changes to project requirements and project scope. ▪ Provides additional resources for scope changes. ▪ Finalize contract negotiations and commitment of ECS Imaging, Inc. to project. ▪ Leads the teams involved for accountability, responsibility and ownership. ECS Customer Success Manager ▪ Provide consulting and recommendations for business process improvements. ▪ Monitor Project Manager accountabilities. ▪ Monitor Technical Manager accountabilities. ▪ Maintain active relationship with Client’s Project Sponsor. ▪ Ensure exceptional User Experience and Success. ECS Project Manager ▪ Provide progress updates. ▪ Provide structured implementation methodology. ▪ Communicate required process changes to implement solution. ▪ Prepare and coordinate solution deployment. ▪ Coordinate the availability of staff to meet requirements of project plan. ▪ Communicate and confirm scheduled times with the client and ECS staff. ▪ Make recommendations for business process improvements. ▪ Responsible for delegating configuration and setup per requirements and analysis (engineers and analysts to be determined based on project requirements). ▪ Drive systems testing; resolve nonconformance’s. ▪ Participate in User Acceptance Testing; resolve nonconformance’s. ▪ Coordinate development of custom documentation to be provided to client. ECS Business Analyst ▪ Make recommendations for business process improvements. ▪ Analyze current methods and map to desired outcome. ▪ Identify gaps between desired outcome and standard software capabilities. ECS Trainer ▪ Provide training to Client Trainers and other staff. ▪ Develop training documentation. ECS System Engineer ▪ Configuration and setup of system. ▪ Installation and Configuration. ▪ Onsite and Remote Technical Support. ▪ Onsite Training. ▪ Development Tasks (when needed). ECS Software Engineer ▪ Conversion recommendations and tasks. ▪ Development tasks. ▪ Integration recommendations and tasks. Project Plan The project timeline is flexible, and we will work with your team to determine the right time and pace for the project. Below is an outline of the services that we will provide to ensure the successful implementation of the system. After the specific scope of work is defined, we will determine the timeline for the project. We are flexible regarding the start time of the project, including consulting, installation, configuration, and training of all users. The following is a summary project plan with milestones and benchmarks: 33 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Step Description of Tasks Date 1 Kickoff Meeting: In the initial meeting, we will review the project plan, define project rolls, discuss, and review project scope, review hardware requirements, set expectations of project milestones, and determine ongoing communication. TBD 2 Software Installation: Upon confirmation of order approval, the software can be installed within two to four weeks, dependent on availability of any requisite hardware. Installation will be a joint effort between the organization’s technical staff and ECS. Detailed hardware recommendations for server-side components will be provided to the organization. Additionally, we assist with initial client/scanner workstation installations and provide instructions for unattended deployment to any remaining workstations. TBD 3 Conversion (as needed): ECS’s development team will convert all appropriate documents and data from the existing document management system or document storage. Please refer to the attached documentation for additional details of the conversion process. TBD 4 Solution Review and Validation Meeting: This meeting is to review the new solution with the organization to ensure the configuration has been completed per the requirements. Changes to the solution are made at this time. Multiple iterations may occur to achieve the final desired solution. TBD 5 Business Process Consultation: These meetings will be held to develop an understanding of the organization’s current business processes and to plan an implementation strategy for Laserfiche. TBD 6 Testing: Testing is performed of the final desired solution to ensure that all aspects of the solution are working as intended. ECS will demonstrate that the system is fully functional, security settings are verified, and the system is validated by the organization to be fully operational and to meet their needs as proposed. TBD 7 Administrative Training: ECS will train the organization’s technical staff in the system’s architecture, databases, backend applications, and interfaces with other systems. Training will also cover how to monitor and manage the security, users, and user rights. This training is designed for the organization’s system administrator and will focus on how to setup the system, folder trees, file structures, templates, volumes, system monitoring, license usage, and backup procedures. TBD 8 Workflow Training (as needed): ECS will train the organization’s technical staff on configuring automated workflow processes utilizing the Laserfiche Workflow module for the Workflow administrator. TBD 9 Forms Training (as needed): ECS will train the organization’s staff on building and using Laserfiche Forms. Training will cover the various steps in creating and customizing web forms to be used internally and/or externally. TBD 10 Records Management Training (as needed): ECS will consult and train the organization’s Records Manager on how to configure and implement the file plan into the solution to account for classification of records stored throughout their lifecycle. Training will cover how to manage records (cutoff, destruction dates, freezing of records, legal holds) along with tracking and reporting tools includes. TBD 11 End User Training (Train-The-Trainer or Classroom Style): User training on how to use the software and to understand the business process. The training will cover how to use all the different software components (Workflow, Forms, etc.). TBD 12 Resolve any issues (Prior to go live date): After end user training is completed, end users may identify some small adjustments in the business process solution. These items will be addressed prior to the Go Live date. TBD 13 Go Live. An on-site engineer will be available on the Go Live date. TBD 34 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM User Acceptance Testing Number Type ECS Imaging Inc. User Acceptance Testing Completed 1 Administrative (Server-based) Testing 1.1 Administration Console (MMC) or Web Administration Console (IIS) 1.1.1 PT Admin Console (MMC) launch in less than X seconds 1.1.2 FT Login to Administration Console (MMC) and Web Administration Console (IIS) with "admin" account 1.1.3 FT Assign user rights and privileges to a Laserfiche Account 1.1.4 FT Assign user rights and privileges to a Windows Active Directory or LDAP account (if applicable) 1.2 Directory Server 1.2.1 FT Register and test an application 1.2.2 FT Register a user account and verify by logging into Laserfiche client 1.3 Workflow 1.3.1 FT Ensure a connection profile with the "workflow" system account is set as the default connection profile 1.3.2 FT Create a workflow to e-mail any e-mail account, publish the workflow, and manually start the workflow 1.4 Weblink 1.4.1 FT Create an account that has read-only access and log into weblink 1.4.2 FT Once logged in, browse, view and export a document 1.5 Import Agent 1.5.1 FT Log into Import Agent and create a profile 1.5.2 FT Have a monitored folder and make sure documents are imported into Laserfiche from monitored folder 2 End-User (Desktop-based) Testing 2.1 Laserfiche Client or Web Client 2.1.1 PT Client application launches in less than X seconds? 2.1.2 PT Repositories are displayed in less than X seconds? 2.1.3 FT Login to Laserfiche and view expected folders based on security rights 2.1.4 FT Folders visible after login 2.1.5 FT Create folder based on security rights 2.1.6 FT Import and assign document into Laserfiche 2.1.7 FT Generate Laserfiche pages from PDF 2.1.8 FT Generate searchable text from PDF 2.1.9 FT Export document from Laserfiche to desktop 2.1.10 FT Export document from Laserfiche to E-mail (if applicable - using Outlook) 2.1.11 FT Search for known OCR text value in TIFF document 2.1.12 PT Text search results displayed in less than X seconds 2.1.13 FT Validate highlighted text's location on the TIFF document 2.1.14 FT Search for known OCR text value in a Microsoft Office document 2.1.15 FT Search for known index field value 2.2 Laserfiche Scanning 2.2.1 FT Scan document using universal capture 2.2.2 FT Scan document using TWAIN, KOFAX or ISIS (ScanConnect) drivers (if applicable - using a desktop scanner) 2.2.3 FT Test Image enhancements such as OCR and Page removal 2.3 Laserfiche Snapshot 2.3.1 FT Snapshot any document into Laserfiche 2.4 Laserfiche Audit Trail 2.4.1 FT Expected events are audited on the everyone group in the administration console 2.4.2 FT Audit-trail can be viewed from the right-click menu in the Web Client 2.4.3 FT Ability to run "Deletion" report in audit trail that returns deleted items 2.5 Laserfiche Quick Fields 2.5.1 FT Launch Quick Fields and create a blank new session 2.6 Laserfiche Forms 2.6.1 FT Log into forms configurations page 2.6.2 FT Log into Forms, create a simple submission form 3 Administrative/End user Mobile Platform Testing 3.1 Laserfiche Mobile App Server 3.1.1 FT Download Laserfiche app on phone or tablet (iOS & Android) and log in to repository 35 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Project Status Our dedicated team consists of 15 technical team members to ensure an on-time, smooth project and provide ongoing support when needed. The Technical teams are followed by Executive Sponsors along with ECS’s Customer Success Team who will be involved in your project focusing on a successful implementation, while providing ongoing assistance, best practices, and a long-term relationship. We will provide access to an on-demand webpage for project statuses, deliverables, responsibilities, and milestones giving everyone involved insight into the project progress. Project Personnel Debbi Bodewin, CEO/Chief Consulting Officer 25+ Years of Industry Experience With ECS since 1995 Surpassing 25 years developing ECS to become what it is, she leads the company's consultative techniques and customer centric approach. Debbi has served as Corporate Director since 2000. She leverages her vast experience in customer service and consulting in the ECM industry to support the ECS customer base. With extensive knowledge of Laserfiche Product Suite, and consulting on Integrated and Capture Solutions, she has overseen hundreds of customers in the last 25 years including ECS’ largest accounts with hundreds of users and a Fortune 200 company. She appreciates the opportunity to help digitally transform organizations with the latest technology and provide them with superior customer service. She holds a B.A. in Marketing with a minor in Spanish from Cal State University, San Bernardino. Bi-lingual in Spanish. Toni Lewis, VP of Professional Services 25+ Years Industry Experience With ECS since 2021 Toni Lewis is not new to the industry or Laserfiche with over 25 years’ experience in Project Management, Business Analysis, Document Management systems and administering other core Software applications. Her abundant achievements are highlighted with a Six Sigma greenbelt and PMP certification. Toni leads ECS’ project teams and automated business process implementations. Creating efficiencies, structure, streamlining processes, and documentation come natural to her and will be a benefit for all ECS customers and team members. She has extensive experience in project management, process improvements, system implementation and administration, and business analysis. Her qualifications include Project Management Professional (PMP), Lean Six Sigma Green Belt certification, and Electronic Records Management certification. Chad Rodriguez, MBA - Chief Technology Officer Laserfiche Gold Certified Professional 14 Years of Industry Experience With ECS since 2010 Accomplished management professional with significant experience in electronic content management, team management, project management, network infrastructure, software development, third party integrations, data conversions, and systems administration with an 36 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM emphasis on industry proven process improvement strategies across various business applications. He earned a bachelor’s degree in computer science and engineering as well as a master’s degree in business administration (MBA). He is a motivated, transformational, and responsible individual who possesses exceptional interpersonal skills as well as a personal dedication to providing the best quality of work whether from himself or his team. Brian Grove, Senior Business Analyst & Training Specialist Laserfiche Gold Certified Professional 23 Years of Industry Experience With ECS since 2017 Brian has been a dedicated Laserfiche champion for over 22 years. His passion and technical expertise are a great combination in producing innovative solutions. He provides in-depth training and develops complex automated business processes with Laserfiche Forms, Workflow, Quick Fields, Invoice Capture and Connector tools. He has a depth of experience analyzing and consulting on paper-based processes to transform them into Laserfiche automated methods. Brian will be providing insightful training in our upcoming monthly webinars; we encourage everyone to join. We are proud of his expertise and devotion to ECS and Laserfiche. As Senior Business Analyst and Training Specialist, Brian brings to ECS Imaging a depth of Laserfiche product knowledge that provides a true advantage to our customers. His in-depth knowledge of the Laserfiche product suite coupled with his subject matter expertise gives our customers the knowledge and understanding to utilize the fullest potential of Laserfiche and successfully accomplish their daily tasks. Brian studied Information Systems and Computer Science at West Valley College. Michelle Yang, Solutions Engineer Laserfiche Certified Solutions Engineer 7 Years of Industry Experience With ECS since 2017 Michelle excels at developing and integrating automated solutions for our customers. Her technical and design expertise in Forms, Workflow, Weblink Public Portal, ViewSign, scripting and integrations provide best practices and efficient implementations. She has also integrated Forms and Workflow with third party applications such as ViewSign Cloud eSignature solution, PayPal, Google Maps, Tyler Eden and other third-party applications. She earned a BS in Business Administration and Cyber Security from California State University, San Bernardino in 2017. ECS Imaging Scope of Work Professional Services and Licensing Refer to quote for cost details. Solution Requirements This implementation consists of the following: New Laserfiche Cloud Configuration (applies to new Cloud implementation option only) 1. Includes initial setup of the new Cloud account and initial user configuration for repository access to a new repository. 37 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM The following applies to both add-on to County’s existing Laserfiche Rio System and Cloud Implementation options. Basic Repository Consulting and Configuration (R&D Department for Grants Applications) 1. Includes 1 group (dept/division/team) for R&D department with up to 3 Laserfiche Templates total. Includes 1 consulting session, 1 demo, design, and configuration for folder structures, general document naming convention, templates and fields, security, and permissions best practices. 2 rounds of revisions included. Organization is required to have existing business critical procedures documented to reference during consulting sessions. This does not include an auto-file workflow. Custom Business Process Solution – Grants Management System Grants Portal – Laserfiche WebLink Public Portal 1. Includes the consultation and creation of a public only view of the Laserfiche repository to allow prospective applicants the ability to easily view grant program descriptions, instructions, and requirements. Grants Submissions – Laserfiche Forms 1. Includes the consultation and creation of the grant submission form with up to 10 sections for different grant submission criteria. One section includes a budget table with automatic calculations. One section includes uploading additional document attachments. Multiple formats accepted including Office files, PDFs, image formats, and more as needed. 2. Applicants will have the ability to save their progress as a draft before the final submission. 3. By design, the Laserfiche Form has a user-friendly interface for customization. The grant submission form will also be designed to be customizable to incorporate a variety of R&R program needs by using field tables and lookups that can be updated without modifying the form. Grants Proposal Review – Laserfiche Forms 1. Includes the consultation and creation of the grant proposal review process within Laserfiche Forms. The approval process includes up to 3 approval steps in the workflow. For example, the 3 steps can include an initial department reviewer, manager, and finance. Routing logic will allow for reviewers to identify any issues with the submission and automatically notify the submitter to resubmit with necessary revisions or documentation. 2. The reviewer’s portion of the form will include the consultation and creation of a customized scoring rubric based on the program in which the grant submission form applies. This requires feedback from the County on the requirements for the rubric. 3. The final approval step will default to finance to approve awarding the grant. Once the grant is financially disbursed from another system, the finance team will complete the Laserfiche form’s final step and mark it as awarded. The approval process will be complete, and all documentation will be stored in the Laserfiche repository for archival and reporting. Grants Reporting – Laserfiche Forms and Laserfiche Repository 1. Includes the setup of out of the box reporting from within Laserfiche Forms. This reporting can provide quick context on information from the form itself. For example, how many forms were submitted in X date range, how long the process took to complete from submission to approval, etc. 38 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM 2. Includes the setup of 1 metadata-based report using saved searches within the Laserfiche repository. This type of report provides context on information within the form itself. For example, provide a list of all grants awarded based on amount, provide a list of awards by program, etc. 3. Includes post award follow up workflow opportunities, email notifications, document audit trail, data visualization using forms reporting, document generation, document export and sharing with security, and the ability to upload historical grant and contract data. Laserfiche Implementation Basic Training 1. Includes 4 training sessions plus preparation time. Search and Retrieval, Import and Capture, Administration, and Business Process Training (as needed). Estimated duration of each training session: 1-1.5 hours. Project Status Meetings 1. Includes 16, 30-minute project status meetings organized and facilitated by the project manager with the solutions engineer. Project Requirements Scoping and Initial Assessment 1. Includes project requirements scoping and documentation in preparation for project implementation. Project Team Services 1. Includes project team time to provide mandatory meetings such as requirements gathering and demo meetings, and mandatory project documentation such as Scope and Requirements, Business Requirements Document, Testing Instructions, and a Process Flowchart. Customer Specific Tasks and Responsibilities For every implementation, there will be organization specific tasks and responsibilities necessary to complete this project. These tasks and responsibilities where applicable include but are not limited to: • Provide appropriate hardware per ECS recommendations for the Laserfiche environment. o NOTE: Self-hosted only • Provide VPN (unattended) or remote access (attended access) to the organization’s local Laserfiche environment. o Laserfiche application server(s) ▪ Includes test environment(s), public facing DMZ server(s) o SQL server(s) (Laserfiche instance) o Laserfiche repository and volume location(s) o Source servers for database lookups, conversions, migrations o Development workstation(s) (Conversions/migrations only) • Provide network login credentials (AD account) o Set login credentials to expire after the completion of the project. • Identify the primary contact for issues with login credentials. • Provide timely responses (within 3 business days) to communication requests from ECS for business process requirements, solution revisions, solution testing, and solution sign off. Project Duration The total project duration is dependent on several factors including but not limited to resource availability, any delays in requirements, hardware limitations, scheduling, and other factors from both 39 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ECS and the Client. The project duration will be assessed at the time of the project kickoff, needs assessment, and the development of the detailed project plan. Solution Revision Limits Unless separate requirements are defined prior to the start of this implementation, this project includes two (2) revisions rounds for each business process. Typical revision rounds include: • Revisions to the business process solution that require a reassessment of the business process function itself (i.e., Adding a new approval branch to a routing workflow) • Revisions to the business process solution that require a functional change in how the solution is designed (i.e., Modifying a LF form with JavaScript to satisfy custom formatting) • Updates to the design or layout of a Form Items Out of Scope The scope of this project does not include the following: • ECS acquisition of server or workstation hardware. • Costs associated with troubleshooting OS or hardware issues related to the workstations or servers. • Resolving any issues not related to Laserfiche, including but not limited to Windows permissions, network permissions, network hardware, server or client hardware, or other 3rd party infrastructure hardware or software. • Resolving issues caused by unauthorized changes made by Client staff on the ECS-built solution(s) in active development. Client agrees to seek and receive approval by the Client and ECS Imaging, Inc. project team stakeholders prior to any changes to an ECS-built solution until handoff of the solution to the Client has been completed. • Any services not explicitly defined in the statement of services. *Any items out of scope will be considered as separate labor from the services agreed upon for this project and may require additional approval and review before proceeding. The project’s primary requirements take precedence over any additional items requested that are out of scope to maintain the project timeline and ensure deliverable expectations are met. Project Go-Live Support Unless separate terms are defined prior to the start of this implementation, this project has a standard go-live support period of 30 calendar days from the time the project solution goes live in your production environment. During this time, the project team responsible for the implementation will be available to assist with any questions or updates. At the end of this 30-calendar day period, the project will be subject to closeout. Any subsequent concerns will be handled through our support helpdesk utilizing existing support hours. Payment Milestones Unless separate terms are defined prior to the start of this implementation, projects standard payment milestone schedule is all software 100%, Services 75% due upon project initiation and 25% Services due upon project go-live. Our discounted Gold Priority rate is 100% at the start. Standard processing fee added to credit card payments. 40 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ECS Imaging Training Training is provided onsite by ECS trainers using the installed system. These training sessions can be scheduled for individuals or groups according to their role. Training sessions are developed and tailored specifically to our customers. The duration of training is typically between 1 – 2 days. Training can be provided for new installations, new users, refresher training, updated features and functionality, additional software modules, etc. Below is an overview of the type of training we offer: End-User Training Some of the topics covered in this training are: ▪ Annotations ▪ Customizing the Document Viewer ▪ Document Metadata ▪ Using the Folder Browser ▪ Electronic Documents ▪ Searching ▪ Importing Documents ▪ Exporting and Printing Documents ▪ Snapshot ▪ Emailing Documents One session will be comprised of scanning, batch scanning, advanced scanning, importing, and indexing. Topics discussed in the training are indexing, short-cut keys, batch processing techniques, and cleanup tools. The second session will be for retrieval and viewing only users. This will address the various retrieval methods including Quick Search and the Customize Search options, viewing options, printing, emailing, and customizing tool bar options. This session also covers search results and what information is returned, how to open and view documents, and how to utilize the information returned. Administrator Training System Administrator Training begins with a comprehensive overview of the Laserfiche System. This includes each component reviewed in detail. Integration and installation issues are also addressed. The role of the trainer is to provide the participants with a thorough understanding of the Laserfiche system so that they can develop, integrate, and manage the system at their organization. As a Training Outline, they will be learning Template Creation and modification, folder design concepts, Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for the Laserfiche System Administrator, volume management, other Laserfiche products/plug-ins, most common Laserfiche problems and how to resolve them. Power-User Training - A user of a computer system or program whose skills and expertise are more advanced than most other users, especially a person in an organization who is assigned additional administrative rights and responsibilities for that system or program. ▪ Laserfiche Workflow Admin Training - This hands-on training is for users who will be designing workflows within the Laserfiche System. This class is not exclusive to IT, but users should be technically savvy and familiar with IF/THEN logic. Some of the topics covered in this training are: Parallel and Conditional Routing, E-mail Notifications, Reminders / Deadlines, and Repeat/Looping related to business processes. ▪ Laserfiche Forms Training - This hands-on training focuses on the design and configuration of electronic fillable forms. Power-users will be provided instruction on the functions of Forms submitters, approvals, assigned tasks, reports, performance monitoring, and forms as part of workflow configurations. 41 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ▪ Laserfiche Audit Trail Training - This hands-on or group training is for users who will be generating or viewing Audit Reports on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing, retrieval, or export of a document from the Laserfiche Repository. This class is typically limited to Administrators and Power Users with comprehensive access to the Laserfiche Repository. ▪ Laserfiche Records Management Training - This hands-on training covers basic records management concepts for records managers and for general staff. This session provides training on the lifecycle of Records from creation to final disposition and includes setting up retention schedules, managing record series and record folders, determining cutoff instructions and disposition, and compliance requirements. ▪ Laserfiche Quick Fields Training - This hands-on training is for users who will be creating Quick Fields Sessions. Typically, this training is for IT or Power Users of Laserfiche and includes automating Quick Fields Sessions, data capture, extraction and validation, image enhancement, and customizing the handling, processing, and information capture for specific document types. Class material is dependent on the Quick Fields modules purchased. ▪ Integration Training SDK / LF Connector - Training for IT applies to integration with specified line of business applications. Complimentary ECS User Training - We believe in providing continued added value to our clients in an ongoing basis and assisting them in utilizing the solutions we provide to the maximum potential. That is why we offer complimentary training opportunities throughout the year to provide added value to your Laserfiche investment. We offer free monthly Webinars and User Group Workshops scheduled in Northern and Southern California on a quarterly basis that are hosted by one of our clients at their facility. Our complimentary Annual Customer Conferences are also held in both Northern and Southern California and provide a full day of Laserfiche training, networking, and consultation opportunities. Our monthly eNewsletter provides additional information about ECS events and Laserfiche news including product details, new software releases and updates, tips & tricks, client success stories, webinars, industry news with partners, and other on-line training resources. Upcoming Free ECS Training Events: ECS Imaging’s January 2024 Webinar: Success Story – San Joaquin Regional Rail Commission (Accounts Payable Process) – Wednesday, January 31, 2024 (10:00 – 11:00 AM). 42 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Training Events are provided at no cost to ECS customers. We invite you to attend as this will be an excellent opportunity to see Laserfiche in action. Link to events and registration: https://ecsimaging.com/events/ Laserfiche Online Help Resources As part of your Laserfiche Software Assurance Plan, all licensed users of the system will have 24/7 access to the Laserfiche Support site where you will find additional online training opportunities. The Laserfiche Support Site offers a variety of resources to help you use your Laserfiche products more effectively including best practices and tips for using the products, troubleshooting information and hotfixes, technical papers on a variety of topics, product demonstration and how-to videos located on the Laserfiche YouTube site, and a Code Library and other resources for developers. The Support Site is updated regularly. Optional Online Training Opportunities Self-Guided Online Training - Laserfiche offers a Certified Professional Program (CPP) with online courses designed to provide users with step-by-step training on setting up, using, and optimizing Laserfiche software. The first course (ECM 101) is available at no cost and is recommended for anyone new to Laserfiche. Additional courses are offered at a cost of $150 per course and provide detailed information to help users maximize the value of their Laserfiche investment. Certification includes a self-paced online exam, if users do not pass the exam on the first attempt, they can take it a second time at no additional cost. Laserfiche Certification: https://www.laserfiche.com/support-learn/certification/ Laserfiche Empower Annual Conference in Las Vegas, NV The Laserfiche Empower Conference provides an added value that includes a multi-day training event with hundreds of classes available for all knowledge levels. The next Laserfiche Empower Conference will be held April 22 – 25, 2024 at the Mandalay Bay Resort in Las Vegas, NV. ECS Imaging Support and Maintenance Laserfiche Software Assurance Plan (LSAP) is an integral part of keeping your software up to date and ensuring that you have access to all the latest features and functionality the software has to offer. The Laserfiche Software Assurance Basic Plan includes the following: Laserfiche Support Site https://support.laserfiche.com Laserfiche Answers https://answers.laserfiche.com Laserfiche Cloud Developer Center https://developer.laserfiche.c om/ Laserfiche Video Gallery https://support.laserfiche.com/g allery/#/list#%2Flist Laserfiche Aspire – Learning Resources https://support.laserfiche.com Laserfiche Certified Professional Program (CPP) https://www.laserfiche.com/sup port-learn/certification Laserfiche User Manuals https://support.laserfiche.com/k b/1012253/current-onlinelaserfiche-product-help-files Laserfiche Case Studies https://www.laserfiche.com/c asestudy/ Laserfiche Cloud Trust Center https://www.laserfiche.com/pro ducts/trust/ 43 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ▪ Unlimited telephone support through your authorized reseller ▪ Free copies of Software Version Updates, (updates are released an estimated 1-4 times per year). ▪ All the latest hotfixes, updates, and patches to keep your system running at peak efficiency. ▪ 24/7 access to the Laserfiche Support Site and Laserfiche Answers where users will find detailed technical information to help optimize the Laserfiche system. ▪ Comprehensive training opportunities are available to all staff including quarterly Regional Training opportunities and the annual Laserfiche Institute Conference ▪ 100% of the purchase price of your current Laserfiche software can be credited to any new product purchase. ECS GOLD Priority Support is an optional support plan to the basic Laserfiche Software Assurance Plan (LSAP). Where LSAP offers a response time within 24 hours, ECS GOLD Priority Support responds promptly to our client’s needs and concerns. Our experienced tech team will respond within 4 hours of our client’s call. Most calls are answered immediately and resolved within the same business day. Also includes admission to our complimentary quarterly user group workshops and the ECS Annual Customer Conference. ECS GOLD Priority Support Plan includes a Toll-Free number with Unlimited Priority Phone Support with a 4- hour response time. Additional support avenues include a dedicated support email account (HelpDesk@ecsimaging.com), and Website with download/upload capabilities. We also offer Remote Desktop Assistance. ECS GOLD Priority Support is offered for on-site and remote technical assistance. Hours can be used for configuring workflows, forms, integrations, training, remedial support, additional consulting requirements, or for version upgrades/releases of the software. Support hours are 7:30 am – 5:00 pm, Monday – Friday PST excluding major holidays. All support will be provided through ECS Imaging, Inc. directly. Each customer maintains an experienced Customer Success Manager dedicated to your current and future needs. Your Customer Success Manager helps coordinate training and on-site visits, provides consultative advice to the project not only at the beginning, but also for planning out future requirements. This level of care ensures a smooth implementation and guarantees that our client’s expectations are met and exceeded always. ECS Direct Support / Extended Support Hours - ECS offers after-hours support on a case-by-case basis, typically for large upgrades to minimize downtime or emergency support. ECS does have customers that run 24/7 operations and provides support when needed for those clients. Laserfiche provides a 24/7 support portal website complete with videos, white papers, knowledgebase articles and Laserfiche Answers for Q&A. Laserfiche has the complete help manual online built into the system with screenshots and context sensitive search for help topics. 44 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM System Reporting and Data Integration Reporting Repository searches provides details on contents of the repository. Audit Trail tracks all actions that occur in the system, and Forms reporting provides analytics on processes. The following provides a list of out of the box reports: • For Records Management: Eligible for Cutoff, Eligible for Disposition, Vital Records Review • For Auditing: Deletions, Failed Logons, and Page Creation • For Security: Access Rights Report for Specific Records or Folders, Access Rights Reports for Child Entries, User Security Report for Rights and Privileges • General Reporting: Flexible Metadata Reporting • Forms/Workflow: Flexible Business Process Reporting Engine Laserfiche Audit Trail records events that take place in a Laserfiche repository and Laserfiche Forms enabling you to view those events as part of a report. For System reporting, Audit reports enable you to view, filter, and export your audit information. You can create reports to analyze audit data, view the information as a chart, filter it to include only the information relevant to you, and export the data for use in spreadsheet programs such as Microsoft Excel. You can also save reports for future use. Workflow Reporting For Process Reporting, the Reports page in Laserfiche Process Automation lets you visualize process and data in the form of graphs, heatmaps, and pie charts. You can apply filters to visualize data from only a certain period or for a specific process version. Reports are grouped into four major types: • Performance: View a scatter plot of when instances were completed, and a bar chart showing how many instances were completed over a time range. • Work in Progress: View statistics about in-progress instances, such as which stages of a process are possible bottlenecks. Includes forecasts of completion dates and how many in-progress instances to expect in the future. • Task Loads: View a color-coded heat map of which user tasks in a process are accumulating the most tasks. 45 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM • Form Reports: Visualize data about the values your users entered for each field in a form, or view individual form submissions. • Workload: View which users or teams have the most in-progress or complete tasks. On the Reports page, the Form Reports section lets you view individual submitted forms and aggregated data from submitted forms. The aggregated data can be viewed as tables, pie charts, and bar charts. On the Reports page, the Irregularity report shows you which tasks from a process have been suspended or terminated, and the number of times this occurred. This report displays statistics for both user tasks and service tasks. The Workflow Monitor page provides an interface for reviewing performance and troubleshooting issues. From here, every instance (or execution) of a workflow definition can be reviewed and terminated if required. Search for instances in progress to verify whether they are waiting for input or just stuck, and request termination of that instance if required. Review terminated instances to determine if there is an issue in a workflow definition in need of improvement. Finally, review completed instance performance, and locate possible bottlenecks in the process. ECS can provide training to allow County staff to configure and run reports or ECS can provide the services to develop the necessary reporting configurations for the County. Data Integration The ECS data integration and loading process involves the systematic collection, transformation, and loading of data into the repository. Data collection includes document source identification and metadata extraction (if any), data transformation includes consultation and recommendations on normalization to make consistent for document naming, folder structuring, and metadata standardization, data loading includes the import of the data and leveraging a workflow to implement the data transformation process. After these steps are completed, data validation is performed to ensure quality assurance, security and access controls are applied based on the organization’s requirements and ECS recommendations, then the solution is released to the organization for final testing and validation. ECS has a structured process and checklist for this process, as well as predefined index templates, folder structures, and naming conventions to use as a starting point. System Documentation ECS will provide all implementation and configuration services as part of the project. Additional documentation will be provided as needed. Current Online Laserfiche Product Help Files: https://support.laserfiche.com/kb/1012253/currentonline-laserfiche-product-help-files Laserfiche Support Site: https://support.laserfiche.com/ 46 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ECS Imaging Cost Proposal Laserfiche Cloud Option This would be a separate instance from the existing County Laserfiche system. Quote Cloud Business 877-790-1600 5905 Brockton Ave. Ste. C Riverside, CA 92506 www.ECSImaging.com Total Storage included w/ Full Users 3.50 TB Software-as-a-Service SKU Unit Price Quantity Line Total CLENF3 950.00 $ 35 33,250.00 $ ECSGOLD 175.00 $ 10 1,750.00 $ flag Cloud Business Subtotal 35,000.00 $ Description Laserfiche Cloud Business Document Management and 100 GB storage per user for 25+ users. Laserfiche Cloud Business Tier includes: Direct Share, Data Encryption at Rest, Autoscaling, Automated & Encrypted Backups, Intrusion Detection, Automated Feature & Security Updates, Automated Text Extraction, Import Agent with Email Archive, Advanced Audit Trail, Workflow & Forms Process Automation, Connector, Surveys, 1 Workflow Bot, 10 Quick Fields Complete w/Agent, Records Mgmt. Unlimited Weblink Public Portal Views, Forms Portal Unlimited Submissions. Integrations with MS Office, SharePoint, Teams, SCIM, MS Dynamics 365, Redtail & DocuSign. 100,000 RESTful web API calls/month. 300 Hours/year Audio-Video Transcription. Laserfiche Cloud Business Users (25-49) ECS GOLD Priority Support Professional Services (One-time) SKU Unit Price Quantity Line Total ECST 31,500.00 $ 1.0 31,500.00 $ Subtotal 31,500.00 $ ECS Turnkey Project Identified in Scope of Work Description Tax Rate 0.00% Tax $ Shipping $ (First Year) Total Upfront Cost 66,500.00 $ (Second Year Onwards) Total Cost Paid Annually 35,000.00 $ Software Only (Download Only) 47 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Add-on to existing Laserfiche Rio System Option Quote Rio 877-790-1600 5905 Brockton Ave. Ste. C Riverside, CA 92506 www.ECSImaging.com Software SKU Unit Price Quantity Line Total ENF 500.00 $ 35 17,500.00 $ EFRM 50.00 $ 35 1,750.00 $ Software Subtotal 19,250.00 $ Annual Maintenance SKU Unit Price Quantity Line Total ENFB 100.00 $ 35 3,500.00 $ EFRMB 10.00 $ 35 350.00 $ ECSGOLD 175.00 $ 10 1,750.00 $ Annual Maintenance Subtotal 5,600.00 $ Laserfiche Forms Professional Full User (500-999 users) Description Description Rio includes Workflow, Web Access, Mobile, Adv. Audit Trail, Digital Signatures, Discussions, Unlimited Servers & Repositories, Forms Essentials Laserfiche Rio Named Full Users (500-999 users) Laserfiche Forms Professional Full User (500-999 users) LSAP *ECS GOLD Priority Support Laserfiche Rio Named Full Users (500-999 users) LSAP Professional Services SKU Rate Quantity Line Total ECSP 30,600.00 $ 1.00 30,600.00 $ Professional Services Subtotal 30,600.00 $ ECS Turnkey Project Identified in Scope of Work Description Subtotal 55,450.00 $ Tax Rate 0.000% Tax $ Software is only available via download and is not subject to CA sales tax Shipping $ Total 55,450.00 $ Software Only (Download Only) 48 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM License and On-Going Service Support Agreements Laserfiche End User License Agreement Laserfiche End User License Agreements: https://www.laserfiche.com/eula/home/ 49 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Exceptions ECS Imaging takes one exception to the Insurance requirements amount of Three Million Dollars ($3,000,000) for Technology Errors and Omissions and Three Million Dollars ($3,000,000) for the Cyber Risk Security limit. ECS Imaging’s current policy limit is 2 Million Dollars ($2,000,000) for E&O and Cyber Security. ECS currently provides services and support for other County of Hawaii Departments. 50 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Product Descriptions and Features Laserfiche Cloud Products and Features Laserfiche Cloud is a Software as a Service (SaaS) solution that provides a central digital repository accessible from anywhere. Deploy document management solutions via SaaS to get up and running quickly, reduce startup, infrastructure, and IT administration costs, manage and control files seamlessly across your organization, regardless of where and how they are accessed, and maintain compliance with robust security and auditing features. It enables organizations to securely manage and share documents, emails, and other content as they flow through organizational processes. ▪ Provides recognized, industry-leading security with Amazon Web Services (AWS), file encryption. ▪ Granular access controls to manage security rights from a user-friendly administrative console. Laserfiche Cloud Packaged Tiers Packages Starting at $600 with 1 User $4,150 with 5 Users $23,750 with 25 Users Cloud Features Starter Professional Business 100 GB storage per user ✓ ✓ ✓ Document Management ✓ ✓ ✓ Audit Trail Starter Starter + Advanced w/ Watermark Direct Share ✓ ✓ ✓ Data Encryption at Rest ✓ ✓ ✓ Auto-scaling of Computing and Storage Resources ✓ ✓ ✓ Automated and Encrypted Backups ✓ ✓ ✓ Intrusion Detection ✓ ✓ ✓ Automated Feature and Security Updates ✓ ✓ ✓ Automated Text Extraction ✓ ✓ ✓ Import Agent w/ Email Archiving ✓ ✓ ✓ Process Automation - ✓ ✓ Connector - ✓ ✓ Surveys - ✓ ✓ Records Management - - ✓ Cloud Add-ons Starter Professional Business SDK (Software Development Kit) - + ✓ Quick Fields Complete with Agent + 10+ 10+ Workflow Bots for Process Automation - 1 + 1 + Public Portal - + Unlimited + Forms Portal - + Unlimited + Participant Users - + + Community Users - + + Smart Invoice Capture - + + Vault + + + Additional Storage + + + 51 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ScanConnect + + + Cloud Integrations Starter Professional Business Microsoft 365 Integration with Simultaneous Editing ✓ ✓ ✓ Integration with SharePoint ✓ ✓ ✓ Integration with Salesforce CRM - ✓ ✓ Integration with Microsoft Dynamics 365 CRM - ✓ ✓ Integration with Redtail CRM - ✓ ✓ Integration with DocuSign + + ✓ Integration with Ellucian Ethos - + + Certified Integration with SAP ArchiveLink + + + Integration with LaserApp + + + Laserfiche for Ricoh MFD + + + - Not Available, + Optional Add-on, ✓ Included ☐ Laserfiche Cloud Starter Tier includes Direct Share, Data Encryption at Rest, Auto-scaling, Automated & Encrypted Backups, Intrusion Detection, Automated Feature & Security Updates, Automated Text Extraction, Import Agent with Email and Starter Audit Trail. Integrations with MS Office, SharePoint, Teams, MS Dynamics 365. Media Transcription. 100 GB Storage/User – Each user starts with 100GB of Cloud storage. Additional storage can be purchased at any time. ☐ Laserfiche Cloud Professional Tier includes Direct Share, Data Encryption at Rest, Auto-scaling, Automated & Encrypted Backups, Intrusion Detection, Automated Feature & Security Updates, Automated Text Extraction, Import Agent with Email, Starter Audit Trail+, Workflow & Forms Process Automation, Connector, Surveys, 1 Workflow Bot, 10 Quick Fields Complete w/Agent. Integrations with MS Office, SharePoint, Teams, MS Dynamics 365 & Redtail. 50,000 RESTful web API calls/month. Media Transcription. 100 GB Storage/User – Each user starts with 100GB of Cloud storage. Additional storage can be purchased at any time. ✓ Laserfiche Cloud Business Tier includes Direct Share, Data Encryption at Rest, Auto-scaling, Automated & Encrypted Backups, Intrusion Detection, Automated Feature & Security Updates, Automated Text Extraction, Import Agent with Email, Advanced Audit Trail, Workflow & Forms Process Automation, Connector, Surveys, 1 Workflow Bot, 10 Quick Fields Complete w/Agent, Records Mgmt. Unlimited Users Weblink Public Portal, 3 Forms Portals, 3 Sandboxes. Integrations with MS Office, SharePoint, Teams, DocuSign, MS Dynamics 365, Salesforce & Redtail. 100,000 RESTful web API calls/month. Media Transcription. 100 GB Storage/User – Each user starts with 100GB of Cloud storage. Additional storage can be purchased at any time. Overview of Laserfiche Cloud: https://doc.laserfiche.com/laserfiche.documentation/enus/Default.htm#Overview .htm%3FTocPath%3DWelcome%2520to%2520Laserfiche%7C_____3 Laserfiche Cloud Documentation (Help Topics): https://doc.laserfiche.com/laserfiche/enus/Content/WelcomeToLaserfiche.htm Laserfiche Cloud Status Page: https://status.laserfiche.com/ 52 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche AWS Cloud Security and Compliance 1. Security Architecture Tenant Isolation - Tenant isolation means that all customer data is contained within a logically separated part of the system, even though such data shares the same IT infrastructure. This means that the actions of one customer (or tenant) can’t affect another customer, and that there is no crossover of data between customers. In Laserfiche Cloud, all customer data is further protected by using a Virtual Private Cloud, or VPC. Access logs and system event logs, which do not contain regulated data such as user-created metadata or files, are stored and secured on a central log server and retained for one year. Network - Firewalls analyze the data and packets routed to Laserfiche Cloud. Every quarter, Laserfiche performs an external vulnerability scan of the firewalls, as well as a configuration assessment. Encryption ▪ At Rest: Laserfiche uses AES-256 encryption to encrypt data at rest, including disk storage, backup snapshot, and log and configuration files. ▪ In Transit: To protect security of data in transit, all connections over the Internet to Laserfiche Cloud must use a connection encrypted using HTTPS over TLS 1.2+. Requests over unencrypted HTTP will be automatically redirected to the equivalent HTTPS endpoint. Application - When planning security-critical components, Laserfiche uses threat modeling to drive the design of secure systems. All modules and services hosted on Laserfiche Cloud use Failure Mode and Effects Analysis to assess threats. Operational Practices Data Access - All customer data is subject to strict confidentiality and security policies, with multiple safeguards to prevent unauthorized access. Customer data is stored in dedicated databases and virtual disk volumes and is encrypted (see Architecture, above). Data access attempts are logged, and security alerts generated in real time when users attempt to bypass access control mechanisms. Only infrastructure personnel who need access to the production environment for upgrades and maintenance have that access; other employees and contractors are never granted privileged access. Laserfiche follows the principle of least privilege in securing user data, using minimum privileges at the operating system level, per-service roles, and per-machine roles. Support Access - As a user, you can grant controlled access to your data to technical support personnel by giving them access to a virtual user account, and then granting them permissions. Customers can grant as few or as many permissions as they want to support personnel, depending on the access needed. Administrative-level accounts used to manage the host operating system and databases are denied read access to customer documents and file data and attempts to bypass this generate security alerts. Laserfiche requires written permission from an authorized person at the customer organization to access customer data. 53 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Change Management - Laserfiche follows a formally defined change management process. All changes are centrally coordinated, tested, reviewed, and approved before being released into a production environment, and must be approved by a Change Control Board. Training and Awareness - Training Laserfiche employees is vital to designing and maintaining a secure system. All employees receive annual security awareness training, and members of Laserfiche Development, Support, and Operations teams also receive training on secure software development and testing principles, and those working on Laserfiche Cloud infrastructure teams receive additional training. In addition, all employees must agree to the information security policy and other security policies listed in the employee handbook. Customer Exit Procedure - When a contract between Laserfiche and a Laserfiche Cloud customer end, whether due to missed payments, cancellation, or end of an evaluation period, the customer will no longer be able to access their data using Cloud. All information will be purged from the system within 30 days of contract completion. Customers may request in writing that their data be permanently deleted, either at the time of cancellation or later. After verifying the authenticity of the request, Laserfiche will permanently delete all customer data and backups. Security Processes Detective Controls - Laserfiche uses several types of detective controls to monitor for potential issues, including daily security alert reviews, backup checks, privileged access review to verify that access is appropriate and that ultimately access is removed when no longer needed, and independent review of privileged access by those with no access to the system themselves. Security Incident Management - If a security incident is detected, a security response team will put into action a security incident response plan. This involves coordinating a containment process, gathering information, identifying affected hosts and services, determining the scope and impact of the issue, identifying the attack vector, eradicating the threat, and providing a report to Laserfiche management of the incident. This process is documented in a security incident response plan that is reviewed at least annually. Vulnerability Management - Laserfiche uses a central logging server for customer systems to capture information about system and service access. These systems generate real-time alerts which are reviewed daily. A host-based intrusion detection system installed on all hosts monitors firewall activity, network services, and other subsystems for threat indicators and suspicious activity. Any alerts are reviewed daily. On a quarterly basis, Laserfiche performs a comprehensive vulnerability scan of all systems running in Laserfiche Cloud hosting environments. Any issues found are fixed through patching, upgrades, and or configuration changes deployed using the standard change management process. Laserfiche also uses a third-party vendor to continually run dynamic vulnerability scans of Cloud web applications to detect issues, which are tracked, investigated, fixed, and deployed within 30 days of identification. 54 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Product Security Product Security Testing - In addition to extensive internal security testing performed in-house with every release, Laserfiche uses a third-party vendor to perform external penetration testing of Laserfiche Cloud. Laserfiche provides objectives designed to find weaknesses that could be exploited. This testing, which follows industry-standard guidelines for penetration testing, includes gathering information about threat vectors, mapping targets to potential threat vectors, and identifying known vulnerabilities. The penetration testing report is classified with the most restrictive data classification, available only to senior staff members responsible for security design. This information is used to address possible vulnerabilities. Software Development - Service architecture code undergoes code review and quality assurance testing before every release. Laserfiche uses both static code and run-time code analysis to identify possible defects and security vulnerabilities, which are tracked and resolved prior to release. Laserfiche tests all changes to Laserfiche Cloud in an isolated test environment before being deployed. Impacts of each change are assessed and documented before deployment, and we communicate changes with visible user impact prior to deployment. Shared Responsibility User Access - Ultimately, security is a collaboration between Laserfiche and our customers. Laserfiche security greatly assists in protecting the data and systems from outside attack. Administrators at customer organizations can use security settings internal to the Laserfiche Cloud system to control access to the documents, metadata, and processes. Administrative users at the customer organization can also control which of their users can access what information in the repository, create or modify processes, and otherwise work with the system. Laserfiche supports this with powerful, granular security tools, and the ability to limit who can access the system. Laserfiche Cloud supports various authentication methods, including a username and password, single sign-on capabilities, and multifactor authentication. 2. Compliance SOC 2 Type 2 Plus - This report details the controls for Laserfiche Cloud related to the criteria for the security, availability and confidentiality principles set forth in TSP section 100, 2017 Trust Services Criteria for Security, Availability, Processing Integrity, Confidentiality, and Privacy (AICPA, Trust Services Criteria). HIPAA - Laserfiche’s SOC Type 2 Plus covers the security requirements set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), provided within Title 45 Code of Federal Regulations Sections 164.308 – 312 (45 CFR Sections 164.308-312) (the Security Requirements). DoD 5015.2 Records Management Applications - DoD 5015.2 details the Department of Defense’s baseline requirements for Records Management Applications (RMA), that facilitate adequate and appropriate basis for addressing the basic challenges of managing records in the automated environment that increasingly characterizes the creation and use of records. Laserfiche Cloud records management controls are based on our self-hosted Department of Defense 5015.2 version 3-certified electronic records management capabilities. 55 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Voluntary Product Accessibility Section 508 Compliance - Laserfiche has published VPATs available for the web client, Public Portal, Import Agent, Connector, Laserfiche Microsoft Office Plug-in, the Laserfiche home page and its tabs including the task listing page and submitting forms, the process automation dashboard, listing pages and each process automation design tool, and custom reports. VERS v2 - Laserfiche Cloud addresses long-term data preservation requirements with a standard format that meets Victorian Electronic Records Strategy (VERS) v2 requirements. SEC Rule 17a-4 - Vault is a Laserfiche Cloud solution package of services and cloud-based features that supports stringent non-alterable record archival requirements such as WORM (write once, read many) compliance required by SEC Rule 17a-4 for broker dealers. Beyond financial services, strict compliance mode available in Laserfiche Vault, can also be applied to support rigorous records management practices for electronically stored information (ESI) requiring prevention of any unauthorized alterations or deletions of digital records. 3. Reliability Availability and Redundancy - Laserfiche uses both performance data and a health monitoring system to check the health of hosted services. Staff members are automatically notified of potential issues so that they can be addressed. We notify users in advance of any planned service interruptions due to system maintenance or upgrades. In addition, we use multiple availability zones to provide redundancy in data storage. Monitoring Controls - Our service health monitoring system continually checks for signs of overcapacity or service failure. This information is analyzed and, if the information is deemed critical, an alert is sent to Laserfiche so that the issue can be quickly addressed. System performance is sampled across Laserfiche Cloud for analysis, and a real-time dashboard allows Laserfiche Cloud operations teams to immediately see conditions that might lead to poor performance before customers become aware of a problem. Backups - Customer information stored in databases and file repositories, including metadata, files, and process information, are backed up regularly. The resulting backups encrypted using AES-256. The backups are verified using checksums which confirm that the backup file is stored correctly. Backups are tested at regular intervals to validate that the backup is correct and usable to restore the data. Business Continuity and Disaster Recovery - Laserfiche Cloud is hosted in multiple regions. Regions consist of multiple availability zones that are comprised of multiple data centers. These data centers are housed in separate facilities with redundant power, networking, and connectivity. 4. Privacy Laserfiche Commitment - At Laserfiche, we have embraced a culture of privacy which includes embedding privacy-by-design in all of our engineering efforts and implementing thoughtful controls and policies throughout our organization. Laserfiche is a B2B company based in California. The State of California is implementing strict, broad privacy regulation through the California Consumer Protection Act (CCPA) and the California Privacy Rights Act (CPRA) while the General Data Protection Regulation (GDPR) leads the European Union’s privacy efforts. Laserfiche endeavors to continually adapt and adhere to these ever-evolving regulations and others. 56 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Operational Privacy - Operationally, Laserfiche has implemented a range of technical and administrative controls, aligned with leading practices and standards that protect customer’s data from threats. In most cases we only retain personal information we collect from you where we have an ongoing legitimate business need to do so, like providing you with a service you have requested, or to comply with applicable legal, tax, or accounting requirements. Privacy Training - At Laserfiche, all employees are required to complete annual privacy training which covers applicable privacy regulations and the best data handling practices. Laserfiche Cloud Agreement - In addition to what we communicate in our privacy notice, our cloud subscription agreement with accompanying data processing addendum specific to the Laserfiche Cloud platform addresses the most stringent data privacy regulations including GDPR, CCPA, and PIPEDA. Information Laserfiche Collects - We collect information that you provide directly to us only for Laserfiche business purposes. For example, when you manage your user profile, participate in interactive features (such as the Contact Us page), request newsletters or other marketing communications, request customer support, enter login information, or otherwise communicate with us. To learn more, visit the “Information We Collect” section of the privacy notice. How Laserfiche Uses the Information They Collect - If you supply Laserfiche with your email address, you may receive email messages from us for marketing purposes such as providing information on new products and services or upcoming events. We may track when you open our e-mail messages or click on the links contained within them. You have the right to opt out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you. To learn more, visit the “How Laserfiche Uses and Shares the Information We Collect” section of the privacy notice. Architecture Diagram: When Remote Agent, Import Agent, Quick Fields, and On-premises Database Lookups need to be configured. 57 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Software Requirements Laserfiche Documents can be viewed using any of the following web browsers: Microsoft Edge (Chromium), Firefox, Chrome, and Safari for iOS. • The Microsoft Office Integration requires the following specifications: o Microsoft Office: Microsoft Office 2013, Microsoft Office 2016, and Microsoft Office 2019 • Laserfiche Scanning requires the following specifications: o CPU: Intel or AMD x64 Processor (2.4 GHz processor) o Memory: 1 GB RAM or more o Operating system: Microsoft Windows 8.1 and Windows 10 Laserfiche Product Descriptions and Features 100 GB Storage/User – Each user starts with 100GB of Cloud storage. Additional storage can be purchased at any time. Just-in-Time User Provisioning – You can now simplify user licensing by allowing new users to automatically be created and assigned licenses upon first sign in. User Permissions Group Mapping – Streamline user administration by mapping SAML identity provider groups or Windows groups with groups defined in Laserfiche. Operational Dashboard - The Laserfiche home screen is a dashboard-style home page that serves as a central access point for various Laserfiche products. From the home screen, you can view important documents, high-priority tasks, key metrics, reports, and forms. The home screen is the default landing page for Laserfiche Cloud. Laserfiche Homepage Dashboard 58 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM User License Types • Full User - Full users can access all services in Laserfiche Cloud. Has access rights to the entire Laserfiche Cloud. Users will have rights to grant user access to Repository and Process Automation. • Participant Users - The Participant user type is for individuals inside your organization that need to view documents in your Laserfiche repository and participate in Forms processes. To facilitate that, participant users can sign in through Active Directory Federation Services (AD FS). • Community Users - Community Users allow non-employees or customers the ability to view documents in the repository, search, and export documents with a single sign-on credential. Community Users can also participate in forms processes. • Education Users - These licenses are users associated with an accredited educational institution. Possible users include employees, students, alumni, and parents or guardians of students. They will have read-only repository access and the ability to participate in forms processes. Document Management - Allows you to work with documents in your repository. There are a variety of ways to work with documents and folders in your repository. You can open documents and view their contents, organize entries into a logical folder structure, make changes to document contents, check out a document to make changes to it over time, and save your changes. You can also add metadata and annotations to documents and launch business processes from relevant documents. You can work with documents in the Folder Browser and Document Viewer. (Since folders and shortcuts cannot be opened in the Document Viewer, they are always worked with in the Folder Browser.) In general, actions that apply to the entire document (such as moving it from one folder to another or renaming it) are performed in the Folder Browser, and actions that apply to part of a document (such as rearranging pages or adding annotations) are performed in the Document Viewer. However, many tasks can be performed from either. Laserfiche Repository 59 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Cloud Security - Laserfiche security allows you to determine what documents and folders users have access to in the repository, and what they can do with those documents and folders. You can also restrict users from performing certain actions across the entire repository. The following principles will help you create and maintain a robust, easy-to-manage security configuration for your repository. • Set security on the folder and group level as much as possible. • Organize your groups and folder structure to match your security. • Work from largest to smallest. • Use the minimum configurations necessary to accomplish what you want to do. Laserfiche Cloud provides three security features that represent the backbone of repository security Entry Access Rights, Feature Rights and Privileges • Entry Access Rights – These rights determine what documents and folders a user can see and open and the actions they can perform. Because access rights apply to documents and folders, they are configured in your repository itself, not in Repository Administration or Account Administration. Some of the types of Access Rights include Read, Delete Entry, Rename, Annotate, See Through Redactions, Create Documents, Create Folders, Add/Remove Hold, etc. Entry Access Rights have three possible settings: Deny, Allow, and Blank. • Feature Rights – These rights determine what actions users can perform across the repository. Feature rights control actions that basic users can perform on documents, such as scanning, importing, printing, and deleting. • Privileges - Privileges control more high-level administrative actions, such as setting security, creating templates and fields, or configuring auditing. Field and Template Access Rights - Field and template rights allow you to control how fields can be accessed and modified in your repository. For instance, you could secure a sensitive field, such as a social security number, so that only users who should be able to see that sensitive information can access it. You can also secure fields to prevent people from modifying them, secure templates to hide the entire template from certain users and use security to determine what users or groups should be able to modify a field or template's definition in Repository Administration. Security Tags - Security tags are a type of tag that restrict access to documents on a document-by-document basis. When you apply a security tag to a document, only those users and groups that have been granted that tag will be able to see that document. Security Tags provide an added layer of security. The Effective Rights tab of the Access Rights dialog box provides a simple interface for determining what actions a particular user can perform on the selected entry. It considers all rights, both explicitly set and inherited. Laserfiche Scanning - Laserfiche Scanning allows you to use a scanner to capture paper documents and store them in Laserfiche. While scanning, you can perform image enhancements such as rotating or deskewing a page, generate text from the scanned documents, and store additional information about 60 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM the documents along with them. In addition to using scanned images to create new documents, you can also scan additional pages into existing documents. Importing Files - You can also use Laserfiche Scanning to import images already on your computer. For instance, if you have already scanned documents and saved them on your computer, you can use Scanning to perform image processing and store them in your repository. You can also create documents by importing electronic files from your computer or network drive. There are several ways to import files to Laserfiche. You can import images or documents from your computer, save files directly from Microsoft Office while you're working with them, import emails directly from Microsoft Outlook, or import a briefcase (a collection of documents, including their metadata, that were previously exported from Laserfiche). Laserfiche Snapshot - Laserfiche Snapshot is a virtual printer that allows you to "print" electronic documents into your repository as image pages. In effect, Laserfiche Snapshot works as though you had printed the document and then scanned it back into Laserfiche but allows you to skip the step of making a physical printed copy. This allows you to create documents with pages that you can review and annotate within Laserfiche. Document Search - Laserfiche search is a powerful way of quickly locating documents in your repository based on whatever information you have. For example, you can search by full or partial entry names, tag, field data, text, or annotation text. Most search filters can be customized with wildcards or advanced search operators. After performing a search, a list of documents and/or folders that match the search criteria will be displayed. You can work with and open documents directly from search results. In addition, the results of the most recent search will be kept in search results, and you can return to them at any time by clicking Search Results in the lower left corner of the Folder Browser. ▪ Search Filters - The search filter pane allows you to perform more powerful searches with a wider range of search types, including custom search filters. You can also save a search filter for quick re-use in the future. To perform this kind of search, select Search Filters next to the Search bar. ▪ Search Results - When you perform either a Search bar or an Advanced Search, your search results will display in the center of the Folder Browser. You can view metadata for documents returned by search or open them directly from search results. If you performed a document or annotation text search, the context hits will be displayed at the bottom of the search results. These allow you to quickly see the context in which your search terms were found. You can also click on the context hit to open the document directly to the page where the search term was found. ▪ Search Syntax - A search syntax search allows you to combine searches in more powerful ways than you can using the standard search options in the Search Filters pane. You can view the search syntax for any search you perform by clicking View search syntax, or you can manually construct a search syntax search by selecting the Search syntax search type. Printing and Downloading - Laserfiche offers several ways for you to print or export information from Laserfiche. You can print individual documents, or parts of documents. When exporting a document, you can export pages as a PDF, and you can export electronic files in their original formats; in addition, you 61 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM can export folders and their contents as ZIP files. You can also send documents via email from within your repository or attach documents directly to emails in Microsoft Outlook. Media Transcription (Index Audio/Video file for full text search) - Laserfiche now allows you to search within the audio content of media files. When an audio or video file is imported into Laserfiche, it will be automatically transcribed. The resulting transcription can then be searched like any other document with associated text. Context hits allow users to jump directly to the relevant part of the media file, and they can also view the text side-by-side with the file. Starter Audit Trail - Auditing enables tracking activities performed in a Laserfiche repository. Information is tracked and efficiently stored in log files that are processed for use in reports. Combined with other aspects of the Laserfiche system, auditing not only helps to show compliance with legal regulations, but also contributes to the security of the Laserfiche repository. Advanced Audit Trail with Watermark Feature - Audit Trail enables you to track activities performed in a Laserfiche repository. The tracked information is stored in log files that Audit Trail uses to generate reports. Combined with other aspects of the Laserfiche system, auditing not only helps to show compliance with legal regulations, but also contributes to the security of the Laserfiche repository. Direct Share - Laserfiche direct share allows you to share content from the Laserfiche repository with external users through the web client or mobile app. When you send documents through direct share, the recipient will receive a unique and anonymized URL that they can use to access the files for a limited period. Additional options allow sharing file sizes up to 1 GB. Automatically generate a one-time passcode and use multi-factor authentication (MFA) when multiple security levels are needed. Share Email via Direct Share Open Email to Download Document Import Agent with Email Archiving - Import Agent can automatically retrieve files stored in a Windows folder and import them into a Laserfiche repository allowing numerous image capture devices (multifunction copier/scanners, network fax server, etc.) to work with Laserfiche. Automatically assign userdefined document templates, auto-populate index fields and create unique document names. You can also schedule Import Agent to import documents during off-peak hours. 62 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM • Email Archiving - allows you to automatically archive emails to Laserfiche using Import Agent. Emails can be archived to multiple repositories based on various conditions. Additionally, Email Archive can extract and assign metadata to the emails saved in Laserfiche. It can also extract and save attachments and the email’s distribution list file. Laserfiche Process Automation is a set of components that let you automate business tasks. These tasks include moving documents, extracting, and inputting data, setting deadlines, and more. The components to process automation include: ▪ Workflows: Build processes to extract data, route documents, and more. ▪ Starting Events: Define how and when processes start. ▪ Rules: Design reusable modules to run across processes. ▪ Entities: Build models to represent and look up data in processes. ▪ Files: Upload attachments for processes to reference. ▪ Settings: Manage business options for processes. Laserfiche Workflow Designer Forms - Forms allow users to create and publish web forms with an intuitive forms management system without requiring coding or scripting. ▪ Attractive forms can easily be created with preconfigured templates or customized with editable fonts, colors, uploaded images, and layouts. ▪ Drag-and-drop form elements including fields, checkboxes, and radio buttons onto a form to collect the exact information needed, in the precise format required. ▪ Payment collection allows payment to be collected with Braintree and Authorize.Net payment gateways. 63 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Forms Designer Surveys - In Laserfiche Process Automation, surveys are a method for collecting data using forms, without having to configure a full-fledged business process. You can view reports on data collected from the surveys, similarly, to viewing reports on business processes. You can access surveys by clicking on Surveys from the Process Automation landing page. File Sets - With File Sets, you can configure a set of relevant files for process participants to submit or act on as part of a business process. This is useful in processes like new account opening where a specific set of files needs to be uploaded, reviewed, or signed by an applicant. Lookup Tables - Lookup Tables allow you to directly upload a spreadsheet of tabular data for use throughout Laserfiche Process Automation. You can now leverage even larger enterprise-level data sets. Use millions of data points real-time across forms and workflows and enable support for tens of thousands of customers. Solution Templates - The Solution Templates feature pre-built processes and forms tailored for a range of business needs. You can download and use these as templates for your own processes. File Sets - With File Sets, you can configure a set of relevant files for process participants to submit or act on as part of a business process. This is useful in processes like new account opening where a specific set of files needs to be uploaded, reviewed, or signed by an applicant. Operational Dashboard - Accessible from the home dashboard view, use the Process Operation Dashboard to monitor a variety of process metrics in one summary view. This lets you keep track of active process and task statuses, such as in-progress, suspended, overdue, and completed. You can adjust views for larger sets using handles to narrow focus and look at details. 64 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Expanded Administrative Control for Active Business Processes – Keep business processes running smoothly with actions to skip, retry, and interrupt tasks, as well as the ability to modify in-progress variable values to correct mistyped or missing input data. Laserfiche Connector - is a wizard-driven tool that provides an easy way to integrate other applications with Laserfiche in just minutes without programming. Connector provides a streamlined experience for integrating Laserfiche with line-of-business applications such as Customer Relationship Management (CRM), Enterprise Resource Planning (ERP) systems and virtually most modern applications. ✓ Streamline the integration of Laserfiche with line of business applications ✓ Push Content into Laserfiche Directly from Third-Party Applications ✓ Search the Laserfiche Repository from Third-Party Applications ✓ Integrate easily through user-defined hotkeys and embedded icons ✓ Create searching and scanning profiles that end users can individually customize ✓ Retrieve information from integrated applications or send it into Laserfiche with a single click. Connector profiles can be configured to run a search, assign templates and fields to search results, scan a document, import a document, open a website, start another application, or write information to an application. Records Management – Records management features in Laserfiche allow you to process records and record folders according to a life cycle, through creation, retrieval, storage, and disposition. Records managers can define file plans and configure retention rules specific to their organization, and then view properties and status information for individual records and record folders in the new Records tab of the Metadata Pane. The life-cycle timeline displays the record's history and disposition eligibility, and eligible actions such as cutoff, transfer, accession, and destruction can be performed directly on the 65 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM timeline. Records managers can quickly generate reports of records currently eligible for cutoff, disposition, and vital record review through the Records Management quick access list. Disposition actions can then be performed directly from the report. Records Management Properties Tab Quick Fields - Laserfiche Quick Fields is an automated document capture solution. It can scan practically any document, identify its type, clean up its pages, retrieve information from it, fill out its Laserfiche metadata, add annotations, name it appropriately, and store it dynamically in a specific location in a Laserfiche repository. Workflow Bots for Process Automation – Laserfiche Bots, also known as Laserfiche Workflow Bots, use robotic process automation technology to let you easily configure software bots to automate repetitive, routine work between multiple systems. These bots work directly across application user interfaces, mimicking the actions a person would perform, including signing in and out of applications, copying and pasting data, and filling out forms. By automating these time-consuming, uninteresting tasks, users have more time to focus on more important matters. 66 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Cloud – Workflow Bots Laserfiche Cloud – Bots Designer Public Portal - A Public Portal provides organizations with a site for customizable external access to documents. Public Portal access permits non-authenticated views in user-friendly, read-only web portal. Laserfiche Public Portal is a user-friendly public portal site for providing read-only Internet access to documents. It can be configured to show searches and links that quickly guide users to what they are looking for. It also can display a visual style that matches your existing Web site. You can access the information you need from anywhere in your office or even from a remote location. Public Portal can be customized to meet your organization's needs. For example, you can add custom links to your Welcome page, modify search options, and change the site's colors and logos. 67 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Public Portal Landing Page Public Portal Designer - The WebLink Designer allows you to configure WebLink to connect to your repositories, choose how you want users to authenticate to the repository, and customize various options in WebLink, both in appearance and in behavior. Theme Page - Public Portal Designer Forms Portal - Forms Portal offers additional options for Forms that permit non-authentication or anonymous users to view and submit public starting forms. Laserfiche Forms can be shared with a customized and public URL. Smart Invoice Capture - A smart invoice capture profile is a pre-configured profile that uses machine learning to automatically capture data on any invoice, specifically the invoice date, invoice number, purchase order number, and total amount due. Like custom capture profiles, the Run Capture Profile Workflow activity runs this smart profile and outputs tokens for the captured data to be used later in the workflow. This activity can also retrieve information from a vendor lookup table to automatically retrieve vendor information from invoices. 68 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Smart Invoice Capture – Capture Profiles Cloud Vault (Trusted Systems Storage) - Specifically designed for the financial services industry, Laserfiche Vault is a solution package of services and cloud-based features that provides a secure and accurate system of record to support broker-dealers in complying with SEC Rule 17a-f policies, including strict WORM (write once, read many) standards for retaining electronic records and FINRA audit requirements. Additional Storage – Additional storage is available at 100GB per person annually. Administrators can manage user accounts and storage capacity from the Cloud Administration page. Software Developers Kit (SDK) - The Laserfiche Software Developers Kit provides tools for creating programs that interact with Laserfiche. The package includes the integration libraries, documentation, sample code for using the libraries, and tools for distributing programs. ScanConnect - ScanConnect enables the use of ISIS scanning drivers with Laserfiche Scanning. A collection of ISIS drivers is included with ScanConnect. A list of supported scanners can be found on the Laserfiche Support Site. If your scanner is not listed, you may install any ISIS drivers your Scanner Manufacturer has provided. Laserfiche Cloud Integrations IPaaS Connectors (Integration Platform as a Service) - Laserfiche is part of the integration Platform as a Service (iPaaS) that standardizes how applications are integrated into an organization, making it easier to automate business processes and share data across multiple applications. Through a strategic partnership with Boomi and MuleSoft, organizations can now easily connect Laserfiche Enterprise Content Management System and process automation to all the other applications your company runs on. Boomi Connector Info MuleSoft Connector Info Web API for Cloud Integration for Professional and Business Tiers - The Laserfiche API Preview includes an alpha set of RESTful Web APIs designed to access your Laserfiche Cloud repository more easily from a web application. ▪ Run Rule Service task ▪ Process Promotion Tool ▪ Batch print for PDF, TIFF, and Word Docs 69 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM ▪ Icon Views ▪ Export Survey Reports The Repository Cloud API version 2 release brings new API functionalities such as large file upload, standardized long operation APIs, and many developer ergonomics improvements and makes it easier for JavaScript developers to integrate with the Laserfiche repository. Microsoft Teams Integration – The Laserfiche integration with Microsoft Teams allows you to work with Laserfiche documents directly in Microsoft teams. You can securely share files in chats and channels. You can also edit Laserfiche documents in Microsoft Teams, including applying annotations and metadata to documents. The Laserfiche integration with Microsoft Teams makes it easy to comply with regulatory mandates by letting you quickly store files shared in Teams to Laserfiche. You can even configure Workflows to start when a Teams file is saved to a specific folder in your repository. Microsoft 365 Integration with Simultaneous Editing - Office Integration is a Laserfiche component that allows users to take advantage of Laserfiche features when working with Microsoft Word documents, Excel spreadsheets, PowerPoint presentations, and Outlook messages in their native Microsoft Office applications. With Office Integration, you can quickly save files to Laserfiche directly from Office applications, update Office documents already in your repository. SharePoint Integration - With the Laserfiche and SharePoint Integration components included with Laserfiche Web Access, documents can be easily accessed from Microsoft® SharePoint®. List any part of your Laserfiche repository on a SharePoint page. Scan directly to a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the SharePoint search box. Integration with DocuSign Digital Signatures - Send documents from the Laserfiche repository via DocuSign to complete e-signatures. Integration with OneSpan Digital Signatures - OneSpan Sign for Laserfiche includes integration into both the Web Client and Workflow applications within the Laserfiche Platform. Within the Web Client, OneSpan Sign is fully embedded, enabling you to prepare, manage, and send documents directly from Laserfiche. Within the Workflow application, using the OneSpan Sign workflow activities, you can add OneSpan Sign electronic signature capabilities within new and existing workflow processes. With both integrations, e-signed documents and the audit trail are automatically saved back to Laserfiche after the signature process is complete. Integration with Laser App – Import filled out LaserApp forms into the Laserfiche repository and set Laserfiche metadata field values based on LaserApp data. Integration with CRM Applications - Laserfiche Cloud includes pre-built integration points with external applications and customer relationship management (CRM) systems. By providing Laserfiche Cloud with access to Salesforce, Redtail, Microsoft Dynamics, and Ellucian Banner, you can create workflows to add, update, remove, and retrieve data from the respective CRM system. The Laserfiche Cloud integration platform currently supports the following CRM systems: Salesforce CRM, Redtail CRM, Microsoft Dynamics 365, and Ellucian Ethos Data Caching for Third-Party Application Connections –Improved user experience with faster form load times when retrieving data from SalesForce, Redtail, and Dynamics 365. To improve performance, select 70 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Configure Cache Settings next to the object name when viewing an application connection’s objects and set a timespan for expiration of the cached data. SAP ArchiveLink - Laserfiche Connector for SAP ArchiveLink allows you to configure a Laserfiche repository as a content repository in SAP. Archive content from SAP in Laserfiche as well as search, retrieve, update, and delete archived content. Laserfiche for Ricoh MFD - The Certified Laserfiche for Ricoh MFD is an embedded MFD solution that allows authorized users to scan to, print from, search and browse Laserfiche directly from Ricoh MFDs. It leverages these smart devices to provide a convenient way to communicate with your Laserfiche Server from a Ricoh MFD Android interface. Ellucian Banner integration through Ethos - Laserfiche business processes support using lookup rules to auto-populate form fields with information from Ellucian Banner and other applications. Additionally, new actions, such as changing the major and minor disciplines, have been added to the Run Application Action activity in workflows for Ellucian connections. 71 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Rio Price List Core System Components Product Description User Count Code Software Cost 1st Year Only Annual Support & Maintenance User Types Laserfiche Rio Named Full User Includes: Unlimited Laserfiche Servers and Repositories Laserfiche Workflow Laserfiche Forms Essentials Laserfiche App Laserfiche Web Client Laserfiche Advanced Audit Trail Laserfiche Snapshot Laserfiche Integration with Microsoft Office and Microsoft SharePoint Web Administration Console Laserfiche Digital Signatures 25-49 ENF $ 1,035.00 $ 207.00 50-99 $ 970.00 $ 194.00 100-199 $ 805.00 $ 161.00 200-499 $ 660.00 $ 132.00 500-999 $ 500.00 $ 100.00 1,000-1,499 $ 400.00 $ 80.00 1,500-1,999 $ 350.00 $ 70.00 2,000-2,999 $ 300.00 $ 60.00 3,000-3,999 $ 260.00 $ 52.00 4,000-4,999 $ 230.00 $ 46.00 5,000-5,999 $ 200.00 $ 24.00 6,000-6,999 $ 190.00 $ 38.00 7,000-7,999 $ 180.00 $ 36.00 8,000-8,999 $ 170.00 $ 34.00 9,000-9,999 $ 160.00 $ 32.00 10,000-19,999 $ 150.00 $ 30.00 20,000-29,999 $ 135.00 $ 27.00 30,000-39,999 $ 120.00 $ 24.00 40,000-49,999 $ 110.00 $ 22.00 50,000+ $ 100.00 $ 20.00 Laserfiche Rio Participant User Provides read-only repository access and the ability to participate in forms processes. Can only be allocated to a single user. Requires Laserfiche Directory Server. 10-49 EPAR $ 350.00 $ 70.00 50-199 $ 290.00 $ 58.00 200-499 $ 249.00 $ 49.80 500-999 $ 220.00 $ 44.00 1,000-1,999 $ 156.00 $ 31.20 2,000-2,999 $ 138.00 $ 27.60 3,000-4,999 $ 132.00 $ 26.40 5,000+ $ 126.00 $ 25.20 Please see Laserfiche Subscription options for subscription based user licensing, which includes Laserfiche Forms Participant, Community, and Education Users Additional System Components Product Description Code Software Cost 1st Year Only Annual Support & Maintenance Forms Tool Laserfiche Forms Professional Form creation, submission, and ability to participate in routing for all Laserfiche Rio Named Full Users. EFRM 10% add-on to all Laserfiche Rio Named Full Users Governance Tool Laserfiche Records Management Edition Laserfiche Records Management Edition is DoD 5015.2 certified. ERM 10% add-on to all Laserfiche Rio Named Full Users, Rio Participant Users, and Rio Retrieval Users Integration Tool 72 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Connector ECNC 5% add-on to all Laserfiche Rio Named Full Users Server Addons Licensed per server. Product Description Code Software Cost 1st Year Only Annual Support & Maintenance Portal Add-ons Laserfiche Pilot Public Portal Includes 25 concurrent retrieval connections through Laserfiche WebLink. Licensed for one Laserfiche server. PPM25 $ 25,000.00 $ 5,000.00 Rio Public Portal for One Laserfiche Server Includes unlimited concurrent retrieval connections through Laserfiche WebLink. Licensed for one Laserfiche server. EPLS1 $ 45,000.00 $ 9,000.00 Rio Public Portal for Two Laserfiche Servers Includes unlimited concurrent retrieval connections through Laserfiche WebLink. Licensed for two Laserfiche servers. EPLS2 $ 50,000.00 $ 10,000.00 Rio Public Portal for Unlimited Laserfiche Servers Includes unlimited concurrent retrieval connections through Laserfiche WebLink. There is no limit to the number of Laserfiche servers that can be licensed with this product. EPLSX $ 75,000.00 $ 15,000.00 Laserfiche Forms Portal Requires Laserfiche Forms Essentials. Allows form submissions from unlicensed (anonymous) users. Licensed for one Laserfiche Forms Server. EPFRM $ 7,995.00 $ 1,599.00 Laserfiche Forms Enterprise Portal Requires Laserfiche Forms Essentials. Allows form submissions from unlicensed (anonymous) users. Licensed for an unlimited number of Laserfiche Forms Servers. EPXFRM $ 24,000.00 $ 4,800.00 Integration Tool Laserfiche Software Development Kit (SDK) TK $ 2,500.00 $ 750.00 Desktop Add-ons Licensed per desktop. Product Description Code Software Cost 1st Year Only Annual Support & Maintenance Capture Tools Laserfiche Quick Fields QC $ 595.00 $ 120.00 Laserfiche Quick Fields Basic Quick Fields and Validation packages for Barcode and Real-Time Lookup. QC4 $ 2,500.00 $ 500.00 Laserfiche Quick Fields Core Quick Fields, Quick Fields Scripting Kit and Validation packages for Barcode, Real-Time Lookup and Zone OCR. QC1 $ 5,000.00 $ 1,000.00 Laserfiche Quick Fields Classify Quick Fields Core package plus Document Classification. QC2 $ 7,500.00 $ 1,500.00 Laserfiche Quick Fields Context Quick Fields Core package plus Forms Alignment, Forms Identification, Forms Extractor, Optical Mark Recognition and Auto Stamp, Redaction, and Bates Numbering. QC3 $ 10,000.00 $ 2,000.00 Laserfiche Quick Fields Complete Quick Fields Context package plus Document Classification. QCX $ 15,000.00 $ 3,000.00 Laserfiche Quick Fields Agent QFA $ 10,000.00 $ 2,000.00 Laserfiche Auto Stamp, Redaction, and Bates Numbering 73 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Available for customers upgrading to Rio. QC6 $ 500.00 $ 100.00 Laserfiche Document Classification Available for customers upgrading to Rio. QC9 $ 5,000.00 $ 1,000.00 Laserfiche Import Agent IA $ 1,500.00 $ 300.00 Scanner Driver Laserfiche ScanConnect SCX1 $ 0.00 $ 100.00 Digital Archiving and Publishing Laserfiche Plus for Digital Archiving Includes five activations of Plus Publisher. For internal use only, cannot be used for distribution of published media. PLUS1 $ 10,000.00 $ 2,000.00 Laserfiche Rio Integrations Product Description Code Software Cost Annual Support and Maintenance Laserfiche for Ricoh MFD (2) ERC $400.00 $80.00 Laserfiche Connector for Samsung ESMC $400.00 $80.00 Keyed Integrator's License for Accela Integration (3) EACLA $0 $3,000.00 Keyed Integrator's License for EnerGov Integration (3) EENERGOV $0 $3,000.00 Keyed Integrator's License for SmartGov Integration (3) ESMTGOV $0 $3,000.00 Laserfiche Integration with DocuSign EDCSI $0 $300.00 Laserfiche Integration with Laser App ELASR $0 $300.00 Laserfiche Subscription Add-ons The following Subscription-based user licensing can be combined with a Laserfiche Rio on-premises system. Subscription Users for Forms Participation. Quantities can fluctuate from year to year. Description User Count Code Software Cost 1st Year Only Participant User The Participant user type is for individuals inside your organization that need to view documents in your Laserfiche repository and participate in Forms processes. 10-199 JSPAR $ 110.00 User 200-499 $ 55.00 User 500-999 $ 38.00 User 1,000+ $ 28.00 User Community Users Provides read-only repository access and the ability to participate in forms processes. For individuals not employed by the Licensee. Community users may not be used by Licensee’s employees, contractors, or consultants. Block of 500 JSCOMM $ 10,670.00 User Block of 1,000 $ 16,000.00 User Block of 2,000 $ 21,350.00 User Block of 5,000 $ 32,000.00 User Block of 10,000 $ 42,650.00 User Block of 25,000 $ 53,350.00 User Education Users Provides read-only repository access and the ability to participate in forms processes. For Qualified Educational Intuitions Block of 2,000 JSEDCOM $ 10,675.00 User Block of 5,000 $ 16,000.00 User Block of 10,000 $ 21,325.00 User Block of 25,000 $ 26,675.00 User Optional Subscription based Modules Annual Cost Laserfiche Subscription Weblink (25 concurrent users) JPPM25 $12,130.00 Laserfiche Subscription Weblink (50 concurrent users) JPPM50 $16,200.00 Laserfiche Subscription Weblink (100 concurrent users) JPPM100 $20,800.00 Laserfiche Subscription Weblink (unlimited users) JPPMX $26,200.00 Laserfiche Subscription Forms Portal JEPFRM $3,880.00 74 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Laserfiche Subscription ScanConnect JSCO1 $90 Laserfiche Subscription ScanConnect 5-Pack JSC05 $330 Laserfiche Subscription ScanConnect 10-Pack JSC10 $450 Hybrid Laserfiche Cloud Hosted SaaS Optional Cloud Subscription Modules Annual Cost Laserfiche PF Cloud Invoice Smart Capture (Up to 10,000/year) CISC $6,000.00 Laserfiche PF Cloud Invoice Smart Capture (Up to 20,000/year) CISC $9,996.00 Laserfiche PF Cloud Invoice Smart Capture (Up to 250,000/year) CISC $19,980.00 Laserfiche PF Cloud Invoice Smart Capture (Up to 100,000/year) CISC $34,980.00 Laserfiche PF Cloud Invoice Smart Capture (Up to 250,000/year) CISC $57,996.00 Laserfiche Hybrid Direct Share EHDS $7,500.00 Laserfiche Hybrid Workflow Bots per concurrent Bot EHRPA $5,000.00 Laserfiche Hybrid Integration with Ellucian Ethos CLELU $11,500.00 Laserfiche Hybrid Integration with Salesforce EHDSF $300.00 Laserfiche Hybrid Integration with Redtail EHRT $300.00 Laserfiche Hybrid Integration with Microsoft Dynamics CRM EHMCRM $300.00 *Laserfiche MSRP price list is subject to change in future years. Laserfiche Cloud Price List Product Description Quantity Code Price Licensing Metric Business Users 25-49 CLENF3 $ 950.00 User 50-99 $ 900.00 User 100-199 $ 755.00 User 200-499 $ 735.00 User 500-999 $ 435.00 User 1,000+ $ 300.00 User Professional Users 5-49 CLENF2 $ 830.00 User 50-99 $ 700.00 User 100-199 $ 670.00 User 200-499 $ 460.00 User 500-999 $ 310.00 User 1,000+ $210.00 User Starter Users 1-50 CLENF1 $ 600.00 User Participant Users 10-199 CFPAR $ 120.00 User 200-499 $ 72.00 User 500-999 $ 54.00 User 1,000+ $ 42.00 User Community Users Block of 500 CFCAL $ 12,600.00 User Block of 1,000 $ 18,190.00 User Block of 2,000 $ 24,250.00 User Block of 5,000 $ 36,380.00 User Block of 10,000 $ 48,500.00 User Block of 25,000 $ 60,620.00 User Education Users Block of 2,000 CFEDCAL $ 12,125.00 User Block of 5,000 $ 18,190.00 User 75 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Block of 10,000 $ 24,250.00 User Block of 25,000 $ 30,310.00 User Public Portal Up to 1,000 CLPPAL $ 600.00 Views per month Block of 10,000 CLPPAL10 $ 4,200.00 Views per month Increments of 10,000 $ 4,200.00 Views per month Forms Portal Up to 10,000 CLFPAL $ 1,800.00 Submission per month Block of 10,000 CLFPAL10 $4,400.00 Submissions per month Increments of 10,000 $ 4,400.00 Submissions per month Laserfiche Records Management CLRM $ 5,750.00 Account Laserfiche Vault CLVAL $ 3,000.00 Account Advanced Audit Trail CLATX $ 2,875.00 Account Laserfiche Invoice Smart Capture Up to 10,000 CISC $ 6,000.00 Invoices per year Up to 20,000 $ 9,996.00 Invoices per year Up to 50,000 $ 19,980.00 Invoices per year Up to 100,000 $ 34,980.00 Invoices per year Up to 250,000 $ 57,996.00 Invoices per year Laserfiche Quick Fields Complete with Agent-10 Pack 10 CLQCXA $ 12,000.00 Device Laserfiche ScanConnect CCSX1 $ 100.00 Device Laserfiche Workflow Bots CRPA $ 5,000.00 Bot Laserfiche SDK CTKN $ 1,220.00 Account Laserfiche Web APIs additional calls Block of 50,000 CTKA $ 5,750.00 Calls per month Additional Audio / Visual Transcription Block of 100 CTRS $ 1,000.00 Hours per year Additional Direct Share File Size 1 GB CSHDSZ $ 1,500.00 Max size per file shared Additional Storage (100 GB) CLSAL $ 300.00 Account Additional Lookup Tables and Rows Up to 50,000 rows and 150 tables CTBL1 $3,000.00 Account Up to 100,000 rows and 200 tables CTBL2 $5,000.00 Account Laserfiche Cloud Integrations Product Description Code Software Cost Support & Maintenance Laserfiche Integration with Ellucian Ethos CLELU $11,500.00 $10,000.00 Laserfiche Integration with Salesforce CLDSF $345.00 $300.00 Laserfiche Integration with DocuSign CLDCSI $345.00 $300.00 Certified Laserfiche Connector for SAP ArchiveLink CLSLKP $23,000.00 $20,000.00 Laserfiche Integration with Laser App CLLASR $345.00 $300.00 Laserfiche for Ricoh MFD (2) CLRC $201.25 $175.00 *Laserfiche MSRP price list is subject to change in future years. 76 | P a g e ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Optional OneSpan eSign for Laserfiche OneSpan Sign for Laserfiche includes integration into both the Web Client and Workflow applications within the Laserfiche Platform. Within the Web Client, OneSpan Sign is fully embedded, enabling you to prepare, manage, and send documents directly from Laserfiche. Within the Workflow application, using the OneSpan Sign workflow activities, you can add OneSpan Sign electronic signature capabilities within new and existing workflow processes. With both integrations, e-signed documents and the audit trail are automatically saved back to Laserfiche after the signature process is complete. Description (1st Year) Per Transaction OneSpan eSignature, Annual Transactions 1,000 - 4,999 $ 4.21 OneSpan eSignature, Annual Transactions 5,000 - 9,999 $ 3.44 OneSpan eSignature, Annual Transactions 10k - 24,999 $ 2.77 OneSpan eSignature, Annual Transactions 25k - 49,999 $ 2.03 OneSpan eSignature, Annual Transactions 50k - 99,999 $ 1.85 OneSpan eSignature, Annual Transactions 100k - 249,999 $ 1.30 OneSpan eSignature, Annual Transactions 250k - 499,999 $0.99 Description (2nd Year) Per Transaction OneSpan eSignature, Annual Transactions 1,000 - 4,999 Year 2 $ 4.47 OneSpan eSignature, Annual Transactions 5,000 - 9,999 Year 2 $ 3.65 OneSpan eSignature, Annual Transactions 10k - 24,999 Year 2 $ 2.94 OneSpan eSignature, Annual Transactions 25k - 49,999 Year 2 $ 2.15 OneSpan eSignature, Annual Transactions 50k - 99,999 Year 2 $ 1.96 OneSpan eSignature, Annual Transactions 100k - 249,999 Year 2 $ 1.38 OneSpan eSignature, Annual Transactions 250k - 499,999 Year 2 $ 1.05 Description (3rd Year) Per Transaction OneSpan eSignature, Annual Transactions 1,000 - 4,999 Year 3 $ 4.60 OneSpan eSignature, Annual Transactions 5,000 - 9,999 Year 3 $ 3.76 OneSpan eSignature, Annual Transactions 10k - 24,999 Year 3 $ 3.03 OneSpan eSignature, Annual Transactions 25k - 49,999 Year 3 $ 2.22 OneSpan eSignature, Annual Transactions 50k - 99,999 Year 3 $ 2.02 OneSpan eSignature, Annual Transactions 100k - 249,999 Year 3 $ 1.42 OneSpan eSignature, Annual Transactions 250k - 499,999 Year 3 $ 1.09 Piggy-Back Clause The RFP pricing for scanning services is Piggy-backable and we request a clause included in Agreement if we are selected. This agreement between the Organization and the Contractor for the Organization’s requirements of select item(s) of personal property and/or personal services, the Contractor agrees to extend the same pricing, terms and conditions to each and every political entity, special district, and related non-profit entity. It is understood that political entities, special districts and related non-profit entities that piggyback on this quote shall make purchases in their own name, make direct payment, and be liable directly to the contractor holding the Organization harmless. The Organization may, at its option, charge an administrative fee to those political entities, special districts and related non-profit entities who avail themselves of this agreement. Bid Zip RFP #4514/Fluxx Labs, Inc._992892/TabulationByVendor_RFP#4514_orgId_992892.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Fluxx Labs, Inc. Page of 1 1 General Comments: Please find our response attached for this impactful project. If you have any questions, please don't hesitate to reach out. General Attachments: RFP Electronic Grant-Making Management and Report System_Fluxx Response.pdf Bid Zip RFP #4514/Fluxx Labs, Inc._992892/RFP Electronic Grant-Making Management and Report System_Fluxx Response.pdf The most sustainable and cost-effective software for government organizations. RFP Electronic Grant-Making Management and Reporting System January 24, 2024 FLUXX | COUNTY OF HAWAI’I 2 Letter of Transmittal January 24, 2024 Nicole Charon County of Hawai’i |Department of Research & Development 25 Aupuni Street, Suite 1301 Hilo, HI 96720 RE: Electron Grant-Making Management and Reporting System Dear Nicole and the Evaluation Committee, We understand the County of Hawai’i (“the County”) has a critical need to have a powerhouse grant management system that can modernize their grant management activities. Fluxx is honored to be considered for this project and brings the following benefits: A scalable and sustainable solution. We realize that as the grant programs evolve and develop, the County will need a system that is as flexible and agile as your organization. Understanding and anticipating those potential needs provides the County a long-lasting and impactful solution. Streamlining your process. Allowing the County to utilize all of the robust features of Fluxx’s Grantmaker will improve productivity,collaboration, and transparency across the organization. This will empower the County to utilize data to make informed decisions, reduce time in processing grants, and automate tedious tasks for your staff. An intuitive, easy-to-use interface. Fluxx’s intuitive interface will support the County’s staff in migrating from excel sheets to their first grant management system. Our system paired with our live training will ensure that staff can navigate, adapt, and harness all of the various capabilities of Grantmaker. We look forward to supporting the County with their modernization efforts and are ready to begin upon award. Sincerely, Paul Mariani, Chief Financial Officer Fluxx Labs, Inc. DocuSign Envelope ID: 060ED20B-5AF7-471E-8EC6-8738EE8D9354 TableofContents LetterofTransmittal 2 ExecutiveSummary 4 CompanyBackground 5 TechnicalSpecificationsandFunctionalRequirements 10 Implementation,ProjectManage ment,TrainingandOn-GoingSupport 19 SystemReportingandDataIntegration 31 SystemDocumentation 32 CostProposal 32 LicenseandOn-GoingServiceandSupportAgreements 33 OfferMaterialandAdditionalInformation 35 MeasuringImpact 41 WhyFluxx? 42 AppendixA-ProductsandServicesSchedule 43 AppendixB-LicenseandSupportAgreement 45 FLUXX | COUNTY OF HAWAI’I 3 ExecutiveSummary FluxxLabs,Inc.("Fluxx")ispleasedtopro videanoverviewofourgrantsmanagementsystem.Kerrin Mitchell,Fluxx’sco-founderandourChiefDevelopmentOfficer,livesinHonoluluandweareexcitedto explorehowourplatformcanassistyouinyourimportantworktoensuree qualopportunitiesforall. Fluxxisdedicatedtoprovidinggrantsolutionsforthegrantmakingcommunity,andourproductofferings reflectthatcommitment.Ourjourneybeganin2010withthesingulargoalofmobilizingcollectiv egrantmaking bycreatingacomprehensiveplatformthatempowersgivingandimpactsourglobalcommunities.Asoneofthe pioneeringcloudgrantmakingsolutions,Fluxxhasexperiencedrapidgrowth,earningareputationasareliab le anduser-friendlyplatformforfoundationsworldwide. Today,Fluxxremainssteadfastinitsdedicationtoadvancingthesocialandeconomicbenefitsofthesocial sectorbydevelopingbettertoolsforgrantmakersandseekers. Over400governmentagencies,organizations, communitytrusts,non-profits,andtenofthetwentylargestfoundationsworldwide,useFluxxtoprocess billionsofdollarsingrantsyearly.OurFluxxCommunitycontinuestothrive, bolsteredbyourdeep understandingofgrantmakingandunwaveringcommitmenttofindingcohesivesolutionsforpresentandfuture needs. Weproposeourplatform,FluxxGrantmaker,tostreamlinethegrantsubmissionprocess,man agefundsand RFPs,andensuretransparencywhilemakingtheimpactofgrantsvisible.Ourplatformcombinesautomated workflowmanagementandCRMfunctionalitywithinauser-friendlyinterfacethatsimplifiesthecomplex grantmakingprocess.ByevolvingtheFluxxplatform,theCountyofHawai’i(“theCounty”) cangainvaluable visibilityintoitsimpactandmakedata-drivendecisionstostrengthencollaborations. FluxxGrantmakerofferskeyca pabilitiessuchasasimpleuserinterfaceforinternalandexternalusers,a scalableplatformtoadapttochangingprocessrequirements,advancedtablesfortrackingimpactandbudget, automatedworkflowsandtaskmanagement,re al-timegrantandpaymentstatus,acomprehensiveCCO/Partner Portalforcollaboration,andenhancedgrantdataanalysis.Additionally,ourplatformintegrateswiththird-party applications,facilitatingout-of-the-boxint egrationswithfinancial,email,digitalsignature,andCRMsystems. Lastly,werecognizethattheCountyvaluesacollaborativesystemthatpromotestransparencyandcapacity buildingacrosstheFoundationanditsgranteesandp artners.ThisalignswithFluxx'sapproachto democratizinggrantmaking,andwearethrilledtopresentoursolution. OnbehalfoftheentireFluxxteam,wethankyouforconsideringFluxxGrantmaker.Weeagerlyanticipate discussinghowourplatformcansupporttheCounty'scrucialwork. FLUXX | COUNTY OF HAWAI’I 4 CompanyBackground ExperienceandOrganizationalCapacity FluxxLabs,Inc.(“Fluxx”)wasbornin2010andsetoutwiththesingle focusedgoal:tobuildthemost innovativeandconnectedplatformforgivingandimpactintheworld. Asoneofthefirstcloudgrantmakingsolutions,Fluxxquicklygrewinourtightlyknit sector,partneringwithsomeofthemostimpa ctfulandwell-respectedorganizations. Withitsrobusttechnologyandmodernuserinterface,Fluxxspreaditscommunity acrossallgrantmakingverticals:Government,PrivateandFamilyFoundations, MedicalResearch,Corpor ations,andNon-Profits,alike.Today,theFluxxCommunity isthriving,composedofover400grantmakingorganizationsworldwide. Sinceourlaunch,wehavegrowntoover400+grantmakingorganizationsworldwide. Weworkwithlocal,state,andfederalgovernmentagencies,U.S.andinternational privatefoundations,communityfoundations,publiccharities,andcorporate foundations. Weare100%purpose-builtforgrantmakingwithacom munity-definedroadmap, informedbyourdeepexpertiseingrantsandourleadershipinindustry collaboration/initiatives. ● Borninthecloud,Fluxxisascalable,reliable,andsecuregrantsplatform, trustedbyorganizatio nsofallsizesandverticalsfrommajorbankstoUSand Non-USgovernments. ● InteroperableviaRESTAPI,Fluxxoffersamarketplaceforourecosystem’s integration. ● Communityandreal-timecollaborationthroughpersonalize ddashboardsand sharing.Withinstantin-appcommunication,Fluxxbringsvisibilityand accountabilitytotheend-to-endgrantsprocess. FLUXX | COUNTY OF HAWAI’I 5 CompanyInformation Companyname:FluxxLabs,Inc. BusinessAddress:2261MarketStreet,#4060,SanFrancisco,CA,94114 Phone:+1.855358-9946 Webaddress:http://fluxx.io Fluxxisaremote-firstcompany.Onaccountofourremote-firststructure,Fluxxdoesnothavelocaloffi ces. OrganizationalInformation FluxxisregisteredasaC-Corpwithmorethan80employeesglobally.OurOfficersarelistedbelow. ChiefExecutiveOfficer:KristyGannon ChiefDevelopmentOfficer:KerrinMitchell ChiefTechnicalOfficer:EricHansen ChiefFinancialOfficer:PaulMariani CompanyRegistration FluxxisaC-CorpregisteredinthestateofDelaware.OurlegalagreementsaregovernedbytheLawsofthe StateofCalifornia.Flux xwasincorporatedonApril22,2015. ImplementationandSupportExperience Overthepast14years,Fluxxhasimplementedmorethan400governmentagencies,foundations,andnonprofit organizationswithvariouscomplexitiesand needs.Belowwehaveincludedsomepastprojects. Fluxxsupportsmorethan400governmentorganizationsandfoundationsglobally.Onaccountofour feature-richsoftwareandourbest-in-classonboarding,itisnosurpriseFluxxle adsthemarketinmost renewablesoftware. SanlamFoundation Problem:SanlamFoundationhadaneedtoimplementaGrantsManagementSysteminordertoensureamuch moreeffectiveandefficientwayofworkthatwasabletotracktheim pacttheFoundationwasmakinginthe respectiveAfricancommunitiesitinvestsin. Solution:Fluxxwasahighlyconfigurablesystemthatallowedthemtonotonlyworkbetterbutalsochange theirprocesstobetterservetheircommun itypartners. Results:Reducedpaperwork,betterreportingandbetteradvocacyforprograms. FLUXX | COUNTY OF HAWAI’I 6 TheDGMurrayTrust Problem:TheDGMurrayTrustwaslookingtoreplacetheirgrantmanagementsolution astheirteambegan feelingconstrainedbyrigidworkflowsandlackofanonlineapplication. Solution:Duringtheimplementation,DGMTwasgiventheopportunitytore-examineandoptimizetheir workflowsandprocesses.Theadvan tageofFluxxisthatitgavethebestofbothworldsbyprovidingmany optionsandwaystoconfigurethesystem. Results:Grantmaker’sclearworkflowshavealsoenabledDGMTtopinpointinefficienciesandfurtherrefine itsprocesses.StaffatDGMThadaccesstoanygrantatanytimeandseeingwhereitisalongitslifecycledrove collaborationandoptimizedproductivity. “TheadvantageofFluxxisthatitgivesusthebestofbothworlds. Withinthedefinedboundariesoftheplatformtherearemany optionsandwaystoconfigurethesystem.Thebaseisthereandwe builtontopofit.” SandraNgwena,DirectorofOperations TheDGMurrayTrust RAITHFoundation Problem:RAITHFoundationwaswantingtostreamlineitsprocess,driveefficienciesandminimizeriskin humanerroracrossallprograms. Solution:WithFluxx,RAITHwasabletostreamlinetheirprocessandcapturemoreinformati on,includingkey documentsbeinguploadedandtracked.WiththeoutoftheboxaudittrailRAITHwasabletohavea transparentviewoftheentiremanagementprocess. Results:RAITHFoundationhasimprovedefficiencyacrossallprog rams,increasedvisibilitywithinternaland externalstakeholders,andhavetrackedoutcomesmoreaccuratelythroughFluxx’sconnecteddatafeature. FLUXX | COUNTY OF HAWAI’I 7 HelloAlice Problem:HelloAlicewasplanni ngtomodifyanexistingloanprocessingsolutiontomeettheir nuancedand complexgrantsmanagementneeds.Additionally,HelloAlicehandledthousandsofapplicationsatatimeand neededasolutionthatwouldenablethemtomanag etheprocessmoreeffectively. Solution:Fluxxwasahighlyconfigurablesystemthatallowedthemtonotonlyworkbetterbutalsochange theirprocesstobetterservesmallbusinesses. Results:UtilizingBulkUpdatefiltereddown 35,000applicationstoahandful.ConnectedDatafunctionality gavethemaholisticviewofagrantrecord. BlueShieldofCaliforniaFoundation Problem:TheFoundationrecognizedtheneedtomovetoagrantsmanagementsolutionth atwouldallowthe Foundationtoscaleitsgrantprogramandquicklydistributegrantswithinafewweeksandbeabletodirectly makeadjustmentstothesystem-achallengingtaskwiththeirprevioussystem. Solution:BlueShield’sg rantmakingencompassesarangeofgranttypesincludingfullproposalprogram grants,core/generaloperatinggrants,andActNowgrants(rapidresponsegrantsdeployedtoaddresscritical granteeneeds).Grantmaker’sworkflows ,whichtheFoundation’sgrantteamcanconfigureitself,offeredaway toefficientlyscalegeneraloperatingsupportgrantsalongsideitsotherinitiatives. Results:Grantmaker’sclearworkflowshavealsoenabledBlueShieldto pinpointinefficienciesandfurther refineitsprocesses.Whereastheteampreviouslyimplementedseveralcustomizedproposaltemplates,building themoutforeachnewgrant,theynowonlyusethreestandardizedtemplates.This alonehasdramatically reducedtheoperationaltimefortheFoundationanditsgrantees. “Grantmakerallowsustoremainstreamlinedwhileusing differentgrantmodels.Everythingmovesthrougha straightforwardworkflow” RickBond,SeniorGrantsManager BlueShieldofCalifornia FLUXX | COUNTY OF HAWAI’I 8 References Company:HaroldK.L.CastleFoundation ContactName,Title:AnnMatsukado,ControllerandManager Address:1197AuloaRd. ,Kailua,HI96734 Phone:+1(808)263-7071 Email:amatsukado@castlefoundation.org DescriptionofService:Fluxxprovidestheirpowerhousegrantmanagementsoftwareandonboardingservices toconfigurethesystemtoaddress thebusinessneedsandimprovespeedandaccuracyoftheirgrantmaking tasks. DateofService:8/30/2018-Current Company:ArtsCouncilofOklahoma ContactName,Title:ThomasTran,GrantsDirector Address:2101NLincolnBlvd. ,OklahomaCity,OK73105 Phone:+1(405)521-2041 Email:thomas.tran@arts.ok.gov DescriptionofService: Fluxxprovidestheirpowerhousegrantmanagementsoftwareandonboardingservices toconfigurethesystemtoaddresst hebusinessneedsandimprovespeedandaccuracyoftheirgrantmaking tasks. DateofService:8/7/2023-Current Company:IronRangeResourcesandRehabilitationBoard ContactName,Title:JeriVenne,GrantSpecialistSenior Address:4261Highway53South,POBox441,Eveleth,MN55734 Phone:+1(651)201-1209 Email:jeri.venne@state.mn.us DescriptionofService: Fluxxprovidestheirpowerhousegrantmanagementsoftwareandonboardingservices toconfigurethesystemtoaddressthebusinessneedsandimprovespeedandaccuracyoftheirgrantmaking tasks. DateofService:3/4/2016-Current FLUXX | COUNTY OF HAWAI’I 9 TechnicalSpecificationsandFunctionalRequir ements MandatoryRequirements TheAsk TheAnswer HypertextTransferProtocolSecure(HTTPS). FluxxsupportsHypertextTransferProtocolSecure (HTTPS).AllcommunicationwiththeFluxx applicationisencryptedusingTran sportLayer Security(TLS)1.2orhigher.Thisencryptionensures thatanydatatransmittedbetweentheuser'sbrowser andtheFluxxapplicationissecurelyencrypted, therebyprotectingthedatafrominterceptionor tamperingduringtransit. HTTPSisafundamentalaspectofmodernweb security,providingasecurechanneloveraninsecure network,liketheinternet.ByusingHTTPS,Fluxx ensuresthatsensitiveinformation,includinglogin credentialsandpersonaldata,issecurelytransmitted, maintainingtheconfidentialityandintegrityof customerdata Compatibilityacrossbrowsers:Chrome(Windows, Mac,andAndroid);Firefox(bothWindows andMac);MicrosoftEdge;MobileSafari(iOS);and Safari(Mac). Theplatformisoptimizedforthelasttwostable releasesofpopularbrowserslikeChrome,Firefox, Safari(includingitsiOSversion),MicrosoftEdge, Opera,andChrome(Android). ADACompliance:WCAG2.0levelsAandAA. Fluxxregularlyundergoesaccessibilityauditsto ensurecompliancewiththeWebContent AccessibilityGuidelines(WCAG)2.0LevelAA, whichisacknowledgedworldwideasthestandardfor webaccessibility. TechsupportisrequiredduringR&D’snormal operatinghoursof7:45AMHSTto4:30PMHST, MondaythroughFriday,excludingStateandCounty holidays. Oursupporthoursarefrom4:00a.m.to9:00p.m. EasternStandardTime,ensuringthatassistanceis readilyavailableduringyourbusinesshours.Our dedicatedteamatFluxxisavailabletoaddressany concernsandprovidethenecessarysupportto enhanceyourexperiencewithFluxx. Abilitytoquicklyexittheprogramatanypoint,auto savinganincompleterecord. Fluxxusers,bothinternalandexternal,canquickly exitthesystematanypointandsavetheirwork. Wheneditingarecordorfillingoutaform,userscan bepromptedtosavethroughouttheprocesswiththe FLUXX | COUNTY OF HAWAI’I 10 abilitytosaveandcloseorsaveandcontinue. Abilityforprogramtorunwithouterrorwhendata connectiondropsandtoautoreconnectand updatewhenconnectionisavailableagain. Ifdataconnectiondropswhileauseriseditinga recordorfillingoutaformandtheydonotexi tthe systemorrefreshtheirbrowserwhileoffline,their workisretainedontherecorduntilconnectionis restoredallowingtheusertosavetheworkcompleted whiletheywerenotconnectedtotheinternet. TheCountywillretain ownershipofthedataandit canbeexportedinitsentiretyatanytime needed.PreferabledatabaseformatforexportisCSV andXLS. TheCountyretainsownershipofthedata.Datainthe systemcanbeexportedatanypointinXML,CSV , PDF,Word,andExcel. DesiredSystemFeatures GrantProposalSubmissionPortal TheAsk TheAnswer Proposedsolutionmustprovideanintuitiveportal allowingprospectiveapplicantstheabilityto easilyviewgrantprogra mdescriptions,instructions, andrequirements. TheFluxxGranteePortal'sproposalmanagement systemallowsgranteestoviewgrantprogram descriptions,instructionsandrequirements;aswellas create,modify,andsubmit proposals.Theycanalso uploadrelevantdocumentsandcommunicatewiththe programteam.Thissystemislinkedwithfunding opportunities,duediligence,progressreports, payments,andimpactanalysis.Whenaproposalis submitted,it'ssenttotheappropriateindividual(or panel)reviewersbasedonthespecificsoftherequest orgrantscheme.Afteragrantisapproved, informationaboutmilestones,outcomes,and paymentsisavailableonthePo rtal.Applicantsare notifiedwhenreportsaredueandcansubmitthe requiredinformationforreviewandapproval. Applicantswillbeabletosavetheirprogressonan applicationonlinebeforefinalsubmission. Applicantscansavetheirprogressandreturnatany timetocomplete. Helpdeskorcustomersupportforgrantapplicants. Fluxxisopentoexploreandscopeoutadditional servicesviaoneofourestablishedservicepartnersto provideapplicantfacinghelpdesk/customersupport forgrantapplicantssincethisisnotincludedinour standardonboardingservices. FLUXX | COUNTY OF HAWAI’I 11 Fluxx’sstandardcustomersupportandhelpdesk includedinthesoftwaresubscriptionisaccessibleto designatedinternaluserstoreachoutforhelporto resolveanissuewiththesystem. Thegrantproposalformatmustbecustomizableto allowforavarietyofR&Dprogramneeds andthesystemideallyincludesaneasy-to-useform builderwithconditionallogicandhelp prompts. FluxxisoneofthemostconfigurableCommercial Off-the-Shelf(COTS)solutionsonthemarketand caneasilybeconfiguredtov ariousgrantproposal formatsandprogramneeds.Fluxxprovidestwo methodsforachievingvariouspermutationsonforms andfieldsthroughconditionallogicandad-hoc questioncomponents. Conditionallogicallowsforcustom questionstobe presentedbasedoncertaincriteriaoranswers. Ad-hocquestioncomponentallowsinternalstaff userstocreatetheirownquestionsandrequest answersfromtheapplicantonaone-offbasis. Customizablebudgetf ormswithbudgettabulation available. Userscandefinemultiplelevelsofbudgetcategories forapplicantstoenterlineitembudgetdetailsforthe amountrequestedacrossgrantperiods.Countyusers cantheneasilyapprovere commendedamountsfor eachlineitemandprovidefeedbackanditerateon thebudgetwiththeapplicantuntilitisready.The budgetisthenavailablefortheapplicanttosubmit claimsorreportactualsagainstduringthepost-award periodincludingtheabilitytoattachsupporting documentationnexttoactualspendoneachlineitem fromthebudgetduringareportingperiod.Thisalso allowsforbudgettabulation. Allowsforsubmissionofadditionaldocume ntationin Word,Excel,PDF,andimageformats. Fluxxaccommodatesawiderangeofdocument formats,includingWorddocuments,Excel spreadsheets,PDFs,andvideoandaudiofiles. Theagreementmustallowatleast25differentan nual fundingprogramswithupto500 applicantsperprogram. Fluxxdoesnotchargeanadditionalfeeforfunding programsorapplications. ProposalReviewPortal TheAsk TheAnswer Theprogramshouldincludepermissionlevels for scoringaccess. Eachuserwillhavetheirprofile,role(s),and permissions-limitingdatatheycanviewandactions FLUXX | COUNTY OF HAWAI’I 12 theycantakeonrecords.Fluxxmakesiteasytoadd, adjust,andremoveperm issionsforeachuser. Unlimitednumberofreviewers. Fluxxallowsforanunlimitednumberofusers withoutanyadditionalcost. Reviewershaveastreamlinedinterfaceallowingeasy side-by-sideviewingoftheapplication materialsandreviewreportingportal. Thereviewerportaloffersnativefunctionalitythat allowsthescoresheetandtheapplicationina side-by-sideview. Theportalaccommodatescustomizedscoringrubrics fordifferentprograms. Uponassignment,reviewersreceiveanautomated notificationandcanlogintoanexternalportalto viewtheirassignedapplicationsandattachments. Theythenfilloutcustomizableonlinereviewforms , whichmayvarytosuittheneedsofinternaland externalreviewers.Theseformsallowforboth numericalratingsandnarrativetextcomments.All inputfromreviewerscanbestructuredforlater analysis.Thisstructuredfeedba ckisthenaggregated, weighted,andcollatedtoinformthefinaldecisionon grantapprovals,ensuringacomprehensiveand data-drivenevaluation. AwardManagementPlatformandDocumentRepository TheAsk TheAnswer Postawardfollow-upworkflowoptions. Fluxxhastheabilitytoconfigureworkflowstomatch yourbusinessneedsdirectly.Somefrequentpost awardworkflowsaredescribedbelow. Subawardnegotiation TheCountycancreatevariousdocumentssuchas contractsandletterofofferinMSWordand/orPDF formats.Fluxxcanconfiguretheauto-creationof singleorbulkdocumentsthatcanincludeconditional logictoconsolidatemulti pleofflinetemplatesintoa singleauto-generateddocument.Thesesystems generateddocuments/contractscanberoutedthrough variousworkflowsanditerativebackandforthwith applicantsuntiltheyarereadytoexecute.Flu xx’s DocuSignintegrationsallowsforgrantsstaffto seamlesslyroutefinaldocumentsforelectronic signatureandautomaticallyreturntheexecuted documenttothegrantrecord. UsingcustomizableDashboards,Fluxxenhanc esthe FLUXX | COUNTY OF HAWAI’I 13 userexperienceforadvisorsbyofferingmultiple notificationmethodsthatprompttimelyaction. Fluxx'sReal-TimeUpdatesfeaturewillsignalonthe dashboard,oftenthroughaspecific card,thata changerequiringattentionhasoccurred.Thisvisual cueallowsadvisorstounderstandwhatneedstheir immediatefocusquickly. Emailalertsofferanotherlayerofnotification.When anitemmovestoastagethatreq uiresanadvisor's approvalwithintheworkflow,anemailcanbe automaticallysenttoalerttheappropriateindividual. Thisisespeciallyusefulforthosenotconstantly loggedintothesystem. Moreover,userscansubscribeto specificdatacards, suchas"RequestsNeedingMyApproval."Upon subscription,they'llreceivetargetedemailalerts aboutitemspendingtheiraction. Thismulti-prongedapproachensuresthatevenif staffmembersarenotact ivelyusingFluxx,theywill stillbenotifiedtologbackinandcompletenecessary actions.Thisenhancesworkflowefficiencyand ensuresthatcriticalstepsarenotoverlooked. Variouscontracttypescanbetrackedthroughthe Fluxxsystemusingdifferentforms,workflows,and duediligencetoaccommodatefordifferenttypesof contracts,timeframes,approvalsandrenewals. SubawardExecutionMonitoringandTracking Afteragrantisapproved,info rmationabout milestones,outcomes,andpaymentsisavailableon thePortal.Granteesareautomaticallynotifiedwhen reportsaredueandcansubmittherequired informationforreviewandapproval. Grantsstaffcansetuprepor tingandmonitoring requirementsoneachawardedgrant,trackbotha grantsprogrammaticandfinancialprogress,and communicatewithgranteesthroughoutthelifeofthe grant.Milestoneandcost-reimbursablepaymentscan betiedtoapprovalcontingencieswithpost-award deliverablesandreportstoensurethoserequirements aresubmittedbygranteesandinternallyapproved beforethosepaymentscanproceedintheworkflow. Grantsstaffcanalso trackallinteractionswith FLUXX | COUNTY OF HAWAI’I 14 granteessuchasmeetingsandsitevisitswhilealso trackingriskstotheimplementationofthegrant usingariskregister. SubawardCloseout Closeoutscanbeperfor medinFluxxusing: (1)Compliancechecklistsandcompliancewarnings. Fluxxenhancesthegrantcloseoutprocessby incorporatingcompliancechecklistsandwarnings, designedtoensurethecompletionofallessential itemsbeforeofficiallyclosingagrant.Forinstance, FluxxcaninitiateavalidationprocesswhentheFinal Reportisreceivedandapproved.Thisprocessis configuredtoflaganyopenorincompleteitemsthat mustbeaddressedbeforefinalizingthegrantclosure. (2)Workflowtotransitionagrantfromanactivetoa closedstate. Bothfeaturesminimizetheriskofoversight,ensuring thatallrequisitedocumentationandtaskshavebee n completedforthegrantcloseoutprocessand safeguardingtheintegrityoftheentiregrant managementlifecycle. Theproposedsystemincludespushnotification capabilities. UsingcustomizableDashboards,Fluxxenhanc esthe userexperienceforadvisorsbyofferingmultiple notificationmethodsthatprompttimelyaction. Fluxx'sReal-TimeUpdatesfeaturewillsignalonthe dashboardthatachangerequiringattentionhas occurred.Thisvisua lcueallowsadvisorsto understandwhatneedstheirimmediatefocusquickly. Emailalertsofferanotherlayerofnotification.When anitemmovestoastagethatrequiresanadvisor's approvalwithintheworkflow,anemailcanbe automaticallysenttoalerttheappropriateindividual. Thisisespeciallyusefulforthosenotconstantly loggedintothesystem. Relationshipmanagementtoolsforusein communicationwithgranteesoverthetermofthe awardagreement. Communicationwithgranteesiseffortlesswith Fluxx.Automatedemails,directemails,and automatednotificationskeeplinesofcommunication openbetweentheCountyandgrantees. Fluxx’sGranteeRelatio nshipManagement(GRM) FLUXX | COUNTY OF HAWAI’I 15 toolallowsyoutofosterstrong,trustedgrantee relationshipsandminimizesthetimeyourstaffhasto spendonadministrativeefforts.Alldatarelatedtoan organizationoracontactoragrantisaccessible withintheGRMandisdirectlyconnectedtofunding opportunities,duediligence,payments,and impact analysis.Yourgrantsmanagerscanseethelatest interactionsbetweengr anteesandprogramstaff,and yourprogramofficeshaveeverythingtheyneedat theirfingertips. Documentaudittrail. Fluxxmaintainsanaudittrailofalldatabaserecords, documents,andtransactions(add,change,delete) identifyingtheindividualperformingtheaction,the dateandthetime,andtheoriginaldataininstances wherechangesaremade. Allupdatesandchangestodataarecapturedinthe “History”sectionofeachrecord.Thesecanbe viewedandreferencedbyallusers.Additionally,all documentsuploadedtothesystemcontainaversion history. Nofundmanagementsystemrequired.TheCounty’s accountingsystemwillcontinuetomanage allfinancialactivi ties. Fluxxwillneverbearoadblockinyour modernizationandstreamliningefforts. ShouldtheCountyeverdecidetointegratethe accountingsystemoranyothersystem,Fluxxhasthe abilitytopullindatafeedsusingRESTAPIs, aswell asintegratewithotherRESTservicesfrom third-partyapplicationsandintegrationsusingour two-waysynchronousAPI. DataCollectionandReportingSystem TheAsk TheAnswer Cloud-baseddocumentrepositoryavaila bletoall R&Dstaffmembers. FluxxishostedintheAmazonWebServices(AWS) cloud.AlldocumentsarestoredonyourFluxx instanceandattachedtoapplicablerecordsinthe systemforeasyretrieval.Additionally,documents canberetrievedbysearch,connecteddata,anda documentdatatable. Datavisualizationandimpactreportingcapabilities. Fluxx’srobustreportingfeaturesprovideaccessto cutting-edgedatavisualizations,cannedrepor ts,and ad-hocqueries-simplifyingthecreationofdonor FLUXX | COUNTY OF HAWAI’I 16 statements,boarddockets,statusreports, demographicsreports,conversionfunnels,andmore. Fluxxpermitsuserstoanalyzetheimpa ctofeach program,thedegreeofsuccessofthegrantstherein, theeffectivenessandefficiencyofteams,thespeedof thegrantapprovalprocess,howinitiativesand programscompare,howfundswerespent,andall associatedmetadata,suchasconstituentsandmeans. DataReporting.Wehavehighlightedspecific reportingcapabilitiesbelow: -Card-basedQueriesandDashboards.Fluxx’srobust cardanddashboarduserinterfaceenableus ersto createandfilterpersonalizedviewsoftherecordsand datafeedstoreflecttheirorganizationalrolesand activities.Allcardsanddashboardsrepresentthe entiredatabaseofinformationandcanbepulledinto viewsandExcelforsliceanddice. -Ad-Hocqueriesanddownloads.Adhocreportingis handledbyourcardfiltersandparameters.Itisatool thatallowsuserstoselectfields,filterdata,and outputareporttemplate.OurAdHocre portbuilder isquitepowerful.Userscandefinecolumns,group fields,sumfields,andexportformats(Excel,PDF). Afteritiscreated,thereportcanbere-usedasoften asneeded.Whenthereportisgenerated,thefields refillwithreal-timedata.AnyAdhocreportcanbe addedtotheLiveReportsmenuandbecomea StandardReport. -Excel-PlugIn.Datareportingtemplatesarecreated directlyinExcel(withrefreshabledatafeedsfrom Fluxx)toallowrichlyformattedreportsandpowerful Excelfunctionalityintorepeatabletemplates, multi-tabreports,androllupfieldcalculations. -APIandWorkatoIntegrationFramework.Fluxx alsooffersrobustAPIsan dframeworksforextensive integrationanddownstreamapplicationandwebsite work. BusinessIntelligence.OurembeddedBItool, Grantelligence,istheonlyintelligence,analytics,and reportingtoolpurpose-builtforgra ntmakers.Withan intuitiveinterface,drag-and-dropfunctionality,anda menuof7000+dynamicvisualizations, Grantelligenceenableseveryuseratyour organizationtograntfaster,withmoreaccuracy, throughpowerfulstorytelling.Grantelligenceisfully integratedwithFluxxGrantmaker,withnoseparate log-inorcredentialsneeded.Itboastspre-built, FLUXX | COUNTY OF HAWAI’I 17 role-basedreports,dashboards, andpre-builtExtract, Transform&Load(ETL)tables Documentgeneration. Fluxxhasrobusttemplatemanagementcapabilities thatcantiedirectlyintothegrantandpayment processes.Wecanconfiguretheauto-creationof singleorbulkdocumentstorenderusingstructured dataineachapplication.Thesedocumentscan includeconditionallogictohelpconsolidatemultiple offlinetemplatesintoasingleauto-generated document.Workflowscanb eattachedto Agreements. Thesedocumentscanbecreatedandmanagedintwo ways: 1)withintheFluxxletterbuilderor 2)inMicrosoftWordusingtheWordplug-in. TheseoptionsgivetheAdminusersabsolutecontrol oflettertemplatesandallowforanystandard formatting,suchasheaders,colors,tables,etc.,to generateformatteddocuments.TheFluxxDocument Sync(alsoknownasWord-Edit-in-Place)allows workingversionsofWorddocu mentstobesynced backtoFluxxwithoutmanuallyuploadingfiles.A FluxxAdd-InpowerstheintegrationforMicrosoft Wordthatuploadsthemostrecentversionofthe documentwhentheuserclicks“SynctoFluxx.”This allowsuserstomodifydocumentscase-by-caseand resaveinformationasneeded. Abilitytouploadpreviousyears’grantandcontract dataandreportstothecentralized repository. Fluxxhasaprovenmigrationmethodologytha twe haveusedtosupportmorethan400+customers;this includesexperienceimportinghistoricalorexisting dataanddocumentscreatedfromadifferentgrants managementsoftware.Ourapproachistomigrateall historicaldata(grants,organizations,people, transactions,reports,anddocuments). SeeImplementationsectionformoredetaileddata migration. Alldatacanbeexportedinitsentiretyatanytime needed.Preferabledat abaseformatfor exportisCSVandXLS. Alldatacanbeexportedinvariousformats, includingExcel,CSV ,PDF,Word,andXML. FLUXX | COUNTY OF HAWAI’I 18 Implementation,ProjectManagement,TrainingandOn-Going Support ConceptualPlan,StrategiesandMethodologies Fluxxusesacollaborative,agileprojectmethodologytotypicallyonboardaclient'sFluxxsolutionoveran averageof3-6months,dependingonthecomplexityofthebuilda ndorganizationculture.Weutilizea ReadinessAssessmenttooltoevaluatethestatusofkeysuccessfactorswhenbeginninganddeliveringonthe County’sfinalsolution.Understandingthisapproach,welooktomaximizeyourproba bilityofsuccessasyou prepareyourorganization,andwillreduceriskduringimplementationandlaunch.Wehaveaddedamore detaileddescriptionintheImplementationsectionofthisproposal. Services TechnicalSupport GeneralandemailsupportisefficientlymanagedthroughJira,ourrobustsupportticketingsystem.Customerssubmit theirinquiriesandissuesthroughthisplatformforastreamlinedandorganizedsupportprocess.Urgentand priorityticketswillreceivepromptattentionasweunderstandthecriticalnatureoftheserequests.Oursupport teamdiligentlyreviewsandtriageseachticket,aimingtoresolvethemwiththeutmosturgency. Uponreceivingasupportticket,ourdedicatedsupportprofessionalsthoroughlyevaluatethereportedissue. Thisevaluationincludeseffortstoreproducetheissueandacomprehensivereviewofcustomersettingsand configurationstounderstandthecontextbetter.Insomecases,additionalinformationmayberequired,andour supportteammaycontactthecustomerwithspecificquestionstoaidintheinvestigationprocess.Weprioritize maintaininganopenlineofcommunicationwithourcustomers,providingregularupdates,andseeking clarificationifneeded. AtFluxx,wearededicatedtodeliveringeffectiveandefficientsupportservicestoensureaseamless experience forourcustomers.Oursupportteamwillworkdiligentlytoaddressyourconcernsandprovidetimely resolutionstoanyissuesyouencounter. FluxxCustomerCommunity TheFluxxCustomerCommunityisdesignedtoconnec t usersinacollaborativeandsupportiveenvironment.As anewcustomer,theCommunitywillserveasavaluable resourcetoenhanceyourexperienceandmaximizeyour understandingoftheplatform.OurCommunityhas 100+users,800+posts,and530+ideasshared. FLUXX | COUNTY OF HAWAI’I 19 FluxxUniversity Ourongoingtrainingexpandsyourknowledgeandempowersyourstaff.Bringonnewteammembers,refresh staffknowledge,andexpand skillswithexpert-designed,tailor-madetraining. ● Free24/7onlinetrainingfor2years ● Immediateaccesstoself-serviceablelibraryofonline courses ● ComprehensiveKnowledgeBase(KB) ● Fluxx-builtbestpractices ● Examsandcertifications Implementation ThissectiondetailsouronboardingprocesssothattheCountycanbecomefamiliarwiththetermsandstepsto onboarding.Alsoincludedisaprojectscheduleworkplanwithtasksrequir edtocompletetheonboardingof oursolution,includingtasksandresponsibilitieswheretheCountywillbeengaged. TheFluxxTeamusesacollaborativeonboardingapproachbasedonproductdevelopmentagileprinciples, meaningthatwefocusonbeingcollaborativeanditerativethroughouttheentireprocessandbuildaswego.We getyouintothesiteearlyandoftentovalidateprogresssothatattheendoftheproject,youarecomfortable usingFluxxandhaveaviablesystemtolaunchyourprocesses. ● ProjectKickoff:OurinitialfocusistogetcustomersuptospeedontheFluxxteamandonboarding process/approach)whilesettingexpectationsandatoneforsuccess. Initialrequirementselicitationand scopeassessmentbeginsasweknowtheCountyanditsneeds.Thispreparesustodivedeeperintoyour requirementsduringthenextphase. ● Onboarding:Duringouronboardingworkshops,wewill diverightintorequirementsgatheringfor buildingtheCounty'sFluxxinstancesowemayhaveasolidfoundationtobuilduponduringthebuild phase.Wealsofinalizeourvalidationofthefullscopeofdeliverablesandcreateaproje ctplantosuit theproject'sneeds. ● Configuration&Validation:CollaboratetounderstandtheCounty’sneedstobuildandvalidatethe system.ThisphasebreaksdowntheconfigurationoftheCounty’sinstanceintosmallerparts –focusing ondifferentfunctionalareasofyourprocesses.Wealsostartiteratingonthedatamigration,building reports/outputs,andongoingtraining. FLUXX | COUNTY OF HAWAI’I 20 ● LaunchandgoLive:Preparingyoursta ff/admin&finalgo-livesteps.Thisphaseincludesfull regressiontesting,finalchangemanagement&trainingactivities,andcollaborationonyourlaunch playbookforasuccessfulgo-live. Thegraphictotherightillustrates theonboardingprocessfromtheprojectkickoff,tolaunchandgo-live,and ongoingsupport. ● DesignandBlueprint.Onboardingapproachincludesthecollectionofrequirements,forms,and workflowsthatwilloccurfromsalesth roughoutonboardingstartingfromourGrantmakerbestpractice solutiontemplate. ● ConfigurationandBuild.Initialsitebuildwillconsistofconfigurationofoutlinedscopeincluding collectedrequirements. ● Cycles.Refinementapproachconsistsofacycle-based,iterativeprocessafterinitialconfigurationand build.Eachcyclewillconsistofareviewofoutlinedscope,demos,customertesting,validationand refinementtofinalizethesystem. ● LaunchpreparationandGo-Live.Priortoandinpreparationofgo-live,CoreProjectTeamwill completeend-to-endsystemvalidationandlaunchreadinessactivitiesforfinalsign-offandsys tem go-live. ● SupportTransition.Uponcompletionofscopedeliverables(go-livemilestone),theprojectwillmove intoa30-daySupportTransitionperiod.Therewillbeaweekly1-hourmeetingcadenceduringthis transitionperiod.TheCountywillbegintoutilizetheSupportticketmanagementJirasystemforany issuesorbugsfoundduringthistime. FLUXX | COUNTY OF HAWAI’I 21 Schedule Belowistheanticipatedscheduleforyourproj ect.Projectactivities,milestonesanddeliverablesarelocatedinthetableonthenextpage. FLUXX | COUNTY OF HAWAI’I 22 FLUXX | COUNTY OF HAWAI’I 23 Phase Activities MilestonesandDeliverables DesignandBlueprint (approx.1-2months) Gatherallcurrentdocumentation ConfirmBlueprintWorkbook* Discuss&ReviewApproachtoOnboarding DataMigrationprep(ifneeded) SystemIntegrationReview ProjectManagement&Timeline CompleteBlueprintWorkbook CreateProjectPlan ProjectTimelineDelivered Configuration&Build (approx.1-2months) Configuration&Build Completesiteconfiguration RefinementCycles (approx.3-4months) Reviewofrequirements Demonstrateconfigurationandbuild CustomerTestingandValidation* Refinement Deliveranddemonstrateconfigurationand build Feedback Approval DataMigration (ifneeded) CustomerDataPreparationandTransformation* CustomerDataValidation* DocumentUpload Testing Sign-Off One(1)initialmigration Uptothree(3)iterations,withthefinaliteratio n isconsideredthedressrehearsal One(1)initialdocumentmapping(duringdress rehearsal) One(1)finaldataanddocumentsmigrationfor Go-Livecutover Includesfinaldocumentmapping *Theseactivitiesarecustomerresp onsibilitiesincollaborationwithFluxx. FLUXX | COUNTY OF HAWAI’I 24 Integrations (ifneeded) SupportandConfigurationforplug-ins,custombuilt integrationsinscope Mapprocessandidentifywhatisinscopeandouto f scope DataTesting Approval LaunchPreparation&Go-Live (approx2weeks) EndtoEndTesting* Sign-Off Release&Go-Live Finalconfigurationsign-offandapproval PostGo-LiveSupport Transition (30days) Uponcompletionofscopeddeliverables,projectwill moveintoa30-daySupportTransitionperiod WeeklymeetingswithFluxxprojectteam Supportforquestions,bugs,configurationerrorsand troubleshooting Addressconfigurationerrors,bugs,questions Empoweruserstotransitiontoadminandtake ownershipoftheFluxxplatform Training (ongoingLMSfor2years) ProvisionOnlineLearningSystem ProvideKnowledgeTransferforF utureTraintheTrainer Session Instructor-ledtraininghours CompleteOnlineLearning CompleteLearningSessions KeyPersonnel Ourstrategicallyselectedonboardingteamhasexperiencedeliveringourlargestandmostcom plexcustomers. Inadditiontothiscollaborativeteam,Fluxxhasadeepbenchofresourcestosupportyourinitiatives.Wehave includedresumesforkeypersonnelaswellasdescriptionsforsupportstaff. ElizabethKuehl, MPA SeniorManager,CustomerOnboarding|Denver,CO Organizationalleaderwithabroadrangeofexperienceandexpertiseincludingdevelopment,project management,strategy,andoperations.Implementationexpertfocusingo nuser-centereddesignpracticesand increasingefficienciesthroughprocessimprovementwithasolution-orientedattitude.Collaborativeteammate motivatedbymission-drivenworkthatpositivelyimpactstheworld. TechnicalSkills CognitiveCoaching,MicrosoftOffice,GoogleSuite,WordPressandHTML,ConversationalSpanish,Fluentin varioussoftwareincludingdatabases,CRMs,projectmanagementtools,grantmanagement,andvirtualle arning andfacilitationtools. FluxxLabs,Inc.(06/2021-CURRENT) Manager,CustomerOnboarding Technicalspecialistinteractingwithcustomersduringtheirjourneyafter-saleshandoffandbeforethetransition tosupport.Nurturingcustomerrelationships,implementingplatformsolutions,andenhancingtraining initiatives. ● Leadateamofeighttechnicalsoftwareimplementationspecialists,consultants,andpartneragenciesas weimplementedourcloud-basedgrantsmanagementsoftware ● LeadsomeofourlargestandmostcomplexcustomersoftwareimplementationsasaSeniorProject ManagerandOnboardingSpecialist ColoradoEducationInitiative AssistantDirectorofDevelopment ● Leadalldevelopmentactivitiesincludingaportfolioofgrantandearnedrevenuestreamsinpartnership withLeadershipTeamtosupportorganization'sannualoperatingbudgetofnearly$5mi llion ● Drivethecreationofannualdevelopmentgoalsandleadvariousdevelopmentstructuresto operationalizethatstrategythroughouttheyear ● Write,edit,andsubmitproposals ● Createsystemsandstructurestoincreas eefficienciesandrevenuegeneration ● Supportedlaunchofearnedrevenuestream,growingtheportfoliofrom$50,000inyearonetoover$1.7 millioninyearthree ProgramLead,ProjectManagementCaptain FLUXX | COUNTY OF HAWAI’I 25 ● Ledcommunication,development,andprojectmanagementteams ● Managedexternalcommunicationconsultanttoaligncontentwithorganizationstrategyandgoals ● ServedasProjectLeadresponsibl eforprojectdesignandexecution ● Supervisedandcoacheduptothreestaffmembers ● Createdstandardprojectmanagementstructures,tools,andprocessincludingprojectplans,project launchprotocols,decision-makingmatr ices,andriskmanagementandmitigationplans StemManager ● ManagedportfolioofK-12STEMeducationinitiativesandrepresentedstatewideSTEMeducation interests ● Liaisedbetweenindustryandworkforcepartners,school districts,andhighereducationinstitutions A+Colorado DirectorofOperations ● Co-ledtherelaunchofasmallnon-profit.Ledthecreationofalloperationalsystems ● Grewtheorganizationfromastaffoftwoandannualbudget of$300,000toastaffoffiveandbudgetof over$2millioninthreeyears ● Oversawstrategicplanning,budgetingandfinance,grantwritingandreporting,andhiringprocedures ● Droveallexternalcommunicationsincludingwebsite ,socialmedia,emailmarketing,andpublishingof qualitativeandquantitativepublicreports ● Managedthreeemployeesondailytasks,year-longgoals,andprofessionaldevelopment GetSmartSchools ProjectManager ● SupportedthecollectiveimpactefforttooverhaulDenverPublicSchool’sstudentenrollmentsystem intoasingle,centralizedprocess.Responsibilitiesincludedextensivecommunicationandcollaboration amongavarietyofstakeholders. ● Streamlinedinternaloperations,includingdevelopmentofaproceduremanualandorientationguide ● Servedasofficemanagerwhichincludedmanagingpurchasing,socialmedia,website,contra cts,and budgeting DepartmentofAdministration-StateofWisconsin ContractAdministrator ● Preparedandtrackedarchitectural,engineering,andconstructioncontractsvaluedat$62million annually ● Facilitatedbidopenings,bidadvertisements,andothercontractrequirementprocedures ● ServedasmainpointofcontactforallcontractorsworkingwiththeWisBuildonlinecontracttracking system FLUXX | COUNTY OF HAWAI’I 26 KatyAjer, MPH TechnicalSoftwareOnboardingSpecialist|ElCerrito,CA KatyAjerisacustomerorientedandtechnicallycompetentSoftwareImplementationSpecialistwithover15 yearsworkingonteamprojectsinavarietyofcapacitiesandprovidingguidanceandthoughtleadershiptofind thoughtfulsolutionstobusinessneeds.Ajerisexperiencedinimplementingcomplextechnicalsolutionsand trainingnewusersinhowtousesoftwaresystemsmosteffectively.Ajerhasexperienceworkingwithlocally basedorganizationsintheUnitedStates,LatinAmericaandtheCaribbean,Asia,Africa,andEurope. FluxxLabs,Inc.(02/ 2022-CURRENT) LeadTechnicalSoftwareImplementationSpecialist/ProjectManager ● ManagestheimplementationofFluxxsoftwareformultiplecustomersconcurrently,coordinatingtight deadlinesandmultiplepriorities ● Elicitsrequirementsanduserscenariosusingworkshops,prototyping,businessanalysis,andworkflow analysistodelivergrantmanagementsolutionconfigurationtomeettherequirementsandscopeofeach project ● Usesprojectmanagementskillsandtechniquestoensurescopeandtimelinesareadheredtoandthe customerhasagreatexperienceduringtheimplementationphase ● Overseesdatamigrationswithintheprojecttobothef fectivelycommunicatetheprocessandcomplete thetechnicalelements ● Troubleshootsandfacilitatesissueresolutionbysuggestingtechno-functionalworkarounds ● Developsinternalprocessdocumentationfornewfeature sandonboardingpractices ● Providestechnicaltrainingtootherimplementationspecialists EvangelicalLutheranChurchinAmerica(ELCA) ProgramDirector,WorldHungerInternational ● Improveddatacollectionandreport ingbyimplementingtheuseofaweb-basedgrantsoftware—Fluxx ● DesignatedtomanagetheWorldHungerInternationalteam—provideddirectionandoversightin programdevelopment,implementation,monitoringandevaluation,an dcommunicationsregarding ELCAWorldHunger ● FacilitatedWorldHungerbudgetdevelopmentandsubsequentmonitoring-$15millionperannum ● EnsuredWorldHungerInternationalengagementcompliancewithfundingcriteriaan dorganizational policiesandprocedures ● CoordinatedstrategicplanninganddirectionsettingfortheWorldHungerInternationalteam,including alignmentwiththeOrganizationalOperationalPlan ● Builtcapacityofloca llybasedorganizationsreceivingfundsinprogram,planning,monitoringand evaluation ● Developedglobalmonitoringandevaluationmetricsandstrategicprioritiesinpartnershipwithdomestic counterpart ● Oversawthepresentationofprogramnarrativetointernalandexternalaudiencesthroughworkwith marketingandfundraisingstaff ● Spearheadedacommunityofpracticegrouptodiscussandlearntogetheraboutmonitoringand evaluationtechniques FLUXX | COUNTY OF HAWAI’I 27 DominicanWomen’sDevelopmentCenter HealthServicesCoordinator ● ManagedthehealthcomponentofanEarlyHeadStartHomeVisitingprogramfundedbytheUnited StatesGovernment ● Supervisedstaff,interns,andmentalhealthconsultants ● Organizedandcoordinatededucationalsessionsonvarioushealthtopicsforimmigrantfamiliesin EnglishandSpanish ● Passedthemonitoringr eviewofthehealthareathatwasconductedeverythreeyearswithnofollow-up needed(firsttimefortheprogram) ● CompiledandcollectedhealthareadatacollectionandreportingfortheHeadStartprogramin compliancewithfede ralguidelines HealthEastSystem ResearchAssistant ● Utilizedstatisticalsoftwaretoanalyzequantitativedataforresearchprojectsandqualityimprovements inhealthcare ● Collaboratedwithclinicstafftodevelopdat acollectiontools ● Curatedinternalprojectreportswithvisualandwrittendatarepresentations ● Traineddatabaseusersanddeliveredtechnicalsupport ● Implementedacomprehensiveneuroscienceresearchdatabase,coll ectingquantitativedatatoexamine thelong-termoutcomesofpatientssufferingfromatraumaticneurologicaleventandqualityoflife outcomesuponreturntothecommunity PhillipsNeighborhoodClinic HumanResourceChair ● Assignedtoconductaqualitativeevaluationoftheclinic,supervisestaff,providedailymanagementof theclinicincollaborationwiththeleadershipteam,anddevelopafive-yearstrategicplanfortheclinic ● Impactdrivingforcebehindthemanagementofvolunteerrecruitment,training,scheduling,and disciplinaryactionof300+studentandprofessionalvolunteersforafreeclinicservingunderserved populations ● Drasticallyimprovedclinicalperformancebyimplementingamonitoringandevaluationteam ● Volunteeredintheclinic,registeredpatients,andconnectedthemtotherelevantsocialservicesas necessary FLUXX | COUNTY OF HAWAI’I 28 IsmailAbbas CustomerData&TechnicalSolutionsSpecialist|OrangeCounty,CA Ismailisanaccomplisheddata&technicalsolutionsspecialistwhoisresponsiblefordatabaseandfield manipulation,developingcustomscriptsfordatatransformation,productfeaturesandprocessautomation, providingsubjectmatterexpertisetobothinternalteamsandcustomersondatamigrationstructureoffering guidanceondatamapping,validation,andSaaSbestpractices. FluxxLabs,Inc.(02/2023-CURRENT) CustomerData&TechnicalSolutionsSpecialist ● Managedcustomerdatamigrationexecution,includingdatabaseandfieldmani pulation ● Developedcustomscriptsfordatatransformation,productfeatures,andprocessautomation ● Providedsubjectmatterexpertisetobothinternalteamsandcustomersondatamigrationandstructure, offeringguidanceondatamapping,validation,andSaaSbestpractices. ● Collaboratedacrosstechnicalandnon-technicalinternalteamstoimproveandfacilitatethegrowthof offeredproductsthroughcriticalanalysisanddo cumentation. OrangeCountyDepartmentofEducation BusinessAnalyst ● UtilizedT-SQLandothertechnicaltoolstodiagnosedatarelatedissuesforend-users ● Analyzedbusinessproblemsandassessedhowautomatedsystemscan beimplementedtoimprove efficiency ● Coordinateandcollaboratewithtechnicalteamstodevelopandexecutecomprehensivesoftwaretest plans ● Providedtechnicalteamswithregulatoryandcomplianceexpectationstoadher etofederal&state requirementsServiceAnalyst OrangeCountyDepartmentofEducation SoftwareDeveloper ● Maintainedanddevelopedwebapplicationsaccessedby80,000+users. ● Createdstandaloneprocessesforgeneratin gfilesrequiredforseveralfederalandstateprocesses(IRS, CAFTB). ● Executedandmonitoredpayrollprocesstocalculatepaychecksfor100,000+employeesintheOrange CountyDepartmentofEducationumbrella. ● RepresentedOCDEinanofficialcapacityforfederallycompliantfilesubmissions(W2-C,Affordable CareAct) ● Auditedandanalyzedapplicationsforsecurityriskstocomplywithstate&federalexpectations FLUXX | COUNTY OF HAWAI’I 29 SupportStaff Data/IntegrationsSpecialists-Theseexpertswilloffersolutionguidancefortechnicalaspectsoftheonboarding process,withafocusondatastrategy,datamigration,integrat ions,andreportingneedsassessment.Theywill collaboratewiththeFluxxProductteamtoassesstechnicalrequestsanddevelopappropriatedocumentation. CustomerSuccessManager(CSM)andOngoingSupport-OurdedicatedCSMte amwillworkwithyour teamtoensuretheoptimalfunctioningoftheFluxxsystempost-implementation.TheCSMteamwillprovide comprehensiveinformationonupcomingproductfeatures,escalateissuestotherelevantinternalteam sfor resolution,andfurnishdetailsaboutthecontractandfuturerenewals.Additionally,ourin-houseSupportteam willbeonhandtoprovideongoingassistance,drawingsupportfromtheentirestaffandutilizingtheJira productforcentralizedticketmanagement. DirectorofOnboarding(VP)-TheDirectorofOnboardingwillcollaboratecloselytospearheadthe onboardingprocessandestablishadoption,loyalty,andsuccessprogramstailoredto ourcustomers.Possessing extensiveexperienceinleading,coaching,anddevelopinghigh-performingteams,theDirectorofOnboarding willbeavaluableassetinallleadershipdiscussions. Training Fluxxoffersvarioustrai ningmethodsduringimplementationaswellasongoingtrainingpostgo-live. DuringImplementation “TraintheTrainer”.Fluxxfollowsa“train-the-trainer''approach,focusingonaselectnumberofpowerusers identifiedbyCustomer.Customerisresponsibleforconductingallend-userandgranteetrainingatlargein preparationforgo-live. Instructor-LedTraining.Thiscustomizedtrainingforuptoeight(8)hourscanoccurondates/ timesmutually agreedbetweenFluxxandtheCountywithintheprojecttimeline.TheFluxxprojectteamwillcollaboratewith theCountytoprepareanagendaandidentifyspecifictechnicalareasoffocus.FluxxandtheCountycanwork togethertoidentifytopicsthatarespecifictotheCounty’suniqueconfiguration. PostGo-Live Unlimiteduseraccesstovirtual,asynchronous,andself-pacedlearningmodulesfortwoyears(sign-upduring implementationterm). o Courseofferings:EndUserTraining,StandardAdminTraining,andAdvancedAdminTraining. AdditionalTrainingSupportincludesaccesstoourKnowledgeBase,OnlineCommunity,andongoing trainingsandwebinars. FLUXX | COUNTY OF HAWAI’I 30 SystemReportingandDataIntegration Ourreportingcapabilitiesprovidereal-timedatathatcanbe exportedandutilizedduringboardapprovals,budgetary meetings,andfordata-drivendecision-making. Fluxx’srobustreportingfeaturesprovideaccessto cutting-edgedatavisualizations,cannedreports,andad-hoc queries-simplifyingthecreationofdonorstatements,board dockets,statusreports,demographicsreports,conversion funnels,andmore.Fluxxpermitsuserstoanalyzetheimpact ofeachprogram,thedegreeofsuccessofthegrantstherein, theeffectivenessandefficiencyofteams,thes peedofthe grantapprovalprocess,howinitiativesandprogramscompare,howfundswerespent,andallassociated metadata,suchasconstituentsandmeans.ReportscanbedownloadedinbothExcelandPDFformats.Wehave highlightedspecificreportingcapabilitiesbelow: ● Grantelligence,ourembeddedBItool,istheonlyintelligence,analytics,andreportingtool purpose-builtforgrantmakers.Withanintuitiveinterface,drag-and-dropf unctionality,andamenuof 7000+dynamicvisualizationstosupportyourstakeholderandleadershipreportingneeds. ● Card-basedQueriesandDashboards.Fluxx’srobustcardanddashboarduserinterfaceenableusersto createandfilterpersonalizedviewsoftherecordsanddatafeedstoreflecttheirorganizationalrolesand activities.Allcardsanddashboardsrepresenttheentiredatabaseofinformationandcanbepulledinto viewsandExcelforsliceanddice. ● Ad-Hocqueriesanddownloads.Adhocreportingishandledbyourcardfiltersandparameters.Itisa toolthatallowsuserstoselectfields,filterdata,andoutputareporttemplate.OurAdHocrep ortbuilder isquitepowerful.Userscandefinecolumns,groupfields,sumfields,andexportformats(Excel,PDF). Afteritiscreated,thereportcanbere-usedasoftenasneeded.Whenthereportisgenerated,thefields refillwithcurrentreal-timedata.AnyAdhocreportcanbeaddedtotheLiveReportsmenuandbecome aStandardReport. ● Excel-PlugIn.DatareportingtemplatesarecreateddirectlyinExcel(withrefreshabledatafeedsfrom Fluxx)toallowrichlyformattedreportsandpowerfulExcelfunctionalityintorepeatabletemplates, multi-tabreports,androllupfieldcalculations. ● APIandWorkatoIntegrationFramework.FluxxalsooffersrobustAPIsand frameworksfor extensiveintegrationanddownstreamapplicationandwebsitework. Whileutilizinganad-hocreportthathasreal-timedataformonitoringprogramstatus,Fluxxisintuitively designedforgrantmaking.Userswil lnothavetorunareporttoviewthisinformation.Throughourcustomized dashboardandautomatedrecordalertsandemailnotifications,userscanseeatransparentviewofallprogram statusesdirectlythroughthedashboard. FLUXX | COUNTY OF HAWAI’I 31 SystemDocumentation FluxxusesaBlueprintWorkbooktofacilitatesystemimplementation.OurSystemAdministrator documentationisavailableonlinethroughourLMSfortraining.DuringGo-Li ve,Fluxxwillprovidethe CountywithBuildDocumentationfortheirFluxxinstance. CostProposal WithFluxx,theCountywillhavecostcertaintyasweneverchargeforadditionaldataorusers.Withour integrationsout-of-the-b ox,youcanhavepeaceofmindthatthissoftwarecangrowwithyourorganization.We havediscountedthisquotefromourpriceschedule,whichwehavehighlightedinAppendixA. BestPracticePlus Subscription (annually) Onboarding (one-timefee) GrantmakerPlatform $22,505 $28,000 TotalYear1 $50,505 AnnualOngoingCosts $22,505 $0 TotalCostfor3YearContract $95,515 OptionalAddOns Onboarding (one-timefee) Onboarding (one-timefee) ReviewerPortal $2,196 $2,625-$7,000 Grantelligence $8,103 $0 *Pricingisvalidfor180daysandisanestimateonlybasedontheinformationprovidedinthissolicitation andispendingperfinal StatementofWorkdiscussionbasedonthequantityandcomplexityofrequirements tobeconfiguredbyFluxxfortheCounty.Pricingdoesnotaccountforpossibleintegrations.Additional itemsandadd-onstobediscussedfurtherwit htheCounty. AllestimatesandprojectdetailsarebaseduponinformationprovidedtoFluxxbytheCounty,priortothe executionoftheStatementofWork.IfduringthecourseoftheProject,Fluxxismadeawareofnew, additional,changedordifferentinformation,aChangeOrdermaybenecessaryand/ortheestimatesand detailsmaybealtered.TheChangeOrderProcessisusedtoaddressmaterialchangesandnewrequirements introducedafterthei nitiallaunchofFluxx.Amaterialchangeisonethatrequiresmajorfunctionalityor workflowchanges.AChangeOrdermustbesignedbybothPartiesinordertobevalid.Thepartiesagreeto negotiateingoodfaithtomutuallydevelopa work-aroundplan,revisedcompletiondatesand/oramountsof revisedfeesintheeventthatamaterialchangeoccursandaChangeOrderisneeded.Ourstandardhourlyfee forChangeOrderworkis$250.00USDperhour. FLUXX | COUNTY OF HAWAI’I 32 ProductsandServicesSchedule WehaveattachedourProductsScheduleasanAppendixinthisproposal. LicenseandOn-GoingServiceandSupportAgreements LicenseAgreement WehaveattachedourLicenseAgreementasanAppendixinthisproposal. On-GoingServiceandSupportAgreement WehaveattachedourLicenseAgreementasanAppendixinthisproposal. Warranty,CoverageTimes,WarrantyPeriodandR eplacement Fluxxisacloud-basedSoftwareasaServiceproduct,thereforethisisnotapplicable. EscalationProcedures FluxxisbasedoutofFrancisco,CA,and iscommittedtoprovidingexceptionalsupportservicestoourvalue d customers.Oursupporthoursarefrom4:00a.m.to9:00p.m.EasternStandardTime,ensuringthatassistanceis readilyavailableduringyourbusinesshours.OurdedicatedteamatFluxxisavailabletoaddressanyconcerns andprovidethenecessarysupporttoenhanceyourexperiencewithFluxx. GeneralandemailsupportisefficientlymanagedthroughJira,ourrobustsupportticketingsystem.Customers submittheirinquiriesandissuesthroughthi splatformforastreamlinedandorganizedsupportprocess.Urgent andpriorityticketswillreceivepromptattentionasweunderstandthecriticalnatureoftheserequests.Our supportteamdiligentlyreviewsandtriageseachtick et,aimingtoresolvethemwiththeutmosturgency. Uponreceivingasupportticket,ourdedicatedsupportprofessionalsthoroughlyevaluatethereportedissue. Thisevaluationincludeseffortstoreproducetheissueandacompreh ensivereviewofcustomersettingsand configurationstounderstandthecontextbetter.Insomecases,additionalinformationmayberequired,andour supportteammaycontactthecustomerwithspecificquestionstoaidintheinves tigationprocess.Weprioritize maintaininganopenlineofcommunicationwithourcustomers,providingregularupdates,andseeking clarificationifneeded. FluxxoffersthefollowingServiceLevelAgreementforSupport. ● Priority1:SignificantserviceavailabilityissuesorglobalimpairmentincriticalaspectsoftheServices oritsprocessingcapabilitieswhichimpairCustomerfromusingthesystem(1-hourresponse). ● Priority2:Issuesthatmateriallyaffectprocessingbyandaccesstothetechnologyorsignificant impairmentofmaterialaspectsoftheservicesoritsprocessingcapabilities.Thesystemisworking, however,specificcomponen tsaregeneratingerrorsandornotrespondinginatimelymanner(4-hour response). ● Priority3:Issuesthatmoderatelyaffectprocessingbyandaccesstothetechnologyormoderate impairmentofmaterialaspectsoftheServiceso ritsprocessingcapabilities(48businesshourresponse). FLUXX | COUNTY OF HAWAI’I 33 ● Priority4:Anissuewithalowdegreeofimpairmentoftheservices(48businesshourresponse). AtFluxx,wearededicatedtodelivering effectiveandefficientsupportservicestoensureaseamlessexperience forourcustomers.Oursupportteamwillworkdiligentlytoaddressyourconcernsandprovidetimely resolutionstoanyissuesyouencounter. HelpDeskassistanceandTechnicalSupport FluxxsupportisprovidedthroughtheJiraTicketingSystem. SoftwareUpgradesandReleases Fluxxusesacollaborativedevelopmentapproach.Weonlydesignandaddcustomenhancements ifthe enhancementcanbeusedbyallourcustomers.Generalreleasesfornewfeaturesandenhancementsalongwith non-criticalfixesareimplementedonabi-weeklybasis.Wefocusonbuildingcustomer-informed,data-proven featuresthatfreeupourusers’capacitytodomoreandleavethemdelighted.Ourguidingprinciplesareto considerproductdevelopmentsandtheirimpactonourplatform’sstability,performance,usability,andsecurity. Fluxxisproudtosupportacommunity-basedproductdevelopmentapproachwheretheproductevolvesto benefitallcustomers,muchlikeanopen-sourcedsoftwareapproach.Tostayalignedwithourcommunity-based productdevelopmentapproach,wegenerallyonlydesignandaddcustomenhancementsiftheenhancementcan beusedacrosscustomers. WeannounceallmajornewfeaturesandenhancementsduringourquarterlyStateofFluxxmeetings, wherewe gatherthefullFluxxCommunitytoreviewthelatestnewsandevolutionsatFluxx. Fluxxprovidesrelease noteswhichhighlightmajorfeatures,fixes,andenhancements.Fluxxalsohostsabi-annualuserconference withtraining,newproductfeatures,andcustomer"showandtells"oftheirspecificFluxxinstances. DisruptionsfromUpgradesorMaintenanceWindows Softwareupgradesandothermaintenancewindowsaredoneoutsideofbusiness hours.Patchesandhotfixes aredoneonanasneededbasisandshouldnotaffectcustomers. FLUXX | COUNTY OF HAWAI’I 34 OfferMaterialandAdditionalInformation FluxxGrantmaker Fluxxistheonlysolutionwhereyouarenever morethanoneclickawayfromrelevantdata.Oursystem captures,structuresandconnectsalldataandcentralizesittoprovideamorecomprehensiveviewofthe grantmakingprocess. Noothersoftwaregivesyouthislevelofvisibili tyintothegrantslifecycle,helpingyou tofosterbetterdecisionsthroughouttheprocess. ● Connecteddata ● Globalsearch ● Audittrail ● Program-relatedinvestments(PRI) ● Scenarioplanning ● Multiplefundmanagem ent FluxxGrantmakerisdesignedtobeversatile,bothcross-operatingsystemandcross-browsercompatible.While theplatformisbroadlyaccessible,foroptimaluseofWordandExcelplug-ins,werecommendWindows10or newer.Additionally,Fluxxismobile-responsive.It'stailoredforsmartphonesandtablets,offeringusersan enhancedOnlinePortalandMobilitySolutionsexperience.WithnativeiPad,iPhone,andAndroidapps,all Grantmakersystemstaffuserscaneasilyaccesstheircustomdashboardsandsearch/viewFluxxdata. ContactManagement-GranteeRelationshipManagement TheCountywillhaveaccesstocontactinformationanddataatyourfingert ipsatalltimes. Thegrantee/reviewer’sjourneystartswithacustomintakeand registrationforms. Fluxxseamlesslyintegratesgrantsinformationwithacontact databaseintoonerobustplatform.Multiplecontactsand organizationscanbeassociatedwithmultipleorganizations(and inactivehistoricalassociations)aswellasviewtheassociated requests/grants.ThismeansthatthetheCountycancategorize, delivercommunications,andco llaboratewiththeirconstituents inatime-effectivemannerandcomprehensivelens,viewingall fundingandrelationshipsinaholisticway.Inaddition,userscanbeclassifiedwithvaryingaffiliationtypesso thatuserscanviewandfindallrelationshipsinonecentralplacewithtagsandmetadataastohowtheyrelate. FortheCRMonthegranteeside,FluxxcanenableaGranteeModeratortobeselectedfromtherelated contacts.Thisrolecan thencentrallymanageallorganizationinformationaswellastheusersassociatedwith thatorganization.Italsoallowsthemtoseealloftherequeststhathavebeensubmittedonbehalfofthat Organization.Lastly,userscaneasil yidentifyandmanageduplicateusersandorganizationsthroughFluxx's searchfunctionality.Duplicateuserandorganizationrecords–andtheirassociateddata–canbemergedwhile retainingaudithistories. FLUXX | COUNTY OF HAWAI’I 35 GranteePortal Incrediblegranteeexperiencewithaneasy-to-useinterfaceandopencommunicationwiththeprogramteam. OurApplicant/GranteePortalistheone-stop-shopfor externaluserstomanagetheirholisticrelationshipand informationaspartofyourpartnership.Theinterfaceis intuitiveforusersandtheportalprovidesacleandesign andcentralizeseverythingforagranteeintheir relationshipwiththegrantmaker.Itoffersusersaccessto personalizeddashboardsonthevariousrelatedgrants, information,links,documents,images,etc.Fromthe GranteePortal,granteescaneasilycreate,edit,submit andmanageproposalsaswellasloadallinformation, documents,forms,files,videosandimageswith5BGofstoragespace. Thissystemislinkedwithfundingopportunities,duediligence,progressreports,payments,andimpact analysis.Whenaproposalissubmitted,it'ssenttotheappropriateindividual(orpanel)reviewersbasedonthe specificsoftherequestorgrantscheme.Afteragrantisapproved,informationaboutmilestones,outcomes,and paymentsisavailableonthePortal.Granteesarenotifiedwhenreportsaredueandcansubmittherequired informationforreviewandapproval. ReviewerPortal TheCounty’sreviewprocessbecomeseffortlessandbackedbyautomat icnotifications,workflows,andtask assignmentsinacollaborativeenvironment. Individualapplicationscanbeassignedtoone-offreviewers and/orpooledingroups/panelsforscreening,reviewing,and scoringpurposes.Whenreviewersareassignedtoapplications (eitherindividuallyorbygroups),theycanbeassignedto specificreviewforms.Reviewerswouldthenreceivean automatedmessageofthenewlyassignedreview,log inand easilyviewassignedrequests(andattachments),andcomplete thecustomizablereviewform. Thesystemenablesmultiplereviewerstocompleteanonlineformandenternarrativetextcomments concerningeitherindividual ratingcategoriesand/oranoverallcomment. ● Thecoresystemprovidesreviewerswithdifferentonlinereviewformsthatcontaindifferentcomment andscoringsections. ● Allreviewerfieldsandcommentscanbeaggregated,wei ghted,andcollateddatafromthereviewers andcanfactorintothedecisiontoproceedwiththegrant. FLUXX | COUNTY OF HAWAI’I 36 Reporting Ourreportingcapabilitiesprovidereal-timedatathatcanbeexportedandutilized duringboardapprovals, budgetarymeetings,andfordata-drivendecisionmaking. Fluxx’srobustreportingfeaturesprovideaccessto cutting-edgedatavisualizations,cannedreports,andad-hoc queries-simplifyingthecre ationofdonorstatements,board dockets,statusreports,demographicsreports,conversion funnels,andmore.Fluxxpermitsuserstoanalyzetheimpact of eachprogram,thedegreeofsuccessofthegrantstherein,the effectivenessandefficiencyofteams,thespeedofthegrant approvalprocess,howinitiativesandprogramscompare, howfundswerespent,andallassociatedmetadata,suchas constituentsandmeans.Wehavehighlightedspecifi creportingcapabilitiesbelow: ● Grantelligence,ourembeddedBItool,istheonlyintelligence,analytics,andreportingtool purpose-builtforgrantmakers.Withanintuitiveinterface,drag-and-dropfunctionality,andame nuof 7000+dynamicvisualizationstosupportyourstakeholderandleadershipreportingneeds. ● Card-basedQueriesandDashboards.Fluxx’srobustcardanddashboarduserinterfaceenableusersto createandfilterpersonalize dviewsoftherecordsanddatafeedstoreflecttheirorganizationalrolesand activities.Allcardsanddashboardsrepresenttheentiredatabaseofinformationandcanbepulledinto viewsandExcelforsliceanddice. ● Ad-Hocqueriesanddownloads.Adhocreportingishandledbyourcardfiltersandparameters.Itisa toolthatallowsuserstoselectfields,filterdata,andoutputareporttemplate.OurAdHocreportbuilder isquitepowerful.Use rscandefinecolumns,groupfields,sumfields,andexportformats(Excel,PDF). Afteritiscreated,thereportcanbere-usedasoftenasneeded.Whenthereportisgenerated,thefields refillwithcurrentreal-timedata.AnyAdhocr eportcanbeaddedtotheLiveReportsmenuandbecome aStandardReport. ● Excel-PlugIn.DatareportingtemplatesarecreateddirectlyinExcel(withrefreshabledatafeedsfrom Fluxx)toallowrichlyformattedreportsandpowerfu lExcelfunctionalityintorepeatabletemplates, multi-tabreports,androllupfieldcalculations. ● APIandWorkatoIntegrationFramework.FluxxalsooffersrobustAPIsandframeworksfor extensiveintegrationanddownstrea mapplicationandwebsitework. InternalUserPortal ThroughFluxx’sunique,intuitiveuserinterface, the Countywillgarnerincreasedcollaboration,clarity, andorganizationofdata. Theinterfaceisakintoa“KanbanBoar d”andis designedtohelptheuservisualizework,filter work-in-progress,andmaximizeefficienciesorflow. Fluxxusescardsandfilterstodisplaythevarious stagesintheworkflowspecificallyforeachuserto FLUXX | COUNTY OF HAWAI’I 37 displaywhentheyarerequiredtotakeactiononarecord. Thesedashboardsareallconfigurableandconsistof user-definedfiltersonitemssuchasGrantsManagement,Budgeting,ContactManageme nt,andProject Management. Thiscard-basedinterfaceprovidesrobustsearchandfiltercapabilitiestonarrowthedataatanindividualuser level.Theusercanthenapplyuniquevisualizationsofunderlyingdata:list,detail,s ummary,spreadsheet, printable,andvisualizationviews. Fluxxalsoleveragesaproprietarymechanismforreal-timeupdatesthatallowuserstofilterandinteractwith datatomanagecomplexmodelrelationshipsandworkflows, andviewinsights.Additionally,qualitativeand quantitativeanalysiscanbegeneratedon-demand,usingcardsandfilters,cannedreports,andvisualizations. AdministratorModule Fluxx'sAdminmodulewillenabletheCounty ’sstafftomanagetheconfigurationinFluxx,buildormodify applicationforms,granteeforms,anddocuments,workflows,agreements,automatedemails,letters,etc.on itsown. TheAdminPanelisthe“backend”oftheFluxxsystem thatholdsallconfigurationoptions,organizedbyits functions,eachofferingconfigurationcapabilitiesto ensurethatyourplatformmatchesyourprocesses,people, systems,anddata. Theabilityfororganizationstocont rolandevolvetheir configurationinternallyisdefinitelyoneofFluxx's biggest/bestdifferentiators.OurAdminModulewill enabletheCountytomanage,growandinnovateyourprogramwithoutadditionalcostsordirectinterv ention fromtheFluxxteam. theCountywillsavemoneyandtimebybeingabletomakechangesthemselves.Hereareanumberofplaces forAdministratorstocontrol,create,update,andimproveyourinstance: ● Forms-Adminshavethea bilitytobuildforms,updatefields,aswellascopyfields(orgroupsof fields)acrossthevariousgranttypes. ● Workflow-Adminscanconfigureallworkflows,rolepermissions,statetransitions,andassociated actionbuttonsaswellasinsertvalidationsonbothdataanddocumentsasitmovesapplications/reports throughthecriticalpathprocess. ● CardSettings-Adminscancontrolthefieldvaluesandrelationshipsofeachcardtypean dfield therein. ● CreateDocuments-Adminscancreateandeditoutputslikelettersandemailsaswellasdocument permissionsandcategorization.Adminscansetupanynumberoflettersandemailtemplatesthat includemergedfieldsfromthedatabasebasedonworkflowtransitionstepsorreportduedates. ● AdjustingUserSettings -Permission/accesscontrolsaresetherethat defineswhatausercanaccess, actionupon,andcontrol. ● Finance-Budgetingviewscanbeconfiguredandadjustedinthissection. ● GlobalSettings-Allsystemfeaturesandsitebehaviorsettingscanbefoundhere,includingthelook andfeelofthesiteandyourspecificbranding. FLUXX | COUNTY OF HAWAI’I 38 Integrations FluxxhastheabilitytopullindatafeedsusingRESTAPIs,aswellasintegratewithotherRESTservicesfrom third-partyapplicationsandintegrationsusingourtwo-waysynchronous API.Fluxxofferstwooptionsfor customerstointegrateFluxxwithCRMand/orfinancialsystems: 1. ImplementationviaWorkato,ourpreferredmiddlewareplatform ○ Pre-builtCRMIntegrations:Salesforce ○ Pre-builtFinancialIntegrations:NetSuite,SageIntacct,QuickbooksOnline,Bill.com 2. ImplementationviatheFluxxAPIbyaFluxxpartnerorthetheCountytechnologyteam ○ ShouldthetheCountydesireadirectintegratio nwithasystemwedonotcurrentlyintegrate with,ourtypicalprocessistoprovideourcustomers’developerswithaccesstotheFluxxAPI andthecustomercanthenintegrateitsFluxxplatformwithotherbusiness-criticalsoftware environments. ○ AspartoftheCounty'sannualsubscription,FluxxwillprovidedevelopersaccesstotheAPI documentation,guidanceonhowtocreateanApplicationkey-pair(asanAdmin)toprocurean authorizationtoken,whatt hedifferentversionsoftheAPIarecapableof,andparametersthat canbeincludedintheAPIcall,andacceptedHTTPMethods Inaddition,forsystemsthatdonothaveAPIsavailable,Fluxxcanengagewiththird-partyapplicationsusi ng export/importcapabilities.Fluxxcreatestherespectivefilestomimictherequiredintegrationspecificationsof thesystem. FLUXX | COUNTY OF HAWAI’I 39 SampleWorkflowProcess Thegraphicbelowillustratesapossi bleworkflowtheapplicationwillmovethroughinoursystem.Fluxx Grantmakerautomatestasksandnotificationstodriveefficiencyandeliminateriskinhumanerrorandprovide ahandoffasyourapplicationmovesthroughphases. FLUXX | COUNTY OF HAWAI’I 40 MeasuringImpact theCountycanutilizedatasetstoinformdecisionmaking,providetransparencyacrossstakeholdersandbuilda powerfulstoryofyourgrantoutcomes. Fluxxprovidesacomprehe nsivesolutionforgrantee’storeporttoyouontheimpacttheyhavecreated,with extensivecustomizationoptionsandfeaturestoensureseamlessandefficientdatacollectionfromyour communitypartners. ● Granteereportmanagementcapabilitiesincludecreating,managing,andconfiguringreportforms, fields,andworkflows. ● Yourstaffcanmanagemultiplerecordssimultaneouslyusingthebuilt-inbulkcreate/editfunctional ity. ● Thesystemstoresallinformationfromthepreandpost-awardlifecycleofgrants,allowingforthe trackingandmeasurementofperformanceindicatorsandbudgetattainmentagainstoriginalgoals. ● Nonprofitscantrack, measure,andsharetheirimpactstoriesandmetricsdirectlywithyou. ● Thisfosterscontinuouslearningandmoremeaningfulandongoingimpactmeasurementandtrackingof KPIs. ● Datacanbeaggregated,sliced,anddicedtoexpl orevariousgrant-making-relatedquestionsor combinedwithotherdatatounderstandbettertheimpactofthefactorsthatinfluenceit. ● Finally,beyondrobustreportingweofferunlimiteddatawhichempowersyoutocapturemore detailed supportingdocumentsandspreadsheetuploadsinvariousformats. Clickheretoreadourarticle“ThePowerof Data:TransformingGrantmakinginPhilanthropy andGovernment”andlearnhowtoleverageyour dataforimpactassessment,empower collaborationandfasterdecision-making. FLUXX | COUNTY OF HAWAI’I 41 WhyFluxx? Fluxx’sGrantmakersoftwarehassupportedmorethan$15billioningrantseachyearformorethan400 governmentorganizationsandfoundationsglobally.Fluxxisapurpose-builtgrantmanagementsoftware.Our GMSisn’tasecondaryproducttoaCRM,ERP,orbusinesssoftware.Oursoftwarewasdevelopedby grantmakersconsciously withgrantmakingprofessionalsinmind.Onaccountofthisreal-worldexperience,we arethepreferredoptiontoimplementandknowledgesharebestpractices,efficientworkflowdevelopment, streamlinedautomations,andutiliz ingourrobustAPIsoyoucanintegratevarioussystemsyoucurrentlyuseor willuseinthefuture. Weknowyou.OurUIisspecificallydesignedforgrantmakingandfollowstypicalgrantmakers’natural workflow.Weknowwhatyouneeda ndourcorepackageincludesDocusign,Office365,OFACandGuidestar integrationsatnoadditionalcost.Didwementionbulkupdates?Wehaveyoucoveredtheretoo. Costcertainty.WithFluxx,youknowthatyourpricewillnotchangeb asedonusers,data,ornumberof developedapplications,forms,templates,workflowsandmore.Oursoftwareoffersacompletefeatureset out-of-the-boxeliminatingtheneedtopurchasevariousmodules,plug-ins,orcustombuild srequiringongoing maintenanceandconsultantfees. Sustainabilityandscalability.FluxxhasoneofthestrongestAPIintegrationplatformsonthemarket.This allowsyoutheabilitytointegratewithvarioussystemsatanytime ,meaningFluxxwillneverbearoadblockin yourmodernizationefforts.TheCountywillbeabletoassignasmanyuserstheywantwithoutincurring additionalcosts. Fluxxenjoysthehighest customerrenewalratein itsindustry,fromthe 2022Technology AssociationforGrant MakersSurvey,as showninthecharton theright. FLUXX | COUNTY OF HAWAI’I 42 AppendixA-ProductsandServicesSchedule FLUXX | COUNTY OF HAWAI’I 43 FLUXX | COUNTY OF HAWAI’I 44 AppendixB-LicenseandSupportAgreement FLUXX LABS, INC. 2261 MARKET STREET #4060 SAN FRANCISCO CA, 94114 Software as a Service Terms These Software as a Service Terms as entered into by and between Fluxx Labs, Inc. (“Fluxx”) and the Customer (together with all Addenda attached hereto or referenced herein, the “Terms”), the Order to which these Terms are linked, any Statement(s) of Work and any other exhibits or attachments govern Customer’s access to and use of the Fluxx System. Any initially capitalized terms used but not otherwise defined in these Terms shall have the meaning ascribed to such terms in the Order or in an attached or referenced addendum, as applicable. This Agreement is effective as of the Effective Date of the Order executed by both Fluxx and Customer. 1. Certain Definitions; Interpretation; Construction. Each following initially capitalized term has the meaning ascribed to such term herein. Whenever the words “include,” “includes” or “including” are used in this Agreement, they shall be deemed to be followed by the words “without limitation.” The terms “cash,” “dollars” and “$” mean United States dollars. All Addenda and Exhibits attached hereto shall be deemed part of this Agreement and included in any reference to this Agreement. Any singular term in this Agreement shall be deemed to include the plural, and any plural term the singular. “Addendum” means each addendum attached hereto by the parties, including without limitation Addendum 1 (Support), Addendum 2 (Insurance) and Addendum 3 (Data Processing Agreement). “Agreement” means the Order, these Terms, all Addenda and Exhibits attached hereto or referenced herein (which includes without limitation the Fluxx Privacy Notice) and each Statement of Work. “Authorized Territory” means those countries and other geographic territorial regions identified in the Order from which Customer is authorized to access and use the Fluxx System on behalf of residents of such identified countries and other geographic territorial regions in accordance with the terms of this Agreement. “Customer Data” means any information, documents or electronic files that Customer uploads to, or collects from its Users in, the Fluxx System, some of which may include Personal Data. “Data Processing Agreement” or “DPA” means the Data Processing Agreement attached hereto as Addendum 3. "Documentation" means the standard, online documentation for the Fluxx System that Fluxx makes available in the [knowledge base], the Fluxx System (Grantmaker) and through the community portal (community.fluxx.io), as each of the same may be revised and updated by Fluxx from time to time. “Effective Date” means the Effective Date set forth on the Order. “Fees” means, collectively, the Subscription Fee together with all SOW Fees. FLUXX | COUNTY OF HAWAI’I 45 "Fluxx Privacy Notice" means Fluxx’s privacy policy and other attachments thereto or references therein, each as updated by Fluxx from time to time, a current copy of which can be found at https://www.fluxx.io/privacy-policy. "Fluxx System" means Fluxx’s proprietary hosted grants management system that integrates customer relationship management and business process workflows (including any updates, revisions, enhancements, modifications, and derivative works thereof that may be provided hereunder), including the related services specified in the Order, the Addenda attached hereto and each Statement of Work. “Go-Live” and “Go-Live Date” means the fully-configured and customized Fluxx System is made fully available to Customer’s users in a production environment with all migrated data available in the Fluxx System, and the date on which the same occurs, respectively. “Law” means any statute, law, ordinance, regulation, rule, code, order, constitution, treaty, common law, judgment, decree, other requirement or rule of law of any federal, state, local, or foreign government or political subdivision thereof, or court, or tribunal of competent jurisdiction. “Order” means the Software as a Service Order to which these Terms are attached. “Personal Data” means information that, when used alone or with other relevant data, can identify an individual User (which by way of illustration but not limitation, might include name, address, email address, phone number, credit card number or passport number). Without limiting the generality of the foregoing, Personal Data includes any data relating to a User that constitutes “personal information,” “personal data,” or any term of similar import, under any applicable Data Protection Laws. “Process” (and with correlative meanings, the terms “Processed” and “Processing”) means, with respect to Personal Data, the collection, use, disclosure, retention, storage, transfer or other processing thereof. “Services” has that meaning set forth in the applicable Statement of Work. “SOW Fee” means the fee that Customer must pay for services, as specified in each Statement of Work. “Statement of Work” means each statement of work mutually executed by the parties setting forth the onboarding and/or configuration services relating to the Fluxx System to be provided by Fluxx, or any additional professional services to be provided by Fluxx, such as advanced configuration (configuration that requires integration, analysis, build and testing) and individual training. Each Statement of Work shall be attached hereto as an exhibit. “Subscription Fee” means the annual fee, as set forth in the Order, that Customer pays in advance for the right to access and use the Fluxx System during the Subscription Term. “Subscription Term” means the period set forth in the Order, so long as Customer remains current in payment of all Subscription Fees. "User" means a named individual to whom Customer has granted access to use the Fluxx System on Customer’s behalf or in connection with Customer’s business, regardless of whether or not the User actually accesses the Fluxx System, subject to the terms of this Agreement. FLUXX | COUNTY OF HAWAI’I 46 2. Access to and Use of Fluxx System; Ownership of Fluxx System a. Subject to the terms of this Agreement, Fluxx hereby grants to Customer a non exclusive, non transferable, non sublicensable, limited right during the Subscription Term to permit Customer's Users to access remotely via the Internet and use the Fluxx System, solely within the Authorized Territory and on behalf of persons within the Authorized Territory, only for Customer's internal purposes and solely in accordance with the Documentation. b. As between Fluxx and Customer, Fluxx is and shall remain the owner of the Fluxx System and all portions thereof and Customer acknowledges and agrees that Fluxx is and shall remain owner of all right, title and interest in and to all intellectual property rights (including all derivatives or improvements thereof) in the Fluxx System, including without limitation any invention or discovery related to the Fluxx System that may be made as a consequence of Customer’s accessing or using the Fluxx System. Customer further acknowledges and agrees that (i) Fluxx and the Fluxx System may use machine learning (“ML”), directly and/or indirectly, to process Customer Data in efforts to improve the Services and/or provide better data security and malware detection, (ii) all algorithms, software applications, models, statistical techniques, pattern recognition and data resulting from such ML shall be completely anonymized such that neither the identity of Customer nor its Users can be ascertained therefrom (“ML Results”) and (iii) all rights, title and interest in and to all ML Results shall be owned solely by Fluxx. If Customer or any of Customer’s Users provide to Fluxx any suggestions, enhancement requests, feedback, recommendations, or other information relating to the Fluxx System (“Feedback”), then Fluxx may freely use and exploit such Feedback in any manner and for any purpose whatsoever without any consideration to Customer or its Users or any other obligations or restrictions. Fluxx is providing a limited term subscription to access and use the Fluxx System during the Subscription Term. Customer acknowledges that access to, and use of, the Fluxx System is limited to the scope of the express provisions set forth in this Section 2.b. and that there are no implied licenses; all rights not expressly granted under this Agreement are reserved by Fluxx. c. Except as expressly permitted hereunder, Customer shall not and shall not permit any person (including, without limitation, Users), directly, indirectly, alone, or with another party do or attempt to do any of the following: (i) copy, disassemble, reverse engineer, decompile, or attempt to derive the source code of the underlying software or technology providing the Fluxx System; (ii) modify, create derivative works based upon, or translate the Fluxx System; (iii) license, sell, rent, lease, transfer, grant any rights in or otherwise commercially exploit the Fluxx System in any form with any other party; (iv) upload Customer Data or other content that misappropriates or violates any third party proprietary rights or privacy rights; (v) remove, modify or otherwise tamper with notices or legends on the Fluxx System or Documentation; (vi) interfere with the operation or functionality of the Fluxx System; (vii) attempt to probe, scan, penetrate, breach or test the vulnerability of the Fluxx System or disable or circumvent the Fluxx System’s security or authentication measures without Fluxx’s prior, written authorization; or (viii) use or access the Fluxx System for the purpose of building a competitive product or service. d. Customer is and shall remain owner of all right, title and interest in the Customer Data. Customer hereby grants to Fluxx, a nonexclusive, non transferable (except if authorized under Section 13(c) below), right and license to use, host, copy, transmit, modify and display the Customer Data for purposes of (i) enabling and improving Customer's use of the Fluxx System; (ii) compiling and analyzing data concerning usage of the Fluxx System that has been aggregated with similar data relating other Fluxx customers and anonymized so FLUXX | COUNTY OF HAWAI’I 47 that it does not specifically identify Customer or its Users; and (iii) generating ML Results. To the extent legally permissible, Customer will be responsible for any costs arising in connection with Fluxx’s or its vendor’s or licensor’s provision of assistance in correcting, blocking or deleting Customer Data. e. Customer is responsible for ensuring that Customer and Customer's Users' use of the Fluxx System is in compliance with all applicable Laws and Customer acknowledges that Customer assumes all risk arising from any such use that is not compliant with applicable Laws. Without limiting the generality of the foregoing, Customer is solely responsible for making necessary disclosures and providing notice to, and obtaining necessary consents from, Customer’s administrative Users and non-administrative Users alike. f. Customer is solely responsible for maintaining the security of all credentials, including but not limited to usernames and passwords granted to it, for the security of its information systems used to access the Fluxx System, and for its Users’ compliance with the terms of this Agreement. Fluxx will act as though any electronic communications it receives from a Customer e-mail address or using a User’s credentials have been sent by Customer. Customer will immediately notify Fluxx if it becomes aware of any loss or theft or unauthorized use of any of Customer's credentials. g. Customer will promptly notify Fluxx in writing of any unauthorized use that comes to Customer’s attention. If there is unauthorized use by anyone who obtained access to the Services or Fluxx System directly or indirectly through Customer, then Customer will take all steps reasonably necessary to terminate such unauthorized use. Customer will cooperate and assist with any actions taken by Fluxx to prevent or terminate unauthorized use of the Services or Fluxx System h. Fluxx has the right at any time to terminate or suspend access for any User or Customer, without prior notice, if Fluxx reasonably believes Customer has breached Section 2 of this Agreement or if Fluxx believes in good faith that such termination or suspension is necessary to preserve the security, integrity or accessibility of the Fluxx System. 3. Statements of Work Fluxx will use commercially reasonable efforts to provide to Customer the onboarding and/or configuration services, or additional professional services, such as advanced configuration (configuration that requires integration, analysis, build and testing) and individual training relating to the Fluxx System, as described in the applicable Statement of Work, and Customer will pay Fluxx the SOW Fee as set forth in the applicable Statement of Work. 4. Subscription Fees and SOW Fees; Payment Customer shall pay to Fluxx the Subscription Fees specified in the Order, in accordance with the payment terms set forth in such Order. Customer shall pay to Fluxx the SOW Fees specified in each Statement of Work, in accordance with the payment terms set forth in such Statement of Work. Any failure to pay Fees within 30 days of the applicable due date shall constitute a material breach by Customer under this Agreement, and any such unpaid Fees will accrue a late payment fee equal to 1.5% of FLUXX | COUNTY OF HAWAI’I 48 the overdue amount for each month that the overdue amount remains unpaid or the maximum amount permitted by applicable Law, whichever is less. Customer shall reimburse Fluxx for all travel and other expenses set forth in the Statement of Work or as otherwise pre-approved by Customer in writing, and Fluxx will provide documentation supporting any such expense reimbursement upon written request. Except as otherwise provided in this Agreement, all payment obligations are non-cancelable and, once paid, all payments are nonrefundable. 5. Confidentiality "Confidential Information" means any proprietary information, technical data, trade secrets or know-how, including but not limited to research, product plans, products, services, suppliers, supplier lists, customers, customer lists, markets, software, developments, inventions, processes, formulas, technology, designs, drawings, engineering, hardware configuration information, marketing, finances, or other business information disclosed by one party ("Disclosing Party") to the other party ("Receiving Party"), either directly or indirectly, in writing or orally that (i) is marked or designated as confidential or (ii) in light of the nature of the information itself or the circumstances of its disclosure, a reasonable person should consider to be confidential. For purposes of this Agreement, Customer Confidential Information shall include all Customer Data, and Fluxx Confidential Information shall include the Fluxx System, underlying software technology providing the Fluxx System, Documentation and the terms of this Agreement and the related Orders. Each Receiving Party agrees that it will (1) hold in strict confidence the Confidential Information of the Disclosing Party, (2) not disclose the Confidential Information of the Disclosing Party to any third party without the Disclosing Party’s written authorization (except to the extent expressly permitted hereunder) and (3) use the Confidential Information of the Disclosing Party only for the purposes expressly permitted by this Agreement, and no other purpose. The Receiving Party will only permit access to the Disclosing Party’s Confidential Information to the Receiving Party’s employees, contractors, advisors and third-party vendors (which includes, where Fluxx is the Receiving Party, those that assist Fluxx with the design, provision, maintenance or support of the Fluxx System or related services) who have a need to know and who have signed or are bound by confidentiality obligations or agreements containing terms at least as restrictive as those contained in this Agreement. Each party will maintain confidentiality and prevent accidental or other loss or disclosure of any Confidential Information of the other party with at least the same degree of care as it uses to protect its own Confidential Information, but in no event with less than reasonable care. A Receiving Party’s obligations of confidentiality under this Agreement will not apply to information that such party can establish (i) is generally known within the industry without the breach of any agreement or fiduciary duty or the violation of any Law, (ii) was known to the Receiving Party prior to the time of disclosure by the Disclosing Party without the breach of any agreement or fiduciary duty or the violation of any Law by the Receiving Party, (iii) has been rightfully received by the Receiving Party from a third party who is authorized to make such disclosure; or (iv) was independently developed by the Receiving Party without use or reference to the Disclosing Party’s Confidential Information. Each party recognizes and acknowledges that any use or disclosure of the Confidential Information by the Receiving Party in a manner inconsistent with the provisions of this Agreement might cause the Disclosing Party irreparable damage for which remedies at Law may be inadequate. Accordingly, the Disclosing Party will have the right to seek an immediate injunction in respect of any breach of these confidentiality obligations to obtain such relief. 6. Privacy, Security and Data Protection FLUXX | COUNTY OF HAWAI’I 49 a. Fluxx will maintain administrative, physical and technical safeguards reasonably designed for the protection of the security, confidentiality and integrity of Customer Data as attested to and verified in Fluxx’s recurring SOC 2 Type 2 report. Customer acknowledges and agrees that Fluxx may share Customer Data with third-party vendors that assist Fluxx with the performance of this Agreement, in which case Fluxx shall take reasonable precautions to ensure that said Customer Data is treated by any authorized third-party vendor with at least the same degree of care as it uses to protect its own Confidential Information. b. Customer further acknowledges that the Fluxx System is not designed (or intended) to process or manage any (i) protected health information under HIPAA, or other similarly sensitive personal information, and/or (ii) special categories of personal data as set forth in Article 9 of the GDPR (defined in the Fluxx Privacy Notice) with respect to any natural person (collectively “Sensitive Data”). Customer shall not permit or cause its Users to disclose any Sensitive Data to the Fluxx System. Customer assumes all risk arising from the disclosure or use of any Sensitive Data on or with the Fluxx System, including the risk of any inadvertent disclosure or unauthorized access thereto. c. Each party shall comply at all times with applicable Data Protection Laws, as that term is defined in the DPA attached hereto. In the event that any applicable Data Protection Laws require the parties to cooperate in order to address the rights of any individuals, the parties shall take all reasonable steps to cooperate and comply with such obligations. d. To the extent required by Data Protection Laws, each party shall maintain and make available a privacy policy that complies with such Laws. Fluxx’s privacy policy is currently located at: Fluxx’s Privacy Policy (https://www.fluxx.io/privacy-policy). e. Where Fluxx provides Customer with direct access to a virtual machine or database server with sufficient permissions to allow the creation or modification of applications or databases on that machine, the Customer is responsible for the security of that machine and the content on that machine. This includes user provisioning, logical access to, and the confidentiality, integrity, and availability of the data or service that relies upon that machine. f. Where Fluxx provides custom systems to the Customer, the Customer is responsible for ensuring that access configurations align with Customer’s expectations. g. Customer is and shall be responsible for the user provisioning, logical access to and security of the Customers' users use of the Fluxx System, and Customer will report to Fluxx any issues or security concerns that might affect the Customer's use of the Fluxx System in a timely manner, and in all events within 72 hours of becoming aware of such a concern. h. To the extent Customer, in its use of the Services, does not have the ability to correct, amend, block, transfer, or delete Customer Data as required by Data Protection Laws, Fluxx will comply with any commercially reasonable request by Customer to facilitate such actions. To the extent legally permissible, Customer will be responsible for any costs arising in connection with such correction, amending, blocking, transferral or deletion activities of Fluxx or its vendors or licensors. FLUXX | COUNTY OF HAWAI’I 50 i. Customer may request in writing the disposal of Customer Data upon expiration or the earlier termination of the Agreement. Termination notice will be sent via email to the assigned Customer Success Manager (CSM) or, if no CSM has been assigned, to the Customer success team. 7. Support Services Fluxx will use commercially reasonable efforts to provide support services (the “Support Services”), as further described in Addendum 1 (Support) attached hereto. 8. Limited Warranty; Disclaimer of Other Warranties a. Fluxx warrants to Customer that during the Subscription Term: (i) the Fluxx System will operate substantially in accordance with the Documentation when used as directed; and (ii) such functionality will not be materially decreased. Fluxx shall remedy any failure to conform to such warranty by providing the Support Services to modify the Fluxx System to achieve the warranted functionality, provided that any such nonconformance: (1) is sufficiently described in writing and reproducible by Fluxx; and (2) is not the result of use by Customer or Users of the Fluxx System in a manner inconsistent with this Agreement and/or Documentation. If Fluxx is unable to meet the foregoing warranty obligations, then Customer’s sole and exclusive remedy shall be to terminate the Agreement for breach in accordance with Section 12(b) below and Fluxx will refund to Customer on a pro-rata basis all pre-paid Fees attributable to unused portion of the Subscription Term for the applicable Order. b. EXCEPT FOR THE WARRANTIES EXPRESSLY SET FORTH IN SECTION 8.a. ABOVE, THE SERVICES ARE PROVIDED SOLELY ON AN "AS IS" AND "AS AVAILABLE” BASIS, WITHOUT REPRESENTATIONS OR WARRANTIES OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, FLUXX EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING BUT NOT LIMITED TO: IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND TITLE AND NON-INFRINGEMENT; AND THAT THE OPERATION OR USE OF THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE. 9. Limitation of Liability a. In no event shall either party be liable to the other party for any incidental, indirect, exemplary, special, punitive or consequential damages, however caused and under any circumstances, or for any lost profits, revenue or savings, or the loss of use of any data, even if a party has been advised of, knew or should have known of, the possibility thereof. b. To the maximum extent permitted by applicable Law, Fluxx’s and its licensor’s or supplier’s total aggregate liability for any and all claims, losses or expenses (including attorneys’ fees) arising out of or in connection with this Agreement, whether based in contract, negligence, strict liability, warranty, misrepresentations, other torts or any other theory of liability, will be limited to the Fees actually paid by Customer to Fluxx during the twelve (12) month period immediately preceding the act or omission first giving rise to the liability. c. NOTWITHSTANDING THE FOREGOING LIMITATIONS IN SECTIONS 9(a) AND 9(b) ABOVE, NO LIMITATION OF LIABILITY SHALL APPLY TO THE EXTENT THE CLAIM RESULTS FROM (I) INFRINGEMENT OF THE FLUXX | COUNTY OF HAWAI’I 51 OTHER PARTY’S INTELLECTUAL PROPERTY RIGHTS, (II) FRAUD OR WILLFUL MISCONDUCT BY THE OTHER PARTY, OR (III) BREACH OF CUSTOMER’S PAYMENT OBLIGATIONS. These exclusions are meant to apply to the fullest extent permitted by applicable Law and regardless of the failure of any specific remedy. 10. Indemnification a. Fluxx Indemnification. Fluxx agrees to defend, indemnify and hold harmless Customer, its trustees, beneficiaries, employees and agents, from and against all claims, demands, damages, liabilities, losses and expenses, including reasonable attorneys’ fees and expenses, to the extent resulting from any third party claim or suit against Customer based on a claim that the technology used to provide the Fluxx System infringes any United States patent, copyright, trademark or trade secret and Fluxx shall pay any final judgment entered against the indemnified party in any such proceeding or agreed to in settlement. If Customer’s use of the Fluxx System is, or is likely, in Fluxx’s reasonable determination, to be infringing, then Fluxx may, without limiting its indemnity obligations hereunder, procure the right for Customer to continue to use the Fluxx System or modify the Fluxx System in a manner that has materially equivalent functionality so as to avoid such infringement. If the foregoing options are not available on commercially reasonable terms and conditions, Fluxx may terminate the Agreement upon written notice and refund to Customer on a pro-rata basis all pre-paid Fees attributable to the unused portion of the Subscription Term for the applicable Order. Fluxx will not be responsible for any infringement claims based upon (i) the use of Customer Data, or other material or software not furnished by Fluxx; (ii) use by Customer or Users of the Fluxx System in a manner inconsistent with this Agreement and/or Documentation; or (iii) any action or omission of Customer for which Customer is obligated to indemnify Fluxx under Section 10(b) below. THIS SECTION 10(A) STATES FLUXX’S ENTIRE LIABILITY AND CUSTOMER’S SOLE AND EXCLUSIVE REMEDY FOR INTELLECTUAL PROPERTY INFRINGEMENT AND MISAPPROPRIATION CLAIMS RELATED TO THE FLUXX SYSTEM. b. Customer Indemnification. Customer agrees to defend, indemnify and hold harmless Fluxx, its affiliates, officers, employees, agents and suppliers from and against all claims, demands, damages, liabilities, losses and expenses, including reasonable attorneys’ fees and expenses, resulting from any third party claim, suit or proceeding that arises from: (i) Customer’s use the Fluxx System for any unlawful purpose or in a manner in breach of Section 2 of this Agreement or in violation of Customer’s license agreement with another third party solution provider; (ii) any act or omission of Customer or any User that causes a third party licensor or vendor of Fluxx to seek indemnification from Fluxx; or (iii) any allegation that the access, use or provision of any Customer Data as contemplated by this Agreement violates any applicable Law, regulation or third party proprietary rights, including Data Protection Laws, when used by Fluxx as permitted hereunder. c. Indemnification Procedures. The following procedural requirements will apply to any party seeking indemnification (“Indemnified Party”) from the party providing indemnification under this Section 10 (“Indemnifying Party”). To avail itself of the foregoing indemnification, the Indemnified Party will: (x) promptly notify the Indemnifying Party in writing of the claim for which indemnification is sought (“Claim”) (provided that any delay in such notice that does not materially prejudice the Indemnifying Party in its defense of such Claim will not relieve the Indemnifying Party of its obligations hereunder); (y) provide the Indemnifying Party, at the Indemnifying Party’s expense, with all reasonable information and assistance to defend or settle the Claim; and (z) grant the Indemnifying Party with the necessary authority and control of the defense or settlement of the Claim. FLUXX | COUNTY OF HAWAI’I 52 11. Insurance Fluxx shall obtain and maintain during the term of this Agreement, at its own expense, the insurance policies and coverage as set forth in Addendum 2 attached hereto. 12. Term and Termination a. The term of this Agreement commences on the Effective Date of the Order and, unless earlier terminated pursuant to this Agreement, continues until the Subscription Term specified in such Order expires. The term of this Agreement may be renewed for successive one-year Subscription Terms in the event that (i) Customer provides notice of intent to renew at least thirty (30) days in advance of the end of the then-current Subscription Term and (ii) the parties mutually agree in writing to a new Subscription Term. b. If either party materially breaches any of its obligations under this Agreement, then the non-breaching party may terminate this Agreement immediately, provided that the breaching party fails to cure the material breach within fifteen (15) business days after having received written notice by the non-breaching party of the breach or default. c. Upon termination or expiration of this Agreement: (i) the usage rights granted under Section 2(a) immediately terminate; (ii) each party will, upon written request, promptly return to the other party any Confidential Information of the other party in its possession, custody or control; and (iii) Fluxx will extract Customer Data from the Fluxx System and make a copy available to Customer for thirty (30) days after the date of termination. Sections 2(b) through 2(e) inclusive, 4, 5, 6, 8(b), 9, 10, 12(c) and 13 and the applicable definitions in Section 1 shall survive termination of this Agreement. 13. Miscellaneous a. Notices regarding this Agreement to Fluxx shall be in writing and sent by electronic mail, first class mail, or overnight courier at the address provided at that time on Fluxx's website. Fluxx may give notice by means of posting notice on the Fluxx System, by electronic mail to Customer's e mail address on record with Fluxx, or by written communication sent by first class mail or overnight courier to Customer's address on record in Fluxx's account information. All notices shall be deemed to have been given three days after mailing or posting (if sent by first class mail), upon delivery in the case of courier, or 12 hours after either sending by e mail or posting on the Fluxx System. b. Customer grants Fluxx the right to use its name and logo in customer lists on its website, commercial advertisements and promotional materials for the sole purpose of indicating that Customer is a user of the Fluxx System, provided that Fluxx complies with Customer’s written trademark usage policy provided to Fluxx. c. Neither party may assign any of its rights hereunder or this Agreement, whether by operation of Law or otherwise, without the other party’s prior written consent, such consent not to be unreasonably delayed, conditioned or withheld. Notwithstanding the preceding sentence, either party may assign this Agreement in its entirety, without consent of the other party, to its affiliate, or in connection with a merger, acquisition, corporate reorganization or sale of all or substantially all of its assets not involving an entity that the assigning party knows to be a direct competitor of the other party. A party’s sole remedy for any purported FLUXX | COUNTY OF HAWAI’I 53 assignment by the other party in breach of this clause is, at the non-assigning party’s election, termination of the Agreement upon written notice to the assigning party delivered within thirty (30) days of the closing of the transaction affecting the assignment. Subject to the foregoing, the Assignment will bind and inure to the benefit of the parties, their respective successors and permitted assigns. d. Fluxx will not be liable or responsible for any failure to perform, or delay in performance of, any of Fluxx’s obligations under this Agreement that is caused by a Force Majeure Event, where “Force Majeure Event” means an act or event beyond Fluxx’s reasonable control, including without limitation acts of God, war (whether or not actually declared), armed conflict or the serious threat of the same, hostility, blockade, military embargo, sabotage, insurrection, rebellion, act of a public enemy, riot or other act of civil disobedience, governmental act, judicial action, explosion, act of terrorism or threat thereof (including cyberterrorism), natural disaster (including without limitation asteroid strikes or volcanic activity), violent storm (including without limitation hurricanes, tornadoes or blizzards), atmospheric disturbance (including without limitation geomagnetic storm, solar flare or sun outage with respect to electricity grids, transformers and satellite transmissions), destruction by lightning, fire, earthquake, tsunami, flood, plague, epidemic, pan-epidemic, quarantine, civil commotion, strike or lockout or labor dispute (excluding for the avoidance of doubt strikes of Fluxx’s staff), satellite malfunction, prolonged internet outage, communications line failure or power failure or impossibility of the use of public or private transport, communication systems, the internet or third party hosting providers (e.g. AWS). Either party may terminate this Agreement upon written notice to the other party if a force majeure event continues substantially uninterrupted for a period of thirty (30) days or more. e. Any determination of invalidity or unenforceability of any one provision shall have no effect on the continuing force and effect of the remaining provisions. The failure of either party to enforce any right or provision of this Agreement shall not constitute a waiver of such right or provision. f. This Agreement shall be governed by the Laws of the State of California, without regard to its conflict of Laws provisions. The exclusive jurisdiction and venue for any claims arising out of or related to this Agreement or Customer’s use of the Fluxx System is in the state and federal courts located in the City and County of San Francisco, California, and Customer irrevocably agrees to submit to jurisdiction of such courts. g. This Agreement constitutes the entire agreement of the parties regarding the subject matter hereof and supersedes any prior written agreements or understandings between the parties with respect to the Fluxx System. The preprinted terms of any purchase order or similar document provided by Customer shall be void and of no force or effect. This Agreement may not be amended except by a writing signed by each party. Addendum 1 – Support 1) Support a) Support Commencement Date. The Support Services will commence on the Subscription Start Date and continue until termination of the Agreement. FLUXX | COUNTY OF HAWAI’I 54 b) Customer Contacts. All Support Services inquiries will be directed to Fluxx from employees or consultants identified in writing to Fluxx by Customer. All Support Services inquiries should be directed to the electronic mail interface and/or telephone number established for Customer. Customer will use commercially reasonable efforts to minimize repetitive Support Services inquiries for the same error. All support requests will be submitted in the format provided by Fluxx to Customer described herein. c) Support Services Hours. Fluxx will deliver ongoing Support Services from 1:00 a.m. to 5:00 p.m. Pacific Time (excluding applicable public and company holidays) (the “Business Hours”). Support requests for service during normal business hours should be submitted by Customer to the person identified by Fluxx, which identification shall be done promptly upon SOW execution. d) Technical Support. Without limiting any other obligations hereunder, Fluxx will provide consultation, instruction, and basic technical support services (consisting of minor configuration changes, Fluxx System upgrades, and troubleshooting) to Customer regarding the Fluxx System (“Technical Support”). In response to requests from Customer, Technical Support may be delivered by electronic mail, telephone, remote support, and/or Internet-delivered answers during the Subscription Term. e) Advanced Services. These optional services, which include audit, advanced configuration (configuration that requires analysis, build and testing), office hours and training certification packaged can be requested, scoped and managed under a separate Statement of Work. Addendum 2 – Insurance a. Fluxx shall obtain and maintain during the term of this Agreement, at its own expense: i. A comprehensive general liability insurance policy with limits of liability of at least $1,000,000, combined for bodily injury and property damage, $1,000,000 for automobile liability and $2,000,000 excess umbrella liability coverage. ii. A cyber liability insurance policy, including first party and third-party coverage, with limits no less than $1,000,000 per occurrence and $3,000,000 in the aggregate for all claims each policy year. iii. An errors and omissions/professional liability insurance policy with limits no less than $1,000,000 per occurrence and $3,000,000 in the aggregate for all claims each policy year. b. Upon written request of Customer, Fluxx will deliver a Certificate of Insurance that will confirm Fluxx has the policies and coverage in place as required above. Fluxx shall provide proof of Workers Compensation coverage in the amounts as required by Law. Addendum 3 – Fluxx Labs Inc. Data Processing Agreement FLUXX | COUNTY OF HAWAI’I 55 This Data Processing Agreement (“DPA”), effective as of the Effective Date set forth on the Order, sets forth the terms and conditions relating to the privacy, confidentiality, security and protection of Personal Data (as defined below) associated with Services rendered by Fluxx to Customer pursuant to that certain Software as a Service Order, the Software as a Service Terms (and addenda thereto), and the Statement(s) of Work entered into by and between the Customer and Fluxx (collectively, the “Agreement”). Customer and Fluxx may collectively be referred to as the “Parties” and each, individually, as a “Party.” Initially capitalized terms used but not otherwise defined in this DPA shall have the meaning ascribed to such terms in the Software as a Service Order, the Software as a Service Terms or any Statement of Work. 1. Definitions 1.1 “Affiliate” means any entity that now or in the future directly or indirectly controls, is controlled by, or is under common control or ownership for as long as such control exists, where “control” (including the terms “controlled by” and “under common control with”) means the possession, directly or indirectly, of the power to direct, influence or cause the direction of the management policies of an entity, whether through the ownership of voting securities, by contract, or otherwise. 1.2 "Data Controller" means the entity that determines the purposes and means of Processing. 1.3 "Data Processor" means the entity that Processes Personal Data on behalf of the Data Controller. 1.4 “Data Protection Laws” means all Laws currently in effect and as they become effective within the Authorized Territory relating to the privacy, confidentiality, security or protection of Personal Data that apply to the parties in connection with providing or receiving the Services, as applicable, within the Authorized Territory. 1.5 “Data Subject” means an identified or identifiable natural person to which the Personal Data pertains. 1.6 "Personal Data" means any data, information or record that is Processed in connection with the Agreement (i) relating to an identified or identifiable natural person, or (ii) that identifies, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household, regardless of the media in which it is maintained. 1.7 “Personal Data Breach” means the breach of security leading or reasonably expected to lead to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or unauthorized access to Personal Data Processed under the Agreement. 1.8 "Process," "Processing" or "Processed" means any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. 1.9 “Sell” or “Selling” shall have the meaning ascribed to it in the applicable Data Protection Law. 1.10 “Standard Contractual Clauses” or “SCCs” means the standard contractual clauses for the transfer of Personal Data to third countries pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council, and implemented by the European Commission decision 2021/914, dated 4 June 2021. 1.11 “Subprocessor” means other processors used by Fluxx to process Personal Data. 1.12 “Supervisory Authority” means (i) an independent public authority that is established by an EU member state pursuant to Article 51 of the EU GDPR; or (ii) a government regulator or enforcement authority that FLUXX | COUNTY OF HAWAI’I 56 has regulatory or enforcement authority with respect to the privacy, confidentiality, security or protection of Personal Data. 2. Nature of Data Processing 2.1 Processing Limitations. Fluxx will only Process Personal Data in accordance with (i) Customer’s written instructions as set forth in, or pursuant to, the Agreement and (ii) Annex I to the SCCs, if applicable. Fluxx will not use or otherwise Process Personal Data for: (a) user profiling, (b) advertising or similar commercial purposes including Selling, or (c) any other purpose. If applicable Law requires Fluxx (or, for avoidance of doubt, any Subprocessor) to conduct Processing that is or could be construed as inconsistent with Customer’s instructions, Fluxx will promptly notify Customer of such inconsistency prior to commencing (or continuing) the Processing, unless notification is prohibited by Law. 2.2 Role of the Parties. Customer and Fluxx agree that Customer is the Controller of Personal Data and Fluxx is the Processor. Fluxx agrees that the Agreement (including any applicable updates), is Customer’s complete documented instructions to Fluxx for the Processing of Personal Data. 3. Compliance with Applicable Law Fluxx will comply with Data Protection Laws and, with respect to Laws other than those relating to the privacy, confidentiality, security or protection of Personal Data, such other applicable Laws and regulations applicable to its performance under the Agreement. This DPA is not meant to reduce the level of protections applicable to each Data Subject. In the event of any conflict or inconsistency between the DPA terms and any other terms in the Agreement, the DPA terms shall prevail. As required by clause 5 of the SCCs (if applicable), the SCCs prevail over any other term of this DPA and terms of the Agreement. 4. Subprocessors 4.1 Appointment of Subprocessors. Fluxx may engage Subprocessors, including its Affiliates to provide services on its behalf. When engaging a Subprocessor, Fluxx will ensure via a written agreement that (i) the Subprocessor may access and use Personal Data only to deliver the services Fluxx has retained them to provide and is prohibited from using Personal Data for any other purpose and (ii) that Subprocessor provides for, in substance, substantially equivalent data protection obligations as those binding Fluxx under this DPA and (if applicable) the SCCs. As further described in Annex III to the DPA, Fluxx agrees to oversee Subprocessors to ensure these contractual obligations are met. 4.2 New Subprocessors. If Fluxx engages new Subprocessors, Fluxx will give Customer notice of any new Subprocessor (in accordance with clause 9(a) of the SCCs if applicable). If Customer raises a commercially reasonable objection to a new Subprocessor in writing within 10 business days after receipt of notice, and Fluxx is unable to resolve that objection in a reasonable amount of time, then Customer may terminate the affected services, which cannot be provided by Fluxx without the use of the new Subproccessor, by providing, before the end of the relevant notice period, written notice of termination, and shall be entitled to pro rata refunds for fees paid for the applicable terminated services. 4.3 Liability. Subject to Section 10.2 below, Fluxx is responsible for its Subprocessors’ compliance with Fluxx’s obligations as outlined in the DPA and Fluxx shall remain liable for Subprocessors’ acts or omissions that result in a breach of the DPA. 5. Security 5.1 Security Measures. Fluxx will implement and maintain technical and organizational security measures including, as appropriate: (i) encryption and pseudonymisation; (ii) such measures designed to FLUXX | COUNTY OF HAWAI’I 57 provide the ongoing confidentiality, integrity, availability and resilience of Processing systems and services; (iii) such measures designed to provide the ability to restore the availability and access to Personal Data in a timely manner in the event of a physical or technical incident; and (iv) a process for regularly testing, assessing and evaluating the effectiveness of those measures. If applicable, Fluxx represents and warrants it has implemented the security measures described in the attached Annex II to the SCCs to protect Personal Data. 5.2 Access to Personal Data and Confidentiality. Fluxx will implement and maintain measures designed to ensure that Personal Data is only available to those who have a legitimate business need to access the Personal Data, who are bound by legally enforceable confidentiality obligations, and who will only Process Personal Data in accordance with Customer's instructions. Fluxx shall provide periodic and mandatory data privacy and security training and awareness to its employees with access to Personal Data in accordance with applicable Data Protection Laws and industry standards. 5.3 Personal Data Breach Response and Notification. If Fluxx becomes aware of a Personal Data Breach affecting Personal Data while Processed by Fluxx, Fluxx will promptly and within the period required by applicable Data Protection Laws (i) notify Customer of the Personal Data Breach ; (ii) investigate the Personal Data Breach and provide Customer with detailed information about the Personal Data Breach; and (iii) take reasonable steps to mitigate effects and to minimize any damage resulting from the Personal Data Breach. Notification(s) of Personal Data Breaches will be sent to Customer according to the notice provisions of the Agreement. If according to the Customer’s assessment, a Personal Data Breach affecting Personal Data should be disclosed or reported to a third party, including Data Subjects, Supervisory Authorities or governmental authorities, Fluxx will fully cooperate with and assist Customer in such reporting or disclosure. 6. Audits/Inspections 6.1 Fluxx will conduct audits of its security controls applied to processing Personal Data (and, if applicable, of the Processing activities covered by the SCCs), as follows: · Each audit will be performed according to the rules of the accreditation body for each applicable control standard or framework. · Each audit will be performed by qualified, independent, third-party security auditors at Fluxx’s selection and expense. 6.2 Audit Summaries. Each audit will result in the generation of an audit report (“Fluxx Data Protection Audit Report”), the summary of which Fluxx will make available to Company upon written request. The summary of the Fluxx Data Protection Audit Report will be Fluxx’s Confidential Information and the summary, as well as any content of the Fluxx Data Protection Audit Report, will be subject to non-disclosure and distribution limitations of Fluxx and the auditor. 7. Fluxx’s Cooperation Obligation 7.1 Cooperation. Fluxx will provide assistance to Customer to allow Customer to comply with its own obligations under Data Protection Laws with respect to Personal Data. Such assistance may include, without limitation, (i) responding to Data Subjects’ requests to exercise their rights under Data Protection Laws; (ii) assistance with Customer’s performance of a data protection impact assessment and, if necessary, prior consultation with the competent supervisory authority, with respect to the Processing of Personal Data under this DPA; and (iii) responding to requests or investigations of Customer by a Supervisory Authority, with respect to the Processing of Customer’s Personal Data under the Agreement. FLUXX | COUNTY OF HAWAI’I 58 7.2 Third-Party Access Requests and Complaints; Data Subject Requests. Fluxx will not disclose or provide access to Personal Data except: (i) as Customer directs, (ii) as described in this DPA; or (iii) as required by Law, and in any event in accordance with the relevant clauses of the SCCs (where applicable). In connection with a product or service for which Customer is the Controller Fluxx will promptly notify Customer within five (5) days of any request or complaint from a Supervisory Authority, public authority, Data Subject or other third party relating to Personal Data or Customer’s obligations under Data Protection Laws unless Fluxx reasonably determines that such notice is prohibited by Law. Fluxx will attempt to redirect the third party to request the Personal Data directly from Customer and will provide Customer with a copy of the request unless legally prohibited from doing so. If unable to redirect the request, Fluxx will reject it unless required by Law to comply, exercising any challenges as may be applicable to the request before responding (i.e. overbroad). If applicable, Fluxx will act in accordance with clauses 14 and 15 of the SCCs in handling requests. 7.3 Requests. Fluxx shall comply with requests by Customer to assist with Customer’s response to such a Data Subject request. 8. Data Retention, Return and Deletion 8.1 Retention. Fluxx will not retain Personal Data any longer than is reasonably necessary to accomplish the intended purposes for which the Personal Data was Processed pursuant to the Agreement. 8.2 Return and Deletion. When Personal Data is no longer necessary for the purposes set forth in the applicable Agreement or promptly upon the expiration or termination of the Agreement, whichever is earlier, or at an earlier time as Customer requests in writing, Fluxx will (i) provide a mechanism for Customer to obtain all Personal Data in a format mutually agreed upon by the Parties; and (ii) destroy all the Personal Data in Fluxx’s possession or control. The foregoing obligations will also apply to Personal Data held by Subprocessors. Fluxx will provide a certification of destruction if requested. If applicable Law does not permit Fluxx to comply with the return or destruction of Personal Data, Fluxx agrees such retained Personal Data shall remain subject to the terms of this DPA and the SCCs and it shall return or destroy such Personal Data when permitted by applicable Law. 9. International Data Transfers 9.1 Transfer Mechanism. If the services and/or products provided by Fluxx under the Agreement involve an international transfer of Personal Data from the EEA, Switzerland, or the United Kingdom to countries which are deemed to provide inadequate levels of data protection (“Other Countries”), if required by Data Protection Laws, the Parties shall: (i) execute the model clauses adopted by the relevant data protection authorities of the European Commission or the UK Secretary of State as set forth in this section (if applicable); or (ii) comply with any of the other mechanisms provided for under Data Protection Laws for transferring Personal Data to such Other Countries. 9.2 EU SCCs. The Parties agree: to enter into the SCCs as set out in Attachment 1, for transfers of Personal Data from Customer or its Affiliates established in the EEA, as a data controller, to Fluxx established in a country outside the EEA, as a data processor as set out in Module II of the European Commission decision 2021/914, dated 4 June 2021 (“Controller to Processor SCCs” or “Module II”). The Controller to Processor SCCs will only apply to Personal Data that is transferred outside the EEA, either directly or via onward transfer, to any country not recognized by the European Commission as providing an adequate level of protection for Personal Data. Personal Data that Fluxx processes on Customer’s behalf may only be FLUXX | COUNTY OF HAWAI’I 59 disclosed to a third party located outside the EEA in accordance with clause 8.8 of the Controller to Processor SCCs. 9.3 UK Model Clauses. The Parties agree that for transfers of Personal Data from the United Kingdom, the International Data Transfer Addendum to the EU Commission Standard Contractual Clauses, issued by the UK ICO under S119A(1) Data Protection Act 2018 and in force March 21, 2022 (the “UK Addendum”), shall apply. The start date in Table 1 of the UK Addendum shall be the date that the Parties have executed Annex A. The selection of modules and optional clauses shall be as described with respect to the EU SCCs, subject to any revisions or amendments required by the UK Addendum. Where Customer is established in the United Kingdom or falls within the territorial scope of application of UK Data Protection Laws, the Information Commissioner's Office shall act as competent supervisory authority. All other information required by Tables 1-3 is set forth in the SCC Annexes in this DPA. For the purposes of Table 4, the parties agree that both the Importer and Exporter may end the UK Addendum. 9.4 Swiss Data Transfers. The Parties agree that for transfers of Personal Data from Switzerland, the terms of the EU SCCs shall be amended and supplemented as specified by the relevant guidance of the Swiss Federal Data Protection and Information Commissioner, and the competent supervisory authority shall be the Swiss Federal Data Protection and Information Commissioner. 10. Indemnification; Liability 10.1 Fluxx will defend, indemnify and hold Customer, its Affiliates and their respective officers, directors, employees, agents, customers and representatives (collectively, the “Customer Indemnified Parties”) harmless from and against any liability, damages, costs, and expenses, including without limitation reasonable attorneys’ fees, fines and penalties or investigative costs to the extent arising directly from a Personal Data Breach resulting directly from Fluxx’s failure to comply with this DPA. Fluxx’s obligations under this Section will be subject to the limitations on liabilities, damages, costs or expenses set forth in Section 10.2 below with respect to amounts payable to the Customer Indemnified Parties by Fluxx. 10.2 Notwithstanding anything in this DPA (including without limitation any document incorporated in this DPA by reference) to the contrary, except for damages for bodily physical injury, death, damage to real or tangible personal property or for intentional misconduct or gross negligence: (i) in no event shall Fluxx be liable to Customer, its Affiliates and its and their respective officers, directors, employees, agents, customers and representatives, on any theory of liability, whether in contract, strict liability or tort (including negligence or otherwise), for any loss or unavailability of or damage to data, lost revenue, lost profits, failure to realize expected savings, damage to reputation, business interruption, downtime costs or any indirect, incidental, consequential, special, punitive, exemplary or any similar type of damages arising out of or in any way related to this DPA or the use or the inability to use Fluxx’s products or services, even if advised of the possibility of such damages; and (ii) in no event shall Fluxx’s total liability to Customer, its Affiliates and its and their respective officers, directors, employees, agents, customers and representatives for all claims arising out of or as a result of this DPA exceed the greater of $300,000 USD or the fees paid by Customer to Fluxx in the twelve (12) month period preceding the event giving rise to the liability. 11.Miscellaneous 11.1 Assignment. This DPA may not be assigned (whether by operation of Law or otherwise) in whole or in part by either Party without prior consent of the other Party and assurances that all obligations herein will be satisfied, provided however that either Party may assign this DPA in connection with an authorized assignment of the Agreement to the assignee of the Agreement. Any assignment otherwise is in violation of this provision and will be void. FLUXX | COUNTY OF HAWAI’I 60 11.2 Execution of DPA Upon Execution of Order. This DPA is effective upon the Parties’ execution of the Order to which this DPA is attached, and each Party acknowledges and agrees that execution of the Order constitutes execution of this DPA. 11.3 Governing Law. This DPA and all claims or causes of action (whether in contract or tort) that may be based upon, arise out of or in any way relates to this DPA, will be governed by and construed in accordance with the Laws identified in the Agreement, except to the extent that Data Protection Laws require otherwise. In such an event, and to the extent so required, this DPA will be governed in accordance with such Data Protection Laws and, if applicable, be subject to the jurisdiction of the relevant data exporter that exported the Personal Data from Europe. Attachment 1 – The Standard Contractual Clauses Standard Contractual Clauses for Personal Data Transfers from an EU Controller to a Processor Established in a Third Country (Controller-to-Processor Transfers) SECTION I CLAUSE 1 Purpose and scope (a) The purpose of these standard contractual clauses is to ensure compliance with the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation) for the transfer of personal data to a third country. (b) The Parties: (i) the natural or legal person(s), public authority/ies, agency/ies or other body/ies (hereinafter 'entity/ies') transferring the personal data, as listed in Annex I.A (hereinafter each 'data exporter'), and (ii) the entity/ies in a third country receiving the personal data from the data exporter, directly or indirectly via another entity also Party to these Clauses, as listed in Annex I.A (hereinafter each 'data importer') have agreed to these standard contractual clauses (hereinafter: 'Clauses'). (c) These Clauses apply with respect to the transfer of personal data as specified in Annex I.B. (d) The Appendix to these Clauses containing the Annexes referred to therein forms an integral part of these Clauses. CLAUSE 2 Effect and invariability of the Clauses (a) These Clauses set out appropriate safeguards, including enforceable data subject rights and effective legal remedies, pursuant to Article 46(1) and Article 46(2)(c) of Regulation (EU) 2016/679 FLUXX | COUNTY OF HAWAI’I 61 and, with respect to data transfers from controllers to processors and/or processors to processors, standard contractual clauses pursuant to Article 28(7) of Regulation (EU) 2016/679, provided they are not modified, except to select the appropriate Module(s) or to add or update information in the Appendix. This does not prevent the Parties from including the standard contractual clauses laid down in these Clauses in a wider contract and/or to add other clauses or additional safeguards, provided that they do not contradict, directly or indirectly, these Clauses or prejudice the fundamental rights or freedoms of data subjects. (b) These Clauses are without prejudice to obligations to which the data exporter is subject by virtue of Regulation (EU) 2016/679. CLAUSE 3 Third-party beneficiaries (a) Data subjects may invoke and enforce these Clauses, as third-party beneficiaries, against the data exporter and/or data importer, with the following exceptions: (i) Clause 1, Clause 2, Clause 3, Clause 6, Clause 7; (ii) Clause 8 – Module One: Clause 8.5 (e) and Clause 8.9(b); Module Two: Clause 8.1(b), 8.9(a), (c), (d) and (e); Module Three: Clause 8.1(a), (c) and (d) and Clause 8.9(a), (c), (d), (e), (f) and (g); Module Four: Clause 8.1 (b) and Clause 8.3(b); (iii) Clause 9 – Module Two: Clause 9(a), (c), (d) and (e); Module Three: Clause 9(a), (c), (d) and (e); (iv) Clause 12 – Module One: Clause 12(a) and (d); Modules Two and Three: Clause 12(a), (d) and (f); (v) Clause 13; (vi) Clause 15.1(c), (d) and (e); (vii) Clause 16(e); (viii) Clause 18 – Modules One, Two and Three: Clause 18(a) and (b); Module Four: Clause 18. (b) Paragraph (a) is without prejudice to rights of data subjects under Regulation (EU) 2016/679. CLAUSE 4 Interpretation (a) Where these Clauses use terms that are defined in Regulation (EU) 2016/679, those terms shall have the same meaning as in that Regulation. (b) These Clauses shall be read and interpreted in the light of the provisions of Regulation (EU) 2016/679. (c) These Clauses shall not be interpreted in a way that conflicts with rights and obligations provided for in Regulation (EU) 2016/679. CLAUSE 5 Hierarchy FLUXX | COUNTY OF HAWAI’I 62 In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties, existing at the time these Clauses are agreed or entered into thereafter, these Clauses shall prevail. CLAUSE 6 Description of the transfer(s) The details of the transfer(s), and in particular the categories of personal data that are transferred and the purpose(s) for which they are transferred, are specified in Annex I.B. CLAUSE 7 - Optional Docking clause (a) An entity that is not a Party to these Clauses may, with the agreement of the Parties, accede to these Clauses at any time, either as a data exporter or as a data importer, by completing the Appendix and signing Annex I.A. (b) Once it has completed the Appendix and signed Annex I.A, the acceding entity shall become a Party to these Clauses and have the rights and obligations of a data exporter or data importer in accordance with its designation in Annex I.A. (c) The acceding entity shall have no rights or obligations arising under these Clauses from the period prior to becoming a Party. SECTION II – OBLIGATIONS OF THE PARTIES CLAUSE 8 Data protection safeguards The data exporter warrants that it has used reasonable efforts to determine that the data importer is able, through the implementation of appropriate technical and organisational measures, to satisfy its obligations under these Clauses. 8.1 Instructions (a) The data importer shall process the personal data only on documented instructions from the data exporter. The data exporter may give such instructions throughout the duration of the contract. (b) The data importer shall immediately inform the data exporter if it is unable to follow those instructions. 8.2 Purpose limitation The data importer shall process the personal data only for the specific purpose(s) of the transfer, as set out in Annex I.B, unless on further instructions from the data exporter. 8.3 Transparency On request, the data exporter shall make a copy of these Clauses, including the Appendix as completed by the Parties, available to the data subject free of charge. To the extent necessary to protect business secrets or other confidential information, including the measures described in Annex II and personal FLUXX | COUNTY OF HAWAI’I 63 data, the data exporter may redact part of the text of the Appendix to these Clauses prior to sharing a copy, but shall provide a meaningful summary where the data subject would otherwise not be able to understand its content or exercise his/her rights. On request, the Parties shall provide the data subject with the reasons for the redactions, to the extent possible without revealing the redacted information. This Clause is without prejudice to the obligations of the data exporter under Articles 13 and 14 of Regulation (EU) 2016/679. 8.4 Accuracy If the data importer becomes aware that the personal data it has received is inaccurate, or has become outdated, it shall inform the data exporter without undue delay. In this case, the data importer shall cooperate with the data exporter to erase or rectify the data. 8.5 Duration of processing and erasure or return of data Processing by the data importer shall only take place for the duration specified in Annex I.B. After the end of the provision of the processing services, the data importer shall, at the choice of the data exporter, delete all personal data processed on behalf of the data exporter and certify to the data exporter that it has done so, or return to the data exporter all personal data processed on its behalf and delete existing copies. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit return or deletion of the personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process it to the extent and for as long as required under that local law. This is without prejudice to Clause 14, in particular the requirement for the data importer under Clause 14(e) to notify the data exporter throughout the duration of the contract if it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under Clause 14(a). 8.6 Security of processing (a) The data importer and, during transmission, also the data exporter shall implement appropriate technical and organisational measures to ensure the security of the data, including protection against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access to that data (hereinafter 'personal data breach'). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purpose(s) of processing and the risks involved in the processing for the data subjects. The Parties shall in particular consider having recourse to encryption or pseudonymisation, including during transmission, where the purpose of processing can be fulfilled in that manner. In case of pseudonymisation, the additional information for attributing the personal data to a specific data subject shall, where possible, remain under the exclusive control of the data exporter. In complying with its obligations under this paragraph, the data importer shall at least implement the technical and organisational measures specified in Annex II. The data importer shall carry out regular checks to ensure that these measures continue to provide an appropriate level of security. (b) The data importer shall grant access to the personal data to members of its personnel only to the extent strictly necessary for the implementation, management and monitoring of the contract. It shall ensure that persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality. (c) In the event of a personal data breach concerning personal data processed by the data importer under these Clauses, the data importer shall take appropriate measures to address the breach, FLUXX | COUNTY OF HAWAI’I 64 including measures to mitigate its adverse effects. The data importer shall also notify the data exporter without undue delay after having become aware of the breach. Such notification shall contain the details of a contact point where more information can be obtained, a description of the nature of the breach (including, where possible, categories and approximate number of data subjects and personal data records concerned), its likely consequences and the measures taken or proposed to address the breach including, where appropriate, measures to mitigate its possible adverse effects. Where, and in so far as, it is not possible to provide all information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay. (d) The data importer shall cooperate with and assist the data exporter to enable the data exporter to comply with its obligations under Regulation (EU) 2016/679, in particular to notify the competent supervisory authority and the affected data subjects, taking into account the nature of processing and the information available to the data importer. 8.7 Sensitive data Where the transfer involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person's sex life or sexual orientation, or data relating to criminal convictions and offenses (hereinafter 'sensitive data'), the data importer shall apply the specific restrictions and/or additional safeguards described in Annex I.B. 8.8 Onward transfers The data importer shall only disclose the personal data to a third party on documented instructions from the data exporter. In addition, the data may only be disclosed to a third party located outside the European Union (in the same country as the data importer or in another third country, hereinafter 'onward transfer') if the third party is or agrees to be bound by these Clauses, under the appropriate Module, or if: (i) the onward transfer is to a country benefiting from an adequacy decision pursuant to Article 45 of Regulation (EU) 2016/679 that covers the onward transfer; (ii) the third party otherwise ensures appropriate safeguards pursuant to Articles 46 or 47 Regulation of (EU) 2016/679 with respect to the processing in question; (iii) the onward transfer is necessary for the establishment, exercise or defense of legal claims in the context of specific administrative, regulatory or judicial proceedings; or (iv) the onward transfer is necessary in order to protect the vital interests of the data subject or of another natural person. Any onward transfer is subject to compliance by the data importer with all the other safeguards under these Clauses, in particular purpose limitation. 8.9 Documentation and compliance (a) The data importer shall promptly and adequately deal with enquiries from the data exporter that relate to the processing under these Clauses. (b) The Parties shall be able to demonstrate compliance with these Clauses. In particular, the data importer shall keep appropriate documentation on the processing activities carried out on behalf of the data exporter. FLUXX | COUNTY OF HAWAI’I 65 (c) The data importer shall make available to the data exporter all information necessary to demonstrate compliance with the obligations set out in these Clauses and at the data exporter's request, allow for and contribute to audits of the processing activities covered by these Clauses, at reasonable intervals or if there are indications of non-compliance. In deciding on a review or audit, the data exporter may take into account relevant certifications held by the data importer. (d) The data exporter may choose to conduct the audit by itself or mandate an independent auditor. Audits may include inspections at the premises or physical facilities of the data importer and shall, where appropriate, be carried out with reasonable notice. (e) The Parties shall make the information referred to in paragraphs (b) and (c), including the results of any audits, available to the competent supervisory authority on request. CLAUSE 9 Use of sub-processors (a) GENERAL WRITTEN AUTHORISATION The data importer has the data exporter's general authorisation for the engagement of sub-processor(s) from an agreed list. The data importer shall specifically inform the data exporter in writing of any intended changes to that list through the addition or replacement of sub-processors at least 30 days in advance, thereby giving the data exporter sufficient time to be able to object to such changes prior to the engagement of the sub-processor(s). The data importer shall provide the data exporter with the information necessary to enable the data exporter to exercise its right to object. (b) Where the data importer engages a sub-processor to carry out specific processing activities (on behalf of the data exporter), it shall do so by way of a written contract that provides for, in substance, the same data protection obligations as those binding the data importer under these Clauses, including in terms of third-party beneficiary rights for data subjects. The Parties agree that, by complying with this Clause, the data importer fulfills its obligations under Clause 8.8. The data importer shall ensure that the sub-processor complies with the obligations to which the data importer is subject pursuant to these Clauses. (c) The data importer shall provide, at the data exporter's request, a copy of such a sub-processor agreement and any subsequent amendments to the data exporter. To the extent necessary to protect business secrets or other confidential information, including personal data, the data importer may redact the text of the agreement prior to sharing a copy. (d) The data importer shall remain fully responsible to the data exporter for the performance of the sub-processor's obligations under its contract with the data importer. The data importer shall notify the data exporter of any failure by the sub-processor to fulfill its obligations under that contract. (e) The data importer shall agree a third-party beneficiary clause with the sub-processor whereby – in the event the data importer has factually disappeared, ceased to exist in law or has become insolvent – the data exporter shall have the right to terminate the sub-processor contract and to instruct the sub-processor to erase or return the personal data. CLAUSE 10 Data subject rights FLUXX | COUNTY OF HAWAI’I 66 (a) The data importer shall promptly notify the data exporter of any request it has received from a data subject. It shall not respond to that request itself unless it has been authorised to do so by the data exporter. (b) The data importer shall assist the data exporter in fulfilling its obligations to respond to data subjects' requests for the exercise of their rights under Regulation (EU) 2016/679. In this regard, the Parties shall set out in Annex II the appropriate technical and organisational measures, taking into account the nature of the processing, by which the assistance shall be provided, as well as the scope and the extent of the assistance required. (c) In fulfilling its obligations under paragraphs (a) and (b), the data importer shall comply with the instructions from the data exporter. CLAUSE 11 Redress (a) The data importer shall inform data subjects in a transparent and easily accessible format, through individual notice or on its website, of a contact point authorised to handle complaints. It shall deal promptly with any complaints it receives from a data subject. (b) In case of a dispute between a data subject and one of the Parties as regards compliance with these Clauses, that Party shall use its best efforts to resolve the issue amicably in a timely fashion. The Parties shall keep each other informed about such disputes and, where appropriate, cooperate in resolving them. (c) Where the data subject invokes a third-party beneficiary right pursuant to Clause 3, the data importer shall accept the decision of the data subject to: (i) lodge a complaint with the supervisory authority in the Member State of his/her habitual residence or place of work, or the competent supervisory authority pursuant to Clause 13; (ii) refer the dispute to the competent courts within the meaning of Clause 18. (d) The Parties accept that the data subject may be represented by a not-for-profit body, organisation or association under the conditions set out in Article 80(1) of Regulation (EU) 2016/679. (e) The data importer shall abide by a decision that is binding under the applicable EU or Member State law. (f) The data importer agrees that the choice made by the data subject will not prejudice his/her substantive and procedural rights to seek remedies in accordance with applicable laws. CLAUSE 12 Liability (a) Each Party shall be liable to the other Party/ies for any damages it causes the other Party/ies by any breach of these Clauses. (b) The data importer shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data importer or its sub-processor causes the data subject by breaching the third-party beneficiary rights under these Clauses. FLUXX | COUNTY OF HAWAI’I 67 (c) Notwithstanding paragraph (b), the data exporter shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data exporter or the data importer (or its sub-processor) causes the data subject by breaching the third-party beneficiary rights under these Clauses. This is without prejudice to the liability of the data exporter and, where the data exporter is a processor acting on behalf of a controller, to the liability of the controller under Regulation (EU) 2016/679 or Regulation (EU) 2018/1725, as applicable. (d) The Parties agree that if the data exporter is held liable under paragraph (c) for damages caused by the data importer (or its sub-processor), it shall be entitled to claim back from the data importer that part of the compensation corresponding to the data importer's responsibility for the damage. (e) Where more than one Party is responsible for any damage caused to the data subject as a result of a breach of these Clauses, all responsible Parties shall be jointly and severally liable and the data subject is entitled to bring an action in court against any of these Parties. (f) The Parties agree that if one Party is held liable under paragraph (e), it shall be entitled to claim back from the other Party/ies that part of the compensation corresponding to its/their responsibility for the damage. (g) The data importer may not invoke the conduct of a sub-processor to avoid its own liability. CLAUSE 13 Supervision (a) [Where the data exporter is established in an EU Member State:] The supervisory authority with responsibility for ensuring compliance by the data exporter with Regulation (EU) 2016/679 as regards the data transfer, as indicated in Annex I.C, shall act as competent supervisory authority. [Where the data exporter is not established in an EU Member State, but falls within the territorial scope of application of Regulation (EU) 2016/679 in accordance with its Article 3(2) and has appointed a representative pursuant to Article 27(1) of Regulation (EU) 2016/679:] The supervisory authority of the Member State in which the representative within the meaning of Article 27(1) of Regulation (EU) 2016/679 is established, as indicated in Annex I.C, shall act as competent supervisory authority. [Where the data exporter is not established in an EU Member State, but falls within the territorial scope of application of Regulation (EU) 2016/679 in accordance with its Article 3(2) without however having to appoint a representative pursuant to Article 27(2) of Regulation (EU) 2016/679:] The supervisory authority of one of the Member States in which the data subjects whose personal data is transferred under these Clauses in relation to the offering of goods or services to them, or whose behaviour is monitored, are located, as indicated in Annex I.C, shall act as competent supervisory authority. (b) The data importer agrees to submit itself to the jurisdiction of and cooperate with the competent supervisory authority in any procedures aimed at ensuring compliance with these Clauses. In particular, the data importer agrees to respond to enquiries, submit to audits and comply with the measures adopted by the supervisory authority, including remedial and compensatory measures. It shall provide the supervisory authority with written confirmation that the necessary actions have been taken. SECTION III – LOCAL LAWS AND OBLIGATIONS IN CASE OF ACCESS BY PUBLIC AUTHORITIES CLAUSE 14 Local laws and practices affecting compliance with the Clauses FLUXX | COUNTY OF HAWAI’I 68 (a) The Parties warrant that they have no reason to believe that the laws and practices in the third country of destination applicable to the processing of the personal data by the data importer, including any requirements to disclose personal data or measures authorising access by public authorities, prevent the data importer from fulfilling its obligations under these Clauses. This is based on the understanding that laws and practices that respect the essence of the fundamental rights and freedoms and do not exceed what is necessary and proportionate in a democratic society to safeguard one of the objectives listed in Article 23(1) of Regulation (EU) 2016/679, are not in contradiction with these Clauses. (b) The Parties declare that in providing the warranty in paragraph (a), they have taken due account in particular of the following elements: (i) the specific circumstances of the transfer, including the length of the processing chain, the number of actors involved and the transmission channels used; intended onward transfers; the type of recipient; the purpose of processing; the categories and format of the transferred personal data; the economic sector in which the transfer occurs; the storage location of the data transferred; (ii) the laws and practices of the third country of destination – including those requiring the disclosure of data to public authorities or authorising access by such authorities – relevant in light of the specific circumstances of the transfer, and the applicable limitations and safeguards; (iii) any relevant contractual, technical or organisational safeguards put in place to supplement the safeguards under these Clauses, including measures applied during transmission and to the processing of the personal data in the country of destination. (c) The data importer warrants that, in carrying out the assessment under paragraph (b), it has made its best efforts to provide the data exporter with relevant information and agrees that it will continue to cooperate with the data exporter in ensuring compliance with these Clauses. (d) The Parties agree to document the assessment under paragraph (b) and make it available to the competent supervisory authority on request. (e) The data importer agrees to notify the data exporter promptly if, after having agreed to these Clauses and for the duration of the contract, it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under paragraph (a), including following a change in the laws of the third country or a measure (such as a disclosure request) indicating an application of such laws in practice that is not in line with the requirements in paragraph (a). (f) Following a notification pursuant to paragraph (e), or if the data exporter otherwise has reason to believe that the data importer can no longer fulfill its obligations under these Clauses, the data exporter shall promptly identify appropriate measures (e.g. technical or organisational measures to ensure security and confidentiality) to be adopted by the data exporter and/or data importer to address the situation. The data exporter shall suspend the data transfer if it considers that no appropriate safeguards for such transfer can be ensured, or if instructed by the competent supervisory authority to do so. In this case, the data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses. If the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties FLUXX | COUNTY OF HAWAI’I 69 have agreed otherwise. Where the contract is terminated pursuant to this Clause, Clause 16(d) and (e) shall apply. CLAUSE 15 Obligations of the data importer in case of access by public authorities 15.1 Notification (a) The data importer agrees to notify the data exporter and, where possible, the data subject promptly (if necessary with the help of the data exporter) if it: (i) receives a legally binding request from a public authority, including judicial authorities, under the laws of the country of destination for the disclosure of personal data transferred pursuant to these Clauses; such notification shall include information about the personal data requested, the requesting authority, the legal basis for the request and the response provided; or (ii) becomes aware of any direct access by public authorities to personal data transferred pursuant to these Clauses in accordance with the laws of the country of destination; such notification shall include all information available to the importer. (b) If the data importer is prohibited from notifying the data exporter and/or the data subject under the laws of the country of destination, the data importer agrees to use its best efforts to obtain a waiver of the prohibition, with a view to communicating as much information as possible, as soon as possible. The data importer agrees to document its best efforts in order to be able to demonstrate them on request of the data exporter. (c) Where permissible under the laws of the country of destination, the data importer agrees to provide the data exporter, at regular intervals for the duration of the contract, with as much relevant information as possible on the requests received (in particular, number of requests, type of data requested, requesting authority/ies, whether requests have been challenged and the outcome of such challenges, etc.). (d) The data importer agrees to preserve the information pursuant to paragraphs (a) to (c) for the duration of the contract and make it available to the competent supervisory authority on request. (e) Paragraphs (a) to (c) are without prejudice to the obligation of the data importer pursuant to Clause 14(e) and Clause 16 to inform the data exporter promptly where it is unable to comply with these Clauses. 15.2 Review of legality and data minimisation (a) The data importer agrees to review the legality of the request for disclosure, in particular whether it remains within the powers granted to the requesting public authority, and to challenge the request if, after careful assessment, it concludes that there are reasonable grounds to consider that the request is unlawful under the laws of the country of destination, applicable obligations under international law and principles of international comity. The data importer shall, under the same conditions, pursue possibilities of appeal. When challenging a request, the data importer shall seek interim measures with a view to suspending the effects of the request until the competent judicial authority has decided on its merits. It shall not disclose the personal data requested until required to do so under the applicable procedural rules. These requirements are without prejudice to the obligations of the data importer under Clause 14(e). FLUXX | COUNTY OF HAWAI’I 70 (b) The data importer agrees to document its legal assessment and any challenge to the request for disclosure and, to the extent permissible under the laws of the country of destination, make the documentation available to the data exporter. It shall also make it available to the competent supervisory authority on request. (c) The data importer agrees to provide the minimum amount of information permissible when responding to a request for disclosure, based on a reasonable interpretation of the request. SECTION IV – FINAL PROVISIONS CLAUSE 16 Non-compliance with the Clauses and termination (a) The data importer shall promptly inform the data exporter if it is unable to comply with these Clauses, for whatever reason. (b) In the event that the data importer is in breach of these Clauses or unable to comply with these Clauses, the data exporter shall suspend the transfer of personal data to the data importer until compliance is again ensured or the contract is terminated. This is without prejudice to Clause 14(f). (c) The data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses, where: (i) the data exporter has suspended the transfer of personal data to the data importer pursuant to paragraph (b) and compliance with these Clauses is not restored within a reasonable time and in any event within one month of suspension; (ii) the data importer is in substantial or persistent breach of these Clauses; or (iii) the data importer fails to comply with a binding decision of a competent court or supervisory authority regarding its obligations under these Clauses. In these cases, it shall inform the competent supervisory authority of such non-compliance. Where the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties have agreed otherwise. (d) Personal data that has been transferred prior to the termination of the contract pursuant to paragraph (c) shall at the choice of the data exporter immediately be returned to the data exporter or deleted in its entirety. The same shall apply to any copies of the data. The data importer shall certify the deletion of the data to the data exporter. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit the return or deletion of the transferred personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process the data to the extent and for as long as required under that local law. (e) Either Party may revoke its agreement to be bound by these Clauses where (i) the European Commission adopts a decision pursuant to Article 45(3) of Regulation (EU) 2016/679 that covers the transfer of personal data to which these Clauses apply; or (ii) Regulation (EU) 2016/679 becomes part of the legal framework of the country to which the personal data is transferred. This is FLUXX | COUNTY OF HAWAI’I 71 without prejudice to other obligations applying to the processing in question under Regulation (EU) 2016/679. CLAUSE 17 Governing law These Clauses shall be governed by the law of one of the EU Member States, provided such law allows for third-party beneficiary rights. The Parties agree that this shall be the law of the Republic of Ireland. CLAUSE 18 Choice of forum and jurisdiction (a) Any dispute arising from these Clauses shall be resolved by the courts of an EU Member State. (b) The Parties agree that those shall be the courts of Ireland. (c) A data subject may also bring legal proceedings against the data exporter and/or data importer before the courts of the Member State in which he/she has his/her habitual residence. (d) The Parties agree to submit themselves to the jurisdiction of such courts. APPENDIX ANNEX I A. LIST OF PARTIES Data exporter(s): [Identity and contact details of the data exporter(s) and, where applicable, of its/their data protection officer and/or representative in the European Union] 1. Name: … Address: … Contact person's name, position and contact details: … Activities relevant to the data transferred under these Clauses: … Signature and date: … Signature: _______________________ Date: ______________ Data importer(s): [Identity and contact details of the data importer(s), including any contact person with responsibility for data protection] 1. Name: Fluxx Labs, Inc. Address: … Contact person's name, position and contact details: … FLUXX | COUNTY OF HAWAI’I 72 Activities relevant to the data transferred under these Clauses: Provision of Services as defined by the Agreement. Signature: _______________________ Date: ______________ Role (controller/processor): Processor B. DESCRIPTION OF TRANSFER Categories of data subjects whose personal data is transferred Registered users of Customer. Categories of personal data transferred Name, email addresses, addresses, phone numbers, financial information, and other categories of Personal Data provided by Customer.Sensitive data transferred (if applicable) and applied restrictions or safeguards that fully take into consideration the nature of the data and the risks involved, such as for instance strict purpose limitation, access restrictions (including access only for staff having followed specialised training), keeping a record of access to the data, restrictions for onward transfers or additional security measures. None.The frequency of the transfer (e.g. whether the data is transferred on a one-off or continuous basis). Ongoing.Nature of the processing Provision of Services as defined by the Agreement.Purpose(s) of the data transfer and further processing To authenticate an authorized user, create an account, and grant the user access to and use of the Services; to assess usage and secure the Services; and to provide technical and customer support.The period for which the personal data will be retained, or, if that is not possible, the criteria used to determine that period Personal Data will be retained for the Term of the Agreement.For transfers to (sub-) processors, also specify subject matter, nature and duration of the processing As described in Annex III. ANNEX II TECHNICAL AND ORGANISATIONAL MEASURES INCLUDING TECHNICAL AND ORGANISATIONAL MEASURES TO ENSURE THE SECURITY OF THE DATA 1. FRAMEWORK The Data Importer has put in place a variety of technical and organisational security measures to protect Personal Data which are implemented and managed by the data privacy and information security leaders in the Data Importer. 2. POLICIES The Data Importer is subject to data security requirements set forth in its policies, procedures, standards and guidelines that define various aspects of required protection for personal data, including (data importer to tick as appropriate): ● Information Security Policy; FLUXX | COUNTY OF HAWAI’I 73 ● Computer and Network Security Policy; ● Data Classification Policy; ● Document Management Policy; and ● IT Infrastructure Physical Security Policy. 3. STAFF EDUCATION, TRAINING AND RESPONSIBILITIES The Data Importer provides data privacy and information security education for all relevant employees upon hire and at least annually so that they understand their responsibilities for safeguarding Personal Data. 4. INCIDENT MANAGEMENT The Data Importer maintains documented: ● Business Continuity, ● Disaster Recovery, and, ● Incident Response policies and procedures to respond to, and document responses to, relevant disruptions and events. The Data Importer performs testing of these procedures and provides education to relevant staff at least annually. 5. USER ACCESS TO INFORMATION SYSTEMS The Data Importer maintains: ● password-based, ● badge-based, and/or ● multi-factor authentication mechanisms for access to all sensitive data, systems, or physical assets. The Data Importer employs role-based access controls and grants the least privilege necessary for job function. 6. PHYSICAL ACCESS CONTROL The Data Importer maintains badge-based and role-based physical access controls for all offices and data center locations that house sensitive information. The Data Importer maintains role-based access controls and full-disk encryption on portable IT assets such as laptops. 7. IT SYSTEM SECURITY It is the Data Importer’s policy that business units implement various controls, processes and standards for safeguarding IT systems, which may include: ● controls for the prevention, detection and removal of malicious code, including malware, using approved automated and manual monitoring solutions and countermeasures; FLUXX | COUNTY OF HAWAI’I 74 ● processes for identification of technical vulnerabilities and resolution where identified; ● minimum security requirements in network services agreements; ● standards for audit trails / logs that record system administrator activity, significant exceptions and information security events; ● processes for monitoring key systems for potentially unusual or suspicious activity and investigating exceptions; ● processes for the timely reporting of information security events or suspected security weaknesses and the development and execution of corrective action plans; ● system access controls that include user authentication, use of unique identifiers (user ID) and, for remote access, two-factor authentication; and ● procedures to control the installation of software on operational systems. 8. DATA LEAKAGE/MEDIA HANDLING/CRYPTOGRAPHIC CONTROLS The Data Importer maintains: ● a Data Classification Policy which defines acceptable use and required protection mechanisms for various types of sensitive data. The Data Importer employs: ● data encryption, ● role-based access controls, ● network segmentation via firewalls, ● log/event monitoring, and ● automated 24/7 incident alerting to minimize the risk of data leakage. 9. THIRD PARTY SERVICE PROVIDERS The Data Importer vets all third-party service providers to ensure that the processing of data by such providers meets the Data Importer’s Company security guidelines. Third party service providers are subject to agreements governing the handling and processing of personal data on behalf of the Data Importer. 10. STORAGE OF PERSONAL DATA Personal Data is to be kept only for as long as is necessary in accordance with the Data Importer’s Data Policy and relevant local laws and regulations. 11. DISPOSAL OF PERSONAL DATA When Personal Data is no longer required for business, legal or regulatory obligations, the Data Importer securely destroys the data. Hard-copy materials are destroyed by: cross-cut shredding, pulping, incineration or FLUXX | COUNTY OF HAWAI’I 75 other methods with reasonable assurance that the material cannot be reconstructed. Sensitive data on electronic media must be rendered unrecoverable (e.g., via a secure wipe program in accordance with industry-accepted standards for secure deletion, or by physically destroying the media). ANNEX III LIST OF SUB-PROCESSORS EXPLANATORY NOTE: This Annex must be completed in case of the specific authorization of sub-processors (Clause 9(a), Option 1). The controller has authorised the use of the following sub-processors: Vendor Name Address Contact Person Name Contact Person Position Contact Details Airbrake 98 San Jacinto Blvd, Suite 1300, Austin, TX 78701 Stuart Moore Sales Engineer sales@airbrake.io AWS* 410 Terry Avenue N, Seattle, WA 98109 United States Scott Lawson Senior Account Executive & Team Lead lawss@amazon.com Domo 772 East Utah Valley Drive, American Fork, UT 84003 Chris Sink Chris.Sink@domo.com Google* (Gsuite) 1600 Amphitheatre Parkway Mountain View, CA 94043 Kim Horwitz Customer Success Manager Khorwitz@rippling.com Microsoft* Azure 1 Microsoft Way. Redmond WA 98052-6399 Support https://support.microsoft.com/enus/topic/contact-microsoft-azuresupport-2315e669-8b1f-4 93b-5 1-d88a8736ffe4 Pendo 418 South Dawson Street Raleigh, NC 27601 Brian Coules Corporate Account Executive brian.coules@pendo.io FLUXX | COUNTY OF HAWAI’I 76 RackSpace 1 Fanatical Pl. City of Windcrest San Antonio, TX 78218 Rapid7 Logentries (JLizard Ltd.), Dogpatch Labs, 35 Barrow St., Dublin, Ireland Workato 215 Castro St, Ste. 300, Mountain View CA 94041 Richy Mulcahy Embedded Customer Success Manager richy.mulcahy@workato.com Zipdev 3111 Camino del Río N San Diego, CA 92108 Daniel Altenburg Co-Founder dra@zipdev.com *Customer acknowledges and agrees that certain Subprocessors provide services only pursuant to such Subprocessor’s standard terms and conditions without negotiation and that such standard agreement(s) are hereby deemed to meet the privacy, confidentiality, security and data protection obligations required by this DPA. FLUXX | COUNTY OF HAWAI’I 77 Your Fluxx Contact: Chuck Wert Sr. Account Executive Phone: +1 281.253.3736 Email: chuck.wert@fluxxlabs.com Bid Zip RFP #4514/GrantAnalyst.com LLC_865996/TabulationByVendor_RFP#4514_orgId_865996.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: GrantAnalyst.com LLC Page of 1 1 General Comments: General Attachments: Hawaii County_ ZoomGrants_RFP4514-Response.pdf.pdf Bid Zip RFP #4514/GrantAnalyst.com LLC_865996/Hawaii County_ ZoomGrants_RFP4514-Response.pdf.pdf Electronic Grant-Making Management and Reporting, RFP No. 4514 County of Hawai’i Department of Research and Development Proposal by: GrantAnalyst.com LLC dba ZoomGrants™ 44 Cook St., Suite 100 Denver, CO 80206 Representatives: Jennifer Yost, Customer Relationship Specialist (866) 323-5404 ext. 117 jennifer.yost@ ZoomGrants.com Geoff Hamilton, Founder & CEO (866) 323-5404 geoff.hamilton@ZoomGrants.com 0 Letter of Transmittal January 24, 2024 County of Hawai’i Department of Research and Development Electronic Grant-Making Management and Reporting, RFP No. 4514 As a leader in web-based application and grant application management systems, ZoomGrants™ offers an easy solution that allows grant-making organizations to quickly implement online grant applications. ZoomGrants™ also provides access to grant management tools specifically built to facilitate and organize every step of the grant management lifecycle. The technology was developed to help save valuable financial resources while also being able to implement a streamlined, environmentally friendly, and socially sustainable way to manage and disburse grants. ZoomGrants™’ mission is to provide responsive technology and customer service, to in turn promote efficiency and support our customers and the work that you do. Our mission serves as a valuable common goal with the state and local governments, non-profits, private foundations, educational institutions, and corporations that we work with across the country. ZoomGrants™ is a Commercial Off the Shelf software solution that provides all of the infrastructure, software, programming, documentation, materials, products, tools, training materials, personnel, technical knowledge, and project management skills necessary to implement a Grant Management Software solution in a cloud-hosted environment. ZoomGrants™ is a subscription to a web-based (Internet) platform with no hardware to purchase, install or download. Unlimited virtual training and support are included in a ZoomGrants™ subscription. The attached proposal is intended to provide information about the scope of work and pricing for a one-year ZoomGrants™ subscription and five (5) RFP(s)/Program(s). Pricing can be adjusted to reflect the actual number of programs needing to be purchased. Prices quoted within are valid for 90 days from the date above and represent a lump sum cost for the entire scope of work described. All virtual technical support for administrators, reviewers, applicants, and collaborators is included in a ZoomGrants™ Annual Subscription Please let me know if you have any questions, and I look forward to the opportunity to work with you. Sincerely, Jennifer Yost Customer Relationship Specialist GrantAnalyst.com LLC dba ZoomGrants™ 44 Cook St., Suite 100 Denver, CO 80206 (866) 323-5404 ext. 117 Jennifer.Yost@ ZoomGrants.com www. ZoomGrants.com 1 Table of Contents I. Executive Summary 3 II. Company Background 4 A. Experience and Organizational Capacity 4 1. Contact Information 4 2. Offeror’s Organization 4 3. Jurisdiction of Organization 4 4. Offeror’s Experience 4 B. Past Performance (References) 5 III. Technical Specifications and Functional Requirements 6 A. Mandatory 7 B. Desired System Features 8 IV. Implementation, Project Management, Training and On-Going Support 26 A. Plan, Strategies and Methodology 26 B. Service Description 27 C. Implementation Plan 28 D. Implementation Service and Ongoing Support 30 E. Identify & Resolve Challenges 30 F. Key Personnel 31 G. Acceptance Testing 33 H. Training 34 V. System Reporting and Data Integration 37 VI. System Documentation 38 VII. Cost Proposal 38 VIII. License and On-Going Service and Support Agreement 42 A. License Agreement 42 B. On-Going Service and Support Agreement 42 1. Warranties 42 2. Coverage Times of Warranty 42 3. Escalation Support 42 4. Help Desk 43 5. Problem Resolution 43 6. Software Upgrades 43 7. Service Disruption Frequency 44 IX. Offeror Material and Additional Information 44 A. Terms of Use Agreement and Privacy Statement 45 B. Account Setup Instructions 51 C. Staff Resumes 54 2 I. Executive Summary ZoomGrants™ is pleased to participate in the County of Hawai’i Department of Research and Development Request for Proposal No. 4514 for Electronic Grant-Making Management and Reporting. We are fully prepared to enter into an agreement to provide web-based application and grant management technology upon your approval to use our services. ZoomGrants™ is a national leader in web-based application and grant application management software with a successful record of experience working within a variety of funding programs. ZoomGrants™ offers a Commercial-off-the-Shelf (COTS) solution that allows grant-making organizations to quickly implement online grant applications in the distribution of funding. ZoomGrants also provides access to grant management tools specifically built to facilitate and organize every step of the grant management cycle for administrators of programs. The technology was developed to help save valuable financial resources while also being able to implement a streamlined, environmentally friendly, and socially sustainable way to manage and disburse grants. ZoomGrants’ mission is to provide responsive technology and customer service, to in turn promote efficiency and support our customers and the work that you do. Our mission serves as a valuable common goal with the state and local government, private foundations, educational institutions, and corporations that we work with across the country. This proposal is intended to provide information and answers to frequently asked questions regarding the scope of work, ongoing maintenance and support offered by ZoomGrants™ website-hosted software-as-a-service (SaaS). It is also intended to provide clarification of the type of support provided to all ZoomGrants customers so that they understand how ZoomGrants technology will meet and exceed system requirements and expectations for their organization. All users must comply with the ZoomGrants Terms of Use Agreement and Privacy Statement listed on the ZoomGrants website. Since 2002, ZoomGrants™ has been assisting state and local government, private foundations and other non-profit organizations across the country with transferring their paper-based application and grant management processes into our efficient online system. Since we have former grant administrators on our team, we know how busy you are and hope we can help save you some time. ZoomGrants™ is pre-built for accepting, reviewing, scoring, managing, and awarding grant applications as well as managing post-award activities. The application, invoicing, reporting and management tools can be customized with specific language to streamline data collection and compliance monitoring processes for administrators of programs. Because ZoomGrants™ is a cloud-based (Internet) solution with no hardware to purchase, install or download, an account can be created and an application can be launched within the same day, if necessary. I hope the information provided within will help confirm that ours is the software solution that will best fit your needs. Thank you for this opportunity, and we look forward to the opportunity to work with you. 3 II. Company Background A. Experience and Organizational Capacity 1. Contact Information: The offeror shall provide the company name, business address, including headquarters and all local offices, and telephone numbers. The offeror shall provide the company web address. ZoomGrants™ is a Limited Liability Corporation, headquartered in Denver, Colorado with staff remotely located throughout the United States, including the states of Oregon, Colorado, Florida, Virginia, Kansas, Tennessee, and Pennsylvania. GrantAnalyst.com LLC dba ZoomGrants™ 44 Cook St., Suite 100 Denver, CO 80206 (866) 323-5404 www.zoomgrants.com 2. Offeror’s Organization: Offeror shall provide a description of the offeror’s organization, including names of principals, number of employees, client base, areas of specialization and expertise, and any other information that will assist the Evaluation Committee in formulating an opinion about the stability and strength of the organization. ZoomGrants™, launched in 2002 by our Founder and CEO Geoff Hamilton. ZoomGrants™ is headquartered in Denver, Colorado with 10 staff remotely located throughout the United States. ZoomGrants provides an easily implemented solution for state, county and city local governments that manage federal pass-through funding. ZoomGrants specializes in its ability to quickly launch applications to distribute federal pass-through funding such as grants provided from the U.S. Treasury, Department of Housing and Urban Development (HUD) Community Planning and Development (CPD) Programs and other federal, state, local grants and private grant funding sources. 3. Jurisdiction of Organization: The Offeror shall provide the name of the jurisdiction in which the offeror is organized and the data of such organization. ZoomGrants™ was organized in Denver Colorado in 2002. 4. Offeror’s Experience: Offeror shall provide a description of the depth of their experience implementing, installing, and supporting the proposed solution and an outline of the services they provide as part of this solution with a focus on systems installed for governmental entities similar in size to the County. ZoomGrants™ is a subscription to an internet-based platform with no hardware to purchase, install or download. ZoomGrants™ can be accessed on any internet-enabled device. No third-party applications or external plugins are necessary. ZoomGrants™ is a Commercial Off the Shelf software-as-a-service solution that provides all of the infrastructure, software, programming, documentation, materials, products, tools, transportation, training materials, 4 personnel, technical knowledge, and project management skills necessary to implement a Grant Management Software solution in a cloud-hosted environment. ZoomGrants™ has provided technology to and been a trusted advisor for communities across the country since 2002 and since that time has continued to increase staff numbers with those who have expanded experience managing federal, state and local grants. ZoomGrants™ was originally designed to increase efficiency and efficacy in HUD pass-through Entitlement Communities and Urban Counties and has been constantly improved ever since. The technology and user interface developed by ZoomGrants offers unique tools targeted directly to program managers who administer federal pass-through funding which must be in conformance with regulations found at 2 CFR Part 200. Our uniquely optimized reporting and post-funding management tools (i.e. checklists, tasks, monitoring, site visit tools, etc.) can be customized with specific language to streamline financial, reporting and other data collection processes to increase the ease of overall program management and administration. ZoomGrants is pre-built to be used for accepting, reviewing, managing, and awarding grant applications as well as managing post-decision activities such as disbursement tracking, monitoring, and reporting. ZoomGrants’ online grant management technology offers knowledgeable grant-focused training, consultation, and pre-built application content, with a strong focus on federal pass-through grants. ZoomGrants is already a trusted partner of numerous cities and counties across the country. ZoomGrants’ is proud to partner with of the following community development and grant associations: ● National Community Development Association (NCDA) www.ncda-online.org ● National County Community and Economic Development Association (NACCED) www.nacced.org ● Grant Professionals Association (GPA) https://grantprofessionals.org ● National Grants Management Association (NGMA) https://www.ngma.org/ Lastly, it should be worth reviewing in your list of experienced software options and is worth mentioning that ZoomGrants is one of the only vendors that is 100% owned, operated and supported in the United States . This is an important consideration when taking into account how and where your data will be stored, and how public funds will be invested in the software purchased. B. Past Performance (References) ZoomGrants™ is a trusted partner of governmental agencies, communities and organizations throughout the United States. ZoomGrants™ is used by organizations to manage programs in housing, community development and community aid, including but not limited to victim services and justice, community crime and safety, small business assistance, business facade improvements, rent/utility assistance, homeowner downpayment assistance, housing development, housing rehabilitation, homelessness, digital equity, transit, arts and culture, community event and placemaking, parks and recreation, and health education and research. ZoomGrants™ has partnered with small communities running one program a year and large cities with multiple departments administering 10+ programs a year. We have partnered with 5 counties, state agencies and foundations to assist in managing their application and grants funding. Organizations have used ZoomGrants™ to administer small programs with as few as 4 applications as well as large programs with thousands of applications such as for the Emergency Rental Assistance Program. Below is a list of a few references that may be contacted. If you would like to schedule a demo to learn more, please let me know, or you can Request a Demo online . ● City of Orlando: Sonia Carnaval , Division Manager Sonia.Carnaval@cityoforlando.net 407-246-2328 Customer Since: 2015 ● City of Miami: Roberto Tazoe, Assistance Director rtazoe@miamigov.com 305-635-2301 Customer Since: 2015 ● City of Trenton: Carlos Minacapelli, Grant Administrator- CDBG/ESG/HOME cminacapelli@trentonnj.org 609 989-3516 Customer Since: 2017 ● City of Toledo: Cody Brown, Manager of Development cody.brown@toledo.oh.gov 419-245-1452 Customer Since: 2017 ● Marion County (Florida): Cheryl Martin, Community Services Director Cheryl.martin@marioncountyfl.org 352-671-8770 Customer Since: 2017 III. Technical Specifications and Functional Requirements Application and Grant Management Features (https://www.ZoomGrants.com/overview/features/) ZoomGrants™ is full of powerful features to assist you in the full life cycle of your grantmaking and reporting process. When designing each RFP/Program the funding organization controls the content and decides which modules or features used during the entire lifecycle of a grant including the pre-application, application, reviewing/scoring, post-decision grant making process (including contracting, invoicing and reporting), and data management and reporting. Administrators are responsible for creating and setting up content within and administering programs via their ZoomGrants™ accounts. This includes selecting for each program the features and settings, inputting program content (questions, file requests, reports, etc.), and managing incoming applications. Administrators have full control over program content and settings in their ZoomGrants™ program. Administrators can select from a variety of question types, such as single line, paragraph, multiple choice, checkbox, and table style questions that include automatic calculations. Administrators can also supplement the questions with Section 6 Titles and a Branching Question feature that allow organizations to make further customizations to their application. Here is a partial list of some of the Application and Grant Management features used in the application, reviewing/scoring, contracting, post-decision grant making process and data management and reporting. All features listed exist within the software platform and do not require modification. A. Mandatory Requirements The County has defined the following mandatory requirements it considers essential for an optimal technology solution: 1. Hypertext Transfer Protocol Secure (HTTPS). All data is run over HTTPS using SSL. All pages and data transfers are encrypted using our Secure Socket Layer (SSL) certificate. 2. Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). ZoomGrants™ is compatible with Windows and Mac and y ou can log into your ZoomGrants™ account on any internet-enabled device with nearly any recent version of most browsers, including Firefox, Safari, Edge, and Chrome. 3. ADA Compliance: WCAG 2.0 levels A and AA. While there are certain elements which we can control to obtain compliance, other elements which can be customized by the administrator may create compliance issues. For example, because we do not control the content that users directly enter, we can't necessarily guarantee compliance in terms of readability, language, uploaded graphics, unusual words, abbreviations, etc. Similarly, if graphics, videos, color changes or text changes were added or made by the administrator, that could also affect the readability for viewers that would also inhibit our ability to comply. 4. Tech support is required during R&D’s normal operating hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. If users have any technical questions, they can search for a quick answer at ZoomGrants University (ZGU) by going to help. ZoomGrants.com . If there is a more complex issue at hand and additional help is needed, they can submit a ticket for technical assistance through ZGU, or they can contact Technical Support directly, Monday-Friday 8am – 5pm MST at 866.323.5404 ext. 2 . Administrators can contact adminquestions@ZoomGrants.com for direct assistance. Additionally, administrators may also contact the Customer Relationship staff assigned to their account for specific questions and one-on-one support needed to answer complex questions about the initial set-up of the programs in their account. 5. Ability to quickly exit the program at any point, auto saving an incomplete record. 7 ZoomGrants™ automatically saves progress of users when an answer is changed in a text field then clicked outside of that field or changes the selection in a radio button, checkbox, or dropdown (A favorite of applicants and for administrators in their post-decision grant management process). 6. Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. ZoomGrants™ is a subscription to an internet-based platform with no hardware to purchase, install or download. ZoomGrants™ can be accessed on any internet-enabled device with a web connection. Users are automatically logged out after a period of inactivity. ZoomGrants™ automatically saves progress of users when an answer is changed in a text field then clicked outside of that field or changes the selection in a radio button, checkbox, or dropdown. 7. The County will retain ownership of the data and it can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. Client data can be easily exported should they ever choose to discontinue the subscription with ZoomGrants™. If the contract ends, the administrator may extend its subscription to maintain access to the data on ZoomGrants™ servers or can work with ZoomGrants™ staff to export the data. Administrators can create custom ad hoc reports to .CSV and other printer-friendly formats. Use the .CSV file in external software to create merged documents. B. Desired System Features The desired solution provides a grant proposal submission portal, a proposal review portal, an award/contract management platform and document repository system, and a data collection, reporting, and analysis platform. 1.4.1 Grant Proposal Submission Portal 1. Proposed solution must provide an intuitive portal allowing prospective applicants the ability to easily view grant program descriptions, instructions, and requirements. ZoomGrants™ predominantly uses a tab system to set apart the different sections and features of the system. Click on each tab to access the content housed there. Many of the tabs have customizable labels, so admins can give each feature or section a title that makes sense to their users, rather than using our default labels. Users click directly on a tab to access the content in that tab. Applicants and collaborators can also use the Next and Previous buttons at the bottom of the tabs to move through the application tabs sequentially. Each application created is provided with an auto-generated identification number. This number links all the information together through the application’s entire lifecycle. Within an individual application, the user is able to view all the tabs, and features that have been set up for the program, and all the information associated with that application. Access to your programs is completely controlled by you. You may embed the application within your website and allow applicants to create and submit their applications without ever leaving your page, provide an “Apply” button on your website that will take applicants directing to the 8 application or provide the link to send applicants directly to the application (this link can be shared in an email or posted on your website). ZoomGrants™ does not post or link to your programs on our homepage, and our tech support staff are not authorized to share your links with applicants. Applicants must go through you or your website to access your programs. You may provide a single URL for the page that shows all of your organization’s open programs or provide individual URL for each specific RFP/Program. An applicant follows the link provided by you and will see a page where they can preview the application program descriptions, instructions, and requirements created by you. When the applicant clicks the “Apply” button they will be prompted to login or to create a new account. The page may look something like this: 2. Applicants will be able to save their progress on an application online before final submission. ZoomGrants™ automatically saves progress of users when an answer is changed in a text field then clicked outside of that field or change the selection in a radio button, checkbox, or dropdown (A favorite of applicants and for administrators in their post-decision grant management process). 3. Help desk or customer support for grant applicants. If users have any technical questions, they can search for a quick answer at ZoomGrants University (ZGU) by going to help.zoomgrants.com . ZGU divides the relevant articles into different “colleges” based upon the User type: Administrator, Applicant, Reviewer, and Collaborator. ZGU also offers a Search Bar to allow users to conduct a keyword search. If there is a more complex issue at hand and additional help is needed, they can submit a ticket for technical assistance through ZGU, or they can contact Technical Support directly, Monday-Friday 8am – 5pm MST at 866.323.5404 ext. 2 or 9 email questions@zoomgrants.com . Any program-related questions received will be deferred to the administrator. 4. The grant proposal format must be customizable to allow for a variety of R&D program needs and the system ideally includes an easy-to-use form builder with conditional logic and help prompts. Your user type determines how you will interact with the system. Y ou can use the Tiered Administrative (assigning Senior Administrator) User feature, if you desire, to limit administrators’ access to programs and functions. If you do not have any senior admins set in your account, all admin users will have equal access to everything. ● Senior Administrators have access to everything in the Administrator’s account, including the Account-level settings and all Program/RFP. ● Administrators (non-Senior) have access only to the programs to which a Senior Admin has given them access and the program setup for the assigned programs. They cannot delete administrative or committee users, add new programs, nor edit account-level Funding Sources. ● Assistant Administrators have access only to the programs to which a Senior Admin has given them access. They cannot delete administrative or committee users, add new programs, edit account-level Funding Sources, access program setup, nor create Internal Research Fields. Administrators are responsible for creating and setting up content within and administering programs via their ZoomGrants™ accounts. This includes selecting for each program the features and settings, inputting program content (questions, file requests, reports, etc.), and managing incoming applications. Administrators have full control over program content and settings in their ZoomGrants™ program. Administrators can select from a variety of question types, such as single line, paragraph, multiple choice, checkbox, and table style questions that include automatic calculations. Administrators can also supplement the questions with Section Titles and a Branching Question feature that allow organizations to make further customizations to their application. ZoomGrants™ offers a multitude of training and documentation for all users. The HELP link in all users’ accounts takes them to the ZoomGrants University page, which is an extensive knowledgebase that addresses the features and functions of ZoomGrants™; letting users learn about specific topics at their own pace. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. ZGU divides the relevant articles into different “colleges” based upon the User type: Administrator, Applicant, Reviewer, and Collaborator. ZGU also offers a Search Bar to allow users to conduct a keyword search. Example of Application Features: ● Custom Content /Tailored Questions – Your own diverse question types, unique character limits, branching logic. Question Types: ○ Single Line Questions : Text field – Enter text answers; 255-character limit with character counter ○ Multiple Choice Questions: Radio button – Select ONE item from a list of options. 10 ○ Checkbox Questions: Checkboxes – Select ONE OR MORE item(s) from a list of options. ○ Table-Style Questions : Stacked fields – Input numerical data; 10-character limit per box; Automatically totaled after the last line item in the question. ○ Paragraph Questions : Text field – Enter long text answers; Customizable character limit (up to 65000 characters, including spaces) with character counter; 3,000 characters is approximately one-page of text. ○ Character Counter - ZoomGrants allows admins to customize their programs with unique character limits on each paragraph-style answer box and sets standard character limits in other fields. In ZoomGrants, a character counts as anything that takes up space in a text field, including letters, numbers, symbols, spaces, and carriage returns . ● Pre-Application – Screen and pre-qualify all potential applicants to allow only those who meet your requirements to submit a full application. You can require the Pre-Application to be completed or allow applicants to submit their Pre-Application even if they have not answered all of the questions. If the requirement to complete a Pre-Application is set up it will apply to all applications that are created, regardless of whether an organization has already submitted one pre-application that has been approved in another application. As an administrator, you do have the ability to approve the pre-application portion of an application without the applicant submitting it. ● Application Questions - Administrators have full control over program content and settings in their ZoomGrants program. You decide how to pose the necessary questions and set up the requirements to get the data your organization needs to make solid decisions. Admins can select from a variety of question types and supplement the questions with Section Titles and a Branching Question feature that allow organizations to really make the applications their own. ● Automatically Check Application for Completion - Ensure that all questions presented in the application have been answered, and there is something uploaded in each “Required” document slot. If fields are incomplete, the system will provide a list, in red font, that indicates what is missing. If everything has been completed, the applicant will be able to enter their initials in the presented box and click the Submit Now button to officially submit the application. ● Applicant Budgets – Simple or complex budgets, including calculated columns and comparisons. ● Tables - A ‘lite’ version of a spreadsheet that can be used to capture workplans, complicated budgets, checklists, and more. You can add calculated columns and ope n up select columns for editing to provide reporting data alongside the data that they originally provided when they submitted the application. Each program can have up to five tables in the Tables tab. One Table can be used to collect data from applicants during post-decision reporting. ● Document Attachment Upload – Applicants and admins can upload various file types; uploads can be optional or required as well as trigger an email to the Administrator that a document has been uploaded. Administrators can ask applicants to upload or link an unlimited number of files. Administrators can also provide a template for applicants to 11 download, fill out, then upload to their Pre-Application, Application (via Documents Tab), Report, or Invoice. Individual uploaded files are limited to 4MB in size. If larger, break the file into several files or consider providing a link to the file instead. Administrators have the ability to upload administrative documents and tie them to applications. Administrative documents are a great way to store documents related to an application so that all of the files are accessible alongside the application itself. Each application has a separate administrative documents section in the Documents tab, and you can use it any way you want to. Each document can be made internally viewable (among the Administrators), viewable to the applicant who owns the application, or viewable to all applicants in that program. ● Accept a Late, Emailed/Hardcopy, or Special Application - Sometimes, applicants need special attention. They might need a deadline extension or they might need the program to be re-opened entirely. Sometimes, applicants need to submit an emailed or hardcopy of an application that an admin then needs to input into the system. And, occasionally, there are those agencies that aren’t required to submit a full application at all. As an admin, you can accommodate all of these cases. ● Open an Application for Editing - If an applicant needs to update a submitted application or complete and submit an application after the deadline, a program administrator can “unlock” or open that application for editing. ● Multiple Applications Allowed - You can allow an unlimited number of applications or you can limit the number (1-9) of applications that can be submitted by each applicant account. ● Automatically Lock Submitted Applications - You can choose to automatically lock submitted applications or allow applicants to make changes until the close date. ● Submission Confirmation Text - Add custom text to be displayed in the body of the Pre-Application Submission Confirmation (if applicable) and the Application Submission Confirmation sent to applicants as soon as they submit those components. If you don’t add any custom text, applicants will receive messages with the standard ZoomGrants™ confirmation text only. 5. Customizable budget forms with budget tabulation available. The Budget tab features two pre-built, basic tables and a narrative field to capture simple budget data from applicants. Admins can choose which sections to set up and use. ● Applicant Budgets – Simple or complex budgets, including calculated columns and comparisons. Decide whether you want applicants to be able to edit the Item Descriptions/line items within the budget tables. There are four standard features available in the Budget tab. As an admin, you can choose which features to use and how you’d like to set them up. ○ Section 1: Smaller Table has up to 10 line items and up to five columns for applicant data entry and up to five calculated columns can be added to present calculated data. 12 ○ Section 2: Larger table has up to 20 line items and is great for capturing funding uses. As with section 1, there are up to five columns available for applicant data entry, and up to five Calculated Columns can be added to present calculated data. ○ Budget Total Comparisons: These two fields can be used to compare the totals from any column in either of the budget tables – including the columns of applicant data and the calculated columns. This feature is especially helpful if applicants are required to have a certain percent match, or if the totals of columns from the two tables need to match. The system can do the calculation for you and present the results to administrators and reviewers right there within the application. ○ Budget Narrative: This feature presents a paragraph-style text field to the applicants in which they can provide a narrative response, according to whatever instructions you provide. ● Funding Source - The funding source is added to the account and once it is assigned to the program, the funds are awarded to individual applications. Allows administrators from the funding organization the ability to accept invoices from approved and funded applicants, including the tracking of expenses and reconciliation of payments to applicants. ● Contract Budget – This is part of the Funding Source Feature and w hen the feature is turned on’, administrators input the official awarded budget, adjust the requested amount to the actual awarded amount for each line item; update the budget as often as necessary after the initial grant award. ● Contract Budget Adjustment Request - T his is part of the Funding Source Feature and allow grantees to submit budget revision requests (which then are reviewed and approved by Administrator staff). ● Tables - A ‘lite’ version of a spreadsheet that can be used to capture workplans, complicated budgets, checklists, and more. You can add calculated columns and ope n up select columns for editing to provide reporting data alongside the data that they originally provided when they submitted the application. Each program can have up to five tables in the Tables tab. One Table can be used to collect data from applicants during post-decision reporting; great for collecting unique goals, anticipated outcomes with the application and at post-decision the actual outputs. 6. Allows for submission of additional documentation in Word, Excel, PDF, and image formats. Document Attachment Upload – The system uploads attached documents to the server and stores a link to that uploaded file in the database. Documents can be uploaded by the applicant using the Pre-Application, Document, Invoice and Reporting Tabs. Supported file extensions are:.DOC, .XLS, .XLSM, .DOCX, .XLSX, .TXT, .RTF, .WPS,.SXW, .ODT, .TAB, .CSV, .WKS, .SXC, .ODS, .PPT,.PPTX, .PPS, .SXI, .ODP, .PDF, .GIF, .JPG, .PNG,.MW, .WAV, .AIF, .MP3, .MP4, .MID, .MPG, .MOV,.WMV, .RM, .JPEG, .SHP, .SHX, .DBF, .KML, .KMZ,.TIF, .TIFF. 13 7. The agreement must allow at least 25 different annual funding programs with up to 500 applicants per program. Applications Per Program – Each program can accept up to 500 applications, at base pricing, and can be opened and closed to accept additional applications as often as needed for up to 365 days. After that, the program can be used for review or post-decision purposes indefinitely (so long as the account subscription is maintained). Funding Source - Track multiple funding sources, from multiple funding years across the entire account, to programs and to each application. The funding source is added to the account and once it is assigned to the program, the funds are awarded to individual applications. The ZoomGrants™ Financial feature within the Program allows administrators from the funding organization the ability to accept invoices from approved and funded applicants, including the tracking of expenses and reconciliation of payments to applicants. 1.4.2 Proposal Review Portal 1. The program should include permission levels for scoring access. Reviewer access to programs and the applications within them is customizable for each program and can be as open or restricted as necessary. Admins decide who has access to what and when. The Scoring feature allows committee members (reviewers and administrators assigned to the program) to score each application based on criteria put forth by the administrator. For each application, reviewers submit their own sets of scores based on the Committee Scoring Questions, while administrators collaborate on a single set of Administrative Scoring Questions. If the Scoring feature is turned on, assigned reviewers and administrators can start scoring applications as soon as they are submitted, even before the deadline. Tools include: Trial balance, scoring reports, comments, private notes, discussions, funding recommendations, Review Committee Scores and Administrator Scores. Assigned Review – reviewers see and review all applications or only the assigned applications to be reviewed by individual reviewers or committee groups. Choose to hide applicant contact info and application titles from reviewers. 2. Unlimited number of reviewers. A subscription can accommodate unlimited administrators and reviewers within the account and up to 50 administrators can be assigned to each program within. 3. Reviewers have a streamlined interface allowing easy side-by-side viewing of the application materials and review reporting portal. Reviewer Accounts are created and managed by Administrators and invite the Reviewers to the assigned programs. Upon login Reviewers will see a list of all Programs they have access to review. Within the assigned Program the Reviewers will access the Application Tab and click on the name of the application they would like to review. Once the application is opened, the Reviewer will click the Review Tools button to access the scoring features that have been setup by the administrator. 14 Side-By-Side Viewing – ZoomGrants gives you a side-by-side view of the scoring questions and the submitted application. This allows you to view the application and score the application on the same screen! ● Screen A: Committee Scoring Questions The questions that you will need to score for each application. To score a question, simply click on the dropdown menu and choose a score for each question. 15 ● Screen B: Submitted Application: Navigate through the submitted application. 4. The portal accommodates customized scoring rubrics for different programs. Administrators are responsible for selecting for each program the features and settings, inputting scoring content, and managing the reviewing process. Administrators have full control over program content and settings in their ZoomGrants™ program. Review Tools - Once the application is opened, the Reviewer will click the Review Tools button to access the scoring features that have been set up by the program administrator. ● Review Scoring Questions – Each reviewer submits their own set of scores based on the Committee Scoring Questions. Administrators collaborate on a single set of Administrative Scoring Questions. 16 ● Scores plus Comments – Allows reviewers to justify their scores by typing their comments (in 250 characters or fewer) into small text boxes under each scoring question. ● Track Conflict of Interest - Reviewers can indicate whether or not they have a conflict of interest on each application. ● Private Notes & Committee Discussion - Allows reviewers and admins to keep their own private notes on each application. These are not visible to other users or to the applicants. The Discussion allows the committee to maintain a discussion thread on each application. ● Voting and funding recommendations – Allow reviewers to vote on and/or make recommended funding amounts on applications they are assigned to review. Additional Reviewer/Scoring features include: ● Debate/Enter Trial Decision - test out combinations of approvals and funding recommendations. ● Scoring Report – a synthesis of the scores, votes, and recommendations of the Committee. Look at the scores on a program-level to monitor reviewers’ progress and as a tool for finalizing decisions. For administration this provides a synthesis of the scores, votes, and recommendations of the Committee. Reviewers have access to the Scoring Report, in which they can see an overview of their own scores but not the scores of others. Committee Chairs can view the committee averages and totals in the Scoring Report. ● Alert Administrator When Reviews Are Completed – Sends an email to a specific administrator whenever a reviewer finishes scoring an application or updates the scores on a scored application. 1.4.3 Award Management Platform and Document Repository 1. Post award follow-up workflow options. When designing each RFP/Program the funding organization controls the content and decides which modules or features used during the entire lifecycle of a grant. As the review period comes to a close, administrators input trial and/or official decisions to denote which applications will be approved or declined. Official decisions allow admins to indicate which applications have been officially selected and which have not. They control applicant access to post-decision features such as Reporting, Invoices and Payments, and Contracts; only applicants whose applications have been approved and who have been ‘notified’ will be able to access the post-decision features that the admin has turned on and set up. Official decisions are only made visible to the applicant when the admin decides to officially ‘notify’ them. Until then, they are internal-only. If you choose to approve an application, be sure 17 to also add an award amount (if applicable). ZoomGrants does NOT send out an automatic email notification when an official decision is selected or show that decision in applications not marked ‘notified‘. Commonly Used Post Award Features for use with Applicants include: ● Contracts – Create a boilerplate template that is copied into the application and auto-populated with select data fields unique to the application and then manually modified to suit the specific relationship between that applicant and your organization. The contract is generated using a basic template that is copied into the application then manually modified to suit the specific relationship between that applicant and your organization. ● Electronic Signature/Certifica tions - ZoomGrants™ capture electronic signatures/Certifications that include the entered text as well as the email address, name, and IP address of the logged-in user. The invoice feature allows for a Certification. The Contract feature allows for a Bulk Template contract to be populated with unique contract text to be set up on each approved application. Once the contract text is finalized and made visible to the applicant in that application, the contract is digitally signed by an administrator and up to two applicant or collaborator users. The digital signatures include the signature text entered by the signer along with their IP address and the timestamp of the signature. Once all parties have signed, the contract text cannot be altered. ● Invoices & Payments – applicants create and submit invoices. When the Financial feature is turned ‘on’, applicants can create and submit invoices as soon as their applications are marked officially approved and ‘notified’ of the decision. They complete the applicant sections, including answering any questions that the administrator posed on the invoice template and satisfying any document requests that the administrator 18 requested. After it’s submitted, an administrator completes the administrator fields, including changing the status of the invoice, adding payments, etc. Additionally, the answers to Internal Research fields can be used to customize the invoice template to include information to process payments. Some of our clients use this to include account numbers or contract numbers required to process applicant payments through their organization’s Accounts Payable system. Able to track status of invoices as awarded, Pending/Submitted, Approved, Paid. ● Reporting – progress reporting with multiple periods and unique deadlines, track. When the Reporting feature is turned ‘on’, applicants can create and submit progress reports as soon as their applications are marked officially approved, ‘notified’ of the decision and report due dates are inputted. The Goal Tracking feature allows you to keep track of progress in reference to numeric goals set by the administrator. Automatic Notification Reminders sent to applicants ahead of the due date and one-click bulk email to only those applicants with overdue reports. Admin can update the due date or mark as not required for individual applicant report. One Table from the Application can be used to collect data from applicants with the Reporting feature. ● Contract Budget – When the feature is turned ‘on’, administrator input the official awarded budget, adjust the requested amount to the actual awarded amount for each line item; update the budget as often as necessary after the initial grant award. ● Contract Budget Adjustment Request - allow grantees to submit budget revision requests (which then are reviewed and approved by Administrator staff). 2. The proposed system includes push notification capabilities. Reporting – Automatic Notification Reminders sent to applicants ahead of the due date and one-click bulk email to only those applicants with overdue reports. 3. Relationship management tools for use in communication with grantees over the term of the award agreement. ZoomGrants™ provides a variety of features to send notifications. Before the program goes live, administrators can add custom text to be displayed in the body of the Pre-Application Submission Confirmation (if applicable) and the Application Submission Confirmation sent to applicants as soon as they submit those components. If the administrator does not add any custom text, applicants will receive messages with the standard ZoomGrants™ confirmation text only. The Activity Log in each application automatically keeps a time- and date-stamped record of significant activities in that application.The Activity Log can be used to manually track activity requests and completions on the admin and applicant sides, as well as manually flag applications that require an action by either party (admin or Applicant). If set to be viewable by the applicant, requesting an Action to be completed by the applicant will send an email to the contact associated with the application. During the review stage of the application Administrators and committee chairs (if turned on) can pose follow up questions to specific applicants via the Extra tab in each application. The 19 admin or committee chair adds a question in that tab, then alerts the applicant to the presence of the follow-up question via the Activity Log or and email sent to that applicant. Administrators can send emails to custom groups or individual applicants at any time. You can also create up to 10 message templates to use throughout the life of your program, and you can edit or update them at any time. 4. Document audit trail. Within each Program, ZoomGrants™ provides an Activity Log and an Audit Log to track activities in the application and program. ● Activity Log - in each application keeps track of the major activities in that application. The Activity Log can also be used to manually track activity requests and completions on the admin and applicant sides, as well as manually flag applications that require an action by either party. Requesting an Action will also send an email to the contact associated with the application. ● Audit Log - Maintain a detailed log of activities in certain fields in the application, including answers to individual questions and budget entries and updates to major application settings. The Audit Log captures date and time stamps, IP address, username, and various details of each event. 5. No fund management system required. The County’s accounting system will continue to manage all financial activities. ZoomGrants™ provides for collection of Invoices (Requests for Reimbursement) from applicants and all associated backup documentation requested by the Admin. ZoomGrants™ does not replace the County’s accounting system. Invoices & Payments – applicants create and submit invoices. When the Financial feature is turned ‘on’, applicants can create and submit invoices as soon as their applications are marked officially approved and ‘notified’ of the decision. They complete the applicant sections, including answering any questions that the administrator posed on the invoice template and satisfying any document requests that the administrator requested. After it’s submitted, an administrator completes the administrator fields, including changing the status of the invoice, adding payments, etc. Additionally, the answers to Internal Research fields can be used to customize the invoice template to auto-populate information onto the invoice to assist in process payments. Some of our clients use this to include account numbers or contract numbers required to process applicant payments through their organization’s Accounts Payable system. Able to track status of invoices as awarded, Pending/Submitted, Approved, Paid. 1.4.4 Data Collection and Reporting System 1. Cloud-based document repository available to all R&D staff members. Each Program provides for a Library to provide quick access to documents, links, and files for applicant reference. 20 The system uploads attached documents to the server and stores a link to that uploaded file in the database. The annual subscription provides for 10GB maximum document storage capacity for the account and is for the duration of the contract. Documents for older programs can be archived or additional storage capacity can be provided for an additional fee. Applicants and admins can upload various file types; uploads can be optional or required as well as trigger an email to the Administrator that a document has been uploaded. Administrators can ask applicants to upload or link an unlimited number of files. Administrators can also provide a template for applicants to download, fill out, then upload to their Pre-Application, Application (via Documents Tab), Report, or Invoice. Administrators have the ability to upload administrative documents and tie them to applications. Administrative documents are a great way to store documents related to an application so that all of the files are accessible alongside the application itself. Each application has a separate administrative documents section in the Documents tab, and you can use it any way you want to. Each document can be made internally viewable (among the Administrators), viewable to the applicant who owns the application, or viewable to all applicants in that program. 2. Data visualization and impact reporting capabilities. ZoomGrants™ provides a variety of mechanisms to view impact reports and visualization of data. The following is an example of some of the features and tools available. Administrator Program Dashboard – Customized views, live program activity data, application status snapshot, financial snapshot, Custom Status, Assigned Tasks. Financial Dashboard - The Financial Tab within the Program Dashboard shows an overview of all the invoices, payments, and deposits for an entire program. See all Pending, Approved and Paid Invoices in one easy to view dashboard. Within the Financial Report, click on a status (Pending, Approved, Declined) or a section in the stacked bar chart to view a list of the Invoices, Payments, or Deposits with that status. Click the Add Deposit button to add more money to the 21 funding pot for the program. Click the Show Ledger button to view a chronological list of all the Invoices and Deposits for the entire program. Application List Dashboard - Provides a filtered applications list to make it easy to view categorized sets of submitted and incomplete applications. Reporting Dashboard - Administrators can view the status of all Applicant Reports from the Reporting Dashboard which provides a color-coded overview of Reports for a program – green Reports have been submitted, red Reports are overdue, and grey Reports are not yet due. Late Reports are marked by the word Late. You can also see the Reports’ default due dates (at the top of each column), the custom due dates (in each box), and which Reports have been marked as ‘not required’. Use the Send Email to Selected button to send a general email to specific Applicants or use the Send Email to All Overdue to send an email to just those Applicants with overdue Reports. Goal Tracking within Applicant Post-Decision Reporting – The Goal Tracking feature allows you to keep track of progress in reference to numeric goals set by the administrator. One Table 22 from the Application can be used to collect data from applicants with the Reporting feature; this is used often to collect projected outcome measurements from applicants during the application phase and the actual accomplishment during the reporting phase. Reporting Feature/Data Tab - The ZoomGrants™ reporting engine is a custom written tool. Along with customized reports that can be generated by administrative users using data fields they have created, ZoomGrants™ provides access to standard reports. Admins can also use the data tab to export data in printer-friendly formats, as a .CSV, or even as a public-facing link. These customized reports can be generated by administrative users using filters, compiled program data provided by ZoomGrants, and data fields the administrator has created under the ‘Data’ tab in each program: ● Data Export – Create custom ad hoc reports to .CSV and other printer-friendly formats. Use the .CSV file in external software to create merged documents. Save dynamic reports for future use. ● Data Tab - Custom Reports - The Data tab is the place for reviewers and administrators to create ad hoc reports by selecting the desired fields to use in the application review and management process; print, save, or share . ● Standard Report s - ZoomGrants™ provides access to the following standard reports: Full Applications, All Document Attachment Upload, Contact Fields, Application Settings, Official Decision Reports, IRS Report, UEI Report, Raw Scores Votes & Comments, Conflict Report, Invoice Payment Summary, Invoicing Reports, Payment Reports, Contract Signatures, etc. Checklists/Tasks – Build up to 10 custom task checklists for tracking compliance and to assign tasks. Assign individual tasks to Admin Users to complete. Assigned Tasks will appear on the assigned Admin Program Dashboard. Checklist Templates can be created to copy to each application. Current customers use this feature for compliance monitoring activities, risk 23 assessment questions, case management notes, task assignments to Admin, Close-out Checklist, and case management notes. Internal Research Questions (Custom Fields) - Create custom fields/questions/categorization codes for admins to answer to assist in grant management, searching, tracking and reporting. Can be used as a data field when creating custom program-wide reports. Custom Status - allows administrators to group applications together into Admin predetermined categories. Create up to six custom statuses to assign to applications, use to quickly filter applications via the Dashboard, Application Lists, and Scoring Report as well as to run Custom Reports. Can be used as a data field when creating custom program-wide reports. 3. Document generation. PDF Generator – designed to streamline the document creation process for administrative users. This tool empowers administrators to generate PDF documents directly within ZoomGrants, offering a convenient and efficient solution for creating tailored documents for applicants. With the added capability to include merge fields from applications, the PDF Generator enhances the customization and personalization of generated documents. Data Export – Use the .CSV file in external software to create merged documents. 4. Ability to upload previous years’ grant and contract data and reports to the centralized repository. ZoomGrants™ provides for inputting and importing of Historical Data & External Program Data. ZoomGrants™ can be used to capture legacy or historical data, including reporting and invoices from approved applications that have balances from previous years. The complexity of importing legacy or historic data depends on how you want to capture the applications; what data elements or information you'll need; the amount of data to be captured; if you want to track funding across all of the applications within the program(s); and how you would like to handle the data entry. One way to import historic data is to use the Applicant History feature within ZoomGrants™. The Applicant History page for each applicant automatically displays the applications previously submitted by that applicant. By default, it contains all other applications submitted to you by that applicant in ZoomGrants™ and can also be loaded with information from other years and non-ZoomGrants™ programs. This is the section where you can enter the applications submitted by an applicant outside of (or perhaps before) ZoomGrants™. Click the ‘Add Entry’ button to create a new entry. Each entry can contain the RFP/Program Title, Application Title, Date, Decision, Amount, and a Summary Description. This feature is typically only accessed in a normal ZoomGrants™ program, within each application that is submitted by an organization via their own Applicant account. This same process applies if you need to capture more extensive legacy data from previous program years. The applicants will still need to create an application or record in the system in order to be able to submit invoices for that application. The administrator would have to create an application in order to accept that historic data, and each applicant would need to create an account that they can use to initially submit and later re-access the application. Each unique organization would need to have an account set up, and each application with a holding balance 24 that you're looking to enter into the system would need to be created, submitted, and approved. (If an organization has multiple applications, the same account can be used to submit all of them.) The best option from a system standpoint is to recruit your applicants to do the bulk of the data entry. With a bulk of records, it becomes beneficial to ask the applicants to play a role in the process, particularly because it has the added benefit of getting them set up with ZoomGrants™ accounts that they can use to submit applications for your new programs later. Applicants are thus able to get familiar with the system, and reduce the amount of administrator’s time doing data entry. In this scenario there is a minor risk of the applicants entering data incorrectly (as is the case even accepting applications during a normal application process). However, since you are entering the award amounts on the admin side, and the ZG version of the application on the applicant side is minimal, there is little that could be input wrong. Additionally, we can add you as a collaborator on each application, which means that you could edit the application titles to ensure that they match your other records, if necessary. Alternatively, the admin can create an account and application on behalf of the applicant, using the applicants email address and contact information and then transfer the account credentials to the applicant who would then change the password. In summary, the process to import legacy data and the application created to house that historic data could be simple, or more complex, and can be held within its own program in your account, or as part of a branching question within another RFP/Program created within your account. In either scenario, the Applicant would need to initiate an applicant record and enter a title, their organization information and the answer to at least one question under the Application Questions tab before they would be able to build historic grant data under that applicant record. After the application or new applicant record is submitted/created, you would be able to “approve” them, input the official award amounts, and add whatever other historic data to each record created using the Internal Research questions and other tools and features available within your account. 5. All data can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. You have full access to your account and are able to download, at any time, your program data and documents so long as the subscription is mai ntained . The ZoomGrants™ reporting engine is a custom written tool. Along with customized reports that can be generated by administrative users using data fields they have created, ZoomGrants™ provides access to standard reports. Admins can also use the data tab to export data in printer-friendly formats, as a .CSV, or even as a public-facing link. These customized reports can be generated by administrative users using filters, compiled program data provided by ZoomGrants, and data fields the administrator has created under the ‘Data’ tab in each program . Please note that some of the Standard Reports are only available in the Programs that used those features specifically: Invoice, Payment, Contract Signature and Reporting Questions. ● All Document Attachment: provides a Zip file for all documents for each application, separated into folders and labeled by the Applicant ID number. 25 ● Download PDF Versions of the Applications: You can download a PDF version of All the applications in one step for each Program from the Application Tab or individually for each application for each Program. Common Standard Exports to quickly download datasets in .CSV format include: ● Full Application : All Application Question content, Budget information, Activity Log, etc. (does not include document attachments or data from the Tables tab) from submitted applications. ● Contact Fields : Application Title, Organization Name, Applicant Contact information, Executive Director/CEO Contact Information, Additional Contacts, Official and Trial Decisions, etc. from submitted applications, Proposal ID, Pre-Screening. ● Raw Scores, Votes & Comments : Scores, Votes, & Comments from your Committee. Additionally, there are several standard reports that can be viewed online and exported to an Excel file, including: ● Official Decisions Report : Program Title, Organization Name, Application Title Applicant Email, Request Amount, Date Submitted, Official Decision, Official Amount Decision, Viewable to Applicant, ZoomGrants Application ID No., ZoomGrants Recipid Number ● Conflict Report : Reviewer conflict statements. ● Invoice/Payment Reports : Invoice Payment Summary, Invoice Reports, Payment Reports. IV. Implementation, Project Management, Training and On-Going Support A. Plan, Strategies and Methodology: Offerors shall provide a narrative discussion of the conceptual plan, strategies, and methodologies of the proposed system and/or software. Offerors are encouraged to offer creative alternatives. ZoomGrants™ is a web-based system, and is open for use 24/7 to Administrators, Applicants, and Reviewers. ZoomGrants™ is compatible with Windows and Mac and y ou can log into your ZoomGrants™ account on any internet-enabled device with nearly any recent version of most browsers, including Firefox, Safari, Edge, and Chrome. ZoomGrants™ makes it easy to administer programs. After initial account setup the common process for each Program/RFP has three phases or periods for implementation: ● Application Phase: Set up the application – supplement our standard questions (applicant name, application title, amount requested, etc.) by adding personalized Pre-Application Questions, Application Questions, Budgets, Tables, and Document Requests – then test the application and receive submittals. ● Review Phase: Choose the review settings, set up your Committee, create your Scoring Questions, and complete your meetings to determine which applicants to select. 26 ● Post-Decision Phase: Set up the Reports, Invoices, and Payments, and Contracts, then notify the applicants of your Official Decisions to allow those whose applications were approved to access those features. ZoomGrants™ predominantly uses a tab system to set apart the different sections and features of the system. Click on each tab to access the content housed there. Many of the tabs have customizable labels, so admins can give each feature or section a title that makes sense to their users, rather than using our default labels. Users click directly on a tab to access the content in that tab. Applicants and collaborators can also use the Next and Previous buttons at the bottom of the tabs to move through the application tabs sequentially. Because ZoomGrants™ is a subscription-based, already built system, users can create their account and go live with their programs within the same day if called upon. Typical time to build, test and launch a program takes about 2 weeks for most users, but is contingent on the complexity of the application and whether templates are used or if there are existing application materials to build from. ZoomGrants™’ experienced staff can also build your application and grant program more quickly using your existing program materials. No additional purchased or installed software or hardware is necessary for the website-hosted system. Upon their initial login, users set up a three-question security profile. In the event that they forget their password, they must answer each question correctly before they can reset their password. If an administrator or committee member has forgotten their User ID, another administrator can look it up or reset it for them. If an applicant has forgotten their User ID, an administrator can refer to one of their applications to find the information, or the user can contact the ZoomGrants™ tech support desk for assistance. As a Commercial Off The Shelf system, ZoomGrants™ is not able to provide certain levels of customization for individual clients, or such requested customizations must be evaluated for applicability and potential impact to other users of our system. ZoomGrants™ offers a multitude of training and documentation for all users. The HELP link in all users’ accounts takes them to the ZoomGrants University page, which is an extensive knowledgebase that addresses the features and functions of ZoomGrants™; letting users learn about specific topics at their own pace. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. ZG Technical Support may be reached M-F 8am – 5pm MST by emailing: questions@zoomgrants.com or calling 866.323.5404 ext. 2. (Holiday schedules may apply.) B. Service Description: Offerors shall provide a narrative discussion of services to be provided by the offeror, either directly or indirectly through affiliated offices and/or otherwise. Particular attention should be given to those services and special expertise that are unique to your organization. ZoomGrants shall furnish all labor, supervision, equipment, tools, parts and materials, as necessary, to maintain the software-as-a-service. Included services will be direct support from trained staff on the setup of customized solutions for each covered program, as well as Technical Support and virtual training for all users as needed to navigate and use our online application and grant management software. 27 ZoomGrants™ is a Commercial Off the Shelf software as a service solution that provides all of the infrastructure, software, programming, documentation, materials, products, tools, training materials, personnel, technical knowledge, and project management skills necessary to implement a Grant Management Software solution in a cloud-hosted environment. ZoomGrants™ is a subscription to a web-based (Internet) platform with no hardware to purchase, install or download. Each application created is provided with an auto-generated identification number. This number links all the information together through the application’s entire lifecycle. Within an individual application, the user is able to view all the tabs, and features that have been set up for the program, and all the information associated with that application. ZoomGrants™ provides a HELP link in all users’ accounts which takes them to the ZoomGrants University (ZGU) page ( https://help. ZoomGrants.com/ ), which is an extensive knowledgebase that addresses the features and functions of ZoomGrants™. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. ZGU divides the relevant articles into different “colleges” based upon the User type: Administrator, Applicant, Reviewer, and Collaborator. ZGU also offers a Search Bar to allow users to conduct a keyword search. Links to relevant articles can be incorporated into any City produced document distributed to potential applicants. Unlimited virtual training and support are included in a ZoomGrants™ annual subscription. Qualified ZoomGrants™ Project Management staff will assist staff in developing their program(s) online and will provide ongoing support as needed throughout the duration of the subscription. In person training is an Optional Add-On service for an additional fee. ZoomGrants™ is full of powerful features to assist you in the full life cycle of grantmaking and reporting processes. When designing each RFP/Program the funding organization controls the content and decides which modules or features used during the entire lifecycle of a grant including the pre-application, application, reviewing/scoring, post-decision grant making process (including contracting, invoicing and reporting), and data management and reporting. C. Implementation Plan: Offerors shall provide a narrative description of implementation plan upon award of contract, and a plan for project management through hand over of the system and/or software. County staff utilizing ZoomGrants will have prompt access to our experienced and trained support staff as specified in the agreed upon contract and especially during the initial implementation year. Upon agreement to use our services through the initial Account Setup process, which takes about ten minutes, the ZoomGrants team will begin the onboarding process. This process includes the creation of the ZoomGrants account and the handoff of administrative credentials with supporting documentation/guides to the point of contact and assisting with program setup. Upon receiving the account credentials, administrators will have full and complete access to create and customize scholarship and grant programs within their account, even prior to receipt of payment (though programs typically must be paid or released under a grace period to begin accepting applications). ZoomGrants will submit a company invoice through QuickBooks upon creation of the ZoomGrants account and RFPs/Programs within. 28 Accounts can be created and RFPs/programs can be launched in ZoomGrants the same day in emergency situations to launch grant program applications online quickly. Average setup time for the application is two weeks, depending on urgency. Remaining tools and features can be set up as they are needed during the grant cycle, helping to flatten the learning curve and set up only those tools that you need, when you need them. While Administrators are primarily responsible for setting up content within and administering their programs via their ZoomGrants accounts, we offer unlimited technical assistance to help users navigate the system during the initial year, and as needed to help train new staff and provide ongoing technical assistance. Administrators have the power to select program settings, input program content (questions, document requests, reports, etc.), and manage incoming applications. Program-specific questions from applicants or reviewers must of course be answered by the administrator. Many of our clients prefer a phased approach when launching their programs. Phase1: Setting up the content of the Pre-Application (optional) and Application questions. Phase 2: Once the application has opened to accept applications setting up the Review/Scoring section. Phase 3: Setting up the Report and Invoice, Contract, and Checklist section of the program. Other clients prefer to have the Program fully set up prior to launching the program to accept applications. The system is quite intuitive, and new ZoomGrants™ users benefit from an initial one-on-one onboarding session with ZoomGrants™ staff who have grant management experience to assist with the setup of their programs. This initial onboarding session is approximately 90 minutes, but follow-up meetings are available as needed. The purpose of the initial onboarding session is to provide administrators an introduction to ZoomGrants™, including the different types of User Accounts, an overview of the features, and how to setup programs within the account. Administrators are responsible for creating and setting up content within and administering their programs via their ZoomGrants™ accounts. This includes selecting program settings, inputting program content (questions, file requests, reports, etc.), and managing incoming applications. Administrators have full control over program content and settings in their ZoomGrants™ program. Administrators can select from a variety of question types, such as single line, paragraph, multiple choice, checkbox, and table style questions that include automatic calculations. Administrators can also supplement the questions with Section Titles and a Branching Question feature that allow organizations to make further customizations to their application. Immediately prior to the go-live period, Administrator staff can work with the ZoomGrants™ team to finalize any questions regarding the development of their program. It is strongly encouraged the Administrator staff to test the Applicant Experience by submitting test applications prior to the launch date of the application. The ZoomGrants™ team will provide feedback and recommendations prior to launch. No on-site presence is required for the go-live period. Once an Administrator has created and finalized the application content, including questions, program information, document requests, tables and budget setup the application can be published to go-live and start accepting applications. Access to your programs is completely controlled by you. ZoomGrants™ does not post or link to your programs on our homepage, and our tech support staff are not authorized to share your links with applicants. Applicants must go through you or your website to access your programs. You may provide a single URL for the page that shows all of your organization’s open programs or provide individual URL for each specific program. You may embed the application within your website and allow applicants to 29 create and submit their applications without ever leaving your page, provide an “Apply” button on your website that will take applicants directing to the application or provide the link to send applicants directly to the application (this link can be shared in an email or posted on your website). Throughout the entire process, any content or program-specific-process questions from applicants must be answered by the administrator. All technical or system-related questions can be sent directly to the ZoomGrants™ tech support desk, where ZoomGrants™ staff will address the inquiries. D. Implementation Service and Ongoing Support: Offerors shall describe the services that are available to ensure successful implementation and ongoing utilization of the products and services proposed by the offeror such as publicizing the system to customers, organizing support infrastructure and processes, consulting on content set-up and management, etc. Qualified Project Managers will assist your organization staff in building out their program(s) online and will provide ongoing support as needed throughout the duration of the subscription. The ZoomGrants onboarding team is available to facilitate and assist administrators with questions and the setup of the programs through email communication, phone calls and screen sharing. ZoomGrants™ offers a multitude of training and documentation for all users. The HELP link in all users’ accounts takes them to the ZoomGrants University page, which is an extensive knowledgebase that addresses the features and functions of ZoomGrants™. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. Additionally, we can facilitate administrator onboarding training sessions as needed through the annual grant process via screen-sharing and conference calls. Additionally, we can help lead applicant or reviewer training sessions via calls, screen-sharing, or, if requested, in person training (Optional Add-On for an additional fee). The ZoomGrants™ support team also offers regional training workshops and other opportunities to provide ongoing training for new and existing administrative users. E. Identify & Resolve Challenges: Offerors shall include the steps that will be undertaken to identify and resolve any issues or problems before, during, and after the implementation. County staff utilizing ZoomGrants will have prompt access to our experienced and trained support staff as specified in the agreed upon contract. If users have any technical questions, they can search for a quick answer at ZoomGrants University (ZGU) by going to help.zoomgrants.com . If there is a more complex issue at hand and additional help is needed, they can submit a ticket for technical assistance through ZGU, or they can contact Technical Support directly, Monday-Friday 8am – 5pm MST at 866.323.5404 ext. 2 or email questions@zoomgrants.com . Administrators can contact adminquestions@zoomgrants.com for direct assistance. Any program-related questions received will be deferred to the administrator. Additionally, administrators may also contact the Customer Relationship staff assigned to their account for specific questions and one-on-one support needed to answer complex questions about the initial set-up of the programs in their account. 30 The ZoomGrants support team handles all inbound technical inquiries from all users, including admin users, applicants, and committee members. Any code-related issues are escalated internally and resolved by the ZoomGrants team. Response time to calls and emails received during operating hours can be expected to be less than 2 hours, on average. Often response times can be much quicker depending on current call volume, complexity of the issue at hand and/or time of day which it was received. Most inquiries received through ZoomGrants Technical Support are resolved within the same day, or within 48 hours. Calls and emails received after hours or over the weekend will be attended to as soon as possible, with urgent inquiries being addressed first. ZoomGrants utilizes multiple layers of protection for recognizing attack vectors and either immediately blocking the request and IP or immediately notifying someone of the finding (if it is a less critical finding). When system issues are addressed and a fix is uploaded, the fixed version is available to all active users via page refresh. If the bug affected a specific group of users, they are contacted either via the tech support desk or via the administering organization (depending on the preference of the admin). The ZoomGrants online application management system is updated and revised often, with new features and fixes being rolled out and available for use the very next time users log in. Because the system is online, there is no need for new versions to be downloaded – users access the latest edition each time they log in. F. Key Personnel: Offerors shall provide resumes and experience narratives for key personnel who will be working with the County for the implementation and ongoing support services to be provided by the offeror, if awarded the contract. The experience narratives should include relationship with the offeror, including job title and years of employment with the offeror, role to be played in connection with the proposal, relevant certifications, and experience. The ZoomGrants™ sales, onboarding, and support staff have a combined 30+ years of grant management experience and another 30+ years of technical software experience, with a specific emphasis in federal pass-through and state grants. This experience results in excellent communication skills with all ZoomGrants™ users (administrators and applicants), as the ZoomGrants™ staff is able to clearly understand the goals, needs, and requirements for federal- and state-funded programs and communicate clearly with all involved parties on how to best utilize the software to meet the agency’s needs. ZoomGrants™ staff provides fast, friendly communication and is readily available to assist administrators when needed. ZG Bios: Key Staff Jennifer Yost Customer Relationship Specialist 2022 – Present Norfolk, VA Education: Knox College, B.A. in Political Science Jennifer joined the ZoomGrants™ team in 2022 with over 22 years of experience implementing and monitoring federal and state compliance and providing support to a variety of social service organizations, housing, and community development projects assisted with funding from local, state, and federal sources (including State of California Homeless Emergency Aid Program 31 (HEAP), U.S. Department of Housing and Urban Development [CDBG, HOME, ESG, HOPWA, COC, YHDP, and NSP], U.S. Department of Treasury and U.S. Department of Health and Human Services). Jennifer’s previous roles in State, County and City government and non-profit organizations as well as a former ZoomGrants™ Administrator and Applicant gives her a unique perspective and experience in assisting with program implementation. Jennifer assists ZoomGrants™ customers with designing and streamlining grant management capabilities within ZoomGrants™ to effectively gather the data necessary for documenting need, compliance and reporting to funders and local official as well as provide other useful tools intended to assist grantees in carrying out their mission while maintaining federal and state regulatory compliance. Lauren Silver Customer Relationship Manager 2016 – Present Manzanita, OR Education: Oregon State University, B.S. in Housing Studies Lauren joined the ZoomGrants™ team in 2016 with over 12 years of experience monitoring federal compliance and providing support to a variety of social service organizations and community development projects assisted with federal grant funds provided through the U.S. Department of Housing and Urban Development (HUD). Currently assists ZoomGrants™ customers with developing better application processes and streamlining grant management capabilities within ZoomGrants™ to effectively gather data for the preparation of community planning and reporting documents and help develop policy and procedure manuals and provide other useful tools intended to assist grantees in carrying out their mission while maintaining federal regulatory compliance. Vanessa Mastropola Customer Relationship Specialist 2022 – Present Fort Myers, FL Education: University of Arizona, Master’s Degree of Business Administration| Florida Gulf Coast University, B.S. in Business (Concentration in Resort & Hospitality Management) Vanessa joined the ZoomGrants™ team in June of 2022 transitioning from the healthcare industry where she worked as a legal senior advocate for a leading cancer and infectious disease laboratory. Vanessa has now taken on the responsibility of a customer relationship specialist to assist in pursuing existing sales leads, actively seek out and engage new customer prospects, and onboard new clients. Additional responsibilities of Vanessa’s include providing ongoing administrator support as needed, leading demos, onboarding sessions, training, and providing recommendations for general program design and consultation to clients to ensure the success of their programs. Madi Kennedy Customer Relationship Specialist 2022 – Present Pittsburgh, PA Education: Penn State, B.S. in Earth Sciences; Minor: Geosciences Madi joined the ZoomGrants™ team in 2022 with one year of experience working for the Lake of the Ozarks Council of Local Governments in Missouri, where she worked on projects like 32 Regional Transportation Plans, Hazard Mitigation Plans and demographic profiles. Currently assists the ZoomGrants™ sales team with demos, trainings, onboarding and program building with customers to develop better application processes and streamline grant management capabilities within ZoomGrants™. Dylan Griggs Customer Support Specialist 2017 – Present Monument, CO Education: Colorado State University, BS: Health and Exercise Science; Minor: Business Administration Dylan Griggs serves as a first point of contact for ZoomGrants™ customers with technical related questions and acts as the liaison between ZoomGrants™ customers and the Development Team. Additionally, Dylan assists in the setup and implementation of customer’s programs that are captured in ZoomGrants, as well as provides technical trainings for ZoomGrants administrators and applicants. Dylan assists the CEO, Director of Marketing, and Sales Team with special projects. Jordan Kurtz Customer Support Specialist 2019 – Present Denver, CO Education: Colorado State University, BA: Journalism & Technical Communications Jordan Kurtz also serves as a first point of contact for ZoomGrants™ customers with technical related questions. He acts as the primary applicant support specialist by fielding troubleshooting requests from past, current, and future recipients. Additionally, Jordan assists in the multimedia content creation for ZoomGrants™ training and ZGU material. David Hamilton Technical Services Specialist 2020– Present Colorado Springs, CO Education: University of California at Los Angeles, BS: Cybernetics with Specialization in Computing Studies David brings over 25 years of technical experience in fields such as systems administration, database administration, and network engineering to the tech support team at ZoomGrants™. He provides technical services and support via server and database related activities, including custom reporting, troubleshooting, testing, and direct customer support. G. Acceptance Testing: Offerors shall describe the acceptance testing process for the implementation and operations of the proposed system and/or software. The plan should document the acceptance testing approach, resources and/or tools that may be used to validate the functions and features of the proposed solution. Include an example test plan that is representative of the structure, content, and level of detail planned for the proposed implementation. The plan shall individually address each system component that comprises the proposed solution, approach for load testing, and number of people to be involved in testing. 33 Administrators are responsible for creating and setting up content within and administering their programs via their ZoomGrants™ accounts. This includes selecting program settings, inputting program content (questions, file requests, reports, etc.), and managing incoming applications. Administrators have full control over program content and settings in their ZoomGrants™ program. Many of our clients prefer a phased approach when launching their programs. Phase1: Setting up the content of the Pre-Application (optional) and Application questions. Phase 2: Once the application has opened to accept applications setting up the Review/Scoring section. Phase 3: Setting up the Report and Invoice, Contract, and Checklist section of the program. Other clients prefer to have the Program fully set up prior to launching the program to accept applications. Immediately prior to the go-live period, Administrator staff can work with the ZoomGrants™ team to finalize any questions regarding the development of their program. It is strongly encouraged the Administrator staff to test the Applicant Experience by submitting test applications prior to the launch date of the application. The ZoomGrants™ team will provide feedback and recommendations prior to launch. No on-site presence is required for the go-live period. Administrator staff is encouraged to use the test applications to also review the Review/Scoring and Post-Decision phase. Once an Administrator has created and finalized the application content, including questions, program information, document requests, tables and budget setup the application can be published to go-live and start accepting applications. Access to your programs is completely controlled by you. ZoomGrants™ does not post or link to your programs on our homepage, and our tech support staff are not authorized to share your links with applicants. Applicants must go through you or your website to access your programs. You may provide a single URL for the page that shows all of your organization’s open programs or provide individual URL for each specific program. You may embed the application within your website and allow applicants to create and submit their applications without ever leaving your page, provide an “Apply” button on your website that will take applicants directing to the application or provide the link to send applicants directly to the application (this link can be shared in an email or posted on your website). H. Training: Offerors must provide a description of training for power users, technical administrators, and general users of the system. The description must include how the offeror will work with the County to determine training needs and tailor the curriculum; the methods by which training will be provided; and what kind of training will be provided at what stage/phase of the project as well as follow-up training after implementation. ZoomGrants provides virtual training and technical assistance throughout the implementation phase as well as facilitates ongoing support as may be needed during the term of the contract. Unlimited virtual training and support are included in a ZoomGrants™ annual subscription. Qualified ZoomGrants™ Project Management staff will assist staff in developing their program(s) online and will provide ongoing support as needed throughout the duration of the subscription. The time commitment needed for Administrators in the learning curve is minimal. The system is quite intuitive, and new ZoomGrants™ users may benefit from an initial one-on-one onboarding session with ZoomGrants™ staff who have grant management experience to assist with the 34 setup of their programs. This initial onboarding session is approximately 90 minutes, but follow-up meetings are available if needed. The purpose of the initial onboarding session is to provide administrators an introduction to ZoomGrants™, including the different types of User Accounts, an overview of the features, and how to set up programs within the account. In addition to the initial one-on-one onboarding session, ZoomGrants™ offers a multitude of training and documentation for all users. The HELP link in all users’ accounts takes them to the ZoomGrants™ University (ZGU) page (http://help.ZoomGrants.com/), which is an extensive knowledgebase that addresses the features and functions of ZoomGrants™; letting users learn about specific topics at their own pace. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. ZGU divides the relevant articles into different “colleges” based upon the User type: Administrator, Applicant, Reviewer, and Collaborator. ZGU also offers a Search Bar to allow users to conduct a keyword search. Additionally, we can facilitate administrator onboarding training sessions as needed through the annual grant process via screen-sharing and conference calls. We can also help lead applicant or reviewer training via calls, screen-sharing, or, if requested, in person (for an additional fee). User Type Accounts The ZoomGrants™ system provides an easy way for organizations to receive and manage applications online. In ZoomGrants™, there are several user account types, and tiers, levels, or permissions of access within each type. Your user type determines how you will interact with the system. Applicants create their own account, and the administrator provides a link to potential applicants to access, create and submit one or multiple applications. Once the initial administrator account is created, any other administrative or committee account can be created by another administrator. All users are required to login with their own User ID and password, giving them access only to the information that they are authorized to access. Once logged in, they are automatically logged out after a period of inactivity. Upon their initial login, users set up a three-question security profile. ZoomGrants™ users are able to reset the password associated with their account. From the log-in page the user will follow the steps to recover their password. If their email address is associated with a ZoomGrants™ account, they will receive an email with instructions to reset their ZoomGrants™ Password. Additionally, if an administrator or committee member has forgotten their User ID, another administrator can look it up or reset it for them. If an applicant has forgotten their User ID, an administrator can refer to one of their applications to find the information, or the user can contact the ZoomGrants™ tech support desk for assistance. ● Administrators : Y ou can use the Tiered Administrative User feature, if you desire, to limit administrators’ access to programs and functions. If you do not have any senior admins set in your account, all admin users will have equal access to everything. ● Senior Administrators have access to everything in the Administrator’s account. ● Administrators (non-Senior) have access only to the programs to which a Senior Admin has given them access and the program setup for the assigned programs. They cannot delete administrative or committee users, add new programs, nor edit account-level Funding Sources. 35 ● Assistant Administrators have access only to the programs to which a Senior Admin has given them access. They cannot delete administrative or committee users, add new programs, edit account-level Funding Sources, access program setup, nor create Internal Research Fields. ● Committee Members/Reviewers have access only to the programs to which they have been assigned by an administrator. Administrators can further restrict reviewer access by assigning them to review specific applications and blocking their ability to see other applications within that program. Individual document request slots can also be hidden from reviewers. ○ Committee Chair , if selected, review and score application as normal Committee members but they can also edit Trail Decision and Amounts, send group emails to Applicants, enter answers to Internal Research Questions, send Extra Questions via the Activity Log, view the committee averages and totals in the Scoring Report. ● Applicants, be it an organization or individual person, should have a single applicant account. Applicants create their own account, and that account is owned, controlled, and accessed via one email address and password and is tied to a specific organization or individual. Applicants can only see the applications that they have created in addition to any to which they have been invited as collaborators (see below). The applicant “owns” an application in that it is accessible in their account and they are the only user that can archive, delete, or submit the application as well as control collaborator access to it. To use ZoomGrants to submit applications, an applicant needs a computer, internet access, and a valid email address. ZoomGrants™ provides an Account Home/Dashboard that applicants can use to quickly check their submitted applications’ status, update the Account Profile, and change their password. If their application is approved and your organization requested invoices and reports within ZoomGrants™, they will use the same account to log in to submit those components. ○ Applicant Information Fields - The Organization and Applicant Information fields (applicant name, organization name, contact information, etc.) is tied to the applicant’s account. When they update the information in those fields in ANY application in their account, that change is instantly reflected in ALL applications in their account. You will not be able to use these fields to capture data that is unique to a specific application, since any changes made in one application will change the data in all other applications owned by that applicant. ○ Invoice and Report Confirmation - Applicants can confirm submission of Invoices and Reports on their My Account Home Page. Successful submissions will replace the ‘Submit’ button with the timestamp (in Pacific time) of when it was submitted. ● Collaborators are invited by the applicant and can only see the applications on which they have been invited to collaborate. They can only work in the section(s) to which the applicant has provided them with edit access. Until an application has been submitted and approved, the applicant will only be able to provide Editing Access to the application. If an application is approved and the applicant is asked to submit reports or 36 invoices or to sign contracts, the application owner may need to update the collaborator access or invite new collaborators to complete those tasks. V. System Reporting and Data Integration Currently, ZoomGrants™ does not have a direct API integration with other performance and reporting systems. Although ZoomGrants™ does provide in-depth financial and reporting features that allow easy downloading of ZoomGrants™ data (.CSV data tables) that can be transferred into other systems. The Data tab is the place for reviewers and administrators to create ad hoc reports to use in the application review and management process. Admins can also use the data tab to export data in printer-friendly formats, as a .CSV, or even as a public-facing link. These customized reports can be generated by administrative users using filters, compiled program data provided by ZoomGrants, and data fields the administrator has created under the ‘ Data ’ tab in each program: ZoomGrants also provides access to the following standard reports: Full Applications, All Document Attachments, Contact Fields, Application Settings, Official Decision Reports, IRS Report, UEI Report, Raw Scores Votes & Comments, Conflict Report, Invoice Payment Summary, Invoicing Reports, Payment Reports, Contract Signatures – and many more, including custom data reports generated by ZoomGrants staff when they are needed. Additionally, our ZoomGrants Development team offers upon request customized exports at the account level to monitor and compile data across multiple or all programs. 37 VI. System Documentation All users must comply with the ZoomGrants Terms of Use Agreement and Privacy Statement listed on the ZoomGrants website. Upon receiving notice of award of the RFP, ZoomGrants™ staff will provide Account Setup Instructions, which takes about ten minutes. In lieu of providing User Manuals, ZoomGrants™ provides a HELP link in all users’ accounts which takes them to the ZoomGrants University (ZGU) page (http://help. ZoomGrants.com/), which is an extensive knowledge base that addresses the features and functions of ZoomGrants™. It includes answers to FAQs and information on troubleshooting for each user type, available and searchable 24/7. ZGU divides the relevant articles into different “colleges” based upon the User type: Administrator, Applicant, Reviewer, and Collaborator. ZGU also offers a Search Bar to allow users to conduct a keyword search. Links to relevant articles can be incorporated into any produced document distributed to potential applicants. VII. Cost Proposal ZoomGrants™ is a subscription to an internet-based platform with no hardware to purchase, install or download. ZoomGrants™ can be accessed on any internet-enabled device. No third-party applications or external plugins are necessary. ZoomGrants™ is a Commercial Off the Shelf software-as-a-service solution that provides all of the infrastructure, software, programming, documentation, materials, products, tools, transportation, training materials, personnel, technical knowledge, and project management skills necessary to implement a Grant Management Software solution in a cloud-hosted environment. ZoomGrants™ pricing is based on an annual account subscription and the number of unique grant and scholarship programs you offer each year. Below is a description of standard ZoomGrants™ pricing, which may be adjusted based on the number of programs to be purchased, if optional add-ons are requested, or if signing a 3- or 5-year contract. There are three categories of payments for all organizations using ZoomGrants™ to receive applications: 1. Annual Subscription 2. Program/RFP Fees 3. Activation Fee (one-time only) Annual Subscription Your organization’s annual subscription covers your access to ZoomGrants™ and its tools and functionality. This also includes unlimited users within the account, all virtual training, all technical support for administrators, reviewers, applicants, and collaborators and access to accept up to 500 applications to an open program for 365 days (at base pricing). The annual subscription to ZoomGrants™ provides access to the organization’s ZoomGrants™ account, and individual programs (also referred to as RFA’s, RFP’s, NOFAs, etc.). A subscription can accommodate unlimited administrators and reviewers within the account and up to 50 administrators can be assigned to each program within. 38 Program/RFP Fees We call them “programs” or “RFPs”. You may call them “funding opportunities”, “RFAs”, or “What We Do Every April”. By any name, these are what you use to capture the applications and, later in the process, the reports and invoices. When you pay for a program, it gives you the ability to: ● Have up to 50 administrators assigned to it. ● Receive up to 500 applications for a full 365 day period after the first open date. An additional fee is required to accept up to an additional 500 applications. ● Open and close the program to accept additional applications as often as needed for up to 365 days. ● Manage post-application activities ( reviewing , awarding , contracting , reporting , etc.) for as long as you maintain your ZoomGrants™ annual subscription. This means you could open a program on March 1, receive applications until you close the program on April 30, and then open and close it again as many times as you want until February 28 of the next year (or February 29 during leap years – bonus day!). After that, you can take as long as you need to review the applications and make your decisions, and then you can receive invoices and up to 24 reports from your approved applicants in perpetuity (as long as you maintain your ZoomGrants™ annual subscription). Rolling Deadline? If you run a program with a rolling deadline, you can continue to use the same ZoomGrants™ program to capture applications for multiple years – simply pay the program fee for the next year. Activation Fee This is a one-time fee for new customers that covers the cost of basic onboarding and setup. Duration Prices quoted are valid for the duration of the contract. Subscription payments will be made annually, and programs purchased will be paid in full prior to receiving applications. Any applicable taxes and fees will be added, where required by law. ZoomGrants™ also offer a 5% discount for a 3-year contract commitment, or a 10% discount with a 5-year contract commitment. Discounts are applied annually to the Subtotal and excludes the activation fee and deducted from the annual Subscription cost. Annual extensions to the subscription are billed 60 days prior to expiration. Additional programs may be purchased at any time at the per-program fees quoted below for the contract duration, with no additional activation or subscription fees. The Base Pricing is intended to provide information about the scope of work and pricing for a one-year ZoomGrants™ subscription and one (1) RFPs/Programs. Prices quoted within are valid for 90 days from submission and represent a lump sum cost for the entire scope of work described. 39 Cost Proposal based upon Addenda Question 31: 5-10 grant programs per year Base Pricing – Effective May 1, 2023 ZoomGrants™ Subscription (paid annually) Price Per Year Year(s) $5,000 $5,000 $5,000 1 Per-Program Fee Price per Program $3,500 Program(s) per Year 5 Programs 10 Programs $17,500 $35,000 Account Activation (one time only) $1,000 $1,000 *Total price quoted is for up to 500 applications created per program,10GB maximum document storage capacity for the account and is for the duration of the contract. Documents will be deleted 90 days past expiration of the account. Additional fees may be incurred for exceeding application limits or for additional document storage. Subscription payments will be made annually, and programs purchased will be paid in full prior to receiving applications. Any applicable taxes and fees will be added, where required by law. TOTAL * $23,500 $41,000 Optional Add-Ons – Any work stated below must be agreed to in writing prior to commencement. On-Site Training A ZoomGrants™ (ZG) expert conducts training(s) for users at a location determined by Organization. ($2,000/day) Training(s) are customized to best fit the needs of the Organization and are based on attendees’ technological literacy, experience, etc. as well as the goals of the organization. Data Entry A ZG specialist works directly with Organization to create content for a new grant application, enter data or make edits to an existing application. ($125/hour) Data Manipulation outside of ZG A ZG specialist exports data out of the system and manipulates it in external software such as Excel or Word to generate additional report(s) for an administrative user. ($125/hour) Discount Pricing – Effective May 1, 2023 ZoomGrants™ pricing may be adjusted based upon signing a 3- or 5-year contract. ZoomGrants™ offers a 5% discount for an initial 3-year contract commitment, or a 10% discount with an initial 5-year contract commitment. Only one Discount Pricing option may be used. Prices quoted are valid for the duration of the contract. Subscription payments will be made annually, and programs purchased will be paid in full prior to receiving applications. Any applicable taxes and fees will be added, where required by law. Discounts are applied annually to the Subtotal and excludes the activation fee and deducted from the annual Subscription cost. Annual extensions to the subscription are billed 60 days prior to expiration. Additional programs may be purchased at any time at the per-program fees quoted below for the contract duration, with no additional activation or subscription fees. 40 The following quote is based upon the following assumptions: ● One (1) Program purchased each year of the contract. If fewer or more Programs are needed, the pricing and any discounts can be adjusted to reflect the actual number of programs needed to be purchased each year. ● Up to five hundred (500) applications created per program. ● An initial term of a three (3)-Year commitment with an optional extension of up to 2 additional years. A three (3)-Year commitment offers a five percent (5%) Discount pricing. Termination before the end of the initial term of the multi-year agreement may be subject to repayment of any discount pricing applied. Example Multi-Year 3-Year Contract w/optional extension (Based on 1 Programs per year) ZoomGrants™ Subscription (paid annually) Price Per Year Initial Term Year(s) Year 1 Year 2 Year 3 3-Year Total Optional Year 4 Optional Year 5 5-Year Total $5,000 3 $5,000 $5,000 $5,000 $15,000 $5,000 $5,000 $25,00 0 Per-Program Fee Price per Program Program(s) per Year $3,500 1 $3,500 $3,500 $3,500 $10,500 $3,500 $3,500 $17,500 3-Year Contract Discount 5% -$425 -$425 -$425 -$1,275 -$425 -$425 -$2,125 SUBTOTAL $8,075 $8,075 $8,075 $24,225 $8,075 $8,075 $40,375 Account Activation (one time only) $1,000 $0 $0 $1,000 $0 $0 $1,000 TOTAL * $9,075 $8,075 $8,075 $25,225 $8,075 $8,075 $41,375 *Total price quoted is for up to 500 applications created per program,10GB maximum document storage capacity for the account and is for the duration of the contract. Documents will be deleted 90 days past expiration of the account. Additional fees may be incurred for exceeding application limits or for additional document storage. Subscription payments will be made annually, and programs purchased will be paid in full prior to receiving applications. Any applicable taxes and fees will be added, where required by law. Termination before the end of the initial term of the multi-year agreement may be subject to repayment of any discount pricing applied. Optional Add-Ons – Any work stated below must be agreed to in writing prior to commencement. On-Site Training A ZoomGrants™ (ZG) expert conducts training(s) for users at a location determined by Organization. ($2,000/day) Training(s) are customized to best fit the needs of the Organization and are based on attendees’ technological literacy, experience, etc. as well as the goals of the organization. Data Entry A ZG specialist works directly with Organization to create content for a new grant application, enter data or make edits to an existing application. ($125/hour) Data Manipulation outside of ZG A ZG specialist exports data out of the system and manipulates it in external software such as Excel or Word to generate additional report(s) for an administrative user. ($125/hour) 41 VIII. License and On-Going Service and Support Agreement A. License Agreement With ZoomGrants™, there is no per-user license fee. A subscription can accommodate unlimited administrators and reviewers within the account and up to 50 administrators can be assigned to each program within. All users must comply with the ZoomGrants Terms of Use Agreement and Privacy Statement listed on the ZoomGrants website. B. On-Going Service and Support Agreement\ 1. Warranties ZoomGrants™ is a subscription to an internet-based platform with no hardware to purchase, install or download. ZoomGrants™ can be accessed on any internet-enabled device. No third-party applications or external plugins are necessary. ZoomGrants™ is a Commercial Off the Shelf software-as-a-service solution that provides all of the infrastructure, software, programming, documentation, materials, products, tools, transportation, training materials, personnel, technical knowledge, and project management skills necessary to implement a Grant Management Software solution in a cloud-hosted environment. 2. Coverage Times of Warranty All data is stored on ZoomGrants™ servers so long as the subscription is maintained, or unless specifically requested by the client. Data can be easily exported for data retention purposes or if the subscription is canceled by the client. 3. Escalation Support The ZoomGrants™ support team handles all inbound technical inquiries from all users, including admin users, applicants, and committee members. If users have any technical questions, they can search for a quick answer at ZoomGrants University (ZGU) by going to help.zoomgrants.com . If there is a more complex issue at hand and additional help is needed, they can submit a ticket for technical assistance through ZGU, or they can contact Technical Support directly, Monday-Friday 8am – 5pm MST at 866.323.5404 ext. 2 or email questions@zoomgrants.com . Administrators can contact adminquestions@zoomgrants.com for direct assistance. Any code-related issues are escalated internally and resolved by the ZoomGrants™team. Response time to calls and emails received during operating hours can be expected to be less than 2 hours, on average. Often response times can be much quicker depending on current call volume, complexity of the issue at hand and/or time of day which it was received. Most inquiries received through ZoomGrants™ Technical Support are resolved within the same day, or within 48 hours. Calls and emails received after hours or over the weekend will be attended to as soon as possible, with urgent inquiries being addressed first. ZoomGrants™utilizes multiple layers of protection for recognizing attack vectors and either immediately blocking the request and IP or immediately notifying someone of the finding (if it is a less critical finding). When system issues are addressed and a fix is uploaded, the fixed version is available to all active users via page refresh. If the bug affected a specific group of 42 users, they are contacted either via the tech support desk or via the administering organization (depending on the preference of the admin). 4. Help Desk The ZoomGrants™support team handles all inbound technical inquiries from all users, including admin users, applicants, and committee members. If users have any technical questions, they can search for a quick answer at ZoomGrants University (ZGU) by going to help.zoomgrants.com . If there is a more complex issue at hand and additional help is needed, they can submit a ticket for technical assistance through ZGU, or they can contact Technical Support directly, Monday-Friday 8am – 5pm MST at 866.323.5404 ext. 2 or email questions@zoomgrants.com . Administrators can contact adminquestions@zoomgrants.com for direct assistance. Calls and emails received after hours or over the weekend will be attended to as soon as possible, with urgent inquiries being addressed first. 5. Problem Resolution The ZoomGrants™ support team handles all inbound technical inquiries from all users, including admin users, applicants, and committee members. Any code-related issues are escalated internally and resolved by the ZoomGrants team. Within each Program, ZoomGrants provides an Activity Log and an Audit Log to track activities in the application and program. ● Activity Log - in each application keeps track of the major activities in that application. The Activity Log can also be used to manually track activity requests and completions on the admin and applicant sides, as well as manually flag applications that require an action by either party. Requesting an Action will also send an email to the contact associated with the application. ● Audit Log - Maintain a detailed log of activities in certain fields in the application, including answers to individual questions and budget entries and updates to major application settings. The Audit Log captures date and time stamps, IP address, username, and various details of each event. 6. Software Upgrades The ZoomGrants™ online application management system is updated and revised often, with new features and fixes being rolled out and available for use the very next time users log in. Because the system is online, there is no need for new versions to be downloaded – users access the latest edition each time they log in. The rolling release schedule means we do not track or schedule software releases. All users are always welcome to contact the tech support desk with questions, including requests for modification or improvements. General, non-urgent requests for modifications/improvements can also be made directly to the ZoomGrants™ development team. Suggestions are reviewed and, if deemed beneficial, added to the development queue and implemented in turn. 43 7. Service Disruption Frequency The ZoomGrants™ online application management system is updated and revised often, with new features and fixes being rolled out and available for use the very next time users log in. Because the system is online, there is no need for new versions to be downloaded – users access the latest edition each time they log in. IX. Offeror Material and Additional Information A. Terms of Use Agreement and Privacy Statement B. Account Setup C. Staff Resumes 44 Terms of Use Agreement and Privacy Statement (https://www.zoomgrants.com/terms) This Privacy Statement and Terms of Use Agreement discloses the practices and policies for the ZoomGrants web site. If you have questions regarding these posted policies, or if you feel that this company is not abiding by these posted policies, you should first contact our Customer Support by writing to Customer Support, ZoomGrants, 44 Cook St., Suite 100, Denver, CO 80206 or sending an email to Questions@zoomgrants.com. ZoomGrants may change, add, or remove any part of this document at any time and without prior notice. Should this happen ZoomGrants will post changes on the ZoomGrants site. No other changes (additions or deletions) will be accepted by ZoomGrants. YOUR CONTINUED USE OF THE ZOOMGRANTS SITE WILL BE DEEMED TO INDICATE YOUR ASSENT TO SUCH TERMS. Information Collection and Use In general, when you visit zoomgrants.com and access information you remain anonymous. We do not require you to register or provide personal information to us to view our site. There are occasions when we will ask for additional information in order to provide you with services that may be valuable to you. For example, personally identifiable information will be collected in order for you to become a client of ZoomGrants. This information is used to contact the user about the services on our site for which they have expressed interest and to connect users that have requested contact with other users by the nature of the use of this site. In consideration of your use of the Service, you agree to: (a) provide true, accurate, current and complete information about yourself and/or your company as prompted by the Service’s registration form (such information being the “Registration Data”) and (b) maintain and promptly update the Registration Data to keep it true, accurate, current and complete. If you provide any information that is untrue, inaccurate, not current or incomplete, or ZoomGrants has reasonable grounds to suspect that such information is untrue, inaccurate, not current or incomplete, ZoomGrants has the right to suspend or terminate your account and refuse any and all current or future use of the Service (or any portion thereof). Use of the ZoomGrants service does not constitute any kind of transfer of ownership of data entered into or created within the system. ZoomGrants will make your information, including personally identifiable information, available to other appropriate ZoomGrants users that you have voluntarily entered your information to be provided to, implying your consent to share the information. Additionally, ZoomGrants will make your information available when we respond to subpoenas, court orders, or legal process; or we believe that your actions violate applicable laws, ZoomGrants Terms of Use or any usage guidelines for specific products or services, or threaten the rights, property, or safety of ZoomGrants, our users, or others. Customers with appropriate access to information who are required by law to make that information available will be responsible for all necessary redactions of that information. 45 With respect to information you submit or make available for inclusion on the site, you grant ZoomGrants the following worldwide, royalty free and non-exclusive license(s), as applicable: the license to use, distribute, reproduce, modify, adapt, publicly perform and publicly display such information on the site solely for the purposes of providing the ZoomGrants Services and promoting the specific and potential ZoomGrants client(s) to which such information was submitted or made available and for uses otherwise inherent in the services being rendered by ZoomGrants. This license exists only for as long as you elect to continue to include such information on the site and will terminate at the time you remove or ZoomGrants removes such information from the site. We will not sell, share, or rent this information to others in ways different from what is disclosed in this statement. Because of the financial nature of our business, ZoomGrants is not designed to appeal to children under the age of 18. ZoomGrants operates in compliance with the Children’s Online Privacy Protection Act and does not permit registration by, and will not knowingly collect or use personally identifiable information from anyone under 18 years of age. This requirement is clearly posted during the registration process. Passwords You are responsible for maintaining the confidentiality of your information and password. You shall be responsible for all uses of your password, regardless of whether these uses are authorized by you. You agree to notify ZoomGrants immediately of any unauthorized use of your registration or password. How You Can Access Or Correct Your Information If you have created an account, you can access to review all your personally identifiable information that we collect at any time by browsing to https://www.zoomgrants.com/login and logging in with your UserID and Password. You may then change your login information by selecting the Account Profile link. We use this procedure to better safeguard your information. If you have forgotten your password, contact Customer Support via email at Questions@zoomgrants.com. General Practices Regarding Use and Storage You acknowledge that ZoomGrants may establish general practices and limits concerning use of the Service, including without limitation the maximum number of days that Content will be retained by the Service. You agree that ZoomGrants has no responsibility or liability for the deletion or failure to store any Content maintained or transmitted by the Service beyond these normal practices and limits. You acknowledge that ZoomGrants reserves the right to log off accounts that are inactive for an extended period of time. You further acknowledge that ZoomGrants reserves the right to change these general practices and limits at any time, in its sole discretion, with or without notice. Acceptable Use Guidelines 46 ZoomGrants encourages users to participate in the Internet experience, to voice their views, and to benefit from interactive experiences. Nonetheless, it is imperative that you are very aware that there are rules and standards that must be adhered to as a ZoomGrants user. Users are solely responsible for their conduct while using any part of ZoomGrants, including, but not limited to, the content of any interactions you generate, transmit, or maintain via zoomgrants.com. ZoomGrants takes no responsibility for any such online distribution or publication by you or by any other party. ZoomGrants cannot and will not review every message or other content you or any other party may generate or post, and ZoomGrants is not responsible for the content thereof. By using any of the services of ZoomGrants, you agree not to do any of the following: 1.Upload to, distribute or otherwise publish through the ZoomGrants site any message, data, information, text or other material (“Content”) that is unlawful, libelous, defamatory, obscene, pornographic, indecent, lewd, harassing, threatening, invasive of privacy or publicity rights, abusive, inflammatory, or otherwise objectionable. 2. Upload or transmit any Content that would constitute or encourage a criminal offense, violate the rights of any party, or would otherwise create liability or violate any local, state, federal or international law. 3. Upload or transmit any Content that may infringe any patent, trademark, trade secret, copyright, or other intellectual or proprietary right of any party. By posting any Content, you represent and warrant that you have the lawful right to distribute and reproduce such Content. 4. Impersonate any person or entity or otherwise misrepresent your affiliation with a person or entity. ZoomGrants does not pre-screen Content and therefore takes no responsibility and assumes no liability for any information posted or uploaded by you or any third party that you may encounter. ZoomGrants reserves the right, but not the obligation, to remove any materials it deems objectionable. You agree to hold harmless ZoomGrants and its affiliates and parties with whom ZoomGrants has contracted for purposes of communications made, or materials posted by others, or the use of third parties of this Site. Under no circumstances will ZoomGrants be liable in any way for any Content, including, but not limited to, any errors or omissions in any Content, or for any loss or damage of any kind incurred as a result of the use of any Content posted, emailed, transmitted or otherwise made available via the Service. As a ZoomGrants user, should you or anyone using your privileges, violate the terms of this agreement (as determined at the sole discretion of ZoomGrants), ZoomGrants reserves the right to delete, move, or edit any such items, and ZoomGrants may take other actions against you ranging from the issuing of a warning about a violation to the termination of user privileges without advance notice. Whether or not to take such actions at any time shall be at the sole discretion of ZoomGrants. 47 Data Security This website takes every precaution to protect our users’ information. When users submit sensitive information via the website, your information is protected both online and off-line. While we use UserID’s and Passwords to protect sensitive information online, we also do everything in our power to protect user-information off-line. All of our users’ information, not just the sensitive information mentioned above, is restricted in our offices or the offices of our contractors who are similarly bound to protect your information. Only employees who need the information to perform a specific job (for example, our billing clerk or a customer service representative) are granted access to personally identifiable information. Security of Credit Card Information Payment arrangements will be made through QuickBooks and all credit card information will be collected and used by QuickBooks and not ZoomGrants. At no time will ZoomGrants view or collect credit card information. Information you submit to the site will not be available for the services being rendered until payment has been received and processed. Payment may also be made by sending a check, payable to ZoomGrants, to: Billing Department ZoomGrants 44 Cook St. Suite 100 Denver, CO 80206 Access to Services You shall be responsible for obtaining and maintaining any equipment or ancillary services needed to connect to or access the site or otherwise use the services, including, without limitation, modems, hardware, software, and long distance or local telephone service. To become a ZoomGrants client, you must be at least 18 years of age or, if less than 18 years of age, have obtained parental consent. This Agreement is void, and your use of the Services is not allowed, where prohibited by law. Modifications to Service ZoomGrants reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the Service (or any part thereof) with or without notice. You agree that ZoomGrants shall not be liable to you or to any third party for any modification, suspension or discontinuance of the Service. Web Site Security Rules Users are prohibited from violating or attempting to violate the security of ZoomGrants, including, without limitation, (a) accessing data not intended for such User or logging into a 48 server or account which the User is not authorized to access; (b) attempting to probe, scan or test the vulnerability of a system or network or to breach security or authentication measures without proper authorization; (c) attempting to interfere with service to any user, host, or network, including, without limitation, via means of submitting a virus to the ZoomGrants site or network, overloading, “flooding,” “spamming,” “mail bombing,” or “crashing;” or (d) sending unsolicited email, including promotions and/or advertising of products or services. Violations of system or network security may result in civil or criminal liability. ZoomGrants will immediately terminate, without warning, any account which it believes, in its sole discretion has breached this section. ZoomGrants will investigate occurrences that may involve such violations and may involve, and cooperate with, law enforcement authorities in prosecuting users who are involved in such violations. ZoomGrants reserves the right to cooperate with any and all law enforcement agencies, including complying with warrants, court orders and subpoenas. ZoomGrants is entitled to disclose to law enforcement agencies any information about you, the User, and anything you do with respect to the ZoomGrants site and its tools. By your use of the ZoomGrants site and its tools, you authorize ZoomGrants to take such action. Termination Notwithstanding any of these terms and conditions, ZoomGrants reserves the right, without notice and in its sole discretion, to terminate a User’s ability to access and use the ZoomGrants site. ZoomGrants does not provide mail or web page forwarding at termination. You may also terminate this Agreement and your account by discontinuing your use of the ZoomGrants services. Any fees collected will be considered forfeit at that time and will not be refunded. Warranty THE SOFTWARE, DATA AND SERVICES PROVIDED BY ZOOMGRANTS SHALL BE PROVIDED “AS IS” AND WITHOUT WARRANTY OF ANY KIND, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. ZOOMGRANTS DOES NOT WARRANT THAT ITS SOFTWARE OR SERVICES WILL BE ERROR FREE OR WITHOUT INTERRUPTION. ZoomGrants does not guarantee or warrant that any content or data you may have in your account will not be subject to inadvertent damage, corruption, or destruction. If ZoomGrants stores any data, messages, or other content in your account on its system and that media becomes damaged, lost, or corrupted in any way, ZoomGrants will have no obligation or liability to you. ZOOMGRANTS MAKES NO WARRANTY THAT (i) THE SERVICE WILL MEET YOUR REQUIREMENTS, (ii) THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, (iii) THE RESULTS THAT MAY BE OBTAINED FROM THE USE OF THE SERVICE WILL BE ACCURATE OR RELIABLE, (iv) THE QUALITY OF ANY PRODUCTS, SERVICES, INFORMATION, OR OTHER MATERIAL PURCHASED OR OBTAINED BY YOU THROUGH THE SERVICE WILL MEET YOUR EXPECTATIONS, AND (V) ANY ERRORS IN THE SOFTWARE WILL BE CORRECTED. ANY MATERIAL DOWNLOADED OR OTHERWISE OBTAINED THROUGH THE USE OF THE SERVICE IS DONE AT YOUR OWN DISCRETION AND RISK AND THAT YOU WILL BE 49 SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOUR COMPUTER SYSTEM OR LOSS OF DATA THAT RESULTS FROM THE DOWNLOAD OF ANY SUCH MATERIAL. Indemnity To the extent permitted by law, you agree to indemnify and hold ZoomGrants, its parents, subsidiaries, affiliates, officers, and employees harmless, including costs and attorneys’ fees, from any claim or demand made by any third party due to or arising out of your access to the site, use of the services, the violation of this Agreement by you, or the infringement by you, or any third party using your account, of any intellectual property or other right of any person or entity. Posted Changes 11/15/2023 ● sole ownership of data changed to non-transfer of data ownership ● ZoomGrants continued rights to provide services with submitted data 12/22/2020 ● change of credit card processor ● insignificant typographical error 50 ZoomGrants | 44 Cook St., Suite 100, Denver, CO 80206 | (866) 323-5404 5 1 This information is confidential and privileged and is meant only for the original, intended recipient. You may not disclose, copy, or use this content if you are not the intended recipient. Ready to Sign Up for ZoomGrants? Welcome to ZoomGrants! We’re glad you’ve decided to sign up and we’re excited to be part of your team. This document will provide a quick overview of next steps to get your account set up, give you and your staff access to the account, and start inputting your programs. Setting Up Your Organization’s Account Before you can do anything else, you’ll need to set up your organization account. In creating the account for your organization, you’ll also be creating the first administrator account. Be sure to sign up using the email address of the main person responsible for overseeing the administration of your program(s), since that person will be the first administrator for your organization. To create the organization and first administrator accounts… 1) Go to http://www.zoomgrants.com/get-started/create-myaccount-admin/ 2) Enter the password: signmeup 3) Fill out the form. Input the information for whoever will be the main contact on your organization’s account. Their administrator account will be created at the same time as the organization account is set up. 4) Click the Create My Account button at the bottom of the page to submit the form. Your account will be created and an email will be sent to the person who was set up as the administrator. 5) ZoomGrants will activate your account and get it ready for you to use. It’s a quick process – takes about two minutes. Setting Up Other Administrator Accounts Once the account has been created and activated, the new administrator can create accounts for other staff members. Anyone who will need access to ZoomGrants to set up, administer, or manage programs, applications, reporting, or invoices/reimbursement requests will need an administrator account. To set up other administrator accounts… 1) Log into the administrator account on the ZoomGrants login page – https://www.ZoomGrants.com/login. This is the account that you just set up, so use that email address and password to sign in. 2) Click the Manage Users tab at the top of your My Account page: ZoomGrants | 44 Cook St., Suite 100, Denver, CO 80206 | (866) 323-5404 5 2 This information is confidential and privileged and is meant only for the original, intended recipient. You may not disclose, copy, or use this content if you are not the intended recipient. 3) Click the Add New User link near the top of the tab: 4) Complete the form that appears. Select ‘Administrative’ for the User Type. This must be a unique email address. If the user already has an account, use a different email address. 5) Click Add User when you’re done. The account will be set up. After you’ve set up the administrator accounts, share the login credentials with temporary password assigned to each person. You can do that outside of ZoomGrants via your own email client or a phone call. You can also share those credentials via ZoomGrants by scrolling down the Manage Users page to the Administrative Users section, where you can click the Send button in the Password column to send a password reminder to the email address associated with that person’s account. If you need to restrict access of certain staff members to specific programs, set at least one administrator up as a senior admin. Once one senior admin has been set up in your account, all non-senior administrators will have limited access within your organization’s account. To set up a senior admin, go into Manage Users and put a check in the Senior Admin column next to an administrative user (if you need to set up an account for them, do that first). In the screenshot above, R.Grant Manager is the only senior admin. Not sure if you need a senior admin? Here’s an overview of the capabilities of each type of administrator if a senior admin is set up in your account: Non-Senior Administrators Senior Administrators • View, manage, and edit any program to which they are assigned (access is controlled by senior admins) • Set up new administrative users and committee members Do everything normal administrators do, and… • View, manage, and edit all programs • Control non-senior admin access to programs • Set administrative users as senior admins • Add new programs/RFP’s to the account NOTE: If you choose to put a check in the Senior Admin column to set up one or more administrators as a senior admin, be sure to check the box for your own account first. Once one senior admin has been set up in the account, all non-senior administrators’ access is immediately limited. Setting yourself as a senior admin first prevents you from being locked out of the programs. ZoomGrants | 44 Cook St., Suite 100, Denver, CO 80206 | (866) 323-5404 5 3 This information is confidential and privileged and is meant only for the original, intended recipient. You may not disclose, copy, or use this content if you are not the intended recipient. If everyone in your organization will need access to every program in your account, everyone can have normal (nonsenior) administrator accounts. If no senior administrator is set up in your account, all administrators have unrestricted access to the system and therefore are treated as senior administrators, with the same rights, access, and abilities; there’s no need to set up everyone as senior admins if everyone needs equal access in the entire account. Other available user roles are committee members and applicants. Committee member accounts are set up by an administrator. (You can do so using the same process as adding administrative users. Choose ‘Committee’ in the User Type dropdown when creating the account.) Admins also control committee member access to programs and applications. Applicants create their own accounts and access your application using a URL specific to the program or to your organization’s account. You are responsible for sharing that URL. Setting Up Your Programs You can begin setting up your program(s) immediately after creating your account. Please refer to ZoomGrants University (ZGU) and specifically the Settings page for instructions on how to set up your programs. ZoomGrants University for Administrators can also be accessed via the Help link in your administrator account, and where you will find helpful information on nearly every feature and function of ZoomGrants. Click on the tab titles for specific instructions for how to set things up and information on how they all work. Do a simple keyword search if you’re looking for something specific. Other Notes Please add Notices@ZoomGrants.co m to your e-mail contact whitelist to make sure that system messages get delivered directly to your inbox. A whitelist is a list of e-mail addresses or domain names from which an e-mail blocking program will allow messages to be received. E-mail blocking programs, also called a spam filters, are intended to prevent most unsolicited e-mail messages (spam) from appearing in subscriber inboxes. You may need to remind your applicants to do the same, and to check their spam or junk folder if they find they are not receiving system emails and notifications. If you have any questions or concerns, please contact us. Tech support is free and unlimited for all users: New Administrators Applicants Contact Jennifer Yost Customer Relationship Specialist Jennifer.Yost@ZoomGrants.com (866)323-5404 x117 Contact ZoomGrants Technical Support Desk Questions@ZoomGrants.com (866)323-5404 x2 Staffed from 8am - 5pm Mountain Time (holiday schedule) Jennifer Yost Norfolk, VA PROFESSIONAL EXPERIENCE Customer Relaonship Specialist, ZoomGrants August 2022 – Current Effecvely demonstrate ZoomGrants and industry knowledge while providing ongoing administrator support as needed, leading demos, onboarding sessions, trainings, and provide recommendaons for general program design and consultaon to clients to ensure the success of their programs. Assist customers with designing and streamlining grant management capabilies within ZoomGrants™ to effecvely gather the data necessary for documenng need, compliance and reporng to funders and local officials as well as provide other useful tools intended to assist grantees in carrying out their mission while maintaining federal and state regulatory compliance. Community Development Project Manager, Manatee County March 2020 – July 2022 Responsible for the management of Manatee County’s federal grant funding from the U.S. Department of Housing and Urban Development (HUD) and assist in the strategic planning and implementaon of the State of Florida State Housing Iniaves Partnership (SHIP) funding to meet the regulatory compliance and expenditure deadlines for all funding sources. Responsible for the implementaon and oversight of program development and temporary staff for the U.S. Department of Treasury Emergency Housing Assistance Programs for households impacted by the COVID Pandemic. Manage the life-cycle of the HUD grant funds including the oversee the development and implementaon of the HUD Plans and Reports, and the administraon of the Request for Applicaon process and subrecipient project management and monitoring. Director of Grants Management, Regional Task Force on Homelessness Aug 2018 – Feb 2020 As a senior-level management posion, responsible for the oversight and administraon of all funds, including federal, state, local, and philanthropy, received by the organizaon and all sub-grantee contracts and grant distribuon and administraon processes to address homelessness in San Diego, California. Responsible for assessing the available resources, both in staffing and funding, and develop programs and required processes needed and assigning responsibilies within the organizaon to leverage resources to create the opmal outcomes to benefit the community at large. Ensure all projects and programs are implemented in a mely manner and in compliance with HUD requirements and all other applicable laws and requirements. Provide management and direcon towards grant and contract processes, including: applying contract and procurement regulaons to prepare solicitaons containing appropriate provisions, clauses, terms and condions, evaluang responses to solicitaons; administering contracts to include contract scope determinaons, contract modificaons, supplemental agreements, allocaon processes, terminaon, budget and reimbursement pracces for distribuon of funds to sub-grantees and subcontractors. In conjuncon with organizaon staff, ensure compliance with HUD federal funding requirements as well as State of California funding requirements for Homeless Emergency Aid Program (HEAP). Ensure, via regular monitoring and program audits, that program staff and sub-grantees are implemenng projects in accordance with federal, state and local rules, regulaons and policies. Federal Grants Manager, City of Seale Jan 2017 – Aug 2018 Responsible for the management of the City of Seale's federal Community Development Block Grant (CDBG), Emergency Soluons Grant (ESG), the Housing Opportunies for Persons with AIDs (HOPWA)and the HEARTH Act programs, including the coordinaon for submission of the applicaon for King 54 County/City of Seale Connuum of Care (CoC), planning, implementaon and reporng processes to US Department of Housing and Urban Development (HUD). As lead for the Consolidated Plan, responsible for ensuring adherence to the policy and reporng requirements for the HOME Investment Partnership program and serve as is the point of contact with HUD for quesons or inquiries about the programs. Supervise an eight (8) unit program compliance staff, responsible for ensuring compliance with federal requirements for CDBG, HOME, ESG, HOPWA and the Connuum of Care program. Supervise enforcement of federal regulaons, including the Davis-Bacon and Related Acts wage and labor requirements, environmental reviews, and relocaon requirements. Ensure, via regular monitoring and program audits, that city project implementaon staff, subrecipient contract managers, and subrecipients are implemenng projects in accordance with federal rules and regulaons. Manage City funding of capital improvements for other social services provider facilies and the City Child Care Bonus program to provide capital funds to expand the number of quanty child care slots available to moderate-income families. Supervise and provide program policy guidance to staff in program implementaon. Negoate terms of real estate financing with other financing agencies. Community Development Program Manager, City of Nampa Apr 2006 – Jan 2017 Responsible for the management of Nampa’s Community Development Division and the federal Community Development Block Grant (CDBG) program and the Neighborhood Stabilizaon Program (NSP), including managing the Consolidated Plan development, implementaon and reporng processes to HUD, elected officials and the public. Ensure compliance with all federal, state and local rules, regulaons and policies applicable to CDBG and NSP . Conduct Fair Housing reasonable accommodaon analysis and developed recommendaons for planning and zoning land use staff. Manage Nampa’s Community Improvement programs that recruit volunteers and provide supplies for home painng and fall clean-up assistance for low-income residents. Develop policy and procedures for project implementaon and monitor program staff, other City departments, and subrecipients for compliance. Community Development Specialist, Idaho State Dept of Commerce Oct 2004 – Apr 2006 Responsible for the management of the federal Community Development Block Grant program and Idaho Rural Community Development Block Grant (CDBG) for the assigned region of 18 counes. Serve as the State CDBG program’s Labor Standards Specialist. Ensure efficient deployment of staff and financial resources through coordinaon with Federal and other State agencies in funding, project implementaon and monitoring. Manage contracts between the state and local units of government and ensure implementaon of projects in accordance with federal and state requirements through in-depth compliance reviews of sub-grantees; including site monitoring, financial oversight and project inspecons. Provide technical assistance to sub-grantees, consultants, business leaders and local elected officials on community issues such as land-use, downtown revitalizaon, and infrastructure deficiencies. Director of Community Development, Idaho Primary Care Associaon July 1999 – Oct 2004 Responsible for management of all Community Development program acvies: including annual strategic and work plans, budgets and grantee and contractor compliance. Generate grant proposals and reports to funding agencies and effecvely represent the organizaon at local, state, regional, and naonal conferences, meengs and legislave events. Coordinate with communies for the development of new or expansion of exisng Federally Qualified Health Centers (FQHC), including applicaon development, interpreng federal and state laws and regulaons, facilitang community meengs, data collecon and analysis, and applicaon review. Provide capacity building assistance through technical assistance and development of tools, resources and training modules for execuve directors and volunteer boards. EDUCATION & TRAINING B.A. in Polical Science, Knox College ~ Galesburg, Illinois U.S. Dept. of HUD Trainings • Environmental Compliance, Consolidated Planning & Performance Measurements • Building HOME • Excerpt HOME & CDBG Working Together to Create Affordable Housing • Using CDBG & Secon 108 Loans for Economic Development • IDIS Training for CDBG Entlement Communies • eCon Planning Suite • By the Numbers Financial Management for CDBG Grantees • Grant-Based Accounng for CDBG Grantees • Fair Housing & Secon 3 • Davis Bacon & Labor Standards Compliance • HOPWA Instute Other Trainings: • Boise State University: Applied Leadership • Internaonal Economic Council: Basic Economic Development Course • Lead Safety Training Program for Remodeling Repair & Painng • Naonal Development Council: Home Ownership Finance & New Market Tax Credits NCDA Trainings: • CDBG Boot Camp A Basic Training Program • Effecve Management of CDBG Subrecipients NeighborWorks America Training Instutes • REO Soluons: Property Assessment, Acquision & Financing • Approaches to Efficiently Rehabbing REO Properes • Strategies for Selling or Leasing REO Rehabbed Properes • Effecve Board Governance for Lending Operaons • Compliance Basics for Mortgage Lenders • Intermediate Underwring for Mortgage Lenders • Single-Family Mortgage Lending: Loan Servicing & Collecons • The Board & Senior Management: Stewards of the Assets & the Organizaon • Designing & Managing a Microenterprise Revolving Loan Fund • The Essenal Tools of Successful Neighborhood Revitalizaon • Strategies to Meaningfully Engage Stakeholders in Revitalizaon Planning COMPUTER SKILLS Microso Office Suite, Basic Knowledge of HTML, IDIS- Integrated Disbursement and Informaon System (IDIS), SAGE, eSNAPS, ELOCCS & HEROS for HUD, various grants management soware including ZoomGrants and Neighborly Soware, Adobe, Typing Speed: 60+ WPM OTHER SKILLS/KNOWLEDGE • Parcipated in mulple naonal grant applicaon review commiees to determine compliance with federal requirements, feasibility, program design and cost-effecveness • Presented at naonal, regional and state conferences, community task forces and organizaonal meengs • Wrien mulple grant applicaons • Member of the Idaho Governor’s Neighborhood Stabilizaon Program Steering Commiee • Board Member: • Naonal Community Development Associaon 2015-2018 • Northwest Associaon of Community Development Managers 2006-2017, President: 2010-2011 • NeighborWorks Boise 2013-2017, President: 2016-2017 • Montana Community Development Corporaon 2013-2017 • Idaho Community Reinvestment Corporaon 2014-2017 Experience ZoomGrants Customer Relationship Manager August 2016 - Present I joined the ZoomGrants team in 2016, bringing over 12 years of community development and housing grant management experience while working for the City of Corvallis and Washington County, OR. In my grant administration work in the public sector, I was responsible for monitoring federal compliance and providing support to a variety of social service organizations and community development projects assisted with federal grant funds provided through the U.S. Department of Housing and Urban Development (HUD). At ZoomGrants, I now work with clients from non-profits, foundations, cities, counties and state agencies nationwide in developing their grant application and management processes from a wide variety of grant funding sources to help them effectively deliver these vital grant funds to their communities. Washington County, Oregon Senior Community Development Specialist May 2010 - November 2015 (5 years 5 months) Administration of the federal Community Development Block Grant (CDBG) and Emergency Solutions Grant (ESG) programs to finance public facility and infrastructure projects and social service programs. From project development with the potential grantee, to grant application development, submittal, review, award, and management of the program and project, including maintaining compliance with the cross-cutting federal regulations as they pertain to HUDfunded community development programs and projects. Served as a representative of government on the Housing and Supportive Services Network (HSSN) which served as the County's Continuum of Care (CoC) governing body and that shaped decisions about how to target scarce resources throughout the County to support persons and families who are homeless or at-risk of becoming homeless. This network of non-profit service providers worked in collaboration to develop the County's HUDmandated Centralized and Coordinated Assessment System, locally known as "Community Connect", which through its development, maintenance and refinement sought to improve the delivery of homeless services. Served on the Regional Fair Housing Collaborative group to work with neighboring cities and Counties in the Portland Metro area to coordinate and share in ideas as a region how to Affirmatively Further Fair Housing and improve housing opportunities for persons protected under federal, state and local fair housing laws. City of Corvallis,Oregon Grant Program Specialist August 2003 - May 2010 (6 years 10 months) Responsible for implementation and administration of project management, program oversight and monitoring of property management activities to assure regulatory compliance with federal CDBG and Home Investment Partnerships Program (HOME) grants provided by HUD. Projects include multi-and singlefamily housing Lauren Silver Customer Relationship Manager ZoomGrants 44 Cook St, Ste 100 Denver, CO 80206 Lauren.Silver@ZoomGrants.com 866-323-5404 x113 Education Oregon State University Bachelor of Science, Housing Studies 2004 www.linkedin.com/in/lauren - silver-6714721 a rehabilitation, site acquisition and redevelopment, Community Land Trust, and Low-income Housing Tax Credit (LIHTC) funded affordable housing projects. Provided technical assistance in grant proposal development and administration, project management, and preparation/management of budgets. to support partnerships with local, state, and federal regulatory agencies, non-profit social service providers, property management employees, and private sector representatives. Specialized in research, implementation, and monitoring of regulatory compliance with Part 58 Environmental Review, federal prevailing wage (Davis-Bacon), lead based paint, 1040 and Part 5 income determinations, ADA/Section 504, Fair Housing and Landlord-Tenant law,Title VI, Uniform Relocation Act and other federal contract requirements, provisions and procurement regulations. Served as City of Corvallis Sustainability Management System Core Team Representative to assist in the planning, selection, and implementation of strategies to become a more environmentally, socially, and economically sustainable community. MADISON KENNEDY Pittsburgh, PA Employment ZoomGrants Denver, CO Sales Support Specialist June 2022 – present • Responsible for supporting the outside sales efforts and integrating new customers into our system • Screening potential customers and scheduling demos with qualified customers • Attend demos and trainings to introduce the system to new and potentially new customers • Assist customers with program construction and integrating their grants/ scholarships into the system RoadRunner Recycling Pittsburgh, PA Operations Administrator June 2019 – June 2022 • Responsibilities as an Operations Administrator include working with the outside sales team to onboard new closes across the country, review, edit and upload new contracts and necessary documents, communicate directly with trash haulers to make necessary changes in a timely manner • Manage a high volume of account transitions in a fast-paced environment • Organized and constructed the training manual for the role • Hands on experience with applications like ZoomInfo, Salesforce, Certified Mail, HelloSign Lake of the Ozarks Council of Local Government Camdenton, MO Senior Planner March 2018 – March 2019 • Responsible for updating multiple official documents, including Regional Transportation Plans and Demographic Profiles for the four county region • Led the 2019 update of the Laclede County Hazard Mitigation Plan, which included independently updating the plan based on FEMA and SEMA approved sources, presenting the updates at monthly meetings with county officials, and receiving approval from FEMA for the plan, and providing the county funding opportunities in the future • Collaborated with other city departments and staff to thoroughly complete projects and provide excellent customer service for applicants and the general public • Attended and completed the Housing and Urban Development’s Environmental Review training to work on a project located in Ha Ha Tonka State Park that focused on reducing pollution in the natural spring Education Freeport High School -- Sarver, PA Diploma, 2012 (4.0 GPA) • Honors: National Honors Society • Completed over 200 hours of community service through Key Club & Children’s Hospital Committee Vanessa Mastropola MBA Fort Myers, FL 33905 https://www.linkedin.com/in/vanessa-mas tropola-50a04a1a7/ Work Experience Client Relationship and Sales Specialist ZoomGrants | Denver, CO [remote]| June 2022-Present ❖ Administer online application management system for the distribution of government grant funding ❖ Perform client acquisition and onboarding with government agencies and private sector companies ❖ Provide ongoing administrative support and consultation to clients to ensure success of their programs ❖ Physically represent company at state and national conferences to engage client prospects Senior Client Services Advocate NeoGenomics Laboratories | Fort Myers, FL | March 2017- June 2022 ❖ Supervise call center operations for cancer and infectious disease diagnostic laboratory ❖ Convert oncology test orders into legal requests to obtain hospital-owned pathology tumor samples for patient continuation of care ❖ Manage client accounts and third-party affiliate relationships ❖ Troubleshoot and resolve technical issues for Salesforce and Laboratory Information System (LIS) Manager Calistoga Bakery & Café | Fort Myers, FL | August 2015- February 2017 ❖ Perform full cycle Human Resource responsibilities inclusive of hiring, training, sanctioning, and firing ❖ Payroll administration ❖ Schedule employees to promote cross-functionality and appropriate labor cost percentages of sales ❖ Conduct community outreach through catering exclusively to FGCU women athletic teams Education ❖ Master of Business Administration | University of Arizona | Tucson, AZ ❖ Bachelor of Science in Hospitality Management | Florida Gulf Coast University | Fort Myers, FL Background/ Certifications ❖ Data Analytics Professional | Completion of Google Data Analytics Professional Certificate ❖ Salesforce Sales Operations Specialist | Completion of Salesforce Professional Certificate ❖ Proficient in Microsoft Office, SalesForce, APvX, Aloha POS, SQL, Workday, ADP ❖ Former United States Triathlete | 2017-2018 DYLAN GRIGGS Professional Experience ZoomGrants | Customer Support Specialist May 2017 – Current • Serve as this first point of contact for all ZoomGrants users with technical related questions. • Act as the liaison between ZoomGrants customers and the ZoomGrants Development Team. • Assist in the setup and implementation of customer’s programs that are captured in ZoomGrants. • Provide technical training for ZoomGrants administrators and applicants. • Assist the CEO, Director of Marketing, and Sales Team with special projects. ThrivePass | Customer Success Associate/Account Manager October 2016 – April 2017 • Served on the customer success team and helped resolve customer inquires via email and phone. • Managed relations and wellness programs for 40 clients by serving as the main point of contact. • Built, implemented, and launched wellness programs for all new clients. • Served as a liaison between clients and the ThrivePass IT Team by communicating needs and requirements of each program. • Increased user engagement by developing marketing campaigns introducing new product offerings and features. • Utilized Freshdesk, Asana, Microsoft Suite products, SendGrid, Google Documents, and macOS software to successfully manage all accounts and resolve customer requests. Victory Custom Athletic | Sales Support Associate March 2016 - September 2016 • Supported the VP and Lead Sales Support Associate with the management and oversight of the company’s sales team. • Served as direct point of contact for all customer service inquiries through phone and email. • Assisted the VP with all business functions during the company’s transition into new ownership and new headquarters. • Served as a liaison between the VP and IT Department when it came to the development of the company’s production queue and new website. • Trained Sale Associate’s and facilitated learning on how to utilize new order entry software. • Developed training videos and handouts for current staff and all new hires. • Monitored client orders throughout the entire production process, from start to finish, utilizing SAND software. • Supported the Sales Associates and their clients with order entry. Colorado Rockies/Colorado Avalanche | Promotions & Special Events Coordinator March 2015 - March 2016 • Assisted the Director of Promotions with pregame script execution by hosting, staging, and managing various groups. • Served as a supervisor for volunteer groups during game day give-a-ways. • Executed in-game promotions as well as other special events, such as the Homerun For the Homeless 5K, kid’s camps, and Rockies Celebrity Golf Tournament. • Assisted in managing the set-up and break down of different promotional activities throughout Coors Field and Pepsi Center. Apex Systems Inc. | Technical Recruiter August 2014 - March 2015 • Organized and managed the interview process, from start to finish, for candidates pursuing jobs with our clients. • Identified potential candidates by utilizing Boolean searches on job boards such as; Dice, CareerBuilder, and Monster. • Administered a detailed prescreening for each candidate to make sure they met the qualifications set forth by our clients. • Assisted in the onboarding process by acquiring information for background checks and drug screens. • Updated Apex Systems internal database with elaborate information for each contact. • Developed and maintained relationships with each contact in order to win and keep their business in a competitive industry. • Worked alongside Delivery Manager, Account Manager’s, and other recruiters to make sure business needs were being met. • Utilized Microsoft Office products such as Word, Excel, and Exchange to help with the recruiting process. Education Colorado State University, Fort Collins August 2014 Bachelor of Science: Health and Exercise Science Concentration: Health Promotion Minor: Business Administration JORDAN KURTZ Professional Experience ZoomGrants October 2019 – Current Customer Support Specialist • Serve as this first point of contact for all ZoomGrants users with technical related questions. • Act as the liaison between ZoomGrants customers and the ZoomGrants Development Team. • Assist in the setup and implementation of customer’s programs that are captured in ZoomGrants. • Assist the CEO, Director of Marketing, and Sales Team with special projects. • Assist in the multimedia content creation for any ZoomGrants needs. Verizon November 2014 – June 2019 Solutions Specialist • Provided solutions to customers based on their personal and small business needs by discovering, recommending, and selling a diverse range of Verizon products and services in a competitive, commissions and incentives based sales environment. • Specialized in being the front gate to the largest wireless communications provider in the United States. • Participated in district-wide initiatives to drive performance objectives that aligned with progressive company goals and expectations. • Routinely answered customer inquiries related to billing by breaking down and explaining invoices in a clear and concise fashion. • Marketed Verizon’s sales promotions along with the company’s world-class service and support through face-to-face and 5-Star promotional call transactions. • Handled cash and credit transactions for customers making purchases and bill payments. • Experience in cash management, bill payment kiosk operations, and daily corporate sales reporting. • Processed contract activations and renewals, as well as no contract equipment purchases. • Assisted in training new-hires and provided mentorship to peers. • Educated in verbal-judo and customer de-escalation tactics. • Organized and led extra-curricular work activities. Education Colorado State University, Fort Collins May 2013 Bachelor of Arts: Journalism & Technical Communications Concentration: Public Relations/Marketing DAVID HAMILTON PROGRAM MANAGER & GLOBAL OPERATIONS LEADER Results-focused, highly-versatile Leader with 20+ years of progressive achievement shepherding global productivity, strategic, and alignment programs for large, technical enterprises. Expert ability to steward multimillion-dollar budgets, gathering and assessing business intelligence, steering operations strategy and planning, and delivering actionable insights. Natural leader adept at leading on-site and remote teams, engaging with global stakeholders, managing consultants, ensuring technical sales support, and connecting decision-makers with impactful data. VALUE SNAPSHOTS Strengthened a Next Generation Engineer initiative by optimizing a $1M budget and identifying opportunities for the Systems Engineering (SE) organization to meet evolving customer needs. Created multiple dashboards for 700 SE managers, directors, and vice presidents to present critical metrics around effectiveness and areas for improvement, reveal gaps, and view business intelligence data. Created four new Systems Engineering organization roles, defined descriptions and expectations, and articulated grade-based requirements for promotion and development. Defined metrics used by executive VPs to optimize headcount, identify hiring needs, uncover compensation gaps, and ensure alignment with market needs. CORE STRENGTHS Technical Sales Support Operational Excellence Program Management Teaching / Training / Enablement Collaboration Government Contracting Cross-Functional Team Leadership Human Resources Rapidly-Evolving Environments PROFESSIONAL EXPERIENCE Zoomgrants 2020-present TECHNICAL SERVICES 2020-present ▪ Support Sales, and Technical Support teams with back-end server and database services, including custom reporting, data import / export / manipulation, and technical support. Cisco Systems 1996-2020 BUSINESS OPERATIONS MANAGER 2016-2020 ▪ Elevated strategic planning across the technical sales organization with Tableau and Excelbased dashboards and reports tracking compensation, specialization, and organizational analysis. ▪ Directed a multipronged enablement program for Sales Systems Engineer Managers to build leadership and business skills via articles, development videos, and role-based resources. o Led content development for senior leadership blogs, peer best practices, and new manager onboarding guides. DAVID HAMILTON SENIOR MANAGER, SALES OPERATIONS 2011-2016 ▪ Quarterbacked a global program to scale the 6,500-member Systems Engineer sales organization to catalyze revenue growth through collaboration, knowledge transfer, and operational excellence. ▪ Guided on-site and virtual teams facilitating SE sales opportunity prioritization, productivity increases via shared resources, and SE development and knowledge reuse. o Recognized and championed top-performing SE team members. ▪ Identified and enabled “SE of the Future” sales engineers primed to change company selling motions including cloud, managed services, and business-driven technical selling. ▪ Promoted the top 1% of performers into senior sales engineering roles and created a pipeline program to target upcoming talent. BUSINESS OPERATIONS MANAGER/TECHNICAL PROJECTS ENGINEER 20042011 ▪ Conceptualized and executed work studies and productivity analyses. ▪ Developed three new technical sales roles with compensation plans, best practices, and video-on-demand field solutions to enable pre/post-sales activity prioritization. BUSINESS DEVELOPMENT MANAGER/SOLUTIONS ENGINEER 2000-2004 ▪ Coached a virtual team gathering and analyzing customer technical and business requirements and liaising between the global technical organization and development business units. ▪ Integrated knowledge of new acquisitions and products into the technical sales organization. CONSULTING SYSTEMS ENGINEER/SYSTEMS ENGINEER 1996-2000 ▪ Served as a Consulting Engineer with deep expertise in content networking, switching, and data center functions. ▪ Engaged with global internal and external customers providing training, facilitating boot camp sessions, and overseeing customer network design. ▪ Designed and sold large-scale networks to classified agencies and organizations. Additional engagements include: NETWORK MANAGER/ENGINEER at Trident Data Systems EDUCATION Bachelor of Science in Cybernetics, specialization in Computing Studies University of California, Los Angeles Magna cum laude, Dean’s List, Phi Beta Kappa Bid Zip RFP #4514/International Software Systems, Inc._1012392/TabulationByVendor_RFP#4514_orgId_1012392.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: International Software Systems, Inc. Page of 1 1 General Comments: International Software Systems Inc. (ISSI) is pleased to submit our response to the County of Hawai'i's ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP # 4514. We appreciate the opportunity to respond to your solicitation. ISSI is a CMMI Level 3, ISO 9001-2015, and ISO 27001-2013 certified IT Solutions Corporation. We have provided many successful solutions and excellent and experienced resources to the Government, non-profit and private sector clients. ISSI is an MDOT MBE small business committed to quality, on-time, and within-budget delivery to satisfy, meet or exceed customers' expectations. General Attachments: ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Response_ISSI Final Response.pdf Bid Zip RFP #4514/International Software Systems, Inc._1012392/ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Response_ISSI Final Response.pdf Electronic Grant-Making Management and Reporting System Electronic Grant-Making Management and Reporting System COUNTY OF HAWAI’I DEPARTMENT OF RESEARCH AND DEVELOPMENT #4514 SUBMITTED BY: MR. BHASKAR GANTI, PRESIDENT/CEO | PH: 301886-8900 I EMAIL: BGANTI@ISSI-SOFTWARE.COM/BDGROUP@ISSISOFTWARE.COM SUBMITTED TO: PURCHASING DIVISION DEPARTMENT OF FINANCE COUNTY OF HAWAIʻI 25 AUPUNI STREET, SUITE 1101 HILO, HAWAIʻI 96720 Electronic Grant-Making Management and Repor�ng System 1 Interna�onal So�ware Systems, Inc. Table of Contents (RFP 2.2) 2.1Letter of Transmittal ........................................ ................................................................................................. 2 2.3 Executive Summary ............................................................................. ............................................................. 4 2.4Company Background ................................................................................................................. ...................... 7 2.4.1Experience and Organizational Capability ....................................................................................... 7 2.4.2 Past Performance (References) ........................................................................................................ 12 2.5Technical Speci�ications and Functional Requirements ..................... .............................................. 18 2.6Implementation, Project Management, Training and On-Going Support .................................. 37 2.7 System Reporting and Data Integration ................................................................................................ 66 2.8System Documentation ......................................................... ........................................................................ 68 2.9 Cost Proposal ......................................................................................................... .......................................... 75 2.10 License and On-going Service and Support Agreements ............................................................. 77 2.10.1 License Agreement .............................................................................................................................. 77 2.10.2 On-going service and support agreement .................................................................................. 80 2.11 Offer Material and Additional Information ................................................................. ....................... 86 Electronic Grant-Making Management and Repor�ng System 2 Interna�onal So�ware Systems, Inc. 2.1 Letter of Transmittal Ms. Deanna Sako Director of Finance Purchasing Division Department of Finance County of Hawaiʻi 25 Aupuni Street, Suite 1101 Hilo, Hawaiʻi 96720 Dear Ms. Sako, International Software Systems, Inc. (ISSI) appreciates the opportunity to respond to the Department of Research & Development, County of Hawai’I’s requirement for an Electronic Grant-Making Management and Reporting System. Headquartered in Greenbelt, Maryland, International Software Systems, Inc. (ISSI) is an award-winning Information Technology firm, bringing extensive experience and industry-recognized expertise since 1995. We specialize in delivering tailored solutions through proven tools, technologies, and methodologies and have worked with several government and nongovernment organizations. Our understanding of the Department of Research and Development (Referred to as R&D) is that the county currently uses paper-based manual systems for grant programs. The proposed cloud-based Grants Management System (GMS) aligns with the County's objectives by revolutionizing grant-related activities and ensuring efficiency in proposal submission, review, award management, and reporting. Emphasizing user experience (Objective 2) aims to reduce application burdens and enhance community engagement. With built-in Business Intelligence reporting (Objectives 3 and 4), the GMS enables data analysis over time, informing future policies. ISSI's collaborative approach promises to significantly improve the County's grant-making procedures, proposing a transition towards streamlined, transparent, and efficient processes. Mature processes following CMMI Level 3, ITIL continuous improvement, ISO 9001:2015, and ISO 27001 will ensure a successful implementation of the grants management system if awarded to ISSI. ISSI has provided similar successful implementation to a number of clients using our mature practices, such as the Institute of Building Technology and Safety (IBTS), the Maryland Department of Environment (MDE), the Maryland Insurance Administration (MIA), Department of Defense Education Activity (DoDEA), Social Security Administration (SSA), and Environmental Protection Agency (EPA). ISSI’s primary point of contact and authorized individual details are as follows: Primary Point of Contact Ms. Sajan Ahuja Email bdgroup@issi-software.com; sahuja@issi-software.com Phone Number 301-982-9700 Fax Number 301-982-0500 Authorized individual Mr. Bhaskar Ganti; President/CEO Electronic Grant-Making Management and Repor�ng System 3 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 4 Interna�onal So�ware Systems, Inc. 2.3 Executive Summary International Software Systems Inc. (ISSI), incorporated in 1995, is a minority-owned small business providing program management, project management, business analysis, software development, COTS software implementation, and information technology professional services to the Government (Federal, State, County, City, and Local) and the Private sector. ISSI has developed software and processes for our clients using software engineering standards documented and certi�ied under ISO 9001:2015 Quality Management, ISO 27001:2013 Security Standards, and CMMI for Development Level 3. ISSI brings a rich and diverse experience spanning over 28 years, with a proven track record in delivering exceptional IT solutions across various industries. Our expertise covers various sectors, including environmental, health, human services, insurance, and e-learning, serving Federal, State, County, and Commercial Organizations. Our Understanding The County of Hawai'i's Department of Research and Development (R&D) is undertaking a transition from paper-based to web-based grant management processes, emphasizing equitable economic development. The objectives include implementing an automated web-based Grant Making Management System, creating a user-friendly experience, enhancing data capacity, and ensuring software reliability with a minimum of 99% availability. Mandatory requirements include secure web protocols, cross-browser compatibility, ADA compliance, and robust tech support. ISSI commits to delivering a comprehensive solution aligned with the County's objectives, meeting mandatory requirements, and providing a user-friendly and ef�icient grant management system. ISSI’s Experience ISSI's clientele includes organizations such as the Department of Defense Education Activity, Social Security Administration, Library of Congress, Environmental Protection Agency, Maryland Department of Environment, Maryland Department of Health, Centers for Medicare and Medicaid Services, and the Institute of Building Technology & Safety (IBTS). Our successful service spans diverse industries—environmental, health, human services, insurance, and e-learning—across Federal, State, County, and Commercial entities. ISSI has provided solutions ranging from legacy modernizations to developing Grant Management, Case management, Document management, Enterprise complaint tracking management, and Environmental tracking systems. ISSI-developed Grants Management System is currently in use by the Institute of Building Technology and Safety, enhancing their grant processes through customization and extensibility across preaward, award, post-award, and closeout phases. Our expertise in modernizing legacy systems is showcased by successful projects at agencies like the Maryland Department of Environment, Maryland Insurance Administration, and Maryland Department Electronic Grant-Making Management and Repor�ng System 5 Interna�onal So�ware Systems, Inc. of Health, demonstrating our pro�iciency in end-to-end solutions. ISSI's portfolio also includes creating and redesigning websites and user-centered web-based applications for agencies like SSA, EPA, and MDH. Our digital services adhere to accessibility standards (508 compliant), prioritize userfriendliness, and are responsive on mobile devices. With our extensive knowledge and experience in providing similar solutions, ISSI is fully committed to assisting the County of Hawai'i Department of Research and Development with its Grant Management Solution needs. Our team is ready to leverage its expertise to implement, operate, and maintain an ef�icient and customized Grants Management System tailored to the speci�ic requirements of R&D. Summary of Proposed Solution: ISSI's proposed solution for the County of Hawai'i Department of Research and Development (R&D) is a tailored cloud-based Grant Management System (GMS). Employing a systematic software development approach, ISSI will integrate existing features and introduce new functionalities in a phased manner, ensuring alignment with R&D's evolving requirements. The process begins with a thorough analysis of R&D's objectives, existing GMS features, and stakeholder input. Customization involves modifying interfaces for enhanced usability, incorporating conditional logic, and adapting budget forms. ISSI adopts an Agile development approach, implementing new features in iterative cycles for continuous testing, re�inement, and feedback incorporation. Rigorous testing ensures reliability, scalability, and seamless operation under various scenarios. Detailed documentation and a comprehensive training program empower R&D staff to effectively navigate and leverage the enhanced GMS. Post-implementation, ISSI provides ongoing support, addressing issues, re�ining functionalities based on user feedback, and conducting regular updates and maintenance. This methodology guarantees a streamlined transition to a robust, tailored solution that precisely aligns with R&D's objectives. A breakdown of the key features and functionalities of our solution to address the R&D requirements that ISSI shall meet is given below: Objective 1. Grant Proposal Submission Portal: Intuitive Interface Save-and-Resume Customer Support Customizable Proposal Format Budget Forms Objective 2. Proposal Review Portal: Permission Levels Adding Reviewers Different types of work�lows can be assigned to different categories of programs. Objective 3. Award Management Platform and Document Repository: Post-Award Work�low Push Noti�ication Relationship Management Document Audit Trail Electronic Grant-Making Management and Repor�ng System 6 Interna�onal So�ware Systems, Inc. Objective 4. Data Collection and Reporting System: Cloud-Based Repository Data Visualization Document Generation Data Export ISSI is committed to delivering a tailored, �lexible, and technologically advanced solution that addresses the speci�ic needs of R&D, promoting ef�iciency, transparency, and impactful decision-making throughout the Grant Management process. Electronic Grant-Making Management and Repor�ng System 7 Interna�onal So�ware Systems, Inc. 2.4 Company Background 2.4.1 Experience and Organizational Capability Company Information (RFP 2.4.1.1) Company Name International Software Systems, Inc. Business Address Headquarters: 7337 Hanover Parkway, Suite A, Greenbelt, Maryland Additional Of�ices: Florida: 1301 RiverPlace Blvd. Suite 800, Jacksonville, FL 32207 Texas: 6565 N MacArthur Blvd, Suite 225, Irving, Texas 75039 Telephone Number 301-886-8900 Company Web Address https://www.issi-software.com/ Organizational Details(RFP 2.4.1.2) International Software Systems Inc. (ISSI), led by President/CEO Mr. Bhaskar Ganti, is a seasoned IT solutions and professional services company with over 28 years of experience. Specializing in application development and COTS solutions, ISSI serves government agencies (Federal, State, Local) and commercial clients. The company excels in building secure, scalable, and user-friendly software applications, employing agile methodologies for timely and cost-effective project delivery. ISSI, a minority-owned small business partner, has set industry standards with its commitment to excellence and technology leadership. Serving various government entities, including the Maryland Insurance Administration, the Maryland Department of Environment, the Maryland Judiciary, and the Maryland Department of Health, ISSI has implemented the Government Management System (GMS) for IBTS and is crafting a customized GMS solution for the Legislative Branch of Prince George's County. With a dedicated team of over 200 professionals, ISSI leads in IT innovation, offering comprehensive solutions beyond application development. The company specializes in modernizing and enhancing software applications, providing call center/help desk solutions, and ensuring seamless execution through program and project management support. ISSI's adaptability and adherence to agile methodologies position us as a trusted player committed to delivering cutting-edge solutions. Continuing collaborations with clients like Prince George's County, ISSI remains dedicated to upholding the highest standards of excellence in the dynamic landscape of technology and professional services. The following organization chart depicts the separation of duties while accomplishing ISSI's agencyaligned objectives in a uni�ied manner; we will do the same for the County of Hawai’i Department of Research and Development. Electronic Grant-Making Management and Repor�ng System 8 Interna�onal So�ware Systems, Inc. Jurisdiction (RFP 2.4.1.3) ISSI was organized and incorporated in February 1995 in the State of Maryland as seen below and we are in good standing with the State. Figure 1: ISSI Organization Chart Electronic Grant-Making Management and Repor�ng System 9 Interna�onal So�ware Systems, Inc. ISSI Experience (RFP 2.4.1.4) Electronic Grant-Making Management and Repor�ng System 10 Interna�onal So�ware Systems, Inc. ISSI has over 28 years of experience working with state, county, and federal agencies across the United States to transform legacy systems into streamlined, uni�ied, and scalable applications and databases. With a robust team of technology experts, ISSI is prepared to assist with an already developed Grants Management System and perform implementation, operations, and maintenance for the County of Hawaii’s R&D Grant Management Solution needs. The proposed Grant Management System excels in automating paperless grant processes, from proposal submission to award management and reporting, and is currently being implemented at the Institute of Building Technology & Safety (IBTS). Moreover, ISSI has developed and implemented enterprise-wide, end-to-end complex systems for large audiences in the federal space. For instance, we developed a General Counsel Tracking System (GCTS) for the Department of Defense Education Activity. The system has been in use globally for more than 900,000 stakeholders and users. Our team implemented Ca Learning Management System (LMS) for the Social Security Administration, currently used by 96,500 users dispersed across the nation. We provided maintenance and support services post-implementation. Yet another tracking/case management system that was developed and implemented by ISSI is the Enterprise Complaint Tracking System (ECTS) for the Maryland Insurance Administration for Maryland citizens, insurance companies in Maryland, and the Agency's internal stakeholders. For the Maryland Department of Environment, ISSI is engaged in providing an enterprise-wide tracking system uniquely complex in nature and scope. It is used by 12 internal and external programs and involves an entire lifecycle of the permit system related to Land, Air, and Water, leading to $1 Million dollars in cost savings. For the Maryland Department of Health, ISSI successfully automated and implemented a Membership Database and Subsidy Payment System (MDSPS) for the Senior Prescription Drug Assistance Program with over 25,000 active members. The technical team migrated Figure 2: ISSI Delivery Center Electronic Grant-Making Management and Repor�ng System 11 Interna�onal So�ware Systems, Inc. data from four legacy databases into the new system, ensuring the data was accurate and up to date in the new system with improved application processing and reporting. ISSI's system design/redesign and development experience includes utilizing Software Metrics and Software Process Assessments tools. We have experience with Business Process Reengineering (BPR) and integrate quality assurance in our development processes and during testing. ISSI is well-versed in software capability evaluations, software project management, software certi�ication, independent testing, and veri�ication/validation. We are experienced in Open Systems, Software Architecture, Software Security, System Con�iguration, and Database Design and Development. Along with our client IBTS, our industry partners have also tested and evaluated the system, which will bear testimony to the system's ef�icacy and usability. Our Grant Management System incorporates a comprehensive set of features and functionalities to aid the entire lifecycle of the grants management process. ISSI is prepared to assist with an already developed Grants Management System and perform implementation, operations, and maintenance for the County of Hawai’i Department of Research and Development’s Grant Management Solution needs. Electronic Grant-Making Management and Repor�ng System 12 Interna�onal So�ware Systems, Inc. 2.4.2 Past Performance (References) PROJECT TITLE GMS- Grant Management System & ARMS- Audit Report Management System Name of Firm/Client: Institute of Building Technology and Safety (IBTS) Contract Duration: June 2017-Present Contract Amount: $394,164.31 Address Line 1: 45207 Research Place City/State Ashburn, VA 20147 Contact Name: Mr. Aseem Jaiswal Contact Title: IT Director Contact Phone: 571-320-1533 Contact Email AJaiswal@ibts.org PROJECT SCOPE IBTS is a commercial, non-pro�it company that provides regulatory support to the United States Department of Housing and Urban Development (HUD) and serves nationwide local, regional, federal, and state governments. Solution ISSI implemented a cloud-based GMS, an end-to-end solution for managing and tracking grants issued by an awarding agency to entities that come under its jurisdiction. The GMS, integrated into IBTS's operations, effectively manages the entire lifecycle of grant processes. This includes receiving and evaluating new grants (federal or state), applying for grants, reviewing applications, awarding grants, post-award monitoring, handling deliverables/reports, managing invoicing and payments, and ultimately closing out grants. Given IBTS's status as a non-profit agency, it routinely applies for multiple grants. Document uploads are now a seamless process in the web-based GMS solution, allowing for A secure and robust database to store historical and future grants A complete end-to-end solution for processing, tracking, reviewing and managing grants with the help of in-built configurable workflows. Automatic notifications. High technical standards and efficiency in terms of design and configuration. A robust and secure application with user role-based permissions to access the application. Training end-users to ensure successful knowledge transfer. Electronic Grant-Making Management and Repor�ng System 13 Interna�onal So�ware Systems, Inc. ISSI also developed a modernized Audit Report Management System (ARMS), automating the existing manual processes of �ield auditors collecting and manually uploading inspection data. ISSI automated the submission, routing, review, reminders, and reporting work�low, which strongly resembles LQD’s ef�icient and user-friendly portal requirements. Relevance: The GMS deployed for IBTS is a cloud-based solution designed to automate grant procedures seamlessly, enhance community engagement, and strengthen data collection and analysis capabilities for informed decision-making. Renowned for its availability, reliability, and rapid database processing, our solution signi�icantly boosts operational ef�iciencies. Supported Technologies Python Django CSS HTML JavaScript Bootstrap CSS Bitbucket BI Tools Notable Results: Streamlined processes Operational Ef�iciencies The project was completed on schedule and within budget and continues additional customerrequested development. Streamlined Work�lows PROJECT TITLE Senior Prescription Drug Assistant Program (SPDAP) 21-18357 Name of Firm/Client: Maryland Department of Health Contract Duration: Jan 2021 – Present Contract Amount: $10,202,650.00 Address Line 1: 201 W Preston Street City/State Baltimore, Maryland Contact Name: Mr. Sean Stafford Contact Title: Director Contact Phone: 410-797-3480 Contact Email Sean.stafford@maryland.gov PROJECT SCOPE Implement and manage the SPDAP’s Membership Database and Subsidy Payment System (MDSPS) to improve the quality of application processing and subsidy payment to eligible Maryland residents and realize the full bene�it of cost containment strategies. Solution Electronic Grant-Making Management and Repor�ng System 14 Interna�onal So�ware Systems, Inc. ISSI’s successfully automated and implemented a Membership Database and Subsidy Payment System (MDSPS) for the Senior Prescription Drug Assistance Program with over 25,000 active members. The technical team migrated data from four legacy databases into the new system, ensuring the data was accurate and up to date in the new system. Additionally, ISSI supported all application and subsidy payment processing aspects, including eligibility veri�ication, applicant/member document management, member demographic data storage and management, premium subsidy payment �ile generation, premium subsidy payments, historical storage and management, and �inancial tracking and reporting of SPDAP subsidy payments. All historical member data/images from member’s applications, correspondence, premium subsidy payment �iles, and COB Input/ COB Response �iles into the MDSPS for use in determining the applicant’s eligibility for SPDAP, member’s eligibility for premium subsidy payment, and generation of premium subsidy payments were successfully migrated. Services Provided: Develop the Project Master Schedule and Quality Management Plan (QMP) plan Design and Implementation of MDSPS Migration of SPDAP Data Develop, Implement, Manage, Operate, and Maintain Web Portal Provide the functionality to support SPDAP eligibility determination, enrolment of applicants, and application appeal processing and determination within the system Web Portal Housing and Management Provide technical support to SPDAP Systems Maintenance and Support include monitoring and managing network security, such as intrusion detection The automated MDSPS allows for: Application Processing. Member Database and Subsidies Payable Management Processing and Payment of Premium Subsidies Accounts Payable and Financial Reporting Quality Management and Compliance Auditing Call Center Management Web Portal Housing and Management Electronic Grant-Making Management and Repor�ng System 15 Interna�onal So�ware Systems, Inc. Relevance: ISSI's solution automated application processing, reviews, appeals, payments, and compliance checks for Maryland residents, enhancing operational ef�iciency and reducing errors. The centralized information management in the MDSPS mirrors a GMS approach, fostering accessibility and collaboration. ISSI achieved implementation within 4 months, showcasing ef�iciency and timely delivery. Supported Technologies SQL .NET HTML JavaScript Bootstrap CSS jQuery Notable Results : Streamlined processes Operational Ef�iciencies The project was completed on schedule and within budget and continues additional customerrequested development. On-going call center support Electronic Grant-Making Management and Repor�ng System 16 Interna�onal So�ware Systems, Inc. PROJECT TITLE CATS + TORFP # U00B7400001 Environmental Permit Tracking System Modernization Implementation- now named Environmental Tracking System (ETS) Name of Firm/Client: Maryland Department of Environment Contract Duration: November 2018-present Contract Amount: $3.1 M Address Line 1: 1800 Washington Blvd City/State Baltimore, MD 21230 Contact Name: Gary Anastasio Contact Title: IT Director Contact Phone: 410-537-4022 Contact Email Gary.anastasio1@maryland.gov PROJECT SCOPE The Environmental Tracking System (ETS) Modernization initiative at the Maryland Department of Environment was an effort to remediate the user community's many challenges with their legacy system. 12+ MDE Programs rely on this application for permit requests, eligibility reviews, approvals, compliance, enforcement, and investigations. The twelve (12) MDE programs capture permit data in the TEMPO system, requiring a solution to integrate with the user endpoints of these programs. Solution ISSI performed an extensive requirement gathering to modernize the Tools for Environment Management Protection Organizations (TEMPO) permit tracking system database and the agency programs that use the system to capture data on the various permits issued. A comprehensive and thorough requirement gathering, and gap analysis resulted in a streamlined UI and user experience (UX) through ef�icient management of work�lows for 12+ MDE programs as desired by the agency. ISSI designed and transformed the Tracking System to gather information from applicants, manage the issuance and re-issuance of permits, monitor compliance, generate reports, and keep updated with regulatory updates. The system enables MDE program administrators to address and resolve regulation violations and track enforcement action progress. Reports on applicants, information on the approvers, site inspections, and the status of investigations can be obtained from this application. ISSI developed a web-enabled permit Tracking system leveraging the .NET framework with simple, intuitive, centralized features and functionalities for seamless navigation, ef�icient permit application, permit tracking, inspections and investigations, compliance, and enforcement. The Environmental Tracking System (ETS) integrates with the TEMPO system to intuitively improve its capture, store, and permit processing capabilities and offer user-friendly capabilities. Electronic Grant-Making Management and Repor�ng System 17 Interna�onal So�ware Systems, Inc. Relevance: Transformed the Legacy Desktop application and manual processes into an end-to-end Environmental Tracking System with standardized processes, tracking permits, inspections compliance, violations, and enforcement. Supported Technologies Oracle 11g C# SQL Bootstrap 4 JavaScript HTML5 Ajax CSS 3.0 ASPOSE jQuery Notable Results: Streamlined TEMPO UI/UX experience The project was completed on schedule and within budget and continues on additional customerrequested development. Electronic Grant-Making Management and Repor�ng System 18 Interna�onal So�ware Systems, Inc. 2.5 Technical Speci�ications and Functional Requirements ISSI's proposed cloud-based Grants Management System (GMS) is a highly configurable and sophisticated solution designed to enhance the efficiency of the entire grant lifecycle. The system ensures transparency, compliance, and effectiveness at each stage, covering processes from grant application submission to award disbursement and post-award reporting. Its intuitive interface simplifies complex tasks, allowing applicants to submit applications easily, and the system facilitates a streamlined evaluation and selection process. With robust features for expense tracking, progress monitoring, and detailed reporting, the GMS guarantees both financial and programmatic accountability. The generic workflow is depicted below, but the system is readily configurable to meet the County's specific needs. ***ISSI understands that the financial management process is not part of the scope for this effort. Moreover, Data Migration is not the primary objective of the county*** With insightful dashboards, configurable workflows, multifactor authentication, streamlined processes, seamless upload and tracking, robust reporting, and advanced user account management (including roles and permissions), the GMS solution offers a comprehensive suite for effective grants management. Similar to our implementation at IBTS, the solution is designed to unify the grant management process across all County departments. Our solution would allow county users to archive Figure 3: GMS Generic Workflow Figure 4: System Functionalities Electronic Grant-Making Management and Repor�ng System 19 Interna�onal So�ware Systems, Inc. historical information related to processed grants and associated applications. Key features that offer significant benefits to the County of Hawaii include: Compatible with several browsers ADA Compliance Seamless integration with other systems through APIs. A centralized and reliable system for grant-related information. Streamline the entire grant application process. Manage awards, invoices, and deliverables for enhanced accountability. Supports the upload and tracking of various grant-related documents in multiple formats such as Excel, CSV, PDF, etc. Automatically saves work to prevent data loss during the progress of an incomplete record. Efficiently tracks both pre- and post-award stages. Insightful reporting. Seamless conversion processes. This feature-rich solution is tailored to enhance efficiency, transparency, and accountability in grants management for the County of Hawaii. Our proposed GMS solution is built on a robust technical stack with a focus on ef�iciency and performance. Python serves as the core programming language, bringing object-oriented principles and a strong emphasis on data management. It facilitates a structured and modular approach to development, promoting maintainability and extensibility. The client-side utilizes HTML for structuring web pages within the application, CSS for styling, and Python for client-side validations and character limit checks. This enhances the quality and accuracy of the submitted grant application and would be valuable to the County. Bootstrap 4, a responsive CSS framework, ensures mobile-friendly and visually appealing design templates, enhancing the user interface. Data Tables, a jQuery-based plugin, enhances table functionalities, providing features like sorting, paging, and �iltering to HTML tables with minimal effort. This would improve the user experience for the R&D team in managing data, especially for evaluations, reviews, and reporting. On the server side, Django, a high-level Python web application framework, is employed for its speed in delivery, pragmatic design, and ease of use. The chosen database for the GMS application is PostgreSQL, known for its performance, low overhead, and speed. PostgreSQL supports both relational and non-relational querying, making it a versatile choice for handling the application's data needs. Our proposed solution incorporates Business Intelligence (BI) tools for advanced reporting, data visualization, and analytics. This functionality would allow the County of Hawaii R&D team to derive actionable insights and increase transparency in reporting on funds, awards, and grants. The entire system is managed using Bitbucket as the repository, ensuring ef�icient version control and collaborative development. This technical solution is tailored to deliver a feature-rich, ef�icient, scalable GMS, and aligned with modern development best practices. The table below maps the mandatory Figure 5: Technology stack Electronic Grant-Making Management and Repor�ng System 20 Interna�onal So�ware Systems, Inc. checklist in the Evaluation Criteria of the RFP section 3.10 outlined by the County of Hawaii with ISSI's proposed GMS System. Mandatory Requirements Yes No Hypertext Transfer Protocol Secure (HTTPS). Solution Meets the Criteria Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). Solution Meets the Criteria ADA Compliance: WCAG 2.0 levels A and AA. Solution Meets the Criteria Ability to quickly exit the program at any point, auto saving an incomplete record. Solution Meets the Criteria Ability for program to run without error when data connec tion drops and to auto reconnect and update when connec tion is available again. Solution Meets the Criteria Tech support is required during R&D’s normal opera tion business hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. Solution Meets the Criteria The County will retain ownership of the data and it can be exported in its en tirety at any time needed. Preferable export format for data is CSV and XLS; preferable export format for documents is PDF. Solution Meets the Criteria Details of Proposed Solution: ISSI’s proposed solution meets the desired system features required by the County of Hawaii Department of Research and Development. The screenshots in this section highlight and map to the key objectives of R&D crucial for the procurement of an Electronic Grant-Making Management and Reporting System: Grant Proposal Submission Portal: ISSI's GMS solution allows applicants to access and review grant program details easily. Applicants can conveniently save their progress before final submission. The grant proposal format is customizable, featuring an easy-to-use form builder with conditional logic. ISSI's system includes customizable forms, supports various documentation formats, and offers flexibility in agreement terms, aligning with the County of Hawai'i's Department of Research and Development's specific needs. Proposal Review Portal: The system allows for unlimited reviewers due to system extensibility, offering scalability and efficient handling of the review process. It makes the reviewing of the application material efficient. In collaboration with R&D, ISSI will implement customized scoring rubrics tailored to different programs, ensuring flexibility and alignment with specific evaluation criteria. Award Management Platform and Document Repository: The system provides customizable postaward work�low rules, illustrated in Figure 1. It incorporates email alerts for effective communication. The platform facilitates direct communication between grantees and awardees within the portal. Both Electronic Grant-Making Management and Repor�ng System 21 Interna�onal So�ware Systems, Inc. award and deliverable submissions are streamlined through the same portal. The system's task performance functionality includes an audit trail, enhancing audit tracking and reporting effectiveness for the County. Data Collection and Reporting System: The cloud-based GMS hosted on AWS creates a secure document repository for R&D staff. It incorporates BI reporting for enhanced insights, supports document generation in PDF and . CSV formats and enables the upload of historical data to a centralized repository. Grant Proposal Submission Portal The Public Page is the default landing page when a user enters the GMS site URL in a browser. The first section of the public page displays a general overview of the GMS along with a diagram describing the process flow of the grants lifecycle at a high level, as shown in the screenshot below. The second section of the public page displays the links to login into the portal for grant -seekers (both Individuals and Organizations) as well as the grant -issuing agency. The third section of the public page displays a list of the agency's available programs in a grid format. Electronic Grant-Making Management and Repor�ng System 22 Interna�onal So�ware Systems, Inc. Clicking on the More Details link for a program in the grid shall display the program details and the underlying grants as shown below. Electronic Grant-Making Management and Repor�ng System 23 Interna�onal So�ware Systems, Inc. The grant issuing agency staff members or the grant applicants can login to the GMS portal by clicking on the Agency Portal Login button from the GMS public page or the Individual/Organization Portal Login respectively. Clicking on this button redirects the users to the below page. Grant applicants can click on the Register button in the login page to create a new user account in the GMS portal. To retrieve a forgotten password, users can click on the Forgot Password link in the login page and enter their registered email address. Electronic Grant-Making Management and Repor�ng System 24 Interna�onal So�ware Systems, Inc. The Programs module in the GMS portal displays a list of available programs under various departments in a grid format. Click on the Add New Program link to add a new program or click on the Edit icon for an existing program to edit its details. Electronic Grant-Making Management and Repor�ng System 25 Interna�onal So�ware Systems, Inc. The application questions for grants that fall under a Program can be configured when creating a new program in the Application Questions tab. The Grants module displays a list of available grants in a grid format. It allows the grant applicants to review the grant opportunity and apply for them. It also allows the grant-issuing agency users to add new grant or edit existing grant and apply for a grant on behalf of the applicant. Electronic Grant-Making Management and Repor�ng System 26 Interna�onal So�ware Systems, Inc. The add or edit grant page is shown below. Electronic Grant-Making Management and Repor�ng System 27 Interna�onal So�ware Systems, Inc. The Applications module displays a list of all the applications submitted by the applicant. It also allows the applicant to create a new grant application, save it as a draft, edit it at a later stage, and submit it when complete. The add or edit grant application page is shown below. Electronic Grant-Making Management and Repor�ng System 28 Interna�onal So�ware Systems, Inc. The application also allows the grant applicants to upload all the relevant documents in the Documents tab. Proposal Review Portal The reviewers can review the grant applications that are assigned to them, perform task on the applications to indicate the review is complete, and provide a score. The Reviews tab indicates all the tasks that have been performed on the grant application along with the average score at the bottom. The Reviews tab displays all the tasks that have been performed on a grant application and allows the reviewer or any other staff from grant-issuing agency to add a new task. Electronic Grant-Making Management and Repor�ng System 29 Interna�onal So�ware Systems, Inc. The Notifications tab (as shown in the above screenshot) displays all the email notifications with time stamps that were sent or received regarding the grant application. The Audit Log tab displays a list of all the changes/updates done on a grant application by any user, along with the time stamp. The Add Review link allows the users to add a new task/review for the grant application. Electronic Grant-Making Management and Repor�ng System 30 Interna�onal So�ware Systems, Inc. The Add New Review window allows users to send email notification to multiple users and add any available letter templates or documents. The Internal Active Users module displays a list of all the internal users of the grant-issuing agency, including users with reviewer role. Our system also allows to create user accounts for any external reviewers. Electronic Grant-Making Management and Repor�ng System 31 Interna�onal So�ware Systems, Inc. A new user account can be created by clicking on the Add New User link provided. Award Management Platform and Document Repository Our GMS allows the grant -issuing staff to create workflows at the program level, which would make it applicable to all the grant opportunities under the program. The staff can create or modify the Task Types, which are the individual steps/rules in a workflow, by going to the Look-Up Types module. Electronic Grant-Making Management and Repor�ng System 32 Interna�onal So�ware Systems, Inc. After the task types are created, staff can create a workflow, by going to the Workflows module, and specify the workflow rules (individual steps within the workflow) using the above-mentioned task types. The screenshot below displays the various workflows available in the system in a grid format. Electronic Grant-Making Management and Repor�ng System 33 Interna�onal So�ware Systems, Inc. Click on the Workflow Rules icon for an individual workflow to add/modify the workflow rules, as shown in the below screenshot. Electronic Grant-Making Management and Repor�ng System 34 Interna�onal So�ware Systems, Inc. Our GMS has the S3 API configuration under the API Configurations modules, that allows to save the documents in the S3 Bit Bucket. Data Collection and Reporting System The Reports module in our GMS displays a list of pre-defined reports that enable the users to generate reports and make data driven decisions. Users can select the parameters based on which they want to generate the report as shown below. Electronic Grant-Making Management and Repor�ng System 35 Interna�onal So�ware Systems, Inc. Our system allows users to import any historical data into the GMS database using the Imports module. Also, users can export any data from the GMS in the formats such as CSV or XLS. Electronic Grant-Making Management and Repor�ng System 36 Interna�onal So�ware Systems, Inc. Our GMS allows user with Admin access to configure User Roles and the Functional Management i.e. the level of access provided in each module and sub-module of the GMS portal to each user role. Also, we have the Site Settings module, which allows users with Admin access to modify or update settings that would apply across the GMS portal. Electronic Grant-Making Management and Repor�ng System 37 Interna�onal So�ware Systems, Inc. 2.6 Implementation, Project Management, Training and On-Going Support Conceptual plan, strategies, and methodologies (RFP 2.6.1) ISSI proposes detailed plans for project management, control mechanisms, staff organization, progress reporting, decision-making processes, sign-off procedures, and internal control measures to ensure the project's success. We will adopt a structured project management approach, employing Agile methodologies to ensure �lexibility and adaptability throughout the project lifecycle. A dedicated Project Manager will oversee the project's execution, monitor progress, ensure timely delivery, and manage resource utilization. Regular project status meetings will track progress, identify bottlenecks, and help make informed decisions promptly. A comprehensive project plan outlining tasks, milestones, timelines, and resource allocation will offer an effective project management roadmap. Our approach will be guided by meticulous planning, rigorous monitoring, and adaptability, following the Agency standards and state or federal regulatory statutes. These overarching principles will guide our PMBoK-driven project management of the implementation of the ISSI proposed GMS. Agile Methodologies for Flexibility: We understand that the landscape of technological solutions and regulatory requirements can evolve over the course of a project. Therefore, we will adopt Agile methodologies that allow us to respond to changes swiftly and ensure that the application remains aligned with the dynamic needs of R&D. This approach will promote collaboration, iterative development, and frequent feedback loops, enabling us to adjust our strategies accordingly. With the intent of extending the same advantages (outlined below) that we successfully delivered to the IBTS, MDE and EPA, we will adopt the Agile methodology. Bene�its to R&D Flexibility and Adaptability Customer-Centric Approach Faster Delivery Improved Quality Enhanced Transparency Risk Management Increased Collaboration Better Stakeholder Engagement Motivated Teams Cost-Ef�iciency Figure 5: ISSI's Agile Methodology Electronic Grant-Making Management and Repor�ng System 38 Interna�onal So�ware Systems, Inc. Improved Productivity Customer Satisfaction Project Manager Our seasoned PMP certi�ied Project Manager, who has extensive experience with implementing end-toend solutions, will oversee the various components of project execution from inception to completion and will serve as the central point of contact, responsible for maintaining communication between R&D and ISSI teams, monitoring progress, and ensuring that the project adheres to the de�ined timelines, milestones, and agency standards and protocols. Comprehensive Project Plan: Consistent with our PMBOK project management practices, our team proposes a detailed project plan below that outlines the entire scope of the project. This plan has considered tasks, dependencies, timelines, and allocated resources. The Project plan will be regularly reviewed and updated to re�lect the project's status, serve as a roadmap, clarify the sequence of activities, track progress, and manage R&D’s expectations. Kickoff Meeting: The ISSI Project Team assigned for this contract will conduct a Project Kickoff Meeting to de�ine the roles and responsibilities of key personnel, assess and validate initial business requirements, de�ine the project scope, and establish a communication and reporting protocol. Scope Validation: Upon review and analysis of the already captured requirements, ISSI will verify and validate our understanding with the County of Hawai’i R&D. A Requirements Traceability Matrix (RTM) assists in capturing all the Functional, Technical, and Operational Requirements as we go through the process of verifying the scope. The RTM will de�ine the scope of the work upon approval from the County. Scope Control: Scope and schedule are managed, monitored, and controlled by adhering to the Work Breakdown Structure generated for assigning tasks, determining milestones, and de�ining roles and responsibilities. During this stage, we focus on the project's goals, resources, and schedule. The Agile/Scrum methodology facilitates the management of scope as it involves delivery in small batches. Backlogs and prioritization of backlogs enable us to remain cognizant of the requirements/needs of the Agency. Resource Planning: The resource plan presents guidance to the Project Manager regarding the labor categories required to ful�ill the project tasks, when additional resources are required, and when resources become excess. Resource planning and management aims to optimize the use of project personnel, minimize personnel disruptions, and manage associated costs. This helps in the strategic execution of deliverables without incurring higher costs. Cost Control: The Project Manager will develop and monitor the proposed project schedule, develop the project budget, and manage costs as the project progresses. Configuration Management (CM): The ISSI-designated PM will establish a standard work�low for receiving and handling change requests. This will form the basis of the Con�iguration Management Plan that will assign the roles and responsibilities of individuals initiating or approving changes to Con�iguration Items (CI). Our approach is disciplined in maintaining and managing CIs. The Change Electronic Grant-Making Management and Repor�ng System 39 Interna�onal So�ware Systems, Inc. Control Board (CCB) will approve, deny, or defer changes and exercise the �inal authority over change requests and con�iguration items. Con�iguration Items (CI): ISSI project personnel will maintain a list of CI. Con�iguration Items include documentation, requirements, procedures, program code, and operational systems and software required to maintain and operate. Con�iguration Management Reporting: A CM Report documents requested changes pending approval and will be provided as part of the Monthly Project Progress Report. Change Management: In implementing a strategic project management approach, we strictly follow the Change and Con�iguration Management process that involves the Change/Con�iguration Control Board as key decision-makers for a �inal consensus on the feasibility of the changes and appropriate modi�ications to the system. Risk Mitigation Matrix is established for severity levels processes and timelines to mitigate those risks. The Operations and Test Plans are also de�ined in the PMP and are driven by PMBOK and CMMI Level III. ISSI Change Management Plan establishes the framework for managing scope through change control for this project. It will serve as a guide for requesting changes affecting tasking, budget, and schedule throughout the life of the Service Desk project. ISSI aims to minimize the impact of any related incidents upon service and implement changes following the ITIL framework. Simultaneously, we ensure that IT investments are ef�iciently planned, managed, and controlled. Our Quality Management Plan will identify the metrics that will be tracked by Task and Subtask. Communication Management Plan: The purpose of the Communication Management Plan is to de�ine the communication requirements, protocol, and hierarchy for the dissemination of information and escalation and reporting purposes. The Plan consists of a Communications Directory, Communications Matrix, and meeting guidelines. The Communications Management Plan de�ines the following: Communication requirements based on roles The category and type of information to be disseminated The mode of communication Assigned personnel responsible for the communication The recipient/ recipients of the communication Quality Management: ISSI’s certi�ied Quality Management System warrants prime Quality Control of the proposed Grant Management System for R&D. All software engineering tasks that we perform, such as development, enhancements, and maintenance, are quality-assured. Our Quality Management System is driven by ISO 9001:2015. As an organization, we have conducted objective V&V of the proposed GMS solution to validate the accuracy, completeness, consistency, and traceability of systems/ applications. ISSI de�ines Quality as consistently meeting the client’s de�ined requirements on-time and within scope and budget. Our Quality Management Plan aligns with ISO 9001-2015 and incorporates Figure 6: Communication Plan Electronic Grant-Making Management and Repor�ng System 40 Interna�onal So�ware Systems, Inc. a Risk Management Plan to prevent disruptions through early detection of risks and swift remediation processes. The proactive identi�ication, monitoring, and remediation of risks and issues allows for quality deliverables and promotes continuity of operations. Quality Assurance: To ensure Quality Assurance, our Team works consistently to improve the project processes that lead to the delivery of quality products and services. This includes project management, software engineering, change management, standard operating procedures, process improvement, and other processes de�ined for the program to provide quality services to R&D. Quality Control: Quality Control focuses on verifying that the software and systems meet and continue to meet all requirements, the system is defect-free, and if/when defects are found they are remediated promptly. ISSI is a proponent of maturing processes that we continuously improve upon in the areas of: o Systems Development Lifecycle; Change Management/Con�iguration Management; Requirements Management requirements to our deliverables; Release and Deployment of the systems preceded by testing (Functional, System, Load, performance, security, stress, usability, exploratory, end-to-end and User acceptance); and Risk Management. Risk Management Plan: The Risk Management process is a continuous, proactive process to effectively anticipate and mitigate potential risks that may have a critical impact on the implementation of the GMS system. ISSI has a standard process of Risk Identi�ication, Risk Analysis, Risk Monitoring, and Risk Documentation. A Risk Register contains all the identi�ied, assessed, resolved, and logged risks. We monitor risks consistently, and the Risk Mitigation Plan sets in if a risk is triggered. Reporting: Consistent with the reporting requirements of R&D, our Team will submit reports weekly. Status reports that provide insight to the Agency will be comprised of: Summary of accomplished Activities Summary of Planned activities for the next sprint Issues/Dependencies/Assumptions Status of each task in the project schedule Risk Matrix End of Task Order Transition: After the contract ends, our Team will completely support the transition of our work turned over to the ISSI DevOps team. ISSI’s transition to DevOps will begin after Go-live. As the proposed solution is a SaaS product, there won’t be any transition to R&D. Special Expertise (RFP 2.6.2) ISSI brings over 10 years of expertise in successfully implementing Commercial Off-The-Shelf (COTS) products, including GMS, Enterprise Complaint Tracking System, Learning Management System, ePermitting System, and Document Management System. Our proven track record includes adherence to strict timelines in these implementations. Notably, for the Maryland Department of Health's (MDH) Figure 7: ISSI's Quality Management Plan Electronic Grant-Making Management and Repor�ng System 41 Interna�onal So�ware Systems, Inc. Senior Prescription Drug Assistance Program (SPDAP), our experts seamlessly handled requirement gathering, UAT testing, and customizations and implemented the COTS solution within a swift 4-month period. Our proposed solution is a cloud-based, highly scalable, and secure system, mirroring our successful experiences at MIA, SSA and MDH. We are committed to tailoring our Help Desk process to speci�ically meet the needs of R&D customers and end-users, offering access to vendor support for con�iguration enhancement advice or services, extending beyond addressing software defects or system outages. Users will have the capability to submit tickets and suggestions for follow-up. For the R&D, we are recommending the below Service Level Agreements based on experience providing similar implementation for the operations and maintenance: Service Level Phone/Email Response Resolution Time Business Impact Critical, Level 1 1 Hour 2 Hours Major Business Impact: causing complete loss of services where work cannot continue. More than 50% of users cannot use the system. High Level 2 4 Hours 1 Business Day Significant Business Impact: causing business interruptions where work can continue but in a restricted fashion with a loss in productivity. Normal, Level 3 1 Business Day 5 Business Days Minor Business Impact: causing a a minimal loss in productivity. There may be minor bugs in the system with an acceptable workaround for the time being. Low, Level 4 5 Business Days At the discretion Of the Project Manager but not Longer than 30 Business Days No Business Impact: not causing any loss in service or productivity. There may be software enhancements or recommendations with an acceptable workaround for the time being Another distinctive aspect that sets us apart is our cost-effective approach. At the Maryland Department of Environment (MDE), the implementation of the modernized ePermitting System resulted in a substantial cost saving of $1 Million dollars. Finally, ISSI maintains an impressive 89% retention rate. Our experienced resources, who adhere to the Agile framework, further differentiate us. They possess extensive knowledge of solutions and years of hands-on implementation experience. The proposed GMS adheres to rigorous security standards, and our SPDAP product complies with HIPAA and SOC2 Type 2. Implementation Phases (RFP 2.6.3) ISSI’s GMS implementation plan is divided into 5 phases, as shown in the �igure below. It includes Project Kick-Off, Planning and Designing, Con�iguration, Integration and Testing, User Acceptance Testing (UAT), and Deployment. Electronic Grant-Making Management and Repor�ng System 42 Interna�onal So�ware Systems, Inc. Figure 8: ISSI Implementation Phases Phase 1- Project Kick-Off Upon Award, the project enters Phase 1 of a formal Project Kick-off meeting with all key stakeholders. The agenda for every kick-off meeting includes: Scoping of project and success criteria Review Project Management Plan Identi�ication of project team members and the de�inition of deliverables Review the initial Project schedule. During this phase, the focus is to create clear de�initions of the customer’s needs, understand the high-level approach to solving the problem, and team formation. Action items are also identi�ied and assigned for resolution (if any). Phase 2- Planning and Designing Phase 2 includes Planning and Designing. During this phase, the team assesses the requirements. It de�ines the customer solution requirements in detail, meaning the kick-off meeting's initial visions are translated into practical implementation designs and plans. This is accomplished by mapping customer business processes to con�iguration options and setting in the applicable ISSI GMS product modules during a workshop session. Our team will work alongside the County of Hawaii R&D to de�ine success criteria, document the con�iguration decisions, develop customization requirements (if any), review the integration design speci�ications, develop data conversion scripts, and review detailed design speci�ications for customizations with the County. These plans and schedules are then organized into a master project plan. The phase concludes when the collective implementation team agrees that the plans are suf�iciently established to proceed. The team, business sponsor, and key stakeholders approve the master project plan and schedule, usually at a milestone meeting. Phase 3- Configuration, Customization, Integration and Testing This is the most critical phase of the implementation process and is predominantly technical and training-focused. Sub-phases include: Develop and Integrate: Test and migrate the required data and integrate ISSI GMS with the R&D’s email system for a single sign-on. In a few cases, developments for customizations are accomplished during this phase. Quality Assurance & Release: Create scripts and run test cases and document the results. Installation: The ISSI GMS Solution is installed in stage and production environments, all integrations are completed, staging is tested, and �inal preparations are made for the production launch. Training: The ISSI team coordinates with the R&D team to deliver applicable training. Phase 4- User Acceptance Testing (UAT) This phase aims to validate the con�iguration decisions initially made during planning. Similar to the experience with IBTS, MDH, MDE, and MIA, all system and user acceptance testing will be completed Electronic Grant-Making Management and Repor�ng System 43 Interna�onal So�ware Systems, Inc. (including user acceptance and integration testing) during this phase, and the end-user training will be delivered. Phase 5- Deployment The Deployment Phase is the �inal stage in the implementation process and is dedicated to launching, monitoring, and improving, both as part of the wrap-up leading to a successful “Go-Live.” This phase includes the following steps/activities: Migration: Data is migrated to the production environment Con�igure: The production environment is con�igured based on the approved con�iguration workbook(s). Team ISSI will work with the R&D for any necessary con�iguration updates. Deploy: Team ISSI �inalizes the implementation by reviewing the success criteria, validating the implementation against the set of criteria, and obtaining formal customer sign-off on the implementation. A retrospective meeting is also held to discuss the best practices and any key lessons learned from the implementation. Project Management through Handover: Regular status updates and progress reports to stakeholders. Transparent communication channels for issue resolution and change management. Post-implementation reviews to gather feedback for continuous improvement. Handover of the System: Formal handover process with documentation of key system features and con�igurations. Training and knowledge transfer sessions for the County of Hawaii R&D team taking over system management. Continued support during the initial transition period. Establishment of a long-term support and maintenance plan. The following displays the detailed Project Plan (Work Breakdown Structure) for ISSI’s GMS solution: WBS Task Name Duratio n Wor k Start Finish Predecessor s Resource Names 1 GMS - County Of Hawaii 41 days 526.8 hrs. Thu 2/1/24 Fri 3/29/24 1.1 Project Management 41 days 92.4 hrs. Thu 2/1/24 Fri 3/29/24 1.1.1 Prepare Project Management Plan 1 day 8 hrs. Thu 2/1/24 Thu 2/1/24 Project Manager 1.1.2 Prepare project kickoff presentation 1 day 8 hrs. Fri 2/2/24 Fri 2/2/24 3 Project Manager 1.1.3 Conduct Project Kickoff 1 day 32 hrs. Mon 2/5/24 Mon 2/5/24 4 Project Manager, Implementatio n Specialist, Technical Specialist, County of Hawaii Electronic Grant-Making Management and Repor�ng System 44 Interna�onal So�ware Systems, Inc. 1.1.4 Project Management activities 38 days 30.4 hrs. Tue 2/6/24 Fri 3/29/24 5 Project Manager[10% ] 1.1.5 Weekly Status Meetings 29.13 days 14 hrs. Tue 2/13/24 Tue 3/26/24 1.1.5.1 Weekly Status Meetings 1 1 hr. 2 hrs. Tue 2/13/24 Tue 2/13/24 Implementatio n Specialist, Technical Specialist 1.1.5.2 Weekly Status Meetings 2 1 hr. 2 hrs. Tue 2/20/24 Tue 2/20/24 Implementatio n Specialist, Technical Specialist 1.1.5.3 Weekly Status Meetings 3 1 hr. 2 hrs. Tue 2/27/24 Tue 2/27/24 Implementatio n Specialist, Technical Specialist 1.1.5.4 Weekly Status Meetings 4 1 hr. 2 hrs. Tue 3/5/24 Tue 3/5/24 Implementatio n Specialist, Technical Specialist 1.1.5.5 Weekly Status Meetings 5 1 hr. 2 hrs. Tue 3/12/24 Tue 3/12/24 Implementatio n Specialist, Technical Specialist 1.1.5.6 Weekly Status Meetings 6 1 hr. 2 hrs. Tue 3/19/24 Tue 3/19/24 Implementatio n Specialist, Technical Specialist 1.1.5.7 Weekly Status Meetings 7 1 hr. 2 hrs. Tue 3/26/24 Tue 3/26/24 Implementatio n Specialist, Technical Specialist 1.2 Requirement Analysis 12.13 days 76.2 hrs. Tue 2/6/24 Fri 2/23/24 1.2.1 Process Workshop 8 days 65.2 hrs. Tue 2/6/24 Thu 2/15/24 1.2.1.1 External Portal 1 day 8 hrs. Tue 2/6/24 Tue 2/6/24 1.2.1.1.1 Applicant Portal 1 day 8 hrs. Tue 2/6/24 Tue 2/6/24 5 Implementatio n Specialist 1.2.1.2 Internal portal 7 days 57.2 hrs. Wed 2/7/24 Thu 2/15/24 Electronic Grant-Making Management and Repor�ng System 45 Interna�onal So�ware Systems, Inc. 1.2.1.2.1 Grants & Applications 3.5 days 28 hrs. Wed 2/7/24 Mon 2/12/24 1.2.1.2.1.1 Programs 0.25 days 2 hrs. Wed 2/7/24 Wed 2/7/24 18 Implementatio n Specialist 1.2.1.2.1.2 Grants 0.25 days 2 hrs. Wed 2/7/24 Wed 2/7/24 21 Implementatio n Specialist 1.2.1.2.1.3 Applications 0.5 days 4 hrs. Wed 2/7/24 Wed 2/7/24 22 Implementatio n Specialist 1.2.1.2.1.4 Awards 0.25 days 2 hrs. Thu 2/8/24 Thu 2/8/24 23 Implementatio n Specialist 1.2.1.2.1.5 Deliverables 0.25 days 2 hrs. Thu 2/8/24 Thu 2/8/24 24 Implementatio n Specialist 1.2.1.2.1.6 Invoices 0 days 0 hrs. Thu 2/8/24 Thu 2/8/24 25 Implementatio n Specialist 1.2.1.2.1.7 Payments 0 days 0 hrs. Thu 2/8/24 Thu 2/8/24 26 Implementatio n Specialist 1.2.1.2.1.8 Funding Sources 0.25 days 2 hrs. Thu 2/8/24 Thu 2/8/24 27 Implementatio n Specialist 1.2.1.2.1.9 Reports 1 day 8 hrs. Thu 2/8/24 Fri 2/9/24 28 Implementatio n Specialist 1.2.1.2.1.1 0 Diary 0.25 days 2 hrs. Fri 2/9/24 Fri 2/9/24 29 Implementatio n Specialist 1.2.1.2.1.1 1 Dashboard 0.5 days 4 hrs. Mon 2/12/24 Mon 2/12/24 30 Implementatio n Specialist 1.2.1.2.2 Administrator 2 days 16 hrs. Mon 2/12/24 Wed 2/14/24 1.2.1.2.2.1 Users 0.25 days 2 hrs. Mon 2/12/24 Mon 2/12/24 20 Implementatio n Specialist 1.2.1.2.2.2 Roles 0.25 days 2 hrs. Mon 2/12/24 Mon 2/12/24 33 Implementatio n Specialist 1.2.1.2.2.3 Workflows 1 day 8 hrs. Tue 2/13/24 Tue 2/13/24 34 Implementatio n Specialist 1.2.1.2.2.4 Settings 0.25 days 2 hrs. Wed 2/14/24 Wed 2/14/24 35 Implementatio n Specialist 1.2.1.2.2.5 Email configuration 0.25 days 2 hrs. Wed 2/14/24 Wed 2/14/24 36 Implementatio n Specialist Electronic Grant-Making Management and Repor�ng System 46 Interna�onal So�ware Systems, Inc. 1.2.1.2.3 Master 1.5 days 13.2 hrs. Wed 2/14/24 Thu 2/15/24 1.2.1.2.3.1 Letter Templates 1 day 8.8 hrs. Wed 2/14/24 Thu 2/15/24 32 Implementatio n Specialist, Technical Specialist[10 %] 1.2.1.2.3.2 Lookup types 0.5 days 4.4 hrs. Thu 2/15/24 Thu 2/15/24 39 Implementatio n Specialist, Technical Specialist[10 %] 1.2.2 Perform Gap Analysis 0.5 days 4 hrs. Fri 2/16/24 Fri 2/16/24 16 Implementatio n Specialist 1.2.3 Develop customization Requirements 0.5 days 4 hrs. Fri 2/16/24 Fri 2/16/24 41 Implementatio n Specialist 1.2.4 Send to County of Hawaii Team 1 hr. 1 hr Tue 2/20/24 Tue 2/20/24 42 Project Manager 1.2.5 Review with County of Hawaii and signoff 1 hr. 2 hrs. Fri 2/23/24 Fri 2/23/24 43FF+3 days Implementatio n Specialist, Project Manager 1.3 Design 3.13 days 11 hrs. Fri 2/23/24 Wed 2/28/24 1.3.1 Prepare Test Plan 0.5 days 4 hrs. Fri 2/23/24 Fri 2/23/24 15 Implementatio n Specialist 1.3.2 Prepare Training Plan 0.5 days 4 hrs. Fri 2/23/24 Fri 2/23/24 15 Implementatio n Specialist 1.3.3 Prepare customization design document 0 days 0 hrs. Fri 2/23/24 Fri 2/23/24 15 Technical Specialist 1.3.4 Send to County of Hawaii Team 1 hr. 1 hr Fri 2/23/24 Fri 2/23/24 48 Project Manager 1.3.5 Review with County of Hawaii and signoff 1 hr. 2 hrs. Wed 2/28/24 Wed 2/28/24 49FF+3 days Implementatio n Specialist, Project Manager Electronic Grant-Making Management and Repor�ng System 47 Interna�onal So�ware Systems, Inc. 1.4 Configuration/Developm ent 4 days 72 hrs. Fri 2/23/24 Thu 2/29/24 1.4.1 Set up UAT environment 2 days 16 hrs. Fri 2/23/24 Tue 2/27/24 15 AWS Engineer 1.4.2 Set up Production environment 2 days 16 hrs. Tue 2/27/24 Thu 2/29/24 52 AWS Engineer 1.4.3 Develop test scripts 2 days 16 hrs. Fri 2/23/24 Tue 2/27/24 15 Implementatio n Specialist 1.4.4 Develop customizations 0 days 0 hrs. Fri 2/23/24 Fri 2/23/24 15 Technical Specialist 1.4.5 Configure GMS 2 days 16 hrs. Tue 2/27/24 Thu 2/29/24 52 Implementatio n Specialist 1.4.6 Develop / update training documents 1 day 8 hrs. Tue 2/27/24 Wed 2/28/24 52 Technical Specialist 1.5 Testing 2 days 32 hrs. Thu 2/29/24 Mon 3/4/24 1.5.1 Perform testing using test scripts 2 days 16 hrs. Thu 2/29/24 Mon 3/4/24 51 Implementatio n Specialist 1.5.2 Fix any issues 2 days 16 hrs. Thu 2/29/24 Mon 3/4/24 51 Technical Specialist 1.6 Training 3 days 24 hrs. Mon 3/4/24 Thu 3/7/24 1.6.1 Train the Staff - 10 members - upto 16 hours 2 days 16 hrs. Mon 3/4/24 Wed 3/6/24 58 Implementatio n Specialist 1.6.2 Update the training documents 0.5 days 4 hrs. Wed 3/6/24 Wed 3/6/24 62 Implementatio n Specialist 1.6.3 Send training documents to County of Hawaii 0.5 days 4 hrs. Wed 3/6/24 Thu 3/7/24 63 Project Manager 1.7 User Acceptance Testing (UAT) 14.25 days 181.2 hrs. Thu 3/7/24 Wed 3/27/24 1.7.1 Round 1 10 days 128 hrs. Thu 3/7/24 Thu 3/21/24 Electronic Grant-Making Management and Repor�ng System 48 Interna�onal So�ware Systems, Inc. 1.7.1.1 Perform UAT 10 days 80 hrs. Thu 3/7/24 Thu 3/21/24 61 County of Hawaii 1.7.1.2 Fix any UAT issues 10 days 48 hrs. Thu 3/7/24 Thu 3/21/24 61 Implementatio n Specialist[40 %], Technical Specialist[40 %] 1.7.2 Round 2 4 days 51.2 hrs. Thu 3/21/24 Wed 3/27/24 1.7.2.1 Perform UAT 4 days 32 hrs. Thu 3/21/24 Wed 3/27/24 66 County of Hawaii 1.7.2.2 Fix any UAT issues 4 days 19.2 hrs. Thu 3/21/24 Wed 3/27/24 66 Implementatio n Specialist[40 %], Technical Specialist[40 %] 1.7.3 UAT SignOff 0.25 days 2 hrs. Wed 3/27/24 Wed 3/27/24 68, 71 County of Hawaii 1.8 Deployment/Go-Live 6.75 days 38 hrs. Thu 3/21/24 Fri 3/29/24 1.8.1 Update training documents, user guide 1 day 8 hrs. Wed 3/27/24 Thu 3/28/24 65 Implementatio n Specialist 1.8.2 Develop deployment plan 1 day 8 hrs. Thu 3/21/24 Fri 3/22/24 68 Project Manager 1.8.3 Review with Count of Hawaii and SignOff 1 hr. 2 hrs. Fri 3/22/24 Fri 3/22/24 75 Project Manager, County of Hawaii 1.8.4 Go-Live 2.5 days 20 hrs. Wed 3/27/24 Fri 3/29/24 1.8.4.1 Configure production 1 day 8 hrs. Wed 3/27/24 Thu 3/28/24 65, 76 Implementatio n Specialist 1.8.4.2 Production validation 1 day 8 hrs. Thu 3/28/24 Fri 3/29/24 78 County of Hawaii Electronic Grant-Making Management and Repor�ng System 49 Interna�onal So�ware Systems, Inc. 1.8.4.3 Go-Nogo decision 0.5 days 4 hrs. Fri 3/29/24 Fri 3/29/24 79 County of Hawaii 1.8.4.4 Go-Live 0 hrs 0 hrs. Fri 3/29/24 Fri 3/29/24 80 County of Hawaii Services for Successful Implementation and Ongoing Support (RFP 2.6.4) To ensure the successful implementation and ongoing utilization of the GMS product and services proposed by ISSI. ISSI offers a comprehensive suite of services designed to support our clients at every stage of their journey. These services aim to maximize the implemented system's effectiveness and ef�iciency while providing continuous value to our clients. Here is an overview of the key services available: System Awareness: ISSI conducts training programs for end-users to ensure a smooth transition. Support Infrastructure and Processes: o Help Desk Services: ISSI establishes a help desk to promptly address user queries, concerns, and issues. o Ticketing System: ISSI help desk uses a ticketing system to streamline support requests and resolutions. o Knowledge Base: ISSI provides user guides and training materials. Continuous Improvement and Optimization: o Performance Monitoring: ISSI monitors the system performance on a regular basis to identify areas for improvement. o Software Updates: ISSI deploys software updates and patches in a timely manner to ensure the system is up-to-date and secure. Customization and Enhancements: o ISSI offers services for system customization to adapt to changing business requirements. o ISSI, with the collaboration of the County, may work on the development of additional features or modules to enhance system capabilities. Regular Health Checks and Assessments: o System Audits: ISSI conducts periodic audits to assess the health and performance of the system. o Security Assessments: ISSI conducts regular security assessments to identify and address potential vulnerabilities. Project Escalation Procedures (RFP 2.6.5) Every project implementation, time and again, encounters issues that require escalation, within a specified time frame to the appropriate authority. At ISSI, we strongly believe and understand that a well-defined, formal problem escalation process must be established to prevent disruption and deviation. Problem Escalation Procedure (PEP) guides us in both routine operations and emergencies. It helps us resolve any issues that may require escalation to the appropriate authorities for problemhandling in a time-sensitive manner. A well-defined and agreed upon PEP helps us in accomplishing the following: Ensure that the team is familiar with the escalation process of Electronic Grant-Making Management and Repor�ng System 50 Interna�onal So�ware Systems, Inc. o who to escalate a problem to, o when to escalate, o what decision to enforce, and finally o where to document. Advise all appropriate agency stakeholders of the escalation process. Analyze all the data and provide complete information to a stakeholder when escalating an issue. Adhere to agreed-upon escalation procedures Avoid frequent and unnecessary escalations leveraging Key Performance Indicators (KPIs) Escalate an issue to the right stakeholder depending on the severity and impact of an issue and based on the guidelines in PEP. Arrange a separate meeting or call to address the escalation matter. Document an escalation process with action steps taken, time frame, and action owners. Our proposed Problem Escalation Procedure will include Key Performance Indicators (KPIs) and routine tracking of the KPIs to prevent issues from occurring. We will also establish contact points for escalation based on the levels of severity. Problem Escalation Process Identify the person responsible for managing the escalation process Document an identified issue that is tracked and managed with tools such as Team Foundation Server (TFS) or JIRA. Escalating to the appropriate organizational level for countermeasures and decision-making The contact details for ISSI read as follows: Escalation Points of Contact CEO/Executive Oversight Mr. Bhaskar Ganti, President/CEO 301-886-8900 bganti@issi-software.com Chief Technology Officer Mark Anderson manderson@issi-software.com 301-982-9700 Electronic Grant-Making Management and Repor�ng System 51 Interna�onal So�ware Systems, Inc. R&D Project Manager and primary points of contact TBD The Project Manager will be able to skip a level in the escalation process based on the severity and impact of that issue. The resolution progress of all issues shall be tracked within the tool where the issues have been documented. The Project Manager will send out a consolidated status report on all issues to the Agency Project Manager as decided and approved. Any changes regarding the escalation process shall be duly communicated to the Contract Monitor for approval by the Project Manager. After the Agency-designated Project Manager approves the changes, the same will be communicated to all project stakeholders. The final PEP will be implemented in consultation with the Project Manager and any other county-identified stakeholder. Upon Contract award, we will duly communicate PEP changes and/or updates after conferring with R&D. ISSIs ongoing support would include: Help Desk: ISSI will provide a centralized point of contact for users to report issues and seek assistance. Email Support: ISSI allows users to submit queries and receive responses via email. Phone Support: Provide a direct line for users to speak with support agents for more personalized assistance if needed. Remote Assistance: Provide remote assistance tools to enable support staff to connect to users' devices and address problems in real time, regardless of their physical location. Documentation: ISSI will maintain an up-to-date documentation repository and knowledge base, including solutions to common issues. This can help users troubleshoot minor problems on their own and serve as a reference for support personnel. Key Personnel and Resumes (RFP 2.6.6) Our team of skilled professionals proposed to implement the proposed GMS successfully, includes the project manager, implementation specialist, and technical specialist. The core team will lead the implementation effort, supported by domain expertise from R&D, to ensure alignment with County requirements. ISSI is proposing the following key personnel to perform the tasks described for this effort. The proposed Project Manager, Ms. Radhika Mulpuri, brings over 20 years of experience in Project Management. Similar to her previous project for the Maryland Department of Environment, Radhika will lead the development of the web-based application portal to streamline R&D’s Grant Management and Reporting process. She will assist the agency by providing comprehensive project planning and execution, de�ining project scope, engaging stakeholders effectively, allocating resources ef�iciently, Project Manager Radhika Mulpuri Implementation Specialist Niraj Karki Technical Specialist Vedula Kameswara Bharadwaj Electronic Grant-Making Management and Repor�ng System 52 Interna�onal So�ware Systems, Inc. managing risks, ensuring quality assurance, maintaining project schedules, and facilitating stakeholder communication. Radhika will also oversee project documentation, reporting, and closure, ensuring adherence to regulatory requirements and implementing established change management strategies. Her central goal is to align the project with R&D’s objectives and meet the needs of stakeholders. The proposed Implementation Specialist, Niraj Karki, is responsible for gathering, analyzing, and documenting detailed requirements from stakeholders, including R&D staff. He will assist and improve existing manual grant processes, facilitate effective stakeholder communication, ensure quality assurance and testing, assist with change management, and manage risks. Additionally, he will play a prominent role in de�ining key performance indicators, promoting continuous improvement, ensuring regulatory compliance, and contributing to resource and budget planning while maintaining comprehensive project documentation for knowledge transfer. The Implementation Specialist will also assist in training the R&D stakeholders. The proposed Technical specialist, Mr. Kameswara Bharadwaj Vedula, brings 5+ years of software development experience and will be responsible for resolving any technical issues found during testing and the user acceptance testing process. Like his experience in developing the Grants Management System for International Software Systems, and other applications for different clients, his responsibilities will include designing, programming, implementing, ensuring security and compliance, optimizing performance, integrating with external systems if needed, data migration, maintaining technical documentation, resolving issues, and continually seeking opportunities for improvement. His goal is to make sure GMS aligns with County of Hawaii's objectives and serves the needs of stakeholders while adhering to industry best practices. Resumes Radhika Mulpuri Project Manager Professional Summary Con�ident, solution-focused Project Manager with 20 years of proven success blending both technical skill and business acumen to deliver on critical projects for Federal and State Agencies Excellent at liaising between business and technical areas to achieve on-time and on-budget project completions. Experience in managing and tracking contract deliverables requirements. Adept at coordinating and managing multiple projects simultaneously. Experience in Agile and Waterfall Project Management Methodologies Excellent team-building skills, from recruiting and hiring to training, development, and coaching. Demonstrated strength in building, leading, cultivating, and retaining top-performing Onshore and Offshore talent. Excellent Verbal and written communication skills Implemented heterogeneous and homogeneous data integration projects. Converted multiple projects from legacy systems to web-based systems. Experience in using JIRA for planning project backlog to sprints. Also has experience in JIRA for tracking issues, Scrum Boards, burn down charts to velocity measurements. Experience using Microsoft Projects to plan projects, manage resources, assign tasks, track progress, critical paths, milestones, etc. Skill Highlights Electronic Grant-Making Management and Repor�ng System 53 Interna�onal So�ware Systems, Inc. Enterprise Implementations Project Lifecycle Management Project Scheduling Project Budgeting and Cost Controls Quality Assurance Team Building, Coaching and Leadership Risk Management Business Proposal Technical Writing Systems Migrations/Integrations Requirements De�inition and Analysis Database Design Custom Software Development Technical Skills Programming Languages ColdFusion, Java, Perl, PHP, JavaScript, PL-SQL, T-SQL Web Skills HTML, DHTML, ASP.NET, CSS, AJAX, jQuery RDBMS MS SQL Server, Oracle, My-SQL, MS Access Operating Systems Windows, Red Hat Linux Version Control Systems Visual Source Safe, CVS, Subversion, TFS Reporting Solutions Crystal Reports, SQL Server Reporting Services (SSRS), Power BI Web Servers IIS, Apache-Tomcat, Web Logic IDEs Visual Studio, Cold Fusion Studio, Dream Weaver HCM and LMS Systems SumTotal ELMS, TM Modules, Report Manager, Advanced Reports, DSU, TMU Other Tools/Systems JIRA, MS Of�ice, MS Visio, MS Project, SharePoint, Lotus Domino, Web Trends, Web Events, Web Surveyor, Remedy Help Desk Management, Remedy Asset Management, SFTP Tools, Fiddler and Wireshark, TFS Enterprise Integrations LDAP, Silent Sign On, Skillsoft integrations Professional Experience Organization: Maryland Department of Health, Maryland, USA Role: Program Manager Time Frame: January 2021-Present Roles and Responsibilities: Utilizing Agile framework, managed an annual program budget of $9.5M+ Provided regular status updates to stakeholder groups and executive leadership. Developed comprehensive monitoring of risks, issues, dependencies, contingency plans and resources to remove 99% of roadblocks. Established project estimates and forecasts and managed to exceed performance forecasts by 5% Organization: MDThink, Maryland, USA Role: Project Manager Time Frame: Nov 2020 – Feb 2023 Roles and Responsibilities: Planned, Organized, and led the PMM application development team. Responsible for the following: Established, maintained, and managed the program schedule, re�lecting WBS, dependencies, key milestones, critical path, risk mitigation, evolving challenges, and customer needs. Identi�ied, categorized, and proactively managed program risks using a structured approach. Led the PMM technical delivery work. Conducted program and technical reviews, status meetings, and reports. Monitored and reported to the PMM overarching Program Manager on development progress, including signi�icant milestones and any conditions affecting project cost or schedule. Established weekly meetings to review project status and formulate action items. Demonstrated knowledge of AWS and cloud computing technologies Demonstrated knowledge of web-based software development projects Managed day-to-day interactions with technical architects and developers. Electronic Grant-Making Management and Repor�ng System 54 Interna�onal So�ware Systems, Inc. Organization: Pennsylvania Department of Education (PDE), Harrisburg, USA Role: Project Manager Time Frame: May 2022 – Sep 2022 Description: Perform a complete analysis and feasibility study to improve or replace the Teacher Information Management System (TIMS) and the Professional Education Record Management System (PERMS) systems. Also, assist PDE in writing a Request for Proposal for the work. Roles and Responsibilities: Managed a team to plan, schedule, document, implement, control, analyze, and report all elements of the contract as de�ined in the Performance Work Statement Developed and maintained a Project Management Plan, including work breakdown structure and tracked plan to include staf�ing, scheduling, project assignments and risk identi�ication. Tracked progress to ensure the project milestones and deliverables were completed on time, on budget, and with the designed results. Reviewed status/progress reports and contract deliverables during weekly status meetings with the customer. Organization: Maryland Department of Environment, Maryland, USA Role: Technical Project Manager Time Frame: Dec 2018 – Oct 2022 Description: Implement an Environmental Tracking System by converting the legacy system to a web-based system and integrating data from existing systems. Roles and Responsibilities: Extensively involved in data migration from legacy systems to new web-based systems Proposed and reviewed the infrastructure speci�ications for hosting the new web-based system with the client. Tracked progress to ensure the project milestones and deliverables were completed on time, on budget, and with the designed results. Reviewed status/progress reports and contract deliverables with the customer during weekly and monthly status meetings. Led teams across technical and business requirements. Environment: VMWARE, Microsoft Windows, .NET, IIS, Microsoft SQL Server, SSRS, TFS Organization: Dallas Area Rapid Transit (DART), Dallas, USA Role: Implementation Consultant Time Frame: Aug 2020 – Jan 2021 Description: Implementation of SumTotal Enterprise Learning and Talent Management Systems Roles and Responsibilities: Implemented SumTotal’s system, a COTS application at Dallas Area Rapid Transit. Identi�ied sources and gathered critical information around processes and procedures to support implementation of the software. Acted as the point of contact for DART before the “go live.” Managed implementation and addressed issues during implementation. Provided status tracking on the implementation to keep the Agency informed. Facilitated meetings and interfaced with DART stakeholders. Organization: Maryland Insurance Administration, Maryland, USA Role: Project Manager Time Frame: Jun 2015 – Jun 2020 Description: Implementation of Enterprise Complaint Tracking System along with internal and external systems integrations. Also implemented hardware and environment required for this project. Roles and Responsibilities: Managed a team to plan, schedule, document, implement, control, analyze, and report all elements of the contract as de�ined in the Performance Work Statement Electronic Grant-Making Management and Repor�ng System 55 Interna�onal So�ware Systems, Inc. Developed and maintained a Project Management Plan, including work breakdown structure and tracked plan for staf�ing, scheduling, project assignments, and risk identi�ication. Tracked the progress to ensure the project milestones and deliverables were completed on time, on budget, and with the designed results. Reviewed status/progress reports and contract deliverables with the customer during weekly and monthly status meetings. Led teams across technical and business requirements. Effectively communicated project scope, schedule, and budget with both the customers and the team Excelled at guiding and mentoring the teams. Resolved numerous project issues, including staf�ing shortages, tactical matters, scope creep, and diverse business and user needs. Acted as a facilitator between the State Agency and the team and met customer SLAs. Environment: VMWARE, Microsoft Windows, .NET, IIS, Microsoft SQL Server, SSRS, SSIS, SharePoint Organization: US Library of Congress, Washington DC, USA Role: Project Manager Time Frame: Sep 2018 – Jan 2020 Description: Implementation of SumTotal Enterprise Learning and Talent Management Systems Roles and Responsibilities: Managed a team to plan, schedule, document, implement, control, analyze, and report all elements of the contract as de�ined in the Performance Work Statement Developed and maintained a Project Management Plan, including work breakdown structure. Tracked progress to ensure the project milestones and deliverables were completed on time, on budget, and within the scope. Reviewed status/progress reports and contract deliverables during weekly status meetings with the customer. Effectively communicated project scope, schedule, and budget with both the customers and the team Acted as a facilitator between the Federal Agency, SumTotal, Skillsoft, and the team. Implemented integration with multiple sources from Skillsoft and the HR data system. Environment: VMWARE, Microsoft Windows, .NET, Linux, IIS, Microsoft SQL Server Organization: Environmental Protection Agency, Washington DC, USA Role: Project Manager Time Frame: Oct 2010 – May 2014 Description: The U.S. Environmental Protection Agency (EPA)’s Of�ice of Administration and Resources Management (OARM) and The Of�ice of Administration (OA) is responsible for requirements analysis, design, development, deployment, and maintenance of more than 30 (thirty) software applications, Networking, Helpdesk support. Roles and Responsibilities: Managed a team of 13 to 25 to plan, schedule, document, implement, control, analyze and report all elements of the contract as de�ined in Performance Work Statement Responsible for managing 30+ applications. Converted multiple legacy systems like FMS, Contracts Management System, NSI, Parking System and Action Tracking Systems Implemented data integration with other systems like HR data system, Lotus Domino, National Metering System Tracked the progress to ensure the project milestones and deliverables were completed on time, on budget and within the scope. Reviewed status/progress reports and contract deliverables with the customer during weekly and monthly status meetings. Maintained a Project Management Plan including work breakdown structure and tracked plan for to include staf�ing, scheduling, project assignments and risk identi�ication. Led teams across technical and business requirements. Effectively communicated project scope, schedule, and budget with both the customers and the team Electronic Grant-Making Management and Repor�ng System 56 Interna�onal So�ware Systems, Inc. Excelled at guiding and mentoring the teams. Resolved numerous project issues including staf�ing shortages, tactical matters, scope creep and divergent business and user needs. Acted as a facilitator between the Federal Agency and the team. Implemented data integration with other systems like HR data system, Lotus Domino, National Metering System Migrated multiple legacy systems to the web-based systems. Created technical document for Contingency Plan and was part of conducting ‘Contingency’ and ‘Disaster Recovery’ process for years 2011 and 2013. Involved in requirements gathering and analysis. Assigned work to the team, estimated timelines, created project plans under the guidance of the Project Manager. Reviewed all the required project documents like FRD, test plan, test cases. Streamlined the con�iguration Management Process among the team members. Environment: VMWARE, Microsoft Windows, Java, JIRA, ColdFusion, IIS, Oracle, Apache Tomcat Additional Clients: Project Manager Role International Software Solutions Inc, Maryland, USA – June 2014 to till Date. Department of Defense Education Activity, Arlington, VA – January 2011 to Feb 2012 Solution Architect/Business Analyst National Defense University, Washington DC, USA - August 2005 to November 2009 Department of Developmental Services, Sacramento, USA - Sep 2004 to August 2005 Uniform Code Council, New Jersey, USA - Dec 2003 to Sep 2004 International Software Solutions Inc, Maryland, USA - December 2002 to November 2003 Aventeon, Munich, Germany - October 1998 to Dec 2002 Indus Networks Private Ltd, Hyderabad, India - October 1998 to Dec 2002 Education M.A. in Computer Applications Andhra University, India B.S. in Electronics Andhra University, India Awards Project Management Professional (PMP) – January 2020 Certi�ied Scrum Master (CSM) – February 2019 Niraj Karki Implementation Specialist Professional Summary Over 14 years of excellent experience acting as a Senior Implementation Specialist, Business System Analyst, Project Manager, and Quality Assurance to lead and manage software development projects. IT professional with proven knowledge of Software Development Life Cycle (SDLC) and leadership skills along with excellent analytical and communication skills. Well versed with the multiple IT projects within Social Security Administration (SSA), Pension Systems, Medicaid and Medicare management Systems and Health Care Technology, Direct selling along with various other domains. Thorough experience in handling Personal Information (PI) data. Expert in managing and running projects on Agile concepts. Electronic Grant-Making Management and Repor�ng System 57 Interna�onal So�ware Systems, Inc. Experienced in SDLC methodologies such as Agile, Scrum, and Waterfall. Strong presentation skills and hands-on experience conducting stakeholder meetings and all agile ceremonies. Effective communication and listening skills to break down complex business requirements into simplified development requirements. Well versed with creating excellent mockups using FIGMA, Visio and browser console. Complete knowledge of Jira. Developed new projects, workflows, dashboards, Filters. Fully Familiar with Jira versioning, Release management, Epic and story/task Management. Full working knowledge of Confluence in documenting and managing Project documentation, Release notes and integrating with Jira. Real-time experience of using Project and Product Management tool like Asana, Team works, Team Reports (add on to Jira) Equipped with strong database skills, writing complex queries using SQL. Strong knowledge of all Microsoft Office products. Expertise in using JIRA, Agility, Rational Clear Quest, Bugzilla, and other ticket management and reporting tools. Very well-informed in Web Services technologies and hands-on experience using SoapUI and Postman. Skill Highlights Platforms: Windows, Linux, UNIX (Mac OSX) Databases: Oracle, MS SQL Server, Neo4j Microsoft Products: MS Project, MS Of�ice, MS Share Point, MS Visio Tools: JIRA, VersionOne, Con�luence, Lucid Charts, SharePoint, Clear quest, Web console tools, Teamwork, FIGMA, Asana, Miro, WCF Storm. SoapUI, Postman, Ready API, DB Visualizer. Professional Experience Organization: Leidos/Social Security Administration Role: Senior Requirements Analyst Time Frame: March 2021 to Present Project: mySSA Claim Tracker application Roles and Responsibilities: Work closely Project team to get a thorough understanding of all ongoing and upcoming Project work. Conduct and Manage Daily Scrums (as needed), Grooming, Planning and Retrospectives (as needed) Create and manage features and backlog in VersionOne. Collaborate with the Project team to prioritize the backlog. Document and communicate the status of all features and risks associated with features to help release planning. Conduct requirement sessions with Solutions Architect, Product owners, and other stakeholders as needed. Conduct demos to internal and external stakeholders to provide an understanding of the application. Create queries in DB visualizer for requirement gathering and verifying various backend implementations. Regular use of ReadyAPI to understand API structures as well as to create a Data map from the source API to the target API. Collaborate with the Development team to translate business requirements into technical requirements in the forms of API data mapping documents, scenario documents, and logic documents. Team up with the Validation team to review stories by providing a clear understanding of the requirements, which in turn support building quality test cases and test scenarios. Work with the Database team to provide requirements for the MI implementation for newer Electronic Grant-Making Management and Repor�ng System 58 Interna�onal So�ware Systems, Inc. applications and understand the MI reporting for existing applications. Verify new implementation to confirm that implementation matches the expectation. Research and triage production issues and confirm business requirements as needed. Utilize a thorough understanding of the development lifecycle and agile practices to fit the daily needs of the project. Manage Documentation in Confluence to support the development and testing of new and existing requirements/implementation. Environments and tools: VersionOne, Confluence, DB Visualizer, MI reports Organization: MEDIFAST- Baltimore, MD Role: Project Manager and Senior Implementation Specialist Time Frame: March 2019 to March 2021 Project: Connect Web and Connect Mobile App. Roles and Responsibilities: Manage Scheduling of multiple initiatives for multiple projects by understanding the needs of the Stakeholders. Work closely with the Product Management team to align new initiatives. Conduct and Manage Daily Scrums, Pre- Planning, Planning and Retrospectives. Inside out knowledge of Jira from Creating new Jira projects and Jira workflows for new projects. To user access and role Management. Create number of new Confluence spaces for new projects and documented various project documentation like Project dictionary, Release notes, meeting notes along with other important business decision. Work closely with the Product team and Project Stakeholders to prioritize the backlog. Use Jira Sprint and release management including story/task creation, manage release versioning, Epics and Components. Work with the Product Owners, developers, and test team to create excellent stories with complete Acceptance criteria and dependency identification. Update stakeholders with the latest progress reports on the development goals of each sprint and release. Manage Request for Changes and see it through to successful implementation to Production. Manage and familiarize the IT team of upcoming initiatives and have a mutual understanding on the goal and vision of the project. Track any Project Risk and produce Contingency planning. Work closely with the change management team to plan and deploy new releases. Create SQL queries and used it for verification and technical understanding while creating stories. Experience with planning and Road map tools like Teamwork’s, Asana, Teamwork, and Team Reports (add on to Jira). Create Prototype using tool called FIGMA. Use Miro Board to brainstorm ideas on a new initiative. Use Postman and SoapUI to verify API details for technical requirements as well as triaging issues. Good understanding of Mobile technologies as well as replication of data from source to target using tools like Attunity, Kafka. Exposure to Graph DB like Neo4j. Good Understanding of the AWS architecture. Worked on a project building an APP with the database residing in the AWS architecture. Environments and tools: JIRA, SQL, Confluence, Asana, Teamwork, Time Tracking (add on to Jira), FIGMA, Exposure to AWS, Attunity, Kafka, Neo4J database in the Mobile APP project. Organization: National Rural Electric Cooperative Association (NRECA) - Arlington, VA Role: Senior Business Analyst Time Frame: May 2015 to February 2019 Project: Pension Management System Roles and Responsibilities: Electronic Grant-Making Management and Repor�ng System 59 Interna�onal So�ware Systems, Inc. Worked with the Product Owners with missing requirements and performs requirement analysis on new enhancement and epics. Created thorough Stories/Tickets in Jira which catered very well for development and testing. Authored Vision Documents, Process and Product Flowcharts and Functional Requirements Documents. Answered testing questions and perform functionality test with development team to verify the implemented feature. Practiced core agile functionality from being involved in keeping up to date with the backlog, Planning meeting, and relative sizing to pointing the stories. Manage and run daily stand up and scrum meetings. Updated stakeholders with the latest progress reports on the development goals of each sprint and release. Reviewed of test cases and test plans with the Quality Assurance (QA) team. Worked with Product Owners to help them signoff stories by answering functionality related questions. Performed Analysis on new and existing requirements/stories. Worked on creating Continuous user testing guides to support CUT and UAT. Also provided training and demos during both phases. Wrote SQL queries for Data verification. Very well versed with Select and Update statements. Used WCF Storm and SOAPUI for API response verification. Gathered deep understanding of the legacy system by working with business users to incorporate that into new development. Environment: JIRA, SQL, VISIO, SharePoint, WCF Storm, POSTMAN, SOAPUI, BAS legacy pension mainframe. Organization: Client Network Services, Inc. (CNSI) Role: Quality Assurance/Business Analyst Time Frame: 2011 to May 2015 Project: Provider One MMIS Roles and Responsibilities: Worked very closely with the business users utilizing different requirement-gathering skills and converted business user needs into easily understood requirements. Conducted numerous meetings and sessions with the stakeholders to capture the requirements into design. Managed various scrum and standup meetings with the development, management, and business analyst to resolve issues and plan activities. Converted requirement break down into traceability matrix. Owned and managed Project documents using SharePoint. Worked with the Development team to help them understand the functional flow and was involved in pair testing with the Devs. Worked closely with the test team to help them understand the requirements in order to create proper test cases and get a proper coverage of the Traceability Matrix. Delivered multiple test result deliverables to the client with necessary documents by utilizing indepth knowledge of test deliverable preparation and delivery process. Managed appropriate assignments within the team according to the workload and schedule to ensure timely completion of required activities. Supported Test Managers in preparation of Resource Utilization Metrics (RUM). Acquired thorough knowledge of Health Care technology via MMIS, starting with Provider, Client, Claims, Managed Care, Finance (Payroll), Reference, Rate Settings, Social Service, Interfaces, Correspondences and Reports. Equipped with strong database abilities writing complex queries using SQL and Toad. Thorough understanding and hands on experience of Web Services and Web Services testing using SOAP UI. Recorded results following established project standards in Traceability Matrix and used Clear Quest as a defect and configuration management tool. Electronic Grant-Making Management and Repor�ng System 60 Interna�onal So�ware Systems, Inc. Involved in developing test plan, designing the test steps, writing Test Cases, and running test scripts using Test Management Tool Quality Center. Provided input for test planning activities to the team and also provide testing status updates to the Test Manager. Assisted with defect root cause analysis on issues and problems and verified defect fixes utilizing knowledge of defect lifecycle. Environment: Rational Clear Quest, SQL, VISIO, SharePoint, Wiki, Rational Clear, JIRA, CORE FTP, SOAPUI Organization: Institute for Building Technology and Safety (IBTS) Role: Project Coordinator/ Business Analyst Time Frame: January 2011 to September 2011 Project: I-Code Roles and Responsibilities: Created detailed project plan responsible for defining scope, establishing deliverables and schedule, as well as resource planning and budget tracking. Monitored and controlled the project plan execution and made sure any project risks were communicated well in advance. Led and facilitated meetings, training sessions confirming agendas and making sure all the related project team had transparency with the project Created deliverables and facilitated working sessions and demos to get an approval from client on every phase of the project. Executed the project plan and delegated project tasks to make sure the project was on time and under the estimated budget. Worked with each project team to resolve impediments along with providing realistic and prioritized solutions to make sure each project phase was achieved as planned. Managed internal stakeholder communication within the company as well as external stakeholders and clients. Submitted weekly and monthly status reports on a timely fashion with the latest progress on the development goals of each sprint and release. Facilitated UAT sessions so that the stakeholders were well informed on the scope and the expectation of the software functionalities. Environment: Microsoft Project, VISIO, Wireframe, JIRA, SQL Education Master of Science in Computer Information System, Bellevue University, Nebraska Bachelor of Science in Computer Information System, Bellevue University, Nebraska C ertifications Certi�ied as Project Management Professional-PMP (Active)-Project Management Institute Certi�ied Scrum Master-Active Kameswara Bharadwaj Vedula Technical Specialist Professional Summary Result Oriented + Innovative Information Technology (IT) Professional with 5+ years of extensive experience across analysis, design and development of Web-based n-tier applications using OOA (Object Oriented Architecture) Profound experience working in distributed architecture applications built on technologies like NodeJS, ReactJS, and AWS. Extensive Web development experience in JavaScript-based frameworks like NodeJS and ReactJS with TDD and BDD style of programming and document-based storage platforms like MongoDB. Profound experience with RDBMS platforms such as PostgreSQL, Oracle, and MS SQL Server. Electronic Grant-Making Management and Repor�ng System 61 Interna�onal So�ware Systems, Inc. Ability to lead in a startup environment. In-depth knowledge & expertise in Planning, Execution, Monitoring, Staffing and Coordination with Client Leadership. Hands-on experience in building scalable web applications, particularly building high-frequency and low-latency web applications with optimal memory management, performance, and scalability. Worked closely with Customers in various geographies to manage complex projects from planning through execution/completion under the pressure of fast-paced & time-sensitive environments. Energetic, decisive, and focused, with the ability to work independently in a team, and lead/manage high-performing teams. Leverage open-source software by implementing and extending well-known tools and frameworks. Skill Highlights IDEs Visual Studio Code, Atom, Sublime Text, Visual Studio Open-Source Software NodeJS, ReactJS, ES6, Express JS, HTML5, CSS3, Bootstrap, JavaScript Databases Postgres, MS SQL, MongoDB ALM Tools TFS, Bitbucket, Atlassian JIRA CI/Deployment Tools Webpack, NPM, Yarn Version Control GIT, TFS (Team Foundation Server) Cloud Platform AWS Application Server Nginx, IIS (Internet Information Services) Domain Disability Case Processing, Supply Chain, HealthCare, Reminder solutions Professional Experience Organization: State of Maryland Role: Senior Engineer Time Frame: June 2018 – Current Project: Ticket Tracker Roles and Responsibilities: As a Subject Matter Expert (SME), my primary responsibilities include implementing scalable, performanceoriented APIs as part of the business layer using tools like NodeJS and JavaScript ES5/ES6. Writing scalable code using ReactJS and Python Django. Expert in writing Behavioral Driven Development (BDD) frameworks. Writing Database queries in application logic applying the Django open-source library. Deployment activities for application in stage and test environment. Involved in Agile grooming sessions with Product owners to analyze the requirements and provide technical estimations and efforts. Involved in pulling code from different branches, integrating it into the Main branch, and resolving merge conflicts. Participating in scrum calls daily. Involved in peer review for other developers’ pull requests. Environment: HTML5, CSS3, SASS, Bootstrap JavaScript,React.JS, Python,Django, PostgreSQL,jQuery, REDUX. Project: Professional Services Management System (PSMS) Roles and Responsibilities: Integrated Express JS for routing/middleware. Developed API services using ES6 and prepared a bundle using the Express framework. Implemented Winston logging framework with Node JS. Integrated different NPM modules for async programming and sending email. Integrated Joi for validations with Node JS API services. Integrated Sequelize ORM to communicate with PostgreSQL. Developed reusable react components. Implemented component communication and state management with redux framework using actions and reducers. Electronic Grant-Making Management and Repor�ng System 62 Interna�onal So�ware Systems, Inc. Evaluated different NPM modules and integrated the same into application. Bundled react application using Webpack. Environment: HTML5, CSS3, SASS, Bootstrap JavaScript, NodeJS, React.JS, jQuery, REDUX, PostgreSQL. Project: Capture Manager Roles and Responsibilities: Involved in creating POCs as prototypes and giving demonstrations to clients. Involved in performance tuning of applications. Involved in writing application-level code to interact with APIs and web services using AJAX and JSON. Enhanced and built reusable modules using Custom CSS. Completely involved in the SDLC of the project. Environment: HTML5, CSS3, SASS, Bootstrap JavaScript,React.JS, Python,Django, PostgreSQL,jQuery, REDUX. Project: Enterprise Complaint Tracking System Roles and Responsibilities: Involved in implementing the code from technical designs independently. Involved in implementing UI screens in ASPX. Involved in converting HTML layouts to Bootstrap. Involved in Knowledge Transfer session. Environment: HTML5, CSS3, SASS, Bootstrap JavaScript,jQuery,ASP.NET ,.NET4.0. Education B.S. in Electronics & Communication Engineering Jawaharlal Nehru Technological University), Kakinada, India Acceptance Testing Process (RFP 2.6.7) Backed by our experience with previous projects at the MDE, MIA, Maryland Judiciary or the US Census Bureau we will develop a Master Test Plan incorporating a suite of testing activities in the testing environment. Our Master Test Plan will schedule the suite of testing, namely: Unit Testing Functional Testing Integration Testing System Regression Testing Performance and Load testing User Acceptance Testing ISSI will manage the traceability of all Testing and store, manage, and produce comprehensive reports which include the traceability of all Requirements, Tasks, Test Cases, Test scripts, Defects, and detailed Release Notes through each test cycle. The ISSI QA Team (Implementation Specialist) will provide a User Acceptance Test Plan that includes test cases and procedures that facilitate the testing of the software by the end users. This plan will consist of a requirements traceability matrix RTM, which will clearly delineate the traceability between each requirement and the associated test cases and test scripts, including the procedures, expected results, and any additional relevant documentation like the user guide and release notes. We will collaborate with the business analysts, testers, and developers to create these test cases and conduct a review and approval to ensure that Figure 9: ISSI's Testing in an isolated environment Electronic Grant-Making Management and Repor�ng System 63 Interna�onal So�ware Systems, Inc. each test exercises a particular operating condition of the user’s environment or feature of the system and results of a Pass or Fail outcome. The ISSI project manager will develop an implementation plan for the proposed solution. The implementation specialist will create the test plan document which will define the testing strategy and approach to testing throughout the development phases, and subsequent software releases for the Grant Management System. This document describes the testing approach and overall framework that will drive the testing effort of the GMS system which is comprised of the applicant portal and main portal. The sample Master Test Plan will comprise the following: Figure 10: Sample Master Plan The QA Tester (Implementation Specialist) will be involved in the approved testing phase, ensuring delivery milestones and quality deliverables. Regression testing will precede the UAT testing, and the end users will be trained in the system before the UAT begins. The PM will provide oversight and coordinate with the identified and agreed upon County of Hawaii R&D end-users for the User Acceptance Testing after the above-mentioned tests have been completed and bugs patched. ISSI Electronic Grant-Making Management and Repor�ng System 64 Interna�onal So�ware Systems, Inc. recommends two cycles of the UAT phase. The first cycle would be for 10 days and the second cycle would be for 4 days. Team ISSI will provide a detailed report of all final UAT results. We will specify the complete traceability of test cases to requirements, the user that performed the test, and the corresponding test case result. This document will also include a section for any additional findings the user may have encountered as a defect or possible improvement to the system. Implementing a thorough testing approach, accurate documentation, and alignment with project objectives will contribute to the overall quality and reliability of the customized system. Training and Knowledge Transfer Plan (RFP 2.6.8) Location and duration of the training program. ISSI proposes to train the R&D staff virtually and will decide on the duration of the Training in a mutually agreed-upon schedule to accommodate the availability of the staff. Per the requirement, the county is expecting training to be completed within six months of notice to the proceeding date; ISSI will comply with this requirement (refer to Work Breakdown Structure). ISSI will break down the training Sessions based on Roles: System Administration Grant Program Administration General User training Power Users Training materials and methods. The training plan sets the standards for how and when training on the project/program will be scheduled. The training plan will identify training objectives with the roles in mind. A grant reviewer, grant applicant, and awardee will undergo training different from System Administrator training. Hence, identifying roles will be important in developing the training modules. Before creating a training plan, it is essential to identify the end goal/objective of the Training for the target audience. Training design and development follow a standard lifecycle model similar to the Software Development Lifecycle. The original functional and data requirements and the end users' profiles are the starting point for training analysis and design when creating Training on Software. We design and develop the materials once the training requirements and constraints are understood. Training design consists of enabling objectives, sequencing the goals for logical presentation, and allocating the objectives for a curriculum to courses, lessons, and topics. Where appropriate, video and audio scripts are developed, and graphics are storyboarded. Training materials such as job aids and user manuals will be provided and shared with the staff to facilitate learning and to ease the transition to the ISSI-proposed GMS. The trainer will be available during business hours to assist with questions the R&D staff may have. Similar to our experience at MIA and IBTS, frequently asked questions and tutorials (user guide) will be available in the system for users to review training sessions at their comfort. ISSI's instructors follow an interactive and intuitive training approach to engage the audience from the very start. This method results in a hands-on, better understanding of the system and its operation. Electronic Grant-Making Management and Repor�ng System 65 Interna�onal So�ware Systems, Inc. Implementing the Training in groups allows for a collaborative and shared approach to learning the intricacies of the application. The Training Plan that ISSI develops will be in partnership with the R&D, determining start and end dates and the frequency of the training sessions for the attendees. For IBTS, we held a daily training routine for the first two weeks and spread them out bi-weekly. If the County assigns an agency Trainer, we also provide Train-the-Trainer support. Scope of Training Offered (number of sessions, sample program outline, onsite vs. remote, etc.) ISSI’s training program outline is best illustrated in the following table: Training Date Topics to be Covered Name of attendees Roles Session Duration Delivery method Evaluation The final version of the program outline is subject to agency approval. Electronic Grant-Making Management and Repor�ng System 66 Interna�onal So�ware Systems, Inc. 2.7 System Reporting and Data Integration ISSI proposed GMS has a Reports module that would allow R&D users to gain insights from the data using the pre-defined reports. By incorporating a BI tool, the GMS ensures that stakeholders have access to real-time status monitoring, data-driven decision-making support, advanced data analytics, and customizable reporting. The users can set their own parameters and generate the reports. The below screenshot showcases the module in GMS using Power BI to generate the reports. R&D can specify the parameters provided to generate a report and the generated reports can be exported in PDF, Excel, or CSV formats. Electronic Grant-Making Management and Repor�ng System 67 Interna�onal So�ware Systems, Inc. We currently have multiple pre-defined reports in our GMS (as seen in the above screenshot). However, if the County needs additional reports or any ad-hoc reports, our highly configurable system can accommodate such needs. Electronic Grant-Making Management and Repor�ng System 68 Interna�onal So�ware Systems, Inc. 2.8 System Documentation ISSI Project Manager will provide the System Implementation documentation, guiding the individuals or teams through the process of installing, con�iguring, and deploying a system. It typically includes details about hardware and software requirements, step-by-step installation instructions, con�iguration settings, and any prerequisites. Sample implementation documentation contents are provided below: Our team is dedicated to delivering comprehensive documentation as part of the GMS implementation. In collaboration with the County, ISSI ensures accessibility and flexibility by providing both PDF and Video-accessible documentation formats. Our commitment extends to offering soft copies of all documentation and based on the agency's needs, providing hard copies as well. This approach allows for online accessibility while accommodating any specific requirements for hard copies, ensuring a tailored and adaptable documentation delivery for the initial implementation as well as future updates and releases. Project Documentation Integral to robust project management is project documentation that ensures transparency, accountability, knowledge sharing, and communication. Key documentation for any project incorporates Project Charter, Project Management Plan, Requirements Documents, System Design documents, Test Plan and Test Cases, Training materials and user guides and manuals, Technical documents, Change management and Configuration documents, Implementation Plan, Security Plan, Disaster Recovery Plan, Transition Plan, Meeting Minutes and Status Reports. All project documentation that Team ISSI generates will reside on the County of Hawaii document storage including the Project Closing Report comprising Lessons Learned and the electronic Project Archive. The County of Hawaii staff will measure the project's success against the budget, scope, schedule, and lessons learned documents. Electronic Grant-Making Management and Repor�ng System 69 Interna�onal So�ware Systems, Inc. Archival of all draft and final documents, final reports, status briefings, and exception reports will be stored in the agency’s Count of Hawaii document storage site for County’s final approval, followed by Team ISSI’s final invoice submission. Our team is dedicated to delivering comprehensive documentation as part of the GMS implementation. In collaboration with the County, ISSI ensures accessibility and flexibility by providing both PDF and Video-accessible documentation formats. Our commitment extends to offering soft copies of all documentation and based on the agency's needs, providing hard copies as well. This approach allows for online accessibility while accommodating any specific requirements for hard copies, ensuring a tailored and adaptable documentation delivery for the initial implementation as well as future updates and releases. Following project documentation will be delivered: Project Management Plan – This plan is a comprehensive document outlining project objectives, scope, schedule, resources, risks, communication, quality, and budget. It defines roles, establishes processes for change and closure, and serves as a dynamic roadmap for successful project execution, monitoring, and control. Requirements Document/User Stories / Configuration Workbook (includes, Functional, Non-Functional, Security, etc.) – This document will have the list of configurations that are made for County of Hawaii GMS solution Work Break-Down Structure – Will have decomposition of all project tasks, sub-tasks, and deliverables. Project Status Reports (weekly) – Will be used in weekly project meetings and includes tasks completed, tasks in progress, action items, risks, and milestone progress. Implementation Plan – includes scope, approach and a checklist of detailed steps for each task to be conducted during implementation that included Implementation Tasks, estimated start and end times and Resource(s) conducting each task System Administration Manual – will include system screen shots and included instructions on how to conduct all system administration functions. Training Materials– system screen shots included with a detailed plan for training to include Training schedule and Training location(s). Also included instructions on system use to accomplish all functional and technical requirements for business users, and administrators System Operation and Maintenance Plan – describes how system support for the COTS package(s) and for the custom developed code delivered to the County of Hawaii. Data Flow Diagrams – shows the data exchange between different integrated systems i.e. Legacy database, current database, licensee information etc. System Design Document including Entity Relationship Diagrams (ERD) and class diagrams Test Plans – includes test cases and expected results for the each of the following: System Tests Integration Tests User Acceptance Tests Security Tests Performance Tests Test Result Report that included actual test results for the each of the following: System Tests Integration Tests Security Tests Electronic Grant-Making Management and Repor�ng System 70 Interna�onal So�ware Systems, Inc. Performance Tests Transition-out Plan includes the final version of all Project Documentation and Warranty Materials, Electronic media for COTS package(s), Final version of source code and System risk factors and suggested solutions. Below are some of the sample images of Contents and one of the GMS Modules from the user manual, per the RFP requirement: Electronic Grant-Making Management and Repor�ng System 71 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 72 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 73 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 74 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 75 Interna�onal So�ware Systems, Inc. 2.9 Cost Proposal ISSI’s goal is to provide the best possible solution to County of Hawai’i’s at the lowest possible rate. Below is the high-level breakdown of the cost for the �irst year: 2.9.1 Year 1 Cost: S. No. Task Cost Notes 1 Implementation $36,071.00 2 Annual Operations and Maintenance $9,017.75 25% of Implementation cost Total $45,088.75 3 Annual AWS hosting $14,400.00 Two environments (STAGE/UAT and PROD) Grand Total $59,488.75 2.9.2 Implementation Cost Breakdown: Here is the breakdown of the Implementation Cost by task: WBS Task Name Duration Work Start Finish Cost 1 GMS - County Of Hawaii 41 days 526.8 hrs. Thu 2/1/24 Fri 3/29/24 $36,071.00 1.1 Project Management 41 days 92.4 hrs. Thu 2/1/24 Fri 3/29/24 $8,442.00 1.2 Requirement Analysis 12.13 days 76.2 hrs. Tue 2/6/24 Fri 2/23/24 $6,531.40 1.3 Design 3.13 days 11 hrs. Fri 2/23/24 Wed 2/28/24 $975.00 1.4 Configuration/Development 4 days 72 hrs. Fri 2/23/24 Thu 2/29/24 $6,536.00 1.5 Testing 2 days 32 hrs. Thu 2/29/24 Mon 3/4/24 $2,912.00 1.6 Training 3 days 24 hrs. Mon 3/4/24 Thu 3/7/24 $2,120.00 1.7 User Acceptance Testing (UAT) 14.25 days 181.2 hrs. Thu 3/7/24 Wed 3/27/24 $6,249.60 1.8 Deployment/Go-Live 6.75 days 38 hrs. Thu 3/21/24 Fri 3/29/24 $2,305.00 Electronic Grant-Making Management and Repor�ng System 76 Interna�onal So�ware Systems, Inc. 2.9.2 Labor Categories and Rates: Below is the breakdown of the proposed labor categories and their rates: Resource Name Std. Rate Per Hour Project Manager $105.00 Implementation Specialist $85.00 Technical Specialist $97.00 AWS Engineer $95.00 2.9.3 Deliverables: Below is the breakdown of the milestones/deliverables-based cost: Deliverable Name Deliverable ID Sum of Cost Deliverable 1 - Kick-Off Meeting & Project Management Plan 1 $3,976.00 Deliverable 2 - Project Management Activities 2 $4,466.00 Deliverable 3 - Requirements Specification Document 3 $6,531.40 Deliverable 4- System Design Document 4 $975.00 Deliverable 5 - Test Plan & Test scripts and configuration workbook 5 $9,448.00 Deliverable 6 - Training Plan & Training 6 $2,120.00 Deliverable 7 - UAT support and documentation 7 $6,249.60 Deliverable 8 - Go-Live 8 $2,305.00 Grand Total $36,071.00 2.9.4 Assumptions: 1. Data migra�on is not included in the implementa�on plan since it is a secondary priority for the County of Hawai’i’s. If the county needs to migrate the Excel-based data to the proposed system, ISSI can propose a change request and the cost based on the data size and complexity. 2. ISSI has separated the AWS Annual Hos�ng cost to provide the County of Hawaii with an op�on to host on the county’s cloud network. ISSI can remove the AWS Annual Hos�ng cost if the County hosts the solu�on. 3. The annual Opera�on and maintenance (O&M) a�er Year 1 shall include an annual opera�ons and maintenance cost of $9,017.75 and an annual AWS hos�ng cost of $14,400.00, totaling $23,417.75. 4. The price shall be valid for 120 days. 5. There will be an annual escala�on of 3% in annual O&M cost a�er year 2. Electronic Grant-Making Management and Repor�ng System 77 Interna�onal So�ware Systems, Inc. 2.10 License and On-going Service and Support Agreements 2.10.1 License Agreement Electronic Grant-Making Management and Repor�ng System 78 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 79 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 80 Interna�onal So�ware Systems, Inc. 2.10.2 On-going service and support agreement Electronic Grant-Making Management and Repor�ng System 81 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 82 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 83 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 84 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 85 Interna�onal So�ware Systems, Inc. Requirement for Section 2.10.2 Section in the SLA Document Describe in detail the warranties provided by you or the manufacturer, both hardware and software for the technology proposed. “Warranties” Page 77 Provide information on the coverage times, warranty period, covered services and replacement requirements, etc. “Scope of Services” Page 76 The offeror must provide point(s) of contact and escala tion procedures for problems and issues that may arise. Describe the support and service levels available and the escalation process, including response times. “Escalation Process” Page 78 Describe Help Desk assistance and technical support available to County staff 24/7 as emergency events can happen at any time and the support must be available as events are occurring. “Help Desk Assistance and Technical Support” Page 79 Describe what other types of problem resolu tion support are available, including research tools, documentation, reports, and error handling processes. “Escalation Process” Page 78 For major software upgrades, describe how often upgrades are released, how upgrades are defined, developed, tested, and released, and how customers are notified and educated about the upgrade. Describe the decision process on how new features and functions become included in the product. “Software Updates” Page 77 Will software upgrades or other maintenance windows impose a service disruption on the system? If so, discuss the frequency and duration of the service disruptions. Describe the timing and notification process for any planned system maintenance outage. “Maintenance and Updates” Page 78 Electronic Grant-Making Management and Repor�ng System 86 Interna�onal So�ware Systems, Inc. 2.11 Offer Material and Additional Information Testimonials: Easy to read and clean visuals. Nice font and structure sizes for adaptability (re�lexive). It is a very simple site to use to look through and apply for grants, as well as being a great at-a-glance management tool for issuing and tracking grant progress. Lisa M. Van Worner, CEO and Founder, Abrado Analytics ISSI’s Grant Management System is an easy-to-use, intuitive system that can track the entire grant's lifecycle process. Navigating from one page to another is simple for both the grantors and the grantees. The application process is comprehensive and interactive. Uploading supporting documents with ease makes it user-friendly. The system checks for completion of an application, before allowing the grant applicants to submit. The GMS portal has a link to search for grants when they become available. Awards and award tracking, reporting and compliance management features are built into the system. Our experience in testing the system has been a positive one. Our request to brand the application with our company logo and design was done rapidly to showcase the con�igurability of the system developed by ISSI. Joan Stefun, Accounting and HR Coordinator, R&B Services, Inc. The Admin side of the software was very intuitive and easy to get around in. I got around in the system with no issues. The end-user side of the application was the same. I was able to easily search grants and follow a grant process. Without instructions, I could seamlessly navigate to create a grant. Paul Young, CEO and President, e4Logics, Inc. GMS Brochure Grant Management System.pdf Electronic Grant-Making Management and Repor�ng System 87 Interna�onal So�ware Systems, Inc. Electronic Grant-Making Management and Repor�ng System 88 Interna�onal So�ware Systems, Inc. Bid Zip RFP #4514/Pantheon Inc_963463/TabulationByVendor_RFP#4514_orgId_963463.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Pantheon Inc Page of 1 1 General Comments: General Attachments: COUNTY OF HAWAII R-D ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP.pdf Pantheon Odyssey Master Software License Agreement.pdf Bid Zip RFP #4514/Pantheon Inc_963463/COUNTY OF HAWAII R&D ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP.pdf This offer includes data that shall not be disclosed outside of The County of Hawaii (R&D) and shall not be duplicated, used, or disclosed-in whole or in part-for any purpose other than to evaluate this offer. However, if a contract is awarded to this offeror as a result of-or in connection with-the submission of this data, The County of Hawaii (R&D) shall have the right to duplicate, use or disclose the data to the extent provided in the resulting contract. This restriction does not limit The County of Hawaii (R&D)’s right to use information contained in this data if it is obtained from another source without restriction. COUNTY OF HAWAII DEPARTMENT OF RESEARCH & DEVELOPMENT ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM RFP-4514 Submission January 24, 2024 CONTACT: MINDY PORRAS SALES & MARKETING ANALYST PANTHEON INC 1801 ROBERT FULTON DR. #160 RESTON, VA 20191 USA OFFICE: 703-349-5153 EMAIL: MINDY.PORRAS@PANTHEON-INC.COM 2 Letter of Transmittal for the County of Hawaii Pantheon Inc. 1801 Robert Fulton Dr. Suite # 160 Reston, VA 20191 Dear County of Hawaii (R&D): I hope this message finds you well. Please find enclosed Pantheon’s response to RFP4514 for Electronic Grant-Making Management and Reporting System. The RFP outlines Pantheon’s Odyssey Digital Automation Platform for the proposed solution presented to The County of Hawaii (R&D). You will find the detailed submission as requested along with Architecture, Project timeline and Methodology for this project. Thank you for your time and consideration. I look forward to presenting the Odyssey Digital Automation Platform to you and your team soon. Best regards, Rajesh Purushothaman President 3 TABLE OF CONTENTS 1. EXECUTIVE SUMMARY ...................................... ............................................................... 4 2. COMPANY BACKGROUND - LETTER OF INTRODUCTION ............................................... 6 3. EXPERIENCE AND ORGANIZATIONAL CAPACITY .......................................................... 7 4. MANDATORY REQUIREMENTS & DESIRED SYSTEM FEATURES ....................................... 11 5. IMPLEMENTATION, PROJECT MANAGEMENT, TRAINING AND SUPPORT ..................... 15 6. COST PROPOSAL ........................................................................................................... 41 APPENDIX B – MBE/WBE .......................................................................................................... 43 APPENDIX C – CAPABILITIES STATEMENT ............................ .................................................... 43 4 1. EXECUTIVE SUMMARY Please find attached our response to The County of Hawaii Research & Development Department for an Electronic Grant-Making Management and Reporting System. Pantheon’s flagship product, the Odyssey Digital Automation Platform, is built on the concept of Relentless Simplicity. Whether it is application build, integration or workflow, Odyssey creates the means to deliver work quicker, more efficiently and enables our customers to turn data creators into information users. Odyssey is a true No-Code solution, which makes collaboration between devices, applications, and systems simple. By removing existing barriers and breaking down data silos, the Odyssey Platform reduces friction, promotes productivity, and increases revenue. Odyssey turns data into information that drives better decision-making, increases efficiency, and uncovers new revenue-generating opportunities. The Odyssey Contract Management System (OCSM) is built on the Odyssey Automation Platform. Pantheon’s proposal is the for implementation of the OCMS, a SaaS based configurable, streamlined solution for handling all electronic documents, communications, workflow, and audit requirements surrounding vendor management, bid solicitation and contract management. The solution will provide modules that integrate with each other to provide a seamless flow of information for Electronic Grant Making and reporting. The Odyssey Contract Management Solution The Odyssey Contract Management Solution will meet and exceed all your requirements in the RFP document. The platform was built from the ground up using a no-code system that frees clients from vendor dependence. It is an extremely intuitive application and contains features such as Natural Language Processing, Machine Learning and imbedded AI/ML not found in any other Contract Management Software. The SaaS solution would be hosted in a SOC 2 Type 2 facility in Virginia. The data center has multiple internet data providers. The production environment will be guaranteed an uptime of 99.9% per month. A twenty-four-by-seven support plan is included with this proposal which can be extended twelve-by-five or twenty-four-by-seven to meet the ABA requirements. An Active-Passive Disaster Recovery plan is also included in the proposal using our Texas data center. The Odyssey Contract Management Solution is based on the Odyssey Digital Automation Platform; a codeless digital workflow automation product, which offers the benefits of fast implementations of a Commercial Off the Shelf solution while maintaining the flexibility of a bespoke ground-up build solution. It is comprised of seven modules with over seventy applications and workflows accessible through a single portal that specifically addresses the end-to-end lifecycle for managing various types of contracts, RFx’s and other types of legal documents. The functionality of the solution will be usable “out of the box,” with some minor configurations applied, to encapsulate the 5 R&D business practices. Odyssey manages installation, integrations, and operations centrally. Menu-driven administration, drag-and-drop form design, and wizard-based workflow design minimizes or eliminates the need for custom code. Odyssey’s Task Agent technology internalizes the complexity of interfacing with external systems when automating workflows or creating new integration points. The Task Agents present the configuration options and variables as drop-down menus, checkboxes, and simple fields. The process specialists avoid all the work of deciphering the calls to third-party REST APIs, the syntax of executable command-line options, or the complexity of process calls. Pantheon’s current understanding of the requirements indicates there will be no necessary changes to the underlying Odyssey Platform to meet R&D’s needs. This proposal represents all costs to cover and include all labor and supervision, materials, equipment, machinery, apparatus, tools, services, transportation, and all other facilities, licenses, permits, taxes, fees, charges, excises, services, expenses and incidentals of any description whatsoever necessary to perform and complete in a professional manner and to the complete satisfaction and approval of the R&D Government, free from all liens or claims of laborers, material, suppliers, or subcontractors and in conformity in all respects with all applicable federal, state, county or municipal laws, ordinances, rules or regulations, all working things contemplated by the RFP in contract. In addition to OCMS Pantheon has included details for Pantheon’s Artificial Intelligence Legal Review software. This software can ingest a contract and then compare each section, against the standard terms and conditions typically used by R&D for different types of contracts. Each section is then scored for compliance, highlighting where the legal review should focus and thereby saving time in the legal review process. 6 2. COMPANY BACKGROUND - LETTER OF INTRODUCTION Please find attached our response to The County of Hawaii, Department of Research & Development for a Grant Making Management and Reporting Solution, demonstrating our Odyssey Digital Automation as the solution in place and giving an overview of Pantheon Inc. Pantheon Inc. has delivery centers in Reston VA, Houston, TX, India, and Brazil. The company was founded in 1997 as a full-service software engineering company, engaged in: • Software product development • Software development support and consulting services • Turnkey software development Pantheon was founded by technology and business experts who are pioneers in the field of software engineering, both in the commercial space and academia. Pantheon has over 1,000 employees in eleven offices in nine countries, with five offshore delivery centers with full lifecycle development serving the Americas, Europe, and APAC. Pantheon has experienced a 32% annual growth rate with annual revenues of more than $150M USD. Pantheon Inc. is a minority owned, and a woman owned enterprise. The flagship product, the Odyssey Digital Automation Platform, is built on the concept of Relentless Simplicity. Whether it is application build, forms, integration or workflow, Odyssey creates the means to deliver work quicker, more efficiently and enables our customers to turn data creators into information users. Odyssey is a true No-Code solution, which makes collaboration between devices, applications, and systems simple. By removing existing barriers and breaking down data silos, the Odyssey Platform reduces friction, promotes productivity, and increases revenue. Odyssey turns data into information that drives better decision-making, increases efficiency, and uncovers new revenue-generating opportunities. Pantheon’s proposal is the for implementation of Forms and Workflows, a SaaS based configurable, streamlined solution for handling all documents, communications, workflow, and audit requirements surrounding vendor management, bid solicitation and contract management. The solution will provide modules that integrate with each other to provide a seamless flow of information. We look forward to speaking with you and your team in due course. Kind Regards, Mindy Porras Sales and Marketing Analyst 7 3. EXPERIENCE AND ORGANIZATIONAL CAPACITY Pantheon Odyssey Technologies Ltd. has extensive experience in the provision of Contract Management Solutions for both private and public entities. Metropolitan Washington Airports Authority The Metropolitan Washington Airports Authority is a public body politic and corporate. The purpose of this entity is to plan, provide and actively manage world class access to the global aviation system in a way that anticipates and serves the needs of the National Capital area. The Authority's mission is to develop, promote, and operate safely Reagan National and Dulles International airports, continually striving to improve efficiency, customer orientation, and the level of air service offered at National and Dulles. At the end of November 2020 after winning a public tender with over 30-competing firms, Pantheon was awarded a contract to supply a procurement and contract management solution for the authority, covering the full contact management lifecycle from pre-solicitation through to contract close out or renewal. Pantheon was able to configure and implement the Odyssey Contract management solution to fully meet the requirements of the authority within a few months. The implementation went live in April 2021. ExxonMobil Corporation One of the largest Oil & Gas Companies, ExxonMobil has 108,000 people leveraging 1,000s of applications in thirty-six countries on the Odyssey platform. They use Odyssey as a workflow tool that integrates their Vendor Management, Contract generation, Contracts and Document Management, Content and Data Replication, PO/Order Generation, Invoice Processing, Payment Processing Cyber Security, Identity Management, DevOps, Change Management (IT, business, and Supply Chain management), and vital ERP systems. Their ERP systems are integrated with Odyssey as the glue to get content/contracts and data and present portals to their third- and fourth-party vendors. Vendors interact with the Odyssey portals to submit Master Services Agreements, SOWs, Change Orders, PO, time spent on projects, expenses incurred, get pre-authorization for planned expenses, and indicate changes to rates, SOWs, submit invoices and other contract related activities tied to the project they are working on. Schrill Technologies Inc. Schrill Technologies uses Pantheon’s Odyssey Vendor and Contract Management portal for the entire lifecycle of managing contracts, MSA’s, SOWs, Secure Documents, Vendor payment, Vendor Performance KPI/SLA tracking, Vendor Relation Ship 8 Management and Contract renewals in addition for all projects that are undertaken under the aegis of such contracts, invoices and expenses are submitted, managed, and approved through the Odyssey Vendor and Contract Management portal. The contract generated and onboarding process documents generated in Odyssey uses the DocuSign e-Sign feature through the Odyssey DocuSign plug-ins. Corporate Solutions General Inc. Corporate Solutions General Inc uses Pantheon’s Odyssey Vendor Management System and Contract Management portal for the entire lifecycle of managing vendor contract generation, MSA’s, SOWs, contract renewals. This includes negotiations for contracts, eSign through DocuSign, managing invoices and expenses. Invoices and Expenses are submitted, managed, and approved through the Odyssey workflows portal. The contracts managed through Odyssey record key attributes such as contract duration, payment terms and automatically alert impending renewal/expiration notifications and validate/disseminate payment alert to the appropriate contract custodians of the customer and vendor. REFERENCES ACCORDING TO THE RFP “PROPOSERS ARE HEREBY PUT ON NOTICE THAT THE COUNTY WILL NOT REDACT ANY PORTIONS OF THE SUBMITTED PROPOSALS WHEN RELEASING THEM PURSUANT TO A REQUEST UNDER THE ACT”. GIVEN NAMES, ADDRESS AND TELEPHONE NUMBERS OF REFERENCE SITES ARE COMPANY CONFIDENTIAL, THE BELOW REFERENCES HAVE BEEN MADE ANONYMOUS. PANTHEON WILL SHARE REFERENCES KINGS COUNTY SUBJECT TO CONFIDENTIALITY BEING MAINTAINED UPON DOWN SELECTION FOR OPPORTUNITY. Company Name: Airport Authority Location: Washington DC Period of Performance: Start: Nov 2020 End: Present Geographical Area Covered: Metropolitan Washington DC Scope of Services Provided: Full contract lifecycle from solicitation through award, contract administration and close out or renewal. Digital automation. Company Name: Oil and Gas Company Location: Global Period of Performance: Start: April 2013 End: Present Geographical Area Covered: Global Scope of Services Provided: Enterprise-wide deployment of Pantheon’s Odyssey Platform including document and forms management 9 Company Name: Services Company Location: Houston Period of Performance: Start: Jan 2016 End: Present Geographical Area Covered: Houston, TX, USA Scope of Services Provided: Deployment of Odyssey Solution, digital automation, workflow Company Name: Services Company Location: Houston Period of Performance: Start: Feb 2013 End: Present Geographical Area Covered: Houston, TX, USA Scope of Services Provided: Deployment of Pantheon Odyssey suite solution – Integration and Automation Projects SUPPORT TEAM All personnel assignments are provisional, based on current staff deployment with the company. Similarly, qualified individuals may be substituted as required. During the duration of the engagement, the following are anticipated to be dedicated (80% +) to the project: Role IT Experience Expertise Highest Education Project and Program Manager 30+ years • Contract Management • Content Management • Product/Program Management • Odyssey Digital Automation Bachelor of Science Senior Analyst / Developer 15+ years • Contract Management • Content Management • Software Development • Odyssey Digital Automation Bachelor of Science Senior Analyst / Developer 10+ years • Contract Management • Content Management • Software Development • Odyssey Digital Automation Bachelor of Science Quality Assurance Engineer 8+ years • Contract Management • Content Management • Quality Assurance • Odyssey Digital Automation Bachelor of Science Project Manager 18+ years • Contract Management • Content Management • Project Leadership • Odyssey Digital Automation Master of Science CTO / Lead Architect 25+ years • Business Leadership • IT Leadership • IT Architecture • Odyssey Digital Automation Master of Science 10 Other personnel within the organization will participate as needed (IT administrators, additional junior engineers, additional QA engineers, C-Suite level management etc.) at a less than 50% utilization. The team reports to the Chief Technology Officer, who in return reports to the President. Some or all members of the team shall be made available to the customer during the County of Hawaii’s working hours. County of Hawaii and Pantheon may mutually agree on a modification to this schedule to support the program schedule. As the proposal is subject to public disclosure, the names of staff have been redacted. Technical Specifications and Functional Requirements Pantheon has outlined technical specifications for a web-based Grant Making Management & Reporting System that will automate this entire process for R&D. Within the RFP, I have provided all necessary technical documentation for the following: • Grant proposal submission & review portal • Award & Contract management solution • Document repository & Reporting tools Pantheon has extensive experience in providing contract management solutions to a wide range of industries. Our flagship product, OCMS, offers a proven and comprehensive solution for managing contracts throughout their lifecycle. With our state-of-the-art software and no-code model, we can automate and simplify even the most complex workflows and data flows. We have successfully implemented OCMS for numerous clients, helping them streamline their contract management processes, improve efficiency, and reduce risk. Our solution offers quick time to delivery and integrates with over 5000+ applications and technologies, ensuring seamless integration into existing systems. Furthermore, Pantheon's expertise in the industry allows us to provide a high level of support and customization for our customers. Our team of professionals leverages their deep knowledge and experience to tailor OCMS to the specific needs of each client, ensuring maximum value and satisfaction. 11 4. MANDATORY REQUIREMENTS & DESIRED SYSTEM FEATURES Mandatory Requirements Yes No Hypertext Transfer Protocol Secure (HTTPS). ✓ Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). ✓ ADA Compliance: WCAG 2.0 levels A and AA. ✓ Ability to quickly exit the program at any point, auto saving an incomplete record. ✓ Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. ✓ Tech support is required during R&D’s normal operation business hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. ✓ The County will retain ownership of the data and it can be exported in its entirety at any time needed. Preferable export format for data is CSV and XLS, preferable export format for documents is PDF. ✓ Grant Proposal Submission Portal Pantheon Comments Proposed solution must provide an intuitive portal allowing prospective applicants the ability to easily view grant program descriptions, instructions, and requirements. Solution will be configured to provide this view as part of implementation. All requirements in RFP will be met. Applicants will be able to save their progress on an application online before final submission. Yes, applicants progress will be saved Help desk or customer support for grant applicants. We provide ongoing support and assistance during and after the implementation process. This includes a dedicated support team, help desk services, and regular check-ins to address any issues or concerns The grant proposal format must be customizable to allow for a variety of R&D program needs and the system ideally includes an easy-to-use form builder with conditional logic and help prompts. Pantheon offers a form builder and an end user report writing tool that is built into the Odyssey platform Customizable budget forms with budget tabulation available. Custom reports can be configured to help identify, summarize, and provide drill down details on various documents Allows for submission of additional documentation in Word, Excel, PDF, and image formats. Estimated file migration: currently stored on disparate multiple document formats and locations such as Word, Excel or 12 Adobe PDF. The agreement must allow at least 25 different annual funding programs with up to 500 applicants per program OCMS is compliant to this agreement Proposal Review Portal Comments The program should include permission levels for scoring access. A user of the user administration programs can define which user groups a user is a member of which determines the users’ entitlements and levels. Unlimited number of reviewers. Yes, the solution can accommodate an unlimited number of users Reviewers have a streamlined interface allowing easy side-by-side viewing of the application materials and review reporting portal. Solution will be configured to provide this view as part of implementation. All requirements in RFP will be met. The portal accommodates customized scoring rubrics for different programs. Scoring and review comments can be collated and presented to help final decision transparent and seamless Award Management Platform and Document Repository Comments Post award follow-up workflow options. Underlying solution has business rules and workflow engine The proposed system includes push notification capabilities. Standard notifications for various phases of the contract lifecycle •Customizable notifications for changes to data and various distinct phases of the contract lifecycle •Content in the notifications is completely customizable and can also be tailored to roles of person(s) receiving the notification. •Notifications can include traditional mechanisms such as email. •Notifications can include SMS and text messages to mobile devices. •Notifications can include Push notifications to the Odyssey mobile app on iOS and Android devices. Relationship management tools for use in communication with grantees over the term of the award agreement. Odyssey has several modules that can be utilized for relationship management and will be configured to meet R&D’s needs. Document audit trail. Solution has full audit trail for any approvals or changed to data or contracts. All documents in solution are versioned. All changed to content or 13 documents are written to the internal audit trail. No fund management system required. The County’s accounting system will continue to manage all financial activities. Acknowledged Data Collection and Reporting System Comments Cloud-based document repository available to all R&D staff members. OCMS provides a seamless view of all associated documents on a single screen. The complexity of the underlying storage of documents can be supported but is abstracted from the end user. Documents are accessed through the application. Data visualization and impact reporting capabilities. Reports including dashboard reporting Solution has an end user report builder. Additionally: •Standard reports for the contracting authority include but are not limited to the following. o Reports on current solicitation activity o Reports on current activity related to contracts, solicitations, awards etc. o Reports on contractors/vendors in the system and their current activities o Reports on Contracts, active, expired, and other characteristics-based results o Reports on purchase orders, active, expired, and other characteristics-based results •Reports on payment related activities related to contracts, purchase orders etc. •Customizable reports that can be configured to present charts, tables, hierarchies, and other representations of data relevant to the contracting lifecycle. •Multiple dashboards exist within solution providing various views of information Report content can be emailed or downloadable as per configuration in various popular formats Document generation. Requires more information to understand what is needed for document generation Ability to upload previous years’ grant and contract data and reports to the centralized OCMS provides a seamless view of contracts and all associated documents. 14 repository. The contract administration dashboard gives a view of master, subordinate agreements on a single screen. All data can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. Contents can be exported from underlying database to CSV, XML, JSON. 15 5. IMPLEMENTATION, PROJECT MANAGEMENT, TRAINING AND SUPPORT Methodology • Project shall be driven using a hybrid Agile/Scrum methodology • 6 Sprints in total from Start to Go-Live • Each sprint is two calendar weeks • Sprints are iterative with each sprint building on earlier progress and feedback • Demos at the end of every sprint • Allows for continuous feedback • Sprint retrospectives after every sprint • Allows all participants to reflect and suggest improvements to future sprints The following high-level plan shows the timelines from contract award until Go Live and beyond. Depending on our evaluation of current processes used within R&D for Contract management and exploration in detail of requirements, the plan is subject to change. The end-to-end implementation from contract award onwards will be conducted for the duration of twelve calendar weeks until Go Live date. This is divided into Configuration, UAT, Training and Go-Live stages. Total of 6 Sprints (Sprint 0 – Sprint 5) for a duration of eighty-four calendar days. Post Go-Live includes bug fixes and initial support. Based on the high-level estimations provided in the RFP and the modules required and preferred for the contract management solution, the Pantheon Odyssey team estimates the following high-level plan. Sprint 0 starts immediately after the Contract Award. 16 # Milestone Calendar Days Pantheon Deliverables The County of Hawaii (R&D) Deliverables 1 Sprint 0 Day 1 – Day 14 • Software License to SaaS Solution and environment setup • Evaluation of current end-to-end process • Design of apps and workflows • Create project, testing and training plans • Sprint Status Report • Knowledge Transfer Meetings • Documentation shared • Test Data • Test environment setup • Review and approve plans • Signoff design 2 Sprint 1 Day 15 – Day 28 • Configuration for contract management apps, contract library apps, contract administration apps, vendor management portal, contract management dashboards and notifications • Preliminary work for transfer of legacy contracts into OCMS if required • Preliminary work to integrate third-party applications • Review and signoff process maps for applications being configured • Document & request R&D implementation specific customizations • Assist, load, and validate the upload of legacy contacts in test environment • Provide information for users/roles/permissions for test environment 3 Sprint 2 Day 29 – Day 42 • End of Sprint 1 Demo and Showcase • Configuration for Contract Evaluation, Insurance/Bond Management Apps, Contract Compliance and Contractor Spend/Payment Apps, • Continued work to integrate third-party applications • Incorporate feedback into sprint backlog • Sprint Status Report • Review and signoff process maps for applications being configured • Document & request R&D implementation specific customizations • Provide feedback after Sprint Demo • Answer queries on process implementation • Continued assistance with validation of data conversion routines 4 Sprint 3 Day 43 – Day 56 • Configuration for Solicitation ideation Apps, Document Authoring, Supplier Diversity Apps, Contract closeout/renewal apps and Auditing and Reporting • Demo and Showcase • Place feedback into sprint backlog • Sprint Status Report • Review and signoff process maps for applications being configured • Document & request R&D implementation specific customizations • Provide feedback after Sprint Demo • Designate teams for various UAT tasks as per test plans • Designate teams for various trainings being planned as per the training plan 17 5 Sprint 4 Day 57 – Day 70 • UAT Testing – Part I • Schedule Training – Part I • Demo and Showcase • Incorporate any pending feedback • Data Conversion Prep (if required) • Trial deployment to Pre-Prod • Sprint Status Report • Test Reports from • UAT Testing with • Go/No Go status per module • Confirm and verify completion of • Training sessions • Data Conversion samples and data dumps for prep 6 Sprint 5 Day 71 – Day 84 • UAT Testing – Part II • Schedule Remaining Training • Incorporate any pending feedback • Data Conversion (if required) Deployment to Production and Go-Live • Final Test Reports from UAT Testing classified to allow or not allow features to be pushed to production • Confirm and verify completion of Training sessions • Data Conversion samples and data dumps for prep* • Infrastructure support if needed by final design • Signoff for Go-Live 7 Go Live Support Day 85 onwards • Ongoing support and issue tracking • Bug fixes for upcoming patch releases • Document Enhancements for future phases • Report production issues through help desk portal, telephone, or account manager • Review bug fixes and approve tests for next push to production PROJECT REPOSITORY AND PROCESSES 5.1 PROJECT PORTAL AND DOCUMENT REPOSITORY An online portal will be made available for members of the project team during the implementation phase of the project. Online project portal: • Project status • Task lists accessible to all teams • Document deliverables with approvals • Contacts • All project team members will have various read/write access to apps in this portal Document repository: • For sharing documents during project 18 • Relevant personnel from all teams will always have access to the document repository to share and view documents 5.2 SUBJECT MATTER EXPERT (SME) SESSIONS Sprint 0 Subject Matter Expert sessions are designed to facilitate a transfer of knowledge from customers to the Pantheon team so the solution can be configured to meet the business practices of the customers. Sessions consist of several elements: • Prep work: Review each session description to bring info, data sheets, samples, and process diagrams to the sessions • Personnel: SMEs who have day to day working knowledge of these process areas • Key Deliverables: Process, Data fields, Approvals, Notifications, Audit needs, Master Data/Reference Data & Reportable data – all resulting in user stories • Rule of thumb for productive automation: o Keep it simple o Approval flows should be introspected to ensure that unnecessary burdens are taken away to improve productivity o Notifications should be carefully analyzed to avoid flooding user inboxes which makes them ignore important messages o Auditability is key, so highlight what MUST be tracked 5.3 USER STORIES User stories are used to describe processes being configured within the Odyssey Contract Management Solution • User stories are short, simple descriptions of a feature told from the perspective of the person who desires the new capability, usually a user of the system • User stories could point to a diagram depicting a workflow, a spreadsheet showing how to capture data fields, a calculation, or any other artifact the team desires • Sample Pattern: As a < type of user >, I want < some goal > so that < some reason > • Example: As a Stake Holder, I want to provide approval and comments before a Solicitation is published, so that there is management review before a publicly visible event is triggered. 5.4 SIGNOFF PROCESS Once user stories and processes are mapped for the Odyssey Digital Automation platform, a signoff process is used for confirmation of user stories and documentation following review: • Requirements captured as User Stories with supporting docs • Signoff obtained from CUSTOMERNAME using document deliverable app • Submission dates and approval dates will be captured • All requirements history will be maintained for auditability, even after Go-Live 19 5.5 CONFIGURATION AND CUSTOMIZATION Initial sprints will focus on the configuration and customization of the Odyssey Contract Management Solution for Electronic Grant making and Reporting: • Configuration & customization will be based on requirements captured in SME Sessions • Each sprint will use the requirements from the sessions to customize data elements, approvals, notifications, charts, reports, etc. • Additional iterative sessions to refine finished product based on feedback and sprint demos • One-on-one demos to SMEs might be scheduled for complex workflows and Apps to get specific feedback 5.6 TESTING AND FEEDBACK Towards end of the implementation team will focus on testing and feedback: • Feedback incorporated continuously through UAT • Test cases derived from User Stories • Detailed UAT Test cases developed with input from R&D’s Team • UAT Tests performed by designated R&D’s Team 5.7 TRAINING MATERIALS The following training materials will be covered and subsequently provided in electronic formats for R&D: • Training will be conducted online, with live and recorded portions • Documentation & Videos will be available on the portal after training • OCMS System Admins – Training for those who will be setting up users, templates, and administration activities • OCMS Purchasing Officers – Training for approvals of the Contracting lifecycle including e-Sign, Award review, Committee review etc. • OCMS Purchasing Staff - Training for Contract Creation, Bid Evaluation activities • OCMS Legal - Training for managing Contract Library content, Reviews, and approvals for Contracts during the workflow process • OCMS Vendor – Train the trainer program with content created for offline usage 20 ASSISTANCE FROM R&D Pantheon Roles and Responsibilities Project Management Contract Administration Project Stakeholders • Schedule Meetings • Manage Deliverables • Track Action Items • Communicate Status • Liaise Between R&D & Pantheon • Facilitate Decision-Making • Escalate Concerns • Ensure Contractual Compliance from Both Parties • Manage Budget • Review & Approve Invoices • Communicate Formal Feedback on Pantheon’s Performance • Participate in Design Review Meetings to understand proposed processes • Provide input regarding proposed configurations, including design meetings requiring specific Subject Matter Expertise • Participate in end user testing, as requested • Keep VP and Office informed of effort • Identify and propose additional involvement, as needed County of Hawaii (R&D) Roles and Responsibilities Project Management Contract Administration Project Stakeholders • Schedule Meetings • Manage Deliverables • Track Action Items • Communicate Status • Liaise Between R&D & Pantheon • Facilitate Decision-Making • Escalate Concerns • Ensure Contractual Compliance from Both Parties • Manage Budget • Review & Approve Invoices • Communicate Formal Feedback on Pantheon’s Performance • Participate in Design Review Meetings to understand proposed processes • Provide input regarding proposed configurations, including design meetings requiring specific Subject Matter Expertise • Participate in end user testing, as requested • Keep VP and Office informed of effort • Identify and propose additional involvement, as needed ODYSSEY CONTRACT MANAGEMENT SOLUTION OVERVIEW The following sections give an overview of the Odyssey Contract Management Solution and is followed by a description of how each requirement within the RFP is addressed. 21 The above diagram gives a high-level overview of the Odyssey Contract Management Solution’s capabilities. It demonstrates that the solution addresses R&D’s requirements to automate and manage all contract processes from cradle to grave, including the vendor interaction with the Vendor Portal and vendor performance with KPI reporting capabilities. A.1 Pre-Solicitation • Ability to create a forecast for the purchase of goods or services • Kick-off solicitation creation process • Approval flows to control the review process before the process can be matured to authoring stage for the contract • Workflow to create, collaborate and begin the process for a project solicitation • Nomination and approvals for participants, including voting and non-voting evaluators, chairperson, and Contracting Officer Technical Representatives nominations • Initiation of Supplier Diversity Form if required • Initiation of Risk Insurance clause form, from department managing risk on behalf of organization • Piggyback checklist for rider solicitations • Procurement ready checks prior to publication of solicitation A.2 Solicitation Author 22 • Planning phases that are separated from the financial aspects of the procurement • Supports multiple non-competitive and competitive Procurement strategies or contract types (for example RFI, RFQ, RFQ, RFSO, RFQI, IFB, Reverse Auction) • Supports a flexible Data structure to link Procurements and Contracts (Parent / Child, multiple Procurements under one project or program, etc.) • Supports Procurements where no award is anticipated (for example Request for Information, Prequalification) • Enables engagement from all required Users based on personas • Captures decisions on the Procurement strategy based on workflow approval • Captures Procurement Planning information (for example evaluation criteria and weightings, evaluation team members, Procurement schedule and requirements) • Built in content workflow for document authoring and approval of content • Line item and clause level control of various document types to allow review and edit lifecycles around it • Multiple teams can collaborate to collectively author, comment, review, approve/reject contents of various document types • Create source selection plan to create and store evaluation criteria • Final artifacts can be generated in various popular formats such MS Word, Excel, PDF etc. • Supports use of solicitation templates • Ability to modify sections and provisioning titles by adding, removing, and editing clauses Solicitation • Plan holder registration, listing, management, and communication • Q&A Submissions, Manage Q&A, Q&A Listing • Manage amendments, amendment listing, submission deadlines and Q&A deadlines • Solicitation response 23 • Vendors can create an account in the Odyssey Contract Management Solution • The portal supports the ability to provide proposal submission and bidding capabilities for vendors to respond to various forms of solicitation types such as RFI, RFQ, RFQ, RFSO, RFQI, IFB, Reverse Auction etc. Vendors can electronically submit all documentation required for bids and proposals through the portal, which is then recorded and timestamped before being processed through a relevant workflow by the contracting authority • All workflows configured for the processing of bids and proposals can be setup to accommodate approvals with various levels based on users, groups or committees with quorum requirements and minimum approval requirements A.4 Evaluation • Review offers and cost, add comments, eliminate, shortlist, and set plan holder/proponent submissions to pending award • Manage Evaluators Certification, addition of subcontractors, track status of certification for evaluators, record, and act upon conflicts of interest • Evaluators Certification for self-certification for evaluators • Determination whether offeror is responsive with ability to eliminate non-responsive offerors • Review solicitation responses including Technical Evaluations • The system can be configured to provide an automated bid evaluation and tabulation function • Solicitation setup includes configuring the panel of users who will form the committee that evaluates the bids received. This is configurable for each type of bidding process or solicitation type • Collaboration amongst team members of the evaluation committee allows bids to 24 be evaluated • Roles can be setup that allows various aspects of the bidding process to be either shown, hidden, view only, writable etc. to committee members • Email notifications can be configured to notify relevant parties for various stages of the evaluation process • Scoring and review comments can be collated and presented to help final decision transparent and seamless • End to end lifecycle of the evaluation process can be tracked from comments entered by each committee member to the votes they cast and any other additional information relevant to the process A.5 Award • Verification of offer • Contractor Registration • Contractor document submissions like Insurance, EFT, W9, etc. • Determination of responsibility • Contract award checklist including email to rejected contractors • Compilation of contract documents • Contract Negotiations • Several types of contracts such as Services, Goods, Construction, Time & Material, Fixed Price, Purchase Orders etc. are supported with the ability to create more types as part of the configuration • Contract numbers can be auto generated using a combination of formats that are configurable. Example patterns include those that incorporate Year, Month, Date, Unique Numeric, Alphanumeric Suffix, Prefix, Random numbers etc. • Major changes to contracts can be made to generate new sequence numbers that are tied to the parent contract number • Complete security control around contract objects by allowing administrators to provision access (Read, Write, Approve, Reject, etc.) to users or groups participating in the lifecycle • The ability to award a contract to one or more Vendors from one Procurement • The ability to award a contract to one or more Vendors from a pre-approved Vendor list • The ability to create a pre-approved Vendor list • All content created through the Contract library apps can have simple or complex workflow processes attached to obtain relevant approvals before being published into the contract library repository • Contract library content requiring approvals before publication can be setup with various approval criteria such as single user, multiple users, group, multiple groups, all groups, quorum, percentage of votes etc. • End-to-end lifecycle to manage document flow from start of the signature process through to the final execution • Ability to manage document lifecycles for approvals and eSignature both inside and outside the organization 25 • All contract library content is indexed by built in Search Engine for fast retrieval of data during authoring phase A.6 Contract Administration • Ability to create/update contracts and process approvals from one contracting personnel to the other • Ability to perform contract updates and approvals in batch mode • Ability to make edits to contracts while preserving historical data and honoring approval rules • Auditable history of actions taken on contract as it traverses through various stages of its lifecycle • Ability to import documents in popular formats as APPENDIXs during the lifecycle (Word, PDF, Excel, CSV etc.) • Version control support for APPENDIXs incorporated into the contracting lifecycle • Ability to control actions on APPENDIXs by users based on roles • Modifications to contracts can be managed as additional parts of the contracting lifecycle • Change Orders, Task Orders, Service Orders, and other Addendums can be incorporated into the lifecycle • Change tracking can be enabled for any data field related to a contract configured as part of the contract lifecycle • Change tracking can be enabled for any data field for all related entities tied to a contract such as Supplemental Services, Task Orders, Delivery Orders • Change and activity tracking for base period performances around contracts • Change and activity tracking for option period performance related to contracts • Notifications can be setup on various data fields for criteria that includes dates, time periods, renewal periods, contract balances, milestones, and various performance metrics. 26 • Data indexing by the built in Search Engine allows information to be searched and retrieved for various apps related to this functionality • Automated surveys can be configured to obtain feedback from various third parties and vendors, project teams etc. to be able to measure various metrics related to the contract • Compliance checklists can be created and published specific to each contract • Key milestones can be set up to be trackable • Email notifications around milestones • Renewal steps and workflow process can be initiated using the configured process • Managing vendor risk such as financial, geopolitical, corporate social responsibility, supply chain, operational, legal, data security, and vendor interdependences • Perform incident remediation and prevention with alerts, workflows, root-cause analysis, Incident impact analysis, Incident prediction, and value estimation • Managing ineligibility of a person or corporation to participate in a sourcing opportunity • Updating vendor information or contract information in real time with version control • Providing data extracts and reporting on vendor information, comparative risk, and performance reviews A.7 Contract Closeout • Track contract closeout processes 27 • Notifications can be sent for closeout actions automatically after approvals by internal personnel • All relevant systems and information can be updated as part of this process • Integration to other systems to ensure data is transferred to relevant systems of record and entities to ensure changes are accounted correctly • Option to restart the lifecycle by renewing a contract as it exists or by restarting the ideation phase by copying existing data from the current contract • Ability to close, cancel, renew, and terminate an existing contract • The capability to retain records in the system until they are reviewed for disposition • The ability to flag the status of a record for potential disposition • The ability to generate a list of records with complete information as it appears in the system for the review and authorization of disposition A.8 Vendor Portal • All vendors can create an account in OCMS • Self-service portal that includes registration, password reset, forgotten password, forgotten user-id, etc. • Support for two-factor authentication to help with self-service actions such as password resets and new account validation • Data fields required to be captured during the account registration process can be customized to incorporate data • Vendors can engage with the contracting process throughout the contracting lifecycle as determined by the contracting authority • Vendor engagement through the portal include various activities that enables all parties involved in the contracting process to perform the entire end-to-end transactions digitally. Examples include uploading relevant supporting documentation, executing contracts, perform approvals, review documents, and provide comments and other collaborative actions related to the contracting process • Vendors can submit invoices against active contracts and requisitions (purchase orders), which will be processed through appropriate workflows by the contracting authorities’ internal teams • Vendors can view and interact with open contracts by bidding or submitting proposals through the portal • The portal supports the ability to provide proposal submission and bidding capabilities for vendors to respond to various forms of solicitation types such as RFI, RFQ, RFQ, RFSO, RFQI, IFB, Reverse Auction etc. Vendors can electronically submit all documentation required for bids and proposals through the portal, which is then recorded and timestamped before being processed through a relevant workflow by the contracting authority 28 • All workflows configured for the processing of bids and proposals can be set up to accommodate approvals with various levels based on users, groups or committees with quorum requirements and minimum approval requirements A.9 Supporting functions • Ability to create, categorize, edit, and manage a library of templates and formats for various contract types • Ability to create, categorize, edit, and manage a library of templates for contract clauses • Template types can be created and edited collaboratively based on a user’s role • Contract clauses can be created and edited collaboratively based on a user’s role • All content generated by the contract library is stored securely with encryption at rest and encryption in transit using TLS/SSL certificates over various protocols • End-to-End Integration with Electronic Signature providers is available through the platform to create contract related documentation that requires signatures • End to end visibility of document signature lifecycle is available to track eSignatures being executed A.10.1 Contract Management Dashboards • Dashboard to view contracts, milestones and search based on various filter criteria • Simple interface to retrieve contracts and other artifacts related to them using keywords, Boolean functions and other typical features supported by web search engines such as Google, Bing etc. • Ability to search for contracts using any data element captured as part of the contract lifecycle • Ability to search within APPENDIXs added to the Contract during the entire lifecycle 29 • Configurable filter criteria for dashboards to allow users to narrow down results based on various aspects of contracts such as types, dates, vendors, suppliers, numbers, etc. • Executive Dashboard that gives stake holders a peak into current and historic activity related to contracts, solicitations, awards, and other relevant details from the contracting authorities’ perspective • Security around user roles allows information to be shown or hidden to various personas • Content downloads can be enabled or disabled for various parts of the dashboards and reports • Dashboards can also be made to be publishable to users who do not need login credentials, but have a need to be able to view certain types of information A.10.2 Standard and Custom Reports • Standard reports for the contracting authority include, but are not limited to the following o Reports on current solicitation activity o Reports on current activity related to contracts, solicitations, awards etc. o Reports on contractors/vendors in the system and their current activities o Reports on Contracts, active, expired, and other characteristics-based results o Reports on purchase orders, active, expired, and other characteristic based results o Reports on payment-related activities related to contracts, purchase orders etc. 30 • Customizable reports that can be configured to present charts, tables, hierarchies, and other representations of data relevant to the contracting lifecycle • Report content can be emailed or downloadable as per configuration in various popular formats A.10.3 Contract Management Notifications • Standard notifications for various phases of the contract lifecycle • Customizable notifications for changes to data and various distinct phases of the contract lifecycle • Content in the notifications is completely customizable and can also be tailored to the role of person(s) receiving the notification. • Notifications can include traditional mechanisms such as email • Notifications can include SMS and text messages to mobile devices • Notifications can include Push notifications to the Odyssey mobile app on iOS and Android devices A.10.4 Data Conversions Tools and Apps • Data conversion tools and apps for aiding the migration of most existing contracts, their associated files. • Key data specified in existing contracting systems can be transferred into the new system using Odyssey integration tools A.10.5 Contractors Spend and Payment Apps • Various aspects of the spend such as those accounted towards SBE, WBE, MBE etc. can be entered, tracked as well as reported on • Dashboards and Reports that summarize and provide drill downs based on Spend across contracts A.10.6 Supplier Diversity Apps 31 • Self-reporting apps to indicate supplier diversity program participation • Ability to publish various programs to the vendor community • Vendors can choose to register for such programs • Spend and other data can be assigned to such programs by vendors with approvals from the Contracting Authority • Custom reports can be configured to help identify, summarize, and provide drill down details on various diversity programs and their participants 32 Data Integration and Mapping Figure 4: Illustration of integration between systems In a traditional integration scenario between two applications that use a modern RESTful interface, programmers must create scripts or high-level language stubs to consume a REST API, convert the response JSON or XML to objects, and consume them through converter scripts for notifications and persistence, before unwrapping them to be sent to the target system in a completely different format. Odyssey uses a combination of its No Code Task Agents to perform most of the response, error and data handling required to get data from one application to the other. Tasks agents effectively take care of blue boxes in diagram. Multiple mapping techniques are provided for getting the data from one system to the other using a combination of our TDK and projects. It allows the user to accomplish all of this with no code, whereas other products require highly skilled resources to program the API. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 33 Architectural view of Odyssey CMS as a SaaS Solution Interactive layer of the Odyssey Contract Management Security frameworks handles Processes, Applications, Forms (User Interface), Sections within forms and fields within sections. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 34 The non-interactive part of Odyssey Contract Management Security handles resources, functions, configurations, files, and protocols. Examples being resources; people, machines; logic and functions in task agents, Everyone logs into OCMS with their own unique credentials which can be authenticated from a third-party product or service like LDAP. OCMS separates all data into metadata and content data. All data regardless of its type is encrypted in transit using TLS 1.2 based certificates. This ensures that no information is exposed outside the TLS boundaries. All metadata is encrypted at rest using industry standard AES encryption methods. Content data is also encrypted based on the type of information that is retrieved, stored, and processed. For example, configurations can be setup that enforces content data encryption for only Personally Identifiable Information (PII) or it can be enabled for all content data. The choice is dependent entirely on the type of contracting that is performed by the customer and the sensitivity of the information that goes through the system. All communications over networks are encrypted using common secure protocols (https/tls/etc.). All communications to the web browser are via https. All data from a web browser to the OCMS server, regardless of its type is encrypted in transit using TLS 1.2 based certificates. This ensures that no information is exposed outside the TLS boundaries. All communications between the OCMS servers and the Odyssey Agent(s) are also encrypted using TLS 1.2 certificates. End point integration with third party systems such as SharePoint, PeopleSoft, Databases etc. are also encrypted where such encryption is supported by the third-party system 35 being integrated. By default, all traffic between the Web browser and the OCMS SaaS solution in the cloud is encrypted using certificates leveraging the TLS 1.2 protocol. If necessary, the customer can install a Next Generation Firewall (NGFW) at the edge of the customer’s network to accommodate this desire for transparency to the customer. There is an expense associated with such decryption since every interaction with the SaaS solution will go through this decryption and encryption process. An alternative approach is to use a dedicated decryption device to narrowly identify traffic that needs to be decrypted. OCMS can work with both approaches to ensure that organizations have the visibility they desire. The following data encryption standards are utilized by OCMS: For all HTTPS, TCP and related traffic, a TLS 1.2 based Certificate is used to encrypt data in motion. For data at rest, an AES 256 based combination cipher is used. Passwords and other data that can be stored as one-way digests are encrypted using a digest algorithm where applicable. All encryption keys are owned and serviced by Pantheon. The encryption keys are stored either in a key vault, database, or on disk based on the use case scenario for the implementation. The encryption keys used for transparent data encryption can be configured to be rotated at custom intervals based on what the customer prefers. This is typically yearly but can be done at different intervals. All uploads to the system will require the user to be logged into the system unless otherwise specified by the workflow and the needs of R&D. All uploads/downloads to the OCMS utilize secure communications (https). All files are scanned by antivirus detection software during the upload process and before being committed to the system, and routinely thereafter. All nonsecure ports and protocols, and all unnecessary accounts, are disabled on the system server to avoid unauthorized access to upload files. The Odyssey 10-layer security framework supports the above security measures. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 36 Architectural view of Odyssey CMS as a SaaS Solution Diagrams show interactions with the solution by various actors and modules within the solution. sample integration points are listed as key integrations. Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal. 37 DATA CONVERSION To understand the Odyssey approach to Data Migration, Conversion, and other Interoperability issues, it is useful to understand how the Odyssey Core utilizes Task Agents and Workflows/Mini-Apps. Task Agents Odyssey’s Task Agent technology plug-ins internalize the complexity of interfacing with external systems when automating workflows or creating new integration points. The Task Agents present the configuration options and variables as drop-down menus, checkboxes, and simple fields. The process specialists avoid most of the work of deciphering the calls to third-party REST APIs, the syntax of executable command-line options, or the complexity of process calls. New Task Agents may, when appropriate and necessary, be created to read and/or write specific application data formats, access current systems-of-record through APIs, etc. Data Conversion Workflows (Mini-Apps) Actual data conversion will be configured to take place at the workflow level. This is a more robust approach to conversion because of the process-aware intelligence that can be configured, as well as inheriting all the features of the Odyssey Core that will benefit the process (scheduling, error-handling, notifications, etc.), These workflow miniapps will be configured to support full logging that will be the basis for provide information as to the overall status of the effort, troubleshooting, and auditing. Certain use case scenarios and formats might need additional manual steps to be incorporated into the new system. Determine/Confirm Data Migration Scope The final scope of data migration will be determined with R&D, considering: • Estimated file migration: currently stored on disparate multiple document formats and locations such as Word or Adobe PDF. Storage locations are known to include local computer drives, network file shares, email APPENDIXs, and physical documents. • Additional items that may became known in Sprint 0, additional discovery, and discussions to ensure agreed upon scopes and functionality will meet the needs of R&D. • Most of the data migration from existing system and/or files will take place near the end of development. However, activities with the test data and activities related to testing any new Task Agents will take place at some earlier stages to ensure that no configuration or design decisions “box in” final conversion in an adverse manner. Determination of Duties with Stakeholders 38 With R&D, we will determine: • Additional use cases and considerations (timing, data availability, cut-off dates for go-live, etc.) that may affect data migration. • Additional timing, duty and responsibility considerations that may affect incorporating documents (PDF, Word, etc.) from their disparate locations into the new system. Take Stock of the Data Source Pantheon will undertake discovery to determine data conversion requirements, the data, availability of the data to the solution (file/database locations, etc.), and a decommissioning process that will involve least disruption of R&D processes during transition. While the scope of the files involved in migration is less well understood, the over process considerations are the same. Create Conversion Workflows Once all factors are thoroughly understood, and any additional Task Agents necessary to interface with the underlying technologies have been created and tested, Pantheon will undertake modification of data conversion workflows. Destination Environment Pantheon will engage in limited testing during early development stages and rigorous testing in later stages to ensure that new data storage environments meet all Service Level Agreements for performance, scalability, and reliability. Monitoring Pantheon will engage in a variety of monitoring from both within Odyssey and external to Odyssey to ensure all SLAs are met. • Odyssey itself has built in error logging and auditing to account for process usage, data availability, and speed of data to Odyssey, etc. • Additional Commercial-off-the-Shelf (COTS) software will perform monitoring at the virtual machine and network levels. Testing and Clean-up Pantheon will work in conjunction with R&D at various stages (including and particularly during User Acceptance Testing) to ensure that the migrated data has been properly converted and provides expected results. 39 • The data migration workflow reports audit logs will be analyzed for potential issues, such as missing or “garbled” data, and will be referred to during any troubleshooting proceedings. • Manual and automated testing, by both Pantheon and R&D • If necessary, some limited data may be targeted for manual conversion. ADDITIONAL BENEFITS OF OUR SOLUTION Odyssey’s Task Agent technology internalizes the complexity of interfacing with external systems when automating workflows or creating new integration points. The Task Agents present the configuration options and variables as dropdown menus, checkboxes, and simple fields. The process specialists avoid most of the work of deciphering the calls to third-party REST APIs, the syntax of executable command-line options, or the complexity of process calls. Point Solution Frameworks In addition to Contract Management, Pantheon Odyssey Technologies Ltd offers multiple configurable point solution frameworks covering: • DevOps • Change and Release Management • IT Ops and Tech Ops • Compliance, Data Management and Governance • Employee Onboarding • Knowledge Management Using our no code platform new enterprise applications can be constructed for web or mobile devices using the frame works, or from scratch using drag-and-drop interface in a fraction of the time it would take to construct these applications using traditional software development tools. 40 AIDA LEGAL REVIEW SOFTWARE The AI-Driven Automation (AIDA) Legal Review Software can analyze third-party contracts, based on contract type, against County of Hawaii’s R&D standard contract types. It indicates if clauses are missing and scores the clause for compliance against the organization’s standard clauses. This enables the legal review to focus on key areas of a contract, speeding up the time for the initial review. Key benefits: • AIDA Legal Review allows lawyers to focus on exception areas, save time by automating review, research, and provides document quality control. • AIDA Legal Review provides rapid contract analysis to ascertain quality, completeness, and relevance. • AIDA Legal Review can be leveraged for document automation and helps save time. With less human intervention, the costs involved in contract review are reduced with accuracy increasing. 41 6. COST PROPOSAL ITEM # ITEM DESCRIPTION RATE FREQUENCY 1 Professional services and Implementation on a time and materials basis. Typical implementations consist of installation, branding, configuration, data conversions, integrations to third party products and creation of non-standard, bespoke features within the solution. $95.00/hour One Time 2 Licenses, Support, Maintenance Unlimited internal and external users $50,000 Annually 3 Training for County of Hawaii employees $1,550 per student per course, with a minimum of five students per course. For additional information please see below. One Time Fees The final terms and conditions will be as per the Software Services Agreement agreed by the parties. The fees are divided into the following two categories: SaaS Licensing & Maintenance Fee, which is an annual subscription fee; and a one-time Implementation Fee, as discussed in the Estimated Plan Section of the proposal. Fees are payable at contract signing. Implementation Fee The Implementation Fee will be estimated during a 2-week discovery Sprint. Payment terms are at the time of contract signing, for the implementation an upfront retainer is required. Payment on invoices for implementation hours spent, will be made against the retainer. Implementation will be performed remotely. Optional Services: • Bespoke Configuration • Data Migration • Application Integration 42 Training & Fees Course Title Per Student 1 Training - Introduction to solution, 8-hours in duration, Minimum 5 students/course. $1,550 43 APPENDIX B – MBE/WBE Pantheon Inc. is a minority owned and a woman owned enterprise APPENDIX C – CAPABILITIES STATEMENT 44 45 46 THANK YOU FOR THE OPPORTUNITY TO DO BUSINESS WITH COUNTY OF HAWAII RESEARCH & DEVELOPMENT! Bid Zip RFP #4514/Pantheon Inc_963463/Pantheon Odyssey Master Software License Agreement.pdf Odyssey 5.0 License Agreement 1 MASTER SOFTWARE LICENSE AND SERVICES AGREEMENT THIS MASTER SOFTWARE LICENSE AND SERVICES AGREEMENT (“Agreement”) is made this day of ______________, 2021 (“Effective Date”), by and between Pantheon, Incorporated, a Virginia corporation with its address at 1801 Robert Fulton Dr, #160, Reston, VA 20191 (“Pantheon”) and ___________________________________ a _______________ corporation with its offices at ___________________________________________ ("Customer"). 1. DEFINITIONS “Binary Code” shall mean the binary machine-readable version of the Software. “Documentation” shall mean any technical guides provided by Pantheon, including, but not limited to, the Odyssey Users Guide, the Odyssey Master Installation Guide, and the Odyssey Task Agent Reference Manual. “Odyssey Server” shall mean those components of the Software that are specified as server software. “Odyssey System Agent” shall mean any component of the Software that is specified as a System Agent. “Odyssey Task Agent” shall mean any component of the Software that is specified as a Task Agent. "Pantheon" shall mean Pantheon Incorporated or one of its subsidiaries. “Product” shall mean an unmodified, generally available computer software program listed on the Pantheon price list identified on a Customer order that is accepted by Pantheon. Product also includes any Documentation accompanying such Product. "Site" shall mean a Customer's computer facility located in one specific geographic location. “Software" shall mean the binary form version of the programs including any other machine readable materials (including, but not limited to, libraries, source files, header files, and data files), Customer specified enhancements as identified in each particular order accepted by Pantheon, any updates, error corrections, and Documentation provided by Pantheon under this Agreement. 2 "Technical Support Services" shall mean the maintenance and support services provided under Pantheon's Technical Support Services Program in effect on the date such services are ordered by Customer. 2. ORDERS Customer may place orders for Products, Software, hosted services, Technical Support Services, custom engineering services, and any other services subject to the terms of this Agreement by execution and submission to Pantheon of a signed copy of this Agreement and an order substantially in the form of Appendix A (“Order Form”), attached hereto, which may be amended from time to time by Pantheon. All orders acceptable to Pantheon shall be processed by Pantheon and Customer will be issued an invoice. Any subsequent orders by Customer that are accepted by Pantheon shall be subject to this Agreement unless the parties execute a new Master Software License and Services Agreement. In the case of any conflicts between the terms of this Agreement and any particular order that is accepted by Pantheon, the terms of the particular order shall prevail. 3. LICENSE 3.1 Subject to the provisions of this Agreement and the timely payment of all applicable fees, Pantheon grants to Customer and Customer accepts a limited, nonexclusive, non-transferable, license to use the Software in Binary Code for Customer’s internal business purposes. Customer may: a. use the Odyssey Server only on the Central Processing Units (“CPUs”) set forth in each particular order accepted by Pantheon; b. use the Odyssey System Agent to the level set forth in each particular order accepted by Pantheon; c. use the Odyssey Task Agent to the level set forth in each particular order accepted by Pantheon. Customer will ensure that anyone who uses the Software (accessed either locally or remotely) does so only for Customer’s authorized use and complies with the terms of this Agreement. 3.2 Customer’s use of the Software shall be subject to the additional following restrictions: a. Customer shall not use, copy, modify, or distribute the Software except as provided in this Agreement; b. Customer shall not and shall not allow any third party to translate, reverse engineer, decompile, recompile, update or modify all or any part of the Software or merge the Software into any other software; c. Customer shall not rent or lease the Software; 3 d. Customer shall not upload, post, publish or create derivative works of the Software; e. if the Customer acquires the Software as a Software update, after the update is installed, Customer may not use the Software from which Customer updated; f. Customer shall not provide access to the Software to anyone other than those employees of Customer who need to know and who are legally bound by obligations of confidentiality to Pantheon; g. Customer shall not remove any copyright notices and other proprietary legends appearing on Software; and h. Customer shall not use any knowledge gained in the use of the Software to create, or otherwise cause to be created, any software having a similar purpose to the Software. 3.3 Except as expressly provided in this Agreement, no license under any patents, copyrights, trademarks, trade secrets or any other intellectual property rights, express or implied, are granted by Pantheon to Customer under this Agreement. 3.4 All patents, copyrights, trade secrets and any other intellectual property rights in or related to the Software are and will remain the exclusive property of Pantheon, whether or not specifically recognized or perfected under the laws of the jurisdiction in which the Software is used or licensed. Customer will not take any action that jeopardizes Pantheon's intellectual property rights or acquire any right in the Software, or Pantheon’s Confidential Information, as defined in Section 11 herein below. Pantheon shall have a royalty-free worldwide, perpetual license to use, exploit and incorporate into the Software free of any confidentiality restrictions any suggestions, ideas, enhancement requests, feedback, recommendations or other information Customer or its users may provide with respect to the Software. Pantheon shall own all rights, title, and interest in and to any version of the Software that incorporates such suggestions, ideas, enhancement requests, feedback, recommendations or other information from Customer or its users. 3.5 The Software will be considered accepted upon delivery. In the event that there are multiple Sites, acceptance of the Software, or any part thereof, at the first such delivery shall constitute acceptance at all subsequent Sites. 4 4. TERM OF AGREEMENT The term of this Agreement shall commence on the Effective Date and shall continue for a period of five (5) years after the Effective Date (“Initial Term”) and shall automatically renew for successive five-year terms (each such term is a “Renewal Term”) unless either party gives the other party written notice of its intention not to renew at least 30 days prior to the conclusion of the Initial Term or any Renewal Term. Notwithstanding the foregoing, this Agreement shall remain in effect and not expire or terminate if an active Order Form between the parties is in effect. 5. TERMINATION OF AGREEMENT Customer may terminate this Agreement at any time upon written notice to Pantheon. Pantheon may terminate this Agreement, including the license and any Technical Support Services immediately upon written notice to Customer in the event Customer is in breach of this Agreement, including failing to pay fees by the due date. Upon termination of this Agreement, Customer shall: (1) immediately cease all use of the Software or any related hosting services, (2) uninstall and delete the Software, any copies of the Software, and any modifications or revisions to the Software, (3) return to Pantheon the Software, any revisions to the Software, and all copies thereof in Customer’s possession, custody or control, and (4) certify in writing as to such action. Customer agrees to not oppose any claims for injunctive relief made by Pantheon in any court of law or other adjudicative body resulting from Customer’s failure to timely terminate use of the Software as described in this Section. Upon any termination of this Agreement, Customer shall be responsible for paying all fees for the remaining term of the Agreement. In the event termination is initiated by Customer, Customer must pay all remaining fees under the current term of the Agreement at the time of termination. In the event termination is initiated by Pantheon, Customer must pay all remaining fees under the current term of the Agreement within ten business days from the date of termination. 6. OBLIGATIONS THAT SURVIVE TERMINATION The Customer recognize and agree that their obligations under Sections 3.2, 3.3, 3.4, 5, 6, , 8, 11, 12, 13, 19, 22, and 26 of this Agreement survive the cancellation, termination or expiration of this Agreement and any particular order. 7. LICENSE FEES 7.1 The fees for the Software hereunder, including any applicable discount and payment schedules, shall be set forth in each particular order as accepted by Pantheon. The 5 yearly fees shall be paid on the anniversary date of the Effective Date of this Agreement unless otherwise noted on the Pantheon accepted order. 7.2 The type and quantity of each Software license, where applicable, shall be determined at the time of the order, in accordance with the Pantheon’s then current price list as may be amended from time to time. 7.3 To upgrade to a different Product, Customer shall incur and pay an upgrade charge that will be the difference between the fee charged for their existing Product and the current price of the new Product, after any associated discounts are applied. 8. TERMS OF PAYMENT Pantheon shall invoice Customer for the Product, Software and services based upon the terms of any order agreed to by Pantheon. Except as provided in any Customer Order accepted by Pantheon, payments are due within thirty (30) days from the date of invoice. In addition to any other remedies for non-payment of fees, Pantheon may charge Customer three percent (3%) monthly finance charge to be calculated monthly with respect to all outstanding amounts not paid within thirty (30) days following the date of Pantheon's invoice(s), but in no event shall any finance charge exceed the maximum allowed by law. 9. TAXES There shall be added to the charges provided for in this Agreement amounts equal to any and all applicable taxes, whether federal, state, local, VAT, GST and import tax/duty however designated, that may be validly levied or based upon this Agreement or upon the Software and services furnished hereunder, excluding, however, taxes based on or measured by Pantheon's net income, and any taxes or amounts in lieu thereof paid or payable by Pantheon in respect of the foregoing. Taxes payable by Customer shall be billed as separate items on Pantheon's invoices and are not included in Pantheon's prices. 10. TRAINING If requested by Customer, Pantheon shall provide online training (Appendix C), with training fees specified in the order (Appendix A), to train Customer's personnel in the operation and use of the Software furnished hereunder. 11. CONFIDENTIAL INFORMATION 11.1 “Confidential Information” means any information disclosed by either party to the other party, either directly or indirectly, in writing, orally or by inspection of tangible objects that a party has designated as “Confidential,” “Proprietary” or some similar designation, or information the confidential or proprietary nature of which is reasonably apparent under the circumstances. If a party discloses Confidential Information verbally, it must identify such information as confidential at the time of disclosure. Notwithstanding the foregoing, the Software, Documentation, terms and conditions of this Agreement and 6 any order, and any feedback or results of Customer’s use of the Software are Confidential Information of Pantheon. 11.2. Each party’s obligations with respect to the Confidential Information of the other party shall not apply to information that: (a) is becomes, through no act or failure to act on the part of the receiving party, generally known or available to the public; (b) is rightfully known by the receiving party at the time of receiving such information as evidenced by its records; (c) is furnished to the receiving party by a third party following the Effective Date, as a matter of right and without restriction on disclosure; (d) is independently developed by the receiving party without any breach of this Agreement; or (e) is the subject of a written permission to disclose provided by the disclosing party. 11.3 Each party shall maintain the other party’s Confidential Information in trust and confidence and shall not disclose to any third party without the prior written consent of the other party or use the other party’s Confidential Information for any unauthorized purpose. Each party may use such Confidential Information only to the extent required to accomplish the purposes of this Agreement as set forth herein. Confidential Information shall not be used for any purpose or in any manner that would constitute a violation of any laws or regulations, including the export control laws of the United States. Each party shall use at least the same degree of care it uses to prevent the disclosure of its own confidential information of like importance, which care shall be no less than reasonable care. Each party may disclose the other party’s Confidential Information only to its directors, officers, employees, and advisors (each, a “Representative”) who have a need to know and each of whom is bound by a written agreement that includes confidentiality obligations consistent with those set forth in this Agreement. Each party shall be responsible for the compliance of each Representative with the terms and conditions of this Agreement. Each party shall promptly notify the other party of any actual or suspected misuse or unauthorized disclosure of the other party’s Confidential Information. 11.4 If the receiving party receives a subpoena or other administrative or judicial process requesting Confidential Information of the other party, the receiving party shall notify the disclosing party of such receipt in sufficient time to allow the disclosing party a reasonable opportunity to obtain a protective order. The receiving party may then comply with such subpoena or process to the extent required by law. 11.5 Each party shall return or destroy all Confidential Information of the other party and certify in writing within thirty (30) days as to its return or destruction, upon the earlier of a written request at any time by the other party or the termination or expiration of this Agreement or of all licenses granted under this Agreement. 12. INDEMNIFICATION 12.1 Pantheon shall, at its own expense, defend or at its option settle any third party claim brought against Customer to the extent such claim alleges that the Software provided under this Agreement misappropriates such third party’s trade secrets rights or infringes such third party’s U.S. copyright or U.S. patent rights issued as of the Effective Date. Pantheon shall pay all damages finally awarded against Customer by a court of 7 competent jurisdiction or an arbitrator, or agreed to in a written settlement agreement signed by Customer. If the Software is, or in Pantheon’s opinion might be, held to infringe or misappropriate a third party’s intellectual property rights or other proprietary rights, Pantheon may: (i) repair or modify the infringing Software so it is non-infringing, (ii) replace such Software with non-infringing software substantially similar in functionality, or (iii) procure the right for Customer to continue the use of such Software. If (i), (ii) or (iii) are not commercially feasible, Customer shall return the Software to Pantheon and Pantheon shall issue a prorated refund of any fees paid by Customer to Pantheon for such Software for the time period Customer shall no longer have access to the Software. The foregoing provisions of this Section state the entire liability of Pantheon and the sole remedy of Customer with respect to any actual or alleged claim of infringement or misappropriation of intellectual property rights or trade secrets, or any intellectual property non-infringement warranty. 12.2 Pantheon shall have no obligation under this Section to the extent the alleged infringement arises as a result of (1) modifications to the Software made by any party other than Pantheon or Pantheon’s authorized representative; (2) use of the Software in combination with other software or systems Pantheon did not provide, where the misappropriation or infringement would not have occurred but for such combination; (3) use of a superseded or altered release of the Software, if the misappropriation or infringement would have been avoided by the use of a current, unaltered release of the Software; (4) use of the Software other than in accordance with the applicable documentation and this Agreement; or (5) any materials or information Customer provided to Pantheon and under (1)-(5) above Customer shall be solely responsible for, and shall defend and indemnify Pantheon against any such third-party claims based upon such actions. Customer will also defend, indemnify and hold harmless Pantheon from and against all third party claims brought against Pantheon or its affiliates arising or related to Customer’s breach of this Agreement, claims or disputes brought by the Customer’s End Users arising out of their use of Software, the actual or alleged use of the Software by Customer for anything other than the intended use of the Software or other use in violation of this Agreement. Such indemnification will include all damages and costs awarded, including attorneys' fees, and any cost of settling any suit or proceeding if the settlement is approved by Customer or Customer fails to meet its obligations to defend the suit or proceeding when requested by Pantheon. The indemnification obligations this Section state Customer’s entire liability and Pantheon’s sole and exclusive remedy for alleged and actual claims by third parties against Pantheon arising out of Customer’s use of the Software for anything other than its intended use or other use in violation of this Agreement. 12.3 In the event an indemnification obligation arises under this Agreement, the party entitled to indemnification (“Indemnified Party”) will (a) promptly notify the other party (the “Indemnifying Party”) in writing after becoming aware of the claim subject to indemnification; (b) allow the Indemnifying Party to assume sole control of the defense of the claim; and (c) provide reasonable cooperation to the Indemnifying Party in defending or settling the claim, at the Indemnifying Party’s sole expense; provided, however, that the Indemnified Party’s failure to so notify or assist the Indemnifying Party 8 in accordance with this Section shall relieve the Indemnifying Party of any indemnification obligation only to the extent that such failure by the Indemnified Party materially prejudices the Indemnifying Party’s ability to defend or settle the claim. In addition, (i) neither party will enter into a settlement or other resolution of the claim that does not include a full release of the other party with respect to all claimants or imposes any liability on the other party; and (ii) the Indemnified Party shall be entitled, at its sole expense, to retain counsel and participate in the defense of settlement of a claim subject to indemnification. 13. LIMITATIONS OF LIABILITY 13.1 IN NO EVENT SHALL PANTHEON BE LIABLE FOR ANY (A) SPECIAL, INDIRECT, INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF PROFITS, ARISING FROM OR RELATED TO A BREACH OF THIS AGREEMENT OR ANY ORDER OR THE OPERATION OR USE OF THE SOFTWARE, SOFTWARE PRODUCTS AND SERVICES INCLUDING SUCH DAMAGES, WITHOUT LIMITATION, AS DAMAGES ARISING FROM LOSS OF DATA OR PROGRAMMING, LOSS OF REVENUE OR PROFITS, FAILURE TO REALIZE SAVINGS OR OTHER BENEFITS, DAMAGE TO EQUIPMENTEVEN IF PANTHEON HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES; (B) DAMAGES (REGARDLESS OF THEIR NATURE) FOR ANY DELAY OR FAILURE BY PANTHEON TO PERFORM ITS OBLIGATIONS UNDER THIS AGREEMENT DUE TO ANY CAUSE BEYOND PANTHEON’S REASONABLE CONTROL; OR (C) CLAIMS MADE A SUBJECT OF A LEGAL PROCEEDING AGAINST PANTHEON MORE THAN SIX MONTHS AFTER ANY SUCH CAUSE OF ACTION FIRST AROSE. THE LIMITATIONS AND DISCLAIMER CONTAINED IN THIS SECTION ARE INDEPENDENT OF ANY AGREED REMEDY. 13.2 NOTWITHSTANDING ANY OTHER PROVISION OF THIS AGREEMENT, PANTHEON'S CUMULATIVE LIABILITY UNDER THIS AGREEMENT, WHETHER UNDER CONTRACT LAW, TORT LAW, WARRANTY OR OTHERWISE SHALL BE LIMITED TO DIRECT DAMAGES NOT TO EXCEED THE AMOUNTS ACTUALLY RECEIVED BY PANTHEON PURSUANT TO THE PARTICULAR ORDER FROM WHICH SUCH DAMAGES AROSE. 14. LIMITED WARRANTY 14.1 Except as provided in this Agreement, Pantheon warrants that it owns all rights, title and interest in and to the Software, or that in the case of any third party software that it has the right to grant a sublicense to Customer to use such third party software, that all Software shall substantially conform to the Documentation. This warranty coverage shall include any modifications made to the Software by Pantheon. This warranty is only applicable for Customer if it is current with payment of any fees and without any overdue invoice payments and are in full compliance with the terms of this Agreement. 9 14.2 Pantheon warrants that (1) the Software shall not contain any code, programming instruction or set of instructions that is intentionally constructed to adversely affect computer programs and (2) the Software does not contain any known virus or computer software code designed to disable or damage a computer program. 14.3 In the event of breach of the warranties set forth in this Section, Pantheon's sole and exclusive responsibility, and Customer's sole and exclusive remedy, shall be for Pantheon to correct or replace, at no additional charge to Customer, any portion of the Software found to be defective; provided, however, that if within a commercially reasonable period Pantheon neither corrects such defects nor replaces the defective Software, then Customer's sole and exclusive remedy shall be to stop using the Software and notify Pantheon in writing immediately. 14.4 Pantheon shall not be held liable for problems arising from the failure on the customer’s part to follow appropriate software maintenance procedures. Furthermore, failure by the customer to follow Documentation and maintenance procedures recommended by Pantheon will result in revocation of warranty and support for the Software. 15. DISCLAIMER OF WARRANTIES PANTHEON SPECIFICALLY DISCLAIMS ANY WARRANTY THAT THE FUNCTIONS CONTAINED IN ANY PANTHEON PRODUCT OR SOFTWARE OR THAT THE RESULTS OF THEIR USE WILL MEET CUSTOMER’S REQUIREMENTS, THAT THE OPERATION OF ANY PANTHEON PRODUCT OR SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE, OR THAT ANY DEFECTS IN ANY PANTHEON PRODUCT OR SOFTWARE WILL BE CORRECTABLE. EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT, THE PANTHEON PRODUCTS, SERVICES, AND SOFTWARE ARE PROVIDED TO CUSTOMER "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, STATUTORY OR OTHERWISE, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, ACCURACY, AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE SUITABILITY, SATISFACTORY QUALITY, PERFORMANCE, ACCURACY, AND EFFORT OF THE PANTHEON PRODUCT AND SOFTWARE IS WITH THE CUSTOMER AND NOT WITH PANTHEON OR ITS DEALER. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO SUCH EXCLUSION MAY NOT APPLY. 16. RIGHT TO MOVE (APPLICABLE ONLY FOR ON-PREMISES LICENSE) Any Software may be temporarily transferred to a backup computer while the licensed computer is inoperative or for emergency testing purpose. The backup computer may be at the same Customer Site under emergency conditions and after sufficient advance notice has been given to Pantheon of the name and location of the Site. Customer may change the Site or the CPU on which the Software will be used for ongoing operations 10 with Pantheon's advanced written consent. Customer shall be permitted concurrent operation at the new and old Site or CPU for not more than thirty (30) days and such operation will require no additional fees. In all cases, Customer must submit a transfer request so that new license keys can be issued by Pantheon. Customer shall provide Pantheon written notice of the changes within a reasonable length of time of the Software being moved to the new Site or CPU. In the event Pantheon consents to the Customer moving the Software to another Site or CPU, or Customer assigning the Software licensed under this Agreement, Pantheon agrees that it shall continue the warranty and assist in the transfer to such other Site, CPU or assignee. 17. ASSIGNMENT Customer may assign its rights under this Agreement with written notice to Pantheon in the event of a merger, acquisition, or as part of the sale of that part of its business which includes the hardware or any substantial portion of its data processing facilities so long as said assignee is not to a competitor of Pantheon. An assignee of Customer, if authorized hereunder, shall be deemed to have all of the rights and obligations of Customer set forth in this Agreement. It is understood that no assignment shall release the Customer from any of its obligations in this Agreement. Pantheon may assign this Agreement or any rights or obligations under this Agreement at any time without notice to or the consent of Customer. 18. AMENDMENTS, MODIFICATIONS OR SUPPLEMENTS Amendments, modifications or supplements to this Agreement or any order shall be permitted, provided all such changes shall be in writing signed by the authorized representatives of both parties, and all such changes shall reference this Agreement and identify the specific articles or sections of this Agreement or the particular order that is amended, modified or supplemented. 19. GOVERNING LAW This Agreement shall be binding upon the parties hereto, and the interpretation of the terms and provisions of this Agreement shall be governed and construed by the laws of the Commonwealth of Virginia without regard to the principles thereof concerning conflicts of laws. The parties hereby submit to the sole and exclusive jurisdiction of the courts of Fairfax County, Virginia, USA to resolve any disputes arising from or relating to this Agreement. The parties expressly agree that the U.N. Convention on Contracts for the International Sale of Goods will not apply to this Agreement. 20. TECHNICAL SUPPORT SERVICE/MAINTENANCE AND SUPPORT Maintenance and support service is described in Appendix B. Maintenance and support will be provided for the term of this Agreement to customers that are current with no outstanding fees or other amounts due. Maintenance and support services will begin with the delivery of the Software and will continue for the term of this Agreement, so 11 long as Customer follows software maintenance procedures recommended by Pantheon. Customer may select different levels of Maintenance and support services offered by Pantheon detailed in the Order Form. Based on the customer selected Maintenance and Support options, details of the fees will be outlined in the Order Form (Appendix A). Maintenance and support services will automatically renew as the term of this Agreement is renewed. 21. CUSTOM DESIGN AND IMPLIMENTATION OF WORKFLOW If requested by Customer, Pantheon may provide custom automation and workflow development service. These services are delivered as on-site or off-site development models. Fees for the customization and workflow development work will be provided in a statement of work, based on the scope of work and the model of engagement. Any such statement of work will be subject to the terms and conditions of this Agreement. Customer hereby grants Pantheon all rights, title, and interest in any intellectual property rights in any such custom automation and workflow developed by Pantheon. Pantheon, in turn, grants Customer a limited, non-exclusive, non-transferable license to use the intellectual property rights in any such custom automation and workflow developed by Pantheon for Customer’s internal business purposes. 22. RIGHT TO AUDIT Pantheon may audit Customer’s use of the Software once every year during the term of this Agreement and once after the termination or expiration of this Agreement upon fifteen (15) days advance written notice to Customer. Any such audit shall be conducted during regular business hours at Customer’s facilities and shall not unreasonably interfere with Customer’s business activities. During such audit, Customer shall make available for audit all relevant records, information, and computer systems. Such audits shall be at Pantheon’s expense, provided that, in the event of noncompliance by Customer with this Agreement, Customer shall reimburse Pantheon for the reasonable costs of such audit, as well as pay any amounts due under this Agreement, together with interest, if applicable. Instead of, or in addition to, an audit, Pantheon reserves the right to request a written statement of compliance with the terms of this Agreement and applicable orders, and Customer shall comply with such request. 23. NOTICE All notices shall be in writing, sent to the recipient at the addresses below, and sent by overnight mail, courier, first-class mail or facsimile (followed by confirmation copy by mail). Notice shall be deemed received upon personal delivery when sent by overnight mail, courier, and first-class mail or confirmation copy when a facsimile is sent. For Pantheon: For Customer: 12 24. COLLECTION OF INFORMATION Customer agrees to allow Pantheon to store and use Customer contact information, including names, phone numbers, and e-mail addresses. Such information will be processed and used in connection with our business relationship, including communicating with Customer (for example, for processing orders, for promotions, and for market research). 25. SEVERABILITY If a provision of this Agreement is held to be invalid or unenforceable, such invalidity or unenforceability shall not invalidate or render unenforceable the entire Agreement, but rather (unless a failure of consideration would result therefrom) the entire Agreement shall be construed as if not containing the particular invalid or unenforceable provision or provisions, and the rights and obligations of each Party shall be construed and enforced accordingly. 26. ATTORNEY’S FEES If Customer breaches any provisions of this Agreement or fails to make a timely payment of any sum due Pantheon, Customer shall pay all reasonable attorneys’ fees, costs, and other expenses Pantheon incurs in any action or proceeding relating to Customer’s breach or failure to pay. 27. EXPORT COMPLIANCE The Software is subject to U.S. export control laws and may be subject to export or import regulations in other countries. Customer agrees to comply strictly with all such laws and regulations and acknowledges that it has the responsibility to obtain such licenses to export, re-export or import the Software as may be required after delivery to Customer. 28. GOVERNMENT USES If Software is being acquired by or on behalf of the U.S. Government or by a U.S. Government prime contractor or subcontractor (at any tier), then the Government's rights in Software and any accompanying Documentation will be only as set forth in this Agreement; this is in accordance with 48 CFR 227.7201 through 227.7202-4 (for Department of Defense (DOD) acquisitions) and with 48 CFR 2.101 and 12.212 (for nonDOD acquisitions). 29. THIRD PARTY CODE Additional copyright notices and license terms applicable to portions of the Software at the time of execution of this Agreement are set forth in the 13 THIRDPARTYLICENSEREADME.txt file in the Software. Customer warrants that it will comply with all such terms and conditions. 30. WAIVER OF BREACH No waiver of breach or failure to exercise any option, right or privilege under the terms of this Agreement or any order on any occasion or occasions shall be construed to be a waiver of the same or any other option, right or privilege on any other occasion. 31. FORCE MAJEURE Except with respect to the payment of any fees by Customer, neither party shall be deemed to be in default of or to have breached any provisions of this Agreement as a result of any delay, failure in performance, or interruption of service resulting directly or indirectly from acts of God, acts of civil or military authority, terrorist acts, pandemics, civil disturbance, war, strikes or other labor disputes, fires, transportation contingencies, laws, regulations, acts or orders of any government agency or official thereof, other catastrophes or any other circumstances beyond the party's reasonable control. 32. ENUMERATIONS AND HEADINGS The enumerations and headings contained in this Agreement are for convenience of reference only and are not intended to have any substantive significance in interpreting this Agreement. 33. INCORPORATION OF APPENDICES AND ORDERS All Appendices referred to in this Agreement and attached hereto and all orders accepted by Pantheon are integral parts of this Agreement and are incorporated herein by this reference. 34. ENTIRE AGREEMENT This Agreement, the orders accepted by Pantheon, appendices and subordinate documents referenced in this Agreement constitute the entire Agreement between the parties with respect to the subject matter contained herein, superseding all previous agreements pertaining to such subject matter, and may be modified only by an amendment executed in writing by the authorized officers of both parties hereto. All prior Agreements, representations, warranties, statements, negotiations, understandings and undertakings are superseded hereby and Customer hereby represents and acknowledges that in entering into this Agreement it did not rely on any representations or warranties other than those explicitly set forth in Section 14 of this Agreement. Both parties hereto represent that they have read this Agreement, understand it, agree to be bound by all terms and conditions stated herein, and acknowledge receipt of a signed, true and exact copy of this Agreement. 14 Signature page follows 15 Customer: _______________________________________________________ Signature: _______________________ ________________________________ Name: __________________________________________________________ Title: ___________________________________________________________ Date: _________________________ __________________________________ PANTHEON: PANTHEON INC. Signature: _______________________________________________________ Name: __________________________________________________________ Title: ___________________________________________________________ Date: ___________________________________________________________ 16 APPENDIX A ORDER FORM 17 APPENDIX B TECHNICAL SERVICES/MAINTENANCE AND SUPPORT SERVICES DESCRIPTION A. Support Services. During the term of this Agreement, Pantheon will provide the services described herein to maintain the Software in good working order, keeping it free from material defects, for customers that are current with the payment of their fees and have no outstanding balances due. Severity 1 Critical: Produces an emergency situation in which the Software is inoperable, produces incorrect results, or fails catastrophically. Severity 2 Major: System is operational, but produces system errors during execution that is not related to application or workflow errors. Severity 3 Minor: Produces an inconvenient situation in which the Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no significant impact. Severity 4: Produces a noticeable situation in which the use is affected in some way which is reasonably correctable by a documentation change or by a future, regular updates. Global Maintenance and Support Services Global Maintenance and Support fees and payment terms will be outlined in the Order Form (Appendix A or SOW) • Technical Support online support Mon – Sun, (24x7) Global • Access to online Customer portal including online documentation 24x7 • Response within 20 to 24 hours for severity 1 issues, 3 days for severity 2 issues, 5 days for severity 3 issues and 15 days for severity 4 issues • Automatic notification of patches, service packs, updates (Minor version updates) • Access to patches, and service packs for the purchased licenses • Designated support manager for escalation and support discussions During the term of this Agreement, for customers that are current with payment of their fees and have no outstanding balances due, Pantheon will maintain the Software by providing software updates and enhancements to Client as the same are offered by Pantheon to its licensees of the Software under maintenance generally ("Updates"). All software updates and enhancements provided to Customer by Pantheon are pursuant to the terms of this Agreement. Updates will be provided on an as-available basis and may include the items listed below: (1) Bug fixes; 18 (2) Minor enhancements to software provided by Pantheon or as Pantheon makes enhancements; (3) Enhancements to keep current with the current hardware vendor's OS releases, as available from Pantheon, provided that the current hardware vendor's OS release is both binary and source-compatible with the OS release currently supported by Pantheon; and (4) Performance enhancements to Software. Updates do not include: (a) Platform extensions including product extensions to (i) different hardware platforms; (ii) different windowing system platforms; (iii) different operating system platforms; and (b) New functions such as (i) new functionality in the product; (ii) new features; (iii) new applications; (iv) new releases of software and (v) new presentation tools. For on premise implementations, updates will be provided in machine-readable format and updates to related documentation will be provided in electronic copy form. All such deliveries shall be made by a single communication to a single Customer designated distribution point provided by Customer. Duplication, distribution and installation of Updates is the responsibility of Client. If requested, Pantheon will provide on-site assistance in the installation of Updates on a time and materials basis, plus expenses. Pantheon will provide support services for the current release and the two major versions prior to the current major version number will also be supported. The major version that is going off support will be supported for a minimum period of six (6) months following the general availability of a new release or software update. Customers are encouraged to upgrade their systems before the software goes off the support ladder. Pantheon assumes no responsibility for the correctness of, performance of, or any resulting incompatibilities with, current or future releases of the Software, if the Client has made changes to the system hardware/software configuration or modifications to any supplied code which changes effect the performance of the Software and were made without prior notification and written approval by Pantheon. Pantheon assumes no responsibility for the operation or performance of any Customer written or third-party application. Services Not Included. Maintenance Services do not include any of the following: (1) custom programming services; (2) on-site support, including installation of hardware or software; (3) support of any software not covered Software; (4) training; (5) out-of-pocket and reasonable expenses, including travel, hardware, and related supplies; or (6) any other activity not expressly described as maintenance services in this Agreement. 19 APPENDIX C ODYSSEY TECHNICAL TRAINING PROGRAMS Training outlined in Appendix C is to enable Customer’s employees to be self-sufficient to design, create and build applications, integrations and other automation capabilities using the Odyssey product independent from Pantheon personnel. The training will occur online. Customized training services and charges are described in the Order Form attached to Appendix A. Course Descriptions Odyssey for Business and IT Users This course is designed to give business and IT users a thorough introduction to Odyssey and provides detailed information about how to use Odyssey in their organization. Foundation material will be presented to acquaint uses with all the basic features and benefits of Odyssey technology, along with a set of “best practices” and typical use cases. Prerequisites: none Part Number: PO4054-TRP150 Odyssey Project Administration, Development, and Deployment This course is designed to describe the purpose, duties, and operational procedures that are required of the Odyssey Project Administrator, Project Developer, and Project Deployer. Prerequisites: General familiarity with IT systems Part Number: PO4054-TRP130 Odyssey Frameworks This course provides detailed walkthrough of Odyssey Frameworks. It is intended to provide details of the API framework/interfaces. Prerequisites: General familiarity with IT systems Part Number: PO4054-TRP260 20 APPENDIX D CUSTOM WORKFLOW DESIGN AND IMPLEMENTATION SERVICES Pantheon provides design and implementation of Odyssey workflow on a turnkey basis. Pantheon Odyssey experts work in collaboration with Customer business/IT staff to finalize requirements and design and provide Customer with complete workflows with security and controls, approval and notifications. Customization and implementation services may be performed remotely or on-site depending on the scope and systems involved. Cost of workflow design and implementation services will be detailed in a SOW and will be dependent upon the scope and size of the effort. Pantheon’s customization and implementation services are subject to the terms and conditions of this Agreement. Customization and implementation services and charges are described in the Order Form attached to Appendix A. Ad Hoc Work If Customer prefers to have Pantheon build the application(s) for you, Pantheon can be engaged on a time & materials basis and a proposal will be provided and agreed in advance of any work being initiated. Retainer Work An annual retainer can be purchased with each Enterprise License for development of applications by Pantheon. The retainer level is not tied to the Enterprise License that is selected, but is based on the number of hours Pantheon will make available to Customer. The retainer program is based upon Pantheon and Customer working together to efficiently gather and implement requirements that will fulfill the automation goals of Customer. Hours applied to the retainer hours includes hours spent by Pantheon personnel on design, development, test and release. The following criteria are critical to the success of the work. 1. This program requires involvement by Customer’s Technical and Business personnel. Customer shall identify personnel who will be responsible to work with Pantheon personnel for the duration of the design development and go-live implementation that can provide all the required information and support related to the application or automation process. 2. Customer shall provide detailed requirements before the start of the project that explains the in-depth process flows for the automation being configured. 3. Customer shall provide all the required resources, machines, infrastructure and access to Pantheon personnel in a timely manner. Customer shall provide or assist in obtaining access credentials to various application servers, databases and other third-party 21 middleware that make up the integration needs of the automation, including integration endpoints. Such access may include (but not limited to) the ability to VPN, terminal client to application server machines, login to various application server consoles, access test environments for integration tests etc. 4. Provide necessary stakeholder approvals and authorizations so that users and groups required in transitioning retainer projects into operational mode can be created and managed by Customer’s employees. Bid Zip RFP #4514/Plumlogix Inc_1019832/TabulationByVendor_RFP#4514_orgId_1019832.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Plumlogix Inc Page of 1 1 General Comments: Dear team, We would love to have an opportunity to provide a proposal walkthrough and solution demo. Please feel free to reach us for any additional documents needed for evaluation. Best regards, Plumlogix Inc. General Attachments: Plumlogix Inc. response to RFP4515_Electronic Grant-Management and Reporting System.docx Resumes.pdf Salesforce_MSA.pdf Bid Zip RFP #4514/Plumlogix Inc_1019832/Plumlogix Inc. response to RFP4515_Electronic Grant-Management and Reporting System.docx Table of Contents 1.Letter of Transmittal3 2.Executive Summary4 3.Company Background5 3.1Experience and Organizational Capacity5 3.2Past Performance (References)12 4.Technical Specifications and Functional Requirements17 5.Implementation, Project Management, Training and On-Going Support25 6.System Reporting and Data Integration41 7.System Documentation42 8.Cost Proposal43 9.License and On-Going Service and Support Agreements44 9.1License Agreement44 9.2On-Going Service and Support Agreement45 Letter of Transmittal January 24, 2024 Purchasing Division Department of Finance County of Hawaiʻi 25 Aupuni Street, Suite 1101 Hilo, Hawaiʻi 96720 Subject: Response to Request for Proposal – Web-based grant-making management and reporting system. On behalf of Plumlogix Inc. hereinafter referred to as ‘Plumlogix’, I am pleased to submit this proposal to provide the Cloud-based Grant-making management and reporting system to County of Hawaiʻi hereinafter referred to as ‘County’. Plumlogix has been a certified Minority Business Enterprise (MBE) and Disadvantaged business based in Allentown, PA. We specialize in delivering Grant Management System with CRM consulting, implementation and support services to our clients, addressing a variety of challenges to guarantee they obtain an optimized return on investment without interfering with current business operations. We have assessed the scope of work and our previous experience matches the deliverables outlined in this RFP. We commit to meet the objectives 1 to 4 and the mandatory requirements for Grant Management System mentioned in the RFP. We have developed a response to your request for a proposal that is tailored to meet your specific needs of providing a seamless customer experience. This proposal will be valid for 90 days from the date of submission. Thank you for giving us the opportunity to bid on this project. If you have any questions regarding this proposal, please contact Mr. Willie Edwards at mailto:willie.e@plumlogix.comwillie.e@plumlogix.com or 501.257.0036. Sincerely, Plumlogix Inc. Mr. Shoaib Chaudhary, CEO Executive Summary The County of Hawai’i is looking qualified vendors to provide, maintain and support a web-based grant-making management and reporting system to be used by R&D department. Currently, all of R&D’s grant programs have been paper-based manual systems. The proposed system will digitize and streamline workflows but also improve collaboration, data management, and reporting. Plumlogix's proposed solution aims to enhance the functionality and efficiency by streamlining processes, the project aims to digitize the proposal submission, proposal review, award, grantee reporting and communications, and impact data collection and reporting, thereby increasing transparency, accountability, and overall effectiveness in managing grants. The enhanced Grant Management System will fill the gap with the current practice of tracking the progress manually and will provide the following benefits: Increased efficiency and transparency in the grant acquisition and management processes. Improved collaboration and communication among stakeholders involved in the grant lifecycle. Allow for ability to import and export data from third-party systems, manage and maintain workflows. Enhanced data accuracy and integrity through streamlined workflows and automated processes. Simplified grant initiation and reporting through the integration of form builder and scheduling tools. Better financial monitoring and budget management with the development of a budget monitoring tool. Comprehensive and customizable dashboards and reports for real-time insights and decision-making. Plumlogix stands as a distinguished partner with a strong commitment to excellence. We are a certified Minority Business Enterprise (MBE), Small Disadvantaged Business established in 2016 in Allentown, PA, USA. We expertise in delivering Grant Management and CRM solutions to a wide range of businesses, with a particular focus on non-profit education and municipal, state, and city government Company Background Experience and Organizational Capacity Plumlogix’s Experience: Plumlogix has experience with providing grants management software solutions and various similar projects in the past that involved customization of the salesforce application, creation of workflow to route the information, incorporation of decision rubric/business rules and creation of user friendly dashboard to effectively track and manage the status of tasks. Projects such as listed below: 1. Boston Planning and Development Agency (BDPA): PowerCorps Salesforce Application Development Project. Description (Scope Of Work) Plumlogix is currently working on a salesforce-based lightning experience application for community engagement, management of grants, projects with inventory tracking, and attendee management. It is the primary application for Boston Planning & Development Agency (BPDA) internal staff to manage associated data related to the PowerCorps initiative with reporting capabilities. The solution is prepared to facilitate the creation of a Scope of Work document between BPDA and Plumlogix. Technically solution involves following customizations in Salesforce, Logical Access Controls for ‘PowerCorpsGrant Management y to record information about the various grants Project Management Workforce Development and participation record Management Tool Inventory Community Engagement Reports and dashboards built through Salesforce’s out-of-the-box reporting capabilities. 2. Non Profit Education Client: Salesforce Sales Cloud & Experience Cloud Customization and integration with Oracle financials: What was implemented: In this project, we implemented a streamlined process that allows multiple schools to access the experience cloud and submit requests for school authorizations. This involves submissions using the sales cloud application. Multiple educators review the applications in a different experience cloud submitted by schools at various stages all automated through the salesforce system. Payment pieces of information are integrated with Oracle financials such that staff users can visualize the payments made by the school throughout multiple phases on different programs. How is it similar to the project: The similarity between this project is that similar to County's Grant management tool, multiple workflows were implemented to review the submissions, and grant approvals, receive payments via an external financial system, and associate the system record with all different pieces of data together in a single UI. Similar to County's Grant Management Tool, this project's salesforce implementation included automation for all the manual rudimentary & laborious tasks of evaluating submissions with their milestones, triggering actions, maintaining an actionable and quantifiable database for accurate reporting Success metrics: There were multiple time savings, accuracy of data improved, since the data was now integrated into Oracle financial cloud it was more meaningful and actionable. Fig 1: Success metrics for the Salesforce implementation for Non-Profit organization client 3. Healthcare Industry Client: Salesforce Sales & Service Cloud Implementation What was implemented: In this project, the implementation included leads & opportunity management in which sales representatives use the salesforce console to review leads from different lead sources, create opportunity records and products. Create quotes, perform underwriting and contract requests. Once the opportunity is converted, then projects are created in the service cloud for scientists to execute. Complete business process end to end was implemented in Salesforce. The client was able to visualize the deliverables as opportunities and a complete 360 data visualization. How is it similar to the project: Similar to County’s Grants Management, this project involved the implementation of Opportunity management. Additionally, the Salesforce application had the capability to manage the deliverables using the service cloud. Multiple personas-based accessibilities were also created. There were multiple tasks, and documents created through the opportunity management and deliverables management. The underwriting process was also implemented to review opportunities and approve them. Additionally, create contracts and get them signed via DocuSign integration. There were multiple email notifications sent at various stages. The spend-down metrics were also created as part of the project implementation so that the customers can understand the spend-down as the deliverables will be executed. Success metrics: With this project implementation, the Healthcare client was able to integrate with different lead sources and manage sales that increased their conversion rate by 30%. Additionally, they also had a singular system for Account Managers to review the deliverables and engage with their end customers’ successfully increasing customer satisfaction. Recommendations and learnings: Potential pitfalls to consider based on previous learnings from project of similar scope or objectives: Thoroughly assess existing processes: Before diving into development, it's crucial to conduct a comprehensive assessment of the current processes, systems, and requirements. Understand the pain points, identify gaps, and gather feedback from stakeholders to ensure that the project addresses the actual needs and challenges. Engage stakeholders early and regularly: Involving stakeholders throughout the project lifecycle is essential for success. Engage key stakeholders from different departments, including end-users, administrators, and management, to gather requirements, validate design decisions, and ensure their needs are considered. Regular communication and feedback loops are crucial to keep everyone aligned and minimize potential roadblocks. Plan for change management: Implementing a new system or enhancing an existing one often involves changes to workflows, processes, and user roles. Proactively plan and allocate resources for change management activities such as training, communication, and user adoption strategies. It is important to address any resistance to change and ensure that users are well-prepared and supported during and after the implementation. Test extensively in a controlled environment: The proof of concept and subsequent development should include thorough testing in a controlled sandbox environment. Test all functionalities, workflows, and integrations to ensure they work as expected and meet the defined requirements. Involve end-users and stakeholders in user acceptance testing to validate the system's usability and effectiveness. Pay attention to data integrity and migration: When importing existing data into the new system, ensure data integrity through proper cleansing, validation, and mapping. Develop a comprehensive data migration strategy to minimize any potential data loss or corruption. Back up and retain the original data for reference and as a fallback option during the migration process. Consider scalability and future enhancements: As you design and implement the system, keep future scalability and enhancements in mind. The solution should be flexible enough to accommodate future needs and expansion. Consider factors such as data volume, user growth, and potential integrations with other systems. Manage dependencies and integration risks: Integrating with external systems, such as Oracle PeopleSoft Financials and Calendly, introduces potential risks and dependencies. Thoroughly assess the compatibility, API capabilities, and data transfer requirements for seamless integration. Plan and allocate resources accordingly for integration development, testing, and ongoing maintenance. Ensure security and data privacy: Grant management systems often handle sensitive information. Implement robust security measures, such as role-based access controls, data encryption, and secure authentication mechanisms, to protect the system and the data it processes. Comply with relevant data privacy regulations and industry best practices. The offeror shall provide the company name, business address, including headquarters and all local offices, and telephone numbers. The offeror shall provide the company web address. Please refer to the below table; Company Name Plumlogix Inc. Primary Contract Phone 501-257-0036 Company Phone Number (888) 318-8883 Company Website https://plumlogix.com/https://plumlogix.com/ Company Address Office 1 - Headquarter: 7035 Schantz Rd # 150 Allentown, PA,US 18106 Office 2: 183 C, Airline Society, Lahore, Pakistan Office 3: Jubilee Enclave, HITEC City, Hyderabad, Telangana 500081, India Offeror shall provide a description of the offeror’s organization, including names of principals, number of employees, client base, areas of specialization and expertise, and any other information that will assist the Evaluation Commitee in formulating an opinion about the stability and strength of the organization. Plumlogix is a certified Minority Business Enterprise (MBE), Small Disadvantaged Business established in 2016 in Allentown, PA, USA. We expertise in delivering Salesforce Grant Management and CRM solutions to a wide range of businesses, with a particular focus on non-profit education and municipal, state, and city governments. We expertise in delivering Salesforce CRM solutions to a wide range of businesses, with a particular focus on non-profit education and municipal, state, and city governments including City of Boston, City of Plano, City Colleges of Chicago (CCC) etc. Plumlogix experts consist of over 50+ people across offices in Allentown, Pennsylvania; Hyderabad, India and Lahore, Pakistan. We plan to open another development center in the Boston area in the coming months. Plumlogix offers custom-developed as well as configurations for complex-requirements using Salesforce solutions. These solutions are based on Salesforce CRM, Sales Cloud, Service Cloud, Marketing Cloud, Customer Communities, and Integration Cloud. Our Services include: Salesforce Consulting Salesforce Implementation and Customization Managed Services Integrations Maintenance & Optimizations Salesforce Staff Augmentation and Direct Hire Recruiting Dedicated Salesforce Teams Our mission is a simple one; we are a technology-driven firm that facilitates digital transformation and Salesforce platform enhancement for modern-day businesses. We offer our expertise in various sectors with primary focus on non-profit education, as well as Local, State and City governments. Please refer to the organization chart for the principals names below; The Offeror shall provide the name of the jurisdiction in which the offeror is organized and the data of such organization. Plumlogix Inc. is organized under the laws of State of Delaware Offeror shall provide a description of the depth of their experience implementing, installing, and supporting the proposed solution and an outline of the services they provide as part of this solution with a focus on systems installed for governmental entities similar in size to the County Please refer to point “3.1 – Experience and Organizational Capacity” for Plumlogix experience of implementing, installing, and supporting the proposed solution Past Performance (References) Please refer to the customer references below; Customer Reference #1 Name of Company: Boston Planning and Development Agency (BPDA) Contact Person: Pernell Banks, IT Project Manager Email: mailto:pernell.banks@boston.govpernell.banks@boston.gov Contact Number: 617.918.4483 Description (Scope of Work): Plumlogix is currently working on a salesforce-based lightning experience application for the community engagement, management of grants, projects with inventory tracking, and attendee management. It is the primary application for Boston Planning & Development Agency (BPDA) internal staff to manage associated data related to the PowerCorps initiative with reporting capabilities. The solution is prepared to facilitate the creation of a Scope of Work document between BPDA and Plumlogix. Technically solution involves following customizations in Salesforce, Logical Access Controls for ‘PowerCorps Grant Management y to record information about the various grants Project Management Workforce Development and participation record Management Tool Inventory Community Engagement Reports and dashboards built through Salesforce’s out-of-the-box reporting capabilities Customer Reference #2 Name of Company: City of Plano Contact Person: Sharron Mason Email: mailto:sharronm@plano.govsharronm@plano.gov Description (Scope of Work): Plumlogix has been recently awarded the price agreement to provide SALESFORCE APPLICATION DEVELOPMENT and SUPPORT SERVICES for RFP#2023-0467-BR. Customer Reference #3 Name of Company: United Way Contact Person and Title: Angela Zanelli Phone No.: 718-496-2779 Email: angelaz@lehighvalleyreads.org Description (Scope of Work): Plumlogix was hired to coordinate a data warehouse initiative that integrates multiple school systems. These schools are located in multiple school districts and the purpose was to organize and transform the data in a way that enables analytics and the ability to raise actionable insights from those analytics. This project is ongoing as well. Customer Reference #4 Company Name: International Baccalaureate (IBO) Contact Name: Ali Ayub Contact Telephone Number: 267-679-7835 Contact Email: mailto:Ali@voxtur.comAli@voxtur.com Description (Scope of work): Plumlogix has implemented several projects for IBO to support the implementation of Client’s Sales Cloud, Service Cloud and Experience Cloud, Case management system, Refactoring etc working as a CoE (Center of Excellence). Project: Case Management System Key Accomplishments: Created a new Case management process (using Auto-Response rules) in Salesforce for School to create and assign cases to Staff through the Support Community (using LWC). Administrative tasks related to Communities (Members & Visibility, Tabs & Pages, Branding, Login Page, Email). Legacy data Management for existing data before data migration Use different automation tools (Flows, Process Builder, Workflow rules) to support different user requirements. Create a new Custom community using lightning web components containing different pages with different visibility criteria according to profiles. Re-create the Sign-In/Registration page design to increase the usability of the page and change the look and feel of the Page. Project: RefactoringKey Accomplishments Created and designed the service console. Implemented trigger factory pattern on Case object. Wrote complex flows and Batch classes on Case object. Deleted unused reports using Workbench and batch class Removed all the unused code/VF Pages and components Updated system for only one trigger runs per object (Flow) File sharing functionality in the chatter for communities Removed code references for profiles and permission sets Object data model realignment Weekly Schedule Email digest through code Removed all SOSL SOQL Statements Inside Loops Bulkified apex methods using collections in methods Duplicates Rules for possible duplicates on Contacts Objects Refined the existing logic of Case object parent case/child case, auto email generation. Handled deletion of the cases and auto assignments of cases as per criteria. Project: IBO PSPKey accomplishments: Lightning communities. Dynamic forms object structure Created multiple Lightning Web Components. Created dynamic forms using LWC. Apex classes/triggers Salesforce security Flows/Process builders Technical Specifications and Functional Requirements The objective is to implement a comprehensive solution leveraging Salesforce integrated with the Nonprofit Cloud, designed to streamline and enhance the entire grantmaking lifecycle. The proposed Grantmaking Management Tool will be built on salesforce for the stages of grant proposal submission, Grant on-boarding and review, post-award grant and reporting based on these grants. Nonprofit cloud has built-in tools to help your nonprofit manage incoming grants. You can create accounts for each grantmaker you’re applying to as well as create opportunities for each individual grant you apply for with that funding body. Once you create that opportunity record, you can enter specific information related to that grant. This includes all deliverables needed to secure that grant as well as associated deadlines. Once you’ve won the grant, you can track the schedule of payments, any deliverables associated with maintaining the grant, and how the funds are allocated. When it comes time to renew the grant, you can simply clone the grant record and update the information accordingly. 1. Grant Management Modules: 1.1 Funding Opportunities: Create a single place to share all of your funding opportunities with grantseekers. 1.2 Applications: By adding the Grants Management Module available on AppExchange, we can expand your Non Profit Cloud instance to add various programs. The Portal will have all the required information related to different Programs. The applicant can track all his/her applications in “My applications'' Tab. There is a “How to apply” tab where applicants can see how they will be able to apply for grants. 1.3 Grantee Updates: Once awarded, they can also use the portal to see disbursement schedules and amounts. Grantees can provide important information related to their awards by submitting status reports and other updates through the portal. 2. Grant Request Form Intake For the Grant Requests form we will be using the Grants Management module. We will customize the application with tailored questions and requirements associated with each Program, ensuring ease of submission for grantseekers/applicants. Grantseekers/Applicants will have the flexibility to log in anytime, using any device, to conveniently monitor the status of their applications. Sample Funding request page 3. Outbound Funds Module By adding Outbound Funds Module available Free on App Exchange we can track, manage and deliver funding programs. This module has several features as 3.1 Funding Program Management: We can connect programs and respective grants to understand how they’re driving our philanthropic mission forward. View funding requests, stages, funds disbursed and remaining balances and keep the grant lifecycle moving. 3.2 Disbursement Tracking: With easy-to-use disbursement scheduling, you can determine the number of payments and timeline, note what is required from the grantee prior to receiving funds, and understand upcoming disbursements and commitments. 3.3 Relationship Tracking: Manage all relationships with not just applicants and grantees, but also board members, collaborators, reviewers, media and more. Better steward relationships by managing stakeholders and funding programs in one system. 3.4 Reporting and Analytics Salesforce is known for its data management capabilities, and the reason why you collect all of that data is to report on and analyze it. First and foremost, Non Profit Module will help you understand your supporters on a basic level— who gave this year, who opted out of direct mail, who are active volunteers, and more. Further, it can help you discover where there are gaps in your database due to missing or inconsistent data, pointing you in the direction of the exact contact/demographic/other information that you need to collect next. Beyond the raw data, Salesforce’s NPSP comes pre-configured with a library of reports designed for nonprofits. You can also create custom reports and dashboards to target the specific information that’s most helpful to your nonprofit. 4. Outbound Funds Module Push Notification is available out of the box in Salesforce. 5. Relationship management tools By leveraging Salesforce Nonprofit features and aligning them with Contact, Account, and potentially custom objects related to grant management, we will establish a robust system for managing communication with grantees throughout the duration of the award agreement. 6. Document Audit trail in Repository Incase of the Salesforce internal document repository, by combining below strategies and functionalities within Salesforce, we will establish a comprehensive document audit trail, ensuring transparency, compliance, and the ability to trace document-related activities for auditing purposes. Enable Field History Tracking Salesforce Files and Attachments Document Versioning Event Monitoring Audit Trail allows security admin users to view activity records. Receive Audit Trail records either through data extracts or through REST API extracts. Retrieve Audit Trail information periodically for use in your own internal system tools. 7. Security and Compliance and Access Control Salesforce security features like Field-Level Security restricts user access to specific fields, controlling visibility and editability. Organization-Wide Defaults (OWD) set the baseline for record accessibility across the entire organization. Sharing Rules extend access beyond OWD, allowing granular control over record visibility based on user criteria. We can use any combination of these to make a robust solution which will comply with security requirements of the system. Encryption features and IP restrictions will be utilized to comply with data privacy regulations. Regular audits of access, implementation of data masking, and adherence to industry standards for robust security will be maintained. 8. Automate Grant Approval Processes: Approval processes will be defined within Salesforce to manage grant proposal review and approval stages. Either Approval Processes will be utilized to route proposals to the appropriate reviewers and decision-makers. 9. Documents related to Grants Documents related to the grant will be listed as related records on the Grant object, encompassing Word, Excel, PDF, and image formats. The Salesforce internal document repository will be utilized for this purpose. If needed, Sharepoint, AWS S3, or Box can be used for additional documents related requirements. 10. Assumptions The assumptions are as follows – The proposed system will be built on the Salesforce platform, leveraging its capabilities and existing structures for Grants Management. We are not considering integrations with external financial applications as mentioned in the document the County’s accounting system will continue to manage all financial activities. Provided estimates are based on the knowledge gained from the document provided. The estimates may change after a detailed discussion with the related person and after analyzing the current system already running and detailed requirements. Implementation, Project Management, Training and On-Going Support Offerors shall provide a narrative discussion of the conceptual plan, strategies, and methodologies of the proposed system and/or software. Offerors are encouraged to offer creative alternatives. Based on the experience of working on several similar projects in the past, Plumlogix is proposing an Agile development methodology for this project along with Lean and Six Sigma to identify non-value added processes, people and systems to align them based on the program objectives and Cities' long term vision. The approach comes with toll gates at the end of each phase/milestone to ensure completeness, clarity and visibility. QA testing and UAT sign-off will go along with the development work at the user story level. Demos will be conducted at the end of each sprint (ideally 2/3 weeks) to showcase progress. Offerors shall provide a narrative discussion of services to be provided by the offeror, either directly or indirectly through affiliated offices and/or otherwise. Particular attention should be given to those services and special expertise that are unique to your organization. With a rich history of innovation and a team of dedicated professionals, we offer a comprehensive range of services, either directly or indirectly through our affiliated offices, ensuring that our clients receive exceptional solutions tailored to their unique requirements. Core Services: IT Consulting: Our experienced IT consultants bring deep industry knowledge and strategic insights to guide our clients through complex challenges. Whether, it’s Automation, Analytics or process optimization, we deliver actionable recommendations that drive success. Technology Solutions: Leveraging cutting-edge technologies, Plumlogix offer a suite of solutions designed to enhance efficiency and productivity. From custom software development to Digitisation of the processes, our technology services empower businesses to thrive in the digital era. Special Expertise: Sustainability Solutions: As a responsible corporate citizen, we prioritize sustainability in our services. Our sustainability experts work with clients to integrate environmentally friendly practices into their operations, ensuring long-term success while contributing to a greener future. Global Reach: Affiliated Offices: Through our extensive network of affiliated offices worldwide, we offer seamless services on a global scale. This allows us to provide local insights with a global perspective, ensuring our clients are well-positioned in the international marketplace. Client-Centric Approach: Tailored Solutions: We understand that every client is unique. Our client-centric approach involves developing customized solutions that address specific challenges and opportunities, ensuring that our services align perfectly with each client's goals. Offerors shall provide a narrative description of implementation plan upon award of contract, and a plan for project management through hand over of the system and/or software. Here are the steps of Project Management and Implementation plan; Service 1 – Project Planning and Management 1. Plumlogix will designate a PM, who will be the single point of contact for the County. 2. The following administrative project documentation, Work Products and actions will be produced, maintained, and made available by the Plumlogix each week for the County’s team to ensure accuracy and completeness. Adequate time will be allotted within the schedule for review of project documentation, revisions to be made by the Plumlogix, and final approval by the County’s team (including potentially the Project Sponsor, when applicable) prior to the deadline of each document and Work Product. Upon approval, work will be authorized. 3. Project Schedule. The schedule will identify all Services in sufficient detail. Services will be grouped by project phase, and will include all the relevant Work Products, and project milestones. The Services will identify Resources (and Owners if applicable), Start- and End Dates, Duration of Services, and Predecessor relationships (whenever applicable). The schedule will indicate the Services for which the County is responsible. Upon approval of the project schedule, it will be base lined to permit identification of future modifications to the schedule. The project schedule will be updated weekly by the PLUMLOGIX’s PM to accurately identify % physical work complete, or % effort complete (whichever is applicable). 4. Roles and Responsibilities (R&R) Matrix. This matrix will be structured in the form of a RACI (Responsible, Accountable, Consulted, Informed), including Resource Name, Title, Role, Billable Hourly Rate, and % Allocation to the project. Each project document and Work Product is to be identified in the RACI by phase. This matrix will also clearly define Plumlogix's lines of communications during the project. 5. Change Orders. If there are any modifications to Scope, Resources, Budget, or Schedule Plumlogix will submit those requests and obtain approval from the County in advance of the work being initiated. The Change Orders will reflect all additions, deletions, or modifications. Plumlogix will provide a detailed report for each required change including the issue number (#), title, date identified, description, alternatives, recommended alternative and impacts to schedule, budget, and resource for the recommended alternative. 6. Issues, Risks, Action Items, Bugs, Future Enhancements Log (aka Item Log). The log will include: item Type, Title, Date Opened, Date Updated, ETA, Opened By, Priority, Description, Assigned To, Status, Comments (updated weekly / date- stamped), and Date Closed. Risks will be quantified (Occurrence: probability / impact; Control: effective / efficient) in a Risk Assessment. 7. Project Status Reports. Submitted to the County twice each month (and more frequently if the project is off-schedule, off-scope, or off-budget). The format for progress reporting can be in the Plumlogix’s format if the City does not have a standardized Status Report. However, the following elements will be included within the report: Overall Project Status (Green, Yellow, Red). Green = project is on-track with schedule, budget, scope and/or resources, no major issues; no minor issues that will not be resolved in short-term; nothing to escalate. Yellow = project is at risk of slippage with one or more areas of schedule, budget, scope, and/or resources; deviation could be 10 to 20% of plan; the project team has a plan to correct the deviation. Red = project is slipping in one or more areas of schedule, budget, scope, and/or resources; management assistance is needed to re-set project. Trend (Steady, Improving, Degrading). The Trend is a forecast of the probable change in Status within the upcoming one (1)-two (2) weeks. Services Completed during the reporting period. Services In-Progress Next Steps / Work Planned for the next reporting period including, but not limited to, those identified per the baseline project plan. Resources utilized since the previous Status Report, or those Resources who will be needed during the next reporting period. Project Issues, including description, viable solution(s), owner, deadline, impact if not addressed by the deadline. Identification of Short-Term Risks, thirty (30) days or less that affects the project’s progress, Work Products, or milestones. The risks shall be noted, potential solution(s) identified, action required for resolution, and estimated duration of solution. Identification of Long-Term Risks, sixty (60) days or more that affects the project’s progress, Work Products, or milestones. The risk shall be noted, potential solution(s) identified, and action required for resolution, and duration required. The Plumlogix’s project team will co-lead the Kick-Off meeting with the County’s PM. This will be scheduled to occur after the signing of the contract and the acceptance of the project schedule. All the Plumlogix’s identified team members or their alternates will attend the meeting. Plumlogix's PM will discuss the project approach (describing how the project will be successfully completed, and the implementation approach), the project’s goals and objectives, scope, out-of–scope items, work plan, timeline, and team member roles and responsibilities during the meeting, and allow time for questions. Plumlogix’s PM will co-lead the ongoing Project Meetings, including the Kick-Off Meeting, and Status Meetings with the County's PM. The meetings will be held by tele-conference and WebEx. The purpose of the meetings will be to review project status, project schedule, Item Log, resolution of issues, assess risk, determine corrective action as required, and to discuss future efforts. At a minimum, meetings with the County’s project team will occur twice every month to discuss project progress. Project Status Meetings with Key Stakeholders and Management will occur at least once (1) every month, as deemed necessary by the County’s PM. Attendance will be taken at each meeting. 8. Meeting Agendas. The content will include a list of Topics, Start- and End-time for each Topic, Presenter, and Follow-Up Items from previous meetings. 12. Meeting Minutes. The content will include a summary of the discussion, Decisions, and Action Items. Minutes will be distributed after the meeting to the meeting attendees (within one (1) business day). 13. Ancillary Project Work Products. Detailed examples of any/all project-specific Work Products that will be produced by the Plumlogix during the project engagement will be provided to County in advance of the start of project to permit County’s adequate time to assess the reasonableness of the content and approve the format and proposed content. 15. Documentation Repository. County will establish a MS Teams or MS SharePoint site for the project, to which the Plumlogix will have access. All ‘master’ versions of documentation will be posted to this site by Plumlogix. The documents will be ‘checked-out, and –in’ to provide control, versioning, and collaboration during the process of drafting the documentation. The project documentation must always be maintained within the Repository. 16. All Work Products / Documentation will be submitted to the County’s in digital formats that are compatible with the County’s Microsoft Office suite, or as approved by the County’s PM. Objectives Effective and efficient administration of the project. Complete and accurate information. Transparency. Readily accessible information for the appropriate resources. Work Products 1. Project Schedule 2. Roles and Responsibilities Matrix 3. Change Orders 4. Item Log 5. Project Status Reports 6. Various Meetings 7. Meeting Agendas 8. Meeting Minutes 9. Ancillary Project Work Products 10. Documentation Repository 11. Documentation Service 2 – Requirements Gathering Plumlogix will gather and document the County’s requirements, including use-cases, from the County’s personnel to ensure the system is configured in a way that meets the needs of the County’s processes and policies. Business Analysis Joint Application Development (JAD) sessions will be conducted to gather the Requirements Documentation. This includes both the functional and the technical requirement. The JAD session will ensure consensus from cross-functional teams (business, technical and testing teams) by documenting complete, non- redundant, prioritized, and valid features, functions, and requirements. The requirements will describe the problem, business case, process, and procedures (input, process, output), data model, and any other pertinent information. The ultimate Work Product will provide the business solution that will be used for the Build/ Configuration, and by the Test Team. The final Requirements Work Product must be approved by the County’s Business and Technical teams. Objectives Consensus among cross-functional teams. Complete, non-redundant, prioritized valid list of features, functions, and requirements. Define all business rules. Define the business processes and procedures, including workflow routing, alerts, and notifications. Define all data interfaces from and to solution. Define the user screen views. Define the reports required. Documentation that can be used during Build/Construction and Testing. Work Products Detailed and approved Requirements documentation in the form of a Requirements Matrix. Service 3 – Design Design reviews will be conducted during the Design Phase to evaluate progress, as well as to evaluate the technical adequacy of the design and conformance with performance, usability, and the County’s technical standards. Prior to each review, Plumlogix will submit a design review package that includes the design and other information required for the review, including architecture topology diagram, data flow diagram, hardware, and software versions, network, and security diagrams. Unless the Plumlogix proposes an alternate approach, which is acceptable to the County, design review will be divided into three distinct stages: 1. Conceptual Design Review 2. Preliminary Design Review 3. Final Design Review Security Plumlogix's technical staff will work with the County’s security and project team to review security requirements in the new hosted environment. Where necessary, Plumlogix’s technical staff will assist in evaluating Plumlogix architecture and configuration as related to security and access. The website must be using https. Work Products: A comprehensive Security Plan, which is easily implemented with standard security tools, and which requires minimal maintenance to maintain the County’s desired level of security. Service 4 – Construct & Build Phase The Plumlogix team will build / customize / configure the application to ensure compatibility with the system requirements. If this setup differs from the Plumlogix’s setup, then changes will be documented, reviewed with the County’s. Execute the build and configuration of the solution in the test environment. Objectives Perform application build according to the requirements. Fully configured, installed and operational solution in a test environment Create all identified data interfaces, reports. Work Products Documented System Configurations, including deviations to the system requirements. Test environment solution installed, configured, and developed addressing all listed. Service 5 – Test The Plumlogix team will thoroughly test the application to ensure stability, performance, and system functionality prior to making the system available for the County’s testing efforts. The Plumlogix team will develop the Test Plan, Test Cases, and Test Scripts (if automated testing is being conducted). Please refer to the Question 7th from Section 5 - Implementation, Project Management, Training and On-Going Support Service 6 – Training The Plumlogix team will develop a Training Plan for the entire project. The Training Plan will include the following information: who is conducting and attending the training, what the training will include, when and where the training will be conducted, the purpose of the test (why), and how the training will be conducted. Please refer to the Question 8th from Section 5 - Implementation, Project Management, Training and On-Going Support for more details Service 7 – Deploy The PLUMLOGIX team will be responsible for the implementation/deployment of the application into a Production Environment for the County to use it as a production system. The Go-Live date is the date the County will commence using the application as a Production system. 1. Go-Live Assessment The PLUMLOGIX’s PM will prepare a Readiness Assessment Report for submission to the County’s Project Sponsors. This report will identify any incomplete efforts, Services, and bug fixes and prioritize their importance from a technical-perspective to the cutover date, as well as the plan for addressing the incomplete Services in the post go-live phase. Contingency plans for Go-Live will be documented. Objectives: Complete Readiness Assessment Report. Identify outstanding Services and identify estimated completion dates. Prepare the implementation efforts. Work Products: Readiness Assessment Report. Draft the Implementation (Deployment) Plan. Go-Live Plan A meeting will be held prior to production deployment to review the Implementation (Deployment) Plan. The Implementation Plan will include who is participating in the deployment, what the deployment will encompass, when the deployment efforts/Services will be conducted, where the deployment will be performed. The PLUMLOGIX and the County’s PM will work with the project teams to draft an appropriate Schedule that includes the following: Services, durations, resources, start- and end-times, status reporting, and production Validation Tests (to ensure the deployment was completed successfully). This should be included within the Implementation Plan. A Deployment Checklist must be documented to ensure all changes are moved to production accurately and completely. A Support Plan must be documented that will include support before, during, and post-production deployment. The County requires that all changes to the Production environment must be approved by the project sponsor, business owner and the County’s PM. Objectives: Approved Change Control Plan for support-related activities Create a schedule Determine Production Validation tests Fully configured, installed and operational solution in a production environment. Work Products: Approved Implementation (Deployment) Plan. Go-Live Schedule. Deployment Checklist. Production Validation Tests. Go-Live Support Plan. Approved Change Control. 4. Post Go-live Support Post Go-live support will be provided following the Managed Services model. Given the diverse range of needs that may arise, requiring Salesforce Administrative, Development, Architectural, Business Analysis, and/or Cloud support, this approach makes the most cost efficient sense. Implementation Schedule The project implementation timeline will be ~12 to 13 weeks. High Level Milestones/Activities Days Requirement Gathering 8 Analysis & Design 5 Non Profit Cloud setup 10 Environment Setup 5 Outbound Funds Module Setup 10 Grant Management Grantee Portal Setup 10 Reports and Dashboard 10 Program Management 5 Data Security 5 Unit Testing 7 System Testing 8 Documentation 5 User Training 5 Deployments 5 Post-Production support 10 Excluding Post Production Support, Total Days 68 Note: Activities in same color can be executed in parallel in same time. Offerors shall describe the services that are available to ensure successful implementation and ongoing utilization of the products and services proposed by the offeror such as publicizing the system to customers, organizing support infrastructure and processes, consulting on content set- up and management, etc. Plumlogix has well defined implementation and Project management set up along with the strong training capability for the successful execution. Here is outline of Plumlogix’s services that will contribute to this success; Support Infrastructure: Helpdesk and Support Services: Establish a responsive helpdesk to address client queries and issues promptly. This could include a ticketing system, hotline, or live chat support. Software Updates and Maintenance: Ensure regular software updates and maintenance to address bugs, security vulnerabilities, and introduce new features, enhancing the overall system performance. Content Setup and Management: Content Migration: Assist clients in migrating existing data and content to the new system, ensuring a smooth transition. Customization Services: Tailoring Services: Offer customization services to adapt the products and services to the unique needs of the client. Integration Services: Integrate the new system seamlessly with existing infrastructure, ensuring compatibility and interoperability. Performance Monitoring and Analytics: Monitoring Tools: Implement monitoring tools to track system performance and identify areas for improvement. Analytics Reporting: Provide regular analytics reports to clients, offering insights into system usage patterns, user behaviour, and overall performance. Continuous Improvement Programs: Feedback Mechanisms: Establish mechanisms to gather feedback from clients and end-users, using this input to continuously improve products and services. Regular Reviews: Conduct regular reviews and assessments to identify areas of improvement and address evolving client needs. Offerors shall include the steps that will be undertaken to identify and resolve any issues or problems before, during, and after the implementation. Plumlogix will provide connects to the team members working on the project to discuss any issues during standard business hours as agreed by both the parties. General support hours are given below: Critical issues: Plumlogix is committed to respond within 1 hour of request for all critical issues during standard business hours General issues: Plumlogix is committed to respond to all general issues within 4-8 hours of request during standard business hours Working/support hours are Monday through Friday during the agreed business hours (EDT) Method of contact: Email, Phone, Teams or any other channel as agreed Offerors shall provide resumes and experience narratives for key personnel who will be working with the County for the implementation and ongoing support services to be provided By the offeror, if awarded the contract. The experience narratives should include relationship with the offeror, including job title and years of employment with the offeror, role to be played in connection with the proposal, relevant certifications, and experience. The proposed team for this project is as follows; Senior Management Connect: Name Designation Location Experience Summary Shoaib Chaudhary Chief Executive Officer Allentown, PA, USA 20+ years of experience working within organizations to provide Project oversight and management implementing large solution and Grant Management and CRM projects. Steve Petchel Chief Revenue Officer Philadelphia, PA, USA 30+ years of experience working within organizations to provide Project Oversight and Management. Project Support/Delivery Team: Resource Name Role Experience Summary Willie Edwards Engagement Manager 8+ Years of Experience in project management and customer success Umair Ahmad Project Manager 15+ years of experience with the entire Salesforce development lifecycle process via different methodologies and of different scales and complexities, including large-scale, enterprise projects. Khaja Muqeet Solution Architect 10+ years of proven track record of designing scalable, robust, and efficient solutions on the Salesforce platform. Deep technical knowledge of Salesforce products, including Education cloud, NPSP, Sales Cloud, Service Cloud, Community Cloud, and others. Expert in declarative development (configuration), programmatic development (Apex, Visualforce, Lightning WebComponents), and integration using APIs and middleware platforms. Abdul Basit Lead Salesforce Developer 10+ years of experience developing custom solutions and configurations. Proficiency in Salesforce data model, workflows, security model, and APIs. Strong expertise in Education cloud, Non-profit cloud, Sales cloud etc. Muhammad Mukhtar Salesforce Developer 1 5+ years of experience developing custom solutions and configurations. Proficiency in Salesforce data model, workflows, security model, and APIs. Quart ul Ain Salesforce Developer 2 5+ years of experience developing custom solutions and configurations. Proficiency in Salesforce data model, workflows, security model, and APIs. Sania Aslam Business Analyst 4+ years of experience as Business Analyst for Salesforce CRM implementation, development, training and change management Expertise in Salesforce best practices, data modelling, and configuration options. Fizzah Mazhar Quality Assurance Analyst 3+ years of experience with various testing methodologies, including functional testing, regression testing, integration testing, and user acceptance testing. Please refer to the document “Resumes” submitted with the proposal for the resources qualification Offerors shall describe the acceptance testing process for the implementation and operations of the proposed system and/or software. The plan should document the acceptance testing approach, resources and/or tools that may be used to validate the functions and features of the proposed solution. Include an example test plan that is representative of the structure, content, and level of detail planned for the proposed implementation. The plan shall individually address each system component that comprises the proposed solution, approach for load testing, and number of people to be involved in testing. The Plumlogix team will thoroughly test the application to ensure stability, performance, and system functionality prior to making the system available for the County’s testing efforts. The Plumlogix team will develop the Test Plan, Test Cases, and Test Scripts (if automated testing is being conducted). Test Plan The Plumlogix team will develop a Testing Plan for the entire project. The Testing Plan will address each type of testing. The Testing Plan will include who is conducting the testing, what type of testing will be conducted, when the testing will be conducted, where the testing should be performed, the purpose of the test (why), and how to conduct the testing. The testing will include unit, system, integration, load, stress, functional, non-functional, device, and network-testing. Testing may include backup and restore, and disaster recovery procedures. The Plumlogix’s technical members will assist the County’s project staff as needed, to complete all User Acceptance Testing. Test Cases The Test Cases is a set of conditions or variables under which a Tester will determine whether a system under test satisfies requirements or works correctly. The process of developing test cases can also help find problems in the requirements or design of an application. The Test Cases will include a Description, any assumptions or pre-conditions, the steps, and the expected result. User Acceptance Testing (UAT) County will conduct UAT of all system functionality. The Plumlogix team will be responsible for supporting the UAT efforts, including: Clarifying system functionality. Troubleshooting and correcting errors and invalid results. Updating system documentation (as applicable). Objectives: Testing efforts are thorough, effective, and efficient. All pertinent resources are clear on the testing process and efforts that will be completed. Acceptance Test success criteria is defined. Bugs are documented, prioritized, and resolved. Any necessary corrections or configuration changes are completed. All planned testing is completed successfully. Work Products: Test Plan. Test Cases (and Test Scripts if automated testing is being conducted). Testing Results. Defect logging in Item Log. Stakeholder sign-off on the completed testing. Final Acceptance The PLUMLOGIX team will assist the County in evaluating results of Production Acceptance Testing. Based on the outcome of this testing, decisions related to setup and processes may need to be re-evaluated in order to achieve desired results. Objectives: Evaluate documented Validation Test scripts. Summarize test script processes that did not yield desired results. Review and prioritize pending defects. Evaluate system setup and process decisions to achieve desired results. Completion and sign-off on testing. Identification of required action items for project completion. Work Products: Approved Validation Test scripts. Updated System Documentation (based on deployment revisions). Updated Items Log that with any remaining defects that must be addressed. Deployment Acceptance. Offerors must provide a description of training for power users, technical administrators, and general users of the system. The description must include how the offeror will work with the County to determine training needs and tailor the curriculum; the methods by which training will be provided; and what kind of training will be provided at what stage/phase of the project as well as follow-up training after implementation. The Plumlogix Team excels in the training of new and advanced Salesforce users to promote user adoption, understanding, and use of Salesforce Grant Management System. Our training methodology is both well-tested and highly customized for each client. For role-based training, The Plumlogix Team collaborates with the client-side project leads to design-focused programs to best meet the needs of each group of users. We then develop content and train designated staff who, in turn, train others. All training includes a mix of curated Salesforce trailhead based on where end-user staff is and where they need to be as well as hands-on training. The Plumlogix Team develops a training curriculum based on identified areas of need and delivers each training one time to the trainer(s). A subset of trainer(s) will then train the remaining end-users. The Plumlogix Team instructor attends the first one or two sessions of each type, providing backup support and assistance. Trainers will train new staff who come on board as part of employee orientation. We encourage a “just in time” learning style to maximize the absorption of the material over lengthy training sessions. Just-in-time learning means that when a staff member has a question about building a report, for example, they are provided reports training immediately. This helps ensure the training is provided in small increments within the context of a real-life situation that the employee wants to address. As part of deliverable Plumlogix team will provide the following to the County’s team: Recorded training videos o User manual for each user group Technical build document Workflow document FAQ document On call/As needed support Objectives: Ensure that the County project team and the system administrators understand how to manage, maintain, use, and support all technology components involved in PLUMLOGIX’s solution. Provide training to the County project team on how to use system features and functionality. Work Products: Training Plan that denotes the people providing the training, and the resources attending the training, the objectives and expectations of the training, the content that will be provided, schedule and location, and the purpose of the training. Training Documentation, including manuals, outlines, lesson plans, etc., either paper or digital, for each training session. End-User Training for County’s system users. System Reporting and Data Integration The offeror must describe the proposed systems’ data reporting capabilities and the format(s) in which generated reports can be downloaded. The proposed system must have a reporting capability for R&D to use in for purposes of real-time program status monitoring, and for program impact reporting purposes. The proposed Salesforce Grant Management System reporting and Data Integration capabilities are as follows; Reporting and Dashboards: Custom Reports: The County users can create custom reports based on specific criteria, including fields related to grant management such as application status, funding amounts, and timelines. These reports are available in various formats like word, excel, pdf etc. With out-of-the box reports, the County can gain a unified view of your funding programs. Run reports to see populations served, awards requested and total funding by year and program, grants with upcoming milestones and more all while laying groundwork for adding on more advanced impact measurement tools. Dashboards: Dynamic dashboards provide visual representations of key grant management metrics, allowing users to monitor the status and impact of grants at a glance. Data Integration: APIs (Application Programming Interfaces): We offer robust APIs that facilitate seamless integration with other systems. This is crucial for connecting grant management software with other tools used by nonprofits, such as financial systems or external databases. Third-Party Integrations: By using Salesforce's AppExchange marketplace, we offer wide range of pre-built integrations and apps as a third party integration. Nonprofits can leverage these integrations to connect their grant management software with various third-party applications for enhanced functionality. Middleware Recommendation: We will evaluate the complexity and volume of data to recommend if utilizing data migration tools or ETL (Extract, Transform, Load) process may better facilitate the data mapping and integration. Plumlogix is a MuleSoft-certified partner. We have used many tools in past projects such as MuleSoft, Azure, SkyVia, etc., to automate and streamline the process, reducing manual effort and minimizing errors. Additionally, we have also integrated Salesforce with systems like Quickbooks, Oracle Financial Cloud, and other partner-owned systems like InMoment surveys etc. System Documentation The offeror shall (1) describe and provide a sample of the documentation provided to facilitate system implementation; (2) describe and provide a sample of the System Administrator documentation; and, (3) describe how system documentation is provided (e.g., online, hard copy, etc.) for the initial implementation as well as future updates and releases. Please refer to the document “System Documentation” submitted with the proposal. System Administrator documentation is not applicable for this project. Also, the following documents will be delivered at the durations mentioned below. Business Requirements Document – This document will be delivered to capture all user stories in the Project management tool for review and approval in Sprint Zero. Configuration Blueprint Document – This document will be delivered as a workbook to capture details of the user stories, system changes that will be performed with environment details for review and approval of the County’s Project Officer. These changes will be done to ensure acceptance criteria is met for all the user stories. This is a collaborative exercise in which the County’s design team needs to review the system changes and approve. Test Plan – This document will be delivered after the BRD is approved and before the end of Sprint 1 to elaborate the test plan. Test Scripts – This document will be delivered at the end of each sprint. This will describe the test cases, steps to perform and result from testing with other details Deployment Guide – This document will be delivered at the end of each sprint, this describes the pre-deployment steps, manifest and post deployment steps Code Review Result Sheet – This document will be delivered at the end of each sprint, this describes the peer code review analysis checklist and confirmation of checks. Cost Proposal The offeror shall provide a proposed budget broken out by each of the major products and tasks showing the total direct costs and all other costs associated with the services provided (services and/or software, website subscription, indirect costs and overhead), and the required amount of State general excise and use taxes. Costs should be identified as deliverables-based or recurring for system licensing and administration; and personnel costs should be disaggregated for project management, system design and build-out, testing, training, and/or system maintenance, as applicable. The offeror shall provide a listing of hourly rates for project personnel that shall be used for direct labor costs. Please refer to the below table for the cost details; Sr. No. Description Measurement Rate in USD Software licensing costs (Pass through) Per Year $142,500 One- time implementation and project management costs One Time $105,770 User Training One Time $3,000 Annual Maintenance and support Per Hour/ Per resource $55 Pricing Notes: The price above exclude applicable taxes, if any In case of any travels, actual cost will be billed back to the Client Changes in the proposed scope will be handled via a Change Request process The proposed price is considered along with onshore and offshore resources Maintenance and support will be provided following managed service model. Price will be calculated based on the actual number of usage. For Ex. 25hr of Maintenance and support in January will calculated as 25*55 = $1,375 The proposed software cost is inclusive of following; Sr # Item Name User/Month Org/Month Qty (Assumed) Total yearly 1 Nonprofit Cloud Unlimited Edition $120 35 $50,400 2 Sharepoint (Optional) 1 $0 3 Customer Community Plus Login $15 500 $90,000 4 Outbound Funds Module Free 1 $0 5 Grant Management Module $175 1 $2,100 Total Annual Recurring Licence Cost $142,500 One- time implementation and project management cost includes; Sr # Resource Title Hourly Rate for proposed personnel 1 Project Manager $80 2 Solution Architect $75 3 Salesforce Developer II $60 4 Salesforce Developer I $45 5 Salesforce Administrator II $40 6 Salesforce Quality Analyst $35 7 Technical Trainer $35 License and On-Going Service and Support Agreements License Agreement The offeror shall submit a representative license agreement for use of the proposed system. The current number of estimated R&D users is 35. The license agreement shall not limit the number of R&D users. Please refer to the below links for the license agreement; Master Service Agreement: https://www.salesforce.com/content/dam/web/en_us/www/documents/legal/Salesforce_MSA.pdfhttps://www.salesforce.com/content/dam/web/en_us/www/documents/legal/Salesforce_MSA.pdf Also, refer to the “Master Service Agreement” document submitted with the proposal. Salesforce Program Agreement: https://www.salesforce.com/company/program-agreement/https://www.salesforce.com/company/program-agreement/ Salesforce Grant Management: https://www.salesforce.com/ap/editions-pricing/pubsec-grant-management/https://www.salesforce.com/ap/editions-pricing/pubsec-grant-management/ On-Going Service and Support Agreement The offeror shall submit a copy of the equipment and software service and support agreement. Please refer to the “Master Service Agreement” link mentioned in the answer for question 1 in a point 9.1 – License Agreement. Also, please refer to the “Master Service Agreement” document submitted with the proposal. The following information shall be provided in the offeror’s proposal: Describe in detail the warranties provided by you or the manufacturer, both hardware and software for the technology proposed. Please refer to the below link for the warranties provided by the manufacturer for proposed solution; https://www.salesforce.com/company/program-agreement/https://www.salesforce.com/company/program-agreement/#disclaimer Provide information on the coverage times, warranty period, covered services and replacement requirements, etc. Please refer to the below link for the warranties provided by the manufacturer for proposed solution; https://www.salesforce.com/company/program-agreement/https://www.salesforce.com/company/program-agreement/#disclaimer Services warranty will be 3 months from Go-Live Date Issues occurred in implemented Salesforce Grant Management System after Go-Live will be resolved at no cost till 3 months The offeror must provide point(s) of contact and escalation procedures for problems and issues which may arise. Describe the support and service levels available and the escalation process, including response times. Please refer to the below details of point of contact from Plumlogix; Name Willie Edwards Title Client Engagement Manager Email willie.e@plumlogix.com Phone Number 501.257.0036 Address 7035 Schantz Rd # 150 Allentown, PA 18106 Also, please refer to the path of escalation explanation as answer of a question 5th in the section 5 – Implementation, Project Management, Training and On-Going Support Describe Help Desk assistance and technical support available to County staff 24/7 as emergency events can happen at any time and the support must be available as events are occurring. Plumlogix 24/7 Help Desk Assistance and Technical Support for County Staff during emergency events: Emergency Hotline: Plumlogix will establish a dedicated emergency hotline that County staff can call at any time to report issues or seek technical assistance. Provide clear communication channels to County for reporting emergencies, including a toll-free number and online reporting options. Multi-Channel Support: Plumlogix offers support through various channels, including phone, email, live chat, and an online ticketing system, to accommodate different preferences and urgency levels. Rapid Response Team: Plumlogix will form a specialized rapid response team trained to handle emergency situations promptly. This team should consist of experts in critical systems, network infrastructure, cybersecurity, and communication technologies. Tiered Support Levels: Plumlogix will implement a tiered support structure with multiple levels of expertise to handle different types of issues. Tier 1 can address common problems, while Tier 2 and Tier 3 can handle more complex technical challenges. On-Call Rotation: Plumlogix will establish an on-call rotation schedule for technical support staff to ensure that there is always someone available to respond to emergencies, even during off-hours. Continuous Monitoring: Plumlogix will implement real-time monitoring systems to detect potential issues proactively. Automated alerts can notify the support team of any anomalies or critical events, allowing for immediate intervention. Describe what other types of problem resolution support are available, including research tools, documentation, reports, and error handling processes. Plumlogix problem resolution support process is as follows; Creating a Ticket: When a client creates a ticket the tickets will fall into one of two categories that will determine ticket type. Request for Support or Trouble Shooting Request for New Service or Feature (Tickets are created by email or Conversation) Plumlogix, support team will collect the following information from the County: User Name User ID User Contact Number Number of Users Affected Detailed description of issue or request Determine Severity Type and Definitions of Severity Once the ticket is created, the ticket will then be assigned the appropriate Severity Type. Tier Level Severity Type Response Time 1 Urgent 30 Minutes 2 High* 1 Hour 3 Medium 2 Hour 4 Low 4 Hour Definitions of Severity: Low: Usually consists of requests for information directly related to questionsabout the system. Medium: The system is experiencing minor issues that do not impact business processesHigh: The system is experiencing issues which are disrupting business. Urgent: System is experiencing severe issues in which the business process is at a standstill. Assigning of Tickets Once the ticket is created, the ticket will then be assigned to the appropriate support tier level. Ticket Resolution Tickets that enter the ticketing system will be acknowledged within the designatedresponse times and resolution times indicated above*. Reports: Plumlogix will provide monthly, or upon request, weekly Analytic Reports. These reports will allow County to see the overall needs that are being requested by their staff. For major software upgrades, describe how often upgrades are released, how upgrades are defined, developed, tested, and released, how customers are notified and educated about the upgrade. Describe the decision process on how new features and functions become included in the product. Software upgrades will released on Annual basis with prior written notice to County. Will software upgrades, or other maintenance windows, impose a service disruption on the system? If so, discuss frequency and duration of the service disruptions. Describe the timing and notification process for any planned system maintenance outage. There will be no service disruptions on the system at the time of software upgrades or other maintenance windows as separate environments will be used. RFP4514 – Electronic Grant-Management & Reporting System46 | Page </w:t></w:r></w:p></w:ftr>SRQU7DMBBF
 Bid Zip RFP #4514/Plumlogix Inc_1019832/Resumes.pdf www.plumlogix.com Umair Ahmad | Salesforce Project Manager Skills Global Project Management Client Relationship & Account Management Agile Software Development Resource Management & Team Building Strategic Technology Planning Leadership & Supervision Product Design & Development Technology Architecture & Integration Technology Experience SAAS/PAAS Salesforce Sales Cloud Salesforce Service Cloud Salesforce Analytic Cloud Advancement Connect (Non Profit sector) Oracle/Siebel Oracle Developer R2 Oracle Developer R6i Siebel 8.0, 7.8, 7.7/7.5/6.3/5 Siebel ePharma eConfigurator Siebel Sales Siebel Marketing Oracle EBS Databases/ Programing Languages ORACLE 10g/9i/8i MS Access C, C++, JAVA, Apex, PL/SQL JSON Visual Basic Operating Systems WINDOWS 3.1, 95, 98, NT, 2000, XP, Vista, Windows 7,8.1 and 10 Windows Server 2000 and 2003, 2008, 2012 R2 and UNIX Management Software Plan io Remedy (helpdesk management) MS Project Basecamp Other Software and Tools CTI Connectors Actuate Reports Active Directory Doctors Access (Medical Billing) Advanced MD EMR Eclinicalworks EMR McKesson EHR Centricity EMR Industry Experience Education, Healthcare, Pharma, Manufacturing, Hospitality, Retail and Professional Services Industry Education/Qualifications/ Certifications Salesforce Platform Developer 1 Salesforce Developer OCP Developer R6i OCP Developer R2 A+ Comp TIA BS CS Tennessee State University Nashville, TN USA Principal Areas of Practice Project Delivery & Management Expert in CRM implementations, software and new product implementations and process re- engineering. Professional Experience An innovative, result oriented IT Delivery Manager with excellent leadership skills and experience in project delivery & management. An expert in stream lining operations and maintaining schedules to ensure maximum customer satisfaction. Highly efficient in collaborating/commun icating effectively with clients and team members to achieve desired results. Expert in project delivery for customers in Non Profit, Pharma, Healthcare, Hospitality, Retail and Manufacturing Industry. Over 15 years of professional experience. Major Assignments Assignment 1, Salesforce Practice Manager Responsible for management and delivery of all Salesforce application projects on the floor. Project management of community cloud implementation for education sector client. Delivery and management of Sales cloud implementation (refactoring) project. Management of CR for sales cloud implementation Delivery of Sales cloud project for a known ERP system. Management and delivery of sales cloud project for manufacturing client. Assignment 2, Salesforce Delivery Manager Salesforce Analytic Cloud Configuration Project Lead the team as Delivery Manager in Salesforce Analytic Cloud configuration project, also Introduced new automated processes to give a 360-degree view to the top management capturing all the major product’s stock, backlog, Imports and competitors in the market. Managed resources and capacity planning for upcoming projects. Collaborated with other project managers to plan project sprints for each of their client covering the items left out in earlier phases of the projects and how to cover them in CRs. Salesforce Sales Cloud (Advancement Connect) Configuration Project for Non Profit sector Implementation of Salesforce Sales Cloud (Advancement Connect) Configuration Project for Non Profit sector as a Delivery Manager since it was the first implementation of Advancement Connect with in the company. Introduced new subsidized method of payment to cover migration from Legacy system to Salesforce for projects with budget less than $100K. Salesforce Sales Cloud Configuration and Customization Project Worked as Delivery Manager for Salesforce Sales Cloud Configuration and Customization Project to streamline workflow automations in order to help Agents doing quick call resolutions and escalations. Introduced new company wide customer retention policy; under which supported various project teams to deliver customized reports to fulfill client’s requirements free of cost. Salesforce Sales Cloud Configuration and IBM Lotus Notes integration Project Worked as Delivery Manager/Integration lead for the integration project of IBM Lotus Notes with Salesforce CRM and provided guidance on system design and configuration. Trained New resources, conducted assessment and provided recommendations to higher management about their future placements. Salesforce Service Cloud Standard Configuration 24/7 Support Project Managed the team as Delivery Manager on Salesforce Service Cloud Standard Configuration 24/7 Support Project. Customizations to accommodate functionality related changes as per open tickets and also to fulfill service requests under AMP (Application Management Program). Salesforce Sales Cloud Configuration and CTI Integration Project Supervised the team as Delivery Manager/Integration Lead for Salesforce Sales Cloud Configuration and CTI Integration Project managing the Implementation of ingenius connector and setup of Salesforce call center to integrate existing Cisco telephony system with Salesforce. Developed Status Reports, Cost Estimates and Resource plans for US management. www.plumlogix.com Assignment 3, Manager of IT Operations and EMR Implementation Managed and developed Medical Transcription Network and Processes for the company to follow for all clients according to the HIPAA requirements. Management of complete EMR implementation along with customized module development Managed medical billing network configuring the connections to different Insurance clearing houses with help of third party software. Designed billing networks including integration with clearing houses Management of team for Front End and Template development for customized EMRs Complete Implementation and management of EMR for Healthcare Clients Server setup and Installation along with 24/7 support for Healthcare clients Network setup and support 24/7 only for healthcare clients Implementation and Management of customized Disaster Recovery solutions Integrated data from different systems to one common database for the purpose of reporting. Development of new SOAP format and Conversion of existing patient data to new SOAPs. Help Desk support Management for Medical System Network. Patient Visit information extraction from old billing system for use in new one. Project management for new EMR implementations for hospitals. Assignment 4, Sr. Siebel Consultant Implemented basic design changes by writing complex rules. Developed nested rules based on math functions, in order to meet the cabinet voltage calculation requirements. Hard coded multiple functionality test by using Initialize method. Created new LOVs to accommodate client requirement of country time zone. Implemented Smart Parts in order to reduce no of rules. Smart part implementation by using numerous Part no Method in order to keep the lowest possible no of smart parts. Implemented Nested Customizable product structure to minimize the no of econfigurator rules. Created new display properties to fulfill the UI requirement. Implemented Pre-Processor rules to remove products, which will EOA in coming release cycle. Improvised solution for display name and LIC conflict within an LOV for Siebel 8.0 implementation. Resolved UI related issues caused by Siebel version upgrade from 7.5 to 8.0. position. Developed Workflow Process, Workflow Groups, Workflow Policies, Work flow Actions and Workflow conditions. Created the Workflow Policy, which helps to send a bunch of data to external system (in case of Outbound) using workflow processes. Installation and Management of Siebel 7.5 in Windows 2003 Server Environment. Configured and Customized order management. Designed and developed MVG Applets, Joins, Links and Parent Child Data relationships. Designed and developed List, Form and Pick Applets and Pick Lists as per the customer requirement. Designed and developed Screens, Views and Applets. www.plumlogix.com Muqeet| Solution Architect Skills Turning business problems into technical design solutions Applying Strategy, standards, policies and roadmaps Time Management & Prioritization Critical Thinking, risk assessment & Management Process & Performance improvement Leading and communicating Delivering value for money Technology Experience Salesforce.com Scripted Data Loader Apex / Visual Force / XML / Aura / LWC HTML 5, Javascript, CSS Sourcetree, Flosum, Github, Jenkins, Copado REST, SOAP, Bulk, Streaming API Jira, Rally, Asana, MS ADO Wireframes, UML, Venn Diagram, ERD, Process Flowcharts, Fish Bone, Product Roadmap VS Code Industry Experience Education Industry Retail Industry Healthcare Industry Manufacturing Industry Financial Industry Education/Qualifications/ Certifications Salesforce Certified Administrator Salesforce Certified Sales Cloud consultant Salesforce Certified Integration Architecture Designer Salesforce Certified Identity and Access Management Designer Salesforce Platform Dev I Master of Science from Texas A&M University Principal Areas of Practice Skilled individual with solid concepts Focused problem-solver with very strong communications and interpersonal skills Professional Experience Successfully developed and implemented multiple Salesforce solutions Effective communication directly with clients and achieved desired results Total near to 10 years of professional experience Major Projects Client Retail, Salesforce Open ID integration with Android and iOS mobile applications Designed solution to support the open ID integration for customer’s single identity with social logins providers Integrated with custom built mobile applications on Apple iOS and Android Integrated with social login providers such as Facebook, Google and Apple with MuleSoft and Elastic Search Collaborated and directed with multiple development teams from MuleSoft, Elastic search, Android, iOS, and Microsoft Designed object data model and provided designs for complete end to end integration for customer logins Client Financial, Salesforce DKIMS implementation Designed solution for provided enhanced emails protection outgoing from salesforce instance Integrated salesforce DKIMS with the organization’s DNS Provided additional security for outgoing emails to ensure integrity and security of all emails from salesforce Provided guidance to the client team and trained Salesforce IT team on DKIMS Client Healthcare, Sales Cloud Implementation Implementation of Salesforce Sales cloud with setup of Org and rollout Architected solutions to fill in the gap features from Insightly to Salesforce Design integration of Salesforce with Hubspot for integration for Marketing and leads generation process Improved Sales and insight with implementing CRM i.e. analytics focused providing insight on Sales agents activities, forecasts and pipeline information Remained optimistic in fielding client curve balls and took responsibility for the definition, documentation, and successful completion of the project Directed and guided project team members, advised clients/users as necessary on all phases Monitored and controlled team performance using management by exception Client Retail, Salesforce identity Abstract Layer using MuleSoft Architected solution using salesforce identity services and extend it to various web stores Utilized MuleSoft as the integration layer to be the API endpoint for login and registration Provided solution and guidance to the development to implement the project end to end Collaborated with other architects and engineers to develop and guidance on integration architecture playbook that contains guiding principles, policies, patterns for user cases, observability and governance requirements Setup of the connected app and sharing credential details with debugging for Integration failures Client Manufacturing, MuleSoft Integration for ERP system Architected integration of MuleSoft with existing MS dynamics AX ERP and data lake of Elastic search Provided solution on integration APIs to use by Mulesoft to integrate Contacts, Orders, Order lines and products Reviewed and provided guidance to Business Analysts on the use cases and requirements Provided guidance on bench mark testing and be the subject matter expert to develop and review tasks for successful integration layer Orchestrating complex use cases involving multiple systems, incorporating error handling and logging Fluency in standard data formats like JSON and XML Demonstrable understanding of Web Services (SOAP & REST), XML and JSON formats document schemas, HTTP protocol, and underlying internetworking concepts Client Retail, Transportation Application for DTC and Out of Market www.plumlogix.com Implemented businesses on Service cloud logistics business unit with various capabilities Architected and provided guidance to development team on various business requirements Design integration for packing tracking using carrier vendor API services Integration system to Elastic Search using MuleSoft for Order lookup and configuration of orders Architected integration flows and triggers in MuleSoft for Case creation with Elastic Search and MS Dynamics AX Developed system design documents, supported team in providing technical guidance and design best practices Provided guidance and solutioning of Mulesoft integration error logging Created a data model to support the functionality of lightning app using standard and custom objects Designed Lightning web components on the page layouts so that the agents can configure best method of delivery of the orders Migration strategies from existing home-grown Java based application to Salesforce for all logistics users Offered advice and counsel in the client selection of environment, technologies, practices, automated software development & related control mechanisms Managed the implementation of Agile, using Scrum techniques from initiation through execution & project close-out Architected case Management and assignment through Omni Channel skills Client Retail, Salesforce Einstein Chatbot Enhancements Designed and developed Einstein chat bots for multiple E-stores Recommended solutions for allowing chatbot for service and sales using Flows Provided solutions to give self service options to the consumers using Chat bot for various use cases of logistics, order management, etc Provided solution for implementing custom pre-chat forms using LWC and CSS Provided solutions for bot-to-bot transfers with multiple chat buttons and Omni Channel queues Provided support and debugged issues during the chatbot disconnects Built reports on Chats with agents and bot interactions Client Non- Profit Education, Salesforce Sales, Service & Marketing Cloud Enhancements Provided impact analysis on business requests and worked with team of business and developers to resolve issues Lead activities associated to analysis, planning, set-up, implementation, and solution design for high tier complex user stories Provide oversight and guidance to the development for all the business requests Provide consultation on software development lifecycle and ongoing sprint planning Review salesforce releases and provide impact analysis branching out with various tasks to be performed to ensure that system does not have impact with the system release Provided support and technical guidance with various implementation on Salesforce service cloud, Marketing Cloud, Sales Cloud and Lightning Experience Client Non-Profit Education, Salesforce Security Risk Assessment Responsible for providing assessment on Org security with multiple communities Performed a complete org heal check and provided recommendations on identified security risks Redesigned system features to mitigate security risk and also ensure no change in the system functionality Perform assessment on object level security with profiles, permissions and CRUD settings Implemented an ongoing governance plan for all new projects Trained in-house development team on code reviews and security framework Client Non-Profit Education, Conga Implementation Provide design solution for automation of emails using workflow rules, Process builder, Flows, Apex, formulas and custom labels Mentored and directed client in-house admins to successfully maintain templates Provided business analysis, architecting and configuration Provided coaching to fellow consultants and implementation team on advanced process builders and Flows Trained resources with Conga implementation Client Non-Profit Education, Salesforce Sales, Service, Pardot and Experience Cloud Org Refactoring Responsible to perform a full analysis and advise on all users of the system, match users job functions against system access requirements, compile a job function/permission matrix. Responsible to evaluate license requirements of system users based on job functions matrix Refactoring of profiles, permission sets, sharing rules and role hierarchies based on job functions Perform a full analysis and advise on the role hierarchy, matching users job functions www.plumlogix.com against data access requirements Responsible to perform analysis and recommend on current use of fields across different regions and data dependencies from integrated system Realignment of data model with standard Salesforce data model where appropriate Refactoring design standards for process builders, flows and approval processes Refactoring of Apex classes, VisualForce pages & components and Apex triggers Consolidating of triggers as one active trigger per object with design patterns Consolidating of process builders with one per object Analyze and recommend on API call volume and optimize code to improve call efficiency Client Non-Profit Education, Reduce & Mitigate Duplicates Job involves planning, architecting, designing and guiding IT development team to complex business problems Author use cases, solution design documents, design overview and project implementation plan Developed external user flow from different communities Review business requirement documents and lead the discovery sessions the JAD sessions Identify and mitigate duplicates occurring from multiple Partner and Customer portals Address root causes of insufficient validations and different data attributes from Communities Designed auto matching criteria on registration pages to evaluate the duplicates and merge upon registration Designed and implemented partner role registration invitations to go through triage of login and registration Eliminated duplicates from the org from Leads and Contacts using Demandware tool Designed and streamlined landing pages for multiple partner and customer portals with Single Sign on Implement hard stops on creation of contacts and leads in the internal UI using matching criteria www.plumlogix.com M Basit | Sr Salesforce Developer Skills Design CRM Solutions Develop CRM Solutions Configure CRM Solutions Customize CRM Solutions Deployment of CRM Systems System Integration Dev Ops Technology Experience Salesforce.com Data Loader Visualforce Pages Triggers Workflows Process Builder Solution Design Business Requirement gathering techniques DML Database Methods Apex Visual Force Lightning Web Components Aura Components SLDS Cloud Elements JavaScript / JQuery JSON/XML SOQL/SOSL DML GitHub Jira ADO Ionic Android Studio PHP(custom,Symfony,Codeignitor) Srum, Agile techniques C/C++ Java C# SQL Rest / Soup API HTML CSS Bootstrap Industry Experience Information Technology Manufacturing Industry Education Industry Education/Qualifications/ Certifications Salesforce: Application Architect Cert. Sharing & Visibility Designer Cert. Data Architecture & Management Design Cert. Platform Developer 1 Cert. (2x) Administrator Cert. App Builder Cert. CPQ Specialist Cert. Lean Facilitator Bachelors of Engineering in Computer COMSATS University of Science & Technology Islamabad (Degree Awarded in 2014) Activities Principal Areas of Practice Excellent technical & analytical skills. Focused problem-solver with good communication. Professional Experience A pragmatic, analytical & professional person holding degree in Electrical (Computer) Engineering with 10 years of professional experience with Plumlogix .CiberSpring, MA Services, Aspire Logics, SyntecX Solutions and Cybertechinfinity. Have the urge to work with a dynamic and progressive organization which will allow further development of my leadership and communication skills and Make best use of my academic competency. I have over 8 years of experience in web and salesforce development, from personally meeting with clients to discuss their goals in having a web presence, to research and analysis, design, development, testing, and implementation of code and applications. Worked as Team lead and team member, and I know what it takes to get things done. Not only created working Inter/intranet sites, but created better ones and continually strived to improve a site's usability, functionality, and navigation throughout its life-cycle. Involved in designing robust scalable architectural solutions and implementation with right Apex design patterns within Salesforce governor limits. Proficiency with Lightning web components, apex classes, batch apex, and apex triggers for various functional needs building core business components. Have an implementation experience of SFDC declarative approach to handle business operations like Profile, Permission set, Validation Rules, Approval processes, Workflows, Process builders, Email templates, Reports, and Dashboards. Plumlogix , Islamabad —(Feb 2019 – Now) Successfully completed all the responsibilities given in my role with the team to deliver the Mercury (order to Cash) day 1 for Market Intelligence Division Worked in 3 different divisions and different teams as per project delivery lead and followed best practices of Development and project design. Acting as a lead dev sfdc for the new team Trained all the new folks hired after me in the CRM teams Leading the training for CRM teams and salesforce training for all the cross team new hires Represented CRM team and project mercury presentation for the larger Technology division Mentored new hires in Global locations e.g. United States Ciberspring International, Islamabad — Salesforce Consultant Gold Partner (Oct 2018 – Feb 2019) Responsibility is the gather the requirement implement using Salesforce. Successfully completed Global Jet Centre’s salescloud/custom implementation on my own successfully delivered ESCAPES sales cloud implementation Successfully Gathered requirements, Managed team and delivered the Implementation for MNC OCTAL company. Pre-Sales, Requirements gathering, Solution Design and Scope Management for VirtuZone Successfully build big property builders DP World sales Cloud. MA Services, Islamabad — PHP Developer (Mar 2018 – October 2018) Managing and developing a recruitment product. Responsibility is the gather the requirement, design the structure and development with team to fulfill the requirements. CyberTechInfinity, Islamabad — Senior Software Engineer/PM (May 2016 – October 2018) I had worked with this company as a part time job and have worked with them for almost 3 years on various projects some of which I had built from scratch and worked out directly with client from very beginning to the successful deployment of projects. Implemented scrum to complete the User Stories. Aspire Logics Islamabad — Senior Software Engineer (May 2016 – March 2018) Joined as a team of developers working on a master card project. And progressed all the way to senior software engineer leading a team, communicating directly with client working on various solutions. Syntecx Solutions, Islamabad— Senior Executive IT (May 2014 - April 2016) Syntecx solutions was the best experience for me in life as i had joined as an Intern with a very little knowledge, left as a senior executive IT with a knowledge of development tools, teamwork, project structure designing, server configurations and database knowledge. Major Projects Client 0: Community Cloud Implementation – PSP 2020 (In Progress) Role: Sr. Developer Lightning communities. Designed and implemented multiple feature based on client’s complicated and dynamic requirement. Implemented Multi Lingual and considering custom label limit implemented custom solution. Created multiple Lightning Web Components. Created dynamic forms using LWC. Implemented Single Sign on using connected apps. Created process builders, Flows, Email Templates. Designed and developed the solutions in a way that it must accumulate existing 2014 functionality which was in classic along with 2020 feature which is in lightening. . Salesforce Apex, Community Cloud, SOQL, LWC, Javascript, Zuora, Informatica, Aura Client 1: Service Cloud Implementation and Support. Role: Sr. Developer/Dev Lead Designed and implemented Service Cloud for major internet service provider. Designed Implemented triggers, process builder, workflows to implement business logic. Designed and implemented the email process to notify different stakeholders to notify about the jobs statuses. Implemented Web to case and Email to case. Completed the project with most optimized and quality code to avoid hitting salesforce limit. Deployed with BAs. Created Role Hierarchy and Escalation rule to manage cases and task access. www.plumlogix.com Activities Participated in FIT (Frontiers of Information Technology) and got 2ND prize for the project. Represented COMSATS University Islamabad In Pakistan Young Leaders Conference 2010 (PYLC 2010 by NUPSA). Represented COMSATS University Islamabad in TAMASHA 2011 at FAST University Islamabad. Runner-up in inter- college debate competition 2008. Represented RANIC Automation in Pak China Business Forum. Languages English, Urdu,Hindi, Punjabi - Fluent in Reading, Writing & Speaking Client 2: Mercury Role: Sr. Developer/Team Lead Order to cash process starting from Quote creation in Salesforce after completing the sales process. After booking Quote creates the Zoura subscription from salesforce and then invoicing in oracle with Informatica the middleware. All the tools are deeply integrated to complete the whole OTC process. Worked on a Lightning community. Integrated Zuora with salesforce using Zours APIs. Designed and implemented the manual invoice process. Develop Mule app for connecting Kronos and Big Query. Deployment using Auto-rabbit and Capado. Lead the design and development of the features as manual invoicing, Ramps Quote, Milestone Billing. Worked on existing code to fix major P1 bugs. Worked on trigger/ Batches/ Future Method/ Platform events/ LWC / Aura to achieve different targets. Skills: Salesforce Apex, SOQL, LWC, Javascript, Zuora, Informatica, Aura, Autorabbit. Client 3: Large Quotes Platts. Role: Sr. Developer/Dev Lead OTC Process starting to deal specifically large Quotes with very large Quote line items. This is mercury but was responsible to deal with large data and a lot of async processes to avoid salesforce limit. Developed a lot of Async jobs to sync the data between Quote and Quote line items. Designed and implemented the email process to notify different stakeholders to notify about the jobs statuses. Shifted most of the OTC functionality form trigger to js buttons to call the processes and designed batches deal with the quote line items. Completed the project with most optimized and quality code to avoid hitting salesforce limit. Deployed with BAs. Skills: Salesforce Apex, SOQL, LWC, Javascript, Zuora, Informatica, Aura, Autorabbit, Batch. Client 4: Salesforce Community Role: Sr. Developer Community project was to entertain the partners so that they can access the knowledge articles and product information. Chatbot was part of it to entertain customer and partner basic quires and provide better support. Based on the categories arranges the articles in different categories and created LWC views. Created logic trees in LWC based on the category. Worked on the chatbot integration and training with BA. Skills: Salesforce Apex, SOQL, LWC, Javascript, Zuora, Informatica Client 5: CSM Quotes Role: Sr. Developer OTC Process starting to deal CSM Quotes with specific requirements in order to cash process. This is quote similar to mercury project but with different quote status and quote booking process. Integrated Zuora with salesforce using Zours APIs. Designed and implemented the manual invoice process. Develop Mule app for connecting Kronos and Big Query. Deployment using Auto-rabbit and Capado. Lead the design and development of the features as manual invoicing, Ramps Quote, Milestone Billing. Worked on existing code to fix major P1 bugs. Worked on trigger/ Batches/ Future Method/ Platform events/ LWC / Aura to achieve different targets Skills: Salesforce Apex, SOQL, LWC, Javascript, Zuora, Informatica, Aura, Autorabbit Client 6: Milestone Billing Role: Sr. Developer This is enhancement OTC project to deal with multiyear deals and the quotes consisting of different mile stone. The process was based on one mile stone deal on primary Quote and opportunity and gives the order management teams set milestone billing plans for Future milestone quotes and opportunities with the limit of max 6 milestone billing plans. On the completion on the first mile stone Quote it completes first milestone billing plan and results creating the subsequent quote and opportunity. IN the same way it processes the whole milestone deal. Gather requirement from stake holders and based on the requirement designed the Milestone feature as a technical architect. Created feature on lighting so created multiple LWC to accommodate the feature. Created sequence of batches to create subsequent opportunity, Quote and Quote line items based on the milestone billing plans. Reflected the milestone information on agreements. Designed and presented the solution to stakeholders. Data import/export. Skills: Salesforce Apex, SOQL, LWC, Javascript, Zuora, Informatica, Aura, Autorabbit Other Projects: Sales And Service Cloud – Berain Waters Mobile application -- Berain Waters JobsInGTA – MicroAgility SmartOptimizer - MasterCard Skills2drive(Driving School CRM Portal) BizInterface Construction CRM - Synctecx Solutions. www.plumlogix.com Mohammad Mukhtar | Salesforce Developer Skills Design CRM Solutions Develop CRM Solutions Configure CRM Solutions Deployment of CRM Solutions Customize CRM Solutions Dev Ops Technology Experience Salesforce.com Data Loader Apex Visual Force Lightning Web Components Aura Components SLDS SOQL/SOSL DML GitHub Java C# MuleSoft Cloud Elements ADO JavaScript HTML CSS Bootstrap C/C++ SQL Server Industry Experience Information Technology Education Industry Manufacturing Industry Education/Qualifications/ Certifications Salesforce Platform Dev I Cert. Copado Certified Developer Copado Certified Administrator MuleSoft certified developer BS CS (Hons) FAST-NU Principal Areas of Practice Excellent technical & analytical skills. Focused problem-solver with very strong communications and interpersonal Requirements Gathering & Analysis and a focused team lead Professional Experience Salesforce certified platform developer with over 5 years of IT experience, includes configuration, customizations, and lightning components. Leading a team of professional developers and helping the team to collectively deliver the highly robust solution. Involved in designing robust scalable architectural solutions and implementation with right Apex design patterns within Salesforce governor limits. Proficiency with Lightning web components, Visual force pages, apex classes, batch apex, and apex triggers for various functional needs building core business components. Have an implementation experience of SFDC declarative approach to handle business operations like Profile, Permission set, Validation Rules, Approval processes, Workflows, Process builders, Email templates, Reports, and Dashboards. Have an Implementation experience of 2+ years in Lightening, 1+ year in Service Cloud, 2+ years in Community Cloud and 5 years in SFDC.com Major Projects Client 1: Org Refactoring Role: Sr. Developer/Dev Lead Worked on Classic Communities as well as worked on standard communities Refactoring of profiles, permission sets, sharing rules and role hierarchies. Making of Process Builders, Flows and Approval processes. Refactoring of Apex classes, Visualforce pages & components, and Apex triggers. Skills: Salesforce (Data Security & Org refactoring) Client 2: Community Cloud Implementation / Service Cloud Implementation – Education Sector Role: Sr. Developer/Team Lead Lightning communities. Created multiple Lightning Web Components. Implemented Single Sign on using connected apps. Created process builders/Flows Created Apex classes Worked on complex flows related to Case Skills: Salesforce (Community Cloud/ Service Cloud) Client 3: New Implementation - Manufacturing Sector Role: Sr. Developer Creation of profiles, permission sets, sharing rules and role hierarchies. Making of Process Builders, Flows and Approval processes. Creation of Apex classes, Visualforce pages & components and Apex triggers. Creation of Visualforce pages to have one apex form per page. Consolidation of triggers as one active trigger per object Implementation of trigger pattern and consolidation of automation tools Skills: Salesforce Client 4: Bugs fixing of existing Implementation Role: Developer Worked as a developer for the development of bugs fixing of that implementation which is done by some other vendor of our client. Understand the existing system including code, automations etc. Resolve defects reported by business users Updating the Existing Functionality according to updated needs Development of new features as per the user request Implement Trigger consolidation pattern, worked on visual force pages and components, apex classes Skills: Salesforce Client 5: New Functionality, Education Sector Role: Jr Developer Development of New Features including pdf prints for applications Making of Process Builders, Flows and process builders Creating Different reports and report types Pdf printout for positive and negative feedbacks of user Email pdf files to users Pdf creation through conga templates Skills: Salesforce & Conga Composer www.plumlogix.com Client 6: New Functionality – Manufacturing Industry Role: Jr Developer Development of New Features including new community Development of New Visualforce Pages, Triggers, Apex classes Making of Process Builders, Flows and process builders Updating the Existing Functionality according to updated needs Resolve defects reported by business users Skills: Salesforce Mulesoft: Trained Developer Role: Developer API led connectivity, Designing API with RAML, Testing API, & Adding API on Exchange. Building API with Anypoint Studio, Connecting with MYSQL database, Connecting with Salesforce, Transforming data, & Generating Restful interfaces automatically using APIkit . Deploying & Managing APIs, synchronizing changes between Anypoint Studio and Anypoint platform. Accessing & Modifying Mule Events, Structuring Mule Applications, Consuming Web Services, & Controlling event Flow. Handling Errors, Writing Dataweave Transformations, Triggering Flows, & Processing records. Skills: Mulesoft www.plumlogix.com Qurat-Ul-Ain | Sr. Salesforce Developer Skills Design CRM Solutions Develop CRM Solutions Configure CRM Solutions Customize CRM Solutions Deployment of CRM Systems Testing of CRM Systems System Integration Org Merger Org Sync Dev Ops Pardot Marketing Copado Informatica Cloud Azure Cloud Scrum, Agile Systems Validation Quality Assurance Technology Experience Salesforce.com Data Loader Apex Visual Force Lightning Web Components Aura Components SLDS Mulesoft Cloud Elements JavaScript JSON/XML SOQL/SOSL DML GitHub ADO C/C++ Java C# SQL HTML CSS Bootstrap PHP Python MVC Framework Industry Experience Information Technology Manufacturing Industry Education Industry Education/Qualifications/ Certifications M.S. Electrical Engineering in Digital Signals and Systems Processing from NUST School of Electrical Engineering and Computer Science, Islamabad B.S. Electrical (Computer) Engineering from COMSATS Institute of Information Technology (CIIT), Islamabad Principal Areas of Practice Excellent technical & analytical skills. Focused problem-solver with good communication. Flexible enough to adapt with changes in technologies and tools, in accordance with work requirements and business needs. Capacity of work under stress and strain to meet the deadlines. Fluency in written and spoken expressions. Professional Experience Salesforce platform developer with over 5+ years of IT experience, includes configuration, customizations, integration, and lightning components. Leading a scrum team of professional developers, business analysts, and quality analysts to provide production support due to customizations earlier and helping the team to collectively deliver the highly robust solution. Involved in designing robust scalable architectural solutions and implementation with right Apex design patterns within Salesforce governor limits. Proficiency with Lightning web components, apex classes, batch apex, and apex triggers for various functional needs building core business components. Experienced in quality assurance as well as delivery of the salesforce solutions for well-known companies including AT&T, Pinova and Regeneron. Major Projects Client 1: Community Cloud Maintenance – Education Sector (In Progress) Role: Sr. Developer Lightning communities. Updating multiple Lightning Web Components. Updating dynamic forms using LWC. Updating Apex controllers, triggers, as well as process builders etc. Skills: Salesforce (Community Cloud, Lightning Web Components, Apex, Configurations) Client 2: Lights On — End to End Salesforce Lightning Implementation Role: Sr. Developer Updated existing Aura components for minor enhancements. Converted existing Aura Components into Lightning Web Components. Copado Deployments. Skills: Salesforce Lightning Aura Components, Lightning Web Components, Apex, Copado Client 3: Org Merger — Salesforce Org Merge Project Role: Sr. Developer/Dev Lead Attending meetings for designing implementation process, creating fields mapping etc. Collaboration with other team members throughout the merging process. Comparing and understanding business processes. While working in the team retrieved metadata for some of the objects, process builders, flows, reports, and dashboards etc. from one org. Taking backup of the target org. Moving the retrieved data to the target org and resolving conflicts. Moving reports and dashboards from the one org to the other target org. Skills: Salesforce, Dataloader, VSCode, Informatica cloud data integration Client 4: Technical Debt — Cleaning and Improving Salesforce Org Role: Sr. Developer Getting the recommendations from salesforce optimizer app. Taking the responsibility to work individually on various independent recommendation reports. Attending meetings for reviewing the solutions and deciding the features to be kept or removed. Removing unassigned and old item no more required to be used. Analysis of the processes for the resources used per transaction and finding the solutions to optimize it. Skills: Salesforce Optimizer app, Apex Client 5: Compliance and Security — Salesforce Event Monitoring Role: Developer Doing POC to automate the event monitoring logs backup process. Baking up event monitoring logs to a safe place on daily basis through a java code. Creating batch job to schedule for bringing report run and report export records into the salesforce org. Skills: Salesforce, Heroku, Java, Salesforce integration with java application Client 6: Data Syncing Project — Setting up Sync between two Orgs Role: Developer Providing maintenance for existing informatica sync between two salesforce orgs. Adding new fields to the mappings. Implementing new jobs if any additional object needed to be synced. Skills: Salesforce (Code and Configurations), Informatica Cloud www.plumlogix.com Sania Aslam | Salesforce Business Analyst Skills Design, Develop, Configure and Deploy CRM Solutions Design, Develop, Configure and Deploy Websites Strong ability to motivate, direct, and develop personnel and identifying those with the best strengths for the job. Effective at evaluating system performance, finding indicators, and discovering how changes in operations will improve results and meet goals. Proposed solutions meeting defined specifications and needs. Technology Experience Salesforce.com Scripted Data Loader Visual Force Graphic designing Word press/Web Development Android Development Html Css C++ Java Research and Data Analysis Operational Process Flow Reviews Fore.com Industry Experience Education Industry IT Industry Education/Qualifications/ Certifications Copado Certified Administrator Salesforce Certified Service Cloud Consultant Salesforce Certified Administrator BS CS (Hons) The University of Faisalabad Principal Areas of Practice Focused problem-solver with very strong communication and interpersonal skills Data Mining & Analytics Requirements Gathering & Analysis User Acceptance Testing (UAT) Project Management Configurations Professional Experience Successfully developed and implemented multiple CRM solutions Effective communication directly with clients and achieved desired results 3 years of professional experience Major Projects Client 1, Sales Cloud Implementation (Change Request) Role, Business Analyst Responsible for analyzing the needs of the business and its customers and coming up with solutions to business problems. Involved in the management multiple projects Delivered Functional and User Acceptance Testing. Writing Business Requirement Specifications that successfully delivered necessary change in a manageable and non-intrusive way. Assisting in the preparation of user and system test plans. Ability to test business applications from a business perspective to ensure that all client requirements are incorporated into the design. Client 2, Sales Cloud Implementation (Rolling Authorization) Role, Business Analyst Worked as an Admin to design and develop custom solutions using Process Builder. Writing Business Requirement Specifications that successfully delivered necessary change in a manageable and non-intrusive way. Client 2, Service Cloud Implementation (Staff Augmentation) Role, Service Cloud Consultant Designed and implemented critical business processes & workflows Efficient in configuration-based automation including Email-to-Case, Web-to-Case Worked on Case Management to automate the things for Agents Implemented Service Cloud including Service Console, Customer Portal & Communities, Case Feed, Knowledge Base and Entitlements. Monitored and resolved the Service Requests, specifically, visibility issues involving Custom Profiles, Public Groups, and Sharing Rules. Previous Company, Design, and Develop the Websites, Seo, Article Writing, Blogging. Role, QA/Business Analyst Design and develop Websites, Customization through Word press On-Page Seo/ Off-Page Seo Writing Business Requirement Specifications that successfully delivered necessary change in a manageable and non-intrusive way. Meta Description/ Seo Strategy Google Analytics Keyword Research/Optimization Content Creation Bid Zip RFP #4514/Plumlogix Inc_1019832/Salesforce_MSA.pdf WC_Global MSA Online_en-US MAINSERVICESAGREEMENT THIS MAIN SERVICES AGREEMENT GOVERNS CUSTOMER’S ACQUISITION AND USE OF SFDC SERVICES. CAPITALIZEDTERMSHAVETHEDEFINITIONSSETFORTHHEREIN. IF CUSTOMER REGISTERS FOR A FREE TRIAL OF SFDC SERVICES OR FOR FREE SERVICES, THE APPLICABLE PROVISIONSOFTHISAGREEMENTWILLALSOGOVERNTHATFREETRIALORTHOSEFREESERVICES. BY ACCEPTING THIS AGREEMENT, BY (1) CLICKING ABOXINDICATINGACCEPTANCE,(2)EXECUTINGANORDER FORM THAT REFERENCES THIS AGREEMENT, OR (3) USING FREE SERVICES, CUSTOMER AGREES TO THE TERMS OF THIS AGREEMENT. IF THE INDIVIDUAL ACCEPTING THIS AGREEMENT IS ACCEPTING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY , SUCH INDIVIDUAL REPRESENTS THAT THEY HAVE THE AUTHORITY TO BIND SUCH ENTITY AND ITS AFFILIATES TO THESE TERMS AND CONDITIONS, IN WHICH CASE THE TERM “CUSTOMER” SHALL REFER TO SUCH ENTITY AND ITS AFFILIATES. IF THE INDIVIDUAL ACCEPTING THIS AGREEMENT DOES NOT HAVE SUCH AUTHORITY , OR DOES NOT AGREE WITH THESE TERMS AND CONDITIONS, SUCHINDIVIDUALMUSTNOTACCEPTTHISAGREEMENTANDMAYNOTUSETHESERVICES. The Services may not be accessed for purposes of monitoring their availability, performance or functionality, or for any other benchmarkingorcompetitivepurposes. SFDC’sdirectcompetitorsareprohibitedfromaccessingtheServices,exceptwithSFDC’spriorwrittenconsent. This Agreement was last updated on October 16, 2023. It is effective between Customer and SFDC as of the date of Customer’s acceptingthisAgreement(the“EffectiveDate”). 1. DEFINITIONS “Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with thesubject entity. “Control,” for purposes of this definition, means direct or indirect ownership orcontrolofmorethan50%ofthevoting interestsofthesubjectentity. “Agreement”meansthisMainServicesAgreement. “Beta Services” means SFDC services or functionality that may be made available to Customer to try at its option at no additional charge which is clearly designated as beta, pilot, limited release, developer preview, non-production, evaluation,or byasimilardescription. “Content” means information obtained by SFDC from publiclyavailablesourcesoritsthird-partycontentprovidersandmade available to Customer through the Services, Beta Services or pursuant to an Order Form, as more fully described in the Documentation. “Customer” means in the case of an individual accepting this Agreement on his or her own behalf, such individual,orinthe case of an individual accepting this Agreement on behalf of a company or other legalentity,thecompanyorotherlegalentity for which such individual is accepting this Agreement, and Affiliates of that company or entity (for so long as they remain Affiliates)whichhaveenteredintoOrderForms. “Customer Data” means electronic data and information submittedbyorforCustomertotheServices,excludingContentand Non-SFDCApplications. “Documentation” means the applicable Service’s Trust and Compliance documentation at https://www.salesforce.com/compan y/legal/trust-and-compliance-documentation/ and its usage guides and policies, as updated fromtimetotime,accessibleviahelp.salesforce.comorlogintotheapplicableService. “Free Services” meansServicesthatSFDCmakesavailabletoCustomerfreeofcharge.FreeServicesexcludeServicesoffered asafreetrialandPurchasedServices. SFDC-MSA, October 16,2023 Page 1 of 15 “Malicious Code” means code, files, scripts, agents or programs intendedtodoharm,including,forexample,viruses,worms, timebombsandTrojanhorses. “Marketplace” means an onlinedirectory,catalogormarketplaceofapplication sthatinteroperatewiththeServices,including, for example, the AppExchange at http://www.salesforce.com/appexchange, Mulesoft Anypoint Exchange at https://www.mulesoft.com/exchange, or the Heroku Elements Marketplace at https://elements.heroku.com/, and any successor websites. “Non-SFDC Application” means Web-based, mobile, offline or other software functionalitythatinteroperatesw ithaService, that is provided by Customer or a third party and/or listed on a Marketplace including as Salesforce Labs or under similar designation.Non-SFDCApplications,otherthanthoseobtainedorprovid edbyCustomer,willbeidentifiableassuch. “Order Form” means an ordering document or online order specifying the Services to be provided hereunder that is entered into between Customer and SFDC or any of their Affiliates, including any addenda and supplements thereto.Byenteringinto anOrderFormhereunder,anAffiliateagreestobeboundbythetermsofthisAgreementasifitwereanoriginalpartyher eto. “Purchased Services” means Services that Customer or Customer’s Affiliate purchases under an Order Form or online purchasingportal,asdistinguishedfromFreeServicesorthoseprovidedpursuanttoafreetr ial. “Services” means the products and services that are ordered by CustomerunderanOrderFormoronlinepurchasingportal,or provided to Customer free of charge (as applicable) or under a free trial, and made available online by SFDC, including associated SFDC offline or mobile components, as described in the Documentation. “Services” exclude Content and Non-SFDCApplications. “SFDC” means the Salesforce company described in the “SFDC Contracting Entity, Notices, Governing Law, and Venue” sectionbelow. “User” means, in the case of an individualacceptingthesetermsonhisorhe rownbehalf,suchindividual,or,inthecaseofan individual accepting this Agreement on behalf of acompanyorotherlegalentity,anindividualwhoisauthorizedbyCustomer to use a Service, for whom Customer has purchased a subscription (or in the case of any ServicesprovidedbySFDCwithout charge, for whom a Service has been provisioned), and towhomCustomer(or,whenapplicable,SFDCatCustomer’srequ est) has supplied a user identification and password (for Services utilizing authentication). Users may include, for example, employees,consultants,contractorsandagentsofCustomer,andthirdpartieswithw hichCustomertransactsbusiness. 2. SFDCRESPONSIBILITIES 2.1 Provision of Purchased Services. SFDC will (a) make the Services and Content available to Customer pursuant to this Agreement, and the applicable Order Forms and Documentation, (b) provide applicable SFDC standard support for the Purchased ServicestoCustomeratnoadditionalcharge,and/orupgradedsupportifpurchased,(c)usecommerc iallyreasonable efforts to make the online Purchased Services available 24 hours a day, 7 days a week, except for: (i) planned downtime (of which SFDC shall give advance electronic notice), and (ii) any unavailability caused by circumstances beyond SFDC’s reasonable control, including, for example, an act of God, act of government, flood,fire,earthquake,civilunrest,actofterror, strike orotherlaborproblem(otherthanoneinvolvingSFDCemployees),Internetserviceproviderfailureordelay,Non-SFDC Application, or denial of service attack, and (d) provide the Services in accordance with laws and government regulations applicable to SFDC’s provision of its Services to its customers generally (i.e., without regard for Customer’sparticularuseof the Services), and subject to Customer’s and Users’useoftheServicesinaccordancewiththisAgreement,theDocumentation andtheapplicableOrderForm. 2.2 Protection of Customer Data. SFDC will maintain appropriate administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity ofCustomerData,asdescribedintheDocumentation.Thosesafeguards will include, but will not be limited to, measures designed to prevent unauthorized access to or disclosure of Customer Data (other than by Customer or Users). The terms of the data processing addendum at https://www.salesforce.com/company/legal/agreements/ (“DPA”) posted as of the Effective Date are hereby incorporated by reference. To the extent Personal Data from the European Economic Area (EEA), the United Kingdom and Switzerland are processed by SFDC, its Processor Binding CorporateRules,,and/ortheStandardContractualClausesshallapply,asfurtherset forth in the DPA. ForthepurposesoftheStandardContractualClauses,CustomeranditsapplicableAffiliatesareeachthedata exporter, and Customer's acceptance of this Agreement, and an applicable Affiliate's execution of an Order Form, shall be treated as its execution of the Standard Contractual Clauses and Appendices. Upon request by Customermadewithin30days after the effective date of termination or expiration of this Agreement, SFDC will makeCustomerDataavailabletoCustomer for export or download as provided intheDocumentation.Aftersuch30-dayperiod,SFDCwillhavenoobligatio ntomaintain SFDC-MSA, October 16,2023 Page 2 of 15 or provide any Customer Data, and as provided in the Documentation will thereafter delete or destroy all copies ofCustomer Datainitssystemsorotherwi seinitspossessionorcontrol,unlesslegallyprohibited. 2.3 SFDC Personnel. SFDC will beresponsiblefortheperformanceofitspersonnel(includingitsemployeesandcontractors)and theircompliancewithSFDC’sobligat ionsunderthisAgreement,exceptasotherwisespecifiedinthisAgreement. 2.4 Beta Services. Fromtimetotime,SFDCmaymakeBetaServicesavailabletoCustomeratnocharge.Customermaychooseto try such Beta Services or not in its sole discretion. Any use of Beta Services is subject to the Beta Services terms at https://www.salesforce.com/company/legal/agreements/. 2.5 Free Trial. If Customer registers onSFDC’soranAffiliate’swebsiteforafreetrial,SFDCwillmaketheapplicableService(s) available to Customer on a trial basis free of charge until the earlier of (a) the end of the freetrialperiodforwhichCustomer registered to use the applicable Service(s), or(b)thestartdateofanyPurchasedServicesubscriptionsorderedbyCustomerfor such Service(s), or (c) termination by SFDC in itssolediscretion.Additionaltrialtermsandconditionsmayappearonthetrial registration web page. Any such additional terms and conditions are incorporated into this Agreement by reference and are legallybinding. ANY DATA CUSTOMER ENTERS INTO THE SERVICES, AND ANY CUSTOMIZATIONS MADE TO THE SERVICES BY OR FOR CUSTOMER, DURING CUSTOMER’S FREE TRIAL WILL BE PERMANENTLY LOST UNLESS CUSTOMER PURCHASES A SUBSCRIPTION TO THE SAME SERVICES AS THOSE COVERED BY THE TRIAL, PURCHASES APPLICABLE UPGRADED SERVICES, OR EXPORTS SUCH DATA, BEFORETHEENDOFTHETRIAL PERIOD. CUSTOMER CANNOT TRANSFER DATA ENTERED OR CUSTOMIZATIONS MADE DURING THE FREE TRIAL TO A SERVICE THAT WOULD BE A DOWNGRADE FROM THAT COVERED BY THE TRIAL (E.G., FROM ENTERPRISE EDITION TO PROFESSIONAL EDITION); THEREFORE, IF CUSTOMER PURCHASES A SERVICE THAT WOULD BE A DOWNGRADE FROM THAT COVERED BY THE TRIAL, CUSTOMER MUST EXPORT CUSTOMER DATA BEFORE THE END OF THE TRIAL PERIOD OR CUSTOMER DATA WILL BE PERMANENTLY LOST. NOTWITHSTANDING THE “REPRESENTATIONS, WARRANTIES, EXCLUSIVE REMEDIES AND DISCLAIMERS” SECTION AND “INDEMNIFICATION BYSFDC”SECTIONBELOW,DURINGTHEFREETRIALTHESERVICESARE PROVIDED “AS-IS”WITHOUTANYWARRANTYANDSFDCSHALLHAVENOINDEMNIFICATIONOBLIGATIONS NOR LIABILITY OFANYTYPEWITHRESPECTTOTHESERVIC ESFORTHEFREETRIALPERIODUNLESSSUCH EXCLUSION OF LIABILITY IS NOT ENFORCEABLE UNDER APPLICABLE LAW IN WHICH CASE SFDC’S LIABILITY WITH RESPECT TO THE SERVICES PROVIDED DURING THE FREE TRIAL SHALL NOT EXCEED $1,000.00. WITHOUT LIMITING THE FOREGOING, SFDC AND ITS AFFILIATES AND ITS LICENSORS DO NOT REPRESENT OR WARRANT TO CUSTOMER THAT: (A) CUSTOMER’S USEOFTHESERVICESDURINGTHEFREE TRIAL PERIOD WILL MEET CUSTOMER’S REQUIREMENTS, (B) CUSTOMER’S USE OF THE SERVICES DURING THE FREE TRIAL PERIOD WILL BE UNINTERRUPTED, TIMELY , SECURE OR FREE FROM ERROR, AND (C) USAGE DATA PROVIDED DURING THE FREE TRIAL PERIOD WILL BE ACCURATE. NOTWITHSTANDING ANYTHING TO THE CONTRARY IN THE“LIMITATIONOFLIABILITY”SECTIONBELOW,CUSTOMERSHALLBE FULLY LIABLE UNDER THIS AGREEMENT TO SFDC AND ITS AFFILIATES FOR ANY DAMAGES ARISING OUT OF CUSTOMER’S USE OF THE SERVICES DURING THE FREE TRIAL PERIOD,ANYBREACHBYCUSTOMEROF THISAGREEMENTANDANYOFCUSTOMER’SINDEMNIFICATIONOB LIGATIONSHEREUNDER. CUSTOMER SHALL REVIEW THE APPLICABLE SERVICE’S DOCUMENTATION DURING THE TRIAL PERIODTO BECOME FAMILIAR WITH THE FEATURES AND FUNCTIONS OF THE SERVICES BEFORE MAKING A PURCHASE. 2.6 Free Services. SFDC may make Free Services available to Customer. Use of Free Services is subject to the terms and conditions of this Agreement. In the event of a conflict between this section and any other portion of this Agreement, this section shall control. Free Services are provided to Customer without charge up to certain limits as described in the Documentation. Usage over these limitsrequiresCustomer’spurchaseofadditionalresourcesorservices.Customeragreesthat SFDC, in its sole discretionandforanyornoreason,mayterminateCustomer’saccesstot heFreeServicesoranypartthereof. Customer agrees that any termination of Customer’s access to the Free Services may be without prior notice, and Customer agrees that SFDC will not be liable to Customer or any third party for such termination. Customer is solely responsible for exporting Customer Data from the Free Services prior to terminationofCustomer’saccesstotheFreeServicesf oranyreason, provided that if SFDC terminates Customer’s account, except as required by law SFDC will provide Customer a reasonable opportunitytoretrieveitsCustomerData. SFDC-MSA, October 16,2023 Page 3 of 15 NOTWITHSTANDING THE “REPRESENTATIONS, WARRANTIES, EXCLUSIVE REMEDIES AND DISCLAIMERS” SECTION AND “INDEMNIFICATION BY SFDC” SECTION BELOW, THE FREE SERVICES ARE PROVIDED“AS-IS” WITHOUTANYWARRANTYANDSFDCSHALLHAVENOINDEMNIFICATIONOBLIGATIONSNORLIABILITYOF ANY TYPE WITH RESPECT TO THE FREE SERVICES UNLESS SUCH EXCLUSION OF LIABILITY IS NOT ENFORCEABLE UNDER APPLICABLE LAW IN WHICH CASE SFDC’S LIABILITY WITH RESPECT TO THE FREE SERVICES SHALL NOT EXCEED $1,000.00. WITHOUT LIMITING THE FOREGOING, SFDC AND ITS AFFILIATES AND ITS LICENSORS DO NOT REPRESENT OR WARRANT TOCUSTOMERTHAT:(A)CUSTOMER’SUSEOFTHE FREE SERVICES WILL MEET CUSTOMER’S REQUIREMENTS, (B) CUSTOMER’S USE OF THE FREE SERVICES WILL BE UNINTERRUPTED, TIMELY , SECURE OR FREE FROM ERROR, AND (C) USAGE DATA PROVIDED THROUGH THE FREE SERVICES WILLBEACCURATE.NOTWITHSTANDINGANYTHINGTOTHECONTRARYIN THE “LIMITATION OF LIABILITY” SECTION BELOW, CUSTOMER SHALL BE FULLY LIABLE UNDER THIS AGREEMENT TO SFDC AND ITS AFFILIATES FOR ANYDAMAGESARISINGOUTOFCUSTOMER’SUSEOFTHE FREE SERVICES, ANY BREACH BY CUSTOMER OF THIS AGREEMENT AND ANY OF CUSTOMER’S INDEMNIFICATIONOBLIGATIONSHEREUNDER. 3. USEOFSERVICESANDCONTENT 3.1 Subscriptions. Unless otherwise provided in the applicable Order Form or Documentation, (a)PurchasedServicesanda ccess toContentarepurchasedassubscriptionsforthetermstatedintheapplicableOrderFormorintheapplicableonlinepurchasing portal, (b) subscriptions for Purchased Services may be added during a subscriptiontermatthesamepricingastheunderlying subscription pricing, prorated fortheportionofthatsubscriptiontermremainingatthetimethesubscriptionsareadded,and(c) any added subscriptions will terminate on thesamedateastheunderlyingsubscriptions.Customeragreesthatitspurchasesare not contingent on the delivery of any future functionality or features, or dependent on any oral or written public comments madebySFDCregardingfuturefunctionalityorfeatures. 3.2 Usage Limits. Services and Content are subject to usage limits specified in Order Forms and Documentation. If Customer exceeds a contractual usage limit, SFDC may work with Customer to seek to reduce Customer’s usage so that it conforms to that limit. If, notwithstanding SFDC’s efforts, Customer is unable or unwillingtoabidebyacontractualusagelimit,Customer will execute an Order Form for additional quantities of the applicable Services or Content promptly upon SFDC’s request, and/orpayanyinvoiceforexcessusageinaccordancewiththe“InvoicingandPayment”sectionbelow. 3.3 Customer Responsibilities. Customer will (a) be responsible for Users’ compliancewiththisAgreement ,Documentationand OrderForms,(b)beresponsiblefortheaccuracy,qualityandlegalityofCustomerData,themeansbywhichCustomeracquired Customer Data, Customer’s use of Customer Data with the Services, and the interoperation of any Non-SFDC Applications withwhichCustomerusesServicesorContent,(c)usecommerciallyreasonableeffortstopreventunauthorizedaccesstooruse of Services and Content, and notify SFDC promptly ofanysuchunauthorizedaccessoruse,(d)useServicesandContentonly in accordance with this Agreement, Documentation, the Acceptable UseandExternalFacingServicesPolicyandtheArtifi cial Intelligence Acceptable Use Policy both availableathttps://www.salesforce.com/company/legal/agreements/,OrderFormsand applicable laws and government regulations, and (e) comply with terms of serviceofanyNon-SFDCApplicationswithwhich Customer uses Services or Content. Any use of the Services in breach of the foregoing by Customer or Users thatinSFDC’s judgment threatens the security, integrityoravailabilityofSFDC’sservices,mayresultinSFDC’simmediatesuspensionofthe Services, however SFDC will use commercially reasonable efforts under the circumstances to provide Customer with notice andanopportunitytoremedysuchviolationorthreatpriortoanysuchsuspension. 3.4 Usage Restrictions. Customer will not (a) make any Service or Content available to anyone otherthanCustomerorUsers,or use any Service or Content for the benefit of anyone other than CustomeroritsAffiliates,unlessexpresslystatedotherwisein an Order Form or the Documentation, (b) sell, resell, license, sublicense, distribute, rent or lease any Service or Content, or include any Service or Content inaservicebureauoroutsourcingoffering,(c)useaServiceorNon-SFDCApplicationto store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of third-party privacy rights, (d) use aServiceorNon-SFDCApplicationt ostoreortransmitMaliciousCode,(e)interferewithor disrupt the integrity or performanceofanyServiceorthird-partydatacontainedtherein,(f)attempttogainunauthorizedaccess to any Service or Content or its related systems or networks, (g) permit direct or indirect access to or use of any Services or Content in awaythatcircumventsacontractualusagelimit,oruseanyServicestoaccess,copyorusea nyofSFDCintellectual property except as permitted under this Agreement, an Order Form, or the Documentation, (h) modify, copy, or create derivative works of aServiceoranypart,feature,functionoruserin terfacethereof,(i)copyContentexceptaspermittedherein or in an Order Form or the Documentation, (j) frame or mirror any part of any Service or Content, other than framing on Customer's own intranets or otherwise for its own internal business purposes or aspermittedintheDocumentation,(k)except to the extent permitted by applicable law, disassemble, reverse engineer, or decompile a Service or Content or access itto(1) SFDC-MSA, October 16,2023 Page 4 of 15 build a competitive product or service, (2) build a product or service using similar ideas,features,functio nsorgraphicsofthe Service, (3) copy any ideas, features, functions or graphics oftheService,or(4)determinewhethertheServicesarewithinthe scopeofanypatent. 3.5 Removal of Content and Non-SFDC Applications. If Customer receives notice, including from SFDC, that Content or a Non-SFDC Application may nolongerbeusedormustberemoved,modifiedand/ordisabledtoavoidviolatingapplicablelaw, third-party rights, or the Acceptable Use and ExternalFacingServicesPolicy,Customerwillpromptlydoso.IfCustomerdoes not take required action,includingdeletinganyContentCustomermayhavedownloadedfromth eServices,inaccordancewith the above, or if inSFDC’sjudgmentcontinuedviolationislikelytoreoccur,SFDCmaydisabletheapplicableContent,Service and/or Non-SFDC Application. If requested by SFDC, Customer shall confirm deletion and discontinuance of use of such Content and/or Non-SFDC Application in writing and SFDC shallbeauthorizedtoprovideacopyofsuchconfirmationtoany such third-party claimant or governmental authority, as applicable. In addition, if SFDC is required by any third-party rights holder to remove Content, or receives informationthatContentprovidedtoC ustomermayviolateapplicablelaworthird-party rights,SFDCmaydiscontinueCustomer’saccesstoContentthroughtheServices. 4. NON-SFDCPRODUCTSANDSERVICES 4.1 Non-SFDC Products and Services. SFDC or third parties may make available (for example, through a Marketplace or otherwise) third-party products or services, including, for example, Non-SFDC Applications and implementation and other consulting services. Any acquisition by Customer of such products or services, and any exchange of data between Customer and any Non-SFDC provider, product or service is solely between Customer and the applicable Non-SFDC provider. SFDC does not warrant or support Non-SFDC Applications or other Non-SFDC products or services, whether or not they are designated by SFDC as “certified” or otherwise, unless expressly provided otherwise in an Order Form. SFDC is not responsible for any disclosure, modification or deletion of Customer Data resulting from access by such Non-SFDC Applicationoritsprovider. 4.2 Integration with Non-SFDC Applications. The Services may contain features designed to interoperate with Non-SFDC Applications. SFDC cannot guarantee the continued availability of such Service features, and may cease providing them without entitling Customer to anyrefund,credit,orothercompensation,ifforexampleandwithoutlimit ation,theproviderofa Non-SFDC Application ceases to make theNon-SFDCApplicationavailableforinteroperationwiththecorrespondingService featuresinamanneracceptabletoSFDC. 5. FEESANDPAYMENT 5.1 Fees. Customer will pay all fees specified in Order Forms. Except as otherwise specified herein or in an Order Form,(i)fees are based on Services and Content subscriptions purchased and not actual usage, (ii) payment obligations are non-cancelable andfeespaidarenon-refundable,and(iii)quantitiespurchasedcannotbedecreasedduringtherelevantsubscriptionterm. 5.2 Invoicing and Payment.CustomerwillprovideSFDCwithvalidandupdatedcreditcardinformation,orwithavalidpurchase order or alternative document reasonably acceptable to SFDC. If Customer provides credit card information to SFDC, Customer authorizes SFDC to charge such credit card for all Purchased Services listed in the Order Form for the initial subscription term and any renewal subscription term(s) as set forth in the “Term of Purchased Subscriptions” section below. Such charges shall be made in advance, either annually or in accordance with any different billing frequency stated in the applicable Order Form. If the Order Form specifies that payment will be by a method other than a credit card, SFDC will invoice Customer in advance and otherwise in accordance with the relevant Order Form. Unless otherwisestatedintheOrder Form, invoiced fees are due net 30 days from the invoice date. Customer is responsible for providing complete and accurate billingandcontactinformationtoSFDCandnotifyingSFDCofanychangestosuchinformation. 5.3 Overdue Charges. If any invoiced amount is not received by SFDC by the due date, then without limiting SFDC’s rights or remedies, (a) those charges may accrue late interest at the rate of 1.5%oftheoutstandingbalancepermonth,orthemaximum rate permitted by law, whichever is lower, and/or (b) SFDC may condition future subscription renewals and Order Forms on paymenttermsshorterthanthosespecifiedinthe“InvoicingandPayment”sectionabove. 5.4 Suspension of Service and Acceleration. If any charge owing by Customer under this or any otheragreementforservicesis 30 days or more overdue, (or 10 or more days overdue in the case of amounts Customer has authorized SFDC to charge to Customer’s credit card), SFDC may, without limiting its other rights and remedies, accelerate Customer’s unpaid fee obligationsundersuchagreementssothatallsuchobligationsbecomeimmediate lydueandpayable,andsuspendServicesuntil such amounts are paid in full, provided that, other than for customers paying bycreditcardordirectdebitwhosepaymenthas been declined, SFDC will give Customer at least 10 days’ prior notice that its account is overdue, in accordance with the “MannerofGivingNotice”sectionbelowforbillingnotices,beforesuspendingservicestoCustomer. SFDC-MSA, October 16,2023 Page 5 of 15 5.5 Payment Disputes. SFDC will not exercise its rights under the “Overdue Charges” or “Suspension of Service and Acceleration” section above if Customer is disputing the applicable charges reasonably and in good faith and is cooperating diligentlytoresolvethedispute. 5.6 Taxes. SFDC's fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including, for example, value-added, sales, use or withholding taxes, assessable by any jurisdiction whatsoever (collectively, “Taxes”). Customer is responsible forpayingallTaxesassociatedwithitspurchaseshereunder.IfSFDChasthelegalobligationtopayor collect Taxes for which Customer is responsible under this section, SFDC will invoice Customer and Customer will pay that amount unless Customer provides SFDC with a valid tax exemption certificate authorized by theappropriatetaxingauthority. Forclarity,SFDCissolelyresponsiblefortaxesassessableagainstitbasedonitsincome,propertyandemployees. 6. PROPRIETARYRIGHTSANDLICENSES 6.1 Reservation of Rights.Subjecttothelimitedrightsexpresslygrante dhereunder,SFDC,itsAffiliates,itslicensorsandContent Providers reserve all of their right, title andinterestinandtotheServicesandContent,includingalloftheirrelatedintellectual propertyrights.Norights aregrantedtoCustomerhereunderotherthanasexpresslysetforthherein. 6.2 Access to and Use of Content. Customer has the right to access and useapplicableContentsubjecttothetermsofapplicable OrderForms,thisAgreementandtheDocumentation. 6.3 License by Customer to SFDC. Customer grants SFDC, its Affiliates and applicable contractors a worldwide, limited-term license to host, copy, use, transmit, and display any Non-SFDC Applications and program code created by or for Customer using a Service or for use by Customer with the Services, and Customer Data, each as appropriate for SFDC to provide and ensure proper operation of the Services and associated systemsinaccordancewiththisAgreement.IfCustomerchoosestouse a Non-SFDC Application with a Service, Customer grants SFDC permission to allow the Non-SFDC Application and its provider to accessCustomerDataandinformationaboutCustomer’susageoftheNon-SFDCApplicationasappropriateforthe interoperationofthatNon-SFDCApplicationwiththeService.Subjecttothelimitedlicensesgrantedherein,SFDCacquiresno right, title or interest from Customer or its licensorsunderthisAgreementinortoanyCustom erData,Non-SFDCApplication orsuchprogramcode. 6.4 License by Customer to Use Feedback. Customer grants to SFDC and its Affiliates a worldwide, perpetual, irrevocable, royalty-free license to use,distribute,disclose,andmakeandincorporateintoitsservicesanysuggestion,enhancementrequest, recommendation, correction or other feedback provided by Customer or Users relating to the operation of SFDC’s or its Affiliates’services. 6.5 Federal Government End Use Provisions. SFDC provides the Services, including related software and technology, for ultimate federal government end use in accordance with thefollowing:TheServicesconsistof“commercialitems,”asdefined at FAR 2.101. In accordance with FAR 12.211-12.212 and DFARS 227.7102-4and227.7202-4,asappl icable,therightsofthe U.S. Government to use, modify, reproduce, release, perform, display, or disclose commercialcomputersoftware,commercial computer software documentation, and technical data furnished in connection with the Services shall be as provided in this Agreement, except that, for U.S. Department of Defense end users, technical data customarily provided to the public is furnished in accordance with DFARS 252.227-7015. If a government agency needs additional rights, it must negotiate a mutuallyacceptablewrittenaddendumtothisAgreementspecificallygrantin gthoserights. 7. CONFIDENTIALITY 7.1 Definition of Confidential Information. “Confidential Information” means all information disclosed by a party(“Disclosing Party”) to the other party (“Receiving Party”), whetherorallyorinwriting,thatisdesignatedasconfidentialorthatreasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential Information of Customer includes Customer Data; Confidential Information of SFDC includes the Services and Content, and the terms and conditions of this Agreement and all Order Forms (including pricing). Confidential Information of each party includes business and marketing plans, technology and technical information, product plans and designs, and business processes disclosed by such party. However, Confidential Information does not include any information that (i) isorbecomes generally known to the public without breach of any obligation owed to the DisclosingParty,(ii)wasknowntotheReceiving Party prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (iii) is received from a third party without knowledge of any breach of any obligation owed to the Disclosing Party, or (iv) was independently developed by the Receiving Party. For the avoidance of doubt, the non-disclosure obligations set forth in this “Confidentiality” section apply to ConfidentialInformationexchangedbetweenthepartiesinconnectionwiththeevaluationof additionalSFDCservices. SFDC-MSA, October 16,2023 Page 6 of 15 7.2 Protection of Confidential Information. As between the parties, each party retains all ownership rights in and to its Confidential Information. The Receiving Party will use the same degree of care that it usestoprotecttheconfidentialityofits own confidential information of like kind (but not less than reasonable care) to (i)notuseanyConfidentialInformationofthe Disclosing Party for any purpose outside the scopeofthisAgreementand(ii)exceptasotherwiseauthorizedbytheDisclosing Party in writing, limit access to Confidential Information of the Disclosing Party to those of its and its Affiliates’ employees and contractors who need that access for purposes consistent with this Agreement and who have signed confidentiality agreements with the Receiving Party containing protections not materially less protectiveoftheConfidentialInformationthan those herein. Neither party will disclose the terms of this Agreement or any Order Form to any third party other than its Affiliates, legal counsel and accountants without the other party’s prior written consent, provided that a party that makes any such disclosure to its Affiliate, legal counsel or accountants will remain responsible for such Affiliate’s, legal counsel’s or accountant’s compliance with this “Confidentiality” section. Notwithstanding the foregoing, SFDC may disclose the terms of this Agreement and any applicable Order Form to a contractor or Non-SFDC Application Provider to the extent necessary to performSFDC’sobligationsunderthisAgreement,undertermsofconfidentialitymateriallyasprotectiveassetforthherein. 7.3 Compelled Disclosure. The Receiving Party may disclose Confidential Information of the Disclosing Party to the extent compelled by law to doso,providedtheReceivingPartygivestheDisclosingPartypriornoticeofthec ompelleddisclosure(to the extent legally permitted) and reasonable assistance, at the Disclosing Party's cost, if theDisclosingPartywishestocontest the disclosure. If the Receiving Partyiscompelledby lawtodisclosetheDisclosingParty’sConfidentialInformationaspartof a civil proceeding to which the Disclosing Party is a party, and the Disclosing Party is not contesting the disclosure, the Disclosing Party will reimburse the Receiving Party for its reasonable cost of compiling and providing secure access to that ConfidentialInformation. 8. REPRESENTATIONS,WARRANTIES,EXCLUSIVEREMED IESANDDISCLAIMERS 8.1 Representations.EachpartyrepresentsthatithasvalidlyenteredintothisAgreementandhasthelegalpowertodoso. 8.2 SFDC Warranties. SFDC warrants that during an applicable subscription term (a) this Agreement, the Order Forms and the Documentation will accurately describe the applicable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of Customer Data, (b) SFDC will not materially decrease the overall security of the Services, (c) the Services will perform materially in accordance with the applicable Documentation, and (d) subject to the “Integration with Non-SFDC Applications” section above, SFDC will not materially decrease the overall functionality of the Services. For any breach of a warranty above, Customer’s exclusive remedies are those described in the “Termination” and “RefundorPaymentuponTermination”sectionsbelow. 8.3 Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, NEITHER PARTY MAKES ANY WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND EACH PARTY SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY , FITNESS FOR A PARTICULAR PURPOSEORNON-INFRINGEMENT,TOTHEMAXIMUMEXTENTPERMITTEDBY APPLICABLE LAW. SERVICES PROVIDED FREE OF CHARGE, CONTENT AND BETA SERVICES ARE PROVIDED “ASIS,”ANDASAVAILABLEEXCLUSIVEOFANYWARRANTYWHATSOEVER. 9. MUTUALINDEMNIFICATION 9.1 Indemnification by SFDC. SFDC will defend Customer against any claim, demand, suit or proceeding made or brought againstCustomerbyathirdpartyallegingthatanyPurchasedServiceinfringesormisappropriatessuchthirdparty’sintellectual property rights (a “Claim AgainstCustomer”),andwillindemnifyCustomerfromanydamages,attorneyfeesandcostsfinally awarded against Customer as a result of, orforamountspaidbyCustomerunderasettlementapprovedbySFD Cinwritingof, a Claim Against Customer, provided Customer (a) promptly gives SFDC written notice of the Claim Against Customer, (b) gives SFDC sole control of the defense and settlement of the Claim Against Customer (except that SFDC may not settle any Claim Against Customer unless it unconditionally releases Customer of all liability), and (c) gives SFDC all reasonable assistance, at SFDC’s expense. If SFDC receives information about an infringement or misappropriation claim related to a Service, SFDC may in its discretion and at no cost to Customer (i) modify the Services so that they are no longer claimedto infringe or misappropriate, without breaching SFDC’s warranties under “SFDC Warranties” above, (ii) obtain a license for Customer’scontinueduseofthatServiceinaccordancewiththisAgreement,or(iii)terminateCustomer’ssubscriptionsforthat Service upon 30 days’ written notice and refund Customer any prepaid fees covering the remainder of the term of the terminated subscriptions. The above defense and indemnification obligations do not apply if (I) the allegation does not state with specificity that the Services are the basis of the Claim Against Customer; (II) a Claim Against Customer arisesfromthe use or combination of theServicesoranypartthereofwithsoftware,hardware,data,orprocessesnotp rovidedbySFDC,ifthe Services or use thereof would not infringe without such combination; (III) a Claim Against Customer arises from Services SFDC-MSA, October 16,2023 Page 7 of 15 under an Order Form for which there is no charge; or (IV) a Claim against Customer arises from Content, a Non-SFDC ApplicationorCustomer’sbreachofthisAgreement,theDocumentationorapplicableOrderForms. 9.2 Indemnification by Customer. Customer will defend SFDC and its Affiliates against any claim, demand, suit or proceeding made or brought against SFDC by a third party (a) alleging that thecombinationofaNon-SFDCApplicationorconfiguration provided by Customer and usedwiththeServices,infringesormisappropriatessuchthirdparty’sintellectualpropertyrights,or (b) arising from (i) Customer’s use of the Services or Content in an unlawful manner or in violation of the Agreement, the Documentation, or Order Form, (ii) any Customer Data or Customer’s use of Customer Data with the Services, or (iii) a Non-SFDC Application provided by Customer(each a “Claim Against SFDC”), and will indemnifySFDCfromanydamages, attorney fees and costs finally awarded against SFDC as a result of, or for any amounts paid by SFDC under a settlement approvedbyCustomerinwritingof,aClaimAgainstSFDC,providedSFDC(A)promptlygivesCustomerwrittennoticeofthe Claim Against SFDC, (B) gives Customer sole control of the defense and settlement of the Claim AgainstSFDC(exceptthat Customer may not settle any Claim Against SFDC unless it unconditionally releases SFDC of all liability), and (C) gives Customer allreasonableassistance,atCustomer’sexpense.Theabovedefenseandindemnificationobligationsdonotapplyifa ClaimAgainstSFDCarisesfromSFDC’sbreachof thisAgreement,theDocumentationorapplicableOrderForms. 9.3 Exclusive Remedy. This “MutualIndemnification”sectionstatestheindemnifyingparty’ssoleliabilityto,andtheindemnified party’sexclusiveremedyagai nst,theotherpartyforanythird-partyclaimdescribedinthissection. 10. LIMITATIONOFLIABILITY 10.1 Limitation of Liability. IN NO EVENT SHALL THE AGGREGATE LIABILITY OF EACH PARTY TOGETHER WITH ALL OF ITS AFFILIATES ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEEDTHETOTALAMOUNT PAID BY CUSTOMER AND ITS AFFILIATES HEREUNDER FOR THE SERVICES GIVING RISE TO THE LIABILITY IN THE TWELVE MONTHS PRECEDING THE FIRST INCIDENT OUT OF WHICH THE LIABILITY AROSE. THE FOREGOING LIMITATION WILL APPLY WHETHER AN ACTION IS IN CONTRACT OR TORT AND REGARDLESS OF THE THEORY OF LIABILITY , BUT WILL NOT LIMIT CUSTOMER'S AND ITS AFFILIATES’ PAYMENT OBLIGATIONSUNDERTHE“FEESANDPAYMENT”SECTIONABOVE. 10.2 Exclusion of Consequential and Related Damages. IN NO EVENT WILL EITHER PARTY OR ITS AFFILIATES HAVE ANY LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT FOR ANY LOST PROFITS, REVENUES, GOODWILL, OR INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, COVER, BUSINESS INTERRUPTION OR PUNITIVE DAMAGES, WHETHER AN ACTION IS IN CONTRACT OR TORT ANDREGARDLESSOFTHETHEORY OF LIABILITY , EVEN IF A PARTY OR ITS AFFILIATES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR IF A PARTY’S OR ITS AFFILIATES’ REMEDY OTHERWISE FAILS OF ITS ESSENTIAL PURPOSE. THEFOREGOINGDISCLAIMERWILLNOTAPPLYTOTHEEXTENTPROHIBITEDBYLAW. 11. TERMANDTERMINATION 11.1 Term of Agreement. This Agreement commences on the date Customer first accepts it and continues until all subscriptions hereunderhaveexpiredorhavebeenterminated. 11.2 Term of PurchasedSubscriptions.ThetermofeachsubscriptionshallbeasspecifiedintheapplicableOrderForm.Exceptas otherwise specified in an Order Form, subscriptions will automatically renew foradditionaloneyearterms,unlesseitherparty gives the other written notice (email acceptable) at least 30 days before the end of the relevant subscription term. Except as expressly provided in the applicable Order Form, renewal of promotional or one-time priced subscriptions will be at SFDC’s applicable list price in effect at the time of the applicable renewal. Notwithstanding anything to the contrary, any renewal in which subscription volume or subscription length for anyServiceshasdecreasedfromthepriortermwillresultin re-pricing at renewalwithoutregardto thepriorterm’sper-unitpricing. 11.3 Termination. A party may terminate this Agreement for cause (i) upon 30 days written notice to theotherpartyofamaterial breachifsuchbreachremainsuncuredattheexpira tionofsuchperiod,or(ii)iftheotherpartybecomesthesubjectofapetition inbankruptcyoranyotherproceedingrelatingtoinsolvency,receivership,liquidationorassignmentforthebenefitofcreditors. 11.4 Refund or Payment upon Termination. If this Agreement is terminated by Customer in accordance with the “Termination” section above, SFDC will refund Customer any prepaid fees covering the remainder of the term of all Order Forms after the effective date of termination. If this Agreement is terminated by SFDC in accordance with the “Termination” section above, Customer will pay any unpaid fees covering the remainderofthetermofallOrderFormstotheextentpermittedbyapplicable law. In no event will termination relieve Customer of its obligationtopayanyfeespayabletoSFDCf ortheperiodpriortothe effectivedateoftermination. SFDC-MSA, October 16,2023 Page 8 of 15 11.5 Surviving Provisions. The sections titled “Free Services,” “Fees and Payment,” “Proprietary Rights and Licenses,” “Confidentiality,” “Disclaimers,” “Mutual Indemnification,”“LimitationofLiability,”“RefundorPaymentuponTermination,” “Removal of Content and Non-SFDC Applications,” “Surviving Provisions” and “General Provisions” will survive any termination or expiration of this Agreement, and the section titled “Protection ofCustomerData”willsurviveanytermination orexpirationofthisAgreementforsolongasSFDCretainspossessionofCustomerData. 12. GENERALPROVISIONS 12.1 Export Compliance.TheServices,Content,otherSFDCtechnology,andderivativesthereofmaybesubjecttoexp ortlawsand regulations of the United States and other jurisdictions. SFDC and Customer each represents that it is not on any U.S. government denied-party list. Customer will not permit any User to access or useanyServiceorContentinaU.S.-embargoed country or region (currently the Crimea, Luhansk or Donetsk regions,Cuba,Iran,NorthKorea,orSyria)orasmaybeupdated from time to time at https://www.salesforce.com/company/legal/compliance/ or in violation of any U.S. export law or regulation. 12.2 Anti-Corruption. Neither party has received orbeenofferedanyillegalori mproperbribe,kickback,payment,gift,orthingof value from an employee or agent of the other party in connection with this Agreement. Reasonable gifts and entertainment providedintheordinarycourseofbusi nessdonotviolatetheaboverestriction. 12.3 Entire Agreement andOrderofPrecedence.ThisAgreementistheentireagreementbetweenSFDCandCustomerregarding Customer’s use of Services and Content and supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter. ThepartiesagreethatanytermorconditionstatedinaCustomer purchase order or in any other Customer order documentation (excluding Order Forms) is void.Intheeventofanyconflictor inconsistency among the following documents, the order of precedence shall be: (1) the applicable Order Form, (2) this Agreement, and (3) the Documentation. Titles and headings of sections of this Agreement are for convenience only and shall notaffecttheconstructiono fanyprovisionofthisAgreement. 12.4 Relationship of the Parties. The parties are independent contractors.ThisAgreementdoesnotcreateapartnership,franchise, joint venture, agency, fiduciary or employment relationship between the parties. Each party will be solely responsible for paymentofallcompensationowedtoitsemployees,aswellasallemployment-relatedtaxes. 12.5 Third-PartyBeneficiaries .Therearenothird-partybeneficiariesunderthisAgreement. 12.6 Waiver.NofailureordelaybyeitherpartyinexercisinganyrightunderthisAgreementwillconstituteawaiverofthatright. 12.7 Severability. If any provisionofthisAgreementisheldbyacourtofcompetentjurisdictiontobecontrarytolaw,theprovision willbedeemednullandvoid,andtheremainingprovisionsofthisAgreementwillremainineffect. 12.8 Assignment. Neither party may assign any of its rights or obligations hereunder, whether by operation of law or otherwise, without the other party’s prior written consent (not to be unreasonably withheld); provided, however, either party may assign this Agreementinitsentirety(includingallOrderForms),withouttheotherparty’sconsenttoitsAffiliateorinconnectionwith a merger,acquisition,corporatereorganization,orsaleofallorsubstantiallyallofitsassets.Notwithstandingtheforegoing,ifa partyisacquiredby,sellssubstantiallyallofitsassetsto,orundergoesachangeofcontrol infavorof,adirectcompetitorofthe other party, then such other party may terminate this Agreement uponwrittennotice.Intheeventofsuchatermination,SFDC will refund Customer any prepaid fees covering the remainder of the term ofallsubscriptionsfortheperiodaftertheeffective date of such termination. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respectivesuccessorsandpermittedassigns. 12.9 SFDC Contracting Entity, Notices, Governing Law, and Venue. TheSFDCentityenteringintothisAgreement,theaddress to whichCustomershoulddirectnoticesunderthisAgreement,thelawthatwillapplyinanydisputeorlawsuitarisingoutofor in connection with this Agreement, and the courts that have jurisdiction over any such dispute or lawsuit, depend on where Customerisdomiciled. SFDC-MSA, October 16,2023 Page 9 of 15 ForCustomersdomiciledinNorthorSouthAmerica IfCustomeris domiciledin: TheSFDCentity enteringintothis Agreementis: Noticesshouldbeaddressedto: Governinglawis: Courtswith exclusive jurisdictionare: Anycountry otherthan Brazilor Canada Salesforce,Inc.(f/k/a salesforce.com,inc.), aDelaware corporation SalesforceTower,415Mission Street,3rdFloor,SanFrancisco, California,94105,U.S.A.,attn:VP, WorldwideSalesOperations,witha copytoattn:GeneralCounsel Californiaand controllingUnited Statesfederallaw SanFrancisco, California, U.S.A. Brazil SalesforceTecnologia Ltda. Av.JornalistaRobertoMarinho, 85,14ºAndar-CidadeMonções, CEP04576-010SãoPaulo-SP Brazil SãoPaulo,SP, Brazil Canada salesforce.com CanadaCorporation,a NovaScotia corporation SalesforceTower,415Mission Street,3rdFloor,SanFrancisco, California,94105,U.S.A.,attn:VP, WorldwideSalesOperations,witha copytoattn:GeneralCounsel Ontarioand controlling Canadianfederal law Toronto,Ontario, Canada ForCustomersdomiciledinEurope,theMiddleEast,orAfrica IfCustomeris domiciledin: TheSFDCentity enteringintothis Agreementis: Noticesshouldbeaddressedto: Governinglawis: Courtswith exclusive jurisdictionare: Anycountry otherthan France, Germany,Italy, Spain,orthe United Kingdom SFDCIreland Limited,alimited liabilitycompany incorporatedin Ireland SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sal es Operations,withacopytoattn.: LegalDepartment-Level1,Block A,NovaAtriaNorth,Sandyford BusinessDistrict,Dublin18,Ireland England London,England France salesforce.com France,aFrench S.A.Scompanywitha sharecapitalof 37,000€,registered withtheParisTrade Registryunder number483993226 RCSParis,Registered office:3Avenue OctaveGréard,75007 Paris,France SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sales Operations,withacopytoattn.: LegalDepartment-Service Juridique,3AvenueOctaveGréard, 75007Paris,France France Paris,France Germany salesforce.com GermanyGmbH,a limitedliability company, incorporatedin Germany SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sales Operations,withacopytoattn.: LegalDepartmentErika-Mann-Strasse31-37,80636 München,Germany Germany Munich, Germany SFDC-MSA, October 16,2023 Page 10 of 15 Italy salesforce.comItaly S.r.l.,anItalian limitedliability companyhavingits registeredaddressat PiazzaFilippoMeda 5,20121Milan(MI), VAT/Fiscalcoden. 04959160963 SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sales Operations,withacopytoattn.: LegalDepartment Italy Milan,Italy Spain SalesforceSystems Spain,S.L.,alimited liabilitycompany incorporatedinSpain SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sales Operations,withacopytoattn.: LegalDepartment-Paseodela Castellana79,Madrid,28046,Spain Spain Madrid,Spain United Kingdom SalesforceUK Limited,alimited liabilitycompany incorporatedin England SalesforceUKLimited,Floor26 SalesforceTower,110Bishopsgate, London,EC2N4AY ,United Kingdom,attn:VP,Sales Operations,withacopytoattn: LegalDepartment,SalesforceUK Limited,Floor26SalesforceTower, 110Bishopsgate,London,EC2N 4AY ,UnitedKingdom England London,England ForCustomersdomiciledinAsiaorthePacificRegion IfCustomeris domiciledin: TheSFDCentity enteringintothis Agreementis: Noticesshouldbeaddressedto: Governinglawis: Courtswith exclusive jurisdictionare: Anycountry otherthan Australia, India,Japan,or NewZealand salesforce.com SingaporePteLtd,a Singaporeprivate limitedcompany 5TemasekBoulevard#13-01, SuntecTower5,Singapore, 038985, attn:Director,APACSales Operations,withacopytoattn: GeneralCounsel Singapore Singapore Australiaor NewZealand SFDCAustraliaPty Ltd SalesforceTower,Level39,180 GeorgeSt,SydneyNSW2000,attn: SeniorDirector,Financewithacopy toattn:GeneralCounsel NewSouthWales, Australia NewSouth Wales,Australia India salesforce.comIndia PrivateLimited,a companyincorporated undertheprovisions oftheCompaniesAct, 1956ofIndia salesforce.comIndiaPrivate Limited TorreyPines,3rdFloor, EmbassyGolflinksSoftware BusinessPark BangaloreKarnataka560071, India India Bangalore,India Japan SalesforceJapanCo., Ltd.(f/k/aKabushiki Kaisha Salesforce.com),a Japancorporation 1-1-3,Marunouchi,Chiyoda-ku, Tokyo100-0005,Japan,attn:Senior Director,JapanSalesOperations, withacopytoattn:GeneralC ounsel Japan Tokyo,Japan SFDC-MSA, October 16,2023 Page 11 of 15 12.10 Manner of Giving Notice. Except as otherwise specified in this Agreement, all notices related to this Agreement will be in writing and will be effective upon (a) personal delivery, (b) the second business dayaftermailing,or(c),exceptfornoticesof termination or an indemnifiable claim (“Legal Notices”), which shall clearly be identifiable as Legal Notices, the day of sending by email. Billing-related notices to Customer will beaddressedtotherelevantbillingcontactdesignatedbyCustomer. AllothernoticestoCustomerwillbeaddressedtotherelevantServicessystemadministratordesignatedbyCustomer. 12.11 Agreement to Governing Law and Jurisdiction. Each party agrees to the applicable governing law above withoutregardto choiceorconflictsoflawrules,andtotheexclusivejurisdictionoftheapplicablecourtsabove. 12.12 LocalLawRequirements:France. WithrespecttoCustomersdomiciledinFrance,th efollowingprovisionsshallbeapplicable: (1) Section8.2“SFDCWarranties” isreplacedbythefollowing: 8.2 SFDC Warranties. During an applicable subscription term (a) this Agreement, the Order Forms and the Documentation will accurately describe the applicable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of Customer Data, (b) SFDC will not materially decrease the overall security of the Services, (c) the Services will perform materially in accordance with the applicable Documentation, and (d) subject to the “Integration with Non-SFDC Applications” section above, SFDCwillnotmateriallydecreasetheoverallfunctionalityoftheServices. (2)anewSection12.12.1isaddedasfollows: 12.12.1 PGSSI-S. To the extent Customer is subject to Article L.1111-8 (or any successorthereto)oftheFrenchpublichealth code (Code de la Santé Publique), Customer shall abide by the Global Information Security Policy for the Healthcare Sector (PGSSI-S)pursuanttoArticleL.1110-4-1(oranysuccessorthereto)oftheaforementionedcode. (3)anewSection12.12.2isaddedasfollows: 12.12.2 Exclusions. To the extent permitted under applicable law, the provisions of Article1222and1223oftheFrenchCivil Codeshallinnoeventbeapplicable. (4)anewSection12.12.3isaddedasfollows: 12.12.3 Language. The Parties agree that this Agreement and/or any Documentation and other information or policies referencedorattachedtothisAgreementmaybeinEnglish. (5)anewSection12.12.4isaddedasfo llows: 12.12.4 Independence Towards Third Parties. For the avoidance of doubt, any third parties, including those Customer contracted with to provide consulting and/or implementation services in relationtotheServices,areindependentofSFDCand SFDCshallinnoeventberesponsiblefortheiractsoromissions,includingwhensuchactsoromissionsimpactCustomer’suse oftheServices. (6) in theeventofanyconflictbetweenanystatutorylawinFranceapplicabletoCustomer,andthetermsandconditionsofthis Agreement,theapplicablestatutorylawshallprevail. 12.13 Local Law Requirements: Germany. With respect to Customers domiciled in Germany, Section 8 “REPRESENTATIONS, WARRANTIES, EXCLUSIVE REMEDIES AND DISCLAIMERS”, Section 9.3 “Exclusive Remedy”, and Section 10 “LIMITATIONOFLIABILITY”ofthisAgreementarereplacedwiththefollowingsectionsrespectively: 8WARRANTIESFORCUSTOMERSDOMICILEDINGERMANY 8.1 Agreed Quality of the Services. SFDC warrants that duringanapplicablesubscriptionterm(a)thisAgreement,theOrder Forms and the Documentation will accurately describe the applicable administrative, physical, and technical safeguards for protection of the security, confidentiality and integrity of Customer Data, (b) SFDC will not materially decrease the overall security of the Services, (c) the Services will perform materially in accordance with the applicable Documentation, and (d) subject to the “Integration with Non-SFDC Applications” section above, SFDC will not materially decrease the overall functionalityoftheServices. SFDC-MSA, October 16,2023 Page 12 of 15 8.2 Content. SFDC is not designating or adopting Content as its own and assumes no warranty or liability for Content. The parties agree that the “Reporting of Defects”, “Remedies resulting from Defects” and “Exclusions” section shall apply accordinglytoSFDC’sresponsibilityintheeventSFDCisdeemedresponsibleforContent byacourtofcompetentjurisdiction. 8.3 Reporting of Defects. Customer shall report any deviation of the Services from the “Agreed Quality of the Services” section (“Defect”) to SFDC in writing without undue delay and shall submit a detailed description of the Defect or, if not possible, of the symptoms of the Defect. Customer shall forward to SFDC any useful information available to Customer for rectificationoftheDefect. 8.4 Remedies Resulting from Defects. SFDC shall rectify any Defect within areasonableperiodoftime.Ifsuchrectification fails, Customer may terminate the respective Order Form provided that SFDC had enough time for curing the Defect. In the “Refund or Payment upon Termination” section, sentence 1 and sentence 3shallapplyaccordingly. IfSFDCisresponsiblefor the Defect or if SFDC is in default with the rectification, Customer may assert claims for the damage caused in the scope specifiedinthe“LimitationofLiability”sectionbelow. 8.5 Defects in Title. Defects in title of the Services shall be handled in accordance with the provisions of Clause 9 “Mutual Indemnification”. 8.6 Exclusions.CustomershallhavenoclaimsunderthisClaus e8“Warranty”ifaDefectwascausedbytheServicesnotbeing usedbyCustomerinaccordancewiththeprovisionsofthisAgreement,theDocumentationandtheapplicableOrderForms. 9.3 Liability resulting from Indemnification for Customers domiciled in Germany. The below “Limitation of Liability” sectionshallapplytoanyclaimsresultingfromthis“MutualIndemnification”section. 10.LIMITATIONOFLIABILITYFORCUSTOM ERSDOMICILEDINGERMANY 10.1UnlimitedLiability.ThePartiesshallbemutuallyliablewithoutlimitation (a)intheeventofwillfulmisconductorgrossnegligence, (b)withinthescopeofaguaranteetakenoverbytherespectivep arty, (c)intheeventthatadefectismaliciouslyconcealed, (d)incaseofaninjurytolife,bodyorhealth, (e)accordingtotheGermanProductLiabilityLaw. 10.2LiabilityforBreachofCardinalDuties.Ifcardinaldutiesareinf ringedduetoslightnegligenceandif,asaconsequence, the achievement of the objective of this Agreement including any applicable Order Form is endangered, or in the case of a slightly negligent failure to comply with duties, the very discharge of which is an essential prerequisite for the proper performance of this Agreement (including any applicable Order Form), the parties’ liability shall be limited to foreseeable damagetypicalforthecontract.Inallotherrespects,anyliabilityfordamagecausedbyslightnegligenceshallbeexcluded. 10.3 Liability Cap. Unless the parties are liable in accordance with “Unlimited Liability” section above,innoeventshallthe aggregate liability of each party together with all of its Affiliates arising out of or related to this Agreement exceed the total amount paid by Customer anditsAffiliateshereunderfortheServicesgivingrisetotheliabilityinthe12monthsprecedingthe first incident out of which the liability arose. The foregoing limitation will not limit Customer’s and its Affiliates’ payment obligationsunderthe“FeesandPayment”sectionabove. 10.4 Scope. With the exception of liability in accordance with the “Unlimited Liability” section, the above limitations of liability shall apply to all claims for damages, irrespective of the legal basis including claims for tort damages. The above limitations of liability also apply in the case of claims for a party’s damages against the respective other party’s employees, agentsorbodies. 12.14 Local Law Requirements: Italy. With respect to Customers domiciled inItaly,Section5.2“InvoicingandPayment”,Section 5.3 “Overdue Charges”, and Section 12.2 “Anti Corruption” of this Agreement are replaced with the following sections respectively: 5.2.InvoicingandPayment 5.2.1 Invoicing and Payment. Fees will be invoiced in advance and otherwise in accordance with the relevant Order Form. Unless otherwise stated in the Order Form, fees are due net 30 days from the invoice date. The parties acknowledge that invoices are also be submittedelectronicallybySFDCinaccordancewiththe“Electron icInvoicing”sectionbelowthroughthe Agenzia delle Entrate’s Exchange System (SDI – Sistema di Interscambio) and any delay due to the SDI shall not affect the SFDC-MSA, October 16,2023 Page 13 of 15 foregoing payment term. Customer shall be responsible for providing completeandaccuratebillingandcontactinformationto SFDCandshallnotifySFDCofanychangestosuchinformation. 5.2.2 Electronic Invoicing. The invoice will be issued in electronic format as defined in article 1, paragraph 916, ofLawno. 205 of December 27, 2017, which introduced the obligation of electronic invoicing,startingfromJanuary1,2019,forthesale of goods and services performed between residents, established or identified in the territory of the Italian State. To facilitate such electronic invoicing, Customer shall provide to SFDC at least the following information in writing: Customer full registered company name, registered office address, VAT number, tax/fiscal code and any additional code and/or relevant information required under applicable law. In any event, the parties shall cooperate diligently to enable such electronic invoicing process. Any error due to the provision byCustomerofincorrectorinsufficientinvoicinginformationpreventing(a) SFDC to successfully submit the electronicinvoicetotheSDIor(b)theSDItodulyandeffectivelyp rocesssuchinvoiceor(c) which, in any event, requires SFDC toissueaninvoiceagain,shallnotresultinanextensionofthepaymenttermsetoutinthe “Invoicing and Payment” section above, and such term shall still be calculated from the date of the original invoice. SFDC reserves the right to provide any invoice copy in electronic form via email in addition to the electronic invoicing described herein. 5.2.3 Split Payment. If subject to the “split payment” regime, Customer shall be exclusively responsible for payment of any VAT amount due, provided that Customer shall confirm to SFDC theapplicabilityofsuchregime and,ifapplicable,Customer shall provide proof of such VAT payment to SFDC and, if applicable, Customer shall provide proof of such VAT payment to SFDC. 5.3 Overdue Charges. Subject to the “Payment Disputes” section below, if any invoiced amount isnotreceivedbySFDCby the due date, thenwithoutlimitingSFDC’srightsorremedie s,thosecharges,withouttheneedfornoticeofdefault,mayaccrue late interest at the rate of 1.5% of the outstanding balance per month, or the maximum rate permitted by law (Legislative Decree no. 231/2002), whichever is lower and/or (b) SFDC may condition future subscription renewals and Order Forms on paymenttermsshorterthanthosespecifiedinthe“InvoicingandPayment”sectionabove. 12.2Anti-Corruption. 12.2.1 Anti-Corruption. Neither party has received or been offered any illegal or improper bribe, kickback,payment,gift,or thing of value from an employee or agent of the other party in connection with this Agreement. Reasonable gifts and entertainmentprovidedintheordinarycourseofbusinessdonotviolatetheaboverestriction. 12.2.2 Code of Conduct and Organization, Management and Control Model. Customer acknowledges that SFDC has adopted an Organization, Management and ControlModelpursuanttoLegislativeDecree231/2001topreventcrimesprovided for therein and commits to comply with the principles contained in the above Legislative Decree 231/2001 and in the SFDC Code of Conduct which is available at the following link: https://www.salesfo rce.com/content/dam/web/en_us/www/documents/legal/sfdc-code-of-conduct.pdf. Customer also acknowledges andagreesthattheviolationoftheprinciplesandtheprovisionscontainedinLegislativeDecree231/2001andi n the SFDC Code of Conduct byCustomermayentitleSFDC,basedontheseverityoftheviolation,toterminatethisAgreement forcauseassetoutinSection11.3(i)above. 12.15 Local Law Requirements: Spain. With respect to Customers domiciled in Spain, in the event of any conflict between any statutory law in Spain applicable to Customer, and the terms and conditions of this Agreement, the applicable statutory law shallprevail. 12.16 LocalLawRequirements:India.WithrespecttoCustomersdomiciledinIndia,thefollowingshallapply: 12.16.1VenueandArbitration A. Subject to the “Arbitration” Section below, the courts located in Bangalore, India shall have exclusive jurisdictionoverany dispute relating to this Agreement, and each party hereby consents to the exclusive jurisdiction of such courts. Without prejudice to the generality of theforegoing,thecourtsatBengaluru,Indiashallhaveexclusivejurisdictiononmattersarising from,relatingto,orinconnectionwith anawardmadeunderthe“Arbitration”Sectionbelow. B. Arbitration. In the event of any dispute, controversy or claim between the Parties hereto arising out of or relating to this Agreement, the Parties shall first seek to resolve the dispute in good faith through informal discussion. If such dispute, controversy, or claim cannot be resolved informally within a period of 10 (ten) business days from the date on which the dispute arose, the Parties agree that it shall be settled by binding arbitration to be held before a panel consisting of3(three SFDC-MSA, October 16,2023 Page 14 of 15 arbitrators), where each Party shall appoint an arbitrator and such arbitrators shall appoint the thirdandpresidingarbitrator. The arbitration shall be conducted in accordance with provisions of the (Indian) Arbitration and Conciliation Act, 1996, as amended fromtimetotime(ArbitrationAct).TheseatandvenueofthearbitrationshallbeBangalore,India.Thelan guageof the arbitration shall be English. The Parties agree that any of them may seek interim measures under section 9 of the Arbitration Act, including injunctive relief in relation to the provisions of this Agreement or the Parties' performance of it from courts inBengaluru,India,withoutprejudicetoanyotherrightthePartiesmayhaveundertheArbitrationActandother applicable laws. The arbitration panel's decision shall be final, conclusive and binding on the parties to the arbitration. The Parties shall each pay one-half of the costs and expenses of such arbitration, and each shall separately pay its respective counsel fees and expenses. The prevailing Party may, in thejudgementofthearbitrationpanel,beentitledtorecoveritsfees and expenses. All dispute resolution proceedings, all matters pertaining to such proceedings and all documents and submissions made pursuant thereto shall be strictly confidential and subjecttotheprovisionsof“Con fidentiality”Sectionof thisAgreement. 12.16.2Section5.2“InvoicingandPayment”ofthisAgreementisreplacedwiththefollowingsection: 5.2InvoicingandPayment 5.2.1 Invoicing andPayment.Unlessotherwisestatedin theOrderForm,invoicedfeesareduenet30daysfromtheinvoice date. Customer is responsible for providing complete and accurate billing and contact information to SFDC and notifying SFDC of any changes to such information. The parties acknowledge that invoices are also tobesubmittedelectronicallyby SFDC in accordance with the “Electronic Invoicing” section below through the Government of India’s e-invoicing system (“GST Portal”) and any delay due to such submission shall not affect the foregoing payment term. Customer shall be responsible for providing complete and accurate billing and contact information to SFDC and shall notify SFDC of any changestosuchinformation. 5.2.2 Electronic Invoicing. Customer shall provide to SFDC at least the following information in writing to facilitate electronic invoicing: Customers full registered company/legal entity name, registered office address, goods andservicestax identification number, address and/or relevant information required under applicable law. In any event, the parties shall cooperate diligently to enable such electronic invoicing process.Anyerror/delayinissuanceof theelectronicinvoicedueto: (a) the provision by Customer of incorrect or insufficient invoicing information preventing SFDC from successfully submitting the electronic invoice to the GST Portal; or (b) the GST Portal and/or any other government authority (or their designated agent/agency) not being able to duly and effectively process such invoice;or(c)anyeventwhichrequiresSFDC to issue an invoice again; shall not result inanextensionofthepaymenttermsetoutinthe“InvoicingandPayment”section above, and such term shall still be calculated from the date of the original invoice. SFDC reserves the right to provide any invoicecopyinelectronicformviaemailinadditiontotheelectronicinvoicingdescribedherein. 12.17 Local Law Requirements: United Kingdom.Withrespec ttoCustomersdomiciledintheUnitedKingdom,Section 12.3“EntireAgreementandOrderofPrecedence”ofthisAgreementisreplacedwiththefollowingsection: 12.3 Entire Agreement and Order of Precedence. This Agreement is the entire agreement between SFDC and Customer regarding Customer’s use of Services and Content and supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter. No representation, undertaking or promise shall be taken to have beengivenorbeimpliedfromanythingsaidorwritteninnegotiations between the parties prior to this Agreement except as expressly stated in this Agreement. Neither party shall have any remedy in respect of any untrue statement made by the other upon which that party relied in entering this Agreement(unlesssuchuntruestatementwasmadefraudulently)andthatparty'sonlyremediesshallbeforbreachof contract as provided in this Agreement. The parties agree that any term or condition stated in a Customer purchase order or in any other Customer order documentation (excluding OrderForms)isvoid.Intheeventofanyconflictor inconsistency among the following documents, the order of precedence shall be: (1) the applicable Order Form,(2) this Agreement, and (3) the Documentation. Titles and headings of sections of this Agreement are for convenience onlyandshallnotaffecttheconstructionofanyprovisionofthisAgreement. SFDC-MSA, October 16,2023 Page 15 of 15 Bid Zip RFP #4514/Prudence B2B, LLC_1004113/TabulationByVendor_RFP#4514_orgId_1004113.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Prudence B2B, LLC Page of 1 1 General Comments: Thank you for giving us the opportunity to respond to this bid. Please feel free to reach out to us for any questions or additional details anytime. Looking forward to working with the County Staff for this opportunity. General Attachments: PrudenceB2B-Titan Proposal for County of Hawaii RFP4515 v2.pdf Prudence GEMS Features RFP 4514 - Supporting Document.pdf Bid Zip RFP #4514/Prudence B2B, LLC_1004113/PrudenceB2B-Titan Proposal for County of Hawaii RFP4515 v2.pdf This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed--in whole or in part--for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this Offeror as a result of--or in connection with--the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. Submitted by: Prudence B2B, LLC Mr. Mouli Somayajula, President & Chief Executive Officer 106 Shakespeare Street Morrisville, NC 27560 Phone: (919) 279-0352 Email: mouli.somayajula@prudenceb2b.com www.prudenceb2b.com | DUNS: 118675704 | TIN: 88-1741978 Submitted to: Purchasing Division Department of Finance County of Hawaiʻi 25 Aupuni Street, Suite 1101 Hilo, Hawaiʻi 96720 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP: 4514 Due: October 18th, 2023 12:30 PM EDT County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 2 2.1 LETTER OF TRANSMITTAL January, 24th 2024 Purchasing Division Department of Finance Subject: Prudence B2B’s Response to Request for Proposal (RFP): RFP 4514: Electronic GrantMaking Management and Reporting System. On behalf of the Prudence B2B, I am pleased to provide our response to County of Hawaiʻi, RFP 4515: Electronic Grant-Making Management and Reporting System. We have expertise that aligns with the RFP requirements and will help achieve the objectives of this effort. The following information from the RFP is duly signed and added to the information as per instructions in the RFP under section 2.1 Letter of Transmittal on page 4. My signature below certifies that I agree to abide by all conditions of this Request for Proposal (RFP) and that I am authorized to sign this information. My signature is fully authorized to bind with respect to the goods, services, pricing, terms and conditions listed herein. Complete Legal Name of Firm: Prudence B2B, LLC Address: 800 Park Offices Dr, Suite 3317, Research Triangle Park, NC 27709 Signature: Email: mouli.somayajula@prudenceb2b.com Name (type/print): Mouli Somayajula Title: President & CEO Phone: 919-279-0352 Fax: Proposal Dated: January, 24th , 2024 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 3 2.2 TABLE OF CONTENTS 2.1 Letter of Transmittal ......................................... .............................................................................. 2 2.2 Table of Contents ................................................................................................ ............................ 3 2.3 Executive Summary ........................................................................................................................ 1 2.4 Company Background .................................................................................................................. 2 2.4.1 Experience and Organizational Capacity ......................... ................................................................... 2 2.4.2 Past Performance (References) ............................................................................................ ..................... 4 2.5 Technical Specifications and Functional Requirements ........................................................ 8 Mandatory Requirements .................................... ............................................................................................................. 12 2.6 Implementation, Project Management, Training and On-Going Support ........................ 14 2.6.1 Implementation ..................................................................................................................................................14 2.6.1 Project Management .......................................................................................................................................15 2.6.2 Training .................... ............................................................................................................................................... 18 2.6.3 System Support ............................... ....................................................................................................................19 2.7 System Reporting and Data Integration ...................................... ............................................ 20 2.7.1 Reports.......................................................................................................................................... .......................... 20 2.7.2 Integration ....................................................................................................................................................... ..... 20 2.8 System Documentation ............................................................................................................... 21 2.9 Cost Proposal................................. ................................................................................................. 21 2.10 License and On-Going Service and Support Agreements ......................................... ........... 22 2.10.1 License Agreement ..........................................................................................................................................22 2.10.2 On-Going Service and Support ................................................................................................................23 2.11 Offer Material and Additional Information .............................................................................. 23 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 1 2.3 EXECUTIVE SUMMARY Prudence B2B is a software company that specializes in developing grant management solutions for businesses and organizations. Our software streamlines the grant application process, making it easier for businesses to secure funding from government agencies, foundations, and other sources. Our goal is to help businesses grow and expand by providing them with the tools they need to successfully navigate the grant application process. Our offering as a solution to County of Hawaiʻi’s current GMS requirement is a commercial off-the-shelf (COTS) product called Prudence Grants Enablement and Monitoring System (GEMS), open to customization. Prudence GEMS is developed in the Salesforce platform, which provides a lot of flexibility in terms of configuration and customization for any organization’s needs. Prudence GEMS is a robust end-to-end online grants management software powered by the Salesforce platform. Adaptable to suit multiple unique application processes, Prudence GEMS enables organizations to create interactive online application forms; collect, manage, and review applications; and track application progress in real-time. With Prudence GEMS, organizations of all sizes can manage the full lifecycle of their grant programs on a single, centralized platform. Key Features include: - Build interactive application forms - Salesforce integration to plug into CRM system - Customize workflows with multiple application stages and requirements to suit unique grant program processes - Manage lifecycle communications and alerts including award letters - Secure review and evaluation platform accessible by multiple internal and external reviewers - Automated reviewer assignment of applications - Full lifecycle application management, scoring, and tracking - Reports and dashboards For this effort, we are teaming up with Titan to build external portals for Prudence GEMS. Titan - is a certified ISV partner for Salesforce.com with over three hundred and fifty (350) five star ratings on the Salesforce AppExchange and several thousand customers in virtually every Certifications • Salesforce Certified Consulting Services Partner (CSP) • Salesforce Certified Independent Software Vendor (ISV) • NMSDC Certified Minority Business Enterprise (MBE) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 2 industry and market sector. Our suite of applications make digital engagement better for Salesforce, including building and supporting portals, forms, docs, sign, surveys, commerce, CLM, and OCR. Differentiators include: zero coding, common UI/UX, patented bi-directional integration with Salesforce standard and custom objects, much faster build and go-to-market times, very competitive pricing, and one place to go for customer success, versus cobbling together multiple point solutions from different vendors. The Titan platform was built from the ground up with security as a top priority, and our certifications include: SOC2, GDPR, ISO, 508, HIPAA, PCI, CCPA, PIPEDA and more. Our website provides a wealth of information and resources for clients and partners, including free access to the Titan Academy with thousands of videos, customer success stories, a link to a knowledge base, access to customer support, the ability to suggest feature requests, access to blogs, the ability to create cases/trouble tickets, access to information about integrations, and more. Please find additional information on Titan at www.titandxp.com. 2.4 COMPANY BACKGROUND 2.4.1 Experience and Organizational Capacity This effort will be closely administered by • Mr. Mouli Somayajula, President & CEO, Prudence B2B, LLC o (Email: mouli.somayajula@prudenceb2b.com and Phone: 919-279-0352) • Mr. Eric Rickford, Chief Operating Officer, Prudence B2B, LLC o (Email: eric.rickford@prudenceb2b.com and Phone: 240-286-2529) Mouli Somayajula’s Bio ● President & CEO of Prudence B2B, LLC and Prudence B2B (Guyana), INC., Mouli Somayajula brings over two decades of versatile IT experience, spanning distinguished roles across Federal, Regulated (Healthcare & Life Sciences), and Global Organizations. As an accomplished business liaison and project development manager, he has masterfully orchestrated multifaceted projects and business initiatives. Mouli's prowess extends to direct collaboration with business SMEs, Product Owners, Functional Department Heads, Directors, and Senior Leadership teams. He plays a pivotal role in understanding business needs, bridging requirements, and partnering with IT teams to drive the creation and implementation of suitable solutions. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 3 ● With a Masters in Business Management from Colorado State University and a gamut of certifications, including PMP, Salesforce Admin, Sales Cloud, Service Cloud, Marketing Cloud, and Community Cloud, Mouli has excelled in steering large-scale Salesforce implementations and crafting innovative business solutions. His extensive portfolio encompasses Marketing Cloud, Sales Cloud, Service Cloud, Health Cloud, CPQ, Integrations, Migrations, and Communities. ● Furthermore, Mr. Somayajula is highly regarded for his instrumental role in managing Grants Management projects. His contributions have left an indelible mark on pivotal government initiatives, including implementing o Implemented Grants Management for the State of New Hampshire, enhancing support for diverse programs like the Child Care Information System (CCIS), Quality Recognition and Improvement System (QRIS), Child Care Search Portal, and American Rescue Plan Act (ARPA) Grants. o Implemented Grants Management for the State of Virginia's Child Care Stabilization Grant Program o Played a crucial role in implementing Grants Management solutions for the American Rescue Plan Act (ARPA) Program for local governments in the State of Utah. ● Mouli's remarkable journey underscores his commitment to steering transformative projects, fostering innovation, and achieving remarkable outcomes. Eric Rickford’s Bio Chief Executive Officer Prudence B2B, LLC with over thirty-three years of experience in Project and Program Management. Diverse business and budget experience in television broadcast industry (Howard University Television and Public Broadcasting Service) biomedical with Federal Government (National Institutes of Health) and County Government (Department of Health and Human Services). • Manage $200 Million during COVID-19 period, inclusive of $130 million in grants. • Grants Management Expert, specifically subject matter expert in financial grants management, grants performance, grants agreement, data use agreement, grants reporting, and grants close out, Coordinate and collaborate with County Finance on all grants reporting on State, Federal and Private Grants levels. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 4 • Budget Planning, Projections and Analysis. Prepare annual fiscal year budget plans for one of the five divisions of the Department of Health and Human Services. Respond to Office of Management and Budget to provide key justification for projected spending and perform quarterly analysis on current expenditures. • Fiscal Contracts Management - Fiscal responsible for over one hundred contracts valued at $45 million. • Education – MBA Technology Management 2.4.2 Past Performance (References) Project Name: Child Care Stabilization Grant Program Client: State of Virginia Business Value: The Virginia Department of Education seeks to implement a Grants Management system on the Salesforce platform for the purposes of facilitating the application, review approval and distribution of one time grant payments to child care professionals and report on the grant application and funds distribution processes. The department currently uses traditional processes to collect, review, approve and report on the application and funds distribution processes. Automating the grant application and review process will enable child care professionals to seamlessly apply for and receive approval for grants, submit any invoices and report on expenditures. It will enable VA DOE to collect, track, monitor and report on key funding metrics at both state and federal level and service any public records requests for several years down the road. Description: The objective is to implement Grants and Proposals Management application on the Salesforce platform. The Grants and Proposals Management application enabled VA DOE to manage, approve and monitor the distribution of your state's Child Care Stabilization Grants appropriated in Coronavirus Response and Relief Supplemental Appropriations (CRRSA) and the American Rescue Plan (ARP) Act. The easy-to-use application enables your agency to focus on the mission at hand by minimizing non-value-added steps, and save time, resources, and money. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 5 Services: • Created branded user experience for Providers and Professionals to complete the application process including pre-screening and capture applicant information including applicant (Provider and Professional information), demographic Info for individual/entity (name, address, city, state, zip code and contact info), and Tax Information for Individual and Entity. With a focus on the end-user experience, the team ensured comprehensive data capture in an easy-to-use environment • Developed the system to capture and manage the application process from intake through determination. Leveraging out of the box functionality, including workflow, alerts and notifications, and user management, the system will provide a centralized system for tracking all data, actions, and related communications associated with an application, entity, and contacts. Additionally, the Grant Management solution delivered powerful reporting capabilities to meet internal, State, and Federal requirements. • Reports and Dashboards: The solution was developed to provide numerous reports and dashboards specific to ARPA needs, including tracking total awards vs. available funds, breakdown of awards based on demographics, and reports based on Federal Requirements. Also, the team has provided the training to enable non-technical users to create and run reports and/or dashboards easily. • The solution helped automate the fund management and calculations at the Higher level, Agencies Level, and also the Project Level. This helped boost overall efficiency by increasing visibility and communication through internal communication (Chatter) and data visualizations with real-time reports and dashboards. Project Name: Budget Management and Financial Schedules Client: Montgomery County Business Value: Streamline and centralize Office of Budget Management processes and data analytics, provide consulting to IT delivery team to track and manage budgets, forecasts, financial analysis reports, year-end reports and dashboards. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 6 Description: The objective is to streamline and centralize various data structures related to budgets and financials for Montgomery County. Services: • Prepared Indirect Cost Schedule; Initiated and Implemented Initiative and Productivity Improvements. Developed Mission Statement Program Description. Prepared State and Federal Cuts Impact Schedule. • Developed Budget Expenditure Detail Reallocation Process. Prepare Quarterly Analysis Report. Develop and Implemented Budget Reduction and Savings Plan. Projected and Developed Future Fiscal Impact Schedule. Prepared Journal Entries. Prepared Montgomery County Production Report – Maintenance Level Submission for Sustainable Budget Planning. Prepared Budget for Fiscal Hunger Program and Sponsorship Donation Schedule. Prepared Annual Liquidation Schedules and Accruals Schedules. • Prepared written response to budget questions from Montgomery County Maryland, Office of Management and Budget, Office of the County Executive and to the County Council in preparation of annual budget. • Prepare Decision Memorandums for County Council Resolution, Prepare Special Appropriation request and Supplemental Budget Request along with draft Resolution and memorandum for County Council approvals. • Review and approve over one hundred contracts valued over $45 Million. Review scope and contract budget. Work with the Contract Management Team and Procurement Department ensuring contracts are delivered on time. Work with Fiscal Compliance Team to ensure Service Providers are in compliance with contract requirements. Advise Program Team on types of contracts applicable to their needs. • Liaison with Personnel Office. Review and approve Position Description. Review and confirm Position Exemption Schedule, Vacancy Schedule, Selection, Memorandums, Position Reclassifications request, Property Separation Checklist, Served on Interview Panel and Rated Resumes for Open Positions • Coordinate with Information Technology on Homeless Management Information Contract. Approve Purchases of IT Equipment. Coordinate Set Up New Employees for VPN and Network Access • Communicate both written and orally and attend at various levels including executive, commissions. Serve on Health and Human Services Excellence Committie, Health and Human Services Policy Committee and as Legislative Liaison to County Council Staff relative to budget and expenditure enquiries. • Efficient in Oracle eBusiness (EBD\ERP); Enterprise Business Intelligence and Reporting; Standard Report County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 7 • General Ledger; Purchasing; Accounts Payable; Projects and Grants; Payroll; Overtime Report and developed customized reports. • Provide Subject Matter Expert for Software Development in Grants Management and Homeless Management Information System Project Name: OneForce Client: Abbot Labs Business Value: Enable OneForce capabilities for the US Commercial Organization, provide an accelerated path to physician-level engagement tracking, Contact Governance and consolidate into one system for better management of Global Data Description: The objective of OneForce is to migrate multiple instances of application to one environment for better data analytics, pipeline and forecasting. The majority of supported applications were custom built with complex business processes and integration points to other systems and other government agencies. We have implemented Salesforce CRM to manage Abbott Labs’s Accounts, Contacts, Opportunities and end-to-end Sales Processes. The Salesforce CRM was customized to fulfill the client’s business processes along with several dashboards and reports for efficient data analytics. We worked with Business Partners, BRM group and Salesforce Delivery team to align the business requirements, data migration requirements and legacy system decommissioning. Services: • Facilitated planning, design, development, delivery, and support activities for IT solutions across all relevant business functions • Provided functional analysis on Account Management, Contact Management, Reports & Dashboards, Data Migration Strategy • Implemented JIRA to follow Agile methodology for the development activities to collaborate teams across multiple countries • Engaged with Change Ambassadors during capabilities demos and working with OCM to streamline Deployment Plan to align with Delivery Plan for Salesforce capabilities within OneForce system • Worked with various teams for integrations to streamline Contact data from different systems within the organization County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 8 • Analyzed the Data Mappings from previous version of Salesforce application and other sources • Implemented Data Migration from various sources to Salesforce application • Participated in the development of conceptual and logical architecture, features and object model diagramming for most complex business processes • Lead the team in providing design, develop, and maintain a technical solution to support client's business requirements and follows best practices • Developed and implemented extensive data structure to accommodate very complex data related to Products, Customers, Sales and built robust dashboards for data analytics, forecasting and planning 2.5 TECHNICAL SPECIFICATIONS AND FUNCTIONAL REQUIREMENTS We understand the current pain points with no proper system for Department of Research and Development programs and services. Most frequent issues are, but not limited to, complete reliance on manual processes, redundant submission and review of information, and inefficient process for tracking required documentation. It may not have a risk-based audit/review process; data needed to report out to executive level is not easily accessible; and program integrity response is reactive rather than proactive. Other shortcomings could include, lack of clarity and frequent changes in requirements from oversight agencies not aligned with system update schedule; and required forms changing frequently, however, timely updates not always available, with each agency having unique forms related to their programs. Keeping these pain points in mind, we have customized our GEMS solution with the following key features: ● One stop shop’ for all programs and services ● Intuitive Interface for internal and external users ● Highly advanced Case Management processes ● Robust workflow management and automation processes ● Approval process made easy with internal reviews ● Interfaces with financial systems and, where possible, other online systems ● GEMS Portal with online forms submission, ability to apply for programs/projects ● Centralized beneficiary data and information sharing ● Transparency and reporting on steps, timeframes and roles County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 9 ● High visibility into funding life cycle ● Online Contract and Invoice Management ● Robust in-built reports and dashboards for better data management Figure 1 below provides an overview of the GEMS Persona Journey. Figure 2 below is a sample applicant journey from application submission, application award to payment approval. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 10 Figure 3 below is a sample Grant Approver journey from application receiving, review, awards, and monitoring. Figure 4 below is GEMS Features and Object Model. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 11 Prudence GEMS streamlines allocations and facilitates interaction among all stakeholders involved in the grant management process, supporting them in discharging their functions; allows grant recipients to submit project proposals online; financial and narrative reporting is therefore done in real time, together with any project revisions; system provides real time tracking of processes, tasks, reminders, and feedback. Our robust GMS mechanism allows fund managers to oversee and monitor business processes. The system is integrated with other related online systems, including above mentioned agencies’ Contribution Tracking System, and Financial Tracking Service. This real time access to data allows our clients/partners to quickly provide information and analysis on questions raised both at the field and headquarters level. Our GMS strengthens the organization’s capacity to effectively implement a riskbased management approach. The system not only supports fund managers in the implementation of due diligence processes but also allows for proper monitoring and accounting of fund management performance. Figure 1: Proposed GEMS Key Features County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 12 The system monitors the speed and the quality of different processes, including allocations, disbursement of funds, monitoring, reporting and audits. Prudence B2B ensures County’s objectives are met in a timely manner in all its efforts, within the budget and according to a specified timeline. Mandatory Requirements Table 2- Mandatory Requirements Yes No Description Hypertext Transfer Protocol Secure (HTTPS). X GEMS is hosted on Salesforce Cloud platform which is highly secured Compability across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microso Edge; Mobile Safari (iOS); and Safari (Mac). X GEMS supports the following web browsers: • Google • Chrome • Firefox • Internet Explorer • Safari GEMS is available via Salesforce App for any mobile or tablet device with IOs and Android County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 13 ADA Compliance: WCAG 2.0 levels A and AA. X GEMS is built on Salesforce Platform which is provides a Web Content Accessibility Guidelines (WCAG) Revised 508 Standards and EN 301 549 Standards and incorporates technology to allow for greater accessibility and usability of the Prudence Synergy by users with disabilities. Salesforce also strive for compliance with WCAG 2.1 level AA which aligns with the disability standards. In addition, Salesforce utilizes the Voluntary Product Accessibility Template (VPAT), international edition which is a standard form to document a product’s conformance with accessibility standards and to create Accessibility Compliance Reports (ACR’s) and Accessibility Compliance Program which is ongoing with full commitments to our customers. Ability to quickly exit the program at any point, auto saving an incomplete record. X GEMS has the auto-saving capability Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. X GEMS has the ability to save the data offline and update the relevant data when the systems gains data connection Tech support is required during R&D’s normal operaon business hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. X We are very flexible to support per County's requirements County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 14 The County will retain ownership of the data and it can be exported in its entirety at any me needed. Preferable export format for data is CSV and XLS; preferable export format for documents is PDF. X County is the owner of the entire data which includes records, files, attachments, images and any other data related to the system 2.6 IMPLEMENTATION, PROJECT MANAGEMENT, TRAINING AND ON-GOING SUPPORT 2.6.1 Implementation Prudence B2B utilizes a predictive agile implementation methodology to deliver client projects. This process blends the best of Iterative and Predictive approaches with specific checkpoints to ensure ongoing alignment with clients. The steps and deliverables of each phase vary by project type, but the core tenets to ensure client satisfaction, innovation, thought leadership, quality and predictability remain intact. Following is a typical Sprint cycle looks like: Sprint Week 1 (Dev) Sprint Week 2 (Dev) Sprint Week 3 (QA) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 15 Review User Stories Configure QA Testing Sprint Planning Development/Build Resolve Issues from QA Prioritization of User Stories Training Documentation Sprint Demonstrations Assignment of story points Documentation: Sprint Retrospective Tasks Creation Data Dictionary Sprint Acceptance Configure QA Test Cases Document Approvals Development/Build Configurations Daily Stand-up Daily Stand-up 2.6.1 Project Management The overall Project Schedule is estimated for 22 weeks which includes: Project Prep, Discovery & Design, Configuration & QA, UAT, Training, Deployment and Post Deployment Support Deploying a robust GMS involves a series of steps. These steps include analyzing and finalizing customer requirements, customizing the solution, and implementing the solution components. This process involves collaboration between your business and technical personnel and various representatives and experts from Prudence B2B. Our implementation team will work with your IT team to establish detailed GMS deployment objectives and timelines, covering configuration, testing, project governance, troubleshooting and more. Following is the Project Schedule which includes the Activities by Weeks: Project Activities Stage Included Activities Phases / Weeks -> W1 W5 W15 W18 W19 Pre Kickoff / Project Prep Plan Discovery & Design Requirements Sign Off Sign-off Sprint 1 - Config, QA & UAT UAT Sprint 2 - Config, QA & UAT UAT Sprint 3 - Config, QA & UAT UAT Training Material Creation User Manuals, Admin User Guides, Training Videos, Webinars & Seminars UAT Training Sessions & E2E UAT UAT Training Sprint 5 E2E UAT Train the Trainer Session Train the Trainer Go/No Go Go / No Go Prep for Production Deployment Prep-GoLive Go-Live & Support W20-W22 Sprint 0 - D&D Sprint 1 - Config, QA Sprint 2 - Config, QA Sprint 3 - Config, QA GO Live and Support W2-W4 W6-W8 W9-W11 W12-W14 W16-W17 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 16 Configuration ● Finalize Requirements for each Sprint ● Complete design for each Sprint ● Build changes for each Sprint ● Conduct Unit/System Testing for each Sprint ● Prepare Test Scripts for QA for each Sprint QA ● Move changes to QA Environment for each Sprint ● Conduct QA Testing and Resolve issues during QA for each Sprint ● Document QA Test Results for each Sprint UAT ● UAT Hand-off for each Sprint ● Client team to perform UAT for each Sprint ● Vendor team will resolve issues during UAT for each Sprint ● Receive Sign-off from the client for each Sprint ● Document UAT results for each Sprint Training ● Prepare System Training document(s) for each Sprint, if applicable ● Conduct System Training to the client team for each Sprint, if applicable Deploy, Go Live, Support ● Complete all the deliverables and documents, review with the client and receive sign-off ● Receive formal sign-off from the client to deploy the changes to Production environment ● Production Readiness Check and Preparation for deployment ● Setup users, profiles, roles and permissions ● Migrate changes to Production ● Production Validation/Smoke Test by Vendor ● Production Validation/Smoke Test by Client ● Post-Production Support includes, monitoring the system for any issues, performance, resolve postproduction issues, conduct hand-off sessions and handover the completed deliverables as per SOW Project Team Job Title Description County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 17 Project Manager Ensure that the end result of the project/program meets customer needs, business deadlines, budget, and manages the day to day activities and project resources. Initial point of escalation. Technical Architect Oversight of technical activities; reviews architectures and designs to ensure optimal technical translation of user requirements to production. Technical Lead/Business Analyst Owns technical Salesforce.com implementation tasks from initial planning and requirements analysis, through design, development, testing and deployment. Ensures technical milestones are met through the project. Partners with business analyst to align business requirements to the platform while maximizing the use of the Force.com platform capabilities. Developer/Administrator Perform Salesforce.com technical task including writing Apex code, constructing Visualforce pages, migrating data, configuring Salsforce.com, testing code and applications. QA lead Provides leadership to the QA activities. Reviews stories for completeness, level of detail, acceptance criteria etc., and provide feedback to the BAs. Ensures appropriate test coverage exists for various stories by reviewing the test cases for scenarios, flows etc., Creates high-level scenarios which the testers can expand, and execute. Escalates risks as and when required. QA Tester Create test cases and perform system testing, log and report test results. Collaborate with QA Lead and Technical Lead to make sure the identified issues have been resolve Trainer/Instructional Designer Responsible for designing and developing training content development, and delivering the trainings to the end users, train the trainer County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 18 2.6.2 Training We provide various modes of training users to acquire knowledge of the new system depending on the target audience. We will prepare training materials for: ✓ Online Training ✓ Classroom in-person training ✓ Train the Trainer Training County’s staff, stakeholders, end users, and system administrators have been a key component of our Program/project management approach. A Training Plan is generated detailing training schedules for groups in a business unit, administrators, and other stakeholders as deemed necessary. Roles and responsibilities and their specific training needs dictate the training plan and the schedule. We will provide detailed user manuals, programmer maintenance manuals, and system design documentation. Training design and development follow a standard lifecycle model similar to the Software Development Lifecycle. The original functional and data requirements and the end users' profile constitute the baseline for training analysis and design when creating training manuals and user guides on the GMS. Interactive, hands-on classroom training can also be augmented with online training. Our Team will be available to address questions that the users may have and will provide the required support for an effective knowledge transfer. To ensure that we have met our training objectives, we conduct surveys that provide us with feedback on the quality and the comprehensiveness of the training provided. Our Team tracks training for each individual by leveraging sign-in sheets and through surveys. Step-by-step instruction on how to use the system will enable the users to grasp the navigation sequence and add new grants and fields to best suit their tasks. An overall demonstration of the system's various features and functionalities will also help understand the new Grants Management System. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 19 2.6.3 System Support Help Desk support is key to addressing technical questions that may arise for the end users. Our Help Desk will operate between the hours to accommodate County’s requirement and provide support for 3 tiers. Our first tier focuses on understanding the nature of the reported issue and tries to resolve it at the very first call. The second tier evaluates escalated unresolved issues and determines the approach for an expedited resolution. Our Team prioritizes issues based on their operational impact. Functionality that fails and has no workaround is considered a critical defect referred to as the third tier issue, subject to the root cause analysis and resolution. Tier One issues are categorized as simple technical roadblocks, while issues more complex in nature and scope are escalated to the Second Tier. The Help Desk complies with response times defined in the Service Level Agreements. A severity classification is measured by the impact an issue may have on the system. Whether the issue is reported through emails, live chat, phone calls, tickets are generated. Issues that severely affect the system's operation are assigned to Tier Three. We provide Help Desk status reports that aid in trends analysis and decreased call volumes indicating the non-recurrence of issues identified and addressed earlier. Our Team reviews the complexity of recommended fix and determines the most effective and efficient use of resources to resolve the issue. Our objective is to close the problems within the constraints of the service level agreement based on the complexity and priority assigned. Questions regarding systems functionality, user roles, and administration are answered by Our Team Tier 2 personnel. Tier 2 also performs corrective maintenance and support of software and hardware defects, prioritizing, assigning, and expediting services. A minor issue will be resolved within 1-5 days, while we will prioritize a significant issue like systems unavailability or degraded performance affecting the enterprise for a faster resolution. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 20 2.7 SYSTEM REPORTING AND DATA INTEGRATION 2.7.1 Reports • GEMS has standard reports built-in, however any number of reports can be created to meet County's requirements. • GEMS provides ability for County Staff to customize the reports without any help • GEMS also comes with several out-of-the-box dashboards and County Staff can create or customize the dashboards • Following are some of the out-of-the-box reports and dashboards comes with GEMS: o Program and Project Reports o Program/Project Budget Allocation Reports o Budget/Invoice/Disbursement Reports o Budget Reports by Reporting Periods o Expense Reports by Reporting Periods o Funding Disbursement Status Reports o Applications by Status, Incompletion, Missing Details etc. o Award Status Reports o Encumbrance Reports o Finance Summary Dashboard o Program/Project Summary Dashboard o Applications Dashboard o Contracts Dashboard 2.7.2 Integration GEMS has REST APIs available for external applications to consume. SOAP and REST APIs include: • WSDL (Partner and Enterprise) • Connect • Metadata • User Interface • APEX • Bulk • Streaming • Tooling • Analytics • Other bespoke API builds as needed County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 21 2.8 SYSTEM DOCUMENTATION As part of our standard project implementation, we will provide following documents as part of deliverables: • Data migration inventory • Process flow diagrams • Configuration workbook • Data Dictionary • ERD (Object Model) • Integration architecture • Solution definition and design • Development Tasks • User Stories • Release & Sprint plan • Test Cases and Test Results • Change enablement plan • Training materials • Weekly Status Reports • Production Fixes • Agreed upon enhancements • RAID Log (Risk, Action, Issue & Decision) • Lessons Learned 2.9 COST PROPOSAL Project Cost Schedule County of Hawaii - Grants Management System Items One Time Year 1 Year 2 Year 3 Implementation Cost - One Time Initiation $29,160 Discovery & Design $43,740 Configuration & Development $102,060 Testing $43,740 Training $29,160 Go Live $14,580 Warranty $29,160 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 22 Sub-total Implementation Cost $291,600 Maintenance & Operations - Annual Recurring Cost Maintenance & Operations Cost $58,320 $58,320 $58,320 Sub-total Maintenance and Operations $58,320 $58,320 $58,320 Platform Subscription - Annual Recurring Cost 35 Salesforce Platform Licenses $65 $27,300 $27,300 $27,300 Titan Enterprise Suite $30,000 $30,000 $30,000 Sub-total Platform Subscription Cost $57,300 $57,300 $57,300 Cost Type Cost Description One-Time Cost $291,600 One-Time Cost includes the end-to-end Project Implementation, Resource Costs, Project Management, Deliverables, Configuration, Communications & Meetings Recurring (Maintenance & Operations Cost) - Yearly $58,320 Recurring Maintenance & Operations Cost includes system maintenance & upgrades from Salesforce quarterly releases, resolve on-going issues related to users, features and functionality etc Titan Enterprise Suite – Yearly $30,000 Recurring Annual Cost for Titan Portal. This includes: • Multiple External Portals • Docs Gen • Sign (Digital Signature) • Forms Recurring User Licenses – Yearly $27,300 Recurring Salesforce Licenses Cost includes 35 Salesforce Platform Licenses and 100 rotating Community User Licenses, Salesforce Cloud Hosting 2.10 LICENSE AND ON-GOING SERVICE AND SUPPORT AGREEMENTS 2.10.1 License Agreement Prudence B2B will provide a license agreement upon contract award which will include but not limited to 35 users. The license agreement will be with Salesforce for the usage of the Platform. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 01/17/2024 23 2.10.2 On-Going Service and Support Help Desk support is key to addressing technical questions that may arise for the end users. Our Help Desk will operate between the hours to accommodate County’s requirement and provide support for 3 tiers. Our first tier focuses on understanding the nature of the reported issue and tries to resolve it at the very first call. The second tier evaluates escalated unresolved issues and determines the approach for an expedited resolution. Our Team prioritizes issues based on their operational impact. Functionality that fails and has no workaround is considered a critical defect referred to as the third tier issue, subject to the root cause analysis and resolution. Tier One issues are categorized as simple technical roadblocks, while issues more complex in nature and scope are escalated to the Second Tier. We provide Help Desk status reports that aid in trends analysis and decreased call volumes indicating the non-recurrence of issues identified and addressed earlier. Questions regarding systems functionality, user roles, and administration are answered by Our Team Tier 2 personnel. 2.11 OFFER MATERIAL AND ADDITIONAL INFORMATION Prudence GEMS Features document in PDF format attached separately (Prudence GEMS Features RFP 4514 - Supporting Document) Bid Zip RFP #4514/Prudence B2B, LLC_1004113/Prudence GEMS Features RFP 4514 - Supporting Document.pdf This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed--in whole or in part--for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this Offeror as a result of--or in connection with--the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from another source without restriction. Submitted by: Prudence B2B, LLC Mr. Mouli Somayajula, President & Chief Executive Officer 106 Shakespeare Street Morrisville, NC 27560 Phone: (919) 279-0352 Email: mouli.somayajula@prudenceb2b.com www.prudenceb2b.com | DUNS: 118675704 | TIN: 88-1741978 Submitted to: Purchasing Division Department of Finance County of Hawaiʻi 25 Aupuni Street, Suite 1101 Hilo, Hawaiʻi 96720 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP: 4514 Due: October 18th, 2023 12:30 PM EDT County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 2 TABLE OF CONTENTS Organization Management Application ........................................................ ................ 1 1. Home Page ............................................................................................................... 1 2. Reporting Periods Management ..................... .............................................. 1 3. Budget Management ........................................................................................ 3 4. Expense Reports Management ...................................................................... 4 5. Contributions Management ........................................................................... 5 6. Configurations ..................................................................................................... 6 7. Account Management.......................................................... ............................ 7 8. Contact Management ...................................................................................... 8 9. Funding Programs Management .......................... ........................................ 9 10. Funding Opportunities Management ........................................................ 10 11. Funding Opportunity Detailed View ..................... ...................................... 10 12. Funding Opportunity – Requirements ....................................................... 11 13. Funding Opportunity – Funding Sources.................. ................................ 11 14. Funding Opportunity – Review Team ........................................................ 12 15. Funding Opportunity – Funding Applications .................. ....................... 13 16. Funding Application – Detailed View ......................................................... 14 17. Funding Application – Reviews ..................................... ............................... 15 18. Funding Application – Subrecipients ........................................................ 16 19. Funding Application – Contracts ............................ .................................... 17 20. Funding Application – Disbursements ...................................................... 18 21. Funding Application – Documents ......................... .................................... 19 22. Funding Application – Contract Details ................................................... 19 23. Contract – Line Items ................................... ................................................... 20 24. Contract – Invoices .......................................................................................... 21 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 3 25. Invoice – Line Items.......................................................................................... 22 26. Reports ........................ ......................................................................................... 23 Public Portal – External User ............................................................................ ................. 24 1. Home Page ............................................................................................................. 24 2. Project Details Page ............................ ............................................................. 24 3. Project Additional Details Page.................................................................... 25 4. Project Team Assignments Page ................................................................ 26 5. Funding Application – Document Attachments Page ........................ 27 6. Review and Submit Page ............................................................................... 28 County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 1 ORGANIZATION MANAGEMENT APPLICATION 1. Home Page The Home Page provides a high level overview of Grantor’s Budgets, Expenses, Contributions, Programs, Programs with Funding Opportunities, Funding Disbursements Status etc. The Home Page can be customized based on the requirements at the organization level and for different user profiles. ● Tabs for related o Reporting Periods o Budgets o Expenses o Contributions o Configurations 2. Reporting Periods Management Reporting Period List Views The Reporting Periods page provides a list of all reporting periods, the list views can be customized or created per organization’s requirements County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 2 Reporting Period Detailed View provides: ● Reporting Period Details ● Tabs for related o Budgets o Expense Reports o Contributions/Funding Sources o Invoices o Status Reports ● Activities County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 3 3. Budget Management Budget List Views The Budgets page provides a list of all budgets, the list views can be customized or created per organization’s requirements Budget Detailed View provides: ● Budget Details ● Tabs for related o Line Items o Programs ● Activities County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 4 4. Expense Reports Management Expense Reports List Views The Expense Reports page provides a list of all expense reports, the list views can be customized or created per organization’s requirements Expense Report Detailed View provides: ● Expense Report Details ● Tabs for related o Line Items ● Activities County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 5 5. Contributions Management Contributions List Views The Contributions page provides a list of all contributions, the list views can be customized or created per organization’s requirements Contribution Detailed View provides: ● Contribution Details ● Tabs for related o Program Contribution ● Funding Opportunity/Project Contribution ● Activities County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 6 6. Configurations Prudence GEMS provides out-of-the-box Configurations to accommodate organization’s needs: • Expense Types • Fund Codes • Funding Source Codes • Audit Questionnaire Library • Risk Assessment Library • Document Requirements Library County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 7 7. Account Management Accounts List Views The Accounts page provides a list of all accounts including Grantor’s organization and any sub-organizations and Grantees Organizations. There are several default views provided as out-of-the-box functionality, however the views can be customized or created per organization’s requirements Account Detailed View provides: ● Account Details ● Tabs for related o Contacts County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 8 o Notes & Attachments o Contracts o Invoices ● Activities 8. Contact Management Contacts List Views The Contacts page provides a list of all Contacts including Grantor’s organization and any suborganizations and Grantees Organizations. There are several default views provided as out-ofthe-box functionality, however the views can be customized or created per organization’s requirements County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 9 Contact Detailed View Contact Detailed View provides the details of and Contact and Activity details 9. Funding Programs Management Funding Programs List View The Funding Programs List View provides all programs within an organization with several details. The data and view can be customized per organization’s requirements Funding Program Detailed View Click on any Funding Program to view ● Funding Program Details ● Tabs for related County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 10 o Funding Opportunities o Documents o Dashboard o Activities ● Program Level Funding Information section provides funding summary details rolled up from Disbursements by Funding Opportunities ● Funding Opportunities tab provides list of all opportunities within a Funding Program 10. Funding Opportunities Management Funding Opportunities List View The Funding Opportunities List View provides list of all opportunities within an organization. There are two views available out-of-the-box ● Active Funding Opportunities – list of all active opportunities within an organization ● Funding Opportunities by Stage – list of all opportunities by Stage in Kanban view 11. Funding Opportunity Detailed View Funding Opportunity Detailed View Click on any Funding Opportunity to view ● Funding Opportunity Details ● Tabs for related o Funding Opportunity Requirements o Funding Sources o Review Team o Applications o Contracts County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 11 o Documents o Activities Funding Opportunity Detailed View includes the following sections ● Details ● Funding Opportunity Description ● Funding Eligibility ● Funding Opportunity Level Budget Information (rolled up summary from Application level disbursements) ● Funding Opportunity Dates (Announcement & Published Dates, Planning Dates, Application Period, Review Period, Award Period, Monitor Period and Closeout Period) ● Contact Information 12. Funding Opportunity – Requirements Funding Opportunity - Requirements Prudence GEMS has the capability to define Funding Opportunity Requirements for each stage of an application and what type of documents are needed. The data can be configured per any organization’s requirements ● Requirement Type can be specified ● Required For/During (ex: Initial Application, Application Submission, Monitoring Period, Closing etc.) ● Frequency (Grantor can specify the requirement frequency for each document) 13. Funding Opportunity – Funding Sources Funding Opportunity – Funding Sources County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 12 Prudence GEMS has the capability to define multiple Funding Sources for a Funding Opportunity if applicable. ● Source Type (Government – Federal/State/Local, Private Business or Corporation, Foundation etc.) ● Amount Pledged ● Amount Issued 14. Funding Opportunity – Review Team Funding Opportunity – Review Team Prudence GEMS has the capability to identify and define Review Team for each Funding Opportunity. The Review Team members can be added to Funding Opportunity by providing following details: ● Team Member ● Reviewer Type (Staff, Panel, National) ● Member Status (Pending, Assigned, Inactive) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 13 15. Funding Opportunity – Funding Applications Funding Opportunity – Funding Applications ● All of the Funding Applications Submitted through external portal are listed under associated Funding Opportunity in the system. ● Grant Administrator will have access to Funding Applications for ○ Review Eligibility ○ Application Submission Determination ○ Coordinate with Grantee (Applicant) via the system directly for any communications, clarifications, questions etc. ○ Review and Score Applications ○ Update Approvals, Status, Disbursements, Documents etc. ● Funding Applications can be accessed via the menu on the top or by navigating through Funding Opportunities County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 14 16. Funding Application – Detailed View Funding Application – Detailed View Click on a Funding Application to view below: ● Funding Application details ● Tabs for related ○ Reviews ○ Subrecipients ○ Contracts ○ Disbursements ○ Documents ● Funding Applications cab be accessed via the menu on the top or by navigating through Funding Opportunities ● Funding Application Sections include: ○ Funding Application Score Summary ○ Application Details ○ Application Level Funding Information (Requested Amount, Awarded Amount, Summary of Disbursements etc.) ○ Project Details ○ Project Additional Info ■ Project Narrative ■ Project Goals/Objectives ■ Project Activities/Budget Plan ■ Project Monitoring and Evaluation Plan ■ Project Influence and Impact County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 15 ○ Terms 17. Funding Application – Reviews Funding Application – Reviews ● Funding Application Reviews page provides the list of reviews along with reviewer, status etc. Review Detailed Page ● Reviewers will utilize the Review Detailed Page to provide the scoring for different sections of an application based on the configured rating scale ● Prudence GEMS provides the reviewing sections out-of-the-box include: ○ Narrative Score ○ Activities/Budget Plan Score ○ Influence and Impact Score ○ Goals/Objectives Score ○ Monitoring and Evaluation Score ○ Sustainability Score ○ Overall Recommendation ○ Review Comments County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 16 18. Funding Application – Subrecipients Funding Application – Subrecipients ● Funding Application Subrecipients page provides the list of subrecipient accounts along with start date, end date, status etc. Subrecipient Detailed Page ● Subrecipient detailed page provides ability to specify details related to a subrecipient of an application County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 17 19. Funding Application – Contracts Funding Application – Contracts ● Funding Application Contracts page provides the list of Funding Application associated contracts and amendments Contract Detailed Page ● Grant Administrator can utilize the Contract Detailed Page to review/update Contract details County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 18 ● Prudence GEMS provides the Contract sections out-of-the-box include: ○ Contract Details – Title, Description, Special Terms ○ Contract Modification Details (if applicable) ○ Contract Approvals & Timelines ○ Contract Summary Costs – include approved amount, balance, summary of the invoices etc. 20. Funding Application – Disbursements Funding Application – Disbursements ● Funding Application Disbursements page provides the list of Funding Application associated Disbursements Disbursement Detailed Page ● Grant Administrator can utilize the Disbursement Detailed Page to review/update Disbursement details ○ Disbursement Amount ○ Disbursement Status (Scheduled, To Be Approved, Approved, Paid, Canceled) ○ Scheduled Date ○ Disbursement Date ○ Disbursement Type (Initial, Interim, Amendment, Final) ○ Disbursement Method (Cash, Check, EFT) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 19 21. Funding Application – Documents Funding Application – Documents ● Funding Application documents view provides list of all documents uploaded by the Applicant/Grantee via external portal ● Prudence GEMS comes with out-of-the-box document versioning, ability to preview, share and download documents 22. Funding Application – Contract Details Funding Application – Contract Details ● Contract Details page provides: County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 20 ○ Contract Details ○ Contract Approvals & Timelines ○ Contract Summary Costs ○ Contract Modifications ○ Tabs related to: ■ Contract Line Items ■ Invoices ■ Closeout Checklist ■ Documents 23. Contract – Line Items Contract – Line Items ● Prudence GEMS provides the ability to create/track Contract Line Items as optional for any Funding Contract Contract Line Item Detailed Page ● Grant Administrator can utilize the Contract Line Item Detailed Page to review/update: ○ Line Item Description ○ Start Date ○ End Date ○ Discount % ○ Quantity ○ Unit Price ○ Parent Line Item (GEMS Supports CLIN/SLIN) ○ Status (Active/Inactive) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 21 24. Contract – Invoices Contract – Invoices ● Prudence GEMS provides the ability to create/track Invoices associated with a Contract Invoice Detailed Page ● Grant Administrator can utilize the Invoice Detailed Page to review/update: ○ Description ○ Invoice Amount ○ Invoice Date ○ Invoice Status ○ Scheduled Date ○ Payment Method ○ Billing Account ○ Bill To Contact ○ Net Payment Term ○ Tabs related to: ■ Invoice Line Items ■ Documents County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 22 25. Invoice – Line Items Invoice – Line Items ● Prudence GEMS provides the ability to create/track Invoice Line Items as optional for any Invoice Invoice Line Item Detailed Page ● Grant Administrator can utilize the Invoice Line Item Detailed Page to review/update: ○ Line Item Description ○ Start Date ○ End Date ○ Tax Rate % ○ Tax Description ○ Discount % ○ Quantity ○ Unit Price ○ Parent Line Item (GEMS Supports CLIN/SLIN) County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 23 26. Reports Prudence GEMS has predefined set of reports available for ready to use or customize, and County staff will be able to create any reports County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 24 PUBLIC PORTAL – EXTERNAL USER 1. Home Page Prudence GEMS Public Portal Home Page displays the available Programs and Funding Opportunities/Grants 2. Project Details Page Project Details Page provides more details and ability to apply for the external users, it can be customized per County’s requirements County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 25 3. Project Additional Details Page Project Additional Details page has several sections for the external users to provide details and submit the application for the selected Funding Opportunity/Grant Each section can accept as much as information as part of the application: County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 26 4. Project Team Assignments Page Users can add as many team members as needed as part of the application County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 27 5. Funding Application – Document Attachments Page Funding Application – Documents page provides the external users to upload required documents for the Funding Application County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 28 6. Review and Submit Page Review and Submit page provides the ability to download the completed application in PDF format, acknowledge and submit the final application. County of Hawaiʻi Electronic Grant-Making Management and Reporting System RFP 4515 Technical Response Use or disclosure of data contained on this page is subject to the restrictions on cover page of this proposal 1/24/2024 29 Bid Zip RFP #4514/Strategic Communications_1004820/TabulationByVendor_RFP#4514_orgId_1004820.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Strategic Communications Page of 1 1 General Comments: General Attachments: Strategic Communications Bid Response - Grant Management Solution.pdf Bid Zip RFP #4514/Strategic Communications_1004820/Strategic Communications Bid Response - Grant Management Solution.pdf 1. Cost Proposal - Pages 2 - 6 2. Dulles Technology Response - Page 7 - 48 3. Resumes - Pages 49 - 60 4. Escalation Plan - Pages 61 - 62 5. COI - Pages 63 - 88 6. Professional Services Addendum - Pages 89 - 90 7. Enterprise License Addendum - Pages 91 - 93 8. Maintenance and Support Addendum - Pages 94 - 96 9. Master Agreement - Pages 97 - 102 10.Strategic Communications Quote - Page 103 Table of Contents 1 1 Dulles Technology Partners Cost Proposal County of Hawaiʻi Department of Research and Development Electronic Grants Management System Prepared by Dulles Technology Partners Inc (DTPi) 817 Larch Valley Ct. Leesburg, VA 20176 Phone: 844-747-2687 Email: tom.nyilasi@dullestech.com January 11, 2024 2 2 1 Costs .................................. ...................................................................................................... 3 1.1 Project Cost ............................................................................. .......................................... 3 1.1.1 Labor .......................................................................................................................... 3 1.1.2 Software License ....................................................................................................... 3 1.1.3 Legacy Data Migration ......................................... ...................................................... 3 1.1.4 System Integration ..................................................................................................... 3 1.1.5 Travel ......................................................................................................................... 3 1.1.6 Project Total ....................................... ........................................................................ 4 1.2 Maintenance and Support Plan ......................................................................................... 4 1.2.1 DTPi Hosting .............................................................................................................. 4 1.3 Cost for Additional Years .................................. ................................................................ 4 1.3.1 Maintenance and Support for each additional Year .................................................. 4 1.3.2 Total Cost Breakdown for each additional Year ........................................................ 5 1.4 Change Orders ................................................................................. ................................. 5 1.5 Miscellaneous Provisions .................................................................................................. 5 3 3 1 Costs 1.1 Project Cost 1.1.1 Labor All project costs are billed at a blended hourly rate of $170 per hour. The hours below include all program areas. Strategic Rate: $120 per hour. Activities Hours Allocated Estimated Cost Phase 1 – Requirements 40 Hours $ 6,799.96 Phase 2 – Configuration 80 Hours $ 13,599.91 Phase 3 – Implementation 40 Hours $ 6,799.96 Total 205 Hours $ 32,599.83 1.1.2 Software License Software License Usage Cost WebGrants Enterprise License Single Server Unlimited Users $ 11,478.63 Total: $ 11,478.63 License fee is due upon sighing of the Master Agreement (contract) for this project. 1.1.3 Legacy Data Migration DTPi will migrate all existing County data into the new WebGrants database. Legacy data migration includes analysis, data conversion plan and execution of plan. 1.1.4 System Integration DTPi can integrate WebGrants with many back-office systems such as financial accounting systems and single sign on systems. Integration cost is included in the labor category above. 1.1.5 Travel Travel Quantity Cost Airplane 1 tickets $ 500 Lodging 5 days $ 500 Meals 5 days $ 300 Incidentals NA $ 100 Total: $ 1,400 Travel will be used on an as needed basis and with County’s approval. Strategic Communications Sr. Project Manager 45 Hours $5,400.00 4 4 1.1.6 Project Total Project Total Cost Labor $ 32,599.83 WebGrants Enterprise License - Single Server Unlimited Users $ 11,478.63 Total: $ 44,078.46 1.2 Maintenance and Support Plan Recurring Costs Occurs Every Cost Annual WebGrants Support Annual $ 746.11 $ 8,953.33 Total: $ 746.11 $ 8,953.33 The monthly WebGrants Support fee allows County access to DTPi’s standard software support program that includes: Phone and Email support Monday-Friday 8-6 Support for Error Corrections and bug fixes Access to all Patches (patches developed internally by DTPi to address core software issues like security, performance, etc) Access to new versions/upgrades 1.2.1 DTPi Hosting DTPi hosting includes SSL certificate, nightly backup, domain name registration, server hardware, operating system, and MySQL database software. If the client requires a different application server or database software, they are responsible for the license cost. Additional documentation and details on DTPi hosting is provided in the included DTPi Hosting Document. During the initial implementation, the hosting of the test server is free. At the start of the project, DTPi and County will agree on a project plan. If the software is not placed into production at the end of the project schedule, then DTPi will start to charge the above rate for the test server. Once the software is in production, DTPi will begin to charge the hosting fee for the production server and decommission the test server. If County would like to maintain the test server after the software is in production, then County will be charged a hosting fee for both the production and the test server. 1.3 Cost for Additional Years 1.3.1 Maintenance and Support for each additional Year Year 1 Year 2 Year 3 Year 4 Year 5 Monthly Cost $746.11 $746.11 $746.11 $746.11 $746.11 Annual Cost $8,953.33 $8,953.33 8,953.33 $8,953.33 $8,953.33 5 5 1.3.2 Total Cost Breakdown for each additional Year Tasks Year 1 Year 2 Year 3 Year 4 Year 5 License Fee $11,478.63 $0 $0 $0 $0 Labor $32,599.83 $0 $0 $0 $0 Maintenance $8,953.33 $8,953.33 $8,953.33 $8,953.33 $8,953.33 Total: $53,031.79 $8,953.33 $8,953.33 $8,953.33 $8,953.33 1.4 Change Orders A blended hourly rate of $170 dollars will be used when performing change orders during project implementation. 1.5 Miscellaneous Provisions County will provide adequate on-site resources (computer access, telephone, workstation access, access to key personnel, documentation, data, etc.) to support on-going project activities. County personnel will be available to facilitate project activities including requirement analysis, design, User Acceptance Testing, deliverable review and approval, etc. 6 1 Dulles Technology Partners Response to Request for Proposal County of Hawaiʻi Department of Research and Development Electronic Grants Management System Prepared by Dulles Technology Partners Inc (DTPi) 817 Larch Valley Ct. Leesburg, VA 20176 Phone: 844-747-2687 Email: tom.nyilasi@dullestech.com January 11, 2024 7 2 1 Executive Summary ............................................................................................................... 6 2 Introduction ............................................................................................................................. 7 3 Dulles Technology Partners Inc. Profile .............................................................................. 7 3.1 Company Contact Information ..................................................................................... ..... 7 3.2 Company Type .................................................................................................................. 7 3.3 Corporate Profile ................................... ............................................................................ 8 3.3.1 Federal, State and Local Governments ..................................................................... 8 3.3.2 Charities and Non-Profits ........................................................................................... 8 3.3.3 Medical Research Organizations ................................. .............................................. 8 3.3.4 Other Industries ......................................................................................................... 8 3.4 Corporate Stability ............................................................................................................. 9 3.5 WebGrants Overview ........................................... ............................................................. 9 3.6 Independent Evaluations................................................................................................... 9 3.7 Staff Overview ................................................................................................................... 9 3.8 Partial Client List ................................... .......................................................................... 10 4 Past Project Highlights ............................................................................................... ......... 11 4.1 Project Highlights ............................................................................................................ 11 4.2 State of Iowa ................................. .................................................................................. 11 4.3 State of Utah ............................................................................................... .................... 12 4.4 City of San Jose California .............................................................................................. 12 5 County Project Team Members ........................................................................................... 12 5.1 Tom Nyilasi – Founder and CEO ..................................................................... ............... 12 5.2 Joseph Hughes – Software Architect .............................................................................. 13 5.3 Tena Malone – Engagement Director ..................... ........................................................ 13 5.4 Atif Shah – Founder and CIO .......................................................................................... 14 5.5 Additional Project Resources .......................................................................................... 14 6 References ....................................................... ..................................................................... 14 6.1 DeAndrea Elizabeth Williams .......................................................................................... 14 6.2 Firas Makhlouf ................................................................................................................. 15 6.3 Craig Haynes .......................................... ........................................................................ 15 7 WebGrants Overview ...................................................................................................... ..... 15 7.1 Dashboard ....................................................................................................................... 15 7.2 People and Organizations ........................ ....................................................................... 16 7.3 Distribution Lists ..................................................................................................... ......... 16 7.4 Awards ............................................................................................................................ 17 7.5 Funding Opportunities ..................... ................................................................................ 17 8 3 7.6 Submitted Applications ................................................................................. ................... 18 7.7 Panel Evaluations ........................................................................................................... 18 7.8 Final Approval ........................ ......................................................................................... 19 7.9 Grant Tracking ....................................................................................... ......................... 19 7.9.1 General Information ................................................................................................. 19 7.9.2 Budget .............................. ........................................................................................ 20 7.9.3 Fund Sources ........................................................................................ ................... 20 7.9.4 Status Reports ......................................................................................................... 20 7.9.5 Claims ................................. ..................................................................................... 20 7.9.6 Communication .......................................................................................... .............. 21 7.9.7 Site Visit ................................................................................................................... 21 7.9.8 Contract Amendment .................... ........................................................................... 21 7.9.9 Closeout Schedule ................................................................................................ ... 22 7.9.10 Contract Data Export ............................................................................................... 22 7.9.11 Attachments .............................................. ............................................................... 22 7.9.12 Other Functionality ................................................................................................... 22 7.10 Inventory ...................................................................................................................... 22 7.11 Reports ............................................. ........................................................................... 23 7.12 Program Areas ..................................................................................................... ....... 23 7.13 Drop Down Lists .......................................................................................................... 23 7.14 Form Creator ....................................... ........................................................................ 24 7.15 Security ............................................................................................................. ........... 24 7.16 Online Help .................................................................................................................. 25 7.17 Automated Alerts ........................... .............................................................................. 25 7.18 Audit Trail .................................................................................................... ................ 25 8 WebGrants Architecture ...................................................................................................... 25 8.1 Tier One – User ............................ ................................................................................... 26 8.2 Tier Two – Web Server ...................................................................................... ............. 26 8.3 Tier Three – Application Server ...................................................................................... 26 8.4 Tier Four – Database ............................... ....................................................................... 26 8.5 Performance/Scalability ................................................................................................ .. 26 8.5.1 Typical Deployment ................................................................................................. 27 8.6 System Integration ............................................ .............................................................. 27 8.7 Data Migration ................................................................................................................. 27 8.8 Product Roadmap ........................................................................................................... 28 8.9 Dual-Core Architecture ..................................... ............................................................... 28 8.10 Hosting........................................................................................................................ . 28 9 4 8.11 Accessibility ................................................................................................................. 28 8.12 Security ........................................ ................................................................................ 28 9 Implementation Methodology ...................................................................................... ....... 29 9.1 Phase I – System Definition and Design ......................................................................... 29 9.1.1 Scope and Plan ............................................... ......................................................... 29 9.1.2 Workshops ............................................................................................................... 29 9.1.3 Assessment ............................................................................................................. 29 9.1.4 Business Process Analysis ................................. ..................................................... 30 9.1.5 Phase Conclusion .................................................................................................... 30 9.2 Phase II – Customization ................................................................................................ 30 9.2.1 Technical Architecture ........................................ ..................................................... 30 9.2.2 Implementation (Tailoring/Customization) ............................................................... 30 9.2.3 Quality Assurance and Verification .......................................................................... 30 9.2.4 Phase Conclusion ...................................................................... .............................. 31 9.3 Phase III – Deployment ................................................................................................... 31 9.3.1 User Acceptance ...................................................................................................... 31 9.3.2 Installation ......................................................................... ....................................... 31 9.4 Phase IV – Training ......................................................................................................... 31 9.4.1 Method ..................................................................................................................... 31 9.4.2 Scope .......................................................... ............................................................. 32 9.4.3 Materials .................................................................................................................. 32 9.5 Phase V – Maintenance and Support ............................................................................. 32 10 County Specific System Requirements ..................................... ..................................... 33 10.1 1.2 County Objectives and Minimum Requirements ................................................... 33 10.1.1 Objective 1 ................................ ............................................................................... 33 10.1.2 Objective 2 ................................................................................................. .............. 33 10.1.3 Objective 3 ............................................................................................................... 34 10.1.4 Objective 4 ............................ ................................................................................... 34 10.2 1.3 Mandatory Requirements ................................................................................ ...... 34 10.2.1 Hypertext Transfer Protocol Secure (HTTPS) ......................................................... 34 10.2.2 Compatibility across browsers ......................................... ........................................ 34 10.2.3 ADA Compliance ...................................................................................................... 34 10.2.4 Tech support ............................................................................................................ 35 10.2.5 quickly exit the program .............................................. ............................................. 35 10.2.6 program to run without error .................................................................................... 35 10.2.7 County will retain ownership of the data .................................................................. 35 10.3 1.4 Desired System Features ............................................................. ......................... 35 10 5 10.3.1 1.4.1 Grant Proposal Submission Portal .................................................................. 35 10.3.2 1.4.2 Proposal Review Portal .................................................................................. 36 10.3.3 1.4.3 Award Management Pla�orm and Document Repository .............................. 37 10.3.4 1.4.4 Data Collection and Reporting System ........................................................... 38 10.4 2.4 Company Background ...................................................... ..................................... 38 10.4.1 2.4.1 Experience and Organizational Capacity ....................................................... 38 10.4.2 2.4.2 Past Performance (References) ..................................................................... 38 10.5 2.5 Technical Specifications and Functional Requirements ........................................ 38 10.6 2.6 Implementation, Project Management, Training and On-Going Support .............. 39 10.7 2.7 System Reportiing and Data Integration ...................................................... ......... 40 10.8 2.8 System Documentation ......................................................................................... 41 10.9 2.9 Cost Proposal ........................................ ................................................................ 41 10.10 2.10 License and On-Going Service and Support Agreements .................................. 41 10.10.1 2.10.1 License Agreement ................................................................................... 41 10.10.2 2.10.2 On-Going Service and Support Agreement ....................................... ....... 41 11 6 1 Executive Summary Dulles Technology Partners Inc (DTPi) would like to thank the County of Hawaiʻi Department of Research and Development (County) for the opportunity to respond to the Request for Proposal for the Electronic Grants Management System. DTPi has been in business since 1999. Since 2001, DTPi has been exclusively engaged in the development and implementation of the web-based full-life cycle WebGrants software solution. Our clients range in industries from federal, state and local governments, charities and nonprofits, medical research, colleges and universities and other grant giving organizations. DTPi is an acknowledged market leader in providing grant management systems. Our WebGrants product is the leading software solution for cross industry clients. Feel free to see how we compare with our competitors in these independent evaluations: http://www.dullestech.com/GartnerGrantManagement.p df and http://www.dullestech.com/IdealWareGrantsManagement.pdf. The WebGrants grants management system is a mature and robust system. For most clients, WebGrants supports 100 percent of the grant management requirements. There is little need for additional software development. After a decade of improvements, WebGrants is replete with features and flexibility allowing most clients to use the software "out of the box" without the need for any additional customizations. Built in configuration tools such as the Form Creator and other Utilities allows DTPi to configure forms, business rules, workflows, security, alerts and other functions through the interface itself and without the need to change the underlying source code. This not only translates into a rapid implementation time but also allows County to take over the maintenance of the system and modify the forms, business rules, workflows, security, alerts and other functions without DTPi involvement or additional costs. WebGrants has been used in a production environment since 2001. WebGrants has over a decade's worth of use, testing and fine-tuning. WebGrants is one of the most tried and tested grants management systems on the market. DTPi has invested huge amounts of corporate resources to improve and ensure WebGrants remains the market leader now and into the future. DTPi has implemented WebGrants in over 60 clients in a wide variety of industries. Single implementations have included as many as over 10,000 users and more than 50 program areas. WebGrants is used all over the world in almost every country. The US Federal government and dozens of US State governments use WebGrants. WebGrants has passed countless security, accessibility and quality tests to ensure federal compliance for government systems. Tens of thousands of users all over the world currently use WebGrants. WebGrants is a tried and tested solution that will require minimal testing and quality assurance to implement. County is safe in selecting WebGrants as your grants management system and the project will incur the minimal amount of risk to implement. DTPi has fine-tuned its implementation methodology over the last decade. DTPi has developed a thorough and comprehensive project plan that quickly and efficiently moves a client from engagement to production with 100 percent of the business rules captured and translated into the system. DTPi staff will meet with your subject matter experts and capture 100 percent of your current business process. DTPi will then translate this process into the WebGrants system. Leveraging DTPi's decade of experience, DTPi will also recommend any business process reengineering and optimization of workflows and business rules. DTPi will provide onsite or remote training for all County users including grant program managers, reviewers and system administrators on a train the 12 7 trainer basis. All manuals and system documentation will be updated specifically for this project and presented to County at the end of the project. DTPi's extended hours support service is available via phone, email and an in-system trouble-ticketing module. In summary, DTPi complements its WebGrants solution with complete project lifecycle support. 2 Introduction DTPi has read and understands the requirements of the RFP. DTPi has extensive experience implementing this type of grant management system. DTPi will leverage its experience by assigning staff familiar with this type of project and reusing any software and implementation methodology from similar past client engagements. DTPi will oversee all parts of the system implementation including requirements gathering, planning, design, configuration and tailoring, migration of legacy data, back-office system integration, training and ongoing support. DTPi will handle all technical aspects of the project. County staff will be utilized sparingly but effectively to ensure minimal interruption in current work schedules but also to ensure that all requirements are thoroughly captured and translated into the system. DTPi will engage in weekly status meetings with County personnel to go over current progress, issues, resolutions and other agenda. DTPi will direct its full resources and work closely in partnership with County to ensure successful project completion beyond County’s expectations. 3 Dulles Technology Partners Inc. Profile Dulles Technology Partners Inc. was founded in 1999, and is headquartered in North Virginia, in the Washington DC metro area. 3.1 Company Contact Information Dulles Technology Partners Inc. (DTPi) 817 Larch Valley Ct. Leesburg, VA 20176 Phone: 703.623.2128 Fax: 703.783.0667 Web: www.dullestech.com EIN: 54-1938527 DUNS: 80-461-7707 UEI: KB9VN277CHT1 Primary Contact: Tom Nyilasi Email: tom.nyilasi@dullestech.com 3.2 Company Type C Corporation – Virginia, United States. EIN: 54-1938527. Founded: 1999. 13 8 3.3 Corporate Profile DTPi's mission statement is to provide leading grant management software to grant giving organizations in any industry. DTPi's staff is highly proficient in providing and developing in modern web-based environments using the latest technologies. Our staff has over a decade's worth of experience translating client's business processes into automated workflows within the WebGrants environment. DTPi is a privately held company that is free from debt and has been profitable every year since its inception in 1999. DTPi has never been part of any legal action, has never been in financial trouble and has a long list of satisfied clients. DTPi has been in existence longer than most other companies in this market space and will continue to be a leader in this space for many years to come. 3.3.1 Federal, State and Local Governments DTPi has extensive experience with US government and other government grant management systems. DTPi has clients in the Federal, State, Local and City governments. Approximately 50% of DTPi's clients are governments. DTPi has worked with almost every department of the federal government including Housing, Transportation, Homeland Security, Justice, Education, Agriculture, Health and Human Services, Commerce, Labor, Energy and State. DTPi has experience with grants.gov, OMB reporting requirements, federal reporting requirements and integration with federal systems. DTPi understands federal accounting conventions, regulation compliance and business rules. DTPi has also worked with governments outside the US including Canada, New Zealand and Saudi Arabia. 3.3.2 Charities and Non-Profits DTPi has worked with dozens of charities, non-profits, colleges and universities. WebGrants supports grant giving to both organizations and individuals. WebGrants also supports fiscal agents. DTPi can host WebGrants for a simple turnkey cloud solution without any overhead or technical maintenance from the client. WebGrants supports mass emails via distribution lists and automated alerts that cut staff workloads. 3.3.3 Medical Research Organizations DTPi has extensive experience with medical research grants. DTPi has implemented WebGrants to support Clinical and Translational Science, Research Professorships, Clinical Research Career Development Awards, Postdoctoral Fellowships, Project Grants, Career Transition Fellowships, Collaborative Research Center Awards, Health Care Delivery and Policy Research Contracts, and Research Grants. WebGrants has been used for grants management to fight a wide variety of diseases including Breast Cancer, General Cancer, Multiple Sclerosis, Muscular Dystrophy, Dystonia and Parkinson's disease. 3.3.4 Other Industries The flexibility of the WebGrants software solution allows DTPi to implement WebGrants in a diverse set of industries. This provides our staff with extensive experience in many industries. Other industries include the arts, education, environment, health, science, religion, transportation and human rights. 14 9 3.4 Corporate Stability DTPi is a highly stable company that has been in business since 1999. DTPi is profitable and growing. DTPi has never defaulted on its performance of a contract. DTPi has never been involved in a lawsuit. 3.5 WebGrants Overview Detailed below is a short history of the WebGrants software product: WebGrants was first commercially available in 2001. The current WebGrants version number is 5.10. DTPi typically releases 4 to 5 upgrades per year. 3.6 Independent Evaluations Listed below are papers from two independent studies that compared WebGrants with many other grant management systems available today. Gartner Group: http://www.dullestech.com/GartnerGrantManagement.pdf IdealWare: http://www.dullestech.com /IdealWareGrantsManagement.pdf 3.7 Staff Overview DTPi employs a wide variety of personnel. Staff is divided into three main groups, project managers, customer relationship managers and software developers. All staff personnel meet strict minimum qualifications for employment and have multiple years of industry experience within and outside of DTPi. Most of our staff has been with the company for many years. Project managers each have many years of experience leading large-scale webbased system implementations. All project managers have complete and intimate knowledge of the WebGrants system and can assist in the translation of all County business rules and workflows into the WebGrants system. Our project managers are all experts in developing project plans, managing project stakeholders and the development team, mitigating risk, ensuing that the project stays on schedule and on budget and mitigating any conflicts. Customer relationship managers typically engage on a project halfway through implementation and continue to be engaged for the life of the system. Customer relationship managers are also experts in the WebGrants system and can assist in the design and development process. Primarily, client relationship managers assist in the development of system documentation, training and assisting the client in the testing and use of the system prior and after production. The primary contact for a client will switch from the project manager to the client relationship manager after the system goes live. All DTPi software developers are experts in web-based software development. All developers have multiple years of experience prior to joining DTPi and most developers have been with DTPi for many years. All our developers are experts in java development and are experts in the latest web technologies. Our 15 10 developers are also proficient in standard waterfall methodologies and agile software development methodologies such as extreme programming. 3.8 Partial Client List Dulles Technology Partners is currently working with or has delivered services to the following clients: • 4H Club • American Samoa Homeland Security • Arizona State Parks • Austin Texas Health & Human Services Department • California Dept of Fish and Wildlife • Dane County WI Arts • Fulton County GA Housing and Human Services Department • Habitat for Humanity • Federal Inter-American Foundation • Idaho Arts • Iowa Statewide (300+ programs) • Los Angeles Parks • Maricopa County, AZ Air Quality Department • MN Metropolitan Council • Michigan Courts • Minnesota Arts • Missouri Department of Public Safety • Montana Agriculture, Commerce, Natural Resources, fish and Wildlife, Military Affairs, Labor, Transportation and Library • Multiple Sclerosis Society • Nashville Metro Arts • North Carolina State Bar Plan • North Dakota Statewide • Nebraska Children and Families Foundation • Nebraska Parks • New Hampshire Community Development Finance Authority • New Mexico Crime Victims Reparation Commission • Norwalk Redevelopment Agency • Pennsylvania Courts • Parent Project Muscular Dystrophy • Portland Mt. Hood Cable Regulatory Commission 16 11 • Providence RI Housing and Economic Development • Salem OR Urban Renewal Agency • City of San Francisco Dept of Emergency Management Urban Areas Security Initiative (UASI) • City of San Jose (Citywide) • Seattle Department of Economic Development • Sacramento Metropolitan Arts Commission • US Dept of State • Tennessee Adult Education • Tennessee Board of Regents • Tennessee Dept of Transportation • Texas Access to Justice Foundation • University of Michigan • University of California San Diego • Utah Housing and Community Development Division • Virginia Housing Development Authority • Virginia Department of Criminal Justice Services • Vermont Dept of Agriculture • Washington Dept of Transportation • University of Winnipeg Canada 4 Past Project Highlights As seen above, DTPi has engaged with a wide variety of clients in a wide variety of industries. Below are descriptions of four of these implementations in detail plus some highlights of significant implementations. 4.1 Project Highlights Largest annual grant amount dispersed from a single WebGrants implementation: World Vision with over $1.2 billion in grants annually. Largest number of grant programs in a single WebGrants implementation: State of Iowa with over 113 simultaneous grant programs. Largest number of registered users in a single WebGrants implementation: US Institute of Peace with almost 16,000 users in over 150 countries. 4.2 State of Iowa DTPi has worked with the State of Iowa since 2008. DTPi is currently implementing WebGrants for all grants management programs across the entire state of Iowa. DTPi has implemented 113 grant programs in 42 departments of the state government. These departments include agriculture, student aid, 17 12 commerce, corrections, cultural affairs, economic development, education, homeland security, volunteer services, justice, energy, public health and safety, transportation, veteran's affairs and workforce development. The Iowa WebGrants software is a one-stop shop for all of Iowa and is modeled after the federal government's grants.gov. DTPi integrated WebGrants with Iowa's single sign on technology called A&A authenticating users to Iowa's centralized authentication system. The Iowa Department of Management has coordinated the implementation of all departments of the Iowa government along with DTPi project managers and staff. The project has become so successful that the Governor of Iowa has ordered all departments to utilize WebGrants for all grant related activity in the entire state. Site Location: https://www.iowagrants. gov 4.3 State of Utah DTPi has worked with the State of Utah since 2005. Initially we contracted with the department of Housing and Community Development to support the US HUD grant programs of CDBG, ESG, HOME and HOPWA. This project then expanded to include the Utah Commission on Volunteers, Museum Services, Weatherization Assistance, Zoos, Workforce Development and others. In total, WebGrants now supports over 50 grant programs of the Utah government. WebGrants integrates with Utah's financial accounting system to seamlessly process payments electronically without the need to reenter information by any user. Payments are made by Utah on a payment schedule and reimbursement basis. Once approved in WebGrants, these payments are electronically exported from WebGrants and imported into the financial accounting system. This then cuts the checks and in turn passes back to WebGrants the dates paid and check numbers, which are immediately visible to the grantee. Site Location: https://webgrants.community.utah.gov 4.4 City of San Jose California DTPi has worked with the city of San Jose since 2009. DTPi has implemented all grant related programs offered by the city into a single instance of WebGrants. WebGrants currently supports almost 50 grant programs across multiple departments of the city government. These programs include housing, community development, cultural affairs, health services, environmental preservation, transportation, education, workforce development and others. Utilizing the Form Creator, San Jose has implemented many of the grant programs on their own with little involvement from DTPi. San Jose and their system experts can implement new grant programs and edit the business rules and workflows of existing programs with minimal oversight from DTPi. Site Location: http://grants.sanjoseca.gov 5 County Project Team Members The following individuals will serve as key personnel from DTPi on the County project team. 5.1 Tom Nyilasi – Founder and CEO Project Time Allocation: Full Time Experience with DTPi: Since 1999 18 13 Project Responsibilities: Project Management, Business Analysis, and Quality Assurance. Mr. Nyilasi will serve as the Senior Business Analyst and Project Manager for this initiative. Mr. Nyilasi has been involved in software implementations since 1996. Mr. Nyilasi has been involved in some capacity on every WebGrants implementation since DTPi’s founding. Mr. Nyilasi will be the direct single point of contact for County and will be responsible for all day-to-day project execution activities. He will have the authority to commit DTPi in matters related to project resources and costs. Mr. Nyilasi has extensive grant management subject matter expertise and has played key leadership and business analysis/reengineering roles in all past DTPi engagements. Mr. Nyilasi has also played a key role in the WebGrants product strategy and solution design. He is an expert in WebGrants functionality and capabilities. He performed analysis and design activities on many recent projects. Mr. Nyilasi will oversee the requirement analysis and design phases of this project. He will lead the County requirement definition meetings and meet with key personnel on a one-on-one basis. He will be responsible for the successful delivery of all project deliverables. He will also act as a liaison between County staff and DTPi’s technical resources assigned to the project. 5.2 Joseph Hughes – Software Architect Project Time Allocation: Full Time Experience with DTPi: Since 2003 Project Responsibilities: Technical Lead, Development, and Customization. Mr. Hughes is the lead software engineer and technical team lead in charge of development for the WebGrants application. Mr. Hughes is intimately knowledgeable in all technical aspects of the WebGrants solution. He was responsible for designing the WebGrants technical architecture and been a key developer for the core product modules. Mr. Hughes has many years’ experience in object oriented software development and development methodologies including design patterns and UML modeling. While an expert in current web technologies like Java, Mr. Hughes can interface with the business community and translate business requirements into effective technical solutions. In addition to developing the WebGrants application, Mr. Hughes has extensive experience designing and developing rules based and XML applications such as the product life cycle management/collaboration applications and the web-based network management applications. Mr. Hughes will be the Senior Software Engineer responsible for the tailoring and customization phases of the project. He will also lead and coordinate communication between any other software engineers used on this initiative. Mr. Hughes will be personally responsible for the customization and meeting County’s business and technical requirements. He will also interface with County’s technical staff to ensure the solution is compliant with the technical requirements. 5.3 Tena Malone – Engagement Director Project Time Allocation: Part Time to Full Time Experience with DTPi: Since 2010 19 14 Project Responsibilities: Training, Documentation, Customer Relationship Management. As Engagement Manager, Tena Malone will help with Project Management, and will also focus on providing DTPi’s Enterprise-wide capabilities and services to internal and external customers from conception to delivery thus maximizing customer understanding and satisfaction as well as the Client’s operational effectiveness. Engagement Management will provide the tie between Sales and the actual technical solution at a client. It will be the glue that holds the delivery process together with the intent of avoiding many of the disconnects faced by clients when Sales, IT, and PM are all working under their own assumptions and priorities. Then expectations for that client are more likely to be set appropriately thus avoiding delays, resetting of scope, and adding additional customer training that could have been taken care of before the engagement started. Mrs. Malone wrote the current WebGrants system documentation and is the primary trainer for new WebGrants customers. Mrs. Malone has experience as project manager on several WebGrants implementations and typically is involved on projects after the initial configuration is complete. Mrs. Malone is the primary contact after the initial stages of the project is complete. Mrs. Malone supports ongoing maintenance and support. She is also the primary trainer and will update the system documentation to reflect the project specific modifications. 5.4 Atif Shah – Founder and CIO Project Time Allocation: Part Time (On an as needed basis) Experience with DTPi: Since 1999 Project Responsibilities: Project Oversight, Project Management Support, Issue Resolution and Risk Mitigation. Mr. Shah has been leading large-scale enterprise software development projects since 1995. He has managed several key DTPi initiatives in the past and has extensive WebGrants knowledge. He currently overseas service delivery on multiple DTPi engagements. He will serve as oversight on the County project on an as needed basis and will be available to provide key insights from past engagements and help ensure a quality on time delivery for County. He will oversee and support Mr. Nyilasi in his project management role and be available to County management to address any concerns and/or issues. 5.5 Additional Project Resources In addition to the key personnel specified above, DTPi will utilize other qualified resources from its resource pool to address specific project needs. Additional training, testing, and other resources may be employed depending on project needs. 6 References References below represent satisfied customers of DTPi’s WebGrants implementations. Please feel free to contact any of the individuals listed below. 6.1 DeAndrea Elizabeth Williams Acting Grants Manager Virginia Department of Criminal Justice Services 20 15 https://ogms.dcjs.virginia.gov/ 804.371.5380 deandrea.williams@dcjs.vir ginia.gov 2020 to today 6.2 Firas Makhlouf Capital Projects & Funding Manager Washington Dept. of Transportation - WSDOT - Public Transportation https://wsdot.ptd.webgrantscloud.com/ 360-819-2575 makhlof@wsdot.wa.gov 2019 to today 6.3 Craig Haynes Financial Analyst II City of Portland - OMF Bureau of Revenue and Financial Services https://cityofportlandgrants.net/ (503) 823-4306 Craig.Haynes@portlandoregon.gov 2020 to today 7 WebGrants Overview WebGrants is a comprehensive full-lifecycle grant management system for grant giving organizations. Since 2000, DTPi has refined and enhanced the core product resulting in software that currently meets 90 percent of all new client requirements “out of the box”. How is this possible? At a high-level, all grant management projects are similar; they all have the core grant management lifecycle, which is opportunity creation and announcement, application preparation and submission, application evaluation, grant award, project implementation and reporting, and finally project closeout. Many details at each stage of the lifecycle are also similar for each client. WebGrants has evolved over the years with many features and functions at each stage of the process. These “bells and whistles” set WebGrants apart from our competition. Not only does WebGrants support the grant management lifecycle at a high-level, but also features numerous specific capabilities within each module. In additional to all the great functionality “out of the box”, WebGrants is also almost completely user definable. Clients can create their own forms for almost any aspect of the system including announcements, applications, reviews, grants, status reports, claims, site visits, contacts, contracts and more. A quick high-level overview of each WebGrants module is provided below: 7.1 Dashboard The dashboard module allows internal staff to view all assigned work in one convenient location. Staff can easily check their dashboard to see any new 21 16 alerts, work or pending authorizations. Management staff can view their dashboard to see the current volume of work. Management can easily see where in the grant management lifecycle the current applications, grants, payments and other documents are pending. Each staff person can easily configure the dashboard to display information that is most relevant to him or her. Staff also receives automated email alerts when new work assignments are made. 7.2 People and Organizations WebGrants has a comprehensive contact management system. Users and contacts of the system maintain a personal profile and an organization profile; these users can be internal staff, reviewers, applicants, board members, etc. The People module maintains all the personal information about each user and contact. This information includes the person's name, address, email, phone and other standard contact information. In addition to the standard contact information, the WebGrants Form Creator allows County to expand the base fields and add new additional fields. These new fields can cover additional information not covered by the base fields such as the person's academic degrees, demographic information, their department or additional email addresses and phone numbers. This configuration capability allows County staff to expand and capture any additional relevant information for a person. Staff can search for people in a wide variety of ways including selecting a letter of the alphabet, name search and advanced search that allows searching on expanded fields. Staff can also set additional parameters on each user in the People module including configuring the user's dashboard preferences, associating them with one or more internal agencies or departments, associating them with one or more program areas, setting their security roles, subscribing them to certain automated email alerts, and resetting their password. Staff can also view the history of that person and view their submitted applications, reviews and successful grants. Staff can also merge people to eliminate duplicates. Each person can be associated with one or more organizations. WebGrants also supports people that are not associated with any organization at all. The Organization module uses the same navigation as the People module with the same abilities to search. Each organization has a base profile that can be expanded to include custom fields in the same manner as the People module. Organizations can be associated with people in many to many relationships. A single organization can be associated with one or more people. Information entered into the People and Organization modules are reused on all submitted documents. A person's or organization's contact information never needs to be entered again; this information will appear on all documents by a query to the database. The People and Organization can be entered into the system in three ways, via self-registration, added manually by staff or via legacy data migration. 7.3 Distribution Lists Staff can leverage the contacts in the People module to send mass emails and letters to large subsets of people. By selecting individuals from the people module or by running a query, staff can compile a list of people and save the list. Once the list is established, staff can send the list a mass email or staff can create and send to the list form letters, staff can also export the data to use as a mail merge source for physical letters and labels. While WebGrants has over 70 automated email alerts that are sent under a wide variety of business rules, staff 22 17 can utilize the distribution lists module to augment those notifications with additional specialized alerts like announcements. 7.4 Awards WebGrants supports a comprehensive financial management module. The Awards module acts as a financial dashboard giving staff visibility into the overall financial situation of the organization at any point in time. Each award records a grant or allocation to your organization from an external source. This source can be from the federal, state or local government or from corporate or private contributions. This award can then be subdivided into fund sources to support grant giving, loan giving or internal administration activities. Funds from each fund source are allocated, earmarked, or committed to one or more grants. When the grantee is paid, either on a payment schedule or reimbursement basis, the funds are drawn down from the allocated fund sources. WebGrants automatically calculates the committed, expended and unexpended amounts at the grant level and rolled up by fiscal year and funding opportunity. 7.5 Funding Opportunities New grant competitions are announced and posted online via the Funding Opportunity module. Staff can create and post new opportunities at any time. Funding opportunities can require a single-stage final application submission or a two-stage submission with a pre-application, letter of intent or eligibility quiz followed by a final application submission. Prospective applicants can view, search and apply to posted funding opportunities. Applicants can also post questions about the funding opportunity and staff can post the answers for all applicants to view. Applicants can apply to a posted funding opportunity by starting a blank application or by copying the contents of an old application into a new application, make any necessary edits and then submit the application. WebGrants supports any number of application forms. Forms are created in the system via a user-friendly tool called the Form Creator. County staff can use the form creator to create new forms and edit existing forms. Creating or modifying forms requires no formal technical expertise and can be learned by anyone in an afternoon. Forms are associated with program areas or grant types. When a new funding opportunity is posted it is associated with a program area, the application that applicants complete will display only those forms associated with the same program area. Thus, it is possible to support any number of program areas with any number of forms in the system. Applicants complete the application by answering all questions on each of the forms. When designing forms, County staff can designate fields to be required or optional, of a specific type like dates, numbers, text, drop downs, etc. There are twenty different data types available. Fields can have a maximum character length. Fields can also have instructions, calculations, input masks, conditional required properties, conditional reject properties, conditional comparison properties, subtotals and other specifications. Applicants can also attach electronic documents to their application of any type or size. Applicants completing the forms in the application must adhere to the rules defined in the form creator. Therefore, it is impossible for an applicant to submit an incomplete application or an application where the answers logically do not match the definition. All the applicant's work is saved in real time so an applicant can stop writing the application at any time, turn off their computer and return later to complete their work. They can even resume their work from a different computer. 23 18 Applicants can also work on smart phones and tablets. Multiple applicants can work on the same application from the same organization. Once submitted, the application is locked from further editing. 7.6 Submitted Applications Once applications are submitted, internal staff can view the applications in the Submitted Applications module. This module is a quality control area to ensure that applications assigned to reviewers are of good quality. While the system will enforce completeness and accuracy, it cannot enforce quality. Any ineligible applications can be withdrawn from the competition. If any clarifications or edits need to be made by the applicant, staff can unlock one or more sections of the application via the negotiation process. This process allows staff to unlock each application form independently and route the application back to the applicant. Upon receiving an automated email notification, the applicant can open and edit the unlocked forms and only the unlocked forms. The applicant can then make their edits and resubmit the application. In this negotiation process, the system will version all unlocked forms, this copies the forms and allows the applicant to edit the new version and not the original version, therefore the original version and the new version are both stored in the system. Thus, no data is ever overwritten or lost via the negotiation process. Staff can negotiate each form any number of times and each time the system will create a new version. Staff can also add internal notes to the application that are viewable only by internal staff and optionally reviewers. Staff can also add feedback to the application that will be appended to the end of the application and is visible to everyone viewing the application including the applicant. Addresses or coordinates in the application can be mapped via integration with Google Maps. Staff can map a single application per map or multiple applications on a single map. 7.7 Panel Evaluations After the initial quality control phase, the applications can be assigned to evaluation panels. WebGrants supports up to five evaluation rounds. In each round, staff can assign any number of evaluators to any number of applications. Evaluators can be assigned two ways, either on an ad hoc basis or via static panels. The ad hoc method allows staff to assign any number of evaluators to any number of applications. Staff can assign two evaluators to one application, three to another, four to another, etc. Evaluators are selected from the People module and assigned to applications. The static panel method allows staff to predefine a panel that remains static over many competitions. These static panels can be reused over time. The assignment of a static panel assigns many evaluators to many applications in a single step. Once the panels are defined, staff can choose to optionally require a conflict-ofinterest process. This process requires that each evaluator indicate if they have a conflict of interest with the applicant or the application. If they do have a conflict, then staff can choose to remove the evaluator from that application or the entire panel. Once the panels are finalized, evaluators can view the assigned applications in the My Reviews module. This module is an inbox for each evaluator where applications assigned to them personally appear. Evaluators can read the applications online; they can print out a paper copy or save a PDF version of the application on their computer. The PDF version will also merge all PDF attachments into a single consolidated document. Evaluators can then complete 24 19 the associated review forms. County staff use the Form Creator module to define review forms. Like application forms, review forms can be created, modified and associated with a program area. Review form questions can be numeric scores, comments, yes/no fields and drop downs. WebGrants will automatically calculate the total score for the application and the average score for all reviewers. This process can be repeated five times in five review rounds. Applications can be eliminated after each round. The evaluators and the evaluation forms can be different in each round. Rounds are typically used to differentiate internal panels from external panels or reviewer scores from management/board member scores. 7.8 Final Approval Once all panel evaluations are complete, internal staff can view the results in the Final Approval module and make the ultimate decision on each application. This module will display a sorted list of all applications with an automatically calculated average score per application, per round. Staff can drill down on the average score to see the breakdown of scores by evaluators. Staff can further drill down and view the forms each evaluator completed. This process allows staff to view all the comments and feedback from each evaluator. This data can also be displayed on a report. Staff can unlock the review to allow further editing by evaluators. This process will version the review forms. Staff can also enter notes for each application and can set an internal status. Internal status is a temporary status to capture additional steps in a business process like awaiting board approval or awaiting a director's signature. If necessary, staff can also at this point negotiate the application for further editing back to the applicant, in a process identical to the one described under the Submitted Applications section above. Staff can also change the application's status from the current Under Review to Awarded or Not Awarded. Not awarded would mean a rejection and awarded would award the application and the system will automatically create a grant in the Grant Tracking module. 7.9 Grant Tracking Once awarded, the application data is automatically copied from the application into the grant. The Grant Tracking module encapsulates the entire post-award grant management lifecycle. Each grant is subdivided into several components. There are three types of components, first are default components that all customers receive. These components are described in the sections below and include the Status Reports, Claims, Communications, etc. The second type are any application forms designated to be copied into the grant. This is a configuration setting on each application form that can be set by County staff. Typical application forms that are copied into the grant include the budget, scope of work and any other form that contains data that might change during the grant. Third are user-defined forms. Staff can create and maintain any number of additional user defined forms. These forms are created in the Form Creator. Staff can set security on the grant and each component. In addition, the grantee can view and edit certain components of the grant. Each component of the grant is described in further detail below. 7.9.1 General Information Upon creation of the grant, high-level application data is automatically copied into the grant. This information includes the title, organization, grantee, year, project dates and other information. Staff can at this point enter a new multi-part grant id 25 20 number, designate primary and secondary grant contacts and establish the project duration dates. 7.9.2 Budget Upon award of the application, the budget is automatically copied into the grant. To support budget amendments, internal staff can version the budget and edit the new version. This allows the original budget to be retained in the system, and the new version is stored as the new official version. This process can be repeated any number of times. In addition, internal staff can unlock the budget to allow the grantee themselves to make modifications. This process requires internal approval for the updated budget to become the official version. Grantees can view the budget read-only at any time in the system. 7.9.3 Fund Sources Fund sources created under an award in the Awards module can be associated to grants. Staff can associate one or more fund sources per grant. Staff can also allocate, earmark, or reserve dollars from each fund source to pay the grantee on a grant. When the grantee submits a payment request or reimbursement request, the system will draw down the funds from the associated fund sources. Fund source allocations and payments can be viewed at the grant level or rolled up at the funding opportunity or fiscal year level. This information is also available via reports. 7.9.4 Status Reports Periodic status reports can be submitted in WebGrants. Internal staff can designate a status report schedule for a single grant or for a collection of grants. Once scheduled, WebGrants will email automated reminders to the grantee when the due date approaches. The grantee can complete a multi-form status report and submit it. Internal staff can design the status report using the form creator in the same manner as the application. The status report can be of various types, for example, reports can be defined for quarterly reports, interim reports and final reports. Once submitted, internal staff can route the reports back to the grantee for clarifications, they can make notes and provide feedback. Internal staff can also approve submitted status reports. 7.9.5 Claims WebGrants supports two types of claims, payments and reimbursements. Payments are scheduled payments that reoccur over time. Staff can define a payment schedule with a start date, a payment type, an installment amount and a frequency. The system will automatically generate the payments as they come due and notify appropriate accounting personnel for approval. Reimbursements are claims that are more complex. WebGrants will reproduce the grant budget, complete with all budget line items, on the claim. Grantees can create a new reimbursement request at any time. The grantee will enter the expenses this period for each budget line item. The system will then compute the total prior expenses, the current total including the current expenses and the available balance. Upon submission, WebGrants will route the claim for approval to up to five levels. Any number of staff can be assigned to levels one thru five. When the claim is submitted, everyone in level one is notified, when a person in level one approves the claim then level two is notified. This continues until the highest level defined is reached or until level five is reached. Once approved, 26 21 staff can create the voucher. The voucher is the payment authorization form. On this form will be all associated funding sources. These funds are associated to the grant via the fund source component described above. Staff can designate for each budget line item how much of the requested amount will be drawn down from each associated fund source. When the values are entered and the voucher is saved, it is ready to move to the financial accounting system. Data from the voucher can move to the financial accounting system two ways, one is a manual process where accounting staff manually key into the financial accounting system the details of the voucher. Second, via electronic integration with the financial accounting system. Once the voucher is paid, staff can either manually key in the date paid and check number into WebGrants or this information can automatically return from the financial accounting system via the electronic integration. 7.9.6 Communication The communication component has two sub-sections, the Non-WebGrants Communication Log and the Inter-WebGrants Grantee Correspondence. The Non-WebGrants Communication Log records important conversations that occur outside of the WebGrants system. For example, if there is an external phone call, email, fax or letter then staff can create a new record and record the communication including the recipient, date, subject message and they can attach the external file. This information can be searched and viewed by other staff with the correct security access. The Inter-WebGrants Grantee Correspondence allows staff and the grantee to communicate by sending messages within the WebGrants system. Both parties can initiate communication and the other party can reply to any communication received. The whole conversation is recorded in the system. The benefit of this overusing external email like Outlook is anyone with security access to the grant can view the entire communication history. 7.9.7 Site Visit Site visits are fully supported in WebGrants. Site visits can be assigned to a site visitor. Any site visits assigned will appear on the site visitor's main menu in a new module called My Site Visits. Staff can impose deadlines for when the site visits must be completed. Staff using the form creator develops site visit forms just as forms are developed for the application or the status report. Site visit forms have a type and forms can be developed for both the grantee and the site visitor. The grantee can be assigned preliminary forms that must be completed prior to the site visit. The site visitor can also be assigned forms that will record the monitoring oversight and any findings. All site visit data is associated with the grant and is fully searchable and can be displayed on reports. 7.9.8 Contract Amendment The contract amendment component provides an amendment authorization workflow. The contract amendment process can be started either by the grantee or by internal staff. Each contract amendment has a type such as a grant duration extension, a budget modification or a scope of work modification. Once the contract amendment is created, it can be routed internally to up to five levels of approval. This process is similar to the claim approval process. Once the ultimate level has approved the contract amendment, staff can make the corresponding changes in the grant components. This component records a history of the authorizations and the requested changes. 27 22 7.9.9 Closeout Schedule The closeout schedule is used to define a list of activities that must be completed before the grant can be closed. These activities can be defined for a group of grants or for a single grant. Each task will have an expected completion date that will tie into the alerts. As the dates approach, WebGrants will send automated email alerts to the grantee. Once the task is complete, internal staff can enter the actual date completed. 7.9.10 Contract Data Export Contract data can be exported from WebGrants two ways. The most common way is for the required raw data to be exported from the system in CSV format. This raw data includes the grantee contact information, the grant information, the budget, scope of work and other relevant information. This data can be exported for a single grant or for many grants at once. This data can then be imported into a Microsoft Word document template via the mail merge functionality. The resulting contracts can be signed, scanned and stored in the system. The other less common method is to develop the entire contract in the system and generate it fully complete directly from the system. This is a good option if the standard boilerplate text does not change. However, this process will not work for any clients where the standard language is edited for each contract. 7.9.11 Attachments Internal staff can attach any number of electronic files in any file format to the grant. These files could be the scanned signed contract or any other relevant documents. 7.9.12 Other Functionality Other grants management functionality includes the ability to map grants via Google maps. The system will map both addresses and coordinates. Multiple addresses can be mapped on a single map. Staff can define their own alerts for each grant. These alerts can be for any purpose and can be one-time alerts or reoccurring alerts. Grants can be copied, and the standard forms associated with a group of grants can be changed on an individual grant basis. 7.10 Inventory The inventory module allows clients to store information in the WebGrants system that is separate from an application or a grant. The inventory module can be used for a wide variety of purposes. Some clients may want to use the module to track equipment or capital purchases that might be used on a variety of grants. Once the inventory item is created, it can then be associated with other objects in the system such as People, Organizations, Applications, Grants, Status Reports, Claims, Site Visits or Amendments. Inventory items can be added by internal staff or by applicants/grantees. Examples of inventory module uses would include transportation clients can enter vehicles to track mileage, repair history and transportation route, art clients could use the module to track applicant art portfolios and housing clients could use the module to track unique properties. Once these items were created in the system, each item can be associated with one or more applications or grants. The inventory module forms can be defined in the Form Creator to allow each client to maintain unique forms for each item. Each form can be associated with a 28 23 type to allow clients to store more than one type of inventory item in the system. The user defined forms and fields are immediately available in the ad hoc reporting tool to allow clients to run full reports on all inventory module activity. 7.11 Reports WebGrants supports two report types, standard and ad-hoc. Standard reports come standard with the system. There are approximately two dozen standard reports in the system. These reports display data from all aspects of the grant management lifecycle including financial management, applications, panel reviews, grants, payments and monitoring activities. Each standard report has its own filter screen where staff can limit the data returned on the report; common filter criteria include program area, data range, status and funding opportunity. Each report can be exported to PDF, HTML, Word and Excel formats. New reports can be developed during the project. Ad hoc reports allow County staff to develop their own reports. Ad hoc reports can be created, named, saved, and shared with other co-workers. Staff can define their report by adding fields from nearly anywhere in the system including the funding opportunity, application, review, grant, status report, claim, site visit or contract amendment. Once the fields are added staff can reorder the fields, rename the fields, group the data by any field, sort the data, filter the data with the logical operators (=, <, >, like, IN, Between), insert subtotals and grand totals. In addition, mathematical formulas can be added using the operators add, subtract, multiple and divide. In addition, the data can be exported to MS Excel where any number of additional computations can be executed. Other formats include HTML and CSV. DTPi also allows direct database access. Clients who wish to use their own thirdparty reporting tools can connect the tool directly to the WebGrants database and run their reports. DTPi will give each client a copy of the data dictionary and the database schema. 7.12 Program Areas A program area is a grant type; it is also a concept within the WebGrants software that allows a single instance of WebGrants to support many unique process workflows, business rules, formula-based calculations/allocations, reporting, and standardization across a client’s diverse set of grant offerings. Clients typically give away multiple types of grants. Each program area can be distinct in terms of forms, business rules, workflow and security access. Each program area can have its own unique set of forms including applications, reviews, grants, payments, status reports, site visits and contract amendments. WebGrants can support any number of program areas. Our largest client, the State of Iowa currently has 113 program areas running simultaneously in a single instance of WebGrants. Program areas can be grouped into agencies and security access can be assigned at either the program area or the agency level. 7.13 Drop Down Lists All drop down list boxes in the WebGrants software can be edited by the system administrator. The administrator can add, edit or delete the contents of any dropdown list box. Drop down list boxes can also be nested so the selection of an option in the first drop down restricts the choices in a second drop down. 29 24 7.14 Form Creator The WebGrants Form Creator is a powerful tool that places the customization and configuration of the system in the customer's hands. Clients have the power to modify forms, business rules, workflow and security practically anywhere in the system. Clients can add new forms that are used throughout the grants management lifecycle including user profiles, funding opportunities, applications, review forms, grants, status reports, claims, contract amendments, and site visits. Staff can define the form's rules such as where in the process the form is used, how it is routed, who has access to the form, what stage of the process the form is used, when the form is visible and when its hidden and when the data is copied from one step in the workflow into the next. Staff can create new forms, modify existing forms and discontinue using old forms. The workflow can be modified at any time to include or exclude forms, queues, staff and stages. Business rules can be changed at any time to reflect changes in business practice. Forms, workflows and business rules can be defined at a global level or down at a program area level. Forms can be defined using a wide collection of powerful tools. Staff can define many different types of forms including, budgets, attachments and standard forms used in any document in the lifecycle. Each form can have any number of sections. Sections can be data entry forms, lists or grids. Each field has dozens of parameters that allow staff to fine-tune the specific field-level business rules. These parameters include a data type. There are over twenty data types to choose from including text, number, date, currency, yes/no, drop down, phone, email, attachment, percentage, etc. Staff can also define an order, a label, a default value, an input mask, a field size, a maximum length in terms of characters, required or optional parameter, a visibility flag, header labels, sub labels, instructions, and online help text. Conditional parameters can also be set these include a conditional required parameter that allows staff to designate a field as required if an answer to a prior question is met. Conditional validation allows staff to set up logical comparisons that force answers to be within certain parameters like 1-10. Conditional reject defines certain answers to questions that automatically disqualify an applicant. In addition, staff can define mathematical calculations between any fields on any forms. Staff can use the operators add, subtract, multiply and divide, they can use parenthesis to establish the order of the operations. Staff can define complex mathematical formulas that execute automatically for the benefit of the applicant or grantee, so the applicant or grantee never has to do any math and there are never any mathematical mistakes to worry about. Staff also can set up and define workflow parameters like how many approvals are required for a certain document, by what percentage can a grantee overdraw a budget line item, and who is alerted when certain documents are submitted. There are too many parameters and business rules to list here. Over the course of a decade of customer requests DTPi has added so many configuration parameters to the system that almost any workflow can be accommodated without the need for software development. 7.15 Security WebGrants security starts with user authentication that is via a user id and password. WebGrants generates each user's user id to ensure uniqueness. Passwords are originally set by the system; however, users can reset them at any time. A self-service screen can retrieve lost passwords. The system admin can configure certain password parameters like expiration period, restrict past password reuse, require alpha characters, require numbers, require special 30 25 characters, set minimum length and force reset upon first login. WebGrants can also be integrated with client's single sign on technologies like LDAP and Active Directory. Both passive and active integration is supported. Simultaneous lookup is also supported. Once logged in, WebGrants restricts user access two ways. First users have access to only certain program areas and agencies. The admin assigns access to each program area and agency. If the user does not have access to a program area or agency, then they do not see that data. Clients can maintain a multidepartmental implementation without the fear that users in each department will see each other's data. Second, user access is restricted via roles. Each role is defined by associating privileges. There are approximately 70 privileges in the system. These privileges control access to modules, forms, workflows, business rules and other areas. It is possible to restrict access at various levels including the module, form, function and field level. 7.16 Online Help The entire WebGrants user manual is available via online help. A dedicated online help button appears on every screen. This button will pop up a new window that will display the relevant online help for that screen. The system comes with a complete online help library; client staff via the online help module under Utilities can extend this library. Staff can expand or rewrite the existing online help for each screen. DTPi will also update all online help in areas that were specifically customized for the customer. In addition to online help, staff can also add instructions to the screen at the form, section and field levels. 7.17 Automated Alerts WebGrants sends automated email alerts under a wide set of business rules. These alerts are sent to applicants, grantees, internal staff, evaluators and administrators. WebGrants contains over 70 different automated alerts. Examples of automated alerts include registration, application deadline approaching, reviewer assigned to a panel, review deadline approaching, grant status change, grant closeout approaching, status report deadline approaching, claim deadline approaching and others. Each alert is fully customizable, staff can edit the alert body, and the frequency and staff can insert variables into the body to indicate the recipient's name, grant title, deadline, budget amount, status and other data elements. Individual staff personnel can subscribe to certain alerts, so they receive only the alerts they want. 7.18 Audit Trail WebGrants records all user actions in an audit trail. The system records the user's id, the timestamp and the action performed. This audit trail can be queried to determine the user responsible for any action in the system. The audit log grows indefinitely large. 8 WebGrants Architecture WebGrants is a multi-tier application built using Java Platform, Enterprise Edition (Java EE) technologies and is completely object oriented and modular in design. WebGrants employs a sophisticated yet simple to configure XML layer that allows easy addition and modification of user screens, customization of organization specific data elements, security policy enforcement and workflow configuration. WebGrants also supports very flexible operating system and 31 26 database deployment options to comply with an organization’s existing enterprise IT standards. DTPi is committed to open-source technology. When given an option, DTPi always tries to incorporate open-source technology in place of proprietary technology. Typical WebGrants deployments are comprised of the following tiers: 8.1 Tier One – User To utilize the WebGrants application, the user simply needs an Internet connection and a current browser either Internet Explorer, Chrome, Firefox, Safari or Opera. The user’s computers can be Windows or Macintosh, also tablets and Smartphones are supported. The Internet communication can be a simple 56k dialup connection, high-speed internet is not required. No additional software or plug-in is required. No additional software is ever downloaded to the user’s device. 8.2 Tier Two – Web Server WebGrants is built upon the robust and ubiquitous J2EE technology. A web server that supports this technology is required on the server. This web server is most typically Apache/Tomcat. This is a free server is that is utilized for more websites than MS IIS and is more stable and hacker proof than IIS. 8.3 Tier Three – Application Server This tier hosts the core WebGrants modules and associated business logic. It provides all the business services required to support the system’s functionality. A Java Application Server that is Java 2 Enterprise Edition (J2EE) compliant is required for this tier. DTPi recommends JBOSS, a free application server that is the de-facto standard for J2EE applications. It is the most secure and hacker proof application server on the market. 8.4 Tier Four – Database WebGrants is compatible with two databases MySQL and MS SQL Server. The customer decides which to use. By default, DTPi will utilize MySQL because it is free and provides the same performance, capabilities and security of MS SQL Server. However, if the client is partial to MS SQL Server, then DTPi will use this database instead. However, the client is responsible for the fees associated with the MS SQL Server database. Regardless of which database is used, the client owns all the data stored in the database. The client can also connect directly to the database to use third party reporting tools or to download the data at any time. 8.5 Performance/Scalability Performance is seldom an issue with grants management systems. Most of the time the CPU utilization on the servers is close to zero. The only time when performance is an issue is the five to ten minutes just before the deadline to a major grant competition. Of course, this is absolutely the worst time for the system to fail or for performance to become an issue. A modern robust server can handle up to 100 concurrent users without any performance impact. One hundred concurrent users do not mean simply 100 users logged in at the same time, it means 100 users concurrently issuing a command in the system, for 32 27 example all 100 people clicking a button simultaneously. Statistically for 100 concurrent users to issue a command at the same time, there needs to be at least 10,000 registered users in the system. Few of our clients have so many users. Typically, a single server instance is more than enough power to support most clients without any performance impact. However, if for whatever reason performance does become an issue, we have several ways to mitigate the problem. WebGrants is an N-tier system, meaning that each system layer can be deployed on a separate server. This means that the web server and the database can both reside on separate servers. In addition, WebGrants is cluster able. This means that both the web server and the database server can be replicated any number of times with a load balancer to distribute the work amongst the servers. This process can scale to any level. 8.5.1 Typical Deployment A typical server configuration is described below: Server Component Configuration Processor 2 x 1.6 GHz Xeon Quad Core E5310 Processor RAM 2 to 8 Gigabytes Database MySQL (default) (MS SQL Server optional) Application Server JBoss (default) Hard drive 2 * 250 Gigabytes SATA (RAID 1) Network 2 x network cards Operating System Windows 2012 Server (default) (Linux, UNIX, etc. optional) 8.6 System Integration DTPi can integrate WebGrants with any number of clients back office systems. The most common integration is with a customer's financial accounting system. While the exact integration mechanism may differ by client, the most common financial accounting system integration is via flat file. This process starts by WebGrants batching up all payment request transactions in a day. This data is written to a flat file and this file is exported from the system once be day, typically at night. This file is then imported into the financial accounting system, which in turn processes each transaction and sets up the process to pay the grantee. When the payment is made, the financial accounting system exports a return file to WebGrants; this file contains the date paid and the check number, which is updated in WebGrants for both the applicant and internal staff to view. Of course, other integration mechanisms can be used such as EDI or web services API. Other integrations include single sign on via integration with a client's LDAP or Active Directly systems. Integration with document repositories, customer relationship management systems (CRM) and other systems is also possible. 8.7 Data Migration Most customers request some level of legacy data migration. DTPi can accommodate data migration if the data is electronic and in certain formats such as Excel and relational databases. DTPi cannot migrate data that is in Word or PDF format. In addition, data cleanup and normalization are the client's 33 28 responsibility. The client will also assist in the data mapping between the old and new systems. DTPi will develop migration scripts that can be run numerous times. Data can be migrated more than once for testing purposes and also to capture the final snapshot of the data before system cutover. 8.8 Product Roadmap DTPi updates WebGrants five to six times per year with major releases; these releases typically include new functionality and features. DTPi also updates WebGrants once per month with bug fixes, patches and performance updates. If the client has a current maintenance agreement, the client will receive all updates. DTPi will inform the client prior to any updates. Clients can schedule the update when convenient. All updates are performed after hours, over the weekend and at night. Clients who use a test server can deploy the updates first to the test server and test the new functionality prior to deployment to the production server. 8.9 Dual-Core Architecture DTPi has sold WebGrants since 2001. In this time, DTPi has added so many features and functionality to the system that today clients rarely ask for new features that are not already present. However, if a client requests a new feature and DTPi adds that feature only for that one client that does not preclude the client from future updates and patches. The reason for this is all clients receive the WebGrants baseline core source code, in addition to the baseline core some clients also receive a custom core. This custom core overrides the functionality in the baseline core. However, the baseline core can always be updated without any issues. 8.10 Hosting The WebGrants software can be hosted either by the client or by DTPi. Historically our customers are divided 50/50 on this option. If the client hosts the software, then the client is responsible for server up time, network connectivity and backups. If DTPi hosts the software, then DTPi is responsible. DTPi will host the software on a dedicated server in a professional hosting facility. The facility will have direct internet backbone connectivity, multiple ISP access, power redundancy and backup generators, physical and software firewalls, on site security, 24x7 monitoring, and nightly backups. Backups are stored in a geographically remote location to mitigate disaster recovery. DTPi utilizes hosting facilities across the US including Virginia, Tennessee, Arizona and Washington State. If a client's system is hosted in one facility, the data is backed up nightly to another facility. In case of a disaster, DTPi can restore the server in under 24 hours with minimal data lose. 8.11 Accessibility WebGrants is fully Section 508 compliant, meaning visually impaired people can use the software with the aid of website reading programs such as JAWS. 8.12 Security SSL (HTTPS) certificates protect all WebGrants systems. All communication is encrypted. WebGrants uses Captchas to eliminate webbot registrations. WebGrants has full protection from cross-site scripting, SQL injection and other hacker attack methods. DTPi has undergone mock many vulnerability attacks 34 29 from customers testing the WebGrants security features and WebGrants has always passed with little or no issues. 9 Implementation Methodology Dulles Technology Partners leverages the experience gained in the last decade from both private and public sector clients to continuously improve our product and service delivery. Dulles Technology Partners uses this vast experience to streamline implementations of new projects and mitigate risk to ensure success. This continuous improvement in our service delivery process ensures the client receives the best value. This methodology has been formulated over years and tuned after each successful project to create an experienced, tested and proven framework for project implementation. The outline that follows encompasses the entire project lifecycle. The methodology is flexible and can adapt to each customer’s requirements. It may be possible that a particular implementation will not require each step. The duration of each phase of the project depends upon the requirements of the specific client; Dulles Technology Partners will provide County a comprehensive project plan with updates throughout the project lifecycle. 9.1 Phase I – System Definition and Design This is the initial phase of any WebGrants implementation. The goal of this phase is for DTPi to completely understand the client’s grant management business processes. DTPi will deliver a requirements document that describes the gaps between the baseline software and the client’s ultimate version at the end of the project. This phase can be further broken down into the following steps: 9.1.1 Scope and Plan The initial phase of the project includes the kickoff meeting of the primary points of contact and introductions of the key personnel. The location and type of central document repository will be agreed upon. The client will grant access to all necessary internal systems and documentation in a timely manner. Roles will be defined for all concerned parties. The general scope and rough project deadlines will be established as well as initial organization and planning. Finally, current assumptions of both parties will be discussed. 9.1.2 Workshops DTPi and the client will jointly establish interactive sessions, by business area, to understand how the client’s business operates. The goal of this phase is to establish requirements, identify design decisions, and exchange common terminology. DTPi typically sends one analyst (could be more if needed) to the client’s home office to perform these tasks. 9.1.3 Assessment DTPi will perform a detailed analysis of the client’s hardware and software infrastructure to determine compatibility with proposed software solutions. This step is typically done over the phone between the client’s IT staff and DTPi 35 30 developers, though this can be done onsite as well. A rough architecture document can be developed at this time. 9.1.4 Business Process Analysis DTPi will perform and deliver a detailed review and documentation of the client’s current business processes incorporating any process refinements. This step results in the requirements document the identifies all the gaps and necessary enhancements to be made to the baseline WebGrants software. 9.1.5 Phase Conclusion This phase will be deemed complete when DTPi delivers the requirements document. The client will then send DTPi, in writing, their acceptance of the requirements. This will direct DTPi to begin the customization phase of the project. 9.2 Phase II – Customization This phase is performed completely at DTPi’s facilities by DTPi’s developers. The goal of this phase is to accurately incorporate all client requirements into the baseline WebGrants software. DTPi will periodically deploy the “work in progress” version of WebGrants to an internal server. The client will be given access to this server and will have the ability to test each incremental deployment as they become available. This iterative testing uncovers issues immediately after the DTPi developers deploy the code resulting in quicker correction. This phase can be further broken down into the following steps: 9.2.1 Technical Architecture DTPi will develop and document the technical architecture for the proposed solution and ensure that it complies with the client's standards and infrastructure. DTPi will ensure full compliance with client’s Information Technology Enterprise Standards. DTPi will also deliver the integration method and protocol between the client’s internal/legacy systems and WebGrants if applicable. 9.2.2 Implementation (Tailoring/Customization) DTPi will develop the proposed solution employing industry best practices, software development standards, and the requirements determined in System Definition and Design phase. Built into the WebGrants software is a complete issue tracking system. As each module is deployed, the client can record any issues identified directly in the WebGrants software itself. DTPi and the client will hold weekly meetings to discuss the status of all know issues. To eliminate “scope creep”, which can significantly delay a project, DTPi will work with the client to identify these enhancements and defer them to a later project. 9.2.3 Quality Assurance and Verification DTPi will develop and document a comprehensive set of test scenarios. The client and DTPi together will execute the test plan to ensure compliance with the requirements defined in the Interactive System Definition and Design phase. 36 31 9.2.4 Phase Conclusion This phase will be complete when DTPi corrects all critical and high issues, and the client verifies the software meetings 100% of the requirements defined in the System Definition and Design phase. 9.3 Phase III – Deployment In this final phase, DTPi will work with the client to ensure the software meets 100 percent of the requirements defined in the System Definition and Design phase. The goal of this phase to allow the client to verify and accept the software and place the software into production. This phase can be further broken down into the following steps: 9.3.1 User Acceptance This phase enables the client to verify system operations and ensure compliance with requirements defined in System Definition and Design phase. The client will have the opportunity to test the entire system from beginning to end and uncover any last remaining issues. 9.3.2 Installation DTPi will deploy WebGrants in the designated production environment and ensure successful operations. DTPi will work the client’s own IT staff if the client is hosting the software. 9.4 Phase IV – Training DTPi will also deliver all technical and user documentation. In addition, facilitate training sessions to ensure users are comfortable with the application. Training can be provided onsite or offsite via web conferences. If training is occurring onsite, the client is responsible for all travel expenses. County and DTPi will collaborate to create a comprehensive training curriculum. The client’s training methodology and best practices will be used to create all training courses and materials. DTPi will conduct user and administrator training sessions on a train the trainer basis. DTPi will train several key personnel who will then train the remaining personnel. User Manuals and PowerPoint presentations will be delivered during this phase. 9.4.1 Method DTPi personnel will conduct on-site training at client’s facilities or offsite training via web conference before final software deployment. DTPi will utilize WebGrants software and data that mirrors the production system. A qualified WebGrants instructor who is familiar with County’s specific requirements and functionality will conduct training. Training will occur in a classroom setting covering all major modules and functionality of WebGrants. The instructor will lead the class through exercises that provide real world scenarios. One-on-one interaction with students will be provided as needed during the classes. 37 32 9.4.2 Scope DTPi will train the following staff members at a minimum: Leading Application Users Application System Administrators Technical Operations and Administration Staff County has the option to identify additional resources that require training during the project. 9.4.3 Materials The DTPi trainer will deliver the course outline for each training session before the training day. This document will contain an outline of the training areas and exercises to be conducted during the class. This information will be customized to meet the specific training needs of County. In addition, students will also receive: A copy of the WebGrants User’s Guide. WebGrants also has context sensitive and screen level online help. Application Administrator will receive the Administrator’s Guide. Operations personnel in charge of server and database maintenance will receive the Operations Guide. 9.5 Phase V – Maintenance and Support DTPi is available to provide telephone, email, and on-site support for County’s WebGrants installation post implementation. DTPi will maintain and support the base WebGrants code, and all tailoring and customizations applied during the customization phase of this project if an Annual Maintenance and Support plan is purchased. DTPi offers a very cost-effective Annual Maintenance and Support plan for the WebGrants solution. This plan adequately addresses the maintenance and support requirements associated with a typical WebGrants implementation. Pricing for the standard WebGrants Annual Maintenance and Support plan is included in the cost proposal. If the client elects to purchase the WebGrants Annual Maintenance and Support plan, then the client is entitled to the following maintenance services: Phone and Email support Monday-Friday 8-6 Support for Error Corrections (see definition below) Access to all Patches (patches developed internally by DTPi to address core software issues like security, performance, etc) Access to new versions/upgrades Limited modifications/enhancements per month (see below) Response Time: During Business Hours, the response time is immediate and after hours, response time is typically 1 to 2 hours. DTPi staff can be contacted via their cell phones. Support Mechanism: Standard support is provided remotely from DTPi’s location and requires access (Internet, and/or VPN) to the client’s system. Depending on the nature of the client’s data and in-house infrastructure, DTPi will 38 33 work with the internal technical staff to determine the most appropriate mechanism for gaining access to the system remotely. Industry standard remote access mechanisms (available with MS Windows, etc.) will be used and typically do not require any additional software and/or hardware. With remote access DTPi support technicians will have the ability to log in to client’s systems to troubleshoot and diagnose most issues. On-site Support: DTPi personnel are available to provide on-site support providing the client reimburse all associated travel costs. Depending on the nature of the support (i.e., if not typical and specialized in nature) client may also be responsible for time and materials costs. 10 County Specific System Requirements The sections below answer the specific questions detailed in various sections of the RFP. 10.1 1.2 County Objectives and Minimum Requirements 10.1.1 Objective 1 WebGrants is a full lifecycle grants management system. It is a web-based system that allows grant makers to post opportunities online. Prospective applicants can register with the system then view the posted opportunities. The applicant can then create an application, complete the application and submit the application online. Staff can then view the submitted applications and assign the applications to reviewers. Reviewers can log into the system and view the assigned applications. They can then complete online evaluation forms and submit those forms. Internal staff can then view the results of that review process and they can award or reject each application. Awarded applications will become grants in the system. WebGrants will then maintain a budget, scope of work and other information about the grant. The grantee can submit periodic status reports and payment requests. Staff can conduct site visits and process contract amendments. All grant monitoring activities are encapsulated by the system until project closeout. WebGrants also has comprehensive reporting with ad hoc reports, alerts, dashboards, role-based security and other features to support the grant management lifecycle. 10.1.2 Objective 2 The grantee or external user experience is rich and full featured. Interested users can self-register with the system. Once approved they will receive their user id and password via email. Inside the system the user has access to a dashboard to lists all important events and upcoming deadline dates. Users can view all currently posted opportunities. They can create a new application, complete and submit the application online from within the system. Users will receive automated email alerts of submissions, deadlines, awards, status changes and other important events. Once awarded, the grantee can manage their grants within the system. They can submit periodic progress reports, submit reimbursement and payment claims. View their contract, submit contract amendment requests, view site visit documents, view closeout schedules and other information. The status of all claims and other submissions is always visible to the grantee. The grantee can also generate and export data from the system in the form of reports and other export files. 39 34 10.1.3 Objective 3 The WebGrants license model is an enterprise license for unlimited users and unlimited data. There is only a onetime license fee without any reoccurring fees. There are no restrictions on the license. The system can grow infinitely large without any additional costs. We assumed unlimited users for our cost calculations. All data is always available to all users with proper security access rights. If a user has security access, they can access any document at any time. WebGrants will store all data forever without any deletions. Users have access to documents for view and edit. All document history, versions, edits, uploads, and other activity is captured and is viewable. Users can search for documents across a wide range of fields. All data in the WebGrants database is the exclusive property of the client. DTPi backs up this data on a nightly basis. This data will never be resold or distributed. 10.1.4 Objective 4 DTPi has been in business since 1999 and has sold the WebGrants software since 2001. WebGrants is a highly stable system that is free from common bugs. WebGrants has been used in production by dozens of clients and thousands of users. WebGrants is a thoroughly tested system that has been proven over many years of service. DTPi guarantees at 99.99% uptime. The WebGrants system is optimized for fast response times. The interface is very light weight with minimal graphics, plugins and unnecessary extra software. DTPi has clients around the world with limited or slow internet access. Therefore, DTPi has made great effort to streamline the system and enhance performance and ease of navigation. DTPi can guarantee an average response time of sub 2 seconds on all general navigation screens. 10.2 1.3 Mandatory Requirements 10.2.1 Hypertext Transfer Protocol Secure (HTTPS) WebGrants is 100% web based and is accessed solely through a web browser. It is compatible with a wide variety of the most popular web browsers. The site is responsive and will adjust to screen size. It is accessible and ADA compliant. 10.2.2 Compatibility across browsers WebGrants is compatible with all current browsers including Edge, Internet Explorer, Chrome, Firefox, Safari and Opera. No downloads, plugins, apps or other software is required. 10.2.3 ADA Compliance WebGrants is fully Section 508 compliant, meaning visually impaired people can use the software with the aid of website reading programs such as JAWS. Compliance means that a person with a disability can acquire the same information with substantially equivalent ease of use. All future upgrades will also be compliant. DTPi will respond to and resolve accessibility issues/complaints. 40 35 10.2.4 Tech support DTPi is available to provide telephone, email, and on-site support for the client’s WebGrants installation. DTPi will maintain and support the base WebGrants code, and all tailoring and configurations applied during the configuration phase of this project if an Annual Maintenance and Support plan is purchased. DTPi is available Monday thru Friday from 8 am to 6 pm. Our response time is 2 hours. 10.2.5 quickly exit the program When a user tries to navigate away from an editable form the system will popup a prompt that the user must acknowledge that states that any unsaved work will be lost if they continue. Canceling this prompt will then allow them to save. This prompt prevents a user from losing any unsaved work. 10.2.6 program to run without error A user’s internet connection can be interrupted while using the system. When the connection resumes the user can continue their work. 10.2.7 County will retain ownership of the data When DTPi terminates a project for whatever reason we typically turn off the current production server. All data on this server is the property of the client. We will back this data up into a file format that is preferable to the client and then send this data to the client. The data may be in the form of a database backup or some type of data export file. The client can then take this data and extract the data and then migrate this data to a new system. There is no charge for this, we do this as a courtesy for the client. 10.3 1.4 Desired System Features 10.3.1 1.4.1 Grant Proposal Submission Portal 1. Funding opportunities can be posted for each program area. There is no limit to the number of FOs that can be posted at one time. Grantees can view all the posted FOs in the system. If they choose, they can apply to one or more FOs. Each FO can have a completely unique application document that the grantee completes and submits within the system. Funding opportunities can be posted for a specific date range, or they can be posted indefinitely. When the end date is reached, the system will shut down the FO and late submissions will not be allowed. 2. Applicant users can save their work at any time. Applicants can return to their work at any time and resume where they left off, even from a different computer. The form creator allows staff to designate required and optional fields. WebGrants will enforce that all required fields are entered prior to submission. Applicants are not allowed to submit incomplete application forms. 3. DTPi is available to provide telephone, email, and on-site support for the client’s WebGrants installation. DTPi will maintain and support the base WebGrants code, and all tailoring and configurations applied during the configuration phase of this project if an Annual Maintenance and Support plan is purchased. DTPi is available Monday thru Friday from 8 am to 6 pm. Our response time is 2 hours. 41 36 4. The WebGrants software contains a powerful form creator tool that allows staff to create and define their own forms, fields, business rules and workflows. The software allows users to create their own fields. These fields can have many different parameters like required/optional, text or numbers, maximum characters and others. Since every client will require different fields and different forms, WebGrants is a blank canvas upon which different clients can develop different data reporting requirements. Once configured, the WebGrants software will be tailored specifically for the client and will incorporate all client specific data elements and business rules. 5. Users can develop their line itemized budgets in the system. Users can define budget line items like salaries, equipment, travel, etc. Not only can they enter various numbers and perform calculations, but they can also define the overall layout and structure of the budget itself. By using the form creator tool, users can define their own budget forms and templates. Once these are defined, users can enter numbers and perform mathematical calculations, subtotals, and totals. Once a budget is developed, it can be copied. For example, if the budget is developed in the application, it can be easily copied into the grant. There is no need for any data reentry. Budgets can be unique to a particular program area, grant competition or an individual grant. Budgets can also be created at a global level where all documents use the same budget. 6. WebGrants supports file uploads with any document in the system. Users can upload any number of documents of any size or type. The admin can limit file types if they choose to do so, however, by default all file types are allowed. 7. There is no limit, any number is supported. 10.3.2 1.4.2 Proposal Review Portal 1. Each reviewer can have additional security privileges assigned to them. By default, each reviewer only sees the applications and scores for the applications they are assigned directly. However, it is possible for the admin to assign a reviewer additional roles. These additional roles include the ability for the reviewer to view the applications assigned to other reviewers, view the scores and reviews of other reviewers for the applications they also reviewed and to review the score and reviews for applications not assigned to them. Each of these additional roles must be explicitly assigned by the admin. These additional roles can also be assigned by review round as well as in general. 2. Unlimited is supported 3. WebGrants supports a full lifecycle system including the ability to assign reviews to applications. The Panels module allows staff to define users as reviewers and then assign those reviewers applications to review. WebGrants also supports a Conflict-of-Interest Process and a full application evaluation process with customizable review forms and automated scoring and reporting of average scores. WebGrants fully supports the application review process and workflow. Applicants submit their applications online through the system. Staff then routes the applications to various reviewers. Each assignment has a due date. Reviewers can then read each assigned application and they can enter their scores and comments online through online evaluation forms. WebGrants will average all reviewer scores for each application and present the list of applications sorted by score. Staff can then 42 37 determine the awarded and not awarded applications. WebGrants can then send out award letters and receive electronic signatures. 4. The admin can create all review forms using the Form Creator tool. Using this tool, the admin can define the parameters of each field on the form. Fields can be a score, a yes/no value, a drop-down list box or a comments field. A point value can be assigned to a score field, a yes/no field and to each option in a drop down. A score field can have a minimum and a maximum value. The reviewer is forced by the system to only enter a score within the acceptable range. Each value can also have a weight, meaning that one score can be worth more or less than another score. 10.3.3 1.4.3 Award Management Pla�orm and Document Repository 1. All business rules set up for a grant will be enforced by the system. Staff can define encumbrances and closeout checklists. Encumbrances can be milestones that enforce compliance. If a grantee fails to fulfill the requirements on the encumbrance on time, then the system can stop future payments to the grantee. Staff can define checklists that require that the grantee perform some work by a particular deadline. These items will send alerts until they are completed. 2. The WebGrants software supports over 80 different automated email alerts. These emails are sent under a wide range of business rules. An automated email alert is sent to the applicant when the applicant submits their application and other alerts are sent as the status of the application changes. The admin can configure the text in all email alerts. The admin can edit the boilerplate text and can insert variables that resolve when the email is sent. This allows the email to include information like the recipient's name, application title, status, due date and other dynamic information. 3. The communication component has two sub-sections, the Non-WebGrants Communication Log and the Inter-WebGrants Grantee Correspondence. The Non-WebGrants Communication Log records important conversations that occur outside of the WebGrants system. For example, if there is an external phone call, email, fax or letter then staff can create a new record and record the communication including the recipient, date, subject message and they can attach the external file. This information can be searched and viewed by other staff with the correct security access. The Inter-WebGrants Grantee Correspondence allows staff and the grantee to communicate by sending messages within the WebGrants system. Both parties can initiate communication and the other party can reply to any communication received. The whole conversation is recorded in the system. The benefit of this overusing external email like Outlook is anyone with security access to the grant can view the entire communication history. 4. The WebGrants audit log captures all users' activity for all users. The audit log records the user id, action taken and the date/time stamp. This log file grows infinitely large and is never truncated. Staff can refer to the log file at any time. All questionable actions can be researched through built in reports in the system. 5. Connection to a fund management system is not required. WebGrants can be a standalone product. 43 38 10.3.4 1.4.4 Data Collection and Reporting System 1. A document repository is available in the WebGrants system. Staff can upload documents and maintain the documents over time in the system. Once unloaded, the documents can be used throughout the system and grant lifecycle. The repository reduces the need for all users to maintain all files especially boilerplate type files in their own PC. Instead, users can access the repository and attach documents from the repository to their documents, emails, people or other data elements in the system. 2. WebGrants contains both standard and ad hoc reports. Any field in the system can be reporting on in the reporting module. Any field in the system can be used as filter criteria. Users can specify parameters like filtering, sorting, grouping, subtotaling and others. Reports can be exported to a wide variety of formats like PDF, Excel, Word, HTML, CSV, XML, JSON and others. Reports can generate tabular data but also graphics like pie charts or bar charts. 3. Applications and other documents can be viewed in a print preview mode that displays the entire application in one continuous form. This document can be printed to paper or exported as a PDF document. Certain electronic attachments such as images and PDF files will automatically open and merge with the PDF document to produce a continuous document of the WebGrants application and all uploaded attachments. 4. DTPi will migrate all client legacy data. DTPi will work with the client to establish data mapping between the old data and the WebGrants database. Once the mapping is established, DTPi can import the data any number of times. Multiple imports may be necessary to test and finalize the migration. The client is responsible for data cleanup, normalization, data definition, data mapping and regular assistance for DTPi staff with the migration process. 5. All data in WebGrants can be easily exported in a wide variety of formats. This data includes contacts, applications, reviews, grants, status reports, claims and other data. Data can be exported on a single record or multiple records at once. This data can be exported in many formats including PDF, Excel, Word, HTML, CSV, text, XML, JSON and others. 10.4 2.4 Company Background 10.4.1 2.4.1 Experience and Organizational Capacity 1. Please see section 3 above. 2. Please see section 3 above. 3. Please see section 3 above. 4. Please see sections 3 and 4 above 10.4.2 2.4.2 Past Performance (References) Please see section 6 above. 10.5 2.5 Technical Specifications and Functional Requirements See above 44 39 10.6 2.6 Implementation, Project Management, Training and On-Going Support 1. DTPi has a complete project implementation methodology detailed in section 9. DTPi uses a waterfall methodology to implement the WebGrants system. This process includes a requirements phase, a configuration phase and an implementation phase. These phases are then followed by maintenance, support and hosting. DTPi's development methodologies include Agile programming, Extreme programming and Rapid application development. Our development methodology uses the concept of rapid development and iteration. We believe in getting a working system in front of the client faster proves to be more effective than long requirements and planning phases. 2. WebGrants is unique in that Dulles Technology Partners Inc has been providing the WebGrants software to clients since 2001. That is more than 20+ years of grant management experience. Our software is mature and robust and completely handles the grant management workflows for clients without any need for customization or enhancements to the core software. DTPi has implemented WebGrants for clients in almost all US States. We have the knowledge and understanding of the program to effectively implement the forms, workflows and business rules that are required from the program. In addition, DTPi has implemented WebGrants over 100 times at various government levels including the federal, state, local and city level. WebGrants is DTPi’s only product and we are 100% dedicated to this software and will continue to refine and enhance the system for the foreseeable future. 3. Please see the attached project plan. 4. DTPi will take the lead on all project management related activities. DTPi will schedule regular weekly status meetings. DTPi will set the meeting agendas. DTPi will coordinate with all project staff. DTPi will setup all project communication methodologies. DTPi will set the deliverable schedule and ensure compliance from all parties. 5. During the implementation of the project, DTPi and the client will be in constant communication. At a minimum we will attend weekly status meetings where we will present the current project status including the current project schedule status, recent accomplishments, current issues and challenges, any deviations from expectations and any other issues or concerns. Any conflicts or impasses that may arise will be discussed collectively. Within the DTPi organization these issues will also be discussed and escalated. DTPi management will be aware of any issues and concerns on all projects. As needed, DTPi management will attend meetings and hold conferences with clients to resolve any issues. 6. DTPi will provide several roles on this project to deliver successfully the fully configured WebGrants system. DTPi will provide an overall project manager and primary point of contact. This person will be the client's primary point of contact and this person will be involved with all aspects of the system implementation. DTPi will provide a client relationship manager. This person will also be a primary point of contact for the client. This person will communicate with the client on a regular basis and be involved in all aspects of the project. DTPi will provide an analyst that will communicate the system functionality to the client and will learn from the client the client's current business process including the client's workflows and business rules. DTPi will provide several software developers. These developers will configure the system using the built-in configuration tools and will modify the system's 45 40 source code to develop client specific customizations. Developers also assist with system integration and legacy data migration. DTPi will provide a trainer and documentation specialist. The trainer will train all required client staff and the documentation specialist will modify the baseline system documentation to conform to the client's customized system. 7. DTPi performs two types of testing and validation. One is an incremental validation done as the system is configured and the other is an end-to-end testing process called user acceptance testing. As DTPi configures the system incremental deployments are made to the test server. These updates are validated and tested by the client. After the entire workflow is configured and tested DTPi arranges a comprehensive overall user acceptance test. This process is geared more to the overall process rather than the individual details of each process. However, the entire system is tested comprehensively for compliance and conformity to the client’s requirements and expectations. Any defects or nonconformity is documented and corrected by DTPi staff, and the process is rerun to validate the changes. This process continues until the system is free from defects and is accepted by the client. 8. DTPi will provide full system training for all staff on full system usage and maintenance. DTPi personnel will conduct on-site training at client’s facilities or offsite training via web conference before final software deployment. DTPi will utilize WebGrants software and data that mirrors the production system. A qualified WebGrants instructor who is familiar with client’s specific requirements and functionality will conduct training. Training will occur in a classroom setting covering all major modules and functionality of WebGrants. The instructor will lead the class through exercises that provide real world scenarios. One-on-one interaction with students will be provided as needed during the classes. The DTPi trainer will deliver the course outline for each training session before the training day. This document will contain an outline of the training areas and exercises to be conducted during the class. This information will be customized to meet the specific training needs of the client. 10.7 2.7 System Reportiing and Data Integration WebGrants contains both standard and ad hoc reports. Any field in the system can be reporting on in the reporting module. Any field in the system can be used as filter criteria. Users can specify parameters like filtering, sorting, grouping, subtotaling and others. Reports can be exported to a wide variety of formats like PDF, Excel, Word, HTML, CSV, XML, JSON and others. Reports can generate tabular data but also graphics like pie charts or bar charts. Custom reports are supported as ad hoc reports. WebGrants allows the client users to define their own reports by selecting fields to add to the report from any form in the system. Virtually any field in the system, both standard and user defined, can be added to an ad hoc report. Once the fields are added, staff can define data aggregation parameters like grouping data, sorting data, filtering data by certain filter criteria, inserting subtotals and grand totals and inserting mathematical formulas that allow add, subtraction, multiplication and division of selected fields. Once the report is created, staff can save the report and rerun it over time and can export the report in a wide variety of formats including PDF, Excel, Word, HTML and CSV. 46 41 10.8 2.8 System Documentation DTPi will provide full documentation for the WebGrants system. Manuals provided include the system administrator manual, internal grant user manual, external grantee manual and other documentation. All manuals will be customized to incorporate all client specific changes. DTPi will deliver manuals in Word format. All manual information will also be available in the system in the online help. All documentation is updated with each upgrade of the system and disseminated to all clients. 10.9 2.9 Cost Proposal See attached. 10.10 2.10 License and On-Going Service and Support Agreements 10.10.1 2.10.1 License Agreement See attached 10.10.2 2.10.2 On-Going Service and Support Agreement a. DTPi warranties the system forever. If the client has a current maintenance and support agreement, DTPi will fix all bugs identified in the system. b. The WebGrants license model is an enterprise license for unlimited users and unlimited data. There is only a onetime license fee without any reoccurring fees. There are no restrictions on the license. The system can grow infinitely large without any additional costs. We assumed unlimited users for our cost calculations. c. Please see the attached document. d. DTPi is available to provide telephone, email, and on-site support for the client’s WebGrants installation. DTPi will maintain and support the base WebGrants code, and all tailoring and configurations applied during the configuration phase of this project if an Annual Maintenance and Support plan is purchased. DTPi is available Monday thru Friday from 8 am to 6 pm. Our response time is 2 hours. e. DTPi uses the Zoho trouble ticketing system. Emails submitted to support@dullestech.com immediately go into our trouble ticketing system. The client is notified of the receipt of the issue. Updates on the issue by DTPi staff results in an automated email back to the client. Post implementation DTPi offers a wide variety of additional training options for clients. These options can be used as refreshers for existing staff or to train new staff. Training options that are available include full system documentation. A full document is delivered and maintained by DTPi in Word format that can be given to any user of the system. Also available are online training webinars that address specific functions in the system. These webinars are typically short at only 10 minutes long and instruct users on specific functionality in the system. There are dozens of such videos available. WebGrants also has extensive built-in online help that explains the current screen and the current screen’s functionality. Also available is the DTPi support team that can be contacted via email, phone and online trouble tickets. f. DTPi continually tests WebGrants on the most recent versions or all major browsers and operating systems. When a change is necessary, DTPi will 47 42 modify the source code and notify all clients. Clients can deploy the new version on their own timetable. Deployments and upgrades take no more than a few minutes of server downtime. DTPi releases about six major upgrades and six minor upgrades per year. DTPi notifies all clients when a new upgrade is available. Clients can deploy the upgrade on their own schedules. There is no pressure to upgrade. A client can remain at any version for any length of time without violating their maintenance agreement. All upgrades are cumulative so an upgrade from 5.9 to 5.12 includes all upgrades 5.10, 5.11 and 5.12. g. No. 48 ATIF SHAH Phone: 703.626.7405 Email: atif.shah@dullestech.com Status: US Citizen SUMMARY OF QUALIFICATIONS Extensive experience leading the successful delivery of large-scale Internet solutions and web based software products. Over 15 years experience developing, implementing, and leading WebGrants implementations. Hands-on technical expertise with today’s emerging web and relational database technologies including J2EE, Internet Security, Amazon Web Services (AWS), MySQL, Oracle, MS SQL Server, Web Servers, and Application Servers. Excellent communication, team management, and customer interaction skills. EDUCATION B.S. Computer and Electrical Engineering, Purdue University - 1994. PROFESSIONAL EXPERIENCE Dulles Technology Partners Inc., 06/2002 – Present Product Development Manager Dulles Technology Partners Inc. is a software development and systems integration firm focused on providing eBusiness solutions based on industry standard web technologies. As a Product Development Manager, Mr. Shah, is responsible for leading the product development effort for DTPi’s flagship product, WebGrants, an electronic grant management solution. His responsibilities also include supporting customer implementations of WebGrants. WebGrants is a comprehensive, web-based (J2EE) grant management software solution for grant giving and receiving organizations. It automates the application preparation, submission, approval and payment processes. WebGrants automates the grant processes for formula, entitlement and competitive grants utilizing secure, encrypted, web-based access. WebGrants is based on Java (J2EE) platform technologies and supports most leading relational database management systems including: Oracle, SQL Server, and MySQL. As Product Development Manager, Mr. Shah is responsible for managing the day-to-day product development and implementation activities, resources, and budget on large WebGrants implementations. Mr. Shah has played a key role in gathering features and requests from all constituent groups, working through prioritization issues, and detailing of functional and technical specifications. The definition and management of a constantly evolving "product roadmap" was also one his primary tasks. Leading the technical analysis and design efforts for the product was one of his primary responsibilities. Mr. Shah was also involved in defining the product strategy and vision with senior DTPi staff. In addition to the product development responsibilities Mr. Shah was also involved in several key marketing and sales efforts. He presented the WebGrants solution to several client executives and supported for ongoing product demos, in person and via the web, sales negotiations, and project definitions. Was involved with the WebGrants application from concept to final client sales. Some of the WebGrants implementations where Mr. Shah played a key role include: New Hampshire Community Development Finance Authority 49 State of Iowa Habitat for Humanity Texas Access to Justice Foundation (TAJF) World Vision City of San Jose California Seattle Department of Neighborhoods Children’s Trust – Miami Florida GuideComm Systems Inc., 09/2001 – 05/2002 Senior Java Architect – Software Engineering/Product Development The Revenue Optimizer product assists telecom companies in discovering problems related to lost or latent revenue. The product acts as a data-mining tool that identifies discrepancies in the various Operational Support Systems (OSS) like Billing, Order Entry, and Provisioning that a telecom company may be using. As a Senior Java Architect – Software Engineering/Product Development, Mr. Shah proposed and implemented a new J2EE based architecture for the product to make the platform more scalable, extensible, and easily maintainable. The new architecture utilized Java Server Pages (JSP), Enterprise Java Beans(EJB), Oracle, and Jboss application server. Responsible for leading the design and development of several Java modules. Lead key customer trials for the product with customers like Equant, AT&T, and MCI Worldcomm. Qwest Communications, 06/1999 – 08/2001 Technical Lead/Manager Qwest Control is a highly integrated self service portal allowing Qwest’s business customers to monitor and manage Internet, Data, and Voice services. This portal serves as the single point of entry for business customers and supports many key products and services including Virtual Private Network (VPN), Managed Firewall (Nokia Checkpoint), Direct Internet Access, Hosting, Frame Relay, and ATM. Customers are able to perform many vital self service functions including eBilling, Configuration Management, Real-time Network Alarm monitoring, Trouble Management, and Statistical Reporting. The site also serves as a marketing tool for gaining new customers and assists the sales team in up-selling/cross-selling new services to existing customers. The Qwest Control portal is a distributed computing solution that leverages the powers of J2EE technology. The core technologies utilized on this project include Servlets, Java Server Pages (JSPs), Enterprise Java Beans (EJBs), Java Messaging Service (JMS), XML, and Weblogic Application Server residing on AIX and Solaris platforms. The portal interfaces with over 22 back-office and network monitoring systems. The project team for this project was comprised of approximately forty developers, eight functional analysts, and twenty-five testers. Over two years Mr. Shah performed several key roles on the project which are summarized below. MANAGED FIREWALL PRODUCT Managed the end-to-end delivery of this new product from concept to successful production launch. Lead a team consisting of business analyst, database administrator, and several Senior/Mid level Java developers through all phases of the development lifecycle. Product was successfully launched in March 2001. Responsible for defining the requirements, scope, and strategy for this product with the Marketing and Product Management teams. 50 Functionality included online provisioning, configuration management, contact management, and trouble management. Designed J2EE-based architecture for this module which consisted of Java Server Pages (JSPs) on the front-end and Enterprise Java Beans (EJBs) on the server-side. Both Session and Entity EJBs were employed in this solution and were designed to be reusable across Qwest Control product modules. Performed code reviews and mentored junior staff members. Responsible for all day-to-day activities including scheduling, budgeting, issue resolution, client communications, staff performance reviews, and status reporting to the Director of Web Development. FRAME RELAY AND ATM PRODUCT Lead the development team responsible for developing the network map, configuration, trouble ticketing, network alarms, and reporting functionality for the Frame Relay and ATM modules. These modules have been in production for over two years and several follow-on releases have been completed since then. Responsible for designing and developing a flexible web reporting architecture that delivered Frame Relay and ATM reports in text, graphical, and downloadable formats. Ascend BulkStats platform was used for collecting data for reporting purposes and Micromuse NetCool was used for the network alarms functionality. Developed Enterprise Java Beans (EJBs), Java Server Pages (JSPs), Servlets, and Oracle PL/SQL stored procedures. Performed code reviews and mentored junior members of the development staff. Installed and configured Weblogic 4.51/5.1 on Windows NT and Solaris platforms. PORTAL FRAMEWORK AND ARCHITECTURE Managed the portal framework and architecture team responsible for addressing the scalability, reliability, performance, and team productivity requirements. This team was comprised of three senior architects, a senior developer, and an analyst. Recommended moving towards a loosely coupled Web Application (Servlet 2.2 specification) Architecture to eliminate development, deployment, and run-time dependencies between the individual product development teams. Proposed that each product team have individual Web Applications that could be independently deployed across multiple web servers. On the application server side, recommended moving the heavily utilized functionality like security, customer entity, and eBilling to dedicated servers that could be clustered as needed. In order to facilitate a loosely coupled architecture, team was responsible for defining a service abstraction layer which included Common Client Interfaces (CCIs) for common functionality like Security, Customer Entity, and Logging to be utilized by both internal development teams and external B2B partners. Designed a Java Messaging Service (JMS)-based logging service for handling customer behavior and application monitoring events. Designed a XML-based application resource management mechanism to provide access control to the numerous application components such Java Server Pages, Servlets, and Static Content. Presented the new architecture recommendations to the several internal development teams and Qwest IT Directors. Reported status of the project directly to the Director of Web Development. American Management Systems, 07/1996 – 05/1999 Technical Lead/Manager – National Institutes of Health -11/97 – 5/99 Mr. Shah, managed the development of a three-tier Internet application for tracking time and attendance information for 17,000 users. Designed and presented the system architecture to the 51 client’s technical advisory team. Gained full system life-cycle experience by participating in all phases of the project. Developed key system components and managed/mentored a team consisting of functional analysts and developers. Regularly prepared and presented project status reports to senior client managers. Technologies employed to develop the system include Java, Java Script, JDBC, HTML, SSL, Microsoft SQL Server, Bluestone Sapphire/Web Application Server and Microsoft Internet Information Server. Implementation Manager – First USA Bank-4/97 – 11/97 As Implementation Manager for a FileNet document imaging system upgrade. Mr. Shah, managed a team of developers responsible for performing code modifications and testing the various system components. Developed a comprehensive system test plan to ensure a successful upgrade. Provided status reports to bank Vice Presidents and conducted team meetings on a regular basis to monitor progress and resolve technical issues. Technologies involved in the upgrade included FileNet, AIX, OS/2, C, Oracle and Visual Basic. Also developed a batch data load program in Oracle Pro*C. Technical Consultant – Freddie Mac-12/96 – 4/97 Functioned as technical consultant to the client for the Asset Management Desktop (AMD) product. This product assists in the processing and sale of repossessed assets. The product was developed using PowerBuilder, Sybase and a custom workflow engine written in C. Mr. Shah was responsible for enhancing/customizing the loan recovery module, performing a technical analysis for fax integration, migrating the AMD from PowerBuilder 4.0 to 5.0, assisting client developers and developing designs for future enhancements to the AMD. Product Developer – PHH-7/96 – 12/96 As Product Developer, Mr. Shah was responsible for creating the Asset Management Desktop (AMD) product. Responsibilities included developing and/or enhancing the Market Strategy, Form Letters, House Settlement, and Offer Negotiation modules in PowerBuilder 4.0. Also gained experience with Sybase System 11. ACR Incorporated, 8/94 – 7/96 Developer – Northern Indiana Public Services Company-3/96 – 7/96 Developer for a client/server system designed for tracking the daily distribution, usage, transportation and storage of gas. Mr. Shah developed the design specifications for all the system reports and coordinated the implementation of the reporting sub-system. Developed stored procedures in PL/SQL to facilitate several complex billing reports. Developer – United States Steel-2/95 – 3/96 Team developer for an Environmental Information Management System (EIMS) for recording and reporting visible emissions data. The system was developed using Oracle Forms 4.5 and Oracle 7.1 RDBMS. Primary responsibilities included developing the graphical user interfaces and implementing stored procedures using PL/SQL. Also functioned as a developer on a project team responsible for implementing an enterprise-wide system for tracking and reporting employee time and attendance using Microsoft Visual Basic and Access. Developer – Northern Indiana Public Services Company-7/94 – 1/95 Mr. Shah, functioned as a team developer on a project team responsible for implementing a client/server Gas Meter Management System (GMMS). GMMS was implemented on an OS/2 platform using IBM Visual Age C and DB2/2. Project tasks included software development, unit/system testing, and creating user documentation. 52 TECHNICAL SKILLS Databases Microsoft SQL Server, Microsoft Access, DB2/2, JDBC, Sybase 11, SQL, ODBC, Oracle, PL/SQL, MySQL. Internet/Web Amazon Web Services (AWS), J2EE, Apache, Tomcat, Jboss, BEA WebLogic, HTML, JavaScript, Servlets/JSP, XML, Together J, Rational Rose, Bluestone Sapphire/Web, Microsoft IIS, Visual Café, Jbuilder 3.0, Optimize It, Espress Charts, iReports. Operating Systems Microsoft Windows Server 2003 to Current, Unix, Solaris, AIX, Linux. Other C/C++, Micromuse NetCool, Visual Basic, PowerBuilder 4.0/5.0, Oracle Forms/Reports, FileNet, Microsoft Project, Microsoft Office, Ascend BulkStats. 53 Tom Nyilasi tom.nyilasi@dullestech.com 703-623-2128 Summary Mr. Nyilasi is the owner and CEO of Dulles Technology Partners since its inception in 1999. In this capacity Mr. Nyilasi has lead the company through 17 years of growth and profitability. Mr. Nyilasi is the main designer and architect of the WebGrants system. Mr. Nyilasi is also the primary sales person of the company and has lead multiple successful project implementations for federal, state, city and local governments. DTPi has implemented the WebGrants system over 80 times for various clients. Each of the clients also has multiple departments and program areas. Our largest client is the State of Iowa. This is a statewide implementation. DTPi has implemented 113 grant programs in 42 departments of the state government. Mr. Nyilasi has established DTPi as a leader in the grants management marketplace. DTPi is the only company that has successfully implemented a statewide system. We also have partial statewide implementations for Montana and Utah. Experience March/1999 – Present Dulles Technology Partners Inc Founder and CEO Mr. Nyilasi is the founder and CEO of Dulles Technology Partners Inc. Mr. Nyilasi sets the direction and scope of work for the company. Mr. Nyilasi participates in the marketing and acquisition of new clients by writing and submitting proposals, conducting product demonstrations and negotiating contracts. Mr. Nyilasi typically leads the initial requirements meetings with new clients and establishes the project plan for the project before handing the project over to Tena Malone and Atif Shah for implementation. Mr. Nyilasi works to set the functionality of the baseline WebGrants system and oversees the implementation of new features and functionality by the development staff. Mr. Nyilasi oversees the general daily operations of DTPi including managing finances, billing clients and the hiring and firing of employees. May/2002 – April/2003 US Dept. of Housing and Urban Development Developer/Analyst Participated in the creation of the HUD IDIS Migration Strategy Plan that details several alternative approaches for migrating the current legacy IDIS system to the web. The proposed technologies have been selected to provide IDIS users with a new streamlined process within an environment that complies with HUD’s architectural standards, that will enforce reliable quality data, ensure operational continuity, functional availability, and user satisfaction through a transparent transition. Developed the IDIS Web Concept site to provide the look and feel of the new web-based interface and the current functionality of the IDIS system to HUD, Public Interest Groups, and Grantees. 54 January/2002 –May/2002 US Dept. of Transportation Project Manager Project manager in the TASC/ITO department, in charge of software application development and maintenance. Led a group of ten developers across a wide range of skills and functionality. The group develops and supports various disparate applications including: • Peregrine Service Center • Lotus Notes Databases • Oracle Databases • Internet Applications • Network Backup and Recovery Led the Peregrine system upgrade and enhancement through the entire project life cycle. Met with managers, coordinators and the fifty-person helpdesk to gather requirements then created documentation, tailored screens and tables according to requirements, tested and implemented the application into production. Attended two week long training classes in Peregrine Service Center 4.0. Other responsibilities included creating status reports, signing time sheets, meeting with customers, updating management on current activities and issues, and other general management responsibilities. Software development included tailoring Peregrine Service Center and several maintenance related repairs of internet applications developed in HTML, ASP, JavaScript and SQL Server. July /2001 – December/2001 Roadrunner Developer Developed modem/network diagnostic application using ASP, HTML, and JavaScript, incorporating DHTML and Cascading Style Sheets. Server side ATL COM component was developed in Visual C++. February /2000 – July 2001 UUNet Developer Supported and Enhanced the GSLA (Global Service Level Agreement) system. Developed system using Unix, C multi-threaded programs, an Oracle database, and a Java front-end web application with Informatica. Integrated Micromuse Netcool using Perl scripts. June /1999 – November/1999 Teligent Inc. Development Manager IT Applications division of Teligent. Development lead in charge of four developers. Developed an intranet application utilizing ASP, VBScript, JavaScript, HTML, DHTML, Oracle 8.0, and ODBC. Lead team through entire life cycle, from analysis, design, development, testing, and implementation. 55 July/1996 – June/1999 American Management Systems December/1998 – June/1999 IRS Data Warehouse Development Manager Development lead for the Payroll Applications team supporting the Internal Revenue Service (IRS). Participated in the design of the data warehouse using DB2 version 5. April/1997 - June/1999 FDIC Data Warehouse Development Manager Lead developer for the Information Applications team supporting the Corporate Financial Data Warehouse project for the Division of Finance (DOF) at the Federal Deposit Insurance Corporation (FDIC). Managed a small team of developers. Awarded CIO magazine’s 1999 50 Best Intranet applications award. July/1996 – April/1997 Office Depot Imaging System Developer Team developer for an Accounts Payable Imaging System for Office Depot. Education Carnegie Mellon University Pittsburgh, PA B.S., Information Systems 1996 B.S., Industrial Management 1996 Skills Java, Servlets, JSP, JQuery, JavaScript, SQL, Visual Basic, COM, ASP, C++, XML, Oracle, SQL Server. 56 JOSEPH E. HUGHES 31 Bartram Avenue 703-945-9918 Mount Holly, NJ 08060 hughesjoee@yahoo.com Qualifications 21 plus years as a Programmer and Systems Analyst, providing development and mentoring in Internet technologies including Java, C/C++, XML, Java Servlets, JavaScript, HTML, CGI, and other applications technologies. Technical Expertise Demonstrated experience with the following technologies and concepts: C/C++/Java XML/XSLT SAX/DOM/XPATH DTD/XML Schema/RelaxNG RMI/SOAP JUnit/Ant/Antlr MVC JSP/EJB Oracle/MS SQL Server UNIX/Windows Professional Experience Senior Member of Technical Staff, Dulles Technology Partners Inc, Leesburg, VA Lead software engineer and technical team lead in charge of development for the WebGrants application, a web-based full cycle grants management system. Responsible for designing technical architecture and for key development of core and custom product modules. Experience includes coding in using object oriented software development and development methodologies including design patterns and UML modeling. Interfaced with the business community and translate business requirements into effective technical solutions. Helped design and develop many customized and automated system interfaces between DTPI products and customer legacy systems. Senior Software Engineer, Vitria Technologies Inc, Herndon, VA Member of a development team responsible for designing and developing software for use in enterprise level, collaborative commerce solutions. Helped design and develop schema based XML to XML transformation tool. Designed and developed a data object model to represent a single transformation from one XML vocabulary to another. Helped develop visitor objects for traversing the transformation object model to generate runnable code in the form of a Java bean, JSP, or XSLT stylesheet. Developed commands for manipulating the transformation object model, thus fulfilling our MVC based architecture. Designed and developed an XML Schema parser allowing the use of XML Schemas as the source and target schemas within the transformation tool. Helped develop a process flow engine consisting of subscribers, process flow steps, and publishers. The subscriber and publisher components support several types of messaging including; JMS, file system, IMAP mail queues, and HTTP messages. All aspects of process flows are defined via XML documents. Designed and implemented a SOAP interface to allow remote access for instantiating process flow instances. Helped design and develop a Java/SOAP based, WFMC standards compliant adapter for work flow engines to support remote access to work flow engines from our process flow engine. Senior Software Engineer, Dyncorp, Chantilly, VA Member of a software development team for a browser based consumer response management product. The system front end is HTML/JavaScript while the back end utilizes Java Servlet technology. Responsible for design and development of new functionality in support of software maturity. Utilized thread control in designing and developing the ability to simultaneously and independently monitor multiple mail servers for incoming email. Developed a servlet based user interface for management of mail server monitoring. The servlet object provides authentication support, user state maintenance, and HTML/JavaScript generation. The servlet is loaded at servlet engine start-up and is accessible directly through a URL or indirectly from other servlets. Incorporated a call center model capability for management of consumer responses. A servlet object utilizes authentication to determine user access level and then generates the appropriate HTML/JavaScript. Access to system functionality is based upon user level. User level is determined at login and is maintained in a user state object. Helped in designing and developing a JDBC based data access model which allows for seamless integration of any relational database. All non ANSI-92 standard SQL calls (including procedure calls) are separated from the core code. Separate objects provide the correct syntax for database calls based upon the configuration of the product. Currently the product supports Oracle and MS SQL Server with future plans to support Sybase SQL Server. Senior Systems Programmer II, Nextel, Reston, VA Member of a web architecture team responsible for development of a customer self-service web application. Designed and developed software to allow Nextel customers to register as a user of Nextel’s on-line customer web site. Utilized Java servlet, JSP, and EJB technology. Included client side validation via JavaScript, and server connectivity to an Oracle database and LDAP directory. 57 Associate Consultant, PowerCerv Corporation, Charlotte, NC Responsible for general consulting duties including technical support for business development, technical mentoring, and development of client systems. Developed an on-line computer equipment ordering system. This application is written in Java using a distributed architecture, using Apptivity 2.1. The client software is a highly intuitive, multi-window user interface launched via a browser. The server provides much of the business logic and all of the data access functionality. The database is accessed through predefined data sources and dynamically created SQL statements. The Java Mail API is utilized for email order confirmations. Helped migrate existing PowerBuilder application to a web based system utilizing Sybase web technology. Provided mentoring on how to best exploit the benefits of web based technology without reducing functionality. Developed and presented in-house and public tutorials on web based applications, including general web technology, Sybase Software tools and technology, and Java technology. MIS Programmer, Flores & Associates, Charlotte, NC Developed a web site providing real-time data access for clients of an IRS 125 Flexible Spending Account management service. The plan administrators can access corporate account information, update employee information, and enroll and terminate employees. The employees can access personal account information, including balances, pending claims, and account activity. The data access is provided through CGI executables. The CGI relied upon remote invocation of objects for data access, significantly increasing CGI performance by reducing network traffic. Developed customized, web based benefit enrollment systems. These systems included step by step enrollment of employee benefits, capturing of dependent and beneficiary information, review of current benefit status, and access to on-line benefit information. HTML based entry screens were dynamically created using CGI. JavaScript was also dynamically created to provide client side validation of benefit selections based upon employee specific information. Installed and administered company web sites using Microsoft Internet Information Server. Configured multiple virtual servers representing multiple domains. Created public and private keys and registered digital certificates for configuring Secure Socket Layer encryption protocol. Certifications Sun Java 2 Programmer IBM XML Education Masters of Arts, Business, Webster University, Missouri Bachelors of Science, Physics, Trenton State College, New Jersey Employment History Jan 2005 – Present Senior Software Engineer, Dulles Technologies Partner, Inc, Leesburg, VA Apr 2000 – Apr 2002 Senior Member of Technical Staff, Vitria Technologies Inc, Herndon, VA Oct 1999 – Apr 2000 Senior Software Engineer, Dyncorp, Chantilly, VA Aug 1999 -Oct 1999 Senior Systems Programmer II, Nextel, Reston, VA Jan 1999 – Aug 1999 Senior Software Engineer, Dyncorp, Chantilly, VA Dec 1997 - Jan 1999 Associate Consultant, PowerCerv Corporation, Charlotte, NC Apr 1996 - Dec 1997 MIS Programmer, Flores & Associates, Charlotte, NC Mar, 1989 - Mar 1996 Officer, United States Air Force, Little Rock AFB, AR 58 TENA MALONE 49230 177th Trail, Chariton, IA 50049 | tena.malone@dullestech.com | 515-249-9139 QUALIFICATIONS 7 years of experience in Grant Management Software, 25 years in Customer Relations, 12 years in Project Management and New Business Implementation. SKILLS & ABILITIES MS SQL Server Microsoft Office Suite Microsoft Access Microsoft Project Adobe Suite CSS/HTML RTP/FTP QuickBooks Accounting Project Manager Kayako CSRP EXPERIENCE ENGAGEMENT DIRECTOR, DULLES TECHNOLOGIES PARTNER, INC. Throughout the course of my professional career I have worked with Dulles Technology, which developed a very vast, highly sought after web-based grant management system. I work directly with the client, developers and staff to ensure a smooth transition from project implementation to ongoing maintenance and support for clients. We work with a multitude of federal, state, medical and other clients that have highly classified documentation and sensitive materials. Through my daily responsibilities I develop and maintain the current WebGrants system documentation, updating documents, manuals, videos and other on-line help services for internal and external users of the system. I am the primary trainer for new WebGrants clients, managing on-site training agendas, powerpoint presentations and services to the clients and their different locations, as well as recurring training webinars throughout the implementation of the projects. Creating and updating Project Plans for clients, procurement for equipment and software for staff, providing customer service for new and all existing clients via e-mail, phone and web support system. Managing and coordinating implementation for client integrations of various software with WebGrants and mapping of all data migration to WebGrants. OWNER, REMEMBER ME ADVERTISING/CONSULTING Remember Me Advertising is an advertising consulting agency that recommends marketing strategies for businesses by assessing needs and developing methods to optimize revenue, including new or alternative product offerings and new marketing avenues. Responsibilities include scheduling appointments in a multi-state area, meeting with clients, developed advertising in all formats and media, all personnel matters including subcontractors, and administer web host, domain, and e-mail controls for company and employees. Completed all financial and accounting activities, including accounts payable, reconciliation, accounts receivable, collections, quarterly and year-end reporting, minutes from quarterly meeting, and all customer service obligations. Accountable for complete operational activities. 59 PAGE 2 EXECUTIVE ADMINISTRATIVE ASST., WELLMARK, INC./AMCORE Assist Vice President with various duties including correspondence, presentations, scheduling meetings and travel arrangements, purchasing office equipment, supplies, phone programming and building maintenance. Execute monthly department reports to corporate office. Maintain multiple Access and Internet databases. Administer trust account, pre-tax savings accounts, and broker commissions. Documented administrative procedures. Primary contact all employee questions regarding benefits and payroll processes. Assist pension administrators and work independently to administer daily activities associated with the administration of qualified defined contribution pension plans, including customer service and related recordkeeping (i.e., pension plan and participant set-up on system, printing statements and generating reports, process fees and prepare invoices, system maintenance and investment elections.) Provide technical assistance to IT to maintain Web & automated phone products. Prepared documents for monthly board meetings and transcribed minutes. EMPLOYMENT HISTORY 2010-Current, Engagement Director, Dulles Technology Partners, Inc., Leesburg, VA 2005-Current, Owner, Remember Me Consulting, Chariton, IA 2009-2010, Program Planner, Iowa Office of Energy Independence, Des Moines, IA 1998-2005, Executive Administrative Asst., Wellmark, Inc./AMCORE, Des Moines, IA 1994-1998, Sales Div. Customer Service, Rebuilder’s Custom Software, Inc., Indianola, IA 1990-1994, Office Manager, Punch & Judy Shops Custom Drapery, Fresno, CA 1989-1990, Executive Administrative Assistant, The Gillette Company, Santa Monica, CA 1987-1989, Administrative Assistant/Bookkeeper, Marlin G. Costello, Atty., Fresno, CA 1982-1987, Check Processing Manager, Federal Home Loan Bank, Des Moines, IA 60 Escalation Plan This document serves as DTPi’s escalation notification/communication plan that includes DTPi’s management staff and chain of command. Escalation Procedures DTPi has developed escalation policies and procedures as part of the Escalation Plan to address extended and unresolved deficiencies, and notification and emergency procedures. The escalation procedures shall include the following: Severity Levels When the client raises a support issue, DTPi will respond to it in a timely manner. Issues reported by the client are classified according to a severity level by DTPi staff. The severity levels are defined below. Critical: Complete degradation — all users and critical functions affected. Service completely unavailable. High: Significant degradation — large number of users or critical functions affected. Medium: Limited degradation — limited number of users or functions affected. Business processes can continue. Low: Small degradation — few users or one user affected. Business processes can continue. Response Times The response time measures how long it takes DTPi to respond to a support request raised via DTPi’s online support system. DTPi is deemed to have responded when it has replied to the client’s initial request. This may be in the form of an email or telephone call, to either acknowledge the issue is being looked into, provide a solution, and/or request further information. For the services outlined in this Agreement, DTPi will respond to service-related incidents and/or requests submitted by the Customer within the following time frames: Critical - During business hours, DTPi will respond immediately. After hours, DTPi will respond within two hours. High - During business hours, DTPi will respond immediately. After hours, DTPi will respond within two hours. 61 Medium - During business hours, DTPi will respond immediately. After hours, DTPi will respond within 12 hours. Low - During business hours, DTPi will respond immediately. After hours, DTPi will respond within 24 hours. Resolution Times DTPi will always endeavor to resolve problems as swiftly as possible. It recognizes that the client’s IT systems are key to its business and that any downtime can cost money. Escalation Levels Issues are escalated if they cannot be completed in a set period of time. The escalation levels are below: Level 1: Program support staff on call to receive any reported issues via email, telephone or trouble ticketing system. Level 2: Management support staff and senior developers. These individuals are notified next after a set period of time as defined below. Level 3: Senior management. These individuals are notified next after a set period of time as defined below. Escalation Time The escalation time depends on the issue severity level. Critical – Issues are escalated to the next level after 1 hour of issue nonresolution. High - Issues are escalated to the next level after 2 hours of issue nonresolution. Medium - Issues are escalated to the next level after 1 day of issue nonresolution. Low - Issues are escalated to the next level after 1 week of issue nonresolution. 62 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE LIMITS (MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $ PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGG JECT OTHER: $ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTHSTATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 1/8/2024 (703) 962-1712 (703) 688-3847 29424 Dulles Technology Partners Inc 3785 Sarah Harper Way Oakton, VA 22124 29459 29424 A 2,000,000 X X 42SBAIS6117 12/27/2023 12/27/2024 300,000 10,000 2,000,000 4,000,000 4,000,000 2,000,000A 42SBAIS6117 12/27/2023 12/27/2024 B 42WECEM0434 12/27/2023 12/27/2024 1,000,000 N 1,000,000 1,000,000 C Cyber Liability 42 TE 0332129 23 9/26/2023 Limit 5,000,000 C Errors And Omissions 42 TE 0332129 23 9/26/2023 9/26/2024 Limits 5,000,000 Perform SS 00 08 04 05 Blanket additional insured and waiver of subrogation on general liability per written contract. Perform SS 12 23 06 11 is notice of cancellation form. Cyber Liability and E&O have $5,000,000 total coverage and it is not seperated limits. City of Austin Financial Services Department 124 West 8th Street, Suite 310 Austin, TX 78701 DULLTEC-01 GCARKACI Integrated Insurance Solutions 44675 Cape Ct. Suite 100 Ashburn, VA 20147 Murat Durdag mdurdag@integrated-usa.com Hartford Casualty Ins. Co. Twin City Fire Ins. Co. Hartford Insurance Co. X 9/26/2024 X X X X X 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 VOID IF EXECUTED AFTER _____________________ 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Professional Services Addendum – Page 1 DULLES TECHNOLOGY PARTNERS INC. PROFESSIONAL SERVICES ADDENDUM This PROFESSIONAL SERVICES ADDENDUM (the “Addendum”) is an addendum to, and is hereby incorporated into, the DTP Master Agreement between DTP and Customer, including the Master Terms and other Addenda incorporated therein (collectively, the “Agreement”). 1. ADDITIONAL DEFINITIONS. Certain capitalized terms used in this Addendum, not otherwise defined above, shall have the meanings set forth or cross-referenced below. Capitalized terms used in this Addendum that are not otherwise defined in this Addendum have the meaning set forth in the Master Terms. 1.1 “Addendum Effective Date” has the meaning set forth in Section 7.1. 1.2 “Professional Services” has the meaning set forth in Section 2.1. 1.3 “Work Statement” has the meaning set forth in Section 2.2. 2.PROFESSIONAL SERVICES 2.1 Professional Services. The Parties anticipate that customer may desire to engage DTP to perform certain services in connection with the licenses granted to Customer by DTP under separate Addenda to this Agreement, including, by way of example, installation, configuration and/or customization of Licensed Application(s) on Customer’s computers or related systems. Subject to the terms and conditions set forth in this Addendum, DTP shall use commercially reasonable efforts to perform the services as set forth in Work Statements (as defined below) separately executed by the Parties (the “Professional Services”). DTP shall perform the Professional Services in a professional manner in accordance with industry standards. 2.2 Issuance of Work Statements. The Customer may request that DTP perform services by delivering a written request describing the proposed Professional Services. DTP shall prepare a draft work statement as an exhibit to this Addendum (each, a “Work Statement”). Such Work Statement shall describe the fees, costs and expenses payable by the Customer to DTP in connection with the performance of such services. The Customer, within five (5) business days after receipt of the proposed Work Statement, shall notify DTP of its acceptance of such addendum. Until the acceptance in writing of the proposed Work Statement, DTP shall have no obligation to perform the proposed Professional Services, provided that this Addendum shall remain in full force and effect in accordance with Section 4. Each Work Statement, regardless of whether it relates to the same subject matter as any previously executed Work Statement(s), shall become effective upon execution by authorized representatives of both Parties. 2.3 Modifications. Customer may at any time request a modification to the Professional Services to be performed pursuant to any particular Work Statement by written request to DTP specifying the desired modifications. DTP shall, within a reasonable time following receipt of such request, submit an estimate of the cost for such modifications and a revised estimate of the time for performance of the Professional Services pursuant to the Work Statement. If accepted in writing by Customer, such modifications in the Work Statement shall be performed under the terms of this Addendum. Modifications in any Work Statement shall become effective only when a written change request is executed by authorized representatives of both parties. 3. PERSONNEL 3.1 Suitability. DTP shall assign employees and subcontractors with qualifications suitable for the work described in the relevant Work Statement. DTP may replace or change employees and subcontractors in its sole discretion with other suitably qualified employees or subcontractors. 3.2 Customer Responsibilities. Customer shall make available in a timely manner at no charge to DTP all technical data, computer facilities, programs, files, documentation, test data, sample output, or other information and resources of Customer required by DTP for the performance of the Professional Services. Customer shall be responsible for, and assumes the risk of, any problems resulting from the content, accuracy, completeness and consistency of all such data, materials and information supplied by Customer. Customer shall provide, at no charge to DTP, office space, services and equipment (such as copiers, fax machines and modems) as DTP reasonably requires to perform the Professional Services. 3.3 Nonsolicitation. Customer acknowledges and agrees that the employees and consultants of DTP who perform the Professional Services are a valuable asset to DTP and are difficult to replace. Accordingly, Customer agrees that, for a period of one (1) year after the termination or expiration of this Addendum, it shall not offer employment or engagement (whether as an employee, independent contractor or consultant) to any DTP employee or consultant who performs any of the Professional Services. Customer agrees that for each individual that Customer hires in violation of this Section 3.3, Customer shall pay to DTP liquidated damages equal to fifty percent (50%) of the annual cumulative value of salary and benefits paid or payable to that individual by either Customer or DTP, whichever amount is greater. 4. FEES AND PAYMENTS. In consideration for the Professional Services, Customer shall pay to DTP such fees as required by the applicable Work Statement. Additionally, Customer will reimburse DTP for (i) reasonable travel and living expenses incurred by DTP’s employees and contractors for travel from DTP’s offices in connection with the performance of the Professional Services; (ii) international telephone charges (if applicable); and (iii) any other expenses for which reimbursement is contemplated in the applicable Work Statement. Except as provided above, each Party will be responsible for its own expenses incurred in rendering performance under this Addendum and each applicable Work Statement. Unless otherwise contemplated in a particular Work Statement, DTP will issue invoices to Customer on a bi-weekly basis for amounts due under this Addendum, and payment of such amounts shall be due within thirty (30) days of the date of invoice. 5. PROPRIETARY RIGHTS. Unless otherwise expressly agreed in any particular Work Statement, ownership of all work product, developments, inventions, technology or materials provided under this Addendum, and all associated intellectual property rights, shall be solely owned by DTP, subject to the usage rights granted to Customer under the relevant Work Statement. 6. LIMITATION OF WARRANTIES AND LIABILITY. DTP makes no representations or warranties under this Addendum, and Customer acknowledges that this Addendum is subject to all disclaimers and limitations or liability set forth in the Master Terms. 7.TERM; TERMINATION 7.1 Term. This Addendum shall commence on the date of execution by both Parties (the “Addendum Effective Date”) and shall remain in effect until the earlier to occur of (i) completion of all outstanding Work Statements hereunder; or (ii) termination in accordance with Section 7.2. Notwithstanding the foregoing, this Addendum shall remain in effect for a period of not less than one (1) year from the Addendum Effective Date unless earlier terminated in accordance with Section 7.2. Unless otherwise stated in the applicable Work Statement, for purposes of the foregoing each Work Statement shall be considered completed and shall expire when performance thereunder is completed, unless earlier terminated in accordance with Section 7.3. 7.2 Termination for Breach. Either Party may, at its option, terminate this Addendum in the event of a material breach by the other Party. Such termination may be effected only through a written notice to the breaching Party, specifically identifying the breach or breaches on which such notice of termination is based. The breaching Party will have a right to cure such breach or breaches within thirty (30) days of receipt of such notice, and this 89 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Professional Services Addendum – Page 2 Addendum shall terminate only in the event that such cure is not made within such thirty (30)-day period. Without limiting the foregoing, DTP may immediately terminate this Addendum or suspend its performance hereunder upon written notice in the event that Customer becomes insolvent or enters bankruptcy during the term of this Addendum. 7.3 Termination of Individual Work Statements. Either Party may, at its sole option and for its own convenience, terminate any or all Work Statements in effect upon fifteen (15) days prior written notice. Upon such termination, the Parties shall inform each other of the extent to which performance has been completed through such date, and collect and deliver all work in process. In the event of termination, the Parties agree to wind up their work in a commercially reasonable manner and to preserve and deliver items of value created prior to termination. DTP shall be paid for all work performed and expenses incurred through the date of termination. 7.4 Effect of Termination. In the event of termination or expiration of this Addendum, Customer shall promptly pay to DTP all amounts due and outstanding. 7.5 Survival. The provisions of Sections 3.3, 4, 5, 6, 7.4 and 7.5 will survive the termination of this Addendum. The Parties agree to the above terms and have executed this Addendum as of the date(s) set forth below. CUSTOMER: DULLES TECHNOLOGY PARTNERS INC. By (Signature): By (Signature): Name (Printed): Name (Printed): Title: Title: Date: Date: 90 VOID IF EXECUTED AFTER _____________________ 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Enterprise License Addendum – Page 1 DULLES TECHNOLOGY PARTNERS INC. ENTERPRISE LICENSE ADDENDUM This ENTERPRISE LICENSE ADDENDUM (the “Addendum”) is an addendum to, and is hereby incorporated into, the DTP Master Agreement between DTP and Customer, including the Master Terms and other Addenda incorporated therein (collectively, the “Agreement”). 1. DEFINITIONS. Certain capitalized terms used in this Addendum, not otherwise defined above, shall have the meanings set forth or cross-referenced below. Capitalized terms used in this Addendum that are not otherwise defined in this Addendum have the meaning set forth in the Master Terms. 1.1 “Addendum Effective Date” has the meaning set forth in Section 8.1. 1.2 “Authorized Servers” shall mean computer servers hosted by DTP and/or owned, operated or under the supervision and control of Customer, which computer servers conform to the limitations, if any, set forth in the applicable Order Form and regarding which appropriate licenses for the Licensed Application have been purchased as indicated in a valid Order Form accepted by in writing by DTP. [Note: Each Order Form may set forth a number of servers for which licenses have been purchased, and/or may designate CPU limits or geographic/address restrictions on such servers.] 1.3 “Authorized User” shall have the meaning set forth in Section 2.3. 1.4 “Delivery Date” has the meaning set forth in Section 4.1. 1.5 “Licensed Application” shall mean, for purposes of this Addendum, the executable, object code version of DTP’s proprietary application software specifically identified in a valid Order Form accepted in writing by DTP. 1.6 “License Term” shall have the meaning set forth in Section 8.1. 2. LICENSE GRANTS. 2.1 Software License. Subject to the terms and conditions of this Addendum, DTP hereby grants to Customer a non-exclusive, nontransferable, non-sublicenseable right and license during the License Term (i) to install and operate the Licensed Application on Authorized Servers, solely in accordance with applicable Documentation provided by DTP, solely for use by Authorized Users, and solely for Customer’s internal business purposes; and (ii) to make a reasonable number of copies of the Licensed Application solely for non-productive, archival purposes. 2.2 Documentation License. Subject to the terms and conditions of this Addendum, DTP hereby grants to Customer a nonexclusive, non-transferable, non-sublicenseable right and license during the License Term to make a reasonable number of copies of the Documentation provided by DTP, solely for use by Authorized Users in connection with the exercise of rights granted in Section 2.1. Customer acknowledges that no right is granted to modify, adapt, translate, publicly display, publish, create derivative works or distribute the Documentation. 2.3 Authorized Users. For purposes of this Addendum, the term “Authorized Users” shall mean individual employees, agents or contractors of Customer accessing or using the Licensed Application solely on behalf and for the benefit of Customer in the operation of Customer’s business, up to any applicable limit on the number of Authorized Users (whether regarding named/registered individuals, aggregate users, or concurrent users per Authorized Server) specified in the relevant Order Form. Customer acknowledges and agrees that it shall be responsible for all acts and omissions of Authorized Users, and any act or omission by an Authorized User which, if undertaken by Customer, would constitute a breach of this Addendum, shall be deemed a breach of this Addendum by Customer. Customer shall undertake reasonable efforts to make all Authorized Users aware of the provisions of this Addendum as applicable to such Authorized User’s use of the Licensed Application, and shall cause Authorized Users to comply with such provisions. 3. OWNERSHIP; PROPRIETARY RIGHTS. Subject to the rights granted in Sections 2.1 and 2.2, DTP retains all right, title and interest in and to the Licensed Application, the Documentation and associated intellectual property rights, and Customer acknowledges that it neither owns nor acquires any rights in any of the foregoing not expressly granted by this Addendum. Customer further acknowledges that DTP retains the right to use the Licensed Application for any purpose in DTP’s sole discretion, and DTP reserves all rights not expressly granted in this Addendum. 4. DTP OBLIGATIONS. 4.1 Delivery of Customer Copies. As soon as commercially practicable after the Addendum Effective Date, DTP shall deliver to Customer one (1) copy of each of the Licensed Application and the Documentation for use by Customer in exercising its rights under the licenses granted in Sections 2.1 and 2.2. Notwithstanding any provision under a separate Addendum which may require DTP to perform certain services in the nature of installation of the Licensed Application or configuration of Customer’s computers, networks or other systems, delivery shall be deemed complete upon receipt by Customer of media upon which the Licensed Application and Documentation are digitally stored (the “Delivery Date”). 4.2 Professional Services; Training and Support. Customer may request that DTP provide certain professional services related to Customer’s use of the Licensed Application, including, by way of example, installation, configuration or customization of the Licensed Application, training of Customer personnel regarding use of the Licensed Application and/or maintenance or support of the Licensed Application. However, unless otherwise agreed between the Parties in an Addendum to this Agreement or in a separate written agreement, DTP shall have no obligation to provide or perform any such services for or on behalf of Customer. 5 GENERAL USAGE RESTRICTIONS. 5.1 Prohibited Uses. Customer will not use the Licensed Application or Documentation for any purposes beyond the scope of the licenses granted in this Addendum. Without limiting the generality of the foregoing, Customer will not (i) make copies of the Licensed Application or Documentation except as expressly permitted in Section 2; (ii) authorize or permit use of the Licensed Application or Documentation by persons other than Authorized Users; (iii) market or distribute the Licensed Application or the Documentation; (iv) assign, sublicense, sell, lease or otherwise transfer or convey, or pledge as security or otherwise encumber, Customer’s rights under the licenses granted in Sections 2.1 and 2.2; (v) use the Licensed Application in any time-sharing or service bureau arrangement, including, without limitation, any use to provide services or process data for the benefit of, or on behalf of, any third party; (vi) modify or create any derivative works of the Licensed Application (or any component thereof) or Documentation, except with the prior written consent of DTP; (vii) combine or integrate the Licensed Application with hardware, software or technology not provided to Customer by DTP hereunder; or (viii) decompile, disassemble, reverse engineer or otherwise attempt to obtain or perceive the source code from which any component of the Licensed Application is compiled or interpreted, and Customer hereby acknowledges that nothing in this Addendum shall be construed to grant Customer any right to obtain or use such source code. 5.2 Third-Party Restrictions. Customer shall undertake all measures necessary to ensure that its use of the Licensed Application and the Documentation complies in all respects with any contractual or other legally binding obligations of DTP to any third party, provided that DTP has notified Customer with respect to any such obligations. Customer shall not enter into any contractual relationship or other legally binding obligation with any third party which shall have the purpose or effect of encumbering the use by DTP of the Licensed Application or the Documentation. 91 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Enterprise License Addendum – Page 2 5.3 Compliance with Laws. Customer shall undertake all measures necessary to ensure that its use of the Licensed Application and the Documentation complies in all respects with all applicable laws, statutes, regulations, ordinances or other rules promulgated by governing authorities having jurisdiction over the Parties, the Licensed Application or the Documentation, including, without limitation, by means of obtaining any permits, licenses and/or approvals required with respect to export regulations promulgated by the Bureau of Export Administration or any other agency or department of the federal government of the United States of America. Customer acknowledges that DTP makes no representation or warranty that the Licensed Application may be exported without appropriate licenses or permits under applicable law, or that any such license or permit has been, will be or can be obtained. 5.5 Proprietary Notices. Customer shall duplicate all proprietary notices and legends of DTP and its suppliers or licensors upon any and all copies of the Licensed Application and Documentation made by Customer. Customer shall not remove, alter or obscure any such proprietary notice or legend. 5.6 Compliance Records; Auditing Rights. (a) Customer shall create and maintain complete and accurate records of all copies of the Licensed Application and/or Documentation made by or on behalf of Customer, including the date such copies are made and the locations of Authorized Servers where such copies are installed. Customer shall promptly provide a copy of such records upon request by DTP. (b) Throughout the License Term of this Addendum, DTP will have the right, at its own expense, upon reasonable prior notice, periodically to inspect and audit Customer’s use of the Licensed Application and Documentation for purposes of determining Customer’s compliance with the terms and conditions herein. Customer agrees to cooperate with DTP in the performance of any such audit, and shall provide to DTP such access to Customer’s relevant records, data, information, personnel and/or facilities as DTP may reasonably request for such limited purposes. 6. FEES AND PAYMENTS. In consideration for the licenses granted to Customer and the performance of DTP’s obligations under this Addendum, Customer shall pay to DTP, without offset or deduction, certain fees, in such amounts as may be determined by reference to the relevant Order Form pursuant to which the relevant Licensed Application is ordered under this Addendum. Unless otherwise provided in such Order Form, all such fees shall be due and payable within thirty (30) calendar days after an invoice is issued by DTP with respect thereto. 7.WARRANTIES AND LIMITATIONS. 7.1 Limited DTP Warranties. DTP hereby warrants, for the benefit of Company only, that the Licensed Application will conform in all material respects to the Documentation for a period of thirty (30) days after the Delivery Date, provided that such warranty will not apply to failures to conform to the Documentation to the extent such failures arise, in whole or in part, from any modification of the Licensed Application by Company or any third party or any combination of the Licensed Application with software, hardware or other technology not provided by DTP under this Agreement. DTP further warrants that the media on which the Licensed Technology is delivered to Company will be free of material defects for a period of thirty (30) days after the Delivery Date. DTP will replace such media, free of charge to Company, provided Company promptly notifies DTP of such defect, returns the media to DTP, and pays shipping and handling costs associated with such return and replacement. 7.2 Limitations of Warranty and Liability. Except as expressly set forth in Section 7.1, DTP makes no representations or warranties under this Addendum, and Customer acknowledges that this Addendum is subject to all disclaimers and limitations or liability set forth in the Master Terms. 8. TERM AND TERMINATION. 8.1 License Term. This Addendum shall become effective when executed by both Parties (the date executed by the latter Party, the “Addendum Effective Date”) and shall continue perpetually thereafter unless and until terminated in accordance with this Section 8 (the period during which this Addendum remains in effect, the “License Term”). 8.2 License Termination for Breach. Either Party may, at its option, terminate this Addendum in the event of a material breach by the other Party. Such termination may be effected only through a written notice to the breaching Party, specifically identifying the breach or breaches on which such notice of termination is based. The breaching Party will have a right to cure such breach or breaches within thirty (30) days of receipt of such notice, and this Addendum shall terminate only in the event that such cure is not made within such thirty (30)-day period. Without limiting the foregoing, DTP may immediately terminate this Addendum upon written notice in the event that Customer breaches Section 5 or becomes insolvent or enters bankruptcy prior to payment of all amounts due under Section 6. 8.3 Effect of License Termination. Upon any termination of this Addendum, Customer shall (i) immediately discontinue all use of the Licensed Application and Documentation; and (ii) promptly pay to DTP all amounts due and remaining payable under this Addendum. 8.4 Survival. The provisions of Sections 3, 5, 6, 7.2, 8.3 and 8.4 will survive the termination of this Addendum. The Parties agree to the above terms and have executed this Addendum as of the date(s) set forth below. CUSTOMER: DULLES TECHNOLOGY PARTNERS INC. By (Signature): By (Signature): Name (Printed): Name (Printed): Title: Title: Date: Date: 92 VOID IF EXECUTED AFTER _____________________ 155849v1/RE DTP CONFIDENTIAL AND PROPRIETARY Enterprise License Addendum – Page 3 93 VOID IF EXECUTED AFTER _____________________ 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Maintenance and Support Addendum – Page 1 DULLES TECHNOLOGY PARTNERS INC. MAINTENANCE AND SUPPORT ADDENDUM This MAINTENANCE AND SUPPORT ADDENDUM (the “Addendum”) is an addendum to, and is hereby incorporated into, the DTP Master Agreement between DTP and Customer, including the Master Terms and other Addenda incorporated therein (collectively, the “Agreement”). 1. ADDITIONAL DEFINITIONS. Certain capitalized terms used in this Addendum, not otherwise defined above, shall have the meanings set forth or cross-referenced below. Capitalized terms used in this Addendum that are not otherwise defined in this Addendum have the meaning set forth in the Master Terms. 1.1 “Addendum Effective Date” has the meaning set forth in Section 6.1. 1.2 “Annual Maintenance Term” has the meaning set forth in Section 6.1. 1.3 “Application Error” will mean any material nonconformity of the Covered Application with the Documentation. 1.4 “Application Update” will mean any version of the Covered Application, developed subsequent to the Effective Date, which implements minor improvements or augmentations, or which corrects failures of the Covered Application materially to conform to the then-current Documentation. 1.5 “Application Upgrade” will mean any version of the Covered Application, developed subsequent to the Effective Date, which implements additional features or functions, or which produces substantial and material improvements with respect to the utility and efficiency of the Covered Application, but which does not constitute merely an Application Update (as reasonably determined by DTP), and which is not marketed by DTP as a separate product and/or service. 1.6 “Covered Application” means, collectively, any proprietary software application(s) of DTP for which licenses have been granted to Customer pursuant to an Enterprise License Addendum, provided that any particular software application shall remain a Covered Application only for so long as Customer continues to have such license rights under the relevant Addendum to this Agreement. 1.7 “Eligible Customer Personnel” will have the meaning set forth in Section 3.1 of this Addendum. 1.8 “Technical Support” means the provision of responses by qualified DTP personnel to questions from Eligible Customer Personnel related to use and operation of the Covered Application, including basic instruction or assistance related to functional errors in the Covered Application. 2.TECHNOLOGY MAINTENANCE 2.1 Error Corrections. DTP will use commercially reasonable efforts to adapt, re-configure or re-program the Covered Application, as applicable, in order to correct in a timely fashion any Application Errors reported to DTP by Eligible Customer Personnel, as defined below, provided that if DTP determines in good faith that any such Application Error is the result of errors or misstatements in the Documentation, DTP may correct such nonconformity solely by amending the Documentation, as necessary, and further provided that any failure or inability by DTP to correct any such Application Error, or failure or inability to do so in a timely fashion, will in no event be deemed a breach of DTP’s obligations hereunder. 2.2 Procedural Workarounds. In the event that DTP fails or is unable to correct any Application Error, as required by this Addendum, DTP will use commercially reasonable efforts to develop in a timely fashion procedures or routines, for use by end users of the Covered Application, which, when employed in the regular operation of, or access to, the Covered Application, will avoid or substantially diminish the practical adverse effects of the relevant Application Error, provided that any failure or inability by DTP to develop any such procedure or routine, or failure or inability to do so in a timely fashion, will in no event be deemed a breach of DTP’s obligations hereunder. 2.3 Application Updates; Application Upgrades. From time to time DTP may, in its discretion, develop Application Updates and/or Application Upgrades. DTP will, during the License Term of this Addendum, make such Application Updates and/or Application Upgrades available to Customer by providing one or more copies of the relevant application for installation and operation by Customer, as contemplated in the relevant Addenda to this Agreement, provided that Customer has paid all fees due under this Agreement. Application Updates will be provided free of charge to customers with active license agreements whereas Application Upgrades will require payment of all applicable and current license fees associated with the specific Application Upgrade version as set forth by DTP at time of Application Upgrade release. Any such Application Updates and/or Application Upgrades provided hereunder will be deemed to constitute part of the relevant Covered Application and will be subject to all the terms and provisions hereof, including, without limitation, terms and provisions related to licenses, usage restrictions and ownership of such Covered Application. 3.TECHNICAL SUPPORT. 3.1 Support Obligation. Subject to Customer’s payment of support fees as required in Section 4 of this Addendum, Customer will be permitted to designate in writing to DTP up to two (2) Customer personnel for purposes of obtaining Technical Support from DTP (“Eligible Customer Personnel”). DTP will provide Technical Support to such Eligible Customer Personnel by means set forth in the following table, subject to the conditions regarding availability or response times with respect to each such form of access as set forth in the table. FORM OF SUPPORT AVAILABILITY TARGETED RESPONSE TIMES Telephone Support* M-F 9am – 5pm EST 1 Hour or less Email Support** M-F 9am – 5pm EST 2 Hours or less On-Site Support N/A or TBD Immediate * At such phone number as DTP may provide from time to time. ** At such email address as DTP may provide from time to time. Total Monthly Support Hours Allowed = 12 Hours (Tracked in 15 minute intervals) 3.2 Customer Access. Customer shall provide such information and/or access to Customer resources as DTP may reasonably require in order to provide Technical Support under this Agreement, including, without limitation, access via the Internet or via direct modem connection to relevant Customer servers, access to Customer facilities, and/or access to, and assistance of, Customer personnel who possess information required by DTP for purposes of performing its obligations hereunder. DTP shall be excused from any non-performance of its obligations hereunder to the extent any such non-performance is attributable to Customer’s failure to perform its obligations under this Section 4.1. 4. LIMITATIONS TO TECHNICAL ASSISTANCE. 4.1 Eligible Recipients. DTP shall have no obligation to provide Technical Support, by any means, to any entity or individual other than Eligible Recipients. 4.2 DTP Corporate Holidays. DTP shall have no obligation to provide Technical Support during any DTP Corporate Holiday. 4.3 Technical Support Exemptions. Unless otherwise agreed by the Parties, DTP shall have no obligation to provide Technical Support with respect to any Application Error resulting from (i) use of the Licensed Application other than according to the terms of 94 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Maintenance and Support Addendum – Page 2 relevant Enterprise License Addendum; (ii) modification of the Licensed Application by Customer or any third party, except as expressly permitted in writing by DTP; or (iii) any combination or integration of the Licensed Application with hardware, software and/or technology not provided by DTP, regardless of whether such combination or integration is permitted under the terms of the License Agreement. 4.4 Version Requirements. Unless otherwise agreed by the Parties, DTP shall not be required to provide Technical Support regarding use of any version of the software other than any version of the Licensed Application generally available and actively marketed by DTP during the twelve (12)-month period immediately preceding the relevant request for Technical Support. 4.5 General Protection of DTP Intellectual Property. DTP shall not be required to provide Technical Support to the extent the provision thereof might reasonably be expected to jeopardize or harm DTP’s rights in any intellectual property, or reveal trade secrets or other proprietary information of DTP not generally available to the public or to end users of the Licensed Application. 4.6 No Source Code. Nothing in this Agreement shall be construed to give Customer a right to use, or otherwise obtain access to, any source code from which the Licensed Application or any portion thereof is compiled or interpreted. 4.7 Compliance with Third-Party Constraints. DTP shall not be required to provide Technical Support to the extent the provision thereof would violate DTP’s obligations to its third party licensors and suppliers with respect to such third parties’ intellectual property. 4.8 Limitations of Warranty and Liability. DTP makes no representations or warranties under this Addendum, and Customer acknowledges that this Addendum is subject to all disclaimers and limitations or liability set forth in the Master Terms. 5. FEES. In consideration for performance of DTP’s obligations under this Addendum, Customer shall pay to DTP, without offset or deduction, certain non-refundable fees, in such amounts as may be determined by reference to the relevant Order Form pursuant to which maintenance and support are ordered under this Addendum. Unless otherwise provided in such Order Form, all such fees shall be due and payable within thirty (30) calendar days after an invoice is issued by DTP with respect thereto. 6. TERM. 6.1 Maintenance Term. This Addendum shall become effective when executed by both Parties (the date executed by the latter Party, the “Addendum Effective Date”) and shall continue in effect until the first anniversary of the Effective Date (of the Agreement) occurring subsequent to the Addendum Effective Date, unless earlier terminated in accordance with this Section 5. Thereafter, this Addendum shall automatically renew for successive one (1)-year terms (the initial term and each such oneyear renewal term, an “Annual Maintenance Term”), unless either Party provides written notice of its intent not to renew at least thirty (30) days prior to the end of the then-current initial term or renewal term, as applicable, provided that DTP shall have the option to modify the rates and prices with respect to any renewal term by notifying Customer of such new rates and prices at least thirty (30) days prior to the commencement of such renewal term. Notwithstanding the foregoing right of non-renewal of this Addendum, DTP agrees that it shall permit renewal of this Addendum (i.e., shall refrain from exercise its right of non-renewal) for not less than one (1) Annual Maintenance Term. 6.2 Maintenance Termination for Breach. Either Party may, at its option, terminate this Addendum in the event of a material breach by the other Party. Such termination may be effected only through a written notice to the breaching Party, specifically identifying the breach or breaches on which such notice of termination is based. The breaching Party will have a right to cure such breach or breaches within thirty (30) days of receipt of such notice, and this Addendum shall terminate only in the event that such cure is not made within such thirty (30)-day period. 6.3 Renewal of Lapsed Maintenance Term. In the event that Customer elects not to renew this Addendum at the conclusion of any Annual Maintenance Term (by providing notice as required by Section 6.1), Customer may subsequently renew and reinstate this Addendum at any time during the Term of this Agreement upon payment of fees at DTP’s then-current rates (i.e., applicable as of the date of reinstatement of this Addendum) due under this Addendum as if it had been renewed for each Annual Maintenance Term from and after the Addendum Effective Date. 6.4 Effect of License Termination. Upon any termination of this Addendum, Customer shall promptly pay to DTP all amounts due and remaining payable under this Addendum. All amounts payable under this Addendum are non-refundable, and no credit or rebate shall be payable to Customer upon any termination hereof. 6.5 Survival. The provisions of Sections 4.8, 5, 6.4 and 6.5 will survive the termination of this Addendum. 95 VOID IF EXECUTED AFTER _____________________ 155849v1/RE DTP CONFIDENTIAL AND PROPRIETARY Maintenance and Support Addendum – Page 3 The Parties agree to the above terms and have executed this Addendum as of the date(s) set forth below. CUSTOMER: DULLES TECHNOLOGY PARTNERS INC. By (Signature): By (Signature): Name (Printed): Name (Printed): Title: Title: Date: Date: 96 VOID IF EXECUTED AFTER ______________ 178780v1/RE 817 Larch Valley Ct. Leesburg VA 20176 MASTER AGREEMENT COVER PAGE The attached documents describe the relationship between Dulles Technology Partners Inc. ("DTP") and the Customer identified below ("Customer") (each of DTP and Customer, a "Party"). The documents attached to this cover page will consist of the Master Terms, which describe and set forth the general legal terms governing the relationship, and one (1) or more addenda describing and setting forth detail about that relationship (“Addenda”), depending upon the particular equipment and/or services to be provided to Customer (collectively, the “Agreement”). This Agreement includes this Master Agreement Cover Page, the attached Master Terms and all Addenda that are attached to the Master Terms and that are executed by both Parties. This Agreement, including the attached Master Terms, will become effective when this cover page is executed by authorized representatives of both Parties (the “Effective Date”). CUSTOMER INFORMATION: Name/Customer: Principal Contact Person: Address: Title: Phone: Fax: Email Address: Billing Contact: Initial Term: Title: Phone: Fax: Customer Tax ID Number: __________________ Email Address: Customer Web Site: _______________________ FOR INTERNAL DTP USE ONLY: Please indicate (by checking the appropriate boxes below) which Addenda, if any, are initially executed and attached to this Agreement. Enterprise License Maintenance and Support Professional Services The Parties have caused their duly authorized representatives to execute this Agreement as of the dates set forth below. CUSTOMER: DULLES TECHNOLOGY PARTNERS INC. By (Signature): By (Signature): Name (Printed): Name (Printed): Title: Title: Date: Date: 97 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Master Terms – Page 1 DULLES TECHNOLOGY PARTNERS INC. MASTER TERMS 1. DEFINITIONS. Certain capitalized terms, if not otherwise defined on the Cover Page to which these Master Terms are attached, shall have the meanings set forth below in this Section 1. 1.1 “Addendum” means any addendum to this Agreement executed by both Parties, if any, and may include, without limitation, any of DTP’s standard forms of Enterprise License Addendum, Maintenance and Support Addendum and/or Professional Services Addendum. 1.2 “Agreement” means, collectively, the Cover Page, these Master Terms, and any executed Addenda hereto. 1.3 “Confidential Information” means any material or information relating to a Party’s research, development, products, product plans, services, customers, customer lists, markets, software, developments, inventions, processes, formulas, technologies, designs, drawings, marketing, finances, or other business information or trade secrets that such disclosing Party treats as proprietary or confidential. Without limiting the foregoing, the software and any databases (including any data models, structures, non-customer specific data and aggregated statistical data contained therein) of DTP shall constitute Confidential Information of DTP. 1.4 “Cover Page” means DTP’s standard form of cover page to which these Master Terms are attached. 1.5 “Customer” has the meaning set forth on the Cover Page. 1.6 “Documentation” shall mean DTP’s standard user manuals and/or related documentation generally made available to licensees of the Licensed Application. 1.7 “Effective Date” has the meaning set forth on the Cover Page. 1.8 “Initial Terms” means the period of time indicated as the “Initial Term” on the Cover Page. 1.9 “Licensed Application” means DTP’s proprietary software application(s) for which a license is granted or to which access is granted pursuant to DTP’s standard form of Enterprise License Addendum. 1.10 “Master Terms” means all the provisions, terms and conditions set forth in this document entitled “Dulles Technology Partners Inc. Master Terms.” 1.11 “Order Form” means DTP’s standard form of ordering document or any other form approved by DTP for such purposes, which document expressly references this Agreement and pursuant to which Customer submits a request to purchase the products, services and/or licenses specifically identified therein, and which document shall in any event include the identify, quantity and price(s) applicable to such subject matter. 1.11 “Party” has the meaning set forth on the Cover Page. 1.12 “DTP” has the meaning set forth on the Cover Page. 1.13 “Term” means the period during which this Agreement remains in force and effect in accordance with Section 10.1. 2. GENERAL. These Master Terms contain the general terms and conditions governing the general legal relationship between DTP and Customer relating to the mutual covenants and obligations of the Parties set forth in the attached and executed Addenda, if any. DTP’s provision of licenses to its proprietary software, and the provision of services related to such licenses or services, are subject to the terms and conditions contained in this Agreement and any applicable Addenda. However, Customer acknowledges and understands that these Master Terms do not, absent execution of such an Addendum, impose any obligation upon DTP to provide any such license, access or services. 3. ORDER OF PRECEDENCE. Customer agrees that each Order Form is subject to the terms and conditions set forth in this Agreement. In the event of a conflict between these Master Terms and any Addendum or Order Form, these Master Terms shall govern unless the provisions of the relevant Addendum or Order Form explicitly state the Parties’ intention that the particular relevant portion of the Addendum or Order Form should supersede these Master Terms. 4. FEES AND PAYMENTS 4.1 Fees Payable. In consideration for DTP’s performance under this Agreement, Customer agrees to pay such amounts as may be required by each and all Addenda, as applicable. Except as otherwise provided in any applicable Addendum, all amounts due hereunder shall be due within thirty (30) days after the relevant invoice date. 4.2 Customer’s Operating Expenses. As between the Parties, Customer shall bear all expenses incurred in performance of its obligations or exercise of its rights under this Agreement. 4.3 Disputed Charges. Customer must notify DTP in writing of any dispute or disagreement with invoiced charges within thirty (30) days after the date of invoice. Absent such notice, Customer shall be deemed to have agreed to the charges as invoiced after the expiration of such time period. 4.4 Late Charges. DTP reserves the right to charge, and Customer agrees to pay, a late charge equal to one and one-half percent (1½%) per month on any amount that is not the subject of a good faith dispute that is unpaid on the due date, and on any other outstanding balance. 4.5 Taxes. All amounts payable under this Agreement shall exclude all applicable sales, use and other taxes and all applicable export and import fees, customs duties and similar charges. Customer will be responsible for payment of all such taxes (other than taxes based on DTP’s income), fees, duties and charges, and any related penalties and interest, arising from the payment of any fees hereunder, the grant of license rights hereunder, or the delivery of services. Customer will make all payments required hereunder to DTP free and clear of, and without reduction for, any withholding taxes. Any such taxes imposed on any payments hereunder to DTP will be Customer’s sole responsibility, and Customer will, upon DTP’s request, provide DTP with official receipts issued by the appropriate taxing authority, or such other evidence as DTP may reasonably request, to establish that such taxes have been paid. 4.6 Auditing Rights and Required Records. If any amounts payable under this Agreement (including under any Addendum) are not based upon a fixed sum ascertainable as of the Effective Date (or the effective date of the applicable Addendum), Customer agrees to maintain complete and accurate records in accordance with generally accepted accounting principles during the Term and for a period of two (2) years after the termination or expiration of this Agreement with respect to matters necessary for accurately determining amounts due hereunder. DTP will have the right, at its own expense, upon reasonable prior notice, periodically to inspect and audit the records of Customer with respect to matters covered by this Agreement, provided that if such inspection and audit reveals that Customer has underpaid DTP with respect to any amounts due and payable during the period to which such inspection and audit relate, Customer shall promptly pay such amounts as are necessary to rectify such underpayment, together with interest in accordance with Section 4.4, and further provided that if the amount of such underpayment equals or exceeds five percent (5%) of the total amounts due and payable by Customer during the period to which such audit relates, Customer shall reimburse DTP for the cost of such inspection and audit. Such inspection and auditing rights shall extend throughout the Term and for a period of two (2) years after the termination of this Agreement. 5. CONFIDENTIALITY 5.1 Ownership of Confidential Information. The Parties acknowledge that during the performance of this Agreement, each Party will have access to certain of the other Party’s Confidential Information or Confidential Information of third parties that the disclosing Party is required to maintain as confidential. Both Parties agree that all items of Confidential Information are 98 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Master Terms – Page 2 proprietary to the disclosing Party or such third party, as applicable, and shall remain the sole property of the disclosing Party or such third party. 5.2 Mutual Confidentiality Obligations. Each Party agrees as follows: (i) to use the Confidential Information only for the purposes described herein; (ii) that such Party will not reproduce the Confidential Information and will hold in confidence and protect the Confidential Information from dissemination to, and use by, any third party; (iii) that neither Party will create any derivative work from Confidential Information disclosed to such Party by the other Party; (iv) to restrict access to the Confidential Information to such of its personnel, agents, and/or consultants, if any, who have a need to have access and who have been advised of and have agreed in writing to treat such information in accordance with the terms of this Agreement; and (v) to return or destroy all Confidential Information of the other Party in its possession upon termination or expiration of this Agreement. 5.3 Confidentiality Exceptions. Notwithstanding the foregoing, the provisions of Sections 5.1 and 5.2 shall not apply to Confidential Information that (i) is publicly available or in the public domain at the time disclosed; (ii) is or becomes publicly available or enters the public domain through no fault of the recipient; (iii) is rightfully communicated to the recipient by persons not bound by confidentiality obligations with respect thereto; (iv) is already in the recipient’s possession free of any confidentiality obligations with respect thereto at the time of disclosure; (v) is independently developed by the recipient; or (vi) is approved for release or disclosure by the disclosing Party without restriction. Notwithstanding the foregoing, each Party may disclose Confidential Information to the limited extent required (x) in order to comply with the order of a court or other governmental body, or as otherwise necessary to comply with applicable law, provided that the Party making the disclosure pursuant to the order shall first have given written notice to the other Party and made a reasonable effort to obtain a protective order; or (y) to establish a Party’s rights under this Agreement, including to make such court filings as it may be required to do. 6. OWNERSHIP. Customer acknowledges that DTP and its licensors own all right, title, and interest, including all patent, copyright, trade secret, trademark, moral rights, mask work rights, and other intellectual property rights (“Intellectual Property Rights”) in and to the Licensed Application (including all components thereof), and DTP expressly reserves all rights not expressly granted to Customer in this Agreement. Customer shall not engage in any act or omission that would impair DTP’s and/or its licensors’ Intellectual Property Rights in the Licensed Application and/or any other materials, information, processes or subject matter proprietary to DTP. 7. WARRANTIES 7.1 Representations and Warranties. Each Party represents and warrants to the other that the execution and performance of this Agreement does not and shall not violate any other contract, obligation, or instrument to which it is a party, or which is binding upon it, including terms relating to covenants not to compete and confidentiality obligations. 7.2 No Other Warranties. EXCEPT AS OTHERWISE EXPRESSLY WARRANTED IN THIS AGREEMENT (INCLUDING IN ANY ADDENDA HERETO), THE LICENSED APPLICATION AND ANY OTHER MATERIALS, SOFTWARE, DATA AND/OR SERVICES PROVIDED BY DTP ARE PROVIDED “AS IS” AND “WITH ALL FAULTS,” AND DTP EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES OF ANY KIND OR NATURE, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY WARRANTIES OF OPERABILITY, CONDITION, TITLE, NON-INFRINGEMENT, NONINTERFERENCE, QUIET ENJOYMENT, VALUE, ACCURACY OF DATA, OR QUALITY, AS WELL AS ANY WARRANTIES OF MERCHANTABILITY, SYSTEM INTEGRATION, WORKMANSHIP, SUITABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR THE ABSENCE OF ANY DEFECTS THEREIN, WHETHER LATENT OR PATENT. NO WARRANTY IS MADE BY DTP ON THE BASIS OF TRADE USAGE, COURSE OF DEALING OR COURSE OF TRADE. DTP DOES NOT WARRANT THAT THE LICENSED APPLICATION OR ANY OTHER INFORMATION, MATERIALS, TECHNOLOGY OR SERVICES PROVIDED UNDER THIS AGREEMENT WILL MEET CUSTOMER’S REQUIREMENTS OR THAT THE OPERATION THEREOF WILL BE UNINTERRUPTED OR ERROR-FREE, OR THAT ALL ERRORS WILL BE CORRECTED. CUSTOMER ACKNOWLEDGES THAT DTP’S OBLIGATIONS UNDER THIS AGREEMENT ARE FOR THE BENEFIT OF CUSTOMER ONLY. 8. LIMITATION OF LIABILITY 8.1 Limitations. IN NO EVENT SHALL DTP BE LIABLE TO CUSTOMER FOR ANY INCIDENTAL, INDIRECT, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, REGARDLESS OF THE NATURE OF THE CLAIM, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, COSTS OF DELAY, ANY FAILURE OF DELIVERY, BUSINESS INTERRUPTION, COSTS OF LOST OR DAMAGED DATA OR DOCUMENTATION OR LIABILITIES TO THIRD PARTIES ARISING FROM ANY SOURCE, EVEN IF DTP HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS LIMITATION UPON DAMAGES AND CLAIMS IS INTENDED TO APPLY WITHOUT REGARD TO WHETHER OTHER PROVISIONS OF THIS AGREEMENT HAVE BEEN BREACHED OR HAVE PROVEN INEFFECTIVE. THE CUMULATIVE LIABILITY OF DTP TO CUSTOMER FOR ALL CLAIMS ARISING FROM OR RELATING TO THIS AGREEMENT, INCLUDING, WITHOUT LIMITATION, ANY CAUSE OF ACTION SOUNDING IN CONTRACT, TORT, OR STRICT LIABILITY, SHALL NOT EXCEED THE LESSER OF (i) TEN THOUSAND DOLLARS (U.S. $10,000.00) OR (ii) THE TOTAL AMOUNT OF ALL FEES THEN-PAID TO DTP BY CUSTOMER UNDER THIS AGREEMENT. THIS LIMITATION OF LIABILITY IS INTENDED TO APPLY WITHOUT REGARD TO WHETHER OTHER PROVISIONS OF THIS AGREEMENT HAVE BEEN BREACHED OR HAVE PROVEN INEFFECTIVE. 8.2 Essential Basis. The disclaimers, exclusions and limitations of liability set forth in this Agreement form an essential basis of the bargain between the Parties, and, absent any of such disclaimers, exclusions or limitations of liability, the provisions of this Agreement, including, without limitation, the economic terms, would be substantially different. 9. INDEMNIFICATION 9.1 Indemnification by DTP. (a) DTP shall defend, indemnify, and hold Customer harmless against all costs and reasonable expenses (including reasonable attorneys’ fees), damages, and liabilities arising out of any claim by a third party that any use of, or access to, the Licensed Application expressly authorized under this Agreement infringes or misappropriates, as applicable, any U.S. patent issued as of the Effective Date or any copyrights or trade secrets under applicable laws of any jurisdiction within the United States, provided that Customer gives DTP (i) prompt written notice of such claim; (ii) authority to control and direct the defense and/or settlement of such claim; and (iii) such information and assistance as DTP may reasonably request, at DTP’s expense, in connection with such defense and/or settlement. Notwithstanding the foregoing, DTP shall have no obligation or liability to the extent that the alleged infringement arises from (1) the combination, operation, or use of the Licensed Application with products, services, information, materials, technologies, business methods or processes not furnished by DTP; (2) modifications to the Licensed Application, which modifications are not made by DTP; (3) failure to use updates to the Licensed Application provided by DTP; or (4) use of the Licensed Application except in accordance with any applicable user documentation or specifications (circumstances under the foregoing clauses (1), (2), (3) and (4), collectively, “Customer Indemnity Responsibilities”). (b) Upon the occurrence of any claim for which indemnity is or may be due under this Section 9.1, or in the event that DTP believes that such a claim is likely, DTP may, at its option (i) appropriately modify the Licensed Application so that they become non-infringing, or substitute functionally equivalent software or 99 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Master Terms – Page 3 services; (ii) obtain a license to the applicable third-party intellectual property rights; or (iii) terminate this Agreement on written notice to Customer and refund to Customer a portion of the license fees paid by Customer, pro-rated on a five (5)-year straight-line basis. The obligations set forth in this Section 9 shall constitute DTP’s entire liability and Customer’s sole remedy for any actual or alleged infringement or misappropriation. 9.2 Indemnification by Customer. Customer shall indemnify, hold harmless, and, at DTP’s option, defend DTP from and against all losses, expenses (including reasonable attorneys’ fees), damages, and liabilities resulting from any claim by any third party arising from or in connection with Customer Indemnity Responsibilities or Customer’s breach of this Agreement. DTP agrees to give Customer (i) prompt written notice of such claim; (ii) authority to control and direct the defense and/or settlement of such claim; and (iii) such information and assistance as Customer may reasonably request, at Customer’s expense, in connection with such defense and/or settlement. Notwithstanding the foregoing, Customer shall not settle any third-party claim against DTP unless such settlement completely and forever releases DTP with respect thereto or unless DTP provides its prior written consent to such settlement. In any action for which Customer provides defense on behalf of DTP, DTP may participate in such defense at its own expense by counsel of its choice. 10. TERM AND TERMINATION 10.1 Agreement. This Agreement shall become effective upon the Effective Date and shall have an initial term equal to the Initial Term indicated on the Cover Page, unless earlier terminated in accordance with this Section 10; provided, however, that this Agreement shall remain in full force and effect until the expiration or termination of any and all Addenda executed prior to the end of the Initial Term. 10.2 Termination for Breach. Either Party may terminate this Agreement immediately upon written notice in the event that the other Party materially breaches this Agreement and thereafter (i) in the case of material breach resulting from non-payment of amounts due hereunder, has failed to pay such amounts within ten (10) days after receiving written notice thereof; or (ii) has failed to cure any other material breach (or to commence diligent efforts to cure such breach that are reasonably acceptable to the terminating Party) within thirty (30) days after receiving written notice thereof. 10.3 Termination Upon Bankruptcy, Insolvency, Etc. Either Party may terminate this Agreement immediately upon written notice after the other Party has executed an assignment for the benefit of creditors or filed for relief under any applicable bankruptcy, reorganization, moratorium, or similar debtor relief laws, or in the event that a receiver has been appointed for the other Party or any of its assets or properties, or an involuntary petition in bankruptcy has been filed against such other Party, which proceeding or petition has not been dismissed, vacated, or stayed within 30 days. 10.4 Termination of Individual Addenda. In addition to each Party’s rights under Sections 10.1 and 10.2, each Party may terminate any particular Addendum according to any provision therein permitting such termination, provided that this Agreement (including these Master Terms and any other Addenda) shall remain in full force and effect in accordance with their respective terms. 10.5 Accrued Obligations. Termination of this Agreement and/or any particular Addendum shall not release the Parties from any liability which, at the time of termination, has already accrued or which thereafter may accrue with respect to any act or omission before termination, or from any obligation which is expressly stated in this Agreement and/or any applicable Addendum to survive termination. Notwithstanding the foregoing, the Party terminating this Agreement or any Addenda as permitted by any provision in this Section 10 shall incur no additional liability merely by virtue of such termination. 10.6 Cumulative Remedies. Termination of this Agreement and/or any applicable Addendum, regardless of cause or nature, shall be without prejudice to any other rights or remedies of the Parties and shall be without liability for any loss or damage occasioned thereby. 10.7 Effect of Termination. Upon any termination of this Agreement, each Party shall (i) immediately discontinue all use of the other Party’s Confidential Information; (ii) delete the other Party’s Confidential Information from its computer storage or any other media, including, but not limited to, online and off-line libraries; (iii) shall return to the other Party or, at the other Party’s option, destroy, all copies of such other Party’s Confidential Information then in its possession; and (iv) shall promptly pay all amounts due and remaining payable hereunder. 10.8 Survival of Obligations. The provisions of Sections 4, 5, 6, 7.2, 8, 9, 10.5, 10.6, 10.7, 10.8 and 11, as well as Customer’s obligations to pay any amounts due and outstanding hereunder, shall survive termination or expiration of this Agreement. 11. MISCELLANEOUS 11.1 Applicable Law. THIS AGREEMENT AND THE RIGHTS AND OBLIGATIONS OF THE PARTIES HEREUNDER SHALL BE CONSTRUED IN ACCORDANCE WITH, AND SHALL BE GOVERNED BY, THE LAWS OF THE COMMONWEALTH OF VIRGINIA, WITHOUT GIVING EFFECT TO ITS RULES REGARDING CONFLICTS OF LAWS. CUSTOMER AGREES THAT ANY AND ALL CAUSES OF ACTION BETWEEN THE PARTIES ARISING FROM OR IN RELATION TO THIS AGREEMENT SHALL BE BROUGHT EXCLUSIVELY IN THE STATE AND FEDERAL COURTS LOCATED WITHIN THE COMMONWEALTH OF VIRGINIA. 11.2 Force Majeure. DTP shall be excused from performance of its obligations under this Agreement if such a failure to perform results from compliance with any requirement of applicable law, acts of god, fire, strike, embargo, terrorist attack, war, insurrection or riot or other causes beyond the reasonable control of DTP. Any delay resulting from any of such causes shall extend performance accordingly or excuse performance, in whole or in part, as may be reasonable under the circumstances. 11.3 Notices. All notices required by or relating to this Agreement shall be in writing and shall be sent by means of certified mail, postage prepaid, to the Parties to the Agreement and addressed, if to Customer, as set forth on the Cover Page, or if to DTP, as follows: 817 Larch Valley Ct Leesburg, VA 20176 USA Attention: [Tom Nyilasi] Facsimile: 703-783-0667 With a copy to: Cooley Godward LLP One Freedom Square, Reston Town Center 11951 Freedom Drive Reston, Virginia 20190 Attention: Todd W. Harris, Esq. / Adam J. Ruttenberg, Esq. or addressed to such other address as that Party may have given by written notice in accordance with this provision. All notices required by or relating to this Agreement may also be communicated by facsimile, provided that the sender receives and retains confirmation of successful transmittal to the recipient. Such notices shall be effective on the date indicated in such confirmation. In the event that either Party delivers any notice hereunder by means of facsimile transmission in accordance with the preceding sentence, such Party will promptly thereafter send a duplicate of such notice in writing by means of certified mail, postage prepaid, to the receiving Party, addressed as set forth above or to such other address as the receiving Party may have previously substituted by written notice to the sender. 11.4 Assignment. Customer shall not assign its rights or delegate its obligations under this Agreement without DTP’s prior written consent, and, absent such consent, any purported assignment or delegation by Customer shall be null, void and of no effect. This Agreement shall be binding upon and inure to the benefit of DTP and Customer and their successors and permitted assigns. 100 178780v1/RE DTP CONFIDENTIAL AND PROPRIETARY Master Terms – Page 4 11.5 Independent Contractors. Customer and DTP acknowledge and agree that the relationship arising from this Agreement does not constitute or create any joint venture, partnership, employment relationship or franchise between them, and the Parties are acting as independent contractors in making and performing this Agreement. 11.6 Amendment. No amendment to this Agreement or any Addendum shall be valid unless such amendment is made in writing and is signed by the authorized representatives of the Parties. 11.7 Waiver. No waiver under this Agreement shall be valid or binding unless set forth in writing and duly executed by the Party against whom enforcement of such waiver is sought. Any such waiver shall constitute a waiver only with respect to the specific matter described therein and shall in no way impair the rights of the Party granting such waiver in any other respect or at any other time. Any delay or forbearance by either Party in exercising any right hereunder shall not be deemed a waiver of that right. 11.8 Severability. If any provision of this Agreement is invalid or unenforceable for any reason in any jurisdiction, such provision shall be construed to have been adjusted to the minimum extent necessary to cure such invalidity or unenforceability. The invalidity or unenforceability of one or more of the provisions contained in this Agreement shall not have the effect of rendering any such provision invalid or unenforceable in any other case, circumstance or jurisdiction, or of rendering any other provisions of this Agreement invalid or unenforceable whatsoever. 11.9 Causes of Action. No action arising from or related to this Agreement may be brought by either Party more than one (1) year after the cause of action has accrued, except that an action for non-payment may be brought within two (2) years after the date such amount was due. 11.10 No Third Party Beneficiaries. The Parties acknowledge that the covenants set forth in this Agreement are intended solely for the benefit of the Parties, their successors and permitted assigns. Nothing herein, whether express or implied, shall confer upon any person or entity, other than the Parties, their successors and permitted assigns, any legal or equitable right whatsoever to enforce any provision of this Agreement. 11.11 U.S. Government End-Users. Each of the components that constitute the Licensed Application is a “commercial item” as that term is defined at 48 C.F.R. 2.101, consisting of “commercial computer software” and/or “commercial computer software documentation” as such terms are used in 48 C.F.R. 12.212. Consistent with 48 C.F.R. 12.212 and 48 C.F.R. 227.7202-1 through 227.7202-4, all U.S. Government end users acquire the Licensed Application with only those rights set forth herein. 11.12 Counterparts. This Agreement may be executed in any number of counterparts, each of which when so executed shall be deemed to be an original and all of which when taken together shall constitute one Agreement. 11.13 Headings. The headings in this Agreement are inserted merely for the purpose of convenience and shall not affect the meaning or interpretation of this Agreement. 11.14 Entire Agreement. This Agreement (together with any Addenda) sets forth the entire agreement and understanding between the Parties hereto with respect to the subject matter hereof and, except as specifically provided herein, supersedes and merges all prior oral and written agreements, discussions and understandings between the Parties with respect to the subject matter hereof, and neither of the Parties shall be bound by any conditions, inducements or representations other than as expressly provided for herein. No terms or conditions set forth in any purchase order or similar document provided by Customer shall be binding upon DTP, nor shall any such terms or conditions modify, add to or supercede any provision of this Agreement. [End of Master Terms] 101 155849v1/RE DTP CONFIDENTIAL AND PROPRIETARY Master Terms – Page 5 102 Strategic Communications LLCPrime Contractor Info:Representative Info: 310 Evergreen RoadUEI #:LJZRP7SE5LN4POC:Nathan Doherty Louisville, KY 40243TAX ID #:6 1‐1271313PHONE:502‐813‐8035 502‐493‐7234 ‐ PhoneCAGE CODE:3BGB4EMAIL:ndoherty@yourstrategic.com 502‐657‐6512 ‐ FaxCONTRACT:AR2490WEB:WWW.YOURSTRATEGIC.COM QUOTE:105297Strategic Communications is a SB A Certified Women‐Owned Small Business (WOSB) CUSTOMER:County of Hawai'iQUOTE DATE:1/24/2024AWS Advanced Public Sector Partner ‐ Gov Competency REQUEST ID:QUOTE VALID:30 DaysMicrosoft Azure Gold Part ner ‐ AOS‐G Federal Authorized DESCRIPTION:NASPO QUOTETERMS:NET 30Google Cloud Platform (GCP) ‐ Public Sector Partner SHIP TO: FOB DESTINATIONCOMMENTS:Oracle Cloud ‐ Public Sector Partner NASPO ValuePoint Cloud Prime Contractor OMNIA, INTERNET‐2, Texas DIR, GSA MAS Contract Holder LINE ITEMMFGOEM PART NUMBER/MODEL #NASPO DESCRIPTIONQTYLIST PRICE UNIT PRICE EXTENDED PRICE LEAD‐TIME Professional Services 1Dulles Technology ParntersDULLES‐IMPL‐R40Phase I ‐ Requirements, Professional Implementation Services, 40 Hours of Labor, Billed Upfront Upon Award40 $195.00 $170.00 $6,799.96 30 Days ARO 2Dulles Technology ParntersDULLES‐IMPL‐C80Phase II ‐ Configuration, Professional Implementation Services, 80 Hours of Labor, Billed Upfront Upon Award80 $195.00 $170.00 $13,599.91 30 Days ARO 3Dulles Technology ParntersDULLES‐IMPL‐I40Phase III ‐ Implementation, Professional Implementation Services, 40 Hours of Labor, Billed Upfront Upon Award40 $195.00 $170.00 $6,799.96 30 Days ARO 4Strategic Communications, LLC STRATEGIC‐PROSERVPROJECT‐MANAGER‐SENIOR Strategic Communications Project Manager ‐ Senior, 45 Hours of labor (Contract Review and Initiation: 8 Hours, Implementation: 25 Hours, 12‐Month PoP: 12 Hours), Billed Upfront Upon Award 45 $150.00 $125.00 $5,625.12 30 Days ARO Professional Services Subtotal: $32,824.94 Software Licenses 5Dulles Technology ParntersDULLES‐LIC‐ENT‐HICWebGrants Enterprise Software License, Single Server with Unlimited Users, Billed Upfront Upon Award, Year 11 $13,000.00 $11,478.63 $11,478.63 30 Days ARO 6Dulles Technology ParntersDULLES‐LIC‐ENT‐HICWebGrants Enterprise Software License, Single Server with Unlimited Users, Billed Upfront Upon Award, Year 21 $13,0 00.00 $‐ Included 30 Days ARO 7Dulles Technology ParntersDULLES‐LIC‐ENT‐HICWebGrants Enterprise Software License, Single Server with Unlimited Users, Billed Upfront Upon Award, Year 31 $13,00 0.00 $‐ Included 30 Days ARO 8Dulles Technology ParntersDULLES‐LIC‐ENT‐HICWebGrants Enterprise Software License, Single Server with Unlimited Users, Billed Upfront Upon Award, Year 41 $13,000 .00 $‐ Included 30 Days ARO 9Dulles Technology ParntersDULLES‐LIC‐ENT‐HICWebGrants Enterprise Software License, Single Server with Unlimited Users, Billed Upfront Upon Award, Year 51 $13,000. 00 $‐ Included 30 Days ARO Software License Subotal: $11,478.63 Maintenance and Support 10Dulles Technology ParntersDULLES‐SUP‐HICMaintenance and Support, Billed Upfront Annually, Year 11 $10,140.00 $8,953.33 $8,953.33 30 Days ARO 11Dulles Technology ParntersDULLES‐SUP‐HICMaintenance and Support, Billed Upfront Annually, Year 21 $10,140.00 $8,953.33 $8,953.33 30 Days ARO 12Dulles Technology ParntersDULLES‐SUP‐HICMaintenance and Support, Billed Upfront Annually, Year 31 $10,140.00 $8,953.33 $8,953.33 30 Days ARO 13Dulles Technology ParntersDULLES‐SUP‐HICMainte nance and Support, Billed Upfront Annually, Year 41 $10,140.00 $8,953.33 $8,953.33 30 Days ARO 14Dulles Technology ParntersDULLES‐SUP‐HICMaintenance and Support, Billed Upfront Annually, Year 5 1 $10,140.00 $8,953.33 $8,953.33 30 Days ARO Maintenance and Support Subtotal: $44,766.64 Year 1 Price: $53,256.89 Total 5 Year Price: $89,070.20 Strategic Communications is a SBA Certified W omen‐Owned Small Business (WOSB), 8(a) JV, and MBE/WBE Certified **This quote is NOT inclusive of applicable Sales Tax. If applicable, sales tax will be added to the confirmed sales order and invoice . ** >>PLEASE COPY AWARDS@YOURSTRATEGIC.COM ON ALL ORDERS TO ENSURE TIMELY PROCESSING<< Bid Zip RFP #4514/StreamLink Software Inc._1025416/TabulationByVendor_RFP#4514_orgId_1025416.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: StreamLink Software Inc. Page of 1 1 General Comments: AmpliFund is pleased to present our response to RFP No. 4514 for Electronic Grant-Making Management and Reporting System. Please do not hesitate to ask for any additional information. General Attachments: AmpliFund Response to RFP No. 4514 - Electronic Grant-Making Management and Reporting System.pdf Bid Zip RFP #4514/StreamLink Software Inc._1025416/AmpliFund Response to RFP No. 4514 - Electronic Grant-Making Management and Reporting System.pdf Electronic Grant-Making Management and Reporting System Department of Research and Development County of Hawai’i Response to RFP No. 4514 January 24, 2024 StreamLink Software Inc. DBA AmpliFund 812 Huron Road, Suite 550 Cleveland, OH 44115 Phone: 216.377.5500 Fax: 216.377.5501 Email: sales@amplifund.com www.amplifund.com Company Representative Chuck West, Field Sales Representative cwest@amplifund.com 704.402.6187 2.1 Letter of Transmittal The proposal shall be accompanied by a letter of transmittal which must include, at a minimum, the name of the individual designated as the authorized representative of the firm and a summary of key points of the proposal. The letter must be signed by an authorized representative of the firm and a summary of key points of the proposal. The letter must be signed by an authorized individual. If the Offeror is a corporation, the legal name must appear on the letter and the letter must be signed by an officer or officers authorized by the corporation. If the Offeror is a partnership, the true name of the firm is required on the letter, and the letter must be signed by a partner or partners authorized to sign such documents. If an agent is used, a power of attorney or equivalent must accompany the proposal. The name and title of the individual signing must be typed below the signature. A company signature or stamp is not acceptable. The signature must be by an individual authorized to sign for the company. Original or electronic signature are acceptable. January 24, 2024 Dear County of Hawai’i Department of Research and Development (hereinafter R&D) Representatives, StreamLink Software Inc. DBA AmpliFund respectfully submits the enclosed response for the RFP No. 4514 for an Electronic Grant-Making Management and Reporting System. As you will see from this response, AmpliFund is confident that we can provide the solution to R&D’s specific objectives, thus serving the people of R&D of Hawai’i. The AmpliFund Team believes we uniquely understand the R&D’s objectives for this project, and believe we are well positioned to address those needs, as you will see in the enclosed response. We are proposing our AmpliFund Grant Maker solution to meet the grant-making management and reporting system needs for R&D. We look forward to working with you on this opportunity. Sincerely, Scott M. Smith, CEO StreamLink Software Inc. DBA AmpliFund 812 Huron Road E., Suite 550 Cleveland, OH 44115 Phone: 216.377.5500 Fax: 216.377.5501 Sales@amplifund.com RFP No. 4514 1 RFP No. 4514 1 2.2 Table of Contents A listing of the section titles and all major sub-sections with a starting page number of the section or subsections. TOC PLACEHOLDER 2.1 Letter of Transmittal ...................................... ........................................................... 1 2.2 Table of Contents .................................................................................................... 2 2.3 Executive Summary ............................................................................................... 3 2.4 Company Background ..................................................... ..................................... 9 2.4.1 Experience and Organizational Capacity .................................................................................................................. .........9 2.4.2 Past Performance (References) ............................................................................................................................................ 12 2.5 Technical Specifications and Functional Requirements ............................. 14 Desired System Features ................................................................................. ...................................................................................... 14 2.6 Implementation, Project Management, Training, and On-Going Support ...................................... ................................................................................................... 22 2.7 System Reporting and Data Integration ...................................................... .... 41 2.8 System Documentation ..................................................................................... 43 2.9 Cost Proposal ........................................................... ............................................. 45 2.10 License and On-Going Service and Support Agreements .......................... 47 2.11 Offeror Material and Additional Information ................................................. 52 Attachments ............................................................................................................... 56 RFP No. 4514 2 RFP No. 4514 2 2.3 Executive Summary This section should include an overall description of the offeror’s qualifications, experience, and commitment to providing services and software related to grant-making management and impact reporting for R&D. This section should also include a brief understanding of R&D’s objectives and minimum requirements, and an overview of the offeror’s proposed solution. Since 2011, AmpliFund has been providing grant management software empowering funders and recipients to manage every phase of the grant lifecycle. State, local, and tribal governments rely on AmpliFund’s tools, resources, and exceptional support to create capacity for their teams, drive compliance, and realize the full potential of their funding. AmpliFund is more than just software, as our team fosters strong relationships with each of our customers to deliver exceptional customer service and the tools needed to realize the full potential of R&D’s grant program. AmpliFund’s ability to centralize processes to capture and report grants-related data will provide transparency into your grant portfolio, and help your team collaborate effectively. AmpliFund is a solution that can grow along with R&D to help alleviate the challenges faced when it comes to managing the full grant lifecycle. AmpliFund is currently being leveraged to manage roughly $34 billion in total grant funding by over 100 state, local, and tribal government organizations, 23 higher education institutions, 14 healthcare organizations, and 29 non-profit organizations. AmpliFund is also used by associated applicants and subrecipients of those clients as well – a total of over 27,000 users. As an organization, we have been striving to ease the pain points of grant management from the beginning. Many local governments have found AmpliFund is the perfect solution for their grant management needs. Whether those needs are for gathering reliable statistics on grant spending, maintaining compliance, or providing oversight for a variety of recipients/state agencies, AmpliFund provides the most comprehensive solution on the market. AmpliFund Grant Maker is specifically designed for public sector entities like R&D that are looking to streamline their grant processes. Throughout the grant lifecycle, AmpliFund Grant Maker drives efficiency, simplifies reporting, and builds regulatory compliance in R&D’s core operations. This AmpliFund offering also provides a customized, purpose-built solution for R&D to map their grant processes to specific applications, yielding tailored reports and dashboards for full transparency across their grant portfolio. True Grant Management Technology AmpliFund was built to be a true end-to-end, cloud-based grant management platform. Many other vendors try to reverse engineer other IT solutions and data management systems into a grant management solution, but typically end up passing those exorbitant costs along to the customer. AmpliFund is an enterprise-grade, best-in-class, grant management system built specifically to manage grants and federal funding. This will also prevent any hidden or surprise costs potentially uncovered during implementation. More importantly, a true grant management solution means R&D will have direct contact with specialists who also have working knowledge of grants, grant RFP No. 4514 3 RFP No. 4514 3 management, and how to directly map your current grant management process into the system designed to streamline and standardize your organizational process. Implementation Expertise AmpliFund implementations have a proven track record of success in terms of timing, budget adherence, and successful knowledge transfer. Our Project Management approach was developed through the process of performing hundreds of implementations at the local government, state level, and for myriad non-profits. Likewise, our change management strategy is based on industry standard best practices that follow a repeatable process using a holistic set of tools to drive successful change. Due to this experience, our team members have the prior knowledge to foresee many problems before they arise during an implementation, and we have the flexibility to adjust our approach to best fit a client’s implementation scenario. Additionally, since AmpliFund is a software-as-a-service (SaaS), cloud-based solution that is highly configurable, the speed to deployment is much faster than non-grant management specific solutions (i.e., data management, ERP systems, contract management systems, CRM solutions, etc.). Compliance and Audit Readiness AmpliFund helps organizations maintain compliance with grant regulations and guidelines. With its comprehensive features and functionality, AmpliFund assists organizations in adhering to grant regulations and guidelines. The software facilitates proper documentation management by providing a centralized repository for storing essential grant-related documents. It also enables the precise tracking of expenditures, ensuring accurate allocation of funds and budget management. AmpliFund’s robust audit trail capability captures all activities and changes within the system, establishing both transparency and accountability. This simplifies the compliance process by providing a clear record of grant management activities. By automating complex compliance checks and validations, AmpliFund proactively identifies potential errors or inconsistencies, minimizing the risk of non-compliance. Overall, AmpliFund’s focus on compliance and audit readiness empowers organizations to navigate the complexities of grant management with confidence and mitigate compliance risks effectively. Unlimited Licensing Model Typical grant management solutions employ a per-seat/user licensing methodology when determining pricing, which can become costly over time and ends up restricting access for internal users. AmpliFund allows for unlimited users and usage of AmpliFund to assure all County stakeholders have access to and gain value from the AmpliFund solution. This includes unlimited sub-grantee and applicant users as well. With AmpliFund, everyone involved in your grants has access to the system to help support full adherence to your standardized processes for maintaining compliance. One Consistent Annual Cost AmpliFund employs a unique pricing model to decrease the overall cost for clients. Our goal in pricing is to help clients create a consistent, stable price that can be budgeted for annually while still providing for the complexity related to a grant project. The AmpliFund team looks forward to growing RFP No. 4514 4 RFP No. 4514 4 along with R&D and the state while not encountering any unexpected costs. Objectives Within this response AmpliFund will provide an overview of our background and experience, and how the Grant Maker solution provides the following to R&D in one single place: • An intuitive and easy-to-navigate Grant Proposal Submission Portal where applicants and R&D can track and monitor all grant activity required. • A highly configurable Proposal Review Portal where R&D will be able to configure workflows where they can evaluate and score prospective grant applicants. • A comprehensive Award Management Platform and Document Repository where R&D will manage their grant programs and store all required documentation and contracts. • Industry leading Data Collection and Reporting System where R&D can visualize and present their grant program data in a simple and digestible format that is easy to configure. Mandatory Requirements Mandatory Requirements Yes No Hypertext Transfer Protocol Secure (HTTPS). Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (mac). ADA Compliance: WCAG 2.0 levels A and AA. Ability to quickly exit the program at any point, auto saving an incomplete record. Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. Tech support is required during R&D’s normal operation hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. * R&D will retain ownership of the data and it can be exported in its entirety at any time needed. Preferrable export format for data is CSV and XLS; preferable export format for documents is PDF. *AmpliFund provides direct communication with support agents via the online support portal ticket system or the support phone line with two-hour response window during support hours: 8am – 8pm ET (3am – 3pm HT), Monday – Friday except for United States national holidays. AmpliFund has found that our intuitive and easy-to-navigate solution minimal technical support or outside assistance is needed to solve most problems. R&D would also have a dedicated Customer Success Lead who can help with any issues as they present themselves. RFP No. 4514 5 RFP No. 4514 5 AmpliFund Grant Maker AmpliFund serves as a SaaS centralized program management and planning solution that meets all the complex needs inherent in grant management. AmpliFund is the industry leader in the grants arena that is highly configurable, intuitive, and user-friendly. The AmpliFund Grant Maker system will support all aspects of R&D’s grant initiatives and goals. This includes the setup of standardized grantmaking programs to meet the needs of R&D and the individual they work with. The system supports permissioned access to its Grantor Program Management module via User security roles. R&D will be able to determine roles for their users both internally and externally. Applicants/Recipients can determine and manage their own user roles within their own accounts that relate to R&D account. R&D will be able to maintain their own records and updates for grantor sources, including the organizations, contacts, and other applicable lists. This relationship flows down through all objects and sub-objects of a specific program and allows for a variety of options for reporting and aggregating data. The highly configurable system allows R&D the ability to create and maintain an unlimited number of online grantmaking forms. Grants Portal AmpliFund provides an intuitive and easy to navigate Applicant Portal where R&D’s applicants/agencies can apply to grant opportunities. From the portal, agencies can create and maintain their own organizational accounts that connects directly to R&D’s grant initiative. R&D manages their own users, credentials, and user permissions. The public applicant portal displays all open opportunities that R&D has posted, allowing other external applicants to find those opportunities easily online. AmpliFund provides the solution that will ensure R&D is working with the community to filter the most dollars to the applicable entities, and that those dollars are being used in the most efficient manner. Figure 1 AmpliFund Grant Portal helps identify applicable opportunities RFP No. 4514 6 RFP No. 4514 6 Outreach/Training/Registration of Prospective Applicants Agencies can register their organization and then subsequently invite an unlimited number of additional users to their accounts via the AmpliFund Applicant Portal. R&D acting in their capacity as a Grant Maker has access to a 24/7 online portal with training materials, user guides, and the ability to submit support requests for all users. Submitting Applications The AmpliFund solution relieves the typically burdensome process of submitting, tracking, and ensuring the accuracy of applications into a grant opportunity. One of the ways this is accomplished is by supporting the publishing and submission of forms all within the Grant Portal. Permissioned users submit applications based on the forms and grant opportunities as created by R&D. Applicants can upload attachments as applicable (unlimited capacity) but only if the GMO is acting in their capacity as a Grant Maker, establishes that as part of their standardized process. Applicants can save their progress on an application and come back to it at a later, more convenient date. Several progress trackers including a simple Progress Tracking bar at the top of an application as well as alert notifications to ensure that applicants stay on track and never miss an important step or deadline. These notifications happen both internally as well as email notifications. Figure 2 Configurable forms allow R&D to run their program according to their initiatives Application Review After receiving applications, County-reviewers will have the industry leading system to sort, score, and review all applications. The configurable review processes are established by R&D based on their specific needs. This can even include the pre-screening needs of applicants prior to formal acceptance of an application. R&D can utilize the AmpliFund Reporting Engine to create a configurable dashboard to present pertinent data and information including applications by status, or by completion. RFP No. 4514 7 RFP No. 4514 7 AmpliFund’s Application Review is configurable and utilizes the AmpliFund Workflow Engine. R&D can define their own review process through workflows including the ability to change the status of the applications including but not limited to, denied, or reopened status. The Workflow Engine also helps R&D define their own specific review process including the definition and assignation of review work. From there, reviewers can create a configurable scoring process using pre-defined scoring forms for applicants using scoring templates established at the beginning of the process. Award After decisions have been made, winning applicants are notified both via email and internally in the system. R&D can publish scores in the Applicant Portal based on their established preferences set up in the Workflow Engine. Recipient Post Award Management AmpliFund allows R&D to communicate with state agencies once they are awarded funding. Upon award an agency’s project information, budget, and performance plan are converted into a new grant record. Using this record, R&D can communicate with the individual agency for ongoing management, including any post-award changes or amendments that need to be distributed. Postaward the GMO will be able to manage all payments to recipients, including refunds, reimbursements, requests, and approvals. Issue MOU/Contract AmpliFund's Reporting Engine can be utilized to create documents including the creation of MOUs and contract forms by populating template documents with collected data from applications as well as throughout the award management process. The system can also be utilized to route the MOUs and contracts to define the correct approval chains. AmpliFund also has extensive experience in capturing signatures via integration with document signing technologies. Invoice Submission AmpliFund provides grantee invoicing capabilities through Payment Requests. R&D will receive and be able to respond to these invoice requests. Reporting/invoicing deadlines can be determined and established on a per applicant, opportunity, grantee, and any other basis. Reporting AmpliFund provides out-of-the-box performance reports. AmpliFund's reporting engine can also be utilized to create custom performance reporting templates based on R&D’s reporting needs. Configurable reports on grantor financial performance to meet any need R&D’s grant initiative may have. Grant professionals can either use standard, out-of-the-box reporting templates as provided by AmpliFund, or create their own customized report based on their specific needs. AmpliFund looks forward to working with you on this opportunity and demonstrating why AmpliFund Grant Maker is the ideal Electronic Grant-Making Management and Reporting System for the R&D and the citizens of the County of Hawai’i. RFP No. 4514 8 RFP No. 4514 8 2.4 Company Background 2.4.1 Experience and Organizational Capacity The Offeror shall include in their proposal a statement of relevant experience. The offeror should thoroughly describe, in the form of a narrative, its experience and success as well as the experience and success of subcontractors, if applicable in providing and/or supporting the proposed solution. In addition, offerors are required to provide the following information: 1. The offeror shall provide the company name, business address, including headquarters and all local offices, and telephone numbers. The offeror shall provide the company web address. Company Name: StreamLink Software Inc. dba AmpliFund Headquarter Address: 812 Huron Road East, Suite 550 Cleveland, OH 44115 216.377.5500 www.amplifund.com 2. Offeror shall provide a description of the offeror’s organization, including names of principals, number of employees, client base, areas of specialization and expertise, and any other information that will assist the Evaluation Committee in formulating an opinion about the stability and strength of the organization. Since 2011, AmpliFund has been providing grant management software empowering funders and recipients to manage every phase of the grant lifecycle. AmpliFund is currently being leveraged to manage roughly $34 billion in total grant funding by over 100 state, local, and tribal government organizations, 23 higher education institutions, 14 healthcare organizations, and 29 non-profit organizations. AmpliFund is also used by associated applicants and subrecipients of those clients as well—a total of over 27,000 users. As an organization, we have been striving to ease the pain-points of grant management from the beginning. Many local governments have found AmpliFund is the perfect solution for their grant management needs. We have fostered strong relationships with each of these customers by improving their grant management processes and helping them grow their grants programs. AmpliFund is a C Corporation currently employing 76 individuals focused on grant management software and the services therein. Principal Members Scott Smith, CEO Adam Roth, President and Founder Correen Brown, Head of Finance and Administration Jason Yu, Head of Product RFP No. 4514 9 RFP No. 4514 9 Jillian Neimeister, Head of Customer Success Rachel Bennett, Head of Sales and Marketing Scott Weiss, Chief Technology Officer Whether that is the need for gathering reliable statistics on grant spending, maintaining compliance, or providing oversight for a variety of recipients, AmpliFund can provide a comprehensive solution. 3. The Offeror shall provide the name of the jurisdiction in which the offeror is organized and the data of such organization. AmpliFund is a Delaware corporation with its principal place of business in Cleveland, OH. US Domestic development, implementation, support, data hosting, and executive leadership are based in the office there. StreamLink Software Inc. dba AmpliFund was incorporated in 2011 and has been providing grant management software since that date. 4. Offeror shall provide a description of the depth of their experience implementing, installing, and supporting the prosed solution and an outline of the services they provide as part of this solution with a focus on systems installed for governmental entities similar in size to R&D. AmpliFund has provided a representative list of contracts of contracts that demonstrate our ability to carry out complex implementations of the size and scope like R&D’s. These customers are currently working with our implementation services team to complete their AmpliFund adoption. AmpliFund works with over 50 local municipalities, along with many other state agencies, tribal governments, education, non-profit, and healthcare customers. A sampling of some of our customers include: County Customers Other State Agencies Using Grant Maker • County of Kalamazoo, MI • County of Kauai, HI • County of Maui, HI • Mecklenburg County, NC • Mendocino County, CA • Sacramento County, CA • State of Montana - Department of Agriculture (AGR) • Maine Housing • Massachusetts Board of Library Commissioners • Colorado Housing and Finance Authority • State of Nebraska - Department of Agriculture • State of Nebraska - Crime Commission RFP No. 4514 10 RFP No. 4514 10 • State of New Hampshire - Department of Natural and Cultural Resources, Division of Parks and Recreation • Idaho Council on Domestic Violence and Victim Assistance (ICDVVA) RFP No. 4514 11 RFP No. 4514 11 2.4.2 Past Performance (References) The offeror’s proposal shall include three external references from different clients who are willing to validate the offeror’s past performance on similar projects. The minimum information that shall be provided for each client reference shall be the person’s name, title, and organization; contact information (address, telephone, e-mail); and a description of the products and services provided and dates the products and services were provided. At least ONE of the references for the proposed system shall be from a jurisdiction of comparable or larger size where the proposed system has been installed and is in current operation. Offerors are encouraged to include additional references that they believe the Evaluation Committee would find helpful in thoroughly evaluating their past performance. Reference #1 REFERENCE NAME HERE Contact Name, Title, Organization Matt Levesque, CEO Management Analyst III, Sacramento County, CA Address, Telephone, E-Mail 700 H Street Sacramento, CA (916) 874-4300, levesquem@saccounty.gov Brief Description of Products and Services Provided Sacramento County purchased AmpliFund’s Lifecycle product in 2022 and completed implementation that same year. The focus for the County was to standardize business processes across departments and centralize grant data for improved reporting. Reference #2 REFERENCE NAME HERE Contact Name, Title, Organization Nalani Brun, Director of Economic Development, County of Kauai, HI Address, Telephone, E-Mail 4444 Rice Street Lihue, HI, (808) 241-4946, nbrun@kauai.gov Brief Description of Products and Services Provided County of Kaua’I purchased AmpliFund Lifecycle in 2018. The County has leveraged AmpliFund’s applicant portal to post numerous opportunities out to the community each year. Additionally, the County has recently introduced recipient post award management through AmpliFund for an Innovation program. RFP No. 4514 12 RFP No. 4514 12 Reference #3 REFERENCE NAME HERE Contact Name, Title, Organization Lyle Kobashigawa, Grants Coordinator, County of Maui, HI Address, Telephone, E-Mail 200 South High Street Wailuku, HI (808) 2707497, lyle.kobashigawa@co.maui.hi.us Brief Description of Products and Services Provided County of Maui purchased AmpliFund Grant Maker in 2021 with a focus on managing ARPA funding. The County worked collaboratively with AmpliFund to design application and post-award processes, along with reporting. RFP No. 4514 13 RFP No. 4514 13 2.5 Technical Specifications and Functional Requirements Provide a detailed narration of the technical specifications and functional requirements of the proposed technology solution. The offeror shall complete the mandatory checklist in the Evaluation Criteria section 3.10. Any system functionality/capabilities discussed must be currently available in the version of software being proposed for Count implementation. Provide detailed information about any hardware or third-party products that are necessary for any system functionality/capabilities discussed. Desired System Features The desired solution provides a grant proposal submission portal, a proposal review portal, an award/contract management platform and document repository system, and a data collection, reporting, and analysis platform. Grant Proposal Submission Portal • Proposed solution must provide an intuitive portal allowing prospective applicants the ability to easily view grant program descriptions, instructions, and requirements. AmpliFund provides an intuitive and easy to navigate Applicant Portal where R&D’s prospective applicants can apply for open opportunities. AmpliFund provides the solution that will ensure that R&D is working with their respective applicants to filter the most dollars to the applicable programs, and that those dollars are being used in the most efficient manner. The Applicant Portal allows applicants the ability to easily view grant program descriptions, instructions, and requirements as they were set up by R&D. Figure 3 Applicant View of Opportunity RFP No. 4514 14 RFP No. 4514 14 • Applicants will be able to save their progress on an application online before final submission. Applicants can save their progress on an application before final submission. Several progress trackers including a simple Progress Tracking bar at the top of an application as well as alert notifications ensure County applicants never miss an important step or deadline. These notifications occur internally and via email. • Help desk or customer support for grant applicants. AmpliFund provides help desk and customer support for grant applicants when they utilize the AmpliFund Applicant Portal. • The grant proposal format must be customizable to allow for a variety of R&D program needs and the system ideally includes an easy-to-use form builder with conditional logic and help prompts. AmpliFund's application form builder allows organizations to create fully customized data collection forms that make up their complete application. The form builder supports multiple types of fields such as file uploads, drop down lists, checkboxes, and text fields. Fields may be marked as required, and the labels and field order are fully customizable. Additionally, the system supports the conditional display of questions and/or application branching. All active opportunities can be made available on AmpliFund's public-facing Applicant Portal or posted to an external site. Each application packet can be made up of multiple application forms as desired. Related documentation, including FAQs, attachments to be completed, and more can be uploaded to an application form for inclusion in the overall packet. With these configurable forms, applications can be custom configured by R&D for each individual application and opportunity, or custom configurations can be saved and used again for future applications. • Customizable budget forms with budget tabulation available. Throughout the life of a grant, County-staff will be able to create a grant record that is created and set up for grant pre-award activities. Staff will be able to collaborate, edit and track budget and project goals, contract amendments, and capture any changes to grant-funded projects. AmpliFund allows for all budget data to be stored in one single place, meaning that whatever County-staff create in the grant application space, will automatically be turned into a budget to begin tracking spending against. This can only be done when the status of a grant is changed to approved. Once this happens, the approved budget is active and ready to be created. Budget data can be added, assigned, modified or amended throughout the entirety of the grant lifecycle. Users can use the builtin amendment features to track budget change requests and approvals. The AmpliFund Workflow Engine can also be utilized to route grant budget changes for review and approval, and capture decisions and changes. Throughout the entire life of a grant, County-staff will be able to track expenses and accurately track spending as well as compliance in the allocation of different funds for specific purposes. Users can define the expected allocations of budget line items across the life of the grant either by grant year or by the month. Users can track the entire cash flow process for a grant RFP No. 4514 15 RFP No. 4514 15 from planned budget to expense, to payment request, to cash receipt. • Allows for submission of additional documentation in Word, Excel, PDF, and image formats. AmpliFund allows R&D to attach multiple files and file types with unlimited document storage space in formats including Word, Excel, PDF, and standard images. AmpliFund supports indefinite record retention natively. R&D can define their own records policy and make the attachment of additional documentation a requirement of their grant process. • The agreement must allow at least 25 different annual funding programs with up to applicants per program. R&D can manage an unlimited amount of annual funding programs, with an unlimited number of applicants per program. Proposal Review Portal • The program should include permission levels for scoring access. AmpliFund utilizes role-based security and a granular security model to provide user access to modules, features, and records within the system including for the access of scoring applications. System roles are predefined. Users can be granted elevated permissions at various spots within the application by setting permissions at the object level. • Unlimited number of reviewers. AmpliFund allows for an unlimited number of reviewers to use the solution. • Reviewers have a streamlined interface allowing easy side-by-side viewing of the application materials and review reporting portal. AmpliFund provides a highly configurable reporting engine that can utilize response values from applications, in conjunction with preset logic or calculations to aide the reviewer during a merit review. • The portal accommodates customized scoring rubrics for different programs. The portal can accommodate the creation of a customized scoring rubric for different programs through the set-up of a reviewer only form that is customized and set up in a rubric format for each individual program. RFP No. 4514 16 RFP No. 4514 16 Award Management Platform and Document Repository • Post award follow-up workflow options. AmpliFund’s Workflow Engine is designed to automate time-consuming processes across the entire grant lifecycle, ensuring compliance and freeing valuable resources to focus on driving impact, not doing paperwork. The AmpliFund Workflow Engine is extremely flexible and can be configured directly through the user interface, resulting in a reduction of errors often associated with existing manual, paper-based processes. Workflows can be configured to support standardized processes connected to post-award processes as delineated by R&D. • The proposed system includes push notifications capabilities. The AmpliFund system includes push notification capabilities throughout the system. Some notifications are standard in the system and others can be configured to meet the unique requirements of R&D. • Relationship management tools for use in communication with grantees over the term of the award agreement. AmpliFund’s communication functionality extends the ability to communicate directly with applicants via automated notifications and built-in progress tracking. AmpliFund allows R&D to insert specific phone numbers or emails to a designated point of contact for each individual grant opportunity. Therefore, applicants can contact appropriate staff through the provided contact information on the Applicant Portal and within each application. This functionality allows R&D to customize the point of contact applicants should correspond with for each individual grant opportunity. Applicants will also have access to AmpliFund's Applicant Portal as a centralized location to see all important communications from R&D regarding their application. AmpliFund also allows for mass emails to be sent from the system to alert recipients and applicants of upcoming training, webinars, and required meetings. AmpliFund has out-of- the-box integration features with email and a centralized organizational calendar. Each AmpliFund account is set up through your work email address, and all notifications from AmpliFund will be sent to the email associated with the account. In terms of tracking upcoming deadlines, the AmpliFund calendar can be subscribed to so that events show up in the AmpliFund calendar as well as users’ Outlook or Gmail calendar. AmpliFund has made available an Outlook Add-into further support centralizing communication that might occur offline with Grantees into the solution. This can be used to log emails back to an Award or Application record directly from the Outlook client, eliminating duplicative efforts and the need to search for past correspondence in multiple places. RFP No. 4514 17 RFP No. 4514 17 • Document audit trail. AmpliFund records an audit trail of all user activity within the system including unique user ID and a date-time stamp, which is available for administrators to review and/or export. AmpliFund also maintains a full audit trail of all workflow activity on a per-item basis, which tracks all workflow actions on the item from item inception through closeout. AmpliFund's Activity Log is accessible to all Administrators and tracks entries in the system including edits or deletions to records (including grants) allowing for audit tracking. Additionally, tools like Azure Insights allow us to track user activity, for example number of unique sessions, traffic, user path, etc. • No fund management system required. R&D’s accounting system will continue to manage all financial activities. AmpliFund is not a financial management solution. AmpliFund can track budget and programmatic goals and progress, but is not responsible for the movement of monies associated with grants. RFP No. 4514 18 RFP No. 4514 18 Data Collection and Reporting System • Cloud-based document repository available to all R&D staff members. AmpliFund is a cloud-based, SaaS solution that can act as a document repository to all County R&D staff. • Data visualization and impact reporting capabilities. AmpliFund’s Reporting Engine is the industry-leading data visualization and reporting tool as it relates to grants. Reports are configurable and very flexible. AmpliFund can put together these reports in a tabular form, but AmpliFund can also configure your report into charts, graphs, formulas, and calculations. These reports can include overall data sets for an entire application or look at the data for just one award. The color and format of each report visualization can be changed through configuration as well. These generated reports are immediately downloadable. Reports can be downloaded into Excel/CSV, ODF, and RTF (text file) types. These reports can be generated throughout the entire lifecycle of the grant to support recipient compliance, and to reduce the possibility of unexpected performance issues at grant closeout. AmpliFund’s unique ability to track and monitor grant performance, either for yourself as a grant seeker, or through multiple layers of recipients, makes it stand out in the market. Data entered into AmpliFund by recipients rolls directly up to R&D for total, real-time visibility into grant performance. Information for reports can also be uploaded into AmpliFund that will be able to be reported out in the running of R&D’s desired reports for federal reporting purposes. There are multiple types of reports that can be run through AmpliFund. The reports can be run to view recipient progress or for recipients to track their own progress and compliance with the terms of the award contract. These reports range from the Federal SF-425 report, pre-award status reports, grant budget variance reports, grant expense detail reports, post award status reports, project budget reports, to recipient reporting, time and effort certification tracking, as well as custom configured reports created with the support of the AmpliFund Implementation Team. Each report can be downloaded and distributed across R&D’s business divisions. Grant makers and recipients have visibility into grant requirements, deadlines, progress, and spend down via shared data visibility, reports, and real-time dashboards. Each report contains configurable input parameters and a highly interactive report viewer that enables users to filter results, interact with visualizations, drill down into the underlying data, and export data to Excel. R&D can define periodic budget and performance reporting requirements for each award, giving recipients the ability to review, finalize, and submit their fiscal and programmatic reports directly within the platform for review and approval. Additionally, AmpliFund comes stocked with a suite of recipient reports to summarize activity across recipients, including reports on expenses, budget variance, and performance. RFP No. 4514 19 RFP No. 4514 19 AmpliFund is specifically designed to capture pertinent data and provide the comprehensive, flexible, end-to-end grants management functionality needed by R&D. Figure 4 Overall Grant Dashboard Figure 5 Grant Analytics Dashboard RFP No. 4514 20 RFP No. 4514 20 • Document generation. Any generated report can be exported into a PDF format for printing. Any generated report, and individual dashboard tiles, can be exported into a PDF format for printing. • Ability to upload previous years’ grant and contract data and reports to the centralized repository. R&D can upload any previous years’ grant and contract data and reports into the solution and be stored according to R&D’s requirements. Figure 6 Grant Documentation stored in AmpliFund • All data can be exported in its entirety at any time needed. Preferable database format for export is CSV and XLS. AmpliFund allows for bulk data export. AmpliFund has built-in export capabilities based on predefined metrics. The Reporting Engine allows the user to configure their own unique reports/exports that meet the specific needs of R&D. AmpliFund customers own all data, information, and other materials submitted to AmpliFund by their authorized users as defined in the customer’s Master Subscription Agreement (“MSA”) with AmpliFund. Authorized R&D users will have access to grants, related documents, and information associated with each grant within AmpliFund. AmpliFund provides tools for data export to CSV and Excel formats that can be used by authorized R&D users at any time. RFP No. 4514 21 RFP No. 4514 21 2.6 Implementation, Project Management, Training, and On-Going Support The offeror should thoroughly describe, in the form of a narrative, its plan and specific tasks demonstrated against a timeline for implementation following contract award along with project management, training, and on-going support activities. Offerors are required to provide the following information: 1. Offerors shall provide a narrative discussion of the conceptual plan, strategies, and methodologies of the proposed system and/or software. Offerors are encouraged to offer creative alternatives. Implementation Methodology AmpliFund understands that a successful implementation leads to a successful adoption of the AmpliFund solution. As such, AmpliFund has provided an overview of our implementation methodology to help R&D better understand our processes that have been designed and developed to help our customers begin utilizing AmpliFund. AmpliFund’s Implementation methodology is designed to suit the needs of R&D. Our process has been refined based on successes and lessons learned from previous implementations. We understand that no two organizations are alike. What distinguishes AmpliFund in our approach to implementations is our adaptability. From the time spent understanding the R&D’s specific needs to the in-depth configuration following the discovery and design of AmpliFund, our Implementation Team gains an in-depth understanding of how your organization functions and will ensure AmpliFund is configured to best meet your needs and help assure organization-wide adoption of then solution. AmpliFund’s Implementation approach can be broken down into seven distinct phases that will assure a successful implementation of AmpliFund. These steps are as outlined in the following chart: RFP No. 4514 22 RFP No. 4514 22 Kickoff During the kickoff phase, AmpliFund’s Implementation Team will begin their understanding of the current grant management processes in place for R&D. Throughout the Kickoff phase, AmpliFund will adhere to strict project management and change management processes based on tools and resources used in previous and ongoing implementations. These practices are based on lessons learned from previous implementations and will ensure a smooth process. R&D will be provided with a Requirements Gathering Workbook to fill-out at the start of the implementation process that will serve as the basis for the Implementation Team to begin identifying and understanding R&D’s current processes and approaches. This understanding will then shape the change management approaches used by the Implementation Team and begin to outline the process improvement areas to ensure full adoption and configuration of AmpliFund to R&D’s specific and unique needs. Supporting customers with a structured and intentional approach to change management alongside the creation of customer process improvement plans have been proven to increase the overall likelihood of success for rollouts and full adoption of AmpliFund. Starting in the beginning of the Kickoff phase of implementation and continuing throughout the Implementation process, both R&D and the Implementation Team will have ongoing check-ins, regular status updates, and coordination across various workstreams. The planning meetings during Kickoff are centered around establishing project management and change management procedures. AmpliFund’s approach to project and change management is outlined in greater detail below. These continuous meetings, open communication, and establishment of a relationship between the Implementation team and R&D will ensure deadlines are met, there is an in-depth understanding of the scope of projects, and overall, there is transparent communication between your organization and the Implementation Team. RFP No. 4514 23 RFP No. 4514 23 Discovery and Design The Discovery phase is broken into two distinct parts that require information and work from R&D as well as the Implementation Team. The two parts making up the Discovery phase are the Change Management and the Grants Lifecycle Process Mapping. These two parts will be completed smoothly based on the completion of the Requirements Gathering Workbook and Discovery sessions held with the Implementation Team. As a bridge between Kickoff and Discovery, the Requirements Gathering Workbook will provide the Implementation Team a direct overview of R&D’s current systems in place. R&D will be required to provide information about your Grants Portfolio, by providing an overview and timeline of each grant. The workbook will also ask for a Systems Inventory, Reports Inventory, and an organizational Contact List with Roles and Responsibilities outlined. All of these aspects of the Requirements Gathering Workbook will provide an in-depth view of the R&D and will allow for smoother configuration and ultimate deployment of AmpliFund. Alongside R&D’s work in completing the Requirements Gathering Workbook, the Implementation Team will conduct Discovery sessions to carry out change management activities such as stakeholder and training analysis conversations, requirements review sessions for each of R&D project activities, and design review sessions. These review sessions take place in an iterative process through requirements gathering and configuration stages. RFP No. 4514 24 RFP No. 4514 24 There are two parts to the Discovery phase, the Change Management, and the Grants Lifecycle Process Mapping. Through Change Management, R&D and the Implementation Team will identify stakeholders within your organization and establish an understanding of their roles and responsibilities within grant management to correctly identify how different users will be using AmpliFund in their specific roles. This will allow the Implementation Team to assess project expectations and involvement of individuals at various levels to begin identifying measures of success for implementation. Ultimately, when the Implementation Team understands R&D’s users, they will be able to enact the change management and project management strategies outlined in the Kickoff phase of Implementation. The Grants Lifecycle Process Mapping involves documenting the business processes leveraged at each phase of grant management to inform the configuration of AmpliFund for R&D and how to construct user training for AmpliFund. The design process is based on information gathered through the Discovery phase. Through this process, the Implementation Team will reverse engineer the business and grant management processes outlined by R&D, and then outline how these business and grant management processes will be carried out in AmpliFund. This is designed to make the implementation process simple. By incorporating customer goals discovered through Grants Lifecycle Process Mapping, we are able to more directly align AmpliFund to R&D’s specific needs. By targeting and understanding your goals, we can specifically align the conversation to what is important to your organization. For example, if R&D is only interested in the grant prospecting functionality of AmpliFund, through the discovery work done by the Implementation Team and R&D, configuration and training will be focused on the most important goals relevant to that specific process. That way, the Implementation Team can be sure to have the most important aspects of AmpliFund ready for deployment as soon as possible with time to go back and focus on other features once AmpliFund is initially up and running. RFP No. 4514 25 RFP No. 4514 25 The Implementation Team will conduct discovery discussions, requirements review, and design sessions related to each R&D-identified important feature of AmpliFund and its state of the grant lifecycle: pre-award, awarding, post-award, and reporting requirements (monitoring, closeout, and audits). These mapping sessions will allow for the Implementation Team to configure AmpliFund to embed pre-existing business processes into AmpliFund and design a training plan based on preexisting business processes for end users, ensuring easier widespread adoption of AmpliFund across R&D. By broadly looking at the goals, approach, and process of R&D the Implementation Team will understand how their requirements can be best and broadly applied for easier use of the solution. Easier use and configuration to incorporate pre-existing business practices ultimately leads to total organizational adoption of AmpliFund and assures standardization. Standardization amongst your organization will mean consistency in the grant management process, better data collection, and overall easier use of AmpliFund. Organizationally, this will ensure that there is clear tracking of funding, budgets, and project goals, increasing transparency between departments and recipients. Uniformity and overall standardization across R&D is possible because of the thoroughness of the discovery process. Configuration and Testing The Design, Configuration, and Testing phases overlap one another, as each of these phases inform the other in how to best configure AmpliFund for Training and Deployment. The Configuration phase is entirely informed by the Design phase, as the Configuration phase is the building of AmpliFund based on Design specifications, as well as the reconfiguration of AmpliFund based on Testing of the configurations. In AmpliFund, during the configuration phase, business processes and grant lifecycle activities are built into AmpliFund, based on the information gathered through Discovery and Design, and ultimately tested to ensure AmpliFund is meeting R&D’s specific business processes and grant management needs. Through the Configuration phase, the Implementation Team will configure and document customer grant lifecycle process and reporting requirements in AmpliFund based on the agreed upon requirements collected in the Discovery and Design phases of Implementation. This is the part of the process where custom built reports and other R&D-specific workflow/reporting customization occurs. AmpliFund, in this phase, is adapted to meet the needs and requirements outlined in the first three phases of the Implementation process. Once AmpliFund has been configured to the specifications of R&D, testing by QA and the Implementation Team then begins. The Implementation Team will test all business processes and configured options prior to review by R&D. From these tests, the Implementation Team will provide testing feedback and recommendations for the incorporation of AmpliFund into R&D to be reviewed and upon approval, the Implementation Team will begin facilitating user acceptance testing (UAT) by R&D of the configured business processes and technical output. This phase will also include the design of system interfaces and integrations of other software. RFP No. 4514 26 RFP No. 4514 26 Upon the completion of testing and the evaluation of the output from testing sessions, the Implementation team will design, and conduct user training based upon the results of testing sessions. 2. Offerors shall provide a narrative discussion of services to be provided by the offeror, either directly or indirectly through affiliated offices and/or otherwise. Particular attention should be given to those services and special expertise that are unique to your organization. System Design, Business Process Development Support, Form Development, building and testing, system integration and testing are all standard services offered and undertaken during implementation. After implementation, AmpliFund provides technical support and system maintenance. 3. Offerors shall provide a narrative description of implementation plan upon award of contract, and a plan for project management through hand over of the system and/or software. AmpliFund agrees to provide a narrative description of implementation plan upon award and a project management plan for handover post-implementation. 4. Offerors shall describe the services that are available to ensure successful implementation and ongoing utilization of the products and services proposed by the offeror such as publicizing the system to customers, organizing support infrastructure and processes, consulting on content set-up and management, etc. When applicable, or requested, AmpliFund works with clients to provide actual Grant Management consultation to clients to help them get the best use of AmpliFund. AmpliFund has a deep network of partners that have helped provide services, including Grant Management Consulting when necessary. 5. Offerors shall include the steps that will be undertaken to identify and resolve any issues or problems before, during, and after the implementation. Support Services for both pre- and post-go-live support are provided through AmpliFund Customer Support and are included for all levels throughout the duration of the contract. In addition to R&D having a Customer Success Team Lead assigned for the life of our relationship, AmpliFund also provides a customer support site that is available 24x7x365 for customers to access user guides, videos, and other instructional materials. If R&D has a question extending beyond that content or experiences an issue, they can submit a support ticket via the support site, in-product help, email, or phone. Support tickets are monitored and responded to Monday – Friday, 8am – 8pm EST. The AmpliFund Customer Support team responds to tickets within two (2) hours of receipt. All support personnel reside within the United States. The AmpliFund Support Portal will be used throughout the engagement and contains all product documentation, training materials/videos, FAQs, how-toguides, and release notes. The AmpliFund Support Portal is also used for ticket submissions and issue/resolution log tracking. AmpliFund has in-solution tool tips, help text, and a direct integration with our Support Portal. The AmpliFund Delivery and Support teams utilize this for online support and RFP No. 4514 27 RFP No. 4514 27 ticket management. The portal features: • Release Notes o Announcements of enhancements, updates, and fixes in AmpliFund • User Guides o AmpliFund User Guides and QuickStart Guides available for download o Includes aids for new functionality and enhancements, and supporting transitional material • Instructions: Step-by-step instructions on using AmpliFund’s features • Upcoming Trainings and Videos o Live training events and videos on how to use AmpliFund o Includes aids for new functionality or enhancements, and supporting transitional material • Import templates: Excel templates for importing data into AmpliFund • FAQs • Ticket Management/Help Desk Customers can also submit support tickets (trouble or incidents), feature requests, bug reports, through the platform at any time. These are responded to within two hours during available support hours, answered, resolved, or escalated according to need. • Tier 1: Online platform support and portal available 24x7x365 • Tier 2: Direct communication with support agents via the online support portal ticket system or the support phone line with a two-hour response window during support hours: 8am – 8pm EST, Monday – Friday, except for national holidays in the United States. • Tier 3: If an issue cannot be resolved immediately under Tier 2 Support, a defect report is filed, and the issue is escalated to Tier 3 Support (technical team). Technical issues that are identified either by clients or internally are categorized into four levels of severity. • Critical Severity: Issues that prevent one or more users from accessing the application or defects that allow unauthorized access to customer data. Our goal is to resolve these issues within four hours of receipt. • High Severity: Issues that prevent one or more users from completing a core business process within the application. Our goal is to resolve issues within 48 hours of receipt. • Medium Severity: Issues that cause difficulty completing a task within the application. Our goal is to resolve these issues within 10 business days of receipt. • Low Severity: Issues that do not prevent user action or cause any difficulty but may be perceived as detracting from the quality of the product. 6. Offerors shall provide resumes and experience narratives for key personnel who will be working with R&D for the implementation and ongoing support services to be provided by the offeror, if awarded the contract. The experience narratives should include relationship with the offeror, including job title and years of employment with the offeror, role to be RFP No. 4514 28 RFP No. 4514 28 played in connection with the proposal, relevant certifications, and experience. R&D’s Grant Management Software System will be delivered by a dedicated team that has experience implementing similar solutions. AmpliFund is committing team members with experience in facilitating gap analysis to align disparate business processes and configuring a solution to meet our clients’ goals. The AmpliFund Team dedicated to the R&D’s account: Shayna Schultz – Implementation Team Lead • Responsible for planning and executing new customer rollouts and implementations • Expert in grant administrative requirements, streamlining grant processes, and improving compliance and transparency • Experience leading complex implementation efforts encompassing varied departments Katie Kinatukara – Project Manager • Responsible for implementation of AmpliFund’s Grant Management Software • Ensures adherence to SOW and contract requirements • Experience overseeing all aspects of project including estimation, scheduling, and issue resolution Mary Beth Bennett – Customer Success Lead • Responsible for fostering and expanding existing relationships with client base, including the management of key accounts • Facilitates proactive client communication and drives familiarity and knowledge with AmpliFund • Experience supporting client success over the course of contract The structure of the implementation team allows for open lines of communication, with escalation points at the Project Manager, then Customer Success levels. The Customer Success team is enabled to develop and maintain relationships at an executive level with our customers. Internally, Customer Success is the voice of the customer and has a level of authority to escalate across functional areas including Implementation, Customer Support, Product, and directly to the AmpliFund management team as required. RFP No. 4514 29 RFP No. 4514 29 Shayna Schultz College of Western Idaho Project: AmpliFund Implementation Role: Implementation Team Lead Led the implementation of online grants management solution. Conducted requirements gathering sessions to identify existing business processes and determine how to best incorporate those into AmpliFund. Assisted in documenting and developing new business processes to fit grant management needs and successfully implemented those processes utilizing AmpliFund. Worked to ensure a successful API integration between the organization’s financial system and AmpliFund as well as the set-up of their SSO access. Developed customized training plans for different departments as well as developed training materials to ensure a successful rollout of AmpliFund through the organization. County of Kalamazoo, MI Project: AmpliFund Implementation Role: Implementation Team Lead Led the implementation of online grants management solution. Documented requirements, current business processes, and funding opportunity application process. Lead the design, testing, and configuration of business process driven workflows for the grant application review and scoring process. Provided best practices alongside technical training in the development and creation of grant applications within the product with a strict focus on maximizing the user experience for applicants. AmpliFund Experience (March 2022—Present) Implementation Team Lead (November 2022 – Present) • Responsible for leading successful grant management software implementation • Lead business process discussions to identify and align customer requirements with system functionality • Responsible for configuring grant management software to meet the needs and business processes identified by the client • Lead discussions with cross-functional teams to help align and establish sound business processes and optimize business operations • Develop a training plan for end user roll out and address any change management needs Implementation Specialist (March 2022 – November 2022) • Responsible for configuring grant management software to meet the needs and business processes of clients • Ideates internal implementation documentation and processes to streamline efficiency and scale of the company • Conducts AmpliFund training sessions • Ensures clients’ goals for AmpliFund are recognized through customization and configuration • Supports customer relationships and success through effective response to Help tickets RFP No. 4514 30 RFP No. 4514 30 Katie Kinatukara Pit River Tribe Project: AmpliFund Implementation Role: Project Manager Implementing grants management system in a staged approach as desired by the customer. Created detailed project plan to guide implementation and conform to all requirements as outlined in the contract and SOW. Driving clear communication internally and with the customer to maintain strict project management requirements for the project. Prioritized the customer relationship to create a simplified transition plan to promote adoption of the system by June of 2023. CommonSpirit Project: AmpliFund Implementation Role: Project Manager Implementing grants management system to the largest network of non-profit hospitals in the United States. Created several project plans with separate workstreams to guide implementation and conform to contractual requirements. Driving clear communication internally and with customer groups to maintain strict project management requirements. AmpliFund Experience (June 2022—Present) Project Manager (January 2023 – Present) • Manages multiple implementation projects and internal work requests • Develops detailed, time bound project plans for unique, individual implementations • Directly oversees all project traffic flow, measuring progress from start to finish • Provides project estimates, schedules, and issue resolution • Holds internal teammates and customers accountable to deadlines Project Coordinator (June 2022 – January 2023) • Worked as a member of Implementation team for customers • Provided input on project estimates and scheduling • Proactively identified and supported in customer issue resolution • Provided input to department managers, project managers, and team leads to improve standard methodology for customer onboarding RFP No. 4514 31 RFP No. 4514 31 Mary Beth Bennett CommonSpirit Health Project: AmpliFund Customer Success Role: Customer Success Specialist Serves as key point of contact for the customer from the onset of implementation through the duration of the partnership. Maintained communication to safeguard satisfaction while customer expanded use of product to additional departments and users. Conduct regular Customer Success meetings to discuss collaborative measurable and attainable goals that can be leveraged with AmpliFund to ensure full value of the product and align with their strategic and organizational objectives. Developed strong relationships with key decision makers and main contacts, showing professionalism, commitment, and understanding of customer expectations and needs. Served other roles, including Project Manager, to sustain the flow of implementation and customer cadence of meetings to meet deadlines. Developed rapport and dependability with quick responses and confirmations of milestones and next steps. Support AmpliFund team members to drive the goals of the client. City of Cheyenne, WY Project: AmpliFund Customer Success Role: Customer Success Specialist Supported the coordination and participation of customer in case study to showcase how AmpliFund solved challenges they faced with managing grants. Responsible for successful customer experience transitioning out of implementation. Provide continual industry updates and product releases through regular communication. Aided customer to meet all goals before they transitioned to postimplementation and full adoption. Foster maintenance of successful goals and collaboration on new objectives to meet client's needs. Managed important long-term retention of customer and continual satisfaction of the product and our services. Provided guidance toward resolution of technical issues. AmpliFund Experience (January 2022—Present) Customer Success Specialist (January 2022 – Present) • Manages over 60 customer accounts across the country • Conduct regular meetings with customers in implementation to consult on collaborated, measurable goals • Conduct quarterly meetings with post-implementation customers to ensure engagement and provide support • Learn various supportive SaaS tools to foster metrics, resources, and customer success • Develop an understanding of customer goals with AmpliFund and what their business objectives for utilizing product RFP No. 4514 32 RFP No. 4514 32 7. Offerors shall describe the acceptance testing process for the implementation and operations of the proposed system and/or software. The plan should document the acceptance testing approach, resources and/or tools that may be used to validate the functions and features of the proposed solution. Include an example test plan that is representative of the structure, content, and level of detail planned for the proposed implementation. The plan shall individually address each system component that comprises the proposed solution, approach for load testing, and number of people to be involved in testing. AmpliFund has provided our detailed implementation plan, which includes documentation of our acceptance testing approach, and the requisite resources needed from R&D for implementation. This plan may need to be adjusted and or amended based off additional scoping and findings that come about during implementation. On the following pages, AmpliFund has provided an implementation plan to meet the needs of the R&D and the County of Hawai’i. RFP No. 4514 33 RFP No. 4514 33 AmpliFund Implementation for County of Hawai'I Department of Research & Development The Implementation Plan below is an example of a plan that could potentially work for R&D. This plan is based off previous successful implementations, the AmpliFund Implementation Methodology, and requirements collected through this RFP process. After the Kickoff and Discovery phases of implementation, R&D's specific plan will be designed and enacted. Our collaborative approach allows for input from R&D that designs a plan ensuring their success. AmpliFund understands the requested timeline includes that the software be implemented, and training completed within six months of notice to proceed date. AmpliFund utilized Project Weeks to understand the timeline without a defined start date and meets expectations that the Grant Maker platform be implemented and trained upon. WBS Type Name Baseline Start Baseline Finish 1 Phase Kickoff - - 1.1 Task Welcome Email including RGW & video Week 1 Week 1 1.2 Task Pre-Kickoff Requirements Gathering Week 1 Week 1 1.3 Task Kick-Off Meeting Materials Week 1 Week 1 1.4 Meeting Kick-Off Meeting Week 1 Week 1 1.5 Task Kick-Off Meeting Follow-up Week 1 Week 1 1.6 Deliverable Project Management Plan Week 1 Week 4 1.6.1 Deliverable Problem Escalation Procedure Week 1 Week 4 1.6.2 Deliverable Change Request Plan Week 1 Week 4 1.6.3 Deliverable Training Plan Approach Week 1 Week 4 1.7 Deliverable Project Management Plan Sign-Off Week 3 Week 4 1.8 Deliverable Account Configuration Form Week 2 Week 2 2 Phase Discovery Week 1 Week 8 2.1 Task Account Set Up Week 3 Week 3 2.2 Task Review of Requirements Gathering Workbook Week 1 Week 3 2.2.1 Deliverable Grants Portfolio Audit Week 1 Week 3 2.2.2 Deliverable Systems Inventory Week 1 Week 3 2.2.3 Deliverable Contact List / Roles Week 1 Week 3 2.2.4 Deliverable Reporting Collection and Analysis Week 1 Week 3 2.3 Task Requirements Gathering Review Week 2 Week 6 RFP No. 4514 34 RFP No. 4514 34 2.3.1 Task Goals and Objectives Week 2 Week 6 2.3.2 Task Document Findings Week 2 Week 6 2.4 Meeting Discovery Sessions Week 2 Week 6 2.4.1 Task Change Management Analysis Week 2 Week 6 2.4.2 Task Training Needs Analysis Week 2 Week 6 2.4.3 Task Grant Maker Process Mapping Week 2 Week 6 2.4.3.1 Task Pre-Award Week 2 Week 6 2.4.3.1.1 Task Opportunity Week 2 Week 6 2.4.3.1.2 Task Grant Application and Internal Review Process Week 2 Week 6 2.4.3.1.3 Task Document Collection Week 2 Week 6 2.4.3.2 Task Awarding Week 2 Week 6 2.4.3.2.1 Task Documentation Collection (Award Agreement, etc.) Week 2 Week 6 2.4.3.3 Task Post-Award, Monitoring, and Closeout Week 2 Week 6 2.4.3.3.1 Task Post-Award Financial Processes (optional for R&D) Week 2 Week 6 2.4.3.3.2 Task Post-Award Programmatic Processes Week 2 Week 6 2.4.3.3.3 Task Special Conditions Week 2 Week 6 2.4.3.3.4 Task Reporting Structure Week 2 Week 6 2.4.3.3.5 Task Closeout Needs Assessment Week 2 Week 6 2.4.4 Task Program Specific Requirements Week 5 Week 8 2.4.5 Task Reporting Collection and Analysis Week 5 Week 8 2.4.6 Task Data Migration Week 7 Week 7 2.4.7 Task Single Sign On Week 4 Week 4 2.4.8 Task Document Findings Week 2 Week 8 3 Phase Design Week 4 Week 12 3.1 Task Design Grants Lifecycle Process Configurations Week 4 Week 12 3.1.1 Task Pre-Award Process Design Week 4 Week 12 3.1.1.1 Task Design Review Session: Opportunities Week 4 Week 12 3.1.1.1.1 Task Define Field Mapping Week 4 Week 12 3.1.1.1.2 Task Design Naming Conventions Week 4 Week 12 3.1.1.1.3 Task Opportunity Configuration Week 4 Week 12 RFP No. 4514 35 RFP No. 4514 35 3.1.1.2 Task Design Review Session: Budget & Performance Plan Week 4 Week 12 3.1.1.2.1 Task Budget & Performance Plan Settings Week 4 Week 12 3.1.1.2.2 Task Standard Categories Week 4 Week 12 3.1.1.2.3 Task Category & Line Item Structure Week 4 Week 12 3.1.1.2.4 Task Category & Line Item Field Requirements Week 4 Week 12 3.1.1.2.5 Task Performance Plan Strategies Structure Week 4 Week 12 3.1.1.2.6 Task Performance Plan Goals Structure Week 4 Week 12 3.1.1.3 Task Design Review Session: Pre-Award Week 4 Week 12 3.1.1.3.1 Task Application Creation Week 4 Week 12 3.1.1.3.2 Task Scoring and Review Process Week 4 Week 12 3.1.1.3.3 Task Required Documentation Week 4 Week 12 3.1.2 Task Awarding / Post-Award, Monitoring, and Closeout Week 4 Week 12 3.1.2.1 Task Design Review Session: Awarding / Post-Award (GM) Week 4 Week 12 3.1.2.1.1 Task Required Documentation to be Collected Week 4 Week 12 3.1.2.1.2 Task Define Awarding Process Week 4 Week 12 3.1.2.1.3 Task Define Post-Award Requirements (Programmatic and Financial) Week 4 Week 12 3.1.2.1.4 Task Define Closeout Process Week 4 Week 12 3.1.3 Task Program Specific Design Week 4 Week 12 3.1.4 Task Report Design Week 4 Week 12 3.1.4.1 Task Design Review Session: Reporting (GM) Week 4 Week 12 3.1.4.1.1 Task Review Standard Reporting Week 4 Week 12 3.1.4.1.2 Task Document Reporting Needs Week 4 Week 12 3.1.4.1.3 Task Design Configure Custom Reporting (if applicable) Week 4 Week 12 3.2 Data Migration Design Week 4 Week 12 3.2.1 Design Review Session: Data Migration Week 4 Week 12 3.2.2 Review Data Migration Needs Week 4 Week 12 3.2.3.1 Review Legacy Data Plantforms and Source Material Week 4 Week 12 3.2.4 Document Data Migration Needs Week 4 Week 12 3.2.4.1 Define Data Migration Mapping Document Week 4 Week 12 3.3 Deliverable Develop Detailed Design Documents (GM) Week 4 Week 12 RFP No. 4514 36 RFP No. 4514 36 3.4 Task Review Detailed Design Documents (GM) Week 4 Week 12 3.5 Deliverable Design Documents Sign-Off (GM) Week 4 Week 12 3.6 Task Begin Training Plan Design Week 4 Week 12 3.7 Task Draft Implementation Plan Week 4 Week 12 3.8 Meeting Design Review Sessions Week 4 Week 12 3.9 Deliverable Develop Detailed Design Documents Week 4 Week 12 3.10 Meeting Design Review Meeting: Goals, IPP, Design & Configuration Review Week 4 Week 12 3.11 Deliverable Configuration Design Sign-Off Week 4 Week 12 3.12 Deliverable Implementation Project Plan Sign-Off Week 4 Week 12 4 Phase Configuration Week 8 Week 16 4.1 Task Configure Grants Lifecycle Activities Week 8 Week 16 4.2 Task Configure Program Specific Activities Week 8 Week 16 4.3 Meeting Configuration Review Session Week 8 Week 16 4.4 Task Configure Initial Reports Week 8 Week 16 4.5 Task Data Migration Configuration Week 8 Week 16 4.6 Task Data Extraction Week 8 Week 16 4.7 Task Data Transformation Week 8 Week 16 4.8 Deliverable Document Configuration Materials Week 8 Week 16 5 Phase Testing Week 12 Week 18 5.1 Task AmpliFund Validation Testing Week 12 Week 18 5.2 Task UAT: Opportunity Configuration Week 12 Week 18 5.3 Task UAT: Application, Scoring, and Review Week 12 Week 18 5.4 Task UAT: Budgets & Expense Reporting Week 12 Week 18 5.5 Task UAT: Programmatic/Performance Reporting Week 12 Week 18 5.6 Task Data Migration Testing Week 12 Week 18 5.7 Task Load data in test environment Week 12 Week 18 5.8 Task Perform testing activities Week 12 Week 18 5.9 Deliverable User Acceptance Testing Sign-Off Week 12 Week 18 6 Phase Training Week 16 Week 20 6.1 Task Training Analysis Week 16 Week 20 RFP No. 4514 37 RFP No. 4514 37 6.2 Task Design Training Plan Week 16 Week 20 6.3 Task Draft Training Materials Week 16 Week 20 6.4 Task Review and Confirm Training Plan Week 16 Week 20 6.5 Deliverable Training Plan Sign-Off Week 16 Week 20 6.6 Task Deliver Training Sessions Week 16 Week 20 6.7 Meeting Pre-Award Week 16 Week 20 6.7.1 Meeting Training Session 1 Week 16 Week 20 6.7.2 Meeting Training Session 2 Week 16 Week 20 6.7.3 Meeting Training Session 3 Week 16 Week 20 6.8 Meeting Post-Award Week 16 Week 20 6.8.1 Meeting Training Session 1 Week 16 Week 20 6.8.2 Meeting Training Session 2 Week 16 Week 20 6.8.3 Meeting Training Session 3 Week 16 Week 20 6.8.4 Meeting Training Session 4 Week 16 Week 20 6.8.5 Meeting Training Session 5 Week 16 Week 20 6.8.6 Meeting Training Session 6 Week 16 Week 20 6.8.7 Meeting Training Session 7 Week 16 Week 20 6.8.8 Meeting Training Session 8 Week 16 Week 20 7 Task Deployment Week 18 Week 22 7.1 Task Go Live of Grant Maker Business Processes within AmpliFund Week 18 Week 18 7.2 Task Load data in production environment Week 18 Week 18 7.3 Task Go Live of Migrated Data within AmpliFund Week 18 Week 18 7.4 Task Post-Go Live Escalated Support Week 18 Week 22 8 Phase Implementation Closeout Activities Week 20 Week 22 8.1 Task Confirm Sign-Off of all Tasks Week 20 Week 22 8.2 Task Implementation Closeout Activities Week 20 Week 22 8.2.1 Deliverable Completed Training Plan Week 20 Week 22 8.2.2 Task Live Production Account Week 20 Week 22 8.2.3 Task Review and Confirm Implementation Closeout Activities Week 20 Week 22 8.2.4 Task Project Closeout Activities Sign-Off Week 20 Week 22 RFP No. 4514 38 RFP No. 4514 38 8.2.5 Task Transition from Implementation to Post-Implementation Week 20 Week 22 8.2.6 Deliverable Transition Meeting Week 20 Week 22 RFP No. 4514 39 RFP No. 4514 39 8. Offerors must provide a description of training for power users, technical administrators, and general users of the system. The description must include how the offeror will work with R&D to determine training needs and tailor the curriculum; the methods by which training will be provided; and what kind of training will be provided at what stage/phase of the project as well as follow-up training after implementation. Training Once Configuration and Testing are complete, the Implementation Team will then design and conduct user training, while implementing appropriate support processes for users. AmpliFund will provide training for the following user groups: • Implementation Team • Program Managers • Financial Users • Technical Users/System Administrators • Grant Professionals The Implementation Team will also develop product and process supporting templates and documentation to facilitate the organizational adoption of AmpliFund. These may include: • Written process documentation o Staff User Guide o Applicant User Guide • Video/Recording Support Throughout training, AmpliFund will document all training and support requirements and AmpliFund will produce all agreed upon training and support artifacts. R&D will have the option to sign off each of these training materials before training begins, but it is not required. Upon the completion, the Implementation Team will be finished working with users and R&D will be in the care of the Customer Success Team for the remainder of their time with AmpliFund with a dedicated Customer Success Lead. RFP No. 4514 40 RFP No. 4514 40 2.7 System Reporting and Data Integration The offeror must describe the proposed systems’ data reporting capabilities and the format(s) in which generated reports can be downloaded. The proposed system must have a reporting capability for R&D to use for purposes of real-time program status monitoring, and for program impact reporting. AmpliFund allows for the creation and publication of custom reports with the included Report Builder. All organizational data is available within the AmpliFund data mart to be queried and visualized through the interactive reporting tool. Impactful reports and dashboards can be created using data visualizations such as bar charts, column charts, line charts, pie charts, tables, matrices, gauges, and maps. Published reports can be made available globally within the organization or limited to specific user groups or roles. AmpliFund also supports the generation of common Federal reports like the SF425, SF-270, FFATA, and SEFA. Figure 7 Grant Budget Variance Figure 8 Configuring Reports in AmpliFund RFP No. 4514 41 RFP No. 4514 41 In addition to powerful reporting available out-of-the-box to the County, AmpliFund’s Reporting Engine provides dashboards that provide a transparent and easy to digest overview throughout the process of the grant lifecycle. Customized dashboards can be tailored to a specific County user’s security role. User security roles ensure users are seeing the most relevant information for them. An Organizational Administrator, who has oversight across the entire system, may utilize the Overall Grant Dashboard, to easily understand a grant’s usage across the County. Whereas a Grant Manager may utilize a Grant Analytics Dashboard, which can be viewed in the image below, to understand the usage of an individual grant across the financial, programmatic, and task-based requirements. Figure 9 Overall Grant Dashboard RFP No. 4514 42 RFP No. 4514 42 2.8 System Documentation The offeror shall (1) describe and provide a sample of the documentation provided to facilitate system implementation; (2) describe and provide a sample of the System Administrator documentation; and, (3) describe how system documentation is provided (e.g., online, hard copy, etc.) for the initial implementation as well as future updates and releases. Attachments Two attachments, one is used within a training session to introduce the concepts and construct of utilizing the Workflow Engine within AmpliFund. The second document is the end result from working with a Grant-Maker customer to document their Competitive Merit Based Application Review process and translating that into actions that would take place in the system. Workflow-SampleTraining.pdf Workflow-SampleDocument.pdf (1) describe and provide a sample of the System Administrator documentation Attachment 3 includes two pages from the Workflow User Guide System Documentation. Workflow-SampleUserGuide-2pgs.pdf (1) Project Documentation In addition to live training, the Implementation Team will develop product and process supporting templates and documentation to facilitate the organizational adoption of AmpliFund. These may include: • Written process documentation o Example Workflow training, documentation, and system documentation in attached examples • Video/Recording Support Common examples of customer-specific and template configuration documents are the Application Configuration Document and Workflow Configuration Document. A customer-specific complement to the workflow configuration document is a Workflow Narrative form that describes the intention and overall process of the detailed and step-by-step breakdown within the Workflow Configuration Document in narrative form. Other customer-specific documentation may be created and maintained by AmpliFund’s Implementation Team upon request, or as part of the services agreement. Customer-specific documentation is available both in template form, enabling the customer to utilize these resources in the long-term, and throughout implementation while specific system configuration steps take place as documentation of processes or deliverables. Through the training process, AmpliFund will document all training and support requirements and AmpliFund will produce all agreed upon training and support artifacts. R&D will have the option to sign off each of these training materials before training begins, but it is not required. RFP No. 4514 43 RFP No. 4514 43 Technical documentation including but not limited to security roles, API integration (as appropriate), business requirements matrices, workflow configurations, are all provided as part of the implementation process, either direct to the customer or via the documentation library. Specifically, all documentation is shared through email, file upload as required, or posted for Customer visibility in our video sharing platform that allows for both recordings and file sharing. Standard documentation is available in the Support Portal. AmpliFund has provided some representative examples as an attachment to this response. (2) System Administrator Documentation System Administrator documentation is provided at the onset of the contract and is customerspecific. AmpliFund has provided some representative examples as an attachment to this response. (3) System Embedded Documentation All technical and end user documentation—including all technical and end user documentation, release notes, QuickStart Guides, and recorded training videos—can be accessed on every page of AmpliFund via the Support Portal. System documentation is segmented by navigation module, feature set, user type, and solution type, with add-on features identified. Documentation is updated universally for each weekly release. Within the product, AmpliFund includes context- specific tooltips to provide information on calculations, fields, and more. AmpliFund has provided some representative examples as an attachment to this response. RFP No. 4514 44 RFP No. 4514 44 2.9 Cost Proposal The offeror shall provide a proposed budget broken out by each of the major products and tasks showing the total direct costs and all other costs associated with the services provided (services and/or software, website subscription, indirect costs and overhead), and the required amount of State general excise and use taxes. Costs should be identified as deliverables-based or recurring for system licensing and administration; and personnel costs should be disaggregated for project management, system design and build-out, testing, training, and/or system maintenance, as applicable. The offeror shall provide a listing of hourly rates for project personnel that shall be used for direct labor costs. The offeror shall submit a Products and Services Schedule, grouped by major product categories, of the products and services offered by that offeror which consists of an item number, item description and R&D’s maximum price for each product or service. Such schedule shall be established and maintained as an exhibit if the agreement between R&D and the selected offeror upon award of contract. The scoring for costs shall be as follows: The offeror’s proposal with the lowest cost will receive the highest available rating allowable to cost (10 points). Each proposal with a higher cost than the lowest shall have a lower rating for cost. The points allocated to the higher priced proposals will be calculated {Lowest Orice x Points (the maximum available)/Price in Offeror’s Proposal = Offeror’s Points Allocable to Cost] in accordance with Chapter 3-122 of the Hawai’i Administrative Rules. R&D will evaluate all responsive solutions proposed. If a specific fee or cost related to a service is not offered, that item should be marked N/A to indicate “not available”. RFP No. 4514 45 RFP No. 4514 45 AmpliFund Cost Proposal Quote Expires: 1/31/24 *** Notes: • The Annual Subscription Fee is based upon managing the $63,000,000 of Annual Grant Revenue (AGR) and up to 30 grant programs managed for our AmpliFund Grant Maker solution. • The One-time Implementation Fee includes 150 service hours to deliver the AmpliFund Grant Maker platform to the organization and integration with MIP. • Pricing includes unlimited user licenses and unlimited document storage space. • Additional service hours can be purchased at any time for an hourly rate of $175. • Hosting will be provided in the AmpliFund Azure multi-tenant cloud environment. • The Annual Subscription Cost must be paid in whole upfront, annually. AmpliFund Grant Maker Cost Annual Subscription – Year 1 $25,500.00 Annual Subscription – Year 2 $25,500.00 Annual Subscription – Year 3 $25,500.00 Annual Subscription – Year 4 $25,500.00 Annual Subscription – Year 5 $25,500.00 One-Time Implementation Fee – 150 hours @ $150/hour rate $22,500.00 Total First Year Cost (with Single Sign On Setup) $49,500.00 *Total 5 (five) Year Cost $151,500.00 Optional Service/Implementation Add-ons Single Sign On Setup Fee (one-time)* $1,500.00 * AmpliFund will apply an annual 5% Increase on any agreement of 3 years or shorter. RFP No. 4514 46 RFP No. 4514 46 2.10 License and On-Going Service and Support Agreements 2.10.1 License Agreement The offeror shall submit a representative license agreement for use of the proposed system. The current number of estimated R&D users is 35. The license agreement shall not limit the number of R&D users. On the following pages, AmpliFund has provided a sample SaaS License Agreement similar to the one the County would utilize. SOFTWARE-AS-A SERVICE LICENSE AGREEMENT This Software-as-a-Service License Agreement (“SaaS Agreement”)is effective of the Effective Date on the signature page hereto by and between StreamLink Software Inc. dba AmpliFund, a Delaware corporation (“AmpliFund”) and the customer listed below (“Customer”). The Parties agree that the following Terms and Conditions are applicable to any order for AmpliFund products and services placed pursuant to an award from the County of Hawai’i Department of Research and Development RFP No. 4514. To the extent that any terms herein are contradictory to or inconsistent with [Contract Number Resulting from Award] or inconsistent with applicable law, then applicable law and then [Contract Number Resulting from Award] will prevail. TERMS AND CONDITIONS AmpliFund’s software-as-a-service grant management platform (“Platform”) allows users to obtain and manage federal and other sources of grant funding (collectively, “Grants”). This SaaS Agreement governs a relationship whereby AmpliFund will (i) grant to Customer access to the Platform and (ii) provide services as set forth in [Statement of Work Resulting from Award] attached hereto (“Services”). Accordingly, the Parties agree as follows: 1. Proprietary Rights. a. Platform. Subject to and conditioned on Customer’s payment of Fees and compliance with all other terms and conditions of [Contract Number Resulting from Award] and this SaaS Agreement, AmpliFund hereby grants to Customer during the Term a non-exclusive, nontransferable, non-sublicensable license to allow its Authorized Users to access and use the Platform solely for Customer’s internal management of Grants. “Authorized Users” means Customer’s employees, consultants, contractors, and agents (i) who are authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this SaaS Agreement and (ii) for whom access to the Services has been purchased hereunder. Customer acknowledges and agrees that it is responsible for the use or misuse of the Services by Authorized Users, and a breach by any Authorized User of any term of this SaaS Agreement will be deemed a breach by Customer of this Agreement. RFP No. 4514 47 RFP No. 4514 47 b. Restrictions. Customer may not: (i) copy, modify, translate, or create derivative works of the Platform; (ii) reverse engineer, decompile, disassemble or otherwise attempt to reconstruct, identify or discover any source code, underlying ideas, underlying user interface techniques, or algorithms of the Platform; (iii) lend, lease, offer for sale, sell or otherwise use the Platform for the benefit of any third party; (iv) attempt to disrupt the integrity or performance of the Platform; (v) attempt to gain unauthorized access to the Platform or its related systems or networks; or (vi) use the Platform in a manner that violates this Agreement, any third party rights or any applicable laws, rules or regulations. c. Reservation of Rights. Except for the rights granted to Customer in Section 1(a) above and Customer’s rights to Data (defined below), as between the Parties, AmpliFund retains all right, title and interest, including all intellectual property rights, in and to the Platform (including all updates thereto (“Updates”) and Diagnostic Data (defined below). All rights that AmpliFund does not expressly grant to Customer in this Section 1 are reserved. Except for the limited access rights and licenses expressly granted under this Agreement, nothing in this Agreement grants, by implication, waiver, estoppel, or otherwise, to Customer or any third party any intellectual property rights or other right, title, or interest in or to the Platform. d. Customer Data. As between the Parties, Customer owns all data, information and other materials submitted to the Platform by Customer or Authorized Users (collectively, “Customer Data”). Customer hereby grants to AmpliFund a non-exclusive and non-transferable license to use and host the Customer Data to provide the Services. Customer represents and warrants to AmpliFund that: (i) it owns or otherwise has sufficient rights to the Customer Data to grant the license in this Section 1.d.; and (ii) no Customer Data submitted to the Platform does or will violate the privacy, intellectual property or other rights of any person or entity or any applicable laws, rules, or regulations. e. Diagnostic Data. Notwithstanding anything to the contrary in this Agreement, AmpliFund may monitor Customer’s use of the Services and collect and compile Diagnostic Data. “Diagnostic Data” means all aggregated and de-identified information that AmpliFund’s systems or applications automatically collect regarding use of the Platform and its performance. As between AmpliFund and Customer, all right, title, and interest in Aggregated Statistics, and all intellectual property rights therein, belong to and are retained solely by AmpliFund. Customer acknowledges that AmpliFund may compile Diagnostic Data based on Customer Data input into the Services, and use such Diagnostic Data to the extent and in the manner permitted under applicable law; provided that such Diagnostic Data does not identify Customer or Customer’s Confidential Information. 2. AmpliFund’s Obligations. AmpliFund will use commercially reasonable efforts to make the Platform available at all times, except for planned downtime and any unavailability caused by Force Majeure Events (defined below). AmpliFund will maintain commercially reasonable administrative, technical and physical safeguards to protect the security, confidentiality and integrity of Data, including by use of a commercially reasonable hosting provider. As of the Effective Date, AmpliFund’s hosting provider is Microsoft Azure. 3. Representations and Warranties. a. Warranties. Each Party represents and warrants to the other that: (i) it has the right, power and authority to enter into this Agreement and to perform all of its obligations hereunder; (ii) RFP No. 4514 48 RFP No. 4514 48 the execution of this Agreement by its representative has been duly authorized by all necessary organizational action of the Party; and (iii) when executed and delivered, this Agreement will constitute the legal, valid and binding obligation of such Party, enforceable against such Party in accordance with its terms. b. Warranty Disclaimer. EXCEPT FOR THE REPRESENTATIONS AND WARRANTIES IN THIS SECTION, AMPLIFUND (I) MAKES NO REPRESENTATIONS OR WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, WITH RESPECT TO THE SERVICES, AND (II) DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING, WITHOUT LIMITATION, THE WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE, INCLUDING ANY LOCAL JURISDICTIONAL ANALOGUES TO THE FOREGOING. AMPLIFUND MAKES NO WARRANTY OF ANY KIND THAT THE PLATFORM, OR ANY PRODUCTS OR RESULTS OF THE USE THEREOF, WILL MEET CUSTOMER’S OR ANY OTHER PERSON’S REQUIREMENTS, OPERATE WITHOUT INTERRUPTION, ACHIEVE ANY INTENDED RESULT, BE COMPATIBLE OR WORK WITH ANY SOFTWARE, SYSTEM OR OTHER SERVICES, OR BE ERROR FREE. 4. Force Majeure. AmpliFund will not be liable or responsible to Customer, nor be deemed to have breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement when and to the extent such failure or delay is caused by or results from acts or circumstances beyond AmpliFund’s reasonable control including, without limitation, acts of God, pandemic, natural disaster, denial or services attacks and/or service provider system outages (collectively, “Force Majeure Events”). 5. Counterparts. This Agreement may be signed in counterparts, each of which will be deemed an original, and all of which together will constitute a single agreement. 6. Applicable Law. This Agreement will be governed by and construed under the laws of the State where the Customer is domiciled, without reference to its conflict of laws principles. STREAMLINK SOFTWARE INC. dba AMPLIFUND -INSERT CUSTOMER’S FULL LEGAL NAME ABOVE- By: By: Name: Scott M. Smith Name: Title: CEO Title: Date: Date: RFP No. 4514 49 RFP No. 4514 49 2.10.2 On-Going Service and Support Agreement The offeror shall submit a copy of the equipment and software service and support agreement. a. Describe in detail the warranties provided by you or the manufacturer, both hardware and software as the technology proposed. b. Provide information on the coverage times, warranty period, covered services, and replacement requirements, etc. c. The offeror must provide point(s) of contact and escalation procedures for problems and issues which may arise. Describe the support and service levels available and the escalation process, including response times. d. Describe Help Desk assistance and technical support available to County staff 24/7 as emergency events can happen at any time and the support must be available as events are occurring. e. Describe what other types of problem resolution support are available, including research tools, documentation, reports, and error handling processes. f. For major software upgrades, describe how often upgrades are released, how upgrades are defined, developed, tested, and released, how customers are notified and educated about the upgrade. Describe the decision process on how new features and functions become included in the project. g. Will software upgrades, or other maintenance windows, impose a service disruption on the system? If so, discuss frequency and duration of the service disruptions. Describe the timing and notification process for any planned system outage. AmpliFund has provided our sample Service and Support agreement and provided details on levels of support in our RFP response. EXHIBIT A – SAMPLE SERVICES AND SUPPORT AGREEMENT All capitalized terms that are used but not defined in this Exhibit will have the meanings ascribed to them in the body of the Agreement. 1. Support. AmpliFund will provide technical support and customer service (“Support”) to Customer on an ongoing basis during the Term of the Agreement. (a) Through AmpliFund’s online support portal, Customer will have access to the most upto-date support documentation, user guides, videos, release notes, and import templates, as well as regularly scheduled, live virtual training sessions on core functionality. (b) Customer may request additional Support by contacting AmpliFund at 216-377-5500, via email at support@amplifund.zen desk.com or through the online chat functionality available on the Platform. Telephonic and online chat support are available during normal business hours, defined as 8:00am – 8:00pm ET, Monday through Friday, except for national holidays in the United States. Customers may submit support tickets, feature requests and bug reports through the Platform at any time. RFP No. 4514 50 RFP No. 4514 50 2. Issues. “Issues” impact the availability of the Platform, except for scheduled downtime, as determined by AmpliFund in its reasonable discretion. AmpliFund distinguishes among four Severity of Issues as follows: (a) Critical Severity: Issues that prevent one or more users from accessing the application or defects that allow unauthorized access to customer data. (b) High Severity: Issues that prevent one or more users from completing a core business process within the application. (c) Medium Severity: Issues that cause difficulty completing a core business process within the application. (d) Low Severity: Issues that do not prevent user action or cause any difficulty but may be perceived as detracting from the quality of the product. 3. Target Resolution Times. AmpliFund will use commercially reasonable efforts to meet the following target time frames for resolution of Issues from the time AmpliFund receives a Support request: Severity Target Resolution Time Critical 4 hours or better High 48 hours or better Medium 10 business days or better 4. Scheduled Maintenance Downtime. AmpliFund may perform schedule maintenance Monday through Friday, between the hours of 10 PM – 11PM ET. In the event maintenance is required outside these established windows, AmpliFund will make reasonable efforts to notify customers in advance. 5. Uptime. AmpliFund guarantees a 99.9% up time of the Platform, exclusive of scheduled maintenance periods. Status of the Platform may be accessed at https://status.amplifund.com/. RFP No. 4514 51 RFP No. 4514 51 2.11 Offeror Material and Additional Information Use this section to include any information you would like R&D to take into consideration when evaluating your proposal (e.g. white papers, testimonials, other publications, etc.). AmpliFund understands that efficient and simplified grant making capabilities will help R&D provide superior services to the residents of the County of Hawai’i. Purpose Built, Configurable, and Scalable: AmpliFund offers a comprehensive suite of grant management features, grant record identification, budget monitoring, performance tracking, reporting, and compliance management. This all-in-one solution eliminates the need for multiple software tools, streamlining operations and increasing efficiency. Additionally, AmpliFund provides advanced configurations to fit the unique needs of each organization, like workflows, fields, and forms to collect important data. AmpliFund easily scales to accommodate the growth and changing requirements of grant programs, whether it's managing a few grants or a large portfolio. This flexibility ensures a tailored solution that aligns with the R&D’s specific business processes. Dedicated Customer Success and Industry Expertise: AmpliFund provides excellent customer support, including training resources, ongoing technical assistance, and regular software updates. The dedicated support team is committed to ensuring customer satisfaction and helping organizations maximize their investment in AmpliFund. AmpliFund has extensive experience working with various government agencies and organizations in managing their grant programs. This industry expertise ensures that the software is designed to address the specific needs and challenges faced by grant management professionals. Compliance and Audit Readiness: AmpliFund helps organizations maintain compliance with grant regulations and guidelines. With its comprehensive features, AmpliFund assists organizations in adhering to grant regulations and guidelines. The software facilitates proper documentation management by providing a centralized repository for storing essential grant-related documents. It also enables precise tracking of expenditures, ensuring accurate allocation of funds and budget management. AmpliFund's robust audit trail capability captures all activities and changes within the system, establishing transparency and accountability. This simplifies the compliance process by providing a clear record of grant management activities. By automating compliance checks and validations, AmpliFund proactively identifies potential errors or inconsistencies, minimizing the risk of non-compliance. Overall, AmpliFund's focus on compliance and audit readiness empowers organizations to navigate the complexities of grant management with confidence and mitigate compliance risks effectively. Track Record of Success with Future-Ready Technology: AmpliFund has a proven track record of success, with numerous satisfied clients across different sectors with a strong focus in the Public Sector. The software has helped organizations streamline their grant management processes, improve efficiency, and achieve better outcomes. AmpliFund RFP No. 4514 52 RFP No. 4514 52 continually invests in research and development to stay at the forefront of grant management technology. By leveraging the latest advancements, AmpliFund helps organizations stay ahead of the curve and adapt to evolving grant management practices. AmpliFund also provides a return-on-investment to the County by expediting your time to value with our fast speed to deployment. AmpliFund provides a return on investment by: Driving Organizational Accountability • Ownership is assigned to individuals responsible for grant performance in AmpliFund. The system is designed to roll up data at all levels, including the County leadership and applicants to assess performance output, which increases accountability. • Compliance is built into AmpliFund’s core operations, which will help the County stay on top of evolving federal grant requirements. Creating Transparency • AmpliFund provides visibility into the grant management process from awarding to closeout. • The system can capture all grant-related data for easy analysis and reporting. • AmpliFund provides a holistic view of funding and expenditure details. Building Capacity • AmpliFund improves business process uniformity and helps eliminate duplicative processes. AmpliFund reduces the need for manual processes used to capture detailed performance and budget data. • AmpliFund can integrate with existing systems to streamline your efforts. AmpliFund employs a unique pricing model to decrease the overall costs of AmpliFund for our clients. Our overall goal in pricing is to help the R&D create a consistent, stable price that can be budgeted for annually. On the following pages, AmpliFund has provided a brief Grant Maker Overview of the solution. RFP No. 4514 53 RFP No. 4514 53 AmpliFund helps you be a more efficient, transparent, and effective steward of the funds you’ve been trusted with. Manage Applications Create custom opportunities, review, score, and award in one secure system. Streamline Processes Create processes that center on efficiency and transparency to support compliance and mitigate risk. Store Documentation Store and share an unlimited number of documents and keep a permanent record of your entire program. Monitor Compliance Ensure that recipients are meeting the terms and conditions of their grant agreements with real-time reporting. Simplify Audits Store an unlimited number of historical documents and reports to streamline the audit process. Get Detailed Oversight Track recipient progress, performance, and compliance in real-time, and report on it all with the click of a button. Manage Financials Track and manage budgets, payment requests, and get the real-time insight you need to keep recipients on track. Improve Communication Manage communication with recipients, stakeholders, and team members with AmpliFund's Unlimited User model. AmpliFund is the leading purpose-built grant management software empowering Grant Makers to manage every phase of the grant lifecycle from application through closeout. With the tools, resources, and exceptional support you get from AmpliFund, you can create capacity for your team, drive compliance, and realize the full potential of your funding. Organizations are distributing and managing more funding than ever and don’t have the resources to keep up with the volume of applicants, awards, and compliance requirements. You need a partner in your corner that understands federal guidance, and one that can give you the resources you need to manage the complexity of your portfolio. That’s why AmpliFund was created by grants professionals, for grants professionals, and designed to manage every aspect of your funding with a single solution. If you need AmpliFund Grant Maker is the solution Increased capacity to do more with less Unmatched resources and long-term support The right data, at the right time from one place Experience a better way to manage grants. We’re more than software, we’re your partner committed to delivering exceptional customer service and the tools you need to realize the full potential of your grants. Edward C. Grant Manager With AmpliFund's simple interface and great organizational tools, it is all now housed in one central point. Our auditors loved it!” In the past, audit compliance was a challenge with key documents and information scattered across an array of spreadsheets, emails, and file folders. AmpliFund.com Request a Demo Attachments On the following pages, AmpliFund has provided examples of system training, a user guide, and a workflow a System Administrator would utilize. These are samples, and R&D would have their own custom materials/documentation provided to them upon award. RFP No. 4514 56 RFP No. 4514 56 Workflow Session 1 1/21/2024 1 Workflow Overview –Opportunity Applications 1 AmpliFund Corporate Presentation • Workflow Basics • Workflow Terminology • Action Types • Workflow Concepts • Best Practices • Template Review • Implementation Milestones • Next Steps 2 Agenda AmpliFund Corporate Presentation • Customize workflows to match business processes • Apply workflow throughout the system including Grant Management and Competitive Award Management • Enable structured review and approval processes • Enforce accountability by capturing a full audit trail of information routing • Automate tasks and workflow notifications 3 Workflow Basics AmpliFund Corporate Presentation 4 Workflow Concepts –Opportunity Application Queue Initial Review Queue Scoring Queue Award GranteePass review Fail review Queue Fail Scoring End Workflow Enroll in Workflow Pass scoring Fail scoring AmpliFund Corporate Presentation • Workflow Type –defines the object (Grant or Opportunity Application) that a workflow instance supports • Instance–A collection of workflow queues and actions. An object, i.e. grant, can only be in one workflow instance at a time. • Queue –a stopping point for an object (i.e. Grant) within the workflow instance. • Action–activities that can occur within a queue. User permissions are assigned to individual actions or queues. • Workflow Notification –An email sent to all users with responsibility for an action in an object’s current queue. 5 Workflow Terminology AmpliFund Corporate Presentation Action Types determine the activity a responsible user can perform 6 Action Types –Opportunity Application ExampleDescriptionAction Type Send to Queue action with destination of Scoring queue Move object from one queue to anotherSend to Queue Upload completed signature form Upload attachment to workflow objectAdd Attachment Notify leadership applications have been reviewed Complete assigned responsibilityComplete Task Assign scored values to each scored field Application Form: used for scoring Application Review: view-only review Create Related Item Application fails review and is no longer part of eligible pool Takes object out of workflow instanceRemove from Workflow Application receives high scores and passes review Generates award from successful application Award Applicant 1 2 3 4 5 6 SAMPLE RFP No. 4514 57 Workflow Session 1 1/21/2024 2 AmpliFund Corporate Presentation 7 Workflow: Logical Overview Start Workflow Queue Queue End Workflow Queue Queue Queue Queue AmpliFund Corporate Presentation 8 Workflow: Logical Overview Queue Queue End Workflow Action (Approve) Action (Upload) Action (Reject) AmpliFund Corporate Presentation Important Note: Actions within one Queue can be completed in any order 9 Workflow Concepts –Opportunity Application (cont’d) Action: Create Related Item Review Application for Completeness Queue Initial Review Action: Add Attachment Upload Completed Review Form Action: Remove from Workflow Application Failed Initial Review Enroll in Workflow Queue Scoring Action: Send to Queue Send to Scoring End Workflow AmpliFund Corporate Presentation • One or Multiple Users can be assigned to each workflow queue and/or action • Workflow action responsibility supersedes a user’s explicit security role ⎻ Example: a Department User is part of a scoring committee. If assigned responsibility for scoring an application, the Department User will be able to access any of the applications they are assigned to score • Users receive workflow notifications once the object enters the queue they have responsibility in • Notifications are sent independently of weekly and daily digest emails ⎻ Emails come from no-reply@gotomygrants.com 10 Workflow Concepts –Assigning Responsible Users AmpliFund Corporate Presentation Important Note: Actions within one Queue can be completed in any order 11 Workflow Concepts –Opportunity Application (cont’d) Action: Create Related Item Review Application for Completeness Queue Initial Review Action: Add Attachment Upload Completed Review Form Action: Remove from Workflow Application Failed Initial Review Enroll in Workflow Queue Scoring Action: Send to Queue Send to Scoring End Workflow AmpliFund Corporate Presentation • Mapping out workflow in template prior to creating in AmpliFund is helpful for documentation purposes and ease of creation • Testing workflow prior to going live is recommended • Each Queue must contain at least one Send to Queue type action or an End Workflow type action • Action Names and Descriptions are visible to responsible users; provide these fields with necessary detailed instruction • Using a clear and consistent naming/labeling approach will help your workflow users navigate it • Workflow is the digitalized, centralized version of your business processes. It captures the hand-offs of a task(eg a grant application moving through your grant review process) between responsible users 12 Best Practices 7 8 9 10 11 12 SAMPLE RFP No. 4514 58 Workflow Session 1 1/21/2024 3 AmpliFund Corporate Presentation 13 Workflow Template Review www.gotomygrants.com AmpliFund Corporate Presentation 14 Question & Answer www.gotomygrants.com AmpliFund Corporate Presentation Submit a support ticket: support@amplifund.Zendesk.com Visit the support portal: https://amplifund.zendesk.com Supported Browsers: • Google Chrome (current supported releases) • Mozilla Firefox (current supported releases) • Microsoft Edge (current supported releases) • Microsoft IE 11 + • Apple Safari 10+ 15 Post Implementation Support AmpliFund Corporate Presentation 1. Go to https://amplifund.zendesk.com 2. Click the Sign uplink 3. Enter your full name 4. Enter your email address 5. Complete the I’m not a robot check 6. Click the Sign upbutton 7. A welcome email from support@zendesk.com will be sent to you via email 8. Click the link to set your password 16 AmpliFund Support Site AmpliFund Corporate Presentation 17 AmpliFund Support Site AmpliFund Corporate Presentation Reference Materials • User Interface Navigation Guide • Activity Management Guide • Contact Management Guide • Document Management Guide AmpliFund URLs • www.gotomygrants.com • amplifund.zendesk.com 18 Reference Materials & URLs 13 14 15 16 17 18 SAMPLE RFP No. 4514 59 Revision: 2020-02-13 Page 1 of 19 Workflow Contents Workflow Overview ..................................................... .......................................................................................................................................... 4 Term Definitions ......................................... ........................................................................................................................................................ 4 Workflow Instances ......................... ........................................................................................................................................................... 4 Workflow Queues ......................... ................................................................................................................................................................ 4 Workflow Actions ................... ....................................................................................................................................................................... 4 User Permissions .......................................................................................................................................................................................... 4 Workflow Icons ..................................................................................................................................................................................... .............. 4 Workflow Security .................................................................................................................................................................... .............................. 5 Managing Workflow Instances .......................................................................................................................................... ..................... 5 Accessing Workflow Actions .................................................................................................................................................... ................. 5 Managing Workflow Instances ....................................................................................................................................................... ............. 5 Viewing Workflow Instances ............................................................................................................................................................ ......... 5 Creating Workflow Instances ............................................................................................................................................................... .... 5 Workflow Object Types .......................................................................................................................................................................... ....... 6 Grants ...................................................................................................................................................................................... ............................ 6 Opportunity Applications ............................................................................................................................................... ........................ 6 Editing Workflow Instances ................................................................................................................................................. ....................... 6 Copying Workflow Instances .................................................................................................................................................. ................... 7 Deleting Workflow Instances ..................................................................................................................................................... ................ 7 Disabling Workflow Instances ....................................................................................................................................................... ............ 7 Restoring Workflow Instances ........................................................................................................................................................... ....... 7 Managing Workflow Queues .................................................................................................................................................................... ..... 8 Creating Workflow Queues ...................................................................................................................................................................... .. 8 Initial Queue .................................................................................................................................................................................... ................ 8 Destination Queue .................................................................................................................................................................. .................... 9 Changing Award Status .......................................................................................................................................................... ............... 9 Changing Submission Status .......................................................................................................................................................... ... 9 Editing Workflow Queues ......................................................................................................................................................................... ... 9 SAMPLE RFP No. 4514 60 Revision: 2020-02-13 Page 2 of 19 Deleting Workflow Queues ........................................................................................................... ............................................................. 10 Disabling Workflow Queues ............................................................................................................ ......................................................... 10 Managing Workflow Actions ................................................................................................................ ......................................................... 10 Workflow Action Types .................................................................................................................... ............................................................. 10 Creating Workflow Actions ............................................................................................................ ............................................................ 11 Editing Workflow Actions .............................................................................................................. ............................................................... 11 Deleting Workflow Actions .......................................................................................................... .............................................................. 12 Reordering Actions .................................................................................................................. ....................................................................... 12 Send-to-Queue Action Type .................................................................................................. ................................................................. 12 Complete Task Action Type ........................................................................................................ ............................................................. 13 Remove-from-Workflow Action Type ..................................................................................................... .......................................... 13 Create Related Item Action Type ......................................................................................................................... ................................ 13 Add Attachment Action Type ........................................................................................................................................ ......................... 13 Award Applicant Action Type .............................................................................................................................................. ................... 13 User Permissions ............................................................................................................................................................... .................................... 13 Assigning User Permissions .................................................................................................................................... ................................. 13 Assigning User Permissions on Opportunities ...................................................................................................................... ...... 14 Workflow Settings Security .................................................................................................................................................................. . 15 Removing User Permissions ..................................................................................................................................................................... 15 Enrolling Objects in Workflow Instances .............................................................................................................................................. 15 Grants ............................................................................................................................................................................................ .......................... 15 Grant Tasks ............................................................................................................................................................. ............................................. 15 Budgets .............................................................................................................................................. .................................................................... 16 Performance Plans ............................................................................................................. ............................................................................ 16 Opportunities ......................................................................................................... ............................................................................................ 16 Opportunity Applications .............................................................................. ............................................................................................. 16 Workflow Settings .................................................................................... ............................................................................................................. 17 Assigning Workflow(s) ................................................................ ................................................................................................................. 17 Editing Assigned Workflows ....................................................... .......................................................................................................... 17 Removing Assigned Workflows ............................................................. ............................................................................................ 17 Workflow Notifications ................................................................................ ...................................................................................................... 18 SAMPLE RFP No. 4514 61 Revision: 2020-02-13 Page 3 of 19 Applicant Workflow Notifications .................................................................................................................................................... 18 Completing Workflow Actions ..................................................................................................................................................................... 18 Workflow Task Completion ............................................................................................................................................................................ 18 Workflow Item History ............................................................................................................................................................................. .......... 18 SAMPLE RFP No. 4514 62 Revision: 2020-02-13 Page 4 of 19 Workflow Overview The Workflow Module allows clients to build customized workflows to match business processes. Workflows enable a structured review and approval process, in addition to enforcing accountability through audit trails and workflow routing history. Automated email notifications are sent to responsible users when they have a workflow item to complete. Term Definitions When working with the Workflow Module, developing an understanding of several terms associated with components of the workflow structure is important. Workflow Instances Workflow instances are a collection of workflow queues and actions related to one process. Typically, workflow instances include all possible phases and actions within one approval, review, or other defined process. Instances can only be related to one object type. Prior to creating workflow queues and actions, an instance must first be created to associate those items together. Workflow Queues Workflow queues are phases or stopping points within a workflow. Queues contain actions that may take place within that queue. Workflow Actions Workflow actions are items performed within a workflow queue. Actions may be categorized from a variety of types, depending on what needs to take place. See Workflow Action Types for more detail. User Permissions User permissions give staff members access and/or responsibility for a workflow action. Users who are assigned permissions on an action receive email notifications for their action, and may manage their actions in Activity à Workflow. Workflow Icons Icon Description ! Print " Help # Expand $ Collapse % Initial Queue + Create & Edit SAMPLE RFP No. 4514 63 Revision: 2020-02-13 Page 5 of 19 Icon Description ' Configure ! Copy ( Delete ! Restore ) Move Up * Move Down Workflow Security Managing Workflow Instances Workflow instances are located in Administration à System Administration à Workflow. Only Organization Administrators can create, edit, copy, or delete workflow instances and related items. Accessing Workflow Actions Each responsible user can access workflow actions through the Activity Module or via the record associated with the workflow. Once an object is enrolled in a user’s workflow, the user has visibility into that object. Managing Workflow Instances Due to the security measures around workflow instances, only Organization Administrators may create, edit, copy, or delete workflow instances. Viewing Workflow Instances Viewing a workflow instance displays basic details added when the workflow instance was created, including: including Object Type, Name, Description, Action Alerts, Days Since Last Action, Users, Unique Identifier, and Status. Ü To view a workflow instance: 1. Open Administration à System Administration à Workflow. 2. Click on a workflow instance name. Creating Workflow Instances Creating a workflow instance allows a user to capture basic workflow details, including Object Type, Name, Description, Action Alerts, Days Since Last Action, Users, Unique Identifier, and Status. SAMPLE RFP No. 4514 64 Revision: 2020-02-13 Page 6 of 19 Ü To create a workflow instance: 1. Open Administration à System Administration à Workflow. 2. Click the + (Create icon) in the Icon Bar. 3. Select the Object Type. See Workflow Object Types for more information. 4. Add the workflow instance Name. 5. Add the Description. 6. Select to receive Action Alerts emails. a. Select number of Days Since Last Action to set the alert. 7. Select Users to be notified (optional). Add a Unique Identifier (optional). 8. Click Create. Workflow Object Types When creating a workflow, the user must specify the object type the workflow is for. The list contains a standard set of options shown based on the modules a client has in their AmpliFund account. After selecting an object type when creating the workflow instance, that object type cannot be changed. Functionality varies within queues from type to type. Each workflow instance may only be used related to that object. For example, a user could not add a grant budget to workflow instance created for a grant task. Grants Grant workflow instances may be used to move a grant through an evaluation process. Most common uses of grant workflows include pre-award organizational approval to submit or postaward organizational approval to request changes to grant. Opportunity Applications For clients with the Competitive Award Management Module Opportunity application workflow instances may be used to move an application through an evaluation process. This type of workflow instance allows for evaluation, scoring, re-opening, rejecting, and approving submitted applications. AmpliFund clients with the Competitive Award Management Module have access to a sample workflow instance for Opportunity Applications called “Opportunity Application Review.” Editing Workflow Instances Workflow instance details may be edited at any time. When editing an instance, the name, description, initial queue, unique identifier, and status may be updated. The object type cannot be changed after the workflow instance’s initial creation. Ü To edit a workflow instance: 1. Open Administration à System Administration à Workflow. SAMPLE RFP No. 4514 65 Revision: 2020-02-13 Page 7 of 19 2. Click the & (Edit icon) next to a workflow instance name. 3. Update the information as necessary. 4. Click Save. Copying Workflow Instances Workflow instances may be copied to carry over all workflow queues, actions, and responsible users to a new workflow instance. Ü To copy a workflow instance: 1. Open Administration à System Administration à Workflow. 2. Click the ! (Copy icon) next to a workflow instance name. 3. Update the information as necessary. 4. Click Save. Deleting Workflow Instances Workflow instances may be deleted if they are not in use or were not previously used. Deleting a workflow instance removes it from the list of workflow instances. Deleted workflow instances cannot be selected when enrolling an object in a workflow. After a workflow instance has been deleted, it may be restored to return it to the list of workflow instances. Ü To delete a workflow instance: 1. Open Administration à System Administration à Workflow. 2. Click the ( (Delete icon) next to a workflow instance name. 3. In the confirmation pop-up window, click Delete. Disabling Workflow Instances Workflow instances may be disabled if they are not currently in use. Disabling a workflow instances hides them from the list of workflow instances; they can be enabled at any time. Ü To disable a workflow instance: 1. Open Administration à System Administration à Workflow. 2. Click the & (Edit icon) next to a workflow instance name. 3. In the Record Information section, select Disabled from the Status dropdown. 4. Click Save. Restoring Workflow Instances Deleted workflow instances may be restored to show the workflow instance on the list of workflow instances again, and to make it an option when enrolling an object in a workflow. Ü To restore a workflow instance: SAMPLE RFP No. 4514 66 Revision: 2020-02-13 Page 8 of 19 1. Open Administration à System Administration à Workflow. 2. Click the arrow in the Status column. 3. Hover over + Filter to show filter menu. 4. In the filter menu, click Clear to show deleted and disabled workflow instances. 5. Click the ! (Restore icon) next to a deleted workflow instance name. 6. In the pop-up confirmation window, click Restore. Managing Workflow Queues Workflow queues are the stopping points or phases within a workflow instance. Queues may contain one or more workflow actions. Creating Workflow Queues When creating a workflow queue, users may assign a Name, Description, Change Submission Status, and Users. Ü To create a workflow queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click Add Workflow Queue +. 4. In the pop-up window, add the workflow queue Name. 5. Add the Description (optional). 6. For opportunity applications, select the object’s status change in the Change Submission Status To dropdown (optional). 7. Click Create. Initial Queue The initial queue of each workflow instance indicates the queue an object is placed into immediately after the object is enrolled in a workflow. When a new workflow instance is created, a queue called Initial Queue is automatically created. The Initial Queue may be edited to reflect an organization’s first step in the workflow instance. The Initial Queue may also be deleted if a different queue is selected as initial queue. A queue must be created before it can be selected as the initial queue. Ü To edit a workflow instance’s initial queue: 1. Open Administration à System Administration à Workflow. 2. Click the & (Edit icon) next to a workflow instance name. 3. Select the Initial Queue. This list pulls from the instance’s workflow queues. 4. Click Save. SAMPLE RFP No. 4514 67 Revision: 2020-02-13 Page 9 of 19 Destination Queue A destination queue is the queue that a send-to-queue action points to. If the destination queue has a disabled status, you cannot send the object to that workflow queue. Recommendation: Create all workflow queues before creating workflow actions. Because send-toqueue actions must have a destination, the destination queue must already be part of your queues list. Changing Award Status When creating workflow queues for a grant workflow instance, an additional field appears on the queue details page called Change Award Status To. This selector gives grant recipients a means to update the award’s status by moving it into a designated workflow queue. When an award is moved into a queue that changes its status, the status will be automatically updated on the grant details page. Changing Submission Status For clients with the Competitive Award Management Module When creating workflow queues for an opportunity application workflow instance, an additional field appears on the queue details page called Change Submission Status To. This selector gives funders a means to update an application’s status by moving it into a designated workflow queue. When an application is moved into a queue that changes the application status, the applicant organization contact receives an automated email indicating their application’s new status. For example, if the Change Submissions Status To selector is set to Reopened, the applicant’s application would become editable again for the applicant to make updates and re-submit. Note: Applications are marked with a Submitted status after the applicant has submitted the application. The submitted status remains on an application unless it enters a queue that changes its status. Changing the submission status to Submitted is only necessary if the application status is something other than Submitted when it enters that queue. Editing Workflow Queues When creating a workflow queue, users may update the queue Name, Description, Change Submission Status, and Users. Ü To edit a workflow queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the & (Edit icon) next to a workflow queue name. 4. Update the information as necessary. 5. Click Save. SAMPLE RFP No. 4514 68 Revision: 2020-02-13 Page 10 of 19 Deleting Workflow Queues Deleting workflow queues removes them from the list of queues within the workflow instance and all of the workflow actions associated with that queue. A queue cannot be deleted if it is a destination queue from a send-to-queue workflow action. If a user attempts to delete a destination queue, they will receive a warning message indicating which workflow action lists that queue as the destination. The queue must be removed as a destination before it can be deleted. Important Note: Once deleted, workflow queues cannot be restored to the queues list. Ü To delete a workflow queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the ( (Delete icon) next to a workflow queue name. 4. In the confirmation pop-up window, click Delete. Disabling Workflow Queues A disabled workflow queue will remain on the workflow instance queue list, but it cannot be used when routing an object through a workflow. If a send-to-queue action has a disabled queue as its destination, that send-to-queue action will not appear in the list of available actions. Ü To disable a workflow queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the & (Edit icon) next to a workflow queue name. 4. In the Record Information section, select Disabled in the Status dropdown. 5. Click Save. Managing Workflow Actions Workflow actions are created in a workflow queue. Actions may be created, edited, and deleted within each workflow queue. Workflow Action Types Workflow action types determines what type of action should be taken by the responsible user. The available action types may vary depending on the workflow object type. When creating workflow actions, the fields may vary based on the action type selected and additional details necessary for that action type. Action Type Description Available on Workflow Object Types SAMPLE RFP No. 4514 69 Revision: 2020-02-13 Page 11 of 19 Action Type Description Available on Workflow Object Types Send to Queue Routes object to another workflow queue Grants, Opportunity Applications Complete Task Assigns responsibility to complete action Grants, Opportunity Applications Remove from Workflow Exits object from workflow Grants, Opportunity Applications Create Related Item Creates Opportunity Application Review or Opportunity Application Completed Form item Opportunity Applications Add Attachment Assigns responsibility to upload file and complete action Grants, Opportunity Applications Award Applicant Creates award for applicant from opportunity Opportunity Applications Creating Workflow Actions When creating a workflow action, the following fields are available: Name, Description, Action Type, and Users. The fields may vary based on the selected workflow action type. Ü To create a workflow action: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the + (Create icon) next to a workflow queue name. 4. Add the workflow action Name. 5. Add the Description (optional). 6. Select the Workflow Action Type. 7. Select Users attached to the action and click Add (optional). 8. Click Save. Editing Workflow Actions When editing a workflow action, the following fields are available: Name, Description, Action Type, and Users. Workflow action types cannot be edited after initial creation. Ü To edit a workflow action: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. SAMPLE RFP No. 4514 70 Revision: 2020-02-13 Page 12 of 19 3. Click the # (Expand icon) next to a workflow queue. 4. Click the & (Edit icon) next to an action name. 5. Update the information as necessary. 6. Click Save. Deleting Workflow Actions Workflow actions may be deleted to remove them from the list of available actions within a workflow queue. Ü To delete a workflow action: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the # (Expand icon) next to a workflow queue. 4. Click the ( (Delete icon) next to an action name. 5. In the confirmation pop-up window, click Delete. Reordering Actions Workflow actions can be organized in any order. Ü To reorder actions in the queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the # (Expand icon) next to a workflow queue. 4. Click the ) (Move Up icon) or * (Move Down icon) next to an action name to move the action up or down in the queue, respectively. Send-to-Queue Action Type The send-to-queue action type gives users a way to move an object from one workflow queue to another. When creating a send-to-queue action, a destination queue must be identified. Prior to creating a send-to-queue action, confirm that the destination queue exists on the instance’s list of queues. Recommendation: Each workflow action should always have at least one send-to-queue action or a remove-from-workflow action. Without one of those action types, the object cannot be moved from that workflow queue. When creating a send-to-queue action type, the available fields are Name, Description, Display Order, Workflow Action Type, and Destination Queue Name. SAMPLE RFP No. 4514 71 Revision: 2020-02-13 Page 13 of 19 Complete Task Action Type The complete task action type prompts users with a task to complete, the ability to mark the task as complete or incomplete, and include any comments. When creating a complete task action type, the available fields are Name, Description, Display Order, and Workflow Action Type. Remove-from-Workflow Action Type The remove-from-workflo w action type exits the object from the workflow instance. When creating a workflow action type, the available fields are Name, Description, Display Order, and Workflow Action Type. Create Related Item Action Type For clients with the Competitive Award Management Module The create related item action type creates an Opportunity Application Review or Opportunity Application Completed Form item. The Opportunity Application Review item allows responsible users to indicate if they have reviewed the application. The Opportunity Application Completed Form item allows users to score the application. When creating a create related item action type, the available fields are Name, Description, Display Order, Workflow Action Type, and Related Item Type. Add Attachment Action Type The add attachment action type prompts users to attach a file to the workflow action and mark it as complete. When creating an add attachment action type, the available fields are Name, Description, Display Order, and Workflow Action Type. Award Applicant Action Type For clients with the Competitive Award Management Module The award applicant action type creates an award to a recipient, which is connected with the opportunity the application was submitted to. When creating an award applicant action type, the available fields are Name, Description, Display Order, and Workflow Action Type. User Permissions User permissions give users access to workflow queues and actions . Assigning User Permissions User permissions can be assigned on each workflow queue and action. If a user is assigned to a queue, they will automatically be assigned responsibility for every action in that queue. If a user has responsibility for an action, they receive an email notification to complete their action once the object enters their action’s queue. SAMPLE RFP No. 4514 72 Revision: 2020-02-13 Page 14 of 19 Ü To assign user permissions on a workflow queue: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the & (Edit icon) next to a queue name. 4. Select a User. This list pulls from Administration à System Security à Users. 5. Click Add. 6. Click Save. Ü To assign user permissions on a workflow action: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the # (Expand icon) next to a workflow queue. 4. Click the & (Edit icon) next to an action name. 5. Select a User. This list pulls from Administration à System Security à Users. 6. Click Add. 7. Click Save. Assigning User Permissions on Opportunities For clients with the Competitive Award Management Module User permissions for all opportunities can be assigned in the Administration Module. In addition, user permissions may also be assigned per opportunity. This allows users (i.e. reviewers or scorers) to be assigned responsibility to a workflow queue or action. Ü To assign user permissions on an opportunity workflow queue: 1. Open Administration à System Administration à Workflow. 2. In the View Options section, select Opportunity Application in the Workflow Type dropdown. 3. Click the ' (Configure icon) next to a workflow instance name. 4. Click the & (Edit icon) next to a queue name. 5. Select a User. This list pulls from Administration à System Security à Users. 6. Click Add. 7. Click Save. Ü To assign user permissions on an opportunity workflow action: 1. Open Administration à System Administration à Workflow. 2. In the View Options section, select Opportunity Application in the Workflow Type dropdown. 3. Click the ' (Configure icon) next to a workflow instance name. 4. Click the # (Expand icon) next to a workflow queue. 5. Click the & (Edit icon) next to an action name. SAMPLE RFP No. 4514 73 Revision: 2020-02-13 Page 15 of 19 6. Select a User. This list pulls from Administration à System Security à Users. 7. Click Add. 8. Click Save. Workflow Settings Security Users permitted to update workflow settings through an opportunity’s configuration include Organization Administrators and Opportunity Managers. Removing User Permissions User permissions may be removed from a workflow instance if that workflow instance is not currently in use. Ü To remove user permissions on a workflow action: 1. Open Administration à System Administration à Workflow. 2. Click the ' (Configure icon) next to a workflow instance name. 3. Click the # (Expand icon) next to a workflow queue. 4. Click the & (Edit icon) next to an action name. 6. In the pop-up window, click the ( (Delete icon) next to a user name. Enrolling Objects in Workflow Instances Enrolling an object in a workflow instance allows users to move the object through the workflow, and complete the workflow actions for which they are responsible. An object must be created before it can be enrolled. Grants Ü To enroll a grant in a workflow instance: 1. Open Grant Management à Grants à All Grants. 2. Click a grant name. 3. Open Grant Workflow tab à Add to Workflow à select a workflow instance. 4. In the confirmation pop-up window, click Confirm. Grant Tasks Ü To enroll a grant task in a workflow instance: 1. Open Grant Management à Grants à All Grants. 2. Click a grant name. 3. Open Tools tab à Tasks. 4. Click a task name. 5. Open Grant Workflow tab à Add to Workflow à select a workflow instance. SAMPLE RFP No. 4514 74 Revision: 2020-02-13 Page 16 of 19 6. In the confirmation pop-up window, click Confirm. Budgets Ü To enroll a grant budget in a workflow instance: 1. Open Grant Management à Grants à All Grants. 2. Click a grant name. 3. Open Pre-Award tab à Submission Budget or Post-Award tab à Budget. 4. Open Grant Workflow tab à Add to Workflow à select a workflow instance. 5. In the confirmation pop-up window, click Confirm. Performance Plans Ü To enroll a grant performance plan in a workflow instance: 1. Open Grant Management à Grants à All Grants. 2. Click a grant name. 3. Open Pre-Award tab à Submission Performance Plan or Post-Award tab à Performance Plan. 4. Open Performance Plan Workflow tab à Add to Workflow à select a workflow instance. 5. In the confirmation pop-up window, click Confirm. Opportunities For clients with the Competitive Award Management module Ü To enroll an opportunity in a workflow instance: 1. Open Award Management à Fund Opportunities. 2. Click an opportunity name. 3. Open Workflow tab à Add to Workflow à select a workflow instance. 4. In the confirmation pop-up window, click Confirm. Opportunity Applications For clients with the Competitive Award Management module Ü To enroll an opportunity application in a workflow instance: 1. Open Award Management à Fund Opportunities. 2. Click an opportunity name. 3. Open the Applications tab. 4. Click an application name. 5. Open Workflow tab à Add to Workflow à select a workflow instance. 6. In the confirmation pop-up window, click Confirm. SAMPLE RFP No. 4514 75 Revision: 2020-02-13 Page 17 of 19 Workflow Settings For clients with the Competitive Award Management module Within Workflow Settings, one or more defined workflows may be assigned to an opportunity. Workflows facilitate the application evaluation, scoring, and awarding process in AmpliFund. Assigning Workflow(s) Any workflows created for an Opportunity Application can be used when assigning workflows to an opportunity. Any of the assigned workflows can then be used to evaluate applications. Ü To assign a workflow to an opportunity: 1. Open Award Management à Fund Opportunities. 2. Click an opportunity name. 3. Open the Configuration tab à Workflow Settings. 4. Select a workflow from the Choose Workflow dropdown. This list pulls from Administration à System Administration à Workflow. 5. Click Add. Editing Assigned Workflows After a workflow has been assigned to an opportunity, that workflow may be updated through the opportunity or through the Administration module by Organization Administrators. If the workflow is or was in use on any other opportunities, it cannot be edited. Ü To edit a workflow from an opportunity: 1. Open Award Management à Fund Opportunities. 2. Click an opportunity name. 3. Open the Configuration tab à Workflow Settings. 4. In the Workflow Details section, click the & (Edit icon) next to a workflow. 5. Click the & (Edit icon) in the Icon Bar. 6. Update the information as necessary. 7. Click Update. Removing Assigned Workflows Workflows may be removed from an opportunity’s workflow settings if the workflow was not previously used, or is not currently in use on the opportunity. Ü To remove a workflow from an opportunity: 1. Open Award Management à Fund Opportunities. 2. Click an opportunity name. 3. Open the Configuration tab à Workflow Settings. SAMPLE RFP No. 4514 76 Revision: 2020-02-13 Page 18 of 19 4. In the Workflow Details section, click the ( (Delete icon) next to a workflow. Workflow Notifications Email notifications are sent to users when an object enters a workflow queue that contains their action(s). Responsible users receive email notifications from no-reply@gotomygrants.com. Notification emails contain the workflow action name and a link to access that workflow action. Applicant Workflow Notifications For clients with the Competitive Award Management Module Notification emails are sent to applicant organizations when their application is moved to a workflow queue that changes their application’s submission status. To learn more, see Changing Submission Status. Completing Workflow Actions Users may complete their workflow action when the object enters the workflow queue that contains their action. After a user completes their workflow action, the completion details are included in the workflow item history. Ü To complete a workflow action: 1. Open Activity à Workflow. 2. Click the object name. 3. Open Workflow tab à Available Actions à select an action. 4. In the pop-up window, add details (if applicable). 5. Click Confirm. Workflow Task Completion The Workflow Task Completion displays all workflow tasks that have been completed within the workflow instance in which an object is enrolled. Ü To view an object’s workflow task completion: 1. Open the object’s Workflow tab. 2. Select Workflow Task Completion. Workflow Item History Workflow Item History reflects all actions taken on an object enrolled in the workflow. The list displays actions in reverse chronological order, and includes workflow queue names, workflow actions, text associated with each workflow action, the user who completed that action, and the date and time it was completed. SAMPLE RFP No. 4514 77 Revision: 2020-02-13 Page 19 of 19 Ü To view an object’s workflow item history: 1. Open the object’s Workflow tab. 2. Select Item History. Ü To export an object’s workflow item history: 1. Open the object’s Workflow tab. 2. Select Item History. 3. Click the , (Export icon) in the Icon Bar. SAMPLE RFP No. 4514 78 Name Recruitment Grant Description Competitive Merit Based Review Process Object Type Opportunity Application Queues: Process Diagram ID Workflow Queue Name* Description* Is Initial Queue Change Submission Status To Unique Identifier Initial Eligibility Review applicant organization for eligibility Yes No Change Blank Eligibility Review Review applications No No Change Blank Executive II Review Budget Review and comments No No Change Blank Deputy Director Review CAO reviews application(s) selected for Award No No Change Blank Provisional Review Attach details of award to be granted No No Change Blank Award Hold Holding Queue for upcoming award notifications No No Change Blank Denial Details Denial Details attached and issued No No Change Blank Application Denied Status of Application updated to Rejected No Rejected Blank Application Approved Generate system Award details No Approved Blank Appeal Received Appeal Process No Reopened Blank Reopen Application Reopen Application No No Change Blank Queues with Actions: Process Diagram ID Workflow Queue Name Action Name* Description* Display Order* Workflow Action Type* Review Organization Eligibility Complete initial review of application to determine if applicant is eligible to apply Create Related Item Related Item Type: Opportunity Application Review Eligibility Pass Send to Group Review Applicant Organization passes eligibility check Send to Queue Eligibiit Review Failed Eligibility Send to Denial Details Applicant Organization does not qualify as eligible to apply for Opportunity Send to Queue Denial Details Send Back to Provisional Review Reopen of the applicant needs to provide more information Send to Queue Provisional Review Send to Appeal Recieved Appeal received Send to Queue Appeal Recieved Reopen Application Reopen of the applicant needs to provide more information Send to Queue Reopen Application Remove from Workflow Remove from workflow Remove from Workflow Review Application and Add Comments Application undergoes review process by selected reviewers Create Related Item Related Item Type: Opportunity Application Review Group Review Review forms and tabluate results: Pass Send to Queue Executive II Reivew Group review Review forms and tabluate results: Fail Send to Queue Denial Details Pass Send to Executive II for Review Everything is ready for the next reviewer Send to Queue Executive II Reivew Fail Send back to Initial Eligibility Send Back to Initial Eligibility for Review Send to Queue Eligibility Review Review Application Material and Add Comments Application undergoes review process by selected reviewers Create Related Item Related Item Type: Opportunity Application Review Send for CFO for Review Everything looks ready for the next reviewer Send to Queue DD Review Send Back to Eligiblity Review Application needs to go back to the previous queue Send to Queue Executive II Reivew Review Application Material and Add Comments Application undergoes review process by selected reviewers Create Related Item Related Item Type: Opportunity Application Review Send to Povisional Review Everything is ready for the next reviewer Send to Queue Provisional Review Send Back to CFO Review Application needs to go back to the previous queue Send to Queue CFO Review Send Approved Application Materials to the Applicant Complete Task Send Application to Application Approved Send to Application Approved where application status will update to Approved Send to Queue Application Approved Send back to Provisional Review Send back to provisional review Send to Queue Provisional Review Draft Denial Letter Upload denial letter or details of the reason for denial Add Attachment Denial Letter Issued Letter has been mailed or electronically issued to applicant Complete Task Send to Application Denied Send application to Application Denied queue and update application status Send to Queue Application Denied Remove from Workflow Remove from workflow Remove from Workflow Application Approved Create award shell in AmpliFund Create award shell in AmpliFund Award Applicant Remove from Workflow Remove from Workflow Remove from Workflow Remove from Workflow Deputy Director Review Executive II Review Opportunity Workflow Initial Eligibility Workflow Instance: Reopen Application Application Denied Denial Details Award Hold Eligibiliby Review Workflow-SampleDocument Workflow Template 1 of 1 SAMPLE RFP No. 4514 79 Bid Zip RFP #4514/Submittable Holdings, Inc._1025405/TabulationByVendor_RFP#4514_orgId_1025405.pdf County of Hawaii Tabulation Report RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Vendor: Submittable Holdings, Inc. Page of 1 1 General Comments: Please see attached proposal from Submittable. General Attachments: Submittable_County_of_Hawaii_Response.pdf Bid Zip RFP #4514/Submittable Holdings, Inc._1025405/Submittable_County_of_Hawaii_Response.pdf Sorosuh Cover Page THE COUNTY OF HAWAII DEPARTMENT OF RESEARCH AND DEVELOPMENT BID RFP #4514 - ELECTRONIC GRANT-MAKING MANAGEMENT AND REPORTING SYSTEM Soroush Sedigh Enterprise Account Executive, Government sorosouh.sedigh@submittable.com 408.425.3625 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD January 22nd, 2024 Ms. Charon, Please accept the following transmittal letter and documents as Sumittable’s proposal to County of Hawaii RFP #4514 - Electronic Grant-Making Management And Reporting System. Our team values the opportunity to share how we can help modernize the grantmaking efforts of your programs, and is confident that our combination of award-winning technology and industry leading professional services will deliver a solution that the county will utilize for years to come. Within our proposal you will find the following key points that differentiate Submittable from our competition. Rapid Implementation: Submittable delivers our solution with industry-leading implementation services that ensure your new software is implemented safely and securely without slowing down your programmatic processes. Our trainings are recorded so that users always have access, and we offer robust online tools to support your ongoing grantmaking needs. Ease of Use: Submittable offers users a no-code platform that requires no technical knowledge to operate. While many of our customers up-charge you for changing simple items such as application forms, we empower your team to fully manage your grant platform, and provide the tools to transform your grantmaking processes. Purpose Built Innovation: Submittable is a purpose built platform to provide organizations the tools they need for end-to-end lifecycle grants management. We offer all requested items described in the 3.10 checklist out of the box, and an extensive selection of innovative features that will help modernize County of Hawaii’s grantmaking efforts. Class-leading Support: The county will be provided with the team they need to not simply utilize the Submittable platform, but to help transform how the research and development grants are administered from cradle to grave. These services include a dedicated AuthorizedRepresentative: Soroush Sedigh, State of Hawaii Client Executive soroush.sedigh@submittable.com 408.425.3625 CompanyLegalName: Submittable Holdings, Inc. DBA: Submittable LegalStructure: C-Corporation We are grateful for the opportunity to share our solution in response to the County’s RFP, and are happy to provide any additional information that would be helpful in your decision process. Sincerely, Thor Culverhouse, CEO DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.2TableofContents 2.3ExecutiveSummary 2 2.4CompanyBackground 3 2.4.1 Experience and Organizational Capacity 3 2.4.2 Past Performance (References) 7 2.5TechnicalSpecificationsandFunctionalRequirements 8 2.6Implementation,ProjectManagement,TrainingandOn-GoingSupport 25 2.7SystemReportingandDataInte gration 38 2.8SystemDocumentation 39 2.9CostProposal 42 2.10LicenseandOn-GoingServiceandSupportAgreements 44 2.10.1 License Agreement 45 2.10.2 On-Going Service and Support Agreement 45 2.11OfferMaterialandAdditionalInformation 47 Attachments 1. Resumes 2. TermsofService 1 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.3ExecutiveSummary This section should include an overall description of the offeror’s qualifications, experience, and commitment to providing services and software related to grant-making management and impact reporting for County of Hawaii. This section should also include a brief understanding of R&D’s objectives and minimum requirements, and an overview of the offeror’s proposed solution. Submittable Holdings, Inc. (Submittable) values the opportunity to present our award-winning grant management system to The County of Hawaiʻi’s (hereinafter County) Department of Research and Development (hereinafter R&D) in response to RFP 4514 Electronic Grant-Making Management and Reporting System. Submittable appreciates that R&D would like to explore innovative solutions to streamline and improve the outcomes of their current and future grant programs. The challenges County of Hawaii currently faces, as outlined in the RFI—a tedious manual process and a rigid legacy system that does not meet their current needs—are well known to Submittable, as many clients have faced similar challenges. As the County of Hawaii recognizes, the right solution is a robust, end-to-end platform that is also flexible and adaptable. Such a solution will enable R&D to achieve its critical goals of improving the applicant experience, resulting in higher quality and accuracy of grant applications, as well as delivering performance efficiencies that eliminate tedious and manual processes, preserving staff time for mission-critical work. The Submittable platform is purpose-built to help the County of Hawaii say goodbye to these frustrations and meet its program objectives. The Submittable platform covers every step of the grant journey, from design through execution, payment, and close-out. Submittable is a secure, cloud-based solution that automatically stores and offers easy access to all application, award, and performance data. Your team can easily communicate and collaborate with applicants through in-app messaging to address any issues. Awardees can submit forms within the same system to later report on progress and results. With all data readily accessible, custom reports can be created or consulted quickly and easily at any time, enabling your team to confidently answer stakeholder questions as they arise, and assuring compliance and audit-preparedness. Applicants enjoy an inclusive, accessible, and easy-to-use portal. They benefit from in-app messaging, as well as a mobile-friendly portal, auto-save on their draft, and even the ability to request to edit their application post-submission. This applicant-centered experience helps eliminate confusion, setting the stage for an equitably-executed program with elevated application and program integrity. 2 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3C D R&D is wise to recognize that a flexible and adaptable solution is critical to meet its goals. Circumstances often evolve without warning, and every program inevitably results in early learnings that require adjustment along the way. Submittable is an agile platform that clients may update in real-time, which means that even post-launch, R&D can iterate and improve, ensuring a smoother and more successful program for applicants, reviewers, and administrators alike. Our RFP response highlights the specific features, functionality, and human capital Submittable will provide to ensure the success of R&D grant programs. It also outlines what sets Submittable apart: unparalleled efficiency through innovation, and a partner with years of experience administering similar programs. Objectives/Minimum Requirements: In reviewing the RFP, the objectives and minimum requirements of R&D align with the core functionality of the Submittable platform, and are deliverables that we are confident that we can not only deliver, but exceed in all aspects. The desire to digitize, modernize and streamline processes while delivering an equitable and accessible platform that allows for advanced reporting on a reliable platform is what Submittable was built to accomplish, and we believe as you review our proposal and schedule a demo you will see why we are best suited to deliver this system for the County. Submittable is poised to deliver these essential components and has an established track record of doing so. Founded in 2010, Submittable has over 11,000 customers who have run over 100,000 programs on our software. Our customers are state and local governments, education, foundations, non-profits, and corporations. We have experience supporting economic development programs such as the Council for Native Hawaiian Advancement and the New Bedford Economic development council, both organizations that are dedicated to creating sustainable economies for their constituents. We also have experience running large-scale grant programs. In April 2022, Submittable was chosen to manage and distribute Minnesota’s Frontline Worker payments, a $500 million dollar relief program. Partnering closely with the Minnesota Department of Labor and Industry, we launched the program within 20 days, processed over 1.2 million applications, and delivered awards of $487.45 to 1,025,655 hard-working and deserving applicants. We look forward to sharing our solution with you and are happy to join the County of Hawaii teams for a demo of our product. 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.4CompanyBackground 2.4.1ExperienceandOrganizationalCapacity The offeror shall include in their proposal a statement of relevant experience. The offeror should thoroughly describe, in the form of a narrative, its experience and success as well as the experience and success of subcontractors, if applicable in providing and/or supporting the proposed solution. In addition, offerors are required to provide the following information: 1.Theofferorshallprovidethecompanyname,businessaddress,including headquartersandalllocaloffices,andtelephonenumbers.Theofferorsh allprovidethe companywebaddress. CompanyName: Submittable Holdings, Inc. Address Headquarters: 101 E. Front St. Missoula, MT 59802 SeattleOffice: 500 108th Ave NE, Suite 520 Bellevue, WA 98004 Phone: (855) 467-8264 Email: proposals@submittable.com Website: www.submittable.com 2.Offerorshallprovideadescriptionoftheofferor’sorganization,includingnamesof principals,numberofemployees ,clientbase,areasofspecializationandexpertise,and anyotherinformationthatwillassisttheEvaluationCommitteeinformulatinganopinion aboutthestabilityandstrengthoftheorganization. HistoryofSubmittable: Founded in 2010, Submittable emerged as a trailblazer in the realm of submission management, particularly excelling in the areas of grantmaking and government engagement. The company's inception was marked by a visionary commitment to simplify and enhance the way organizations handle applications, proposals, and creative works. Over the years, Submittable has carved a distinctive niche in the industry, leveraging innovation and a customer-centric approach to become a leading force in the government space. Submittable's journey began with a profound understanding of the challenges faced by organizations, especially those involved in grantmaking. Recognizing the critical role grants play in driving positive change, Submittable set out to develop a purpose-built platform that would streamline the entire grants lifecycle. From application submission to review processes and reporting, Submittable's platform was meticulously designed to empower government agencies with tools that enhance efficiency, transparency, and overall impact. The company quickly gained traction for its commitment to continuous improvement. By actively seeking feedback from users in the government sector, Submittable honed its platform to meet the unique needs and regulatory requirements of government grant programs. This collaborative approach facilitated the development of features tailored to the intricacies of government 4 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD workflows, ensuring that Submittable's solution seamlessly integrated into the complex environments of public sector organizations. As Submittable evolved, so did its impact on government agencies. The platform became instrumental in not only managing grants but also in fostering collaboration and innovation within government departments. The company's success in the government space was marked by strategic partnerships, with Submittable becoming a trusted ally for agencies seeking to modernize and optimize their grant management processes. Over the years, Submittable has consistently rolled out major updates and enhancements to its platform. These improvements, driven by a commitment to technological innovation and user feedback, have further solidified Submittable's position as a preferred solution for government grant programs. The platform's adaptability to different program structures, compliance requirements, and the ever-evolving needs of government agencies has been a key factor in its sustained success. Submittable's impact extends beyond the technology itself. The company has played a pivotal role in advocating for efficient, transparent, and accessible grantmaking processes within government circles. This advocacy has led to a broader recognition of the importance of modern submission management systems in driving organizational excellence, particularly in the public sector. Submittable's history is a testament to its unwavering commitment to excellence in grantmaking and government collaboration. From its founding principles in 2010 to its current position as a leader in submission management, Submittable continues to shape the future of grant programs, empowering government agencies to make a lasting impact on their communities through streamlined and effective processes. ClientBase: Submittable proudly serves a diverse global client base exceeding 11,000 organizations, including government agencies, nonprofits, educational institutions, businesses, and economic development organizations. Our versatile platform adapts to the unique needs of each client, facilitating efficient grant management, streamlined application processes, and simplified workflows across various sectors. This extensive client network underscores Submittable's broad impact and effectiveness in delivering tailored submission management solutions that support economic development initiatives alongside diverse organizational goals. Below is a snapshot of some of our economic development clients with similar needs to R&D: 5 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-9633925 0B3CD AreaofExpertise: As a commercial off the shelf (COTS) solution, Submittable is a purpose built grants management platform. Our solution specializes in providing our clients with the tools they need to successfully launch, manage and report on grant programs throughout the entire grants lifecycle. We leverage the knowledge we gain from our customers to constantly refine the product and deliver innovative solutions to the platform that help modernize and streamline our customers processes, saving them valuable time and resources to spend on serving their communities rather than administrative work. NumberofEmployees: 204 Principals/BoardMembers: Will Price 544 East Main Street, Suite A Bozeman, MT 59715 Michael Smerklo 1204 Nueces Street Austin, TX 78701 Phil Black 575 High Street, Suite 400 Palo Alto, CA 94301 Thor Culverhouse 500 108th Ave NE, Suite 520 Bellevue, WA 98004 6 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB 4E-96339250B3CD Joe Porten 2180 Sand Hill Road, Suite 300 Menlo Park, CA 94025 3.TheOfferorshallprovidethenameofthejurisdictioninwhichtheofferorisorganized andthedataofsuchorganization. Response: Submittable is organized in the State of Delaware as a C-Corporation. Date of incorporation is December 14th, 2020. 4.Offerorshallprovideadescriptionofthedepthoftheirexperienceimplementing , installing,andsupportingtheproposedsolutionandanoutlineoftheservicesthey provideaspartofthissolutionwithafocusonsystemsinstalledforgovernmental entitiessimilarinsizetotheCounty. Response: Submittable brings a wealth of experience in implementing, installing, and supporting comprehensive grant management solutions, with a particular focus on serving governmental entities similar in size to the County, and larger state agencies. Our extensive track record reflects successful engagements with government agencies, showcasing our ability to configure solutions to the unique requirements and scale of each entity. Our implementation process is characterized by meticulous planning, ensuring a seamless transition to our platform. We have a dedicated team of professionals well-versed in the specific needs of governmental entities, and our services encompass the full spectrum of installation, configuration, and ongoing support. In alignment with governmental best practices, our solutions are designed to meet stringent security and compliance standards. We prioritize transparency and collaboration throughout the implementation process, working closely with the County to understand its specific objectives and tailoring our services accordingly. As part of our solution, Submittable offers comprehensive support services, ensuring that the County receives ongoing assistance and guidance. Our commitment extends beyond the initial implementation to guarantee long-term success, with services that adapt to the evolving needs of governmental entities. 2.4.2PastPerformance(References) The offeror’s proposal shall include three external references from different clients who are willing to validate the offeror’s past performance on similar projects. The minimum information that shall be provided for each client reference shall be the person’s name, title, and organization; contact information (address, telephone, e-mail); and a description of the products and services provided and dates the products and services were provided. 7 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD At least ONE of the references for the proposed system shall be from a jurisdiction of comparable or larger size where the proposed system has been installed and is in current operation. Offerors are encouraged to include additional references that they believe the Evaluation Committee would find helpful in thoroughly evaluating their past performance. Note: At Submittable, we take great pride in our client's privacy. Prior to reaching out to our references please contact Soroush Sedigh, Enterprise Account Executive (soroush.sedigh@submittable.com). Client: Council for Native Hawaiian Advancement Name: Lisa Victor Title: Director Email: lisa.victor@spirehi.com DescriptionofProject: This is a public/private partnership between the county and CNHA. Services include the platform to enable processing applications for all of the county's COVID and CARES act funding, custom automation, Funds Distribution for the processing and issuing of payments for rental and utility assistance and mortgage assistance, and end-to-end project management. Client: State of Montana Department, Governor's Office of Economic Development Name: Angie Nelson Title: Senior Budget Analyst Email: angie.nelson@mt.gov DescriptionofProject: Software for managing the State of Montana's ARPA funding, including the Governor's Health Care Workforce Recruitment Program, ARPA Workforce Training Grant, and State Capital Projects. Additional services include custom review automation, custom reports, and project management. Name: Maryland Department of Education Title: Nicole Obregon Email: nicole.obregon@maryland.gov DescriptionofProjec t: Submittable provided an end-to-end turnkey solution for Maryland State Department of Education’s BOOST grant program. Solution included outward facing portal and application, tailored review process including automated document parsing and review, bulk award workflow, and compliance reporting. 2.5TechnicalSpecificationsandFunctionalRequirements Provide a detailed narration of the technical specifications and functional requirements of the proposed technology solution. The offeror shall complete the mandatory checklist in the Evaluation Criteria section 3.10. Any system functionality/capabilities discussed must be currently available in the version of software being proposed for County implementation. Provide 8 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD detailed information about any hardware or third-party products that are necessary for any system functionality/capabilities discussed. Table2-MandatoryRequi rementsMandatory Requirements Yes No Notes Hypertext Transfer Protocol Secure (HTTPS). Yes Yes, Submittable fully supports these requirements. Compatibility across browsers: Chrome (Windows, Mac, and Android); Firefox (both Windows and Mac); Microsoft Edge; Mobile Safari (iOS); and Safari (Mac). Yes Yes, Submittable fully supports these requirements. ADA Compliance: WCAG 2.0 levels A and AA. Yes Yes, Submittable fully supports these requirements. A copy of our WCAG can be provided as an attachment. Ability to quickly exit the program at any point, auto saving an incomplete record. Yes Yes, Submittable fully supports these requirements. Ability for program to run without error when data connection drops and to auto reconnect and update when connection is available again. Yes Yes, Submittable fully supports these requirements. Tech support is required during R&D’s normal operation business hours of 7:45 AM HST to 4:30 PM HST, Monday through Friday, excluding State and County holidays. Yes Submittable offers tech support via email, phone and chat from 9:00 a.m. to 5:00 PM MST. The County will retain ownership of the data and it can be exported in its entirety at any time needed. Preferable export format for data is CSV and XLS; preferable export format for documents is PDF. Yes Yes, Submittable fully supports these requirements. Below is a list of innovative features and functionalities that Submittable’s GMS platform offers that government clients have routinely utilized to streamline their grant-making efforts. You will find automations that save staff time, unique tools that provide deep levels of security and protection of County assets, and functionalities that innovative programs are putting to use across the country. UserRoles: The Submittable platform can be used by three types of users/stakeholders. 9 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Administrators Your team and employees will run their programs from start to finish on one centralized solution. They can launch, manage and measure their program all on the same platform. There are user permission levels based on the level of account access desired by your team. Applicants Applicants will have the best, user-friendly experience. They can be individuals or organizations and can collaborate with their team in real-time, save progress, and upload any kind of file. If they need help, our technical support is there to support them. Reviewers Reviewers can review assigned grant applications, which could include yes/no voting or more extensive feedback, and be able to communicate effortlessly among the team or with the applicants. There are multiple permission levels available for your reviewers as well. Many grant software offers external users a cumbersome format, little guidance on how to develop an application, and lacks the features that lead to successful applications. When applicants struggle to submit grants, programs suffer, and funding is reallocated or completely eliminated. Our out-of-the-box features support end-user applicants throughout their application, leading to higher utilization rates and higher client satisfaction with our customers. When applicants run into challenges, we are the only grantmaking solution offering technical support for applicants and users. As the County of Hawaii knows too well, there are many steps in the Grant Management Process. Here is a high-level overview of Submittable’s grant management lifecycle. 10 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD In the planning phase, we will complete a project management kick-off with your team to ensure a successful rollout and software adoption. See section 6.3 for more on this. We also are able to provide services such as: ● Change management planning ● Internal controls evaluation ● Risk assessment ● Project impact assessment CollectApplications GranteePortal: With Submittable, you will be able to create a branded applicant portal that’s mobile-friendly, easy for your applicants to use and collects exactly the information you need. You can host open grants or any application programs within the portal. On this portal, you can have branding, program information, and direct links to each open grant application. Submittable’s application can also be embedded into existing and future web pages created by the County. All this can be done self-service by your staff or Submittable can provide this service on your behalf. Below is an example of a Grantee Portal that the state of Montana created for their Workforce Recruitment Program. You can see that applicants are first greeted with Guidelines and Requirements to be eligible for the program. Then applicants can submit for the program or if you wish, first fill out an eligibility form to make sure that they meet the minimum requirements to not waste the applicant or your time. 11 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Here is an example of how R&D can host all grant opportunities on a single portal for grant seekers to apply. 12 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD CreateApplication As a solution that was purpose-built for managing large grant programs, Submittable offers an unmatched user interface with intuitive form-building capabilities that require no coding experience and can stand up a new grant program in a manner of weeks rather than months. Our average time for users to launch a program is under three weeks, and this timesaving will allow program managers to focus on what matters to the County of Hawaii rather than struggling with burdensome software or manual processes. To ensure that our users can quickly create, customize and launch effective grant programs we have developed an easy-to-use form builder that requires no coding to launch a program. Our solution offers users the ability to drag and drop a variety of questions, radio buttons, and both 13 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD long and short answers as well as adjust the requirements of applicants. This allows program managers the flexibility to launch a program at any time right out of the box. FormFieldTypes As of today we currently have 21 different form fields that can be added to build your application— including tables, banking details, charity checks, Social Security Number/ITIN and many more. Administrators can provide documents and request file uploads. Currently, we accept over 70 file types for our File Upload field - including audio, video, and specialty file types. Calculating budget worksheets is currently not supported but is on our public-facing 2023 roadmap. On any form field administrators can use the conceal response feature to keep specific information in submissions hidden from reviewers and collaborators. By default, the submitter’s name, email address, SSN/ITIN, and cover letter are automatically concealed. As an administrator, you can conceal any field that could cause unfair bias from reviewers. EligibilityForm Submittable’s Eligibility Forms divert ineligible applicants (individuals or businesses/organizations) while allowing eligible applicants to move forward immediately. The Eligibility Form allows for a more efficient process, promotes transparency for applicants, and saves everyone time. The form will include the required questions that all applicants must answer. If an applicant’s answer makes them ineligible, they will receive a custom message describing why. Applicants who fulfill the eligibility form and are eligible for the program will advance to the Initial Application Form, where they can create a Submittable account and then complete their application. 14 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD ApplicationSubmission A first-time applicant will be prompted to create a free Submittable account by entering their name, email and creating a password as shown below. Many organizations use an eligibility screen before asking applicants to create an account. Once the applicant has passed the eligibility screen (if applicable) and signed in, they will be able to view the grant application. You will not need to worry about having to accept or deny applicants into the Submittable system. They will have an account with Submittable but their grant application can still be reviewed before decisions are made. If you would like administrators to have the same credentials as internal systems, this can be accomplished through API integrations. 15 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Submittable applications will auto-save every few seconds, so applicants don't need to worry about losing their work. At any time, applicants can return to saved drafts that have not yet been submitted by logging into their accounts. Below is an example of an individual’s account experience; the portal shows draft and submitted applications for that applicant: We understand the need for teams to work together on applications. When teams work together applications are stronger, projects are better developed and programs are used to their full potential. Our solution offers applicants the ability to log in individually (no sharing of login credentials) and work together on one application, combining their resources to develop better applications. Applicants will be able to invite colleagues, sub-recipients or even staff to collaborate on applications using our collaboration tool. Inviting collaborators is as easy as clicking a button on the application: 16 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Submittable applications allow applicants to attach over 70 documents and multimedia, including text, art, audio, video, and specialty file types. This will facilitate the uploading of proposals, budgets, and performance measure documents. Once the application has been submitted, the applicant will receive both an onscreen confirmation and an email notifying them of their success. The applicants can track the progress of their application(s) through the Submitter portal. In case of a mistake or quick edit, an applicant can request that the administrators open the submission for editing. Administrators can re-open an application with one click: ApplicationTracking As the applicant's submission goes through each status, they will receive customized automated status updates emails. In the applicant's Submission list, they will have full transparency as to where their application is in the process. Submissions are marked with the following status: 17 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD ○ Received: Your submission has been successfully sent to the organization and is in a queue or being printed and read outside the Submittable system. ○ In-Progress: Your submission has been received and additionally handled in a review process. ○ Declined: Your submission has been declined. ○ Accepted: Your submission has been accepted. ○ Completed: Your submission has been processed and is no longer being considered. Note: Some organizations prefer to use this status for situations and prefer not to "Decline" remaining submissions. ○ Withdrawn: Your submission has been withdrawn from consideration. ○ Editable: Your submission is open for editing. Make your edits and resubmit it. FraudPrevention IdentityVerification Unfortunately government grants invite fraudulent actors. Submittable has a few options to help automate the identification of individuals and organizations that are not what they say they are. The first is our built-in Identity Verification Software (IDV) meant for individual applicants. Submittable is proposing the use of our Identity Verification software to ensure the security of your grant programs. IDV is a process that will validate a government-issued photo ID (10,000 types supported across 190 countries) and then match the photo to an applicant's selfie taken at the time of application. Acceptable IDs include a Government issued ID card, Passport, Residence Permit, or Driver's license. The addition of the IDV will help obtain information that will help determine the risk of identity fraud among applicants, apply extra scrutiny where necessary, and also ensure funds are not misappropriated. The success rate of identifying fraudulent actors through IDV’s face match is 99.25% and the Global False Decline Rate is 0.24%. This added level of security will ensure that you are deploying funds to the grantees that need support, and not fraudulent applicants. Third-PartyVerification Upon request we can also set up third-party verification for your business needs. Within 2023, we will be releasing EIN/UIN/SSN verification features. More on this in our product roadmap section in 6.3 ProgramManagement ApplicantTrackingApplicationStatus Submittable's award-winning grant management software makes it easy to track the application status for both the applicant and staff. Either party can easily log in to their browser-based account by logging in at: https://manager.submittable.com/login. 18 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Applicants will be able to see applications they’ve submitted for any other grant they’ve applied for using Submittable. With over 20 million users on the Submittable platform so far, there is a good chance that many of the applicants have used our platform for other grants, awards, or Covid relief programs and the status of all applications submitted will be shown. Each employee with an administrative login account to Submittable will be able to see each applicant's status, run custom reports, and move applicants between stages. This transparency allows you to see a top-level view of the program or dive into the details of each application. As the deadline approaches, administrators can use Submittable’s draft reminder feature to view how many people have begun an application, but who have not yet applied. This feature allows the agency to send these would-be applicants a custom written message with any relevant information about the form (e.g., “We are extending your deadline...”) or simply remind them to complete their application before the form deadline arrives. ReviewApplications Submittable offers simple thumbs up, thumbs down voting in addition to complex reviews including scoring fields. This process can be self-service or full-service. In the self-service option, each agency will be able to create custom review forms that address each funding opportunity’s merit-based criteria. Submittable review forms can be customized just like the primary form. Below is a screenshot of the customizable review form builder: Submittable has five permission levels that allow agencies to add evaluation team members to the platform based on the level of access. Permission levels go from level one for e.g., external representatives to level five, full access for program managers. Administrators can assign internal and external team members to review in bulk and randomize 19 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD assignments. Reviewers can be auto-assigned to specific forms when the form is submitted. Random assignments may also be set up. Concealed reviewing can be built into any form to prevent bias. Submittable's multi-stage review allows organizations to automatically assign groups of reviewers when an application is moved to a given stage. Manual assignments to applications are also available should an ad hoc assignment be needed. AutomatedReview Submittable’s Automated Review & Automated Scoring allows clients to handle the review and scoring of applications when human scoring would be too difficult due to the volume of applications being reviewed. Automated Review and Automated Scoring can follow the same scoring rubric that a human would follow and calculate it in a matter of seconds. The capabilities of Automated Scoring & Review are: ● Review a huge volume of applications quickly: When the time demand on your staff is impossible to meet, outsourcing review to technology makes it possible to run robust programs quickly. ● Reduce fraud and human error: Technology isn’t subject to natural human error, and by cross-referencing vast third-party databases, it can catch fraud with considerably heightened accuracy. ● Build in manual spot-checks for peace of mind: Incorporate redundancies, such as human validation of a subset of applications, so you can move forward confidently. ● Automate a complex process: From performing calculations to applying scores, to movement between stages, automate your workflow across a huge volume of applications. ● Avoid misappropriation of funds: By allowing you to more easily identify and reduce fraud, Automated Review can help your organization avoid the messy and often irreversible misappropriation of funds. ● Maximize impact with better decisions: Apply automated scoring based on your own business logic to let the best applications naturally filter to the top—leading to better decisions in record time. 20 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Decision Communicationwithapplicants: Embedded within the Submittable platform are CRM tools that allow users to directly communicate with applicants, set and replicate automatic reminders and send templated emails through mail-merge style messages that can be tailored to fit individual needs. The primary tool for communicating with applicants is the messaging feature. Through the Submittable built-in messaging feature, program administrators can send, receive and track correspondence from applicants. All communication with the applicants will be auditable via the Messages tab. Award Upon the development of award packages, these agreements will be integrated with the payment method via DocuSign and include the package in the acceptance email with our built-in DocuSign integration. This will ensure that all grant communication is kept in a centralized system. All executed documents will be available via each agency’s secure DocuSign account. 21 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Grant recipients will be able to review and accept the award package via DocuSign. Further message exchanges with applicants will be viewable and trackable within the Submittable platform. The Messages tab allows for easy communication about a unique submission without having to search through offline emails exchanged outside the Submittable platform. 22 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD FundsTracking: With Submittable's budget tracking tool, level 5 administrators can record and track your organization's fund distribution to applicants. Everything about the Funds tool is designed to make the process of awarding and distributing funds easy and transparent. You can verify the dollar amount available in a specific fund or check the giving capacity of the whole organization. In addition to the ability to track funding, all data that is displayed through the funds’ dashboard can be downloaded and reported on through Submittable’s built-in reporting tools. Reimbursement Submittable’s additional forms will help agencies decrease the time period between expense submission and reimbursement to sub-recipients by employing additional forms. These forms 23 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD can be sent ahead of time and alert the recipients of delivery, which allows recipients to process requests faster. Submittable’s Funds Tracking and Advanced Reporting software will be used to track awards and monitor reimbursements. Submittable also offers clients the ability to pay awardees through our platform “Funds Distribution”. If in the future you would like to use our Funds Distribution software, we can easily turn the capability on, though it is not a part of our RFI response. FundsDistribution Submittable can pay awardees in over 200 countries, in 150+ native currencies in 48 hours or less. Funds Distribution blends product and service, giving you the quickest and easiest way to disburse funding to awardees. Here’s how it works: ● Award funds to applicants in Submittable using the Funds feature. You determine the amount and the cadence. ● When you’re ready to send payment, simply select the new “Send Funds Now” button. ● Submittable will get funds to awardees swiftly and securely, through our partnerships with trusted payment vendors. ● Submittable handles communication and any questions that may arise from awardees. ● Submittable will provide regular reports on payment disbursement progress. ● Payment vendors satisfy tax requirements, including sending 1099s to awardees when applicable. ProgressReports/CaseNote s: Within Sumibttable administrators can create case notes and create progress reports all within the platform. Administrators can use Submittable additional forms to send out requests and requirements to grantees to track program and course outcomes. Closeout Having all your data in one place will make it easier for your closeout activities including expenditure tracking, document validation, document compilation, and audit-preparedness. 24 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD SSO: Submittable supports SSO with SAML. Org team members sign in with the org's existing identity provider (IdP), and can then be seamlessly added to the org's Submittable team, with no additional sign-ins required. Our single sign-on feature integrates with any identity provider that supports SAML. Some popular identity providers that support SAML are Microsoft Azure, OKTA, CAS, Shibboleth, SecureAuth, and OneLogin. 2.6Implementation,ProjectManagement,TrainingandOn-GoingSupport The offeror should thoroughly describe, in the form of a narrative, its plan and specific tasks demonstrated against a timeline for implementation following contract award along with project management, training, and on-going support activities. Offerors are required to provide the following information: 1. Offerors shall provide a narrative discussion of the conceptual plan, strategies, and methodologies of the proposed system and/or software. Offerors are encouraged to offer creative alternatives. Response: Submittable's partner first approach to the R&D grant programs would be to work closely with your team, assuming the shared responsibility of developing a workflow that will deliver funding to applicants in an easy-to-use, secure and timely manner that is also trackable and reportable. Submittable takes a collaborative approach and purpose-oriented work methodology to guarantee the success of all grant programs we support. We begin with a review and deep understanding of the goals and objectives of the program to then define the workflow, tasks, and personnel required to go above and beyond in delivering the outcomes expected by The Commission. Submittable has successfully executed similar programs for economic development organizations in Hawaii and throughout the country and would apply well-honed best practices and recommendations to the R&D’s programs to help ensure a smooth and compliant end-to-end process that values equity and integrity. We will work with the County of Hawaii R&D Staff to rapidly develop and build the application process for applicant success in terms of ease of use, functionality, and accessibility. We will offer human-to-human technical and program support that can often make the difference between successful application completion for marginalized and underserved populations. Ultimately, Submittable is committed to providing an approach and methodology that aligns with the intended and desired outcomes communicated by R&D. We are deeply passionate about doing our part in supporting the County and we will do everything in our power to ensure program success and deliver results that will make a difference to the County. 25 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2. Offerors shall provide a narrative discussion of services to be provided by the offeror, either directly or indirectly through affiliated offices and/or otherwise. Particular attention should be given to those services and special expertise that are unique to your organization. Response: Our team at Submittable understands that Software is only as good as the services that support it, from pre-sales through implementation and transition. We pride ourselves on our ability to deliver our platform through our world-class professional services team that will support the County in all aspects of the process. Below is a draft plan which encompasses the services we offer in collaboration with our software solution. Deliverable1:ProjectImplementationPlanandStatusReports Our team at Submittable understands the importance of developing and adhering to an implementation plan and how integral this step is to project success. We will work together with R&D internal teams to establish a plan that ensures a successful Submittable launch, as well as the knowledge and documentation to maintain and iterate on programs as needed moving forward. Submittable takes a consultative and collaborative approach to implementing work. We will work together with organization staff to establish programs and processes to not only ensure a successful launch of program initiatives in the platform but that they can confidently maintain and iterate as needed moving forward. A consultative approach means that Submittable Implementation will be asking questions, and providing considerations, recommendations, and resources where desired and appropriate to yield the results the organization is after. Time Commitment: Recommendations for Success We recommend at least one one-hour meeting with the designated Implementation Specialist (s) a week. For larger teams, tight timelines, new programs and processes, and/or thorough review and post-acceptance stages, we may suggest meeting more often to ensure we meet project timelines and objectives. 26 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD There will be a need for your team to complete deliverables outside of these regularly scheduled meetings. How much time is dependent on your current program documentation and organizational readiness. To begin the implementation planning phase our team will provide R&D staff with an “Implementation Success Checklist”. We recommend reviewing the Preparing for Implementation Success checklist and consolidating materials very early in the process to ensure the smooth delivery of services and to help prevent a strain on internal resources and time. StatusReports: Submittable understands that effective communication is critical during the implementation process to ensure a successful outcome. To this end, we provide regular status updates to our clients throughout the implementation process. These updates keep everyone informed about the progress of the implementation and any issues that may arise. Submittable's implementation team typically communicates with clients through a variety of channels, including email, phone, and video conferencing. We provide regular status reports that detail the tasks completed, the tasks still outstanding, and any issues that need to be addressed. These reports are typically sent weekly or bi-weekly, depending on the phase of the implementation. During this time your implementation team will be readily available to answer any questions that may arise and provide additional support as needed. This specialist serves as a single point of contact throughout the implementation process, helping to ensure that communication is streamlined and efficient. SampleProjectPlan This plan is subject to change based on the program’s timeline, program staff availability, the complexity of the project and solution, and the availability of finalized program assets. As a plan is developed, Submittable will create a GANTT Chart that corresponds to all steps of the planning process. Weeks one and two of the project will be used to plan and validate the project solution and collect necessary assets. A Submittable Implementation Specialist will evaluate program needs, program impact goals, and team preferences at the project kickoff. The Project team will agree on a regular meeting cadence and other ways of working to maintain project momentum and keep a pulse on any risks as they arise. Further meetings to solidify the program application forms, and approach will take place as needed to inform any building. An Implementation Specialist will begin building the application and process with the assets provided by the customer. A Customer Success Engineer will begin working on custom work such as Custom CSS and installing tracking pixels as appropriate and desired, and develop proofs for R&D approval. Weeks two and three will be used to show proof of concept, test, and receive feedback on the initial project build. A Project Manager will also review any outstanding assets, risks, and/or other blockers that may impact overall implementation of the project and timeline. 27 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD An Implementation Specialist will make the necessary edits to the program process. If an automated review of applications is taking place, a Submittable Technical Engineer will finalize scripts based on form updates to begin user acceptance testing. By the end of week three, custom work will be applied, a final version of the application form is available to show and tell with the organization, in addition to completing user acceptance testing, and a go/no-go meeting will take place to determine if the program is ready for launch. Week four will entail launching and training program staff to manage their team and workflow within the platform. The Implementation Specialist will provide workflow resources, such as written workflow documents and video guides, as necessary and desired. Weeks five through ten will consist of regular meetings to continuously monitor application intake, and support tickets, and review process questions or concerns. Implementation Specialists will work alongside program staff to assist with reporting needs. In weeks ten through eighteen Your Implementation Specialist will work with program staff to finalize the details on the project and execute the transition-out plan and closeout. Deliverable2:BusinessNeedsAnalysis Submittable will employ a series of tools and practices to understand the full scope of the County of Hawaii R&D’s needs and subsequently provide a complete Requirements Validation Report. This report will include strategies and best practices that will inform the technical design of a R&D program within the platform, and final Functional Design documentation to facilitate implementation and adoption. In addition to this report, the following tools will be utilized to conduct the Business Needs Analysis: ChangeManagementAnalysis/Planning ● Conduct Current State (CS) Assessments of Grant Management Lifecycle for all Agencies. ● Review and document of the grant management system workflow as it relates to the people and processes. ● Document desired Future State (FS) Grant Management Lifecycle InternalControlsAnalysis To adequately assess the control environment and ensure the presence of proper internal controls, Submittable will first complete a gap analysis to understand where deficiencies may lie. ● Pre-Onboarding Survey and Program Questionnaire ● R&D will answer a survey to identify data points and language, such as demographics, that should be consistent across all programs for easy data consolidation and analysis for audits. ● R&D implementation will begin with a Program Questionnaire to gather granular program details, priorities, anticipated challenges, and impact/ needs that will inform the buildout of the process in the platform. R&D will also provide a working or final draft of the proposed content they wish to include in their application, along with any other supporting documents, such as review criteria and rubrics. ● The pre-onboarding survey will be integrated into the initial change management assessments. 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD ProjectOnboarding/KickoffMeeting During the Project Kickoff Meeting, we will further explore project objectives and finalize the project charter. The team will establish a shared understanding of the project implementation plan and deliverables, as well as agree to systems for organizing and tracking assets to meet delivery requirements. Deliverable3: ConfigurationandCustomization Information gathered in the Program Questionnaire will allow Submittable Implementation To recommend strategies, workflows, and solutions (including integrations and automation, where applicable) that address the specific program needs and priorities. With the conclusion of the application feature configuration, the team will support the finalization of all project activities and ensure all scope requirements have been met and completed to formally complete the project or phase. Deliverable4: SystemTesting Prior to System Testing a Submittable the Submittable Implementation team will build out the application process on behalf of the agency, including eligibility requirements, a primary application, review forms, review workflow, and response templates. The Implementation Specialist will present completed work to the client in phases to provide an opportunity to allow feedback, as well as collect and track edits per agile best practices to ensure all change management is accounted for in the final deliverable. ● Submittable will allow for User Acceptance Testing (UAT) at the completion of each phase of the pilot buildout, as well as present and demo the final deliverable for the agency’s final approval before go-live and/or deployment. ● Submittable will implement a pilot phase whenever possible but have found the User Acceptance Testing (UATs) within the live account with dummy submission data is sufficient 80% of the time to ensure confidence that all workflows and working as designed and intended. UserAcceptancetestingsteps: Submittablewillallow ● Quality Assurance testing ● Training (end user and ‘train the trainer’) ● Go-Live Implementation ● Final Implementation documents UserAcceptancetesting Survey changes to the external business environment (e.g., regulations, technology, geopolitical, market), and assess and prioritize impact on project scope/backlog based on changes in external business environment 29 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Assess organizational culture and evaluate the impact of organizational change to the project and determine required actions BetaandUserAcceptanceTesting Submittable Implementation Team will work with required administrators to test out the following within Submittable: ● Software functionally ● Grant application workflow, including the reviewer and administrator experiences ● End user experience BetaTesterTraining/Train-theTrainer User Feedback Solicitation will be leveraged in the further development of training material and workflow process reengineering. Evaluate training sessions to inform the People Manager Plan. The People Manager Plan will ensure the roles of communicator, liaison, advocate, resistance manager, and coach are visible and effective. ● Review and assess efficiency in adoption across iterations Deliverable5: SystemImplementation ImplementationPackageRecommendation Submittable recommends a Deluxe Implementation, our largest available offering, with up to 40 total hours of implementation (which is inclusive of non-client facing hours to build, test, and train staff on the elements of one project from the application to post-acceptance process) over a 120-day window. During implementation, your implementation team will provide detailed feedback on all implementation steps. Your Submittable Implementation Specialist will draft a workflow document that tracks: ● Stages of the application cycle- any review information (assignments, review type, threshold/criteria to move to next stage) ● Filters ● Tasks and responsibilities (on or off-platform) associated with that stage of the application cycle can be recorded. This is meant to be a living, breathing document that guides end-users through their process and responsibilities comprehensively. Alternatives could be a decision tree, or spreadsheet depending on agency preferences. Additionally, we will support the development of a Grants Management Lifecycle Operations Manual aligned with the testing and training outcomes in the planning and execution phases. This will become the standardized manual used across all relevant departments within R&D and will provide current and future users the tools they need to successfully utilize Submittable. 30 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Training: As the system is implemented trainers will work virtually with internal users and administrators to develop a project, test the project and successfully launch, while recording trainings and meetings so that they can be used at future dates. In addition to these tools our website hosts a comprehensive help site with thousands of articles/videos. Submittable Technical Support is available via email, phone, and chat to all administrators on accounts. Email is available to the submitters. Users may also access the Submittable Help Library and are invited to monthly webinars (recordings of which are hosted on the Submittable website). Deliverable6: AnnualOngoingDeliveryofServices Submittable's commitment to providing exceptional service does not end after implementation. We offer a robust support system in place to ensure that our clients continue to receive reliable and effective solutions. Submittable's support team is always available to address any concerns or issues that clients may have. We will provide ongoing training and support to help R&D maximize the use of the platform and achieve program goals. Moreover, we constantly update our software and add new features to enhance the user experience and improve the platform's functionality. These updates are rolled out seamlessly, ensuring that clients do not experience any disruption in their operations. We also provide regular reports and analytics to help clients track their progress and identify areas for improvement. ReallocationofResources/TransferofOwnership The team will identify key stakeholders that will own continuous change management reinforcement plans. ProjectCloseout At this point, we will complete a project closeout plan and transition-out plan that will fully deliver the solution to R&D staff, and hand off responsibilities to our account management team. Our customer support staff will be available to answer any potential questions from both internal users as well as applicants and will be available via chat, email as well as phone. We also maintain a robust FAQ page on our website, have hundreds of “how to” articles and videos, and regularly welcome our customers to join in webinars and conferences that are hosted by thought leaders in the grants management space. 3. Offerors shall provide a narrative description of implementation plan upon award of contract, and a plan for project management through hand over of the system and/or software. Response: Upon the award of the contract, Submittable will kickstart a comprehensive implementation plan, integrating key components to facilitate a smooth and efficient transition. Access to GuideCX will be granted, serving as a centralized hub for collaborative project management. This will encompass a detailed transition plan, clearly outlining milestones, deadlines, and objectives, ensuring transparency and alignment with your organization's specific goals. 31 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Our implementation strategy incorporates the provision of live training sessions, ensuring an interactive and tailored learning experience for your team. These sessions will be recorded, allowing for on-demand access to training materials in the future. This dual approach caters to various learning preferences, offering flexibility for ongoing training and reference. The transition plan will be intricately crafted to accommodate the unique needs of your organization, addressing specific requirements and potential challenges that may arise during the implementation process. As part of our commitment to a comprehensive implementation, Submittable will pre-build reports and forms, expediting the system's readiness for use. This pre-built foundation is designed to streamline the setup process, reducing implementation timelines and optimizing overall efficiency. Throughout the implementation journey, our dedicated support team will remain readily available to address any issues or challenges promptly. Coupled with regular check-ins and milestone reviews, this collaborative approach ensures a smooth project management process from initiation through the successful handover of the system and/or software. Submittable strives not only to meet contractual obligations but to exceed expectations, delivering a robust and user-friendly system that seamlessly aligns with your organization's unique objectives. 4. Offerors shall describe the services that are available to ensure successful implementation and ongoing utilization of the products and services proposed by the offeror such as publicizing the system to customers, organizing support infrastructure and processes, consulting on content set-up and management, etc. Response: Submittable is committed to ensuring the successful implementation and ongoing utilization of our platform, offering a suite of services designed to support every aspect of the process. Each account is assigned a dedicated account manager who serves as a single point of contact, providing personalized assistance and guidance. This ensures that our clients have a direct line of communication for any inquiries, support needs, or consultations. Post-sales, our account executives engage with clients to guarantee they derive the maximum benefit from the platform. This includes a thorough understanding of your unique requirements and goals, along with continuous consultation on content setup and management. We go beyond the transactional aspect of sales to establish a lasting partnership, aligning our services with the evolving needs of your organization. Submittable supports successful implementation by publicizing the system to customers, fostering awareness, and organizing robust support infrastructure and processes. Our comprehensive approach is designed to create a seamless experience, from the initial stages of implementation to the long-term utilization of our products and services. We pride ourselves on 32 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD delivering not just a platform but a collaborative and supportive partnership that grows with your organization. Lastly, Submittable strives to be more than a software provider, and serves as a thought leader in the grantmaking space. We routinely host podcast episodes, webinars and forums with leaders in the grantmaking space as well as offer a robust FAQ page on our website with over 1000 articles about the platform. 5. Offerors shall include the steps that will be undertaken to identify and resolve any issues or problems before, during, and after the implementation. Response: Submittable places a paramount emphasis on proactive issue identification and resolution throughout the entire implementation process. The journey begins with an in-depth assessment, surveying existing practices and engaging in a detailed meeting with the dedicated implementation specialist. This comprehensive approach ensures a thorough understanding of current grantmaking processes. Following this assessment, a meticulously developed implementation work plan outlines the steps and milestones, which are communicated through GuideCX. This collaborative platform serves as a portal for implementation, providing transparency to the R&D team with real-time updates, deadlines, goals, and objectives. To address potential issues before go-live, a User Acceptance Testing (UAT) session is conducted. During this phase, Submittable staff collaborates closely with R&D teams to test forms, reports, and incorporate feedback into the process. This interactive testing ensures that any identified issues are promptly addressed, aligning the system with the specific needs of the organization. The standardized and well-documented steps, shared with R&D staff at the onset of implementation, serve as a proactive framework for identifying and resolving issues. We reserve professional services time to be utilized after you go live to assist with any challenges that may arise and to make any changes to the platform that may be required. Continuous communication channels, facilitated by GuideCX, allow for immediate feedback and adjustments, ensuring a smooth and issue-free transition. Post-implementation, Submittable remains committed to ongoing support and issue resolution, ensuring that the system continues to meet and exceed the expectations of the organization. 6. Offerors shall provide resumes and experience narratives for key personnel who will be working with the County for the implementation and ongoing support services to be provided by the offeror, if awarded the contract. The experience narratives should include relationship with the offeror, including job title and years of employment with the offeror, role to be played in connection with the proposal, relevant certifications, and experience. Response: 33 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD ClientExecutive: SoroushSedigh LinkedIn: https://www.linkedin.com/in/soroush-sedigh/ soroush.sedigh@submittable.com Years with Submittable: 1.5 Soroush will serve as your point of contact during the sales process to answer any questions you may have about the product and services, provide a live demo of Submittable and work alongside R&D staff to ensure there is alignment with the platform and R&D needs. Post sales Soroush will work closely with R&D staff to share new products, updates on the Submittable platform and help maximize your use of Submittable. ProjectManager: TrindaRieck,ImplementationSpecialist LinkedIn: https://www.linkedin.com/in/trinda-rieck-085191b7/ trinda.rieck@submittable.com Years with Submittable: 4 During your onboarding and implementation, Trinda will be the point of contact for all activities. She will assist with intake assessments, developing a work plan that fits the needs of R&D, and working with the team to develop an understanding of the platform and ensure alignment with the R&D’s needs. Trinda has worked with Submittable for over 3 years and has assisted with the largest implementations that we have offered. She is skilled at communication and developing innovative client-focused solutions that enable your team to do their best. SolutionsEngineer: AliWadood LinkedIn: https://www.linkedi n.com/in/wadoodali/ ali.wadood@submittable.com Years with Submittable: 1.5 The solutions engineer for the R&D will be Ali Wadood. Ali is a government-focused solutions engineer supporting multiple state and local projects. He is experienced in solutions architecture and data architecture with 4+ years in a SaaS project management role with a focus on Solution Design. He has worked with teams that have successfully launched multiple applications for Fortune 500 companies across all verticals including local Government, Manufacturing, Fleet Management, and Human Resources. Ali will work with your team during the demo phase of the project and ensure that all needs of the R&D team are addressed and included in the platform AccountManager: LaurenOlson LinkedIn: https://www.linkedin.com/in/lauren-olson-montana/ lauren.olson@submittable.com Years with Submittable: 3 Lauren Olson will work with R&D staff as the account manager, providing support after implementation and working closely with staff to make sure that all future Submittable needs are being met. Post-implementation, Lauren will provide insight into potential areas of improvement and support the growth within the Submittable platform. Lauren has provided these services to Submittable foremost government clients and key strategic accounts. 34 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Resumes for key project staff have been included as an attachment. 7. Offerors shall describe the acceptance testing process for the implementation and operations of the proposed system and/or software. The plan should document the acceptance testing approach, resources and/or tools that may be used to validate the functions and features of the proposed solution. Include an example test plan that is representative of the structure, content, and level of detail planned for the proposed implementation. The plan shall individually address each system component that comprises the proposed solution, approach for load testing, and number of people to be involved in testing. Response: Submittable's acceptance testing process for the implementation and operations of the proposed system is meticulously designed to ensure a robust and reliable solution for our clients, designed for governmental entities. Our approach incorporates comprehensive testing on live instances, coupled with a consultative approach, prior to the system going live and accepting applications. We will work alongside R&D staff to ensure that all functionalities of the system are operating in accordance with plan prior to going live. AcceptanceTestingA pproach: Our acceptance testing plan begins with a thorough understanding of R&D’s specific requirements. We create a customized test plan that addresses each system component individually, ensuring that every function and feature aligns with the outlined objectives. This approach allows us to validate the proposed solution's capabilities comprehensively. ResourcesandTools: Submittable employs a range of cutting-edge resources and tools to facilitate acceptance testing. From automated testing tools to manual testing processes, we deploy a combination of methods to ensure the accuracy, reliability, and performance of the system. This comprehensive testing approach is essential for identifying and addressing any potential issues before the system goes live. ExampleTestPlan: Our example test plan mirrors the structure, content, and level of detail planned for the proposed implementation. It outlines a systematic testing process for each system component, providing clear documentation of test cases, scenarios, and expected outcomes. Load testing is incorporated to assess system performance under varying conditions, ensuring scalability and reliability. TestingInvolvement: Submittable's acceptance testing plan involves a dedicated team of skilled professionals who specialize in testing procedures. The number of people involved in testing is tailored to the complexity and scope of the proposed solution. This collaborative effort ensures a comprehensive evaluation of the system's functionality and performance. 35 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD By conducting acceptance testing on live instances, along with rigorous user review, Submittable aims to provide R&D with a thoroughly validated and reliable submission management solution. Our commitment to delivering a system that meets and exceeds expectations is exemplified through this comprehensive testing approach, assuring the County of Hawaii of a seamless and dependable implementation. 8. Offerors must provide a description of training for power users, technical administrators, and general users of the system. The description must include how the offeror will work with the County to determine training needs and tailor the curriculum; the methods by which training will be provided; and what kind of training will be provided at what stage/phase of the project as well as follow-up training after implementation. Response: Embracing a new Grants Management System (GMS) is a substantial investment, and Submittable is committed to ensuring that your team receives the best training support throughout the entire process. Our team of seasoned professionals starts by conducting a thorough assessment of your Research and Development staff to understand their current skill set and requirements. Subsequently, we tailor training modules specifically for your organization, addressing the unique needs of power users, technical administrators, and general users. Throughout the implementation phase, our trainers engage virtually with internal users and administrators, guiding them through project development, testing, and successful launches. To further enhance the learning experience, all training sessions and meetings are meticulously recorded for future reference. Our approach is not just about initial training; it encompasses continuous support with follow-up training sessions after implementation. Additionally, Submittable's website hosts a comprehensive help site containing a wealth of articles and videos. We understand the importance of customized support, and if needed, we can create specific FAQ pages corresponding to R&D’s grant programs. Our commitment is to empower your team with the knowledge and skills needed to maximize the benefits of the new system, ensuring a smooth transition and ongoing success in grant management. 2.7SystemReportingandDataIntegration The offeror must describe the proposed systems’ data reporting capabilities and the format(s) in which generated reports can be downloaded. The proposed system must have a reporting capability for R&D to use for purposes of real-time program status monitoring, and for program impact reporting purposes. Response: Submittable reporting tools provide users the ability to show program utilization, ensuring that leaders are able to share the stories of their programs and work with legislators to show program efficacy and impact. Your constituents want to know that their money is being well spent, and Submittable provides the tool to showcase your work through our reporting options. 36 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Dashboard: The Dashboard report provides an overview of your programs including a graph of the number of submissions over time and graphs of submissions by status and label. Impact Reports: Submittable's Impact Report automatically aggregates qualitative and quantitative data from across all applications in a single program into graphs to give you an easy way to see the impact of your program. Graphs can be toggled to display data in a pie chart or bar chart. All graphs can be exported. Submittable also provides high-level information about the completion rate of the application form and the most skipped questions. as it allows you to create custom reports from data across one or more programs. Advanced Reports: This feature includes the ability to create pivot tables, graphs, and run calculations directly on the data collected from application forms in your Submittable account. Reports can be exported in many formats including .pdf, .xls, and .csv. Additionally, reports can be named and saved in Submittable and are automatically refreshed every day. Data Export: There are multiple ways to export data out of Submittable. Our data export tools allow you to pull all data from a selection of submissions, or you can customize the report to only include specific data from across your program, including application data and review data. Data can be exported as a .csv and can be saved in the platform. 37 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Our reporting tools can be customized to meet the needs of the County and allow users to quickly find the information needed for all programs that are entered into the system. 2.8SystemDocumentation The offeror shall (1) describe and provide a sample of the documentation provided to facilitate system implementation; (2) describe and provide a sample of the System Administrator documentation; and, (3) describe how system documentation is provided (e.g., online, hard copy, etc.) for the initial implementation as well as future updates and releases. Response: Submittable employs GuideCX as our primary implementation documentation tool, ensuring a streamlined and transparent process for system implementation. Our documentation is comprehensive, providing detailed guidance to facilitate a smooth transition for your team. Screenshots of Guide CX are included below this section. For System Administrator documentation, Submittable offers detailed guides that empower administrators to effectively manage and optimize the system. These materials are crafted with clarity and specificity to ensure administrators have the necessary tools for seamless system administration. Our documentation is provided online through GuideCX, offering a dynamic and easily accessible platform for initial implementation and subsequent updates and releases. This approach allows for real-time collaboration, quick access to information, and the ability to track changes and enhancements over time. By utilizing GuideCX, Submittable ensures that our system documentation remains up-to-date, easily navigable, and readily available for our clients throughout the entire lifecycle of our partnership. 38 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 39 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 40 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.9CostProposal The offeror shall provide a proposed budget broken out by each of the major products and tasks showing the total direct costs and all other costs associated with the services provided (services and/or software, website subscription, indirect costs and overhead), and the required amount of State general excise and use taxes. Costs should be identified as deliverables-based or recurring for system licensing and administration; and personnel costs should be disaggregated for project management, system design and build-out, testing, training, and/or system maintenance, as applicable. The offeror shall provide a listing of hourly rates for project personnel that shall be used for direct labor costs. The offeror shall submit a Products and Services Schedule, grouped by major product categories, of the products and services offered by that offeror which consists of an item number, item description and the County’s maximum price for each product or service. Such schedule shall be established and maintained as an exhibit of the agreement between the County and the selected offeror upon award of contract. 41 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Response: Cost Detail Responder Name: Submittable Holdings, Inc. A responder must complete and upload this Price Schedule with its solicitation response. Responders MAY supplement their pricing response with additional documentation. Insert additional pricing options with additional features if available. Responders should submit pricing in the table below for their standard product license that meet the specifications set out in Attachment E of the RFP . Please provide volume discounts if available. Software License Annual Fees Tier 2 Government Subscription $62,500 total annual cost (as standard, annual subscription fee 200 team seats and up to 4,000 grant applications processed). Hosting / Maintenance $0.00 (included in annual subscription fee) Implementation, Training, and Support Cost (one-time, non-recurring) Deluxe Implementation $0.00 (included at no cost in Tier 2 Government Subscription, normally $17,500 as a standalone offering) Quality Assurance Testing $0.00 (part of deluxe implementation package) Training $0.00 (part of deluxe implementation package) Platinum Support $0.00 (included at no cost in Tier 2 Government Subscription, normally $9,600 as a standalone offering) Integrations (not included in license cost) Cost to Build / Annual Maintenance Cost ERP Integration $42,500 one-time configuration cost / $26,000 to maintain 42 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD GIS Integration $42,500 one-time configuration cost / $26,000 to maintain Ancillary Personnel (if required) Hourly Costs / (scope) Professional Services $250.00 / hr (integrations, data import, custom work, etc.) Project Management $45 / hr (program oversight, continuous training, etc.) Submittable Tier 2 Government Subscription pricing shown in table above includes everything outlined below. Software Features: ● Unlimited Team Seats and 4,000 grant submissions ● Multi Round Custom Review Workflows ● Additional Forms and Request Forms ● Advanced Reporting Dashboard ● Impact Reporting Dashboard ● Funds Tracking Dashboard ● 501c3 charity check via Guidestar ● SAM.gov integration ● DocuSign Integration ● SSO (optional) ● Collaborative Drafts ● Gallery View ● USPS Address Verification ● API Access ● Organizational Portal ● Reimbursement Workflow ● Zapier Integration ● Auto Labeling of Applications ● Reference Forms ● Embedded Table Form Fields ● Embedded Video Support To R&D: ● Platinum Organizational Support - 2 HR SLA via Phone, Email, Chat 2.10LicenseandOn-GoingServiceandSu pportAgreements 43 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.10.1LicenseAgreement The offeror shall submit a representative license agreement for use of the proposed system.The current number of estimated R&D users is 35. The license agreement shall not limit the number of R&D users. Response: A copy of our Terms and Conditions and SLA has been provided as an attachment. 2.10.2On-GoingServiceandSupportAgreement The offeror shall submit a copy of the equipment and software service and support agreement. The following information shall be provided in the offeror’s proposal: a. Describe in detail the warranties provided by you or the manufacturer, both hardware and software for the technology proposed. Response: Submittable is a cloud hosted SaaS solution. Please refer to our Terms and Conditions which has been provided as an attachment for warranty information. b. Provide information on the coverage times, warranty period, covered services and replacement requirements, etc. Response: Submittable is proposing our Platinum Support to meet the needs of the R&D program which includes a 2 hour SLA on all support requests. c. The offeror must provide point(s) of contact and escalation procedures for problems and issues which may arise. Describe the support and service levels available and the escalation process, including response times. Response: Submittable offers four (4) different levels of support (Silver, Gold, Platinum and Enterprise) and is proposing platinum support for the County. Platinum support includes support via phone, email and chat–guaranteeing a two (2) hour time to first response from 9a-5p MST. All support is U.S. based, and over 80% of support requests are resolved on the first contact. Support inquiries that must be escalated follow a standardized escalation process that ensures prompt resolutions. d. Describe Help Desk assistance and technical support available to County staff 24/7 as emergency events can happen at any time and the support must be available as events are occurring. Response: Submittable offers support via phone, email and chat to our customers with standard support hours of 9:00 a.m. to 5:00 p.m. MST, Monday through Friday. Additionally, Submittable offers support for applicants via email, greatly reducing the time commitment of County staff in responding to applicant technical questions. 44 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD e. Describe what other types of problem resolution support are available, including research tools, documentation, reports, and error handling processes. Response: In addition to our help desk and live, U.S. based support, Submittable offers a robust online FAQ library with thousands of articles, webinars and other valuable information about how to operate the platform. Additionally, we assign every customer with an account manager, and account executive, that will conduct quarterly business reviews and ensure that you are maximizing your use of the Submittable platform. f. For major software upgrades, describe how often upgrades are released, how upgrades are defined, developed, tested, and released, how customers are notified and educated about the upgrade. Describe the decision process on how new features and functions become included in the product. Response: Submittable is dedicated to providing a seamless experience for our users, and our approach to software upgrades is designed to ensure continuous improvement and innovation. Major upgrades are released periodically, and each release undergoes a meticulous process, including definition, development, and rigorous testing to guarantee stability and functionality. Our decision-making process for incorporating new features and functions is customer-centric. We actively engage with our user community to gather insights and feedback, which play a crucial role in shaping the development roadmap. Regular communications, including notifications and educational resources, are employed to keep customers informed about upcoming upgrades. Additionally, our dedicated account manager assigned to your organization ensures timely sharing of news and updates, including details about new product releases, to facilitate a smooth transition and optimize the utilization of enhanced features. This collaborative and transparent approach reflects our commitment to delivering a cutting-edge platform that evolves in tandem with user needs and technological advancements. g. Will software upgrades, or other maintenance windows, impose a service disruption on the system? If so, discuss frequency and duration of the service disruptions. Describe the timing and notification process for any planned system maintenance outage. Response: No, upgrades to not require downtime. We release updates daily to all customers and notify customers of changes after they are deployed. We post a list of changes at https://submittable.help/en/collections/185651-release-notes. We've deployed secure and robust methods of deployment that allow us to update the software daily during business hours with little to no impact and no downtime. We spin up new application servers and migrate traffic to them before de-provisioning the old servers. In the unlikely case that downtime is necessary, customers are notified in advance from within the application and/or by email. 45 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2.11OfferMaterialandAdditionalInformation Use this section to include any information you would like the County to take into consideration when evaluating your proposal (e.g., white papers, testimonials, other publications, etc.). Submittable offers the industry’s leading SaaS solution for government grantmaking needs. While it is easy to gain an understanding of our platform through our RFP response, we strongly encourage you to to view the attached government grants video that provides an overview of how our platform can help R&D and the County modernize their platform. https://www.submittable.com/thank-you-enjoy-your-demo/?video=Government Additionally, we have an extensive list of happy customers that have utilized our platform. The following link will take you to our customer case studies and can provide a better view of how our program is supporting government agencies as well as economic development organizations. New Bedford Economic Development Case Study: https://www.submittable.com/customer-stories/new-bedford-economi c-development-council/ Submittable Case Studies: https://www.submittable.com/customer-stories/ 46 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD RESUMES DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Contact 5109364110 (Mobile) aliwlexus@gmail.com www.linkedin.com/in/wadoodali (LinkedIn) Top Skills Customer Service Customer Satisfaction Sales Languages English (Native or Bilingual) Hindi (Native or Bilingual) Certifications BMW Genius Ali Wadood Enterprise Solutions Architect @ Submittable Bellevue, Washington, United States Summary Ten years of sales experience. Driven to deliver what's expected day to day and monthly along with improving team performance through innovative sales techniques. I offer thoughtful, comprehensive and constructive feedback to clients and staff members to promote productivity and company loyalty. I am prideful in working with others towards understanding the true form of their needs. Fulfilling them by utilizing an approach that solidifies that their need, is unique and they will gain the full support of the organization I'm with and myself. In my spare time, I'm an avid writer - my poetry has been published twice and more is on the way! I also love seeing 10k hit my step counts daily! Being in motion along with the time I spend with loved ones is priceless to me. Connect to learn more about me, or how I can help understand your career or staffing needs! Experience Submittable Enterprise Solutions Architect September 2022 - Present (6 months) Bellevue, Washington, United States Esper Solutions Architect January 2022 - June 2022 (6 months) Bellevue, Washington, United States Enterprise mobile device management, DevOps Support enterprise sales team with discovery, demo, and client training conversations. ▪ Evaluating prospect environment, current state and future goal planning. Page 1 of 4 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD ▪ Supporting cloud integrations, assisting in issues related to cloud support, API, or stack failures. ▪ Technical documentation to prospects for change management support. ▪ Securities integrations, network and account support. Firewall troubleshooting. ▪ SSO / SAML/ OAuth/ OIDC support ▪ Device validation and testing (Android, AOSP, x86, Point of Sale {POS Device}, Peripherals {Printers, Scanners}) ▪ User Acceptance Testing / Systems Architecture Build ▪ JIRA Ticketing - Kanban board AgileOne Solutions Architect January 2021 - December 2021 (1 year) Bellevue, Washington, United States AgileOne designs and develops global workforce and procurement solutions for Fortune 1000 companies. Our focused and consultative approach provides solutions that streamline business processes and deliver efficiencies to human resources, procurement, and suppliers. Whether our customers are looking for programs to manage their flexible or direct hire workforce, or integrating technologies to capture and manage suppliers across an organization, we customize solutions that deliver cost savings, risk mitigation, vendor management, employment alternatives, and industry best practices. AppleOne Employment Services 2 years 8 months Business Development Manager August 2020 - December 2020 (5 months) Greater Seattle Area Account Executive December 2019 - July 2020 (8 months) Greater Seattle Area Act-1 Rookie of the Year 2019 Star of the Month, April 2019 6-Time Hometown Hero Awardee Qualified for Founders’ Club 20 #1 in TGP Rookies, Company-wide FY2019 Staffing Consultant Page 2 of 4 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD February 2019 - November 2019 (10 months) Staffing Associate May 2018 - January 2019 (9 months) Greater Seattle Area Apple Product Specialist September 2019 - December 2020 (1 year 4 months) Bellevue, Washington, United States RANDYS Worldwide Automotive Territory Sales Manager October 2017 - April 2018 (7 months) Everett, Washington Ooma, Inc. Inside Sales Representative July 2016 - October 2017 (1 year 4 months) Newark, CA Tesla Motors Inside Sales Representative July 2015 - February 2016 (8 months) Fremont, California AutoNation Product Specialist November 2013 - June 2015 (1 year 8 months) Mountain View, California Educating clients on new and pre-owned BMW automobiles. Assisted sales staff with their clients by teaching them about their vehicle and performing a full delivery. A delivery consists of pairing the clients cellular device to the vehicle and teaching them various pieces of technology offered in their BMW. Accredited BMW Genius. Fully trained on all products including the "i" line (BMW electric variant.) Additionally responsible for scheduling "Encore" services to bring back new vehicle owners for a secondary walk through of their vehicles within the first 90 days of ownership. Sears Outlet Stores, LLC Sales Lead Page 3 of 4 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD May 2011 - May 2013 (2 years 1 month) Hayward, CA Responsible for leading and training sales staff in order to achieve company goals. Excelled in product knowledge in the appliance industry. Annual sales in calendar year of 2012 $987,000. Responsible for all procedures in the store. Opening, closing, and managing the registers per nights worked. Consistent high customer satisfaction remarks noted and accessible for viewing through Sears Outlet portals. Also responsible for managing shipping manifests and bills of lading upon new product shipment. Directed and assisted delivery staff to handle new merchandise and coordinate the staff on where the product is meant to be. Responsible for client delivery accuracy. Making sure the delivery source was in direct contact with the store to track item progress from our store to the warehouse and ultimately the customers home. Education California State University-East Bay Business, Management, Marketing, and Related Support Services · (2011 - 2015) Page 4 of 4 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Contact www.linkedin.com/in/trindarieck-085191b7 (LinkedIn) Top Skills Event Management Management Marketing Trinda Rieck Implementation Specialist at Submittable Missoula County, Montana, United States Experience Submittable 3 years 4 months Implementation Specialist September 2020 - Present (2 years 6 months) Missoula, Montana, United States Account Renewal Specialist November 2019 - Present (3 years 4 months) Missoula, MT Sales Actively Seeking Employment June 2020 - September 2020 (4 months) Blue Mountain Clinic Family Practice Director of Development October 2014 - October 2019 (5 years 1 month) Big Sky Brewing Company Sales and Event Manager June 2004 - October 2014 (10 years 5 months) Education University of Montana Bachelor of Business Administration (BBA), Marketing Page 1 of 1 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Contact laurenolson85@gmail.com www.linkedin.com/in/lauren-olsonmontana (LinkedIn) Top Skills Editing Social Media Proofreading Certifications 11 to 17 Junior Tennis PTR Certification 10 and Under Tennis Certificate in Publishing Lauren Olson Account Manager at Submittable Missoula, Montana, United States Summary Experience Submittable Account Manager April 2021 - Present (1 year 11 months) Missoula, Montana, United States MT Alpha Cycling Association Board Treasurer May 2016 - Present (6 years 10 months) Missoula, Montana Area MT Alpha is an organization committed to bike awareness, women in the sport of cycling, and community outreach. Through trail maintenance, skills clinics, event volunteering, sponsorship, and racing, we support the growth and development of cycling in our community. United States Tennis Association Montana 8 years 9 months Executive Director June 2016 - April 2021 (4 years 11 months) Missoula, Montana Area • Represent the United States Tennis Association in Montana by promoting, developing, and servicing tennis programs and establishing strong relationships with 1500 individual members and 80 organizations. • Administer a budget of $150,000, while supervising 1-2 employees and 20 contractors. Leagues Coordinator April 2014 - June 2016 (2 years 3 months) Missoula, Montana Area Page 1 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD • Followed up with 800 league customers to renew memberships and generate $70k in annual revenue. • Pioneered a searchable player database in Excel to improve the customer experience. Enabled players to contact each other, increasing team registration by 30%, and saving staff 10+ hours of recruitment-related emails a week. • Managed customers and mediated conflicts between players for 8 state-wide events with 1600 participants. Program / Schools Coordinator August 2012 - April 2014 (1 year 9 months) • Conducted 50+ out-bound cold calls and 100+ personalized emails weekly to track prospects. Led discovery conversations and partnered with national sales and field marketing teams to organize workshops for grade levels K-5 at county schools. Trained over 100 after-school program leaders on how to start a tennis program. PEAK Racquet Club Assistant Tennis Professional January 2014 - March 2020 (6 years 3 months) Missoula, MT 10 and Under Tennis Coach PTR professional certifications in 10 and Under and 11 to 17 Children's Museum Missoula Grants & Outreach Manager April 2012 - April 2014 (2 years 1 month) Missoula, Montana Area • Wrote a grant proposal that secured a 6-figure amount to hire a full-time development director. • Led a team of 3 employees allowing for a company-wide rebranding within 6 months instead of the projected 12. Missoula Midtown Association Staff Assistant & Parade Coordinator November 2011 - July 2012 (9 months) Browne & Miller Literary Associates Assistant to the Agents January 2008 - June 2011 (3 years 6 months) Page 2 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Model People Culture Blogger June 2008 - December 2010 (2 years 7 months) Northwestern University Writing Consultant at The Writing Place January 2005 - June 2007 (2 years 6 months) Agate Publishing intern 2007 - 2007 (less than a year) StoryQuarterly intern 2006 - 2006 (less than a year) Education Northwestern University Bachelors, Concentration in Writing · (2003 - 2007) Page 3 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Contact oliverarmandomika@gmail.com www.linkedin.com/in/olivermika-64414194 (LinkedIn) Top Skills Software as a Service (SaaS) Account Management Complex Sales Oliver Mika Enterprise Client Success Manager Seattle, Washington, United States Experience Submittable 1 year 7 months Enterprise Client Success Manager July 2022 - Present (1 year 2 months) Bellevue, Washington, United States Enterprise Account Manager February 2022 - July 2022 (6 months) Seattle, Washington, United States GrowthWheel International Inc. 4 years 10 months Team Leader for Client Relations March 2020 - February 2022 (2 years) Brooklyn, New York, United States Client Relationship Manager May 2017 - March 2020 (2 years 11 months) Brooklyn, NY -Managing Global Sales, including assisting our Danish and South African offices with quotes for our African and Scandinavian Clients. -Responsible for strategizing comprehensive call schedules to equally focus on prospective Clients who are from the Americas, Caribbean, greater Mediterranean, and elsewhere around the world. -Nurturing relationships with existing clients and maintaining their licensed status. -Co-host of our open introductory webinars, given bi-weekly. -Keynote speaker at trade shows and conferences for new releases and updates to the platform. -Assistant in Marketing for upcoming trade shows & campaigns -Sales analyst, responsible for putting together and presenting monthly sales reports to the company; yearly sales reports to the board. SYNERGY CONSTRUCTION MANAGEMENT LLC Project Coordinator Page 1 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD April 2016 - May 2017 (1 year 2 months) Manhattan, New York -Responsible for keeping every project on schedule by coordinating with our 70+ sub-contractors -Making sure all materials are delivered on time -Keeping track and documenting all phases of each project from start to finish, making sure each sub-contractor is on site exactly when we need them and to confirm timely execution for each project phase. -Communicating with the Architectural and Structural Engineering team ensuring all materials are approved and matches what they require in their blueprints. HAYES Sales Associate July 2015 - April 2016 (10 months) Greater New York City Area -Responsible for managing all current client accounts in my territory (NYC proper) -Management of existing client needs, including picking up or scheduling equipment repair -Grow our client list to double its current numbers -Host educational sessions on how to maintain one's Dental equip. and avoid excessive repair fees -Responsible for invoicing and enforcing our payment policy, making sure all clients are paying on time -Proper knowledge of all Dental terminology, types of dentistry, and up to date on all equipment and cutting edge technology. -To sound like a Dentist when I am speaking to one. Exemplifying knowledge and a desire to learn about my clients as a means of earning their trust. Education University of Washington Bachelor of Urban Studies, Sustainable Urban Development · (2012 - 2014) Pratt Institute Certification in Geographic Information Systems (GIS), Data Management · (2016 - 2016) University of Amsterdam Page 2 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Urban Planning, City/Urban, Community and Regional Planning · (2013 - 2013) Page 3 of 3 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD TERMS OF SERVICE DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD SubmittableCustomerTermsofService This Submittable Customer Terms of Service (“TOS”) is by and between Submittable Holdings, Inc., a Delaware Corporation with offices located at 101 E. Front St, Suite #500, Missoula, MT 59802 (“Submittable”) and the person or entity who executed the Order Form (“Customer” or “You”). This TOS is effective as of the date You executed the Order Form. Submittable and Customer may be referred to collectively as the “Parties” or individually as a “Party.” 1. Acceptance of the TOS. The TOS governs Your access to and use of Submittable’s Services. Please read this TOS carefully before You start to use the Services. By using the Services or by executing the Order Form, You accept and agree to be boundandabidebythisTOS. If You do not want to agree to this TOS, You must not access or use the Services. The Services are offered and available to users who are 18 years of age or older. By using the Services, You represent and warrant that You are of legal age to form a binding contract with Submittable and that You have read, understood, and agree to be bound by this TOS. If You agree to this TOS on behalf of an entity, You represent that You have the authority to bind such entity to this TOS. If You do not meet all of these requirements, You must not access or use the Services. 2. Additional Definitions. In addition to terms defined throughout this TOS, the following terms have the following meanings: “AuthorizedUser” means Customer’s employees, consultants, contractors, and agents (a) who are authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this TOS; and (b) for whom access to the Services has been purchased under this TOS. “Customer Data” means all information, data, and other content, in any form or medium, that is processed by Submittable on behalf of Customer under or in connection with this TOS, whether supplied by Customer, an End User, or otherwise, and all intellectual property rights in the foregoing. Customer Data includes reports generated by the Services based on previously existing Customer Data. Customer Data does not include Resultant Data or Submittable IP. “Documentation” means any documents or materials that Submittable provides to Customer in any form or medium and which describe the functionality, components, features, or requirements of the Services or Submittable IP. “End User” means a natural person or entity utilizing the Services to submit or transfer End User Data to Customer via the Services. “End User Data” means all information, data, and other content, in any form or medium, that is submitted, transferred, transmitted, or otherwise sent, directly or indirectly from an End User by or through the Services that is processed by Submittable on behalf of Customer under or in connection with this TOS. “Order Form” means the provisions for Customer’s purchase of the Services which Customer shall execute to purchase the Services and is incorporated here by reference. “Resultant Data” means data and information related to Customer’s, an Authorized User’s or an End User’s use of the Services that are used by Submittable in an aggregate and anonymized manner and only in accordance with this TOS. “Services” means the software-as-a-service described in the Order Form. “Submittable IP” means the Services, the Documentation, and any and all intellectual property that are provided or used by Submittable or any Subcontractor or Sub-processor in connection with the Services or this TOS or otherwise comprise or relate to the Services or Submittable’s information technology infrastructure and all intellectual property rights in any of the foregoing. Submittable IP includes Resultant Data, but does not include Customer Data. “Third-Party Materials” means materials and information, in any form or medium, including any open-source or other software, documents, data, content, specifications, products, equipment, or components of or relating to the Services that are not proprietary to Submittable. 3. Access and Use. 3.1. Provision of Access. Subject to and conditioned on Customer’s and its Authorized Users’ compliance with the terms and conditions of this TOS, Submittable hereby grants Customer a non-exclusive, non-transferable right to access and use the Services during the Term. Customer must set up a Submittable account by selecting access credentials for Customer and its Authorized Users. Customer and its Authorized Users shall create platform logins and provide Submittable with certain registration Submittable Customer Terms of Service v1.4 Page 1 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-B B4E-96339250B3CD information, all of which must be accurate and updated as appropriate and comply with Submittable’s registration policies then in effect. The Order Form sets forth Fees for designated levels of usage, Authorized Users, number of seats, number of submissions, and the like (each a “ServicesAllocation”). Customer may not exceed any Services Allocation. 3.2. Documentation License. Submittable hereby grants to Customer a non-exclusive, non-sublicensable, non-transferable license to use the Documentation during the Term solely in connection with Customer’s use of the Services. 3.3. Use Restrictions. Customer shall not use the Services for any purposes beyond the scope of the access granted in this TOS and the terms and conditions of the Order Form. Customer shall not at any time, directly or indirectly, and shall not permit any Authorized Users to: (i) copy, modify, or create derivative works of the Services or Documentation, in whole or in part; (ii) rent, lease, lend, sell, license, sublicense, assign, distribute, publish, transfer, or otherwise make available the Services or Documentation; (iii) reverse engineer, disassemble, decompile, decode, adapt, or otherwise attempt to derive or gain access to any software component of the Services, in whole or in part; (iv) remove any proprietary notices from the Services or Documentation; (v) use the Services or Documentation in any manner or for any purpose that infringes, misappropriates, or otherwise violates any intellectual property right or other right of any person, or that violates any applicable law; (vi) bypass or breach any security device or protection used by the Services or access or use the Services other than by an Authorized User through the use of their own then-valid access credentials; (vii) input, upload, transmit, or otherwise provide to or through the Services any information or materials that are unlawful or injurious, or contain, transmit, or activate any harmful code; or (viii) damage, destroy, disrupt, disable, impair, interfere with, or otherwise impede or harm in any manner the Services. 3.4. Suspension or Termination. Submittable may suspend, terminate, or otherwise deny Customer’s, any Authorized User’s, or any other person’s access to or use of all or any part of the Services without incurring any resulting obligation or liability, if: (i) Submittable receives a judicial or other governmental demand or order, subpoena, or law enforcement request that expressly or by reasonable implication requires Submittable to do so; or (ii) (1) Customer or any Authorized User has failed to comply with any term of this TOS or the Order Form, provided Submittable has provided Customer prior written notice and provided a reasonable opportunity to cure; or (2) Customer or any Authorized User is, has been, or is likely to be involved in any fraudulent, misleading, or unlawful activities relating to or in connection with any of the Services (subclauses (i) or (ii) a “Services Suspension”). This Section does not limit any of Submittable’s other rights or remedies, whether at law, in equity, or under this TOS. Submittable shall resume providing access to the Services as soon as reasonably possible after the event giving rise to the Services Suspension is cured, if curable. 3.5. Submission Fees. Customer may not solicit credit/debit card information from End Users in any way other than utilizing Submittable’s built-in payment processing interface, including, but not limited to, the creation of custom form field entries. Customer will be charged Submittable’s expenses in processing such fees. Provided Customer is in breach of its payment obligations under this TOS, Submittable shall retain the fees received from an End User as an offset unless and until Customer becomes current on its payment obligations. 3.6. End User Entries. Customer agrees to act in good faith to uphold Customer’s policies and the promises made to End Users in connection with the Services. Where applicable, this requires that Customer act in good faith to review submissions, make awards, and refund fees where appropriate. Customer is solely responsible for the performance of Customer’s policies and promises to End Users. 3.7. Unethical Behavior. Customer may confidentially report unethical behavior concerning the use of the Services by contacting Submittable at: phone: (855) 467-8264, ext. 2; email: support@submittable.c om; mail: P.O. Box 8255, Missoula, Montana 59807. 3.8. Professional Services. Provided Customer has purchased additional professional services from Submittable (“Professional Services”) the terms of such services, including additional terms related to Fees and/or payment terms are set forth in a separate statement of work which is incorporated here by reference. If the Professional Services involve Submittable’s management of distributing Customer funds to recipients of such funds, ExhibitD shall be in effect, and each Party shall abide by its obligations. 3.9. Removal of Customer Data. Submittable may remove or disable any Customer Data (i) as permitted under this TOS; (ii) as required by applicable law; (iii) thirty (30) days after the Term; or (iv) upon Customer’s written request. Submittable Customer Terms of Service v1.4 Page 2 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 3.10. Resultant Data. Notwithstanding anything to the contrary in this TOS, Submittable may monitor Customer’s use of the Services and collect and compile Resultant Data. Resultant Data must be used in a manner where such use cannot reasonably lead to the identification of any Customer, Authorized User, or End User. Submittable may use Resultant Data for statistical and performance information, optimization information, debugging, feature development, performance analytics and optimization, and marketing insights or reports related to the provision and operation of the Services. 3.11. Submittable Access. Submittable has the right, but not the obligation, to monitor the Services, Customer’s, an End User’s, or Authorized User’s use of the Services, or Customer or End User Data to (i) determine compliance with this TOS, (ii) at Customer’s, an End User’s, or Authorized User’s request for technical support or otherwise, (iii) to satisfy any law or authorized government request; or (iv) ensure performance and security of the Services. 3.12. Changes to Services. Submittable reserves the right, in its reasonable discretion, to make any changes to the Services and Submittable IP that it deems necessary or useful to: (i) maintain or enhance: (1) the quality or delivery of Submittable’s Services to its customers; (2) the competitive strength of or market for Submittable’s Services; or (3) the Services’ cost efficiency or performance; or (ii) to comply with applicable law. 3.13. Subcontractors. Subject to the terms of the Data Protection Addendum set forth in Exhibit B (“DPA”), Submittable may from time to time in its discretion engage third-parties to perform Services (each, a “Subcontractor”). Submittable shall be responsible for the acts and omissions of any Subcontractor under this TOS. 4. Customer Responsibilities. 4.1. General. Customer is responsible and liable for all uses of the Services and Documentation resulting from access provided by Customer, directly or indirectly. Without limiting the generality of the foregoing, Customer is responsible for all acts and omissions of Authorized Users, and any act or omission by an Authorized User that would constitute a breach of this TOS if taken by Customer will be deemed a breach of this TOS by Customer. 4.2. Customer Systems and Cooperation. Customer shall at all times during the Term: (i) set up, maintain, and operate in good repair all Customer systems on or through which the Services are accessed or used; (ii) provide Submittable personnel with reasonable cooperation and assistance to enable Submittable to provide the Services and support to Customer; and (iii) provide reasonable cooperation and assistance as Submittable may reasonably request to enable Submittable to exercise its rights and perform its obligations under and in connection with this TOS. 5. Service Levels and Support. 5.1. Service Levels. Submittable shall use commercially reasonable efforts to make the Services available in accordance with the service levels set out in ExhibitA. 5.2. Support. The Order Form sets forth the designated levels of support (“SupportServices”), including the Fees payable by Customer for the levels of Support Services. Submittable shall provide the Support Services in material accordance with the Order Form. 6. Security and Privacy. 6.1. Submittable Security and Privacy Obligations. Customer, as data controller, grants to Submittable the right to process, transmit, store, use, or disclose Customer Data to the extent necessary to provide the Services to Customer and as otherwise expressly set forth in this TOS. In the performance of the Services, Submittable shall comply with the DPA. 6.2. Customer Control and Responsibility. Customer has and will retain sole responsibility for: (i) all Customer Data within its control, including its content and use; (ii) all information, instructions, and materials provided by or on behalf of Customer or any Authorized User in connection with the Services; (iii) the security and use of Customer’s and its Authorized Users’ access credentials; (iv) all access to and use of the Services directly or indirectly by or through the Customer systems or its Authorized Users’ access credentials; and (v) obtaining any applicable consents required by law from Authorized Users, End Users, or other individuals for Submittable to process Customer Data and End User Data. 6.3. Access and Security. Customer shall employ all physical, administrative, and technical controls, screening, and security procedures and other safeguards necessary to: (i) securely administer the distribution and use of all access credentials and protect against any unauthorized access to or use of the Submittable Customer Terms of Service v1.4 Page 3 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Services and any Professional Services; and (ii) control the content and use of Customer Data under Customer’s control. 7. Fees and Payment. 7.1. Fees. Customer shall pay Submittable the fees set forth in the Order Form (“Fees”) or as otherwise delineated or adjusted as set forth in this TOS. 7.2. Renewal Fees. The Fees applicable to each Renewal Term shall automatically increase to match Submittable’s then current list prices for similar Services, provided that in no event shall any such price adjustment exceed 15% of Submittable’s list prices for the same Services as of the effective date of this TOS (exclusive of any discount, rebate, promotion, or the like). 7.3. Taxes. Customer is responsible for all sales, use, and excise taxes, and any other similar taxes, duties, and charges of any kind imposed by any governmental or regulatory authority on any amounts payable by Customer under this TOS, other than any taxes imposed on Submittable’s income. 7.4. Payment. Submittable shall bill Customer by invoice. Customer shall pay all Fees on or prior to the due date(s) and on the terms set forth in the Order Form and in the applicable invoice. Customer shall make all payments in US dollars by payment method as agreed upon by the Parties. Customer shall make payments to the address or account specified in the Order Form or such other address or account as Submittable may specify in writing from time to time. Customer’s full payment per invoice is due within thirty (30) days of receipt unless otherwise specified in the Order Form or the applicable invoice. 7.5. Submission Fees. Should Customer collect fees from End Users, Submittable will collect a service fee of five percent (5%) of the total amount each End User pays plus ninety-nine cents ($0.99) for each time Customer charges an End User. Then Submittable will remit the remaining amounts paid by such End User to Customer. Submittable shall charge Customer actual expenses for remitting payment to Customer and shall be entitled to offset the fees due to Customer under this paragraph. 7.6. Late Payment. If Customer fails to make any payment under this TOS when due then, in addition to all other remedies that may be available: 7.6.1. Submittable may charge interest on the past due amount at the rate of 1.5% per month calculated daily and compounded monthly or, if lower, the highest rate permitted under applicable law; 7.6.2. Customer shall reimburse Submittable for all reasonable costs incurred by Submittable in collecting any late payments or interest, including attorneys’ fees, court costs, and collection agency fees; and 7.6.3. if such failure continues for ten (10) days following written notice, Submittable may suspend performance of the Services until all past due amounts and interest have been paid, without incurring any obligation or liability to Customer or any other person by reason of such suspension. 7.7. Payment Disputes. Customer shall notify Submittable in writing of any dispute with any payment request, along with substantiating documentation, within thirty (30) days from the date of the payment request. Customer will be deemed to have accepted all payment requests for which Submittable does not receive timely notification of disputes and shall pay all undisputed amounts due under such payment requests within the periods described in this TOS. 8. Confidential Information. From time to time during the Term, either Party may disclose or make available to the other Party information about its business affairs, products, confidential intellectual property, trade secrets, third-party confidential information, and other sensitive or proprietary information, whether orally or in written, electronic, or other form or media/in written or electronic form or media, and whether or not marked, designated or otherwise identified as “confidential” (collectively, “Confidential Information”). Customer Data is the Confidential Information of Customer. Confidential Information does not include information that, at the time of disclosure is: (a) in the public domain; (b) known to the receiving Party at the time of disclosure; (c) rightfully obtained by the receiving Party on a non-confidential basis from a third-party; or (d) independently developed by the receiving Party. The receiving Party shall not disclose the disclosing Party’s Confidential Information to any person or entity, except to the receiving Party’s employees who have a need to know the Confidential Information for the receiving Party to exercise its rights or perform its obligations under this TOS. Notwithstanding the foregoing, each Party may disclose Confidential Information to the limited extent required (a) in order to comply with the order of a court or other governmental body, or as otherwise necessary to comply with applicable law, provided that the Party making the disclosure pursuant to the order shall first have given written notice to the other Party and made a Submittable Customer Terms of Service v1.4 Page 4 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD reasonable effort to obtain a protective order; or (b) to establish a Party’s rights under this TOS, including to make required court filings. On the expiration or termination of the TOS, the receiving Party shall promptly return to the disclosing Party all copies, whether in written, electronic, or other form or media, of the disclosing Party’s Confidential Information, or destroy all such copies and, if requested by the disclosing Party, certify in writing to the disclosing Party that such Confidential Information has been destroyed. The parties incorporate by reference the whistleblower notice found in the Federal Defend Trade Secrets Act of 2016. See 18 U.S.C. § 1833(b). 9. Intellectual Property Ownership; Feedback. 9.1. Submittable IP. Customer acknowledges that, as between Customer and Submittable, Submittable owns all right, title, and interest in and to Submittable IP and, with respect to Third-Party Materials, the applicable third-party owns all right, title, and interest, including all intellectual property rights, in and to the Third-Party Materials. Submittable reserves all rights not expressly granted to Customer in this TOS. Except for the limited rights and licenses expressly granted under this TOS, nothing in this TOS grants, by implication, waiver, estoppel, or otherwise, to Customer or any third-party any intellectual property rights or other right, title, or interest in or to Submittable IP. 9.2. Customer Data. Submittable acknowledges that, as between Submittable and Customer, Customer owns all right, title, and interest in and to the Customer Data. Customer hereby grants to Submittable a non-exclusive, royalty-free, worldwide license to reproduce, distribute, and otherwise use and display the Customer Data and perform all acts with respect to the Customer Data as may be necessary for Submittable to provide the Services to Customer. 9.3. Feedback. Customer grants to Submittable a worldwide, perpetual, irrevocable, royalty-free license to use and incorporate into the Services any suggestion, enhancement request, recommendation, correction, or other feedback provided by Customer or Authorized Users relating to the operation of the Services. All such feedback is provided “as is” without warranty of any kind. 9.4. Marketing. Customer grants Submittable and its successors and assigns the perpetual worldwide right and license to use Customer’s business name, logo, information publicly available about Customer, Customer’s use of the Services, and affiliation with Submittable to advertise and promote Submittable and the Services in any and all media and by any and all technologies and means of delivery whether now or in the future known or devised, without further consent from Customer and without any royalty, payment, or other compensation to Customer, subject to Customer’s standard trademark guidelines Customer provides to Submittable. To opt out of the right and license granted in this paragraph, please email: license-opt-out@submittable.com. 9.5. Email Identifiers. Customer agrees that the Services may send automated emails to actual or potential End Users or Authorized Users. For example, the Services may send an automated email acknowledging an End User submission. For every such email, Customer acknowledges and agrees that Submittable may (i) add information and graphics that identify Submittable as the sender of the email; and (ii) add information and graphics that identify Customer. A redacted example of such an email is found at Exhibit C. 10. Representations and Warranties. 10.1. Submittable Representations, Warranties, and Covenants. Submittable represents, warrants, and covenants to Customer that Submittable will perform the Services and Professional Services using personnel of required skill, experience, and qualifications and in a professional and workmanlike manner in accordance with generally recognized industry standards for similar services and will devote adequate resources to meet its obligations under this TOS. During the Term of this TOS, Submittable represents and warrants to Customer that (i) the Services will comply with the material functionality described in the Documentation, this TOS, and the Order Form and that such functionality will be maintained in all material respects in subsequent upgrades to the Services; and (ii) the Professional Services will be in material conformity with all requirements or specifications stated in any applicable statement of work. Customer must promptly provide Submittable with a written notice that describes any deficiency in the Services or the warranties contained in this Section (including, as applicable, the service request number notifying Submittable of the deficiency in the Services). 10.2. DISCLAIMER OF WARRANTIES. EXCEPT FOR THE LIMITED WARRANTY SET FORTH IN SECTION 10.1, TO THE MAXIMUM EXTENT PROVIDED BY LAW, ALL SERVICES AND SUBMITTABLE IP ARE PROVIDED “AS IS.” SUBMITTABLE SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, AND ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE, OR TRADE PRACTICE. Submittable Customer Terms of Service v1.4 Page 5 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD WITHOUT LIMITING THE FOREGOING, SUBMITTABLE MAKES NO WARRANTY OF ANY KIND THAT THE SERVICES OR SUBMITTABLE IP, OR ANY PRODUCTS OR RESULTS OF THE USE THEREOF, WILL MEET CUSTOMER’S OR ANY OTHER PERSON’S REQUIREMENTS, OPERATE WITHOUT INTERRUPTION, ACHIEVE ANY INTENDED RESULT, OR BE COMPATIBLE OR WORK WITH ANY SOFTWARE, SYSTEM, OR OTHER SERVICES. ALL THIRD-PARTY MATERIALS ARE PROVIDED “AS IS” AND ANY REPRESENTATION OR WARRANTY OF OR CONCERNING ANY THIRD-PARTY MATERIALS IS STRICTLY BETWEEN CUSTOMER AND THE THIRD-PARTY OWNER OR DISTRIBUTOR OF THE THIRD-PARTY MATERIALS. 10.3. Customer Representations and Warranties. Customer represents, warrants, and covenants to Submittable that (i) Customer Data provided by Customer will not infringe, misappropriate, or otherwise violate any rights of any third-party, or violate any applicable law or other personal or proprietary right; and (ii) Customer owns all Customer Data or has obtained all permissions, releases, rights, or licenses required to use Customer Data to engage in Customer’s posting and other activities (and allow Submittable to perform its obligations) in connection with the Services without obtaining any further releases or consents. 10.4. Mutual Representations and Warranties. Each Party represents and warrants to the other Party that: (i) it is duly organized, validly existing, and in good standing as a corporation or other entity under the laws of the jurisdiction of its incorporation or other organization; (ii) it has the full right, power, and authority to enter into and perform its obligations and grant the rights, licenses, consents, and authorizations it grants or is required to grant under this TOS; (iii) the execution of this TOS by its representative whose signature is set forth at the end of this TOS has been duly authorized by all necessary corporate or organizational action of such Party; and (iv) when executed and delivered by both Parties, this TOS will constitute the legal, valid, and binding obligation of such Party, enforceable against such Party in accordance with its terms. 11. Insurance. During the Term, each Party must, at its own cost and expense, obtain and maintain insurance, in full force and effect, sufficient to cover each Party’s potential indemnity or reimbursement obligations under this TOS. 12. Indemnification. 12.1. Submittable Indemnification. 12.1.1. Submittable shall indemnify, defend, and hold harmless Customer from and against any and all losses, damages, liabilities, costs (including reasonable attorneys’ fees) (“Losses”) incurred by Customer resulting from any third-party claim, suit, action, or proceeding (“Third-Party Claim”) that (i) the Services, or any use of the Services in accordance with this TOS, infringes or misappropriates such third-party’s US intellectual property rights; (ii) result from allegation of facts that, if true, would constitute Submittable’s breach of any of its representations, warranties, covenants, or obligations under this TOS; or (iii) result from negligence or more culpable act or omission (including recklessness or willful misconduct) by Submittable in connection with this TOS. 12.1.2. If an infringement claim is made or appears possible, Customer agrees to permit Submittable, at Submittable’s sole discretion, to (A) modify or replace the Services, or component or part of the Services, to make it non-infringing, or (B) obtain the right for Customer to continue use. If Submittable determines that neither alternative is reasonably available, Submittable may terminate this TOS, in its entirety or with respect to the affected component or part, effective immediately on written notice to Customer. 12.1.3. This Section 12.1 will not apply to the extent that the alleged claim arises from: (A) use of the Services in combination with data, software, hardware, equipment, or technology not provided by Submittable or reasonably anticipated to be used in combination with the Services; (B) modifications to the Services not made by Submittable; (C) Customer Data (except for Losses accrued due to Submittable’s action or inaction related to Customer Data); or (D) Third-Party Materials. 12.2. Customer Indemnification. To the extent allowed by applicable law, Customer shall indemnify, hold harmless, and, at Submittable’s option, defend Submittable from and against any Losses resulting from any Third-Party Claim that Customer’s use of the Customer Data infringes or misappropriates such third-party’s intellectual property rights and any Third-Party Claims based on Customer’s or any Authorized User’s (i) negligence or willful misconduct; (ii) result from allegation of facts that, if true, would constitute Customer’s breach of any of its representations, warranties, covenants, or obligations under Submittable Customer Terms of Service v1.4 Page 6 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD this TOS; (iii) use of the Services in a manner not authorized by this TOS; (iv) use of the Services in combination with data, software, hardware, equipment or technology not provided by Submittable or reasonably anticipated to be used in combination with the Services; (v) modifications to the Services made by or on behalf of Customer; or (vi) materials or information (including any documents, data, specifications, software, content, or technology) provided by or on behalf of Customer or any Authorized User, including Submittable’s compliance with any specifications or directions provided by or on behalf of Customer or any Authorized User, provided that Customer may not settle any Third-Party Claim against Submittable unless Submittable consents to such settlement, and further provided that Submittable will have the right, at its option, to defend itself against any such Third-Party Claim or to participate in the defense thereof by counsel of its own choice. 12.3. Sole Remedy. THIS SECTION 12 SETS FORTH CUSTOMER’S SOLE REMEDIES AND SUBMITTABLE’S SOLE LIABILITY AND OBLIGATION FOR ANY ACTUAL, THREATENED, OR ALLEGED CLAIMS THAT THE SERVICES INFRINGE, MISAPPROPRIATE, OR OTHERWISE VIOLATE ANY INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD-PARTY. 13. Limitations of Liability. TO THE GREATEST EXTENT ALLOWED BY LAW, IN NO EVENT WILL SUBMITTABLE BE LIABLE UNDER OR IN CONNECTION WITH THIS TOS OR ITS EXHIBITS UNDER ANY LEGAL OR EQUITABLE THEORY, INCLUDING BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, AND OTHERWISE, FOR ANY: (a) CONSEQUENTIAL, INCIDENTAL, INDIRECT, EXEMPLARY, SPECIAL, ENHANCED, OR PUNITIVE DAMAGES; (b) INCREASED COSTS, DIMINUTION IN VALUE OR LOST BUSINESS, PRODUCTION, REVENUES, OR PROFITS; (c) LOSS OF GOODWILL OR REPUTATION; (d) USE, INABILITY TO USE, LOSS, INTERRUPTION, DELAY OR RECOVERY OF ANY DATA; OR (e) COST OF REPLACEMENT GOODS OR SERVICES, IN EACH CASE REGARDLESS OF WHETHER SUBMITTABLE WAS ADVISED OF THE POSSIBILITY OF SUCH LOSSES OR DAMAGES OR SUCH LOSSES OR DAMAGES WERE OTHERWISE FORESEEABLE. IN NO EVENT WILL SUBMITTABLE’S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS TOS OR ANY OF ITS EXHIBITS UNDER ANY LEGAL OR EQUITABLE THEORY, INCLUDING BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, AND OTHERWISE EXCEED THE TOTAL AMOUNTS PAID TO SUBMITTABLE UNDER THIS TOS IN THE ONE YEAR PERIOD PRECEDING THE EVENT GIVING RISE TO THE CLAIM OR $5,000.00, WHICHEVER IS LESS. THE FOREGOING LIMITATIONS APPLY EVEN IF ANY REMEDY FAILS OF ITS ESSENTIAL PURPOSE. 14. Term and Termination. 14.1. Term. The term of this TOS commences as of the effective date of this TOS and, unless terminated earlier pursuant to any of the TOS’s express provisions, will continue in effect until the date specified in the initial Order Form (the “InitialTerm”). 14.2. Renewal. Unless otherwise specified in the Order Form, and unless prohibited by applicable law, upon expiration of the Initial Term, this TOS and the Order Form executed contemporaneously with this TOS (as modified by the renewal Fee, above) shall automatically renew for additional successive terms of the same length as the Initial Term (or one year, whichever is greater), unless either Party provides written notice of nonrenewal at least ninety days prior to the end of the then-current term (each a “Renewal Term” and together with the Initial Term, the “Term”), or unless sooner terminated as provided in this TOS. If this TOS is renewed for any Renewal Term, the terms and conditions of this TOS during each such Renewal Term shall be the same as the terms and conditions in effect immediately prior to such renewal, subject to any change in the Fees during the applicable Renewal Term as set forth in the Fees Section of this TOS. If either Party provides timely notice of its intent not to renew this TOS, then, unless otherwise sooner terminated in accordance with its terms, this TOS shall terminate on the expiration of the then-current Term. 14.3. Termination. In addition to any other express termination right set forth in this TOS: 14.3.1. Submittable may terminate this TOS, effective on written notice to Customer, if Customer fails to pay any Fees, and such failure continues more than twenty (20) days after Submittable’s delivery of written notice to Customer; 14.3.2. Customer may terminate this TOS at any time, effective on written notice to Submittable; 14.3.3. Except as provided in subsection 14.3.1, either Party may terminate this TOS, effective on written notice to the other Party, if the other Party materially breaches this TOS, and such breach: (i) is incapable of cure; or (ii) being capable of cure, remains uncured thirty (30) days after the non-breaching Party provides the breaching Party with written notice of such breach; and Submittable Customer Terms of Service v1.4 Page 7 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 14.3.4. Either Party may terminate this TOS, effective immediately upon written notice to the other Party, if the other Party: (i) becomes insolvent or is generally unable to pay, or fails to pay, its debts as they become due; (ii) files or has filed against it, a petition for voluntary or involuntary bankruptcy or otherwise becomes subject, voluntarily or involuntarily, to any proceeding under any domestic or foreign bankruptcy or insolvency law; (iii) makes or seeks to make a general assignment for the benefit of its creditors; or (iv) applies for or has appointed a receiver, trustee, custodian, or similar agent appointed by order of any court of competent jurisdiction to take charge of or sell any material portion of its property or business. 14.4. Effect of Expiration or Termination. Upon expiration or termination of this TOS, Customer shall immediately discontinue use of the Services and Submittable IP, and Customer shall delete, destroy, or return all copies of Submittable IP and, upon Submittable’s request, certify in writing to Submittable that Submittable IP has been deleted or destroyed. Unless Customer terminates for Submittable’s material breach, all Fees that would have become payable had the TOS remained in effect until expiration of the Term will become immediately due and payable, and Customer shall immediately pay such Fees, together with all previously-accrued but not yet paid Fees. For thirty (30) days following any termination of this TOS or upon Customer’s request, at no additional cost to Customer, Submittable shall allow Customer or a third-party nominated by Customer to download any Customer Data, unless applicable law requires otherwise. 14.5. Survival. The sections dealing with Confidential Information, intellectual property, and any right or obligation of the Parties in this TOS which, by its express terms, nature, or context is intended to survive termination or expiration of this TOS, shall continue indefinitely and shall survive any termination or expiration of this TOS. 15. Miscellaneous. 15.1. Entire Agreement. This TOS, together with any other documents incorporated by reference and all related Exhibits, constitutes the sole and entire agreement of the Parties with respect to the subject matter of this TOS and supersedes all prior and contemporaneous understandings, agreements, and representations and warranties, both written and oral, with respect to such subject matter. 15.2. Notices. All notices, requests, consents, claims, demands, waivers, and other communications must be in writing and addressed to the Parties at the addresses that may be designated by the Party giving notice from time to time in accordance with this Section. All notices must be delivered by personal delivery, nationally recognized overnight courier (with all fees prepaid), facsimile, or email (with confirmation of transmission) or certified or registered mail (in each case, return receipt requested, postage prepaid). Except as otherwise provided in this TOS, a notice is effective only: (i) upon receipt by the receiving Party; and (ii) if the Party giving the notice has complied with the requirements of this Section. 15.3. Force Majeure. Except for the payment of Fees, in no event shall either Party be liable to the other Party, or be deemed to have breached this TOS, for any failure or delay in performing its obligations under this TOS (except for any obligations to make payments), if and to the extent such failure or delay is caused by any circumstances beyond such Party’s reasonable control, including but not limited to acts of God, flood, fire, earthquake, explosion, war, terrorism, invasion, riot or other civil unrest, strikes, labor stoppages or slowdowns or other industrial disturbances, pandemic, epidemic, or passage of law or any action taken by a governmental or public authority, including imposing an embargo. 15.4. Waiver. No waiver by any Party of any of the provisions of this TOS will be effective unless explicitly set forth in writing and signed by the Party so waiving. No failure to exercise, or delay in exercising, any rights, remedy, power, or privilege arising from this TOS will operate or be construed as a waiver of any of the foregoing, and no single or partial exercise of any right, remedy, power, or privilege will preclude any other or further exercise of the foregoing or the exercise of any other right, remedy, power, or privilege. 15.5. Severability. If any provision of this TOS is invalid, illegal, or unenforceable, such invalidity, illegality, or unenforceability will not affect any other term or provision of this TOS or invalidate or render unenforceable such term or provision in any other jurisdiction. Upon such determination that any term or other provision is invalid, illegal, or unenforceable, the Parties shall negotiate in good faith to modify this TOS so as to affect their original intent as closely as possible in a mutually acceptable manner in order that the transactions contemplated hereby be consummated as originally contemplated to the greatest extent possible. 15.6. Governing Law; Submission to Jurisdiction. This TOS is governed by and construed in accordance with the internal laws of the State of Montana without giving effect to any choice or conflict of law provision or Submittable Customer Terms of Service v1.4 Page 8 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD rule that would require or permit the application of the laws of any jurisdiction other than those of the State of Montana. Any legal suit, action, or proceeding arising out of or related to this TOS or the licenses granted under this TOS will be instituted exclusively in the federal courts of the United States or the courts of the State of Montana in each case located in the city of Missoula and County of Missoula, and each Party irrevocably submits to the exclusive jurisdiction of such courts in any such suit, action, or proceeding. 15.7. Assignment. Submittable may assign this TOS without written consent of Customer provided the assignment is pursuant to a merger, consolidation, reorganization, asset or stock sale provided the assignee remains fully liable under the terms of the TOS. Otherwise, neither Party may assign this TOS without the prior written consent of the other. No assignment, delegation, or transfer will relieve Customer of any of its obligations or performance under this TOS. Any purported assignment, delegation, or transfer in violation of this Section is void. This TOS is binding upon and inures to the benefit of the Parties and their respective successors and permitted assigns. 15.8. Export Regulation. Customer shall comply with all applicable federal laws, regulations, and rules, and complete all required undertakings (including obtaining any necessary export license or other governmental approval), that prohibit or restrict the export or re-export of the Services or any Customer Data outside the US. 15.9. Equitable Relief. Each Party acknowledges and agrees that a breach or threatened breach by such Party of any of its obligations under Sections related to Confidential Information, intellectual property, or, in the case of Customer, Sections related to Use Restrictions or Customer Control and Responsibility, would cause the other Party irreparable harm for which monetary damages would not be an adequate remedy and agrees that, in the event of such breach or threatened breach, the other Party will be entitled to seek equitable relief, including a restraining order, an injunction, specific performance and any other relief that may be available from any court, without any requirement to post a bond or other security, or to prove actual damages or that monetary damages are not an adequate remedy. Such remedies are not exclusive and are in addition to all other remedies that may be available at law, in equity or otherwise. 15.10. Attorneys’ Fees. To the extent allowed by applicable law, in the event that any action is instituted or commenced by either Party against the other Party arising out of or related to this TOS, the substantially prevailing Party is entitled to recover its reasonable attorneys’ fees and court costs from the non-prevailing Party. 15.11. Counterparts. This TOS may be executed in counterparts, each of which shall be deemed an original, but all of which together shall be deemed to be one and the same agreement. A signed copy of this TOS delivered by facsimile, email or other means of electronic transmission, as well as photocopies of such facsimile transmission or email correspondence (e.g., DocuSign) shall be deemed to have the same legal effect as delivery of an original signed copy of this TOS. Submittable Customer Terms of Service v1.4 Page 9 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD EXHIBITA SERVICELEVELAGREEMENT This Service Level Agreement (“SLA”) forms part of the TOS. Capitalized terms not otherwise defined shall have the meaning given to them in the TOS. Except as modified below, the terms of the TOS shall remain in full force and effect. 1. Additional Definitions. “Error” means a singular failure of the Services to perform in substantial conformity with the Documentation. “Incident” means a support request that begins when Customer contacts Submittable to report an Error and ends when Submittable Resolves the Error. “Resolve” means the provision of: (a) services that, in Submittable’s reasonable discretion, corrects the Error; (b) information to Customer that corrects the Error; or (c) information to Customer on how to obtain a solution that corrects the Error. “Response Time” means the time period for Submittable to acknowledge the submission of an Incident. Such period will commence on submission of the Incident and conclude upon first response by Submittable. “Severity Level 1” means any Error causing the Services not to operate and has a critical impact on Customer's business operations. “Severity Level 2” means any Error causing a lack of Services functionality and materially degrades significant aspects of Customer's business operations. “Severity Level 3” means any Error that impairs the performance of the Services but does not substantially affect Customer's business operations. “SeverityLevel4” means any Error that does not qualify as Severity Level 1, 2, or 3. “Target Resolution Time” means the target time period for Submittable to Resolve the Error or provide a workaround or other temporary fix. Such period shall commence on the submission of the Incident, and shall conclude when the Error is Resolved, and shall not include any time lapsed as a result of waiting for Customer’s input or responses to Submittable’s requests regarding the Error. 2. Incident Response Time. During the Term of the TOS, Submittable shall use best efforts to respond to and Resolve any Incidents in accordance with the following timeframes: PRIORITYLEVEL RESPONSETIME TARGETUPDATE INTERVAL TARGETRESOLUTION TIME Severity Level 1 One (1) hour Two (2) hours Twenty-four (24) hours Severity Level 2 Two (2) hours Four (4) hours Forty-eight (48) hours Severity Level 3 Four (4) hours Three (3) days Seven (7) days Severity Level 4 Twenty-four (24) hours Seven (7) days Next maintenance release 3. Computation of Time. For Severity Level 1 and 2, hours and days shall be determined on a 24 x 7 x 365 basis. For all other requests, hours and days shall be determined on a 24 x 5 basis, excluding holidays observed by Submittable. 4. Workaround. If Submittable Resolves an Error by providing a workaround or other temporary fix, Submittable will use commercially reasonable efforts to determine a permanent resolution to the Error described in the Incident. 5. Scheduled Downtime. Submittable will provide at least eight (8) hours of notice before implementing any scheduled downtime when Services will not be available. 6. Uptime Percentage. Submittable shall use commercially reasonable efforts to ensure the uptime percentage of the Services will be at or greater than ninety-nine percent (99%). 7. Exceptions. Submittable has no obligation to Resolve Errors to the extent such Errors arise out of or result from any of the following: (1) any operation or use of, or other activity relating to, the Services by Customer other than as specified in the Documentation, including any incorporation in the Services of, or combination, operation or use of the Submittable Customer Terms of Service v1.4 Page 10 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Services in or with, any technology (including any software, hardware, firmware, system, or network) or service not specified for Customer’s use in the Documentation, unless otherwise expressly permitted in writing by Submittable; (3) any delay or failure of performance caused in whole or in part by any delay or failure to perform any of Customer’s obligations under the TOS or this SLA; (4) Customer’s operation of, or access to, Customer or a third-party’s system or network; or (5) any Force Majeure event. 8. Customer Obligations. Customer shall promptly notify Submittable of any Error and provide Submittable with reasonable detail of the nature and circumstances of the Error. Customer shall provide Submittable with all information reasonably requested by Submittable from time to time relating to Customer’s use of the Services, including information on Customer’s hardware, network, and systems. Submittable Customer Terms of Service v1.4 Page 11 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD EXHIBITB DATAPROCESSINGADDENDUM This Data Processing Addendum (the “DPA”) sets out the additional terms, requirements, and conditions for which Submittable will obtain, handle, process, disclose, transfer, or store Personal Information when providing Services under the TOS to the extent required by Privacy and Data Protection Requirements. Capitalized terms not otherwise defined shall have the meaning given to them in the TOS. Terms not otherwise defined shall have the meanings set forth in the applicable Privacy and Data Protection Requirements. Except as modified below, the terms of the TOS shall remain in full force and effect. The Parties agree to the terms and conditions of this DPA only to the extent required by Privacy and Data Protection Requirements. 1. Additional Definitions. “Affiliate” means any other individual, corporation, partnership, joint venture, limited liability entity, governmental authority, unincorporated organization, trust, association, or other entity that directly or indirectly, through one or more intermediaries, controls, is controlled by, or is under common control with either Customer or Submittable as the case may be. “AuthorizedAffiliate” means any of Customer’s Affiliate(s) which (a) is subject to the Privacy and Data Protection Requirements, and (b) is permitted to use the Services pursuant to the TOS, but has not signed its own Order Form and is not a “Customer” as defined under the TOS. “Business” has the same meaning given to the term in the CCPA. “Business Purpose” means the Services described in the TOS. “Controller” has the same meaning given to the term in the GDPR. “DataSubject” means an individual who is the subject of Personal Information. “Personal Information” means any information Submittable Processes on behalf of Customer under or in connection with the TOS that identifies or relates to an individual who can be identified directly or indirectly from that data alone or in combination with other information in Submittable’s possession or control. “Privacy and Data ProtectionRequirements” means, only to the extent applicable, the Gramm-Leach-Bliley Act (“GLBA”); the EU Data Protection Directive 95/46/EC (the “Directive”), EU General Data Protection Regulation 2016/679 (“GDPR”), the implementing acts of the foregoing by the Member States of the European Union; the UK Data Protection Act of 2018 and the UK General Data Protection Regulation; the Family Educational Rights and Privacy Act, 20 USC 1232g and its implementing regulations (“FERPA”); the Health Insurance Portability and Accountability Act, 45 CFR Part 160.103 and its implementing regulations (“HIPAA”); the Payment Card Industry Data Security Standards (“PCI-DSS”); and the California Consumer Privacy Act of 2018 and its implementing regulations (“CCPA”). “Processing, Processes, or Process” means any activity performed on Personal Information including collecting, obtaining, recording, or holding the data, or carrying out any operation or set of operations on the data. “Processor” has the same meaning given to the term in the GDPR. “Security Breach” means a breach of security leading to the accidental or unlawful destruction, loss of, alteration, or unauthorized access, disclosure, or acquisition of Personal Information transmitted, stored, or otherwise Processed. “ServiceProvider” has the same meaning given to the term in the CCPA. “Standard Contractual Clauses” means the clauses annexed to the EU Commission Implementing Decision 2021/914 of June 4, 2021 on standard contractual clauses for the transfer of personal data to third countries pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council (OJ L 199, 7.6.2021, p. 31-61), as amended from time to time. “Sub-processor” means any third-party engaged by Submittable, or by a Submittable Sub-processor to Process Personal Information under the Services. “Supervisory Authority” means an independent public authority which is established by an EU Member State pursuant to the GDPR. “UK Standard Contractual Clauses” means the addendum to the Standard Contractual Clauses issued by the UK Information Commissioner under Section 119A(1) of the UK Data Protection Act 2018 (version B1.0, in force March 21, 2022). Submittable Customer Terms of Service v1.4 Page 12 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 2. Conflicts. In the case of conflict or ambiguity between the terms of this DPA and the provisions of the TOS, the provisions of this DPA will prevail. 3. Personal Information Types; Processing Purposes; General Obligations. 3.1. Submittable shall comply with all Privacy and Data Protection Requirements applicable to Submittable’s provision of the Services, including as a Processor under the GDPR and Service Provider under the CCPA. 3.2. Customer shall comply with all Privacy and Data Protection Requirements applicable to Customer’s use of the Services, Customer’s transfer of Personal Information to Submittable, and for the Processing instructions it gives to Submittable. As the Business and Controller of Personal Information, Customer shall have sole responsibility for the accuracy, quality, and legality of such instructions pertaining to Personal Information collected and stored in regards to all End Users and the means by which Customer acquires Personal Information, including any applicable requirement to provide notice to Data Subjects of the use of Submittable as a Processor. 3.3. Appendix 1 describes the general categories, subject-matter, duration, nature, purpose, type, and categories of Processing, the types of Personal Information involved in the Processing, and the Data Subject types Submittable may use or Process to fulfill the Business Purpose. 4. Submittable’s Obligations. 4.1. Submittable will only Process the Personal Information to the extent, and in such a manner, as is necessary: 4.1.1. for the Business Purpose and in accordance with Customer’s reasonable and lawful written instructions, where such instructions are consistent with the terms of the TOS and this DPA; 4.1.2. to respond to a Data Subject Request when exercising his or her rights under the GDPR, CCPA, or other Privacy and Data Protection Requirements that grant similar rights as permitted by this DPA; 4.1.3. to comply with applicable law; or 4.1.4. as authorized in writing or appropriate electronic consent by Customer or the Data Subject. 4.2. Submittable will reasonably assist Customer with meeting Customer’s compliance obligations under the Privacy and Data Protection Requirements, taking into account the nature and scope of the Processing and the Personal Information available to Submittable. 5. Submittable’s Employees. Submittable will limit Personal Information access to personnel who require Personal Information access to meet Submittable’s obligations under this DPA and the TOS. Submittable will ensure that all employees: (1) are informed of the Personal Information’s confidential nature and use restrictions; and (2) are subject to a contractual or statutory obligation of confidentiality. 6. Sub-processors. 6.1. Submittable may only use a Sub-processor to Process Personal Information if: 6.1.1. Submittable or a Submittable Affiliate has entered into a written agreement with each Sub-processor containing data protection obligations not less protective than those in this DPA with respect to the protection of Personal Information to the extent applicable to the nature of the services provided by such Sub-processor; and 6.1.2. Submittable remains liable for breaches of this DPA caused by its Sub-processor’s acts and omissions. 6.2. Customer grants Submittable the general written authorization to engage all the Sub-processors found at https://submittable.com/subprocessors. Customer agrees and acknowledges Submittable’s current Sub-processors are authorized to Process Personal Information as set forth in this DPA. Submittable shall update the list of Sub-processors with the identities of those Sub-processors and their country of location on its website at: https://www.submittable.com/subprocessors (“UpdatedSub-processorList”). 6.3. Customer may object to Submittable’s use of a new Sub-processor by notifying Submittable in writing within ten (10) business days after such Sub-processor is added to the Updated Sub-processor List, provided Customer’s objection is based on a commercially reasonable and objective belief that such Sub-processor is not qualified to Process Personal Information. In the event Customer objects to a new Sub-processor, Submittable will notify Customer within sixty (60) days if another Sub-processor is Submittable Customer Terms of Service v1.4 Page 13 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD available for performing the objected to Sub-processors’ duties. In the interim, provided Customer refuses to allow such new objected to Sub-processor to Process Personal Information, or if Submittable is unable to make available another Sub-processor, either Party may terminate the applicable Order Form in part or entirely by providing written notice to the other Party. 7. Authorized Affiliates. 7.1. All access to and use of the Services by Authorized Affiliates must comply with the TOS and this DPA, and any violation of the TOS or this DPA by an Authorized Affiliate shall be deemed a violation by Customer. 7.2. Where an Authorized Affiliate becomes subject to this DPA with Submittable, it shall, to the extent required under applicable Privacy and Data Protection Requirements, be entitled to exercise the rights and seek remedies under this DPA, subject to the following: 7.2.1. except where applicable Privacy and Data Protection Requirements require the Authorized Affiliate to exercise a right or seek any remedy under this DPA against Submittable directly by itself, the Parties agree that (i) Customer shall exercise any such right or seek any such remedy on behalf of the Authorized Affiliate; and (ii) Customer shall exercise any such rights under this DPA not separately for each Authorized Affiliate individually but in a combined manner for all of its Authorized Affiliates together; and 7.2.2. Customer shall, when carrying out any audit of the procedures relevant to the protection of Personal Information, take all reasonable measures to limit any impact on Submittable and its Sub-Processors by combining, to the extent reasonably possible, several audit requests carried out on behalf of different Authorized Affiliates into one single audit. 8. Security. 8.1. Submittable shall implement appropriate administrative, physical and technical safeguards and measures designed to safeguard Personal Information against unauthorized or unlawful Processing, access, disclosure, loss, misuse, copying, modification, storage, reproduction, display, or distribution, and against accidental loss, disclosure, misuse, destruction, or damage including, but not limited to, the security measures set out in Appendix 2. Submittable must document those measures in writing and periodically review them, at least annually, to ensure they remain current and complete. 8.2. All electronic transmission of Personal Information by a Party shall be performed in a secure and encrypted manner. All data transmissions between the Parties shall include detailed audit logs of all Personal Information transfer events. 9. Security Breaches and Personal Information Loss. 9.1. Submittable will promptly notify Customer if it becomes aware of a Security Breach. 9.2. Immediately following any Security Breach, the Parties will coordinate with each other to investigate the matter. Submittable will reasonably cooperate with Customer in Customer’s handling of the matter, including: 9.2.1. taking such appropriate actions as may be necessary to preserve forensic evidence and to limit, stop, or otherwise remedy the Security Breach; 9.2.2. assisting with the investigation; and 9.2.3. making available relevant information, records, data reporting, and other materials required to comply with Privacy and Data Protection Requirements. All information provided to Customer under this Section may be redacted or compiled in a new format as reasonably necessary to minimize any risk to, or compromise of, Submittable’s security or the confidentiality of any third-party confidential information, provided that such removal or compilation in a new format does not prevent Customer from understanding the substance of the materials. 9.3. Unless applicable law requires otherwise, or any notice which Submittable deems necessary or appropriate and which does not include any reference to Customer, Submittable agrees that Customer has the sole right to determine: (1) whether to provide notice of the Security Breach to any Data Subjects, regulators, Supervisory Authority, law enforcement agencies, or others, as required by applicable law or in Customer’s discretion, including the contents and delivery method of the notice; and (2) whether to offer any type of remedy to affected Data Subjects, including the nature and extent of such remedy. Submittable Customer Terms of Service v1.4 Page 14 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 9.4. Subject to any limitations in the TOS, Submittable will cover all reasonable expenses associated with the performance of the obligations under Section 9.2 and Section 9.3, unless the matter arose from (a) Customer’s specific instructions; (b) any negligence, willful default, or breach of this DPA or the TOS by Customer, or any employee, agent, contractor, representative, or Authorized Affiliate of Customer; (c) any breach or unauthorized access of the system, server(s), network(s), website(s), information, data, or records of Customer which were not in the possession or control of Submittable or its Sub-processors; or (d) any Security Breach which originated with, was caused by, or resulted from any Customer owned and operated server, website, system, software, or network, which were not the result of any actions or inactions of Submittable or its Sub-processors, which in any of the foregoing cases Customer will cover all reasonable expenses. 9.5. In the event of a Security Breach, each Party shall use reasonable efforts in good faith to mitigate any reputational and brand damage to the other affected Party. 10. Cross-Border Transfers of Personal Information. 10.1. For purposes of the GDPR, the Parties acknowledge and agree that with regard to the Processing of Personal Information, Customer is the Controller and Submittable is a Processor. 10.2. If the Privacy and Data Protection Requirements restrict cross-border Personal Information transfers, Customer will only transfer or cause to be transferred that Personal Information to Submittable under the following conditions: 10.2.1. Submittable, either through its location or participation in a valid cross-border transfer mechanism under the Privacy and Data Protection Requirements, may legally receive that Personal Information; 10.2.2. Customer obtained valid Data Subject consent to the transfer under the Privacy and Data Protection Requirements; or 10.2.3. the transfer otherwise complies with the Privacy and Data Protection Requirements. 10.3. Transfers out of the EEA or Switzerland. By signing this DPA, the Parties conclude Module 2 (controller-to-processor) of the Standard Contractual Clauses for personal data that is transferred outside of the EEA or Switzerland, which are hereby incorporated into this DPA and completed as follows: the “data exporter” is Customer; the “data importer” is Submittable; the optional docking clause in Clause 7 is implemented; Clause 9(a) Option 1 is struck and Option 2 is kept; in Clause 11 the optional language is struck; in Clause 17 and 18, the Governing law and the competent courts are those of the data exporter; Annex 1, 2, and 3 to Module 2 of the Standard Contractual Clauses are Appendix 1 to this DPA. 10.4. Transfers out of the United Kingdom. By signing this DPA, the Parties conclude the UK Standard Contractual Clauses for Personal Data that is transferred outside of the United Kingdom, which are hereby incorporated into this DPA and completed as follows: the “data exporter” is Customer; the “data importer” is Submittable; the governing law in Clause 9 and Clause 11.3 of the UK Standard Contractual Clauses is the law of England and Wales; Appendix 1 to this DPA contain the information for Appendix 1 to the UK Standard Contractual Clauses, respectively; and the optional indemnification clause is struck. In addition, the following changes apply: (i) references to Data Protection Law are replaced with references to applicable UK data protection law, (ii) references to the EU or Member States are replaced with references to the United Kingdom, (iii) references to EU authorities are replaced with references to the competent UK authorities. 10.5. Subject to the terms of this DPA, Submittable makes available the transfer mechanisms listed on Appendix 1 to any transfers of Personal Information under this DPA from the European Union, the European Economic Area and/or their member states, Switzerland and the United Kingdom to countries or territories which do not ensure an adequate level of data protection within the meaning of Privacy and Data Protection Requirements of the foregoing territories, to the extent such transfers are subject to such Privacy and Data Protection Requirements. 10.6. The Standard Contractual Clauses and the additional terms specified in this Section apply to (a) the legal entity that has executed the Standard Contractual Clauses as a data exporter; and (b) all Affiliates of Customer established within the European Economic Area, Switzerland, and the United Kingdom, which have signed Order Form(s) for the Services. For the purpose of the Standard Contractual Clauses and this Section, the aforementioned entities shall be deemed “data exporters”. 10.7. This DPA and the TOS are Customer’s instructions at the time of signature of the TOS to Submittable for the Processing of Personal Information. Submittable Customer Terms of Service v1.4 Page 15 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 10.8. The Parties agree that any copies of the Sub-processor agreements that must be sent by Submittable to Customer may have all commercial information, or clauses unrelated to the Standard Contractual Clauses or their equivalent, removed by Submittable beforehand; and, that such copies will be provided by Submittable only upon reasonable request by Customer where such request is based on legitimate business reasons. 11. Complaints, Data Subject Requests, and Third Party Rights. 11.1. Submittable shall, to the extent legally permitted, promptly notify Customer if it receives any complaint, notice, or communication that directly or indirectly relates to the Personal Information Processing or to either Party’s compliance with the Privacy and Data Protection Requirements. 11.2. Submittable shall, to the extent legally permitted, promptly notify Customer if Submittable receives a request from a Data Subject to exercise one or more of its rights under the Privacy and Data Protection Requirements for which Submittable is a Processor (“Data Subject Request”). Customer is fully responsible for responding to Data Subject Requests. Taking into account the nature of the Processing, Submittable shall assist Customer by providing measures, insofar as is possible, for the fulfillment of Customer’s obligation to respond to a Data Subject Request under Privacy and Data Protection Requirements. In addition, to the extent Customer, in its use of the Services, directs Submittable to respond to a Data Subject Request, Submittable shall, upon Customer’s request, provide commercially reasonable efforts to assist Customer in doing so, to the extent Submittable is legally permitted to do so and the response to such Data Subject Request is required under Privacy and Data Protection Requirements. If Submittable will incur costs beyond those associated with routine business or technical processes, Customer agrees to pay such costs. 11.3. Submittable shall not disclose Personal Information to any Data Subject or to a third-party unless the disclosure is either at Customer’s request or instruction, permitted by this DPA or is otherwise required by law. 11.4. If a law requires Submittable to Process or disclose Personal Information, Submittable must first inform Customer of the legal requirement and give Customer an opportunity to object or challenge the requirement, unless the law prohibits such notice. 12. Records. 12.1. Submittable will keep accurate records regarding any Processing of Personal Information, including but not limited to, the access, control, and security of the Personal Information, approved Sub-processors, the Processing purposes, and any other records required by the applicable Privacy and Data Protection Requirements (the “Records”). 12.2. Submittable shall annually cause a reputable independent third-party audit firm to conduct SOC 2 audits of Submittable (“Submittable Audit Report”). The Submittable Audit Report will address the control procedures used by Submittable at the Services locations. Upon Customer’s advance written request, and no more frequently than once per 12-month period, Submittable will provide Customer with access, on a confidential need-to-know basis, a redacted version of the Submittable Audit Report so that Customer can reasonably verify Submittable’s compliance with its security obligations under the TOS or this DPA. Submittable will make good faith, commercially reasonable efforts to promptly remediate: (1) any errors identified in a Submittable Audit Report that could reasonably be expected to have an adverse impact on Customer’s use of the Services as set forth in the TOS; and (2) material deficiencies identified in a Submittable Audit Report. During the Term, unless a Security Breach has occurred, Customer agrees that the Submittable Audit Report shall constitute sufficient assurance regarding the adequacy of Submittable's data security and data privacy controls. 12.3. The Parties agree that the audits described in the Standard Contractual Clauses and the UK Standard Contractual Clauses shall be carried out in accordance with the following specifications: 12.3.1. upon Customer’s reasonable request, and subject to the confidentiality obligations set forth in the TOS, Submittable shall make available to Customer (or Customer’s independent, third-party auditor that is not a competitor of Submittable and that has signed nondisclosure agreement reasonably acceptable to Submittable) information regarding Submittable’s compliance with the obligations set forth in this DPA; 12.3.2. following any notice by Submittable to Customer of a Security Breach or unauthorized disclosure of Personal Information, upon Customer’s reasonable belief that Submittable is in breach of its obligations in respect of protection of Personal Information under this DPA, or if Submittable Customer Terms of Service v1.4 Page 16 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD such audit is required by Customer’s Supervisory Authority, Customer may contact Submittable in accordance with the “Notice” Section of this DPA to request an audit at Submittable’s premises of the procedures relevant to the protection of Personal Information; 12.3.3. any such request shall occur no more than once annually, unless the audit is required by applicable law or a Supervisory Authority; 12.3.4. each Party shall bear its own audit costs and expenses; 12.3.5. before the commencement of any such on-site audit, Customer and Submittable shall mutually agree upon the scope, timing, and duration of the audit; and 12.3.6. Customer shall promptly notify Submittable with information regarding any non-compliance discovered during the course of an audit. 13. Scope Modifications. In the event a Party’s compliance with Privacy and Data Protection Requirements requires the imposition of different or additional contractual obligations under this DPA, both Parties shall in good faith seek to amend this DPA in order to address the requirements under Privacy and Data Protection Requirements. In the event the Parties fail to reach an agreement on an amendment to this DPA, Submittable may unilaterally amend this DPA to conform to the minimum additional requirements imposed by any Privacy and Data Protection Requirement without notice to Customer and without Customer’s consent. 14. Term and Termination. 14.1. This DPA will remain in full force and effect so long as: (1) the TOS remains in effect; or (2) Submittable retains any Personal Information related to the TOS in its possession or control (the “DPATerm”). 14.2. Any provision of this DPA that expressly or by implication should come into or continue in force on or after the termination of the TOS or this DPA in order to protect Personal Information will remain in full force and effect. 15. Data Return and Destruction. 15.1. During the TOS Term and for thirty (30) days after, at Customer’s request, and as applicable law allows, Submittable shall allow Customer to download from the Services all or part of Customer’s Personal Information in its possession or control. 15.2. Subject to the preceding paragraph, on termination of the TOS for any reason or expiration of its Term, Submittable will destroy or, if directed in writing by Customer, return and not retain, all or any Personal Information related to the TOS in its possession or control, except for one (1) copy that it may retain offline in backup storage for only the period of time required by tax, audit, compliance, or other legally mandated functions, and for which Submittable has obtained an appropriate electronic consent by the End User who owns the Personal Information allowing Submittable to retain such Personal Information. 15.3. If any law, regulation, or government or regulatory body requires Submittable to retain any documents or materials that Submittable would otherwise be required to return or destroy, it will notify Customer in writing of that retention requirement, giving details of the documents or materials that it must retain, the legal basis for retention, and establishing a specific timeline for destruction once the retention requirement ends. Submittable may only use this retained Personal Information for the required retention reason or audit purposes. 15.4. On written request, Submittable will certify in writing that it has logically destroyed the Personal Information within thirty (30) after it completes its destruction obligations under this DPA. Submittable Customer Terms of Service v1.4 Page 17 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Appendix1 PersonalInformationProcessingPurposesandDetails 1. LIST OF PARTIES 1.1. Data exporter: ■ Name: As set forth in the Order Form, or as otherwise specified by Customer to Submittable in writing ■ Address: As set forth in the Order Form, or as otherwise specified by Customer to Submittable in writing ■ Contact person’s name, position and contact details: As set forth in the Order Form, or as otherwise specified by Customer to Submittable in writing ■ Activities relevant to the data transferred: to provide the Services pursuant to the TOS ■ Signature and date: [Complete] ■ Role (Controller/Processor): Controller 1.2. Data importer: ■ Name: Submittable Holdings, Inc. ■ Address: 101 E. Front St, Suite #500, Missoula, MT 59802 ■ Joe Silver, CFO: +1 (406) 578-1071; privacy@submittable.com ■ Activities relevant to the data transferred: to provide the Services pursuant to the TOS ■ Signature and date: [Complete] ■ Role (Controller/Processor): Processor 2. DESCRIPTION OF TRANSFER 2.1. Categories of Data Subjects whose Personal Data is transferred: Customer, Customer’s Authorized Affiliates, Customer’s Authorized Users, and End Users 2.2. Categories of Personal Data transferred: ■ First and last name ■ Contact information (email, phone, physical address) ■ ID data, including, but not limited to, data imported by the End User or Authorized User which may include first name, last name, email address, and the data importer’s chosen password ■ Professional life data, including, but not limited to, data imported by End User or Authorized User which may include information provided by the End User or Authorized User in response to Customers’ call for submissions through Submittable’s platform ■ Personal life data, including, but not limited to, data imported by End User or Authorized User which may include information provided by the End User or Authorized User in response to Customer’s call for submissions through Submittable’s platform ■ Connection data including IP addresses associated with logins ■ Personal Information which may reveal racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, and the Processing of data concerning health or sex life ■ Metadata about data submitted ■ Additionally, an End User or Authorized User may submit special categories of data to the Services, the extent of which is determined and controlled by the data importer in its sole discretion ■ Any other data as directed by Customer 2.3. Sensitive data transferred (if applicable) and applied restrictions or safeguards that fully take into consideration the nature of the data and the risks involved, such as for instance strict purpose limitation, access restrictions (including access only for staff having followed specialized training), keeping a record Submittable Customer Terms of Service v1.4 Page 18 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD of access to the data, restrictions for onward transfers or additional security measures: [Complete if applicable] 2.4. The frequency of the transfer (e.g. whether the data is transferred on a one-off or continuous basis): Continuous 2.5. Nature of the Processing: The subject matter of the data processing, including the processing operations carried out by Submittable on behalf of Customer and Customer’s data processing instructions for Submittable, will be described in the TOS and each Order Form. 2.6. Purpose(s) of the data transfer and further Processing: to provide the Services pursuant to the TOS 2.7. The period for which the Personal Data will be retained, or, if that is not possible, the criteria used to determine that period: Duration of Customer’s engagement of Submittable and until all Personal Information is deleted or returned to Customer 2.8. For transfers to Sub-processors, the subject matter, nature and duration of the Processing: to provide the Services pursuant to the TOS 3. COMPETENT SUPERVISORY AUTHORITY 3.1. As determined by Customer Submittable Customer Terms of Service v1.4 Page 19 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD Appendix2 SecurityMeasures 1. ORGANIZATIONAL MEASURES. 1.1. Submittable has appointed one or more security officers responsible for coordinating and monitoring the security rules and procedures. 1.2. Submittable personnel with access to Personal Information are subject to confidentiality obligations. 1.3. Submittable has performed a risk assessment before Processing Personal Information. 1.4. Submittable has implemented and will maintain an information security program that establishes roles and responsibilities for information security, and supports the confidentiality, integrity, and availability of information systems operated by Submittable and its Subcontractors. 1.5. Submittable has implemented and will maintain information security policies that define requirements for acceptable use, access control, application, and system development, passwords, remote access, information classification, operational security, workstation security, network security, media handling and disposal, mobile computing, and physical security. 1.6. Submittable has implemented and will maintain a governance framework with supporting risk management policies that enables risk identification, analysis, and mitigation. 1.7. Submittable conducts data security training upon hiring and annually for all employees. 2. PHYSICAL ACCESS CONTROLS 2.1. Entries for secure areas are controlled by security personnel, identification badges, and/or electronic key cards. 2.2. All physical access is logged. 2.3. Physical access logs are reviewed quarterly for unusual activity. 3. SYSTEM ACCESS CONTROLS. 3.1. System access is based on the principle of least privilege, i.e., Submittable restricts access to Personal Information to only those individuals who require such access to perform their job function. 3.2. System access is revoked immediately upon employment termination or other change resulting in an individual no longer needing such access. 3.3. Management conducts quarterly review of accounts, system access, and permission levels. 4. DATA ACCESS CONTROLS 4.1. Data access is based on the principle of least privilege, i.e., Submittable restricts access to Personal Information to only those individuals who require such access to perform their job function. 4.2. Data access, including access to Personal Information, is revoked immediately upon employment termination or other change resulting in an individual no longer needing such access. 4.3. Management reviews access to Personal Information, on a monthly basis. 4.4. Submittable uses industry standard practices to identify and authenticate users who attempt to access information systems. 4.5. Submittable employees may not store Personal Information on a personally owned device. 4.6. Submittable classifies Personal Information to allow for appropriate access restrictions. 4.7. Submittable has implemented an anti-virus solution that shall be kept up to date to protect against viruses and other malicious code. 4.8. Submittable maintains a policy for recording Security Breaches where such records include a description of the breach, the time period, the consequences of the breach, the name of the reporter, and to whom the breach was reported, and the procedure for recovering data. 5. TRANSMISSION CONTROLS 5.1. All databases can only be accessed by Submittable’s private subnet. Submittable Customer Terms of Service v1.4 Page 20 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 5.2. Customers and End Users access Submittable accounts over HTTPS. 6. DATA BACKUPS 6.1. All production databases are housed in Amazon Web Services RDS (Relational Database Services) and Azure Database. 6.2. Automated daily backups are enabled on all database instances. 6.3. Encryption is enabled on all databases. 6.4. Retention time for database backups is set to the maximum allowable. 6.5. Only database administrators have access to initiate backups or restores. 6.6. Only database administrators may modify backup or restoration configurations. 6.7. Submittable retains its security documents pursuant to its retention requirements after they are no longer in effect. 7. DATA SEGREGATION 7.1. All data is stored in a multi-tenant relational database with logical separations. 7.2. Tenant data is separated using foreign keys and application logic. 8. ADDITIONAL GENERAL SAFEGUARDS 8.1. Submittable does not store any Personal Information on removable devices or removable media. 8.2. All Personal Information is encrypted while being transmitted between networks (including e-mail), whether public or private. 8.3. All backups of Personal Information is encrypted. 8.4. Software firewalls are installed on all laptops and other devices containing Personal Information if connected to public networks or unsecure private networks. 8.5. Background checks are performed on all newly hired personnel and Subcontractors with access to Personal Information. 8.6. Prior to loading any Personal Information onto any application that is Internet facing, application vulnerability testing is performed and any findings are appropriately remediated. 8.7. Security tools required by this DPA, such as encryption tools, are monitored to determine whether they are installed, updated, and active. 8.8. Security-related patches are applied in a timely manner in relation to the criticality of the patch, but not later than 10 days after the date such patches become available to Licensor for critical patches and 30 days for other patches. 9. ADDITIONAL SAFEGUARDS THAT APPLY TO LAPTOPS ACCESSING PERSONAL INFORMATION. 9.1. Anti-virus and anti-spyware software are installed and are updated in a timely manner (but not less than weekly). 9.2. All data stored on a laptop are securely erased prior to disposal, reuse, resale or return to a vendor at end of a lease. 9.3. Laptops are physically secured when unattended. 9.4. All laptops use a standard configuration that requires the screensaver to activate after not more than 10 minutes of inactivity and requires entry of the user’s password to unlock the laptop. 9.5. Laptops use log-in passwords that are at least 8 characters in length. 9.6. Laptops lock out after not more than 10 invalid login attempts. 9.7. Users do not share passwords required to log in to laptops with unauthorized users of the laptops. 10. ADDITIONAL SAFEGUARDS THAT APPLY TO ALL OTHER DEVICES. 10.1. Devices with access to Personal Information require the use of a password/PIN to unlock the device. Submittable Customer Terms of Service v1.4 Page 21 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 10.2. Devices with access to Personal Information lock after a period of inactivity of not more than 3 minutes, requiring that the log-in password/PIN be entered to unlock the device. 10.3. Submittable owned devices are securely erased prior to disposal, reuse, resale or return to a vendor at end of a lease. 10.4. Users do not share passwords/PINs for any device used to access Personal Information. Submittable Customer Terms of Service v1.4 Page 22 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD EXHIBITC EXAMPLEAUTOMATEDEMAIL Submittable Customer Terms of Service v1.4 Page 23 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD EXHIBITD FUNDSDISTRIBUTIONADDENDUM This Funds Distribution Addendum (the “Addendum”) sets out the additional terms, requirements, and conditions under which Submittable will manage the process of distributing Customer funds to a Recipient (as defined below). This Addendum only applies if Submittable is providing Customer with funds distribution management services. Capitalized terms not otherwise defined shall have the meaning given to them in the TOS. Except as modified below, the terms of the TOS shall remain in full force and effect. 1. Additional Definitions. “ACH” means the Automated Clearinghouse system governed by the National Automated Clearinghouse Association. “Distribution Services” means Submittable’s service in managing the distribution of funds from Customer to Recipients through Processor according to the Program Requirements. “Network” means (i) Visa, Mastercard, American Express, Discover, or other payment card network; (ii) the National Automated Clearinghouse Association; or (iii) any other applicable payments network. “Payment Method” means the deposit account (or such other payment method, if approved by Processor) designated by Customer for use in funding the Processor Account to make payments to Recipients through the Distribution Services. “Processor” means the payment services provider Submittable has engaged in connection with this Addendum, which Submittable may change from time to time and in its sole discretion. “Processor Account” means the account or accounts held at or by Processor for the purpose of receiving and distributing Customer funds to Recipients. “Processor Platform” means the website, software interface, or other technology platform Processor employs to process payment transactions. “Processor Terms” means any terms of service or agreements which Processor may require Customer or a Recipient to execute to send or receive funds through Processor. “Program Requirements” means Customer’s instructions and requirements to Submittable for the Distribution Services, as set forth in any applicable statement of work. “Recipient” means an End User to which Customer has requested funds be distributed through Processor using the Distribution Services. “Restricted Business List” means the list of businesses to which Processor prohibits payment, as it may be updated from time to time. 2. Use of Distribution Services. Subject to the terms of this Addendum and the TOS, Submittable shall provide Customer with the Distribution Services, including directing the distribution of funds to Recipients on Customer’s behalf and according to the Program Requirements. 3. Funding. To use the Distribution Services to make payments to Recipients, Customer must provide or make funds available to Processor for distribution from the Processor Account. As required by Processor, Customer agrees to fund payments by either: 3.1. Pre-Funding: Customer will initiate payment to the Processor Account in such amounts as Processor may require. Thereafter, Processor shall distribute funds to Recipients from the Processor Account based on payment instructions from Submittable. 3.2. Periodic Funding: Customer authorizes Processor to debit the Payment Method in the amount of funds required to fulfill all payment instructions received from Submittable during a specified period (e.g., daily, weekly etc.). Thereafter, Processor shall distribute the funds to Recipients from the Processor Account based on the instructions from Submittable. 4. Minimum Balance. Customer agrees that it shall make or authorize periodic payments to the Processor Account in amounts equal to or in excess of the aggregate payments to Recipients requested by Submittable on Customer’s behalf. Customer acknowledges and agrees that under no circumstances shall Submittable or Processor be obligated to perform any transaction for which there are insufficient funds in the Processor Account. If any transaction is rejected for insufficient funds, Customer shall be liable to Submittable and Processor for any non-sufficient funds (“NSF”) fee either may incur. Submittable Customer Terms of Service v1.4 Page 24 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 5. Authorization. Customer hereby authorizes Processor to debit the Payment Method, including by ACH as applicable, (i) to collect any NSF fees owed to Processor; and (ii) in connection with funding payments to Recipients through Periodic Funding. Such authorization shall remain in full force and effect until thirty (30) days after Submittable receives written notification from Customer of termination of this authorization, by email to corporate@submittable.com. Submittable reserves the right to terminate or suspend the Distribution Services at any time that Customer fails to provide an active Payment Method and debit authorization. 6. Onboarding. Customer acknowledges and agrees that (i) it may be required to execute any Processor Terms or complete any other steps necessary to onboard with Processor prior to Submittable submitting any payment instructions to Processor on Customer’s behalf; and (ii) Recipients will be required execute any Processor Terms, establish an account with Processor, and provide Processor with all banking and other information necessary to transmit payment prior to receiving any funds through the Distribution Services. Submittable shall have no liability in connection with Customer’s or a Recipient’s failure to complete onboarding and execute any required Processor Terms. 7. Custody of Funds. Customer acknowledges and agrees that (i) Submittable is not a bank or other financial services provider; and (ii) under no circumstances will Submittable take custody of, have control over, or maintain in its own accounts any Customer funds intended for payment to a Recipient. Submittable’s role is limited to submitting payment instructions to Processor on Customer’s behalf and all funds provided to Processor by Customer or debited from Customer’s Payment Method will remain in Processor’s custody and control until they are distributed to Recipients. 8. Return of Funds. At Customer’s instruction, Submittable will request a return of funds from the Processor Account. Customer acknowledges and agrees that Processor is solely responsible for returning any funds previously received from Customer. In addition, Customer acknowledges and agrees that Processor, in its sole discretion, will determine whether any funds pending distribution or previously distributed to Recipients are available for return to Customer. If funds cannot be recovered from Recipients by Processor, Customer is solely responsible for the collection of such funds from Recipients. 9. Program Requirements. Recipients will submit applications for funds via Submittable’s Services. Submittable shall review applications on Customer’s behalf and submit payment instructions to Processor to distribute funds from the Processor Account to each eligible Recipient, all in accordance with the Program Requirements. 10. Representations and Warranties. In using the Distribution Services, Customer represents and warrants that: 10.1. Payment of funds to each Recipient shall be made only in connection with a successful application, entry, or submission through Submittable’s Services by or on behalf of such Recipient and Customer shall not use the Distribution Services in connection with any other type of payment transaction, including but not limited to bill payment or payroll processing; 10.2. The Program Requirements, including for review of any application, entry, or submission by or on behalf of a Recipient and for distribution of funds to Recipients, comply with all applicable laws; 10.3. Customer will require Recipients to provide accurate and complete information, including banking and financial information, to Submittable and Processor (as applicable), and to authorize Processor to transmit payment to Recipient’s designated account; 10.4. Customer’s use of the Distribution Services and Recipient’s receipt of and use of funds does not represent or result in a violation of (i) applicable laws, including, but not limited to, U.S. economic sanctions laws, the U.S. Foreign Corrupt Practices Act, or other applicable domestic or foreign anti-corruption or anti-money laundering laws; or (ii) any Network rules; 10.5. If Customer’s use of the Distribution Services results in the distribution of any funds allocated or provided by a federal or state governmental authority, such distribution complies with applicable federal or state law, and the programmatic requirements of the federal or state governmental authority; and 10.6. Submittable and Processor are each authorized to verify the identity of each Recipient and that no Recipient is (i) listed on the List of Specially Designated Nationals or Blocked Persons maintained by the U.S. Department of the Treasury’s Office of Foreign Assets Control; (ii) engaged in whole or in part in a business listed on the Restricted Business List; or (iii) debarred or otherwise prohibited under federal or state law from receiving any funds distributed through the Distribution Services. 11. Additional Disclaimer. Customer acknowledges and agrees that Section 10.2 of the TOS applies to this Addendum and the Distribution Services. 12. Additional Limitation of Liability and Indemnification. Submittable Customer Terms of Service v1.4 Page 25 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD 12.1. Limitation of Liability. Customer acknowledges and agrees that the provisions of Section 13 of the TOS shall apply to this Addendum and Customer’s use of the Distribution Services as described herein. Without limiting the foregoing, Submittable shall have no liability for Losses of any kind incurred by Customer as a result of (i) Customer or any Recipients’ failure to provide accurate and complete information to Submittable and Processor; (ii) Submittable’s review of any application, entry, or submission by or on behalf of a Recipient or determination to distribute funds to any Recipient made in accordance with the Program Requirements; (iii) Customer’s, Processor’s, or any Recipient’s fraud, negligence, willful misconduct, or violation of any applicable laws or Network rules; (v) Customer’s or a Recipient’s breach of any Processor Terms; or (vi) Customer’s failure to fund the Processor Account. 12.2. Indemnification. Customer acknowledges and agrees that the provisions of Section 12.2 of the TOS shall apply to this Addendum and Customer’s use of the Distribution Services as described herein. Without limiting the foregoing, Customer shall indemnify, hold harmless, and, at Submittable’s option, defend Submittable from and against any Losses resulting from any Third-Party Claim based on (i) Customer’s use of the Distribution Services; (ii) Customer’s breach of this Addendum (iii) Customer’s or any Recipient’s breach of any Processor Terms; (iv) Customer’s or any Recipient’s fraud, negligence, willful misconduct, or violation of any applicable laws or Network rules; or (vi) Customer’s failure to fund the Processor Account. Submittable Customer Terms of Service v1.4 Page 26 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD EXHIBITE GIVEADDENDUM This Give Addendum (the “Addendum”) sets out the additional terms, requirements, and conditions under which Submittable will facilitate an employer customer’s ability to offer employee donation matching programs through a third-party 501(c)(3) public charity and its donor advised fund (“Give”). Give includes the portions of Submittable’s website and mobile app that Customer and Donors access to submit donation transactions. This Addendum applies only if Submittable is providing Customer Give services. This Addendum represents a legal agreement between Submittable and Customer and by using or accessing Give, You accept and agree to the terms of this Addendum. In addition, Give is a Service, as defined in Submittable’s Customer Terms of Service (“TOS”), and is subject to the TOS as modified or updated by this Addendum. To the extent of any conflict between this Addendum and the TOS, this Addendum shall govern with regard to Customer’s use of Give. If You do not agree to be bound by this Agreement, You must discontinue Your use of Give immediately. Capitalized terms used but not defined in this Addendum shall have the meaning assigned to them in the TOS. 1. “Donor” means Customer’s employees that Customer has approved to access and use Give. 2. Donor Advised Fund: Submittable provides administrative, support, and technical services to Able Impact Foundation, a third-party 501(c)(3) public charity and its donor advised fund (collectively referred to herein as the “DAF”). The DAF permits Donors to make recommendations for grants from the DAF to qualified charities recognized by the Internal Revenue Service (“IRS”) as described by section 501(c)(3) of the Internal Revenue Code (excluding private foundations) and schools recognized by the Department of Education National Center for Education Statistics (“NCES”). Through Give and Match, Submittable manages Donor contributions, matching employer contributions, and grant recommendations to the DAF. 3. Donations and Grant Recommendations. When You and a Donor make contributions through Give and Match, You and the Donor are making charitable gifts to the DAF and a donation transaction to the DAF is complete upon the DAF’s receipt of payment. “Able Impact Foundation” – the owner of the DAF – will appear on Your and Your Donors’ donation receipts as the recipient of the donation. As required by the IRS, the DAF shall have exclusive legal control over all donations it receives, which upon payment to the DAF, become assets of the DAF. To the fullest extent consistent with its exempt purposes and operation as a public charity, the DAF shall make grants to qualified charities as recommended by Donors at the time of their donation to the DAF, in the amounts of their contributions and Your corresponding matching contribution. Notwithstanding the foregoing, the DAF shall distribute funds, in amounts and to recipients, in its sole discretion, and has no obligation to distribute funds to any Donor’s recommended recipient. If the DAF determines not to distribute funds to the recommended recipient, for example as a result of its charitable tax exempt status having been revoked, the DAF will select a different recipient or may retain the funds for future distribution. 4. Donation through Give. Submittable will receive donation requests from Donors through Give. You agree to facilitate payment of each Donor’s donation to the DAF, directly or through Your third-party payroll processor. “Submittable fully intends to transfer all donated funds to the DAF at the time of a Donor’s donation. In the rare and unexpected event of technical difficulties, Submittable will expend all reasonable effort to transfer all donated funds to the DAF no later than 30 days after the end of the month in which the donations were made.” 5. Matching Contributions. You are responsible for making Your own matching contributions to the DAF based on any donation matching programs You offer to Donors from time to time and will make any such donations within 30 days after the end of the month in which Submittable reports the Donor’s corresponding donation. 6. Administration Cost. Customer understands that there are administrative costs, expenses and fees associated with maintaining Give and an administrative fee may be deducted from the amount of any grant the DAF makes to a charitable recipient. 7. Donor Terms. Customer acknowledges and agrees that to use Give, each Donor will be required to agree to Submittable’s Donor terms of use (“Donor Terms”). The Donor Terms will clarify that donations made Submittable Customer Terms of Service v1.4 Page 27 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250B3CD through Give are final, irrevocable and non-refundable. Donations are considered complete for purposes of Donor Terms as soon as the Donor submits the donation through Give. 8. Taxes and TaxDeductibilityofTransactions. Customer will receive a receipt for donations stating that “no goods or services were provided in return for the contribution.” If You received any goods or services in connection with a Give transaction, the value of Your donation will be reduced by the value of the goods or services You received; please email info@ableimpactfoundation.org to request an adjusted receipt which reflects the value of Your contribution. Customer is responsible for all taxes, if any, associated with Give transactions, including donations and contributions. Customer is responsible for determining the tax deductibility of Its donations made through the Services. 9. Disclaimer. Customer acknowledges and agrees that: 9.1. As between Submittable and Customer, Customer is responsible for transferring all funds for Donor donations to the DAF, based on the donations made by Donors through Give & Pay. Submittable shall not be liable for any delays, errors, or failures in donation processing based on the actions or omissions of any third party, including Customer or Customer’s payroll processor. Submittable assumes no responsibility or liability for the timeliness, accuracy, deletion, or mis-delivery of, or the failure to store, any Give content, user information, settings, or communications tools. Customer bears all such risks. 9.2. (i) Submittable is not a bank or other financial services provider and is not engaged in the business of receiving funds for transmission; (ii) apart from submitting Donor donation information to Customer, Submittable is not responsible for processing donation payments; and (iii) under no circumstances will Submittable take custody of, have control over, or maintain in its own accounts any Customer or Donor funds intended for payment to the DAF or any other party. 10. Limitation of Liability. In addition to the limitations set forth in TOS Section 13, to the greatest extent allowed by law, Customer agrees that Submittable is not responsible in any way for the acts or omissions of third parties, including (i) offers made by third parties through the Give portion of the Services; (ii) any third-party charitable offers that may turn out to be fraudulent, irresponsible, or otherwise advertised in bad faith; and (iii) any issues arising under Customer’s agreements, terms, or employment relationships with Donors. 11. Indemnification. Customer acknowledges and agrees that the provisions of Section 12.2 of the TOS shall apply to this Addendum and Customer’s use of Give as described herein. Without limiting the foregoing, Customer shall indemnify, hold harmless, and, at Submittable’s option, defend Submittable from and against any Losses resulting from any Third-Party Claim based on (i) Customer’s use of Give; (ii) Customer’s breach of this Addendum, including Customer’s failure to facilitate the transfer of donation funds to the DAF; (iii) Customer’s breach of any agreement or terms with Donors; or (iv) Customer’s fraud, negligence, willful misconduct, or violation of any applicable laws. Submittable Customer Terms of Service v1.4 Page 28 of 28 DocuSign Envelope ID: B2E062F8-01A0-42FC-BB4E-96339250 B3CD