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HomeMy WebLinkAbout2017-119-E IT - TMA Systems, LLC for facility maintenance software and annual software support DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 [Departmental Use Only] TITLE Facl. Maint Soft. FY 2017 NORTH CAROLINA SERVICES AGREEMENT OVER $90,000.00 RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter "Agreement"), made and entered into this 27th day of March, 2017, ("Effective Date") by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") andTMA Systems, LLC, (hereinafter, the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Services Agreement ("Agreement") is for professional services to be rendered by Provider to County with respect to (insert type of project): Facility Maintenance software. ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the Revised 6/16 1 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. 3. Basic Services a. Basic Services. i) The Provider shall perform as Basic Services the work and services described herein and as specified in the County's Request for Proposals or Request for Qualifications (the "RFP") "RFP Number 5220 for "Enterprise Asset Management Software" issued May 5 , 2016, and the Provider's proposal, which are fully incorporated and integrated herein by reference together with Attachments Abstract, AMS - TMA Insurance General-Professional Liability, AMS - TMA Quote — Project Plan, AMS - TMA Terms Document, Orange County RFP #5220 Response - TMA Systems (designate all attachments). In the event a term or condition in any document or attachment conflicts with a term or condition of this Agreement the term or condition in this Agreement shall control. Should such conflict arise the priority of documents shall be as follows: This Agreement, the County's RFP together with attachments, Provider's Proposal together with attachments. ii) The Basic Services will be performed by the Provider in accordance with the following schedule: (Insert task list and milestone dates) Task Milestone Date Revised 6/16 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 1. Please refer to the project plan in the attached AMS - TMA Quote — Project Plan 2. 3. 4. 5. 6. 7. 8. 9. 10. iii) Should County reasonably determine that Provider has not met the Milestone Dates established in Section 3(a)(ii), County shall notify Provider of the failure to meet the Milestone Date. The County, at its discretion may provide the Provider seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Provider cures the breach. In the alternative, upon Provider's failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Provider or its representatives fail to cure the breach within seven (7) days, or fail to reasonably agree to such modified schedule, County may immediately terminate this Agreement in writing, without penalty or incurring further obligation to Provider. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates. Furthermore, the County recognizes that certain Milestone Dates are contingent upon cooperation of the County's representatives assigned to the Project. Failure of any County representative to accomplish a required task by the assigned date(s), which in turn, results in the Provider not meeting a Milestone Date(s) will not be considered a breach. 4. Duration of Services a. Term. The term of this Agreement shall be from March 27th 2017 to March 26th, 2024. b. Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner so as to meet the Milestone Dates listed in Section 3. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be 27th March, 2017. 5. Compensation Revised 6/16 3 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement. The maximum amount payable for Basic Services is One Hundred Thirty Seven Thousand Six hundred and twenty two Dollars ($137,622). In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as percentages of the whole as Project milestones as set out in Section 3(a)(ii) are achieved. (For example, if there are 10 Project Tasks with Milestone Dates then Provider may invoice for the first 10% of the whole upon County's acknowledgement of the satisfactory completion of Task one. Upon the County's acknowledgement that the second Task has been satisfactorily completed Provider may invoice for the next 10% of the whole.) b. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Jim Northrup) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by County's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing division/contracts.php. If County's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of Cyber Liability(if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from bodily injury including death or property damage to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful Revised 6/16 4 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience. This Agreement may be terminated without cause by each Party and for its convenience upon seven(7) days prior written notice to the other Party. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. e. Suspension. County may suspend the Basic Services and this Agreement at any time for County's convenience and without penalty to County upon three (3) days' notice to Provider. Upon any suspension by County, Provider shall discontinue the Basic Services and shall not resume the Basic Services until notified to proceed by County. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. Revised 6/16 5 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. c. Compliance with Laws. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti-discrimination laws, policies, rules, and regulations and the Orange County Anti-Discrimination Policy. Any violation of this requirement is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor, on the list created by the State Treasurer pursuant to G.S. 147-86.58. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of a suit or action. e. Entire Agreement. This Agreement, together with the Provider's License Agreement, Professional Services Agreement, and Support/Maintenance Agreement, the RFP and its attachments, and the Proposal and its attachments, represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of Revised 6/16 6 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. i. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. j. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County TMA Systems, LLC Attention: Jim Northrup Attention: President P.O. Box 8181 5100 East Skelly Drive, Suite 900 Hillsborough,NC 27278 Tulsa, OK 74135 [SIGNATURE PAGE TO FOLLOW] Revised 6/16 7 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: ,¢.,DocuSigned by: DocuuSigned by: . By: jbin In tt �AaMwtt VS 3/28/2017 By: VtASfitn, 1ou1t, r 3/23/2017 °iie4Fi€Iftersley, County Manager trrp4T9or4- President Revised 6/16 8 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Project Scope Definition of Proposal from RFP#5220 Advertised April 20th, 2016 The Orange County, NC department of Asset Management Services ("AMS") is seeking proposals from qualified firms for software and implementation services for migrating and enhancing the existing iMaint System including processes and data, to a robust software platform that takes advantage of current technologies in order to support storage, workflow, access and integration. The system shall provide a central portal through which: - AMS customers can: • Request/report services needs at a county facility • Check on status of past and present requests. - AMS staff and management teams can: • Manage the work order lifecycle from request entry to completion phase. • Update/add information about work performed on a particular request while out in the field. • Maintain a schedule for preventive maintenance on assets. • Maintain specs on assets (buildings, HVAC, mechanical equipment). • Maintain information on contractors that AMS works with or has purchased equipment from. The overall objective of the project is to review, select and implement a software platform that enables the AMS department to: - Improve request entry process for all external users of AMS. - Improve management of work order lifecycle. - Reduce manual processes and increase productivity. - Reduce paper and paper-oriented processes - Improve integration between applications and other systems - Take advantage of newer technology, especially mobile technology. DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 luuuuuuuuuuuuua wul TMA Systems,LLC uuw luau SYSTEM sus ea mul 5100 East Skelly Drive,Suite 900 uuw numm uul Tulsa,OK 74135 o 800.862.1130 918.858.6655 fax www.tmasystems.com Submitted to: Date July 7,2016 Federal Employment Number:73-1554384 Mr.David Cannell Valid Until August 6,2016 Purchasing Agent Quote Number RP-42558-OC-CH Orange County Client Number OC 200 S.Cameron Street Hillsborough,North Carolina 27278 (919)245-2651 dcannell@orangecountync.gov WebTMA CLIENT-HOSTED SOFTWARE SOLUTION Item Description Quantity US Dollars WebTMA Enterprise Module WebTMA Enterprise Module-5 Concurrent User System 1 $ 33,450.00 Additional Modules • Auto Attendant Auto Attendant Module 1 $ 2,495.00 • Executive Dashboard Executive Dashboard Module 1 $ 3,995.00 • General Inspections General Inspections Module 1 $ 4,995.00 • iServiceDesk i5erviceDesk Module-1500 Named Requestors 1 $ 4,995.00 • mobileTMA mobileTMA Interface-Per 5 Named User Bundle 2 $ 3,990.00 • Universal Financial Interface Universal Interface for Financials 1 $ 8,995.00 • Universal Interface for BAS Universal Interface for Building Automation Systems 0 $ • Universal Interface for Other Charges Universal Interface for Other Charges 1 $ 2,995.00 • WebTMA CAFM CAD Interface-Per 5 Workstation Bundle 1 $ 5,995.00 • WebTMA GO WebTMA GO for iPad-Per Named User 4 $ 2,780.00 Subtotal-WebTMA Client-Hosted Software $ 74,685.00 PROFESSIONAL SERVICES Item Description Quantity US Dollars Consulting Services Services may be inclusive of iPortal,Implementation,Training, 32 $ 48,000.00 Consulting,Project Management,and Documentation. Allocation of service days finalized upon review with client.Service days at $1,500/day-travel expenses not included.The following allocation has been estimated. 6-day(s)of iPortal Services 11-day(s)of Implementation Services 4-day(s)of Training Services 6-day(s)of Consulting Services 2-day(s)of Custom User Manual 3-day(s)of Project Management Services Notes: • TMA offers both on-site and remote services for all phases of implementation and training. Remote training services are offered at a reduced rate. If remote services have not been quoted,please feel free to discuss these services as an alternative to what has been quoted above. • TMA professional services to be performed in-house,through web services(TMA iPortal,Internet,etc.)or at client site.TMA consultant will prepare a project schedule identifying necessary allocation of service days upon review with client. Travel expenses are not included in the cost of services and are the responsibility of the client. Travel costs will not exceed $2,300.00 per trip(two trips expected)and are comprised of these approximated costs: Airfare-$700.00,Lodging-$190/day or$950.00 for 5 days,Rental Car-$70/day or$350 for 5 days,Per diem of$50/day or $250.00,Parking-$10/day or$50.00 for 5 days. These costs are estimates and only actuals will be invoiced. Subtotal-Professional Services $ 48,000.00 TMA Systems,LLC-Confidential 12/23/2016 Page 1 of 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 SUPPORT SERVICES Item Description Quantity US Dollars • TMA Gold Plus Annual Support Plan-7 am to 5 pm CST/CDT-Mon thru Fri-plus 1 $ 14,937.00 emergency after hours phone support. Annual Subtotal-Support $ 14,937.00 TOTAL COST OF PROPOSED SOLUTION $ 137,622.00 TERMS AND CONDITIONS •Software is subject to TMA Systems,LLC License Agreement for the following location(s): Orange County,200 S.Cameron Street,Hillsborough,North Carolina 27278 •Interface upgrades and compatibility are subject to continued support of associated vendors. •Travel,shipping and handling expenses not included. •Payment is due net 30 days after receipt of software. •Past due invoices will be charged 1%per month. •These prices do not include applicable sales tax. •Third party software not included. •Quotation is for Software,Service and Support referenced on attached Client Profile. •Software is compatible with systems meeting the requirements outlined on the Systems Requirement attachment. •Additional fees may apply for using client contracts versus TMA Systems'standard agreements. •TMA Consultant will have one half day of travel time allocated for every 5 days of onsite services. TMA Systems,LLC Orange County Ross Powell Name Senior Account Executive (918)858-6678-office (918)858-6655-fax Title ross.powell@tmasystems.com Date TMA Systems,LLC-Confidential 12/23/2016 Page 2 of 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Sample Implementation Schedule for Orange County ID :Task Name Duration Start Finish Resource Names 1 Sample WebTMA Implementation Schedule 82 days Wed 2/1/17 Thu 5/25/17 2 Services Kick-Off Call 1 day Wed 2/1/17 Wed 2/1/17 3 Conference Call to Discuss Implementation and Services 1 day Wed 2/1/17 Wed 2/1/17TMA,Client 4 Implementation Phase 52 days Wed 2/1/17 Thu 4/13/17 5 iPortal Implementation 3 days Wed 2/1/17 Fri 2/3/17 6 Kick-Off Meeting 0.5 days Wed 2/1/17 Wed 2/1/17TMA,Client 7 Define Basic WebTMA Data Structure 0.5 days Wed 2/1/17 Wed 2/1/17TMA,Client 8 Data Review Meetings 2 days Thu 2/2/17 Fri 2/3/17 TMA,Client 9 Pre-Implementation Services 4 days Mon 2/6/17 Thu 2/9/17 10 Overview of TMA Functions and Features 1 day Mon 2/6/17 Mon 2/6/17 TMA,Client 11 Define Data Structure 1 day Tue 2/7/17 Tue 2/7/17TMA,Client 12 Review Importing Templates 1 day Wed 2/8/17 Wed 2/8/17TMA,Client 13 Review Project Plan Timeline 1 day Thu 2/9/17 Thu 2/9/17 TMA 14 Gather Data for Importing 44 days Fri 2/10/17 Wed 4/12/17 15 Phase 1 Data(Location Data) 12 days Fri 2/10/17 Mon 2/27/17 16 Facility and Facility Types 3 days Fri 2/10/17 Tue 2/14/17 Client 17 Building and Building Types 3 days Wed 2/15/17 Fri 2/17/17 Client 18 Floors and Floor Types 3 days Mon 2/20/17 Wed 2/22/17 Client 19 Room and Room Types 2 days Thu 2/23/17 Fri 2/24/17 Client 20 Import Phase 1 Data 1 day Mon 2/27/17 Mon 2/27/17 Client 21 Phase 2 Data(Accounts) 7 days Tue 2/28/17 Wed 3/8/17 22 Accounts and Account Types 3 days Tue 2/28/17 Thu 3/2/17 Client 23 Deparments and Department Types 3 days Fri 3/3/17 Tue 3/7/17 Client 24 Import Phase 2 Data 1 day Wed 3/8/17 Wed 3/8/17 Client 25 Phase 3 Data(Personnel Data) 12 days Thu 3/9/17 Fri 3/24/17 26 Repair Center 3 days Thu 3/9/17 Mon 3/13/17 Client 27 Shops 3 days Tue 3/14/17 Thu 3/16/17 Client 28 Trades 3 days Fri 3/17/17 Tue 3/21/17 Client 29 Technicians 1 day Wed 3/22/17 Wed 3/22/17 Client 30 Import Phase 3 Data 2 days Thu 3/23/17 Fri 3/24/17 Client 31 Phase 4 Data(Maintenance Items) 8 days Mon 3/27/17 Wed 4/5/17 32 Vendors/Manufactures/Contractors and Types 3 days Mon 3/27/17 Wed 3/29/17 Client Page 1 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Sample Implementation Schedule for Orange County ID :Task Name Duration Start Finish Resource Names 33 Equipment and Equipment Types 2 days Thu 3/30/17 Fri 3/31/17 Client 34 Vehicles and Vehicle Types 2 days Mon 4/3/17 Tue 4/4/17 Client 35 Import Phase 4 Data 1 day Wed 4/5/17 Wed 4/5/17 Client 36 Phase 5 (Parts and Task Data) 5 days Thu 4/6/17 Wed 4/12/17 37 Tools and Tool Types 2 days Thu 4/6/17 Fri 4/7/17 Client 38 Tasks and Task Types 2 days Mon 4/10/17 Tue 4/11/17 Client 39 Import Phase 5 Data 1 day Wed 4/12/17 Wed 4/12/17 Client 40 Data Importing/Conversion 1 day Thu 4/13/17 Thu 4/13/17 41 Import Data from Spreadsheets 1 day Thu 4/13/17 Thu 4/13/17 TMA 42 Database Complete 0 days Thu 4/13/17 Thu 4/13/17 TMA 43 Implementation Services 5 days Fri 4/14/17 Thu 4/20/17 44 Review Data 1 day Fri 4/14/17 Fri 4/14/17 TMA,Client 45 Complete Data Set-Up 1 day Mon 4/17/17 Mon 4/17/17 TMA,Client 46 Review Work Flow Processes 2 days Tue 4/18/17 Wed 4/19/17TMA,Client 47 Documentation and Follow Up Tasks (In House) 1 day Thu 4/20/17 Thu 4/20/17 TMA 48 Interface Configuration Services 6 days Fri 4/21/17 Fri 4/28/17 49 Universal Interface for Financials 3 days Fri 4/21/17 Tue 4/25/17TMA,Client 50 Universal Interface for Other Charges 3 days Wed 4/26/17 Fri 4/28/17 TMA,Client 51 Post Implementation Tasks 10 days Mon 5/1/17 Fri 5/12/17 52 Data Validation 10 days Mon 5/1/17 Fri 5/12/17 Client 53 Application Process Testing 10 days Mon 5/1/17 Fri 5/12/17 Client 54 Custom User Manual 2 days Mon 5/15/17 Tue 5/16/17 55 Custom User Manual 2 days Mon 5/15/17 Tue 5/16/17TMA,Client 56 Training Services 4 days Mon 5/22/17 Thu 5/25/17 57 User Training 4 days Mon 5/22/17 Thu 5/25/17 TMA,Client 5s o Ll,— C days Thu 5/25/17 Thu 5/25/17 T MA,Cii nt 59 Project Management 82 days Wed 2/1/17 Thu 5/25/17 6o Periodic Status Meetings 82 days Wed 2/1/17 Thu 5/25/17 TMA,Client Page 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document C•n:ten:ts TMA Systems, LLC 2 License Agreement 2 Professional Services Agreement 4 Support/Maintenance Agreement 7 EXHIBIT A: SUPPORT PLAN 10 EXHIBIT B: SERVICE LEVEL AGREEMENT 11 1 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document TVA Systems, [IC License r ecceni: The Customer identified below has purchased or acquired from TMA Systems, LLC ("the Company") a License of the TMA Systems software listed on the attached Quotation ("the Software"). The Company and the Customer agree to the following terms and conditions of the License: 1. License Grant: The Company grants to the Customer a License for the perpetual use of the Software, subject to the following restrictions and limitations: A. The License is limited to the version of the Software listed on the Quotation. B. The License is non-exclusive to the Customer. C. The License may not be assigned, sub-licensed or otherwise transferred by the Customer without the express written consent of the Company. 2. Use of Software: A. The Software may only be used to manage the operations of the Locations described on the Quotation or later added with the agreement of the Company. B. The concurrent use of the Software is limited to the number of concurrent users plus named users listed on the Quotation or later purchased by the Customer. C. The Software may only be installed with one production database on a single server/computer. D. Customer may make not more than one backup copy of the Software installation media, provided that the backup copy shall not be installed or otherwise used by the Customer, except to replace the initially installed Software. E. Customer shall not use the Software as a call center or service bureau, or otherwise permit the use of the Software by any third party without the prior express written consent of the Company. 3. Protection of Intellectual Property Rights: A. Except for the limited and restricted License hereby granted by the Company to the Customer, the Company retains the ownership of all copyrights and other intellectual property rights associated with the Software. 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document B. The Customer shall not modify, translate, reverse engineer, decompile or disassemble the Software. C. The Customer shall not provide access to the Software to any person other than the Customer's employees and agents. Notwithstanding the foregoing, the Customer shall not be limited to presenting the Software to other entities for demonstration and referral purposes. D. The Customer shall use commercially reasonable efforts to prevent access to the Software by any person other than the Customer's employees and agents. 4. Company Warranties: The Company makes the following warranties and disclaimers to the Customer: A. The Company has developed and is the owner of the Software, and has the right to grant the License to the Customer. B. The functionality of the Software reasonably conforms to the standards set forth in the documentation supplied with the Software. C. The Company disclaims all other warranties, express or implied, including merchantability and fitness for use of the Software. 5. Limitation of Liability: The liability of the Company to the Customer arising from the Customer's use of the Software or the Company's breach of this Agreement shall be limited as follows: A. The Company shall not be liable for indirect, special, incidental, or consequential damages. B. The aggregate liability shall not exceed the amount the Customer paid the Company for the License. Dated: The Company: The Customer: TMA Systems, LLC Orange County, North Carolina By: By: 3 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document TMA Systems, LLC ("the Company") has issued to the Customer the attached Quotation for a License of the Company's Software, which includes the provision of Professional Services to the Software by the Company("the Professional Services"). The Company and the Customer agree that the Professional Services shall be provided to the Customer on the following terms and conditions: 1. Professional Services: The Company shall provide to the Customer the Professional Services described on the Quotation. 2. Customer Provided Resources: The Customer shall provide or make available to the Company reasonable resources to facilitate the delivery of the Professional Services. Furthermore, reasonable is defined a fair,proper, or moderate under the circumstances. 3. Fees and Reimbursable Expenses: A. The fees and reimbursable expenses for the Professional Services are listed on the Quotation. B. The Company may invoice the Customer for the fees and reimbursable expenses on a monthly basis, as the Professional Services are rendered. C. The Customer shall pay the invoices for Professional Service fees and reimbursable expenses within thirty days from receipt. 4. Manner of Providing Professional Services: The Company shall provide the Professional Services to the Customer: A. In accordance with industry standards; B. In accordance with any specifications listed in the Quotation; and C. As an independent contractor to the Customer. Furthermore, independent contractor, is defined as not an employee, partner, or joint venture of or with Orange County. 5. Intellectual Property: A. To the extent that the Professional Services results in any customization of any of the Company's software products previously licensed for the Customer's use ("the Software Customization"), the Software Customization shall be deemed to be included within the Customer's license for the software product; provided, however, that the Company shall own and retain all other rights with respect to the Software Modification. 4 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document B. To the extent that the Professional Services consist of the development of intellectual property unrelated to the Company's software products ("Independent Intellectual Property"), the Professional Services shall be deemed work made for hire, and the Customer shall own and retain all rights to the Independent Intellectual Property. 6. Data: A. Customer warrants that as of the date of this Agreement, none of the databases associated with the Professional Services contain protected health information as that term is defined in the Health Insurance Portability and Accountability Act ("PHI"). B. Following the execution of this Agreement, Customer shall not enter PHI into any of the databases associated with the Professional Services. C. Customer shall review and validate the accuracy and completeness of data resulting from the performance of Professional Services by the Company. Furthermore, Orange County, as the Customer, is responsible for reviewing and validating the accuracy and completeness of data or reports provided as a result of the services performed. Because this is Orange County's data, and TMA does not have the familiarity with Orange County's assets or operations, TMA cannot validate the data or guarantee the reliability, accuracy or completeness of the data resulting from the services. 7. Non-Hire: From the commencement of the Professional Services through one year from the completion of the Professional Services, neither party shall hire any employee of the other party. 8. Limitation of Liability: The liability of the Company to the Customer arising from the Professional Services shall be limited as follows: C. The Company shall not be liable for indirect, special, incidental, or consequential damages. D. The aggregate liability shall not exceed the amount the Customer paid the Company for the Professional Services. SIGNATURE PAGE TO FOLLOW 9. Notices: Notices to the Company with respect to this Agreement shall be sent via email to notifications@tmasystems.com. 5 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document Dated: The Company: The Customer: TMA Systems, LLC Orange County, North Carolina By: By: 6 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document S 1111; I Ineen nce A Teeueeni:' The Customer identified below has licensed from TMA Systems, LLC ("the Company") a License of the TMA Systems software described on the attached Quotation ("the Software"). The Company and the Customer agree that the Company shall provide support and maintenance for the Software on the following terms and conditions: 1. Term: A. The initial term of this Agreement shall be one year commencing 120 days after the date the Company provides to the Customer the serial key to the Software. B. This Agreement shall automatically renew for successive one year terms absent notice to the contrary provided by one party to the other within 30 days prior to the expiration of the initial term or any Renewal Term. 2. Support Services: The Company shall provide technical support to the Customer under the Support Plan identified in Exhibit A("Support Plan") as follows: A. The Support Services shall be available during the times set forth in the Support Plan. B. The Support Services shall be utilized Customer personnel only. C. The Support Services may be provided via telephone, email, or online. D. The Company shall provide the Support Services: (1) From the date the Company receives a Purchase Order from the Customer to the commencement date of the initial term; (2) During the initial term; and (3) During any Renewal Term. 3. Maintenance Services: The Company shall provide Software maintenance services to the Customer("Maintenance Services") as follows: A. The Company shall make available to the Customer updates to the Software licensed by the Customer that are released during the initial or any Renewal Term of this Agreement, when the updates become available. B. The Company shall correct material errors of the Software as follows: (1) An error or malfunction shall be deemed material if it causes the Software to conflict with the Software documentation. 7 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document (2) Material errors: a. Shall be reported to the Company at support @tmasystems.com b. Shall only be reported by Trained Personnel; and c. Shall include sufficient details in the error report to enable the Company to identify the error. (3) The Company shall use commercially reasonable efforts to correct material errors within eight business hours from receipt of the error report. 4. Annual Fees: The Customer shall pay Annual Fees for the Support and Maintenance Services as follows: A. The Annual Fee for the initial term shall be the amount set forth in the Quotation, and shall be paid in accordance with the Quotation. B. Annual Fees shall also be increased based upon the Customer's purchase of additional users, Locations, and/ or modules. C. The amount of the Annual Fee is based upon a continuous Support/ Maintenance Agreement between the Company and the Customer, and if the Customer discontinues this Agreement and later requests Support and Maintenance Services, additional fees may be required, which shall not exceed fifty percent (50%) of the annual support fee of the current annual support plan costs. D. Annual Fees for Renewal Terms shall be due and payable within 60 days after to the commencement of the Renewal Term. E. Annual Fees not paid when due shall bear interest at the rate of 1% per month from the due date, and if payment is not made by the due date the Company may, at its option, suspend the provision of Support and Maintenance Services, or terminate this Agreement. 5. Notices: Notices regarding this Agreement to the Company shall be made via email to notifications @tmasytems.com. 8 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document 6. Data: D. Customer warrants that as of the date of this Agreement, none of the databases associated with the services performed contain protected health information as that term is defined in the Health Insurance Portability and Accountability Act ("PHP"). E. Following the execution of this Agreement, Customer shall not enter PHI into any of the databases associated with the services performed. F. Customer shall review and validate the accuracy and completeness of data resulting from the performance of services by the Company. 7. Limitation of Liability: The liability of the Company to the Customer for damages arising under this Agreement shall be limited as follows: E. The Company shall not be liable for indirect, special, incidental, or consequential damages. F. The aggregate liability shall not exceed the amount the Customer paid the Company for the Support Services in the year the damage occurred. Dated: The Company: The Customer: TMA Systems, LLC Orange County, North Carolina By: By: 9 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document EX HD a TT A, Ef o l" o LA I TMA takes great pride in the level of support it provides both in terms of response time and knowledge of the system. In recognition of our company's commitment to its clients, we have a comprehensive support plan in place to make certain you are a satisfied client. The details of our proposed Gold Plus Annual Support Plan are described in the following: • Free and timely updates to the current version of your licensed TMA software when released. Includes supporting documentation • Technical support weekdays (excluding holidays) from 7:00 to 5:00 CST/CDT via phone, fax, and e-mail • Access to the TMA Internet support site (www.tmasystems.net) • TMA Customer Support Portal for clients to submit new issues, review previously closed or open issues, and download software from www.tmasystems.net • Direct toll-free phone access by clients to TMA's Call Center and Technical Support Agents for immediate help • State-of-the-art call tracking software used by TMA to log and track client issues • Escalation procedures for critical issues • Application support via Join.me.com, allowing technical support agents to connect to the client's workstation via the Internet • Access to tutorials via the TMA Customer Support Portal that covers basic functions in the application such as processing requests, work order generation, work order browse, work order costs, and planned maintenance scheduling • Access to the TMA list server for interacting with other TMA users through e-mail • Quarterly TMA newsletters with useful information and e-mail notifications of upcoming events, upcoming releases, and general information • Availability of a secure FTP site for clients to upload and download files for quick file retrieval In addition to the benefits listed above, TMA Gold Plus Support Plan also includes: • Emergency after-hours phone support 24 hours/ 7 days per week 10 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document EX.111uG'1"'r uG'', Ell VICE LEVEL AG ll ff fly"'i" Seventy-five percent of all questions or problems reported to the TMA Systems Client Support Services department are answered or resolved on the first day, and most of those on the first phone call or e-mail response. We maintain a large enough support staff to ensure that you will rarely if ever, have to wait more than 15 minutes to have your call answered by a trained TMA Systems professional. If you are placed on hold but are unable to wait, you always have the option to zero out to the operator, who can take a message and have someone from the client support services center return your call. Issues that our Tier I representatives are unable to resolve are escalated to our Tier II representatives to ensure that an answer or resolution can be provided as quickly as possible. Any question that our Tier II representatives are unable to answer, or problem they are unable to resolve, is escalated to our Engineering department for assistance in providing an answer or resolution for the issue. Any defects found in the application are, once verified, reported promptly to our Engineering department. Defects are categorized and prioritized based on the severity and impact of the issue. We use four categories to prioritize any defect found in the application. Those four categories are: • Critical—a defect which causes data corruption or has caused the entire application, or an entire module of the application, to be non-functional. • High— a defect which has a significant impact on the functionality of the application and for which there is no "work around", or for which the workaround provided causes a significant negative impact on workflow for the client. • Medium— a defect which has an impact on the functionality of the application but for which a viable, temporary"workaround"is available. • Low— a defect which has minimal impact on the functionality of the application and for which there is a viable "work around", a defect in a report, or a defect that is cosmetic in nature. Critical defects are treated with the utmost urgency and work on a resolution begins immediately upon verification of the defect. Once the cause of the defect has been determined and Engineering has provided a release which includes resolution of the reported defect, the resolution is tested and verified. Once the resolution is verified, an immediate release is provided to the client or clients who reported the issue. Ten days after this emergency release is made available to the client or clients who reported the defect, the new maintenance release is made available to all clients on the TMA Systems support website. 11 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document High urgency defects are addressed in scheduled monthly releases designed to provide resolution for all reported High urgency defects, as well as any Critical defects that have not yet been resolved. As soon as the resolved defects have been tested and verified, the monthly release is made available to each of the clients who have reported a defect which has been resolved in this release. After ten days, the maintenance release is made available to all clients on the TMA Systems support website. Medium and Low urgency defects are addressed in scheduled quarterly releases in which all outstanding reported defects are resolved. Once the resolved defects have been tested and verified, the quarterly release is made available to each of the clients who have reported a defect which has been resolved in the release. After ten days, the maintenance release is made available to all clients on the TMA Systems support website. Suggestions from our clients for changes or enhancements to the TMA Systems applications are submitted immediately to Engineering. Although it is impossible to implement all suggestions due to possible negative impact on other clients, or because implementation would require major restructuring of the application, each suggestion is reviewed for feasibility by committee. "Down" clients who call into the Client Support Services call center are transferred immediately to a Tier II representative unless all Tier II representatives are already assisting other clients. In that case, the Tier I representative keeps the client on the line and immediately informs the Client Support Services Supervisor that they are speaking to a down client. The Tier I representative will remain on the phone with the client and attempt to assist them until such time as the CSS Supervisor is able to arrange to free up a Tier II representative to work on the issue. Addressing the issues of a down client are the highest priority for the Client Support Services call center representatives who, when needed, have authorization to immediately bring in an Engineering staff member to consult on the case until it is resolved. If it becomes necessary for the client to hang up to try measures suggested by Engineering or the Tier II representative, hourly follow up calls will be made by the responsible Tier II representative to the client until such time as the issue is resolved, or the client is back on the phone with the CSS representative to continue troubleshooting the problem. Customer Satisfaction — Once a case is closed, if you have not received a client support satisfaction survey within the last 30 days, you will receive an e-mail with a link to a client support satisfaction survey form on which you can rate your level of satisfaction with the client support services staff and the support you received. In addition, this survey provides you the option of including any additional comments regarding the support you received. This is one of the methods we use to measure our performance and make improvements where needed to ensure we are delivering world class customer service and support to our clients. TMA Support Contact Information TMA Systems support phone number: 1-800-661-8171 Email address: support@tmasystems.com Support Hours: 7 am— 5 pm CST/CDT Mon. —Fri. for regular, non-emergency issues 12 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 AMS —TMA Terms Document For emergency support, Orange County can call the same number above after 5:00 PM CST or before 7:00 AM CST. An emergency is defined as the WebTMA application not being accessible from more than one computer(server is down). All support calls and emails will be logged and managed in TMA's state-of-the-art call tracking software. Orange County users will have direct phone access to TMA technical support agents for immediate help. Escalation procedures for critical issues will also be in place. 13 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 uuuuutDiU� uv Orange County, NC Department of Asset Management Services Submitted for consideration to: Mr. David Cannell Purchasing Agent Orange County, NC Department of Asset Management Services 200 S. Cameron Street Hillsborough, North Carolina 27278 Proposal for: WebTMA Enterprise Asset Management Software Request for Proposals #5220 Submitted on: May 09, 2016 Submitted by: Ross Powell Senior Account Executive TMA Systems, LLC 5100 East Skelly Drive, Suite 900 Tulsa, Oklahoma 74135 Corporate Office (800) 862-1130 Direct (918) 858-6678 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBFuBA15 ���� � ! F~K8�� � N,�8 ���� Y �� | y~!V|�� = ' May 09 2016 Mr. Cannel! Purchasing Agent Orange County NC department of Asset Management Services 200 S. Cameron Street Hillsborough, North Carolina 27278 Dear Mr. Cannell: On behalf of TMA Systems, LLC (TMA), I would like to thank you for the opportunity to submit a proposal to Orange County, NC department of Asset Management Services (AMS)for an Enterprise Asset Management (EAMS)system. With a commitment of this size, I believe it's important that you have strong confidence in not only the software but the company providing the software, services, and support. TMA has been providing asset maintenance management systems since 1988.A variety of factors have contributed to our success in becoming a world-class leader in providing these types of solutions. First and foremost,we work diligently in understanding our clients business before applying our expertise in providing them a solution. Second, we always endeavor to move past the vendor relationship to being recognized as a valued partner.This type of relationship goes beyond just providing software, it moves to providing a valued solution—a solution that has been well thought out, properly planned, and impeccably implemented. Most importantly, after implementation, your operations team can be assured that they will be provided outstanding ongoing support. TMA has a history of developing world-class solutions for well-known facility and asset management professionals throughout the world. These products have been developed with input from our clients— individuals thathavetheexperdsetomanmgetheirasseto |nthemnstefficientandeffectivemanner possible. These are some of the most prominent corporate, healthcare, government, and education institutions in the country. Our 1,400 clients include:The Architect of the Capitol (US House/US Senate/Supreme Court), Microsoft Corporation, University of Southern California, Hospital Corporation of America, Federal Reserve Board, University of Nebraska, American Airlines, Bank of America, U.S. Secret Service, Indian Health Services, Cirque du Soleil, Baylor University and University of Wisconsin—just to name a few. We are committed to having AMS as a partner. Our proposal will show that TMA is delivering an exceptional product and world-class services at a fair price. We hope the following points will be considered in your review: TMA Systems,LLC 5100 E.Skelly Drive,Suite.voo Tulsa,oK,was Corporate Office na.oso.amo Fax 918.858.6655 °°w^"°syu"m"z"m 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBFuBA15 Mr. Cannell Orange County, NC department of Asset Management Services Page 2 • TMA is very strong financially. Over the last two years,some EAMS providers have been purchased by non-facility organizations. This has left their clients in a transitional state as the vendor shifts their priorities. As the economic forecast remains unsettled, it is even more important to know that the vendor you partner with will be a long-term provider. • TMA has the unique capability to ensure the system implementation is completed by your targeted dates. As opposed to many other vendors, our application has numerous data elements already defined (task procedures, database structure, data import templates,conversion tools, etc.)which will allow for a highly streamlined and efficient implementation process. • Our"innovator" position within the market continued with the release of WebTMA 5.1 in December of 2015. This new version demonstrates the commitment we have to both the latest technology and the features that organizations like yours demand to operate at the highest level. We believe AMS, like our current clients, will be impressed by the technology that Microsoft is making available to organizations such as TMA. TMA is not only an organization utilizing Microsoft technology,we are the EAMS provider for their data centers throughout the world. • TMA has always been a very good fit for the Facilities Maintenance and Asset Management departments within municipal government organizations. We have many clients successfully using the WebTMA solution in this environment where either they use our hosted version of WebTMA or they choose to host it internally in their own environment. We envision a long-term business relationship with AMS, where our approach is to offer more than just software, but a solution that brings value to the organization now and for many years to come. Based on our understanding of your needs,we are confident that the solution outlined in our proposal will allow AMS to successfully meet their objectives. You have our commitment that this project will be given the highest priority and our highest level of attention. Once again, thank you for the opportunity to present our solution. Please feel free to contact me via phone at 800.862.1130 ext. 683 or by e-mail at dustin.taylor@tmasystems.com if I can be of assistance in any way. Sincerely, Dustin Taylor President TMA Systems, LLC DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Executive Summary 3 Understanding of Project Objectives 5 WebTMA Enterprise Software 6 WebTMA Enterprise Base Module 8 Optional Modules and Interfaces Proposed 15 Exceptions Request 25 RFP Section 4 Responses 26 Approach and Work Plan 39 Types of Services 39 Phases of an Implementation 43 Management Plan and Timeline 45 Firm Experience and Capabilities 46 Summary 49 Appendicies 50 TMA Pricing Documents Appendix A—Feature/Function Worksheet Tabs Appendix B -Vendor Profile Appendix C—Vendor Customer Base Appendix D—Vendor Customer Base Appendix E -Vendor References Appendix F—Vendor General System Appendix G—Project Costs Appendix H—Interface Costs Appendix I—Conversion Costs Appendix J— Modification Costs Appendix K—Cloud Services Questionnaire Appendix L—Cyber Liability QuestionnaireSample Implementation Plan Sample Implementation Plan Certificate of Insurance Sample COI Sample—E&O WebTMA System Requirements Sample TMA Contracts E-Verify Affidavit Iran Divestment Act Certification Execution of Proposal SOL.NO 2016-027 Confidential and Proprietary 1 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 EXECUTIVE SUMMARY TMA Systems is a leading Enterprise Asset Management Software (EAMS) provider of maintenance management systems.These solutions automate and streamline maintenance operations to provide cost-effective methods that ensure asset reliability and increased productivity for your organization. At TMA, we understand that your success is directly related to your ability to effectively maintain your organization's assets at the highest level possible. And at TMA, we make your success simple. With more than twenty-five years' experience,TMA has built a deep understanding of the challenges and complexities facing organizations like yours.These are organizations that pursue a high level of performance within their maintenance operations.TMA takes this understanding, coupled with listening to clients' needs, and delivers solutions that provide the highest possible value. Worldwide, more than 1,400 TMA clients maintain in excess of 45,000 facilities, representing 3.2 billion square feet of space.These world-class organizations have a deep appreciation of the complexity and challenges of managing facilities.Their bottom-line focus is on their assets,the services they perform, and the contributions they make in meeting the goals and objectives of their organizations. Innovation Since 1988,TMA Systems has provided the most technologically advanced maintenance management software available.These advanced products, along with world-class training, superior professional services, and outstanding technical support are key reasons TMA is the preferred solution for facility professionals throughout the world. A representation of significant advancements related to our products includes the following: • First graphical Computerized Maintenance Management System (CMMS)for the Apple Macintosh Operating System. (1989) • First cross-platform CMMS.TMA operates seamlessly across both Microsoft Windows and Macintosh Operating Systems in a mixed network environment. (1990) • First CMMS to integrate email in the work request process. (1993) • First web-enabled module to link browser technology to a CMMS. (1996) • First paperless solution utilizing an advanced interface to a handheld device. (1998) • First web-based CMMS solution for facilities with the introduction of WebTMA. (2000) • First to integrate the Asset Condition Index(ACI)within a CMMS. (2002) • First to develop and introduce a fully functional CMMS operating on a Pocket PC handheld device, mobileTMA. (2003) • First CMMS to utilize 100% Microsoft.NET technology, WebTMA version 2.0. (2004) • First CMMS to offer a fully integrated custodial module. (2006) • First CMMS to utilize second generation .NET technology, WebTMA version 4.0. (2008) • First CMMS to utilize Microsoft Silverlight with GIS technology. (2009) SOL.NO 2016-027 Confidential and Proprietary 2 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • TMA merges their desktop application into WebTMA as their premier CMMS product. (2011) • First CMMS to offer online/offline technology for the iPhone, Android and iPad applications. (2012) • First CMMS to develop an integrated BIM interface. (2013) • TMA releases an integrated Capital Planning module (2015) Commitment Solutions developed for [corporate clients] continue to be one of the core businesses for TMA Systems. At present, [corporate entities] constitute roughly 30%of the total TMA installed base. It is from this significant number of clients that TMA shapes a large part of its strategic direction.The following list is a representation of our commitment to the management of corporate facilities. • Member of National Plant Management Association (NPMA) • Member of International Facility Management Association (IFMA) • Member of National Facility Management&Technology(NFM&T) • Diamond Sponsor for APPA: Leadership in Educational Facilities • APPA Strategic Business Partner Award 1998-2015 • TMA handheld solutions were selected as a Top 100 Products by Buildings Magazine • WebTMA in Top 100 Products by Buildings Magazine • Executive Dashboard module selected as Top Product by Facility Care Magazine • TMA CAFM selected as Best New Product presented by Today's Facility Manager at ASHE • ACUHO Award for Excellence • Strategic partnerships with several leading institutions in the country; most notably the Educational Research Site Alliance with Tulane University in New Orleans, Louisiana Our record of providing intuitive, easy-to-operate software products, along with superior service, has been the hallmark of our success.This focus on service has allowed TMA to maintain one of the highest implementation and client retention rates in the industry. Whether it is project management, implementation, training, or technical support,TMA is prepared to give AMS the advanced tools and assistance that are necessary for success. Strategic Direction Providing advanced solutions to clients such as AMS represents a primary focus of our company as shown by the business partnerships we have formed with other world-class organizations. These organizations include, but are not limited to: • AutoDesk • Aramark • Esri • Microsoft Corporation • StarRez • Aeroscout(RFID) • GSA Schedules Program • Woolpert Inc. • PenBay Solutions • National Institute of Building Sciences (COBie) • Johnson Controls • Apple Inc. SOL.NO 2016-027 Confidential and Proprietary 3 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 UNDERSTANDING OF PROJECT OBJECTIVES Our appreciation of a client's investment in our software solution is quite simple— we know that we do not succeed unless our client can utilize the TMA solution to the greatest benefit for their organization. With the majority of TMA clients realizing savings on average of 10%to 20%on maintenance costs and savings on average of 10%to 15%on materials and parts costs, our company continually creates mutually rewarding partnerships with the clients we serve. Our approach is to offer a total facility solution, which results in a higher satisfaction level and greater business performance. Benefit Measurements To measure the benefit of implementing a new system, you must first examine your current facility management environment and assess its strengths and weaknesses.A common theme of concerns for facility management professionals normally are in the following areas: • Need to compare actual performance against targeted organizational goals. • Ability to proactively monitor the information that has the highest impact on performance. • Availability of tools for technicians and support staff to perform their duties in an efficient and effective manner without being tied down by the time demands of the IT department. • Ways to better execute on initiatives to reduce capital and operating costs while improving client satisfaction. • A complete understanding of how much and where money is being spent on facility maintenance. • Determining whether assets are in the proper condition, and the ability to analyze whether the money spent on maintenance would be better utilized to replace the asset. • An understanding of how to empower technicians in a manner that impacts not only their daily activities but has a positive impact on the strategic goals of the organization. • An understanding of the effort needed to assemble information for audits and inspections. TMA solutions successfully deal with these concerns, as well as many other facility and asset management issues that are important to you. A software solution, which has been well thought out and implemented, can dramatically improve job execution as well as contribute to the impression you and your staff make to other departments in your organization. Benefits of Implementing WebTMA TMA has always been recognized as a leading solution provider for facility professionals. Along with our demonstrated record of providing intuitive, easy-to-operate software,TMA has a strong reputation of providing superior services.These services are the hallmark of our success and permit us to maintain one of the highest client retention rates in the industry. There are a variety of reasons TMA products will meet or exceed the needs of AMS. Listed below are just a few of those reasons: • The product is offered as software as a service (SaaS) or as a client-hosted solution. SOL.NO 2016-027 Confidential and Proprietary 4 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • TMA has demonstrated a track record of supplying a totally engineered solution — not just software. • TMA is a client-driven company that listens and reacts to our clients' needs.TMA takes pride in working with our current and prospective clients to add features and functionality that enhance the product and improve its effectiveness and efficiency. • WebTMA is a true enterprise-wide web application (written and developed entirely in Microsoft .NET technology). With more than 1,400 clients, our solution provides an effective tool for better managing your technicians'time.This in turn reduces overall costs to your organization. • WebTMA has a broad feature set that provides you with the ability to manage the unique business needs of business units, specific locations, and campuses within one solution. • The WebTMA solution has a significant amount of pre-loaded data, such as PM procedures, task codes, reports, etc.This data enables your organization to quickly recognize value immediately after implementation of the system. • WebTMA has a complete set of system and user online documentation (which has been recognized by industry peers for its excellence).This abundance of information is easily understood and accessible to all users of the system. • TMA provides world-class process consulting, implementation, training and ongoing customer support.TMA's Professional Services Group has the expertise, experience, and project management skills to implement WebTMA software in an efficient manner, with the least amount of disruption to your organization. • Data for WebTMA as a subscription service is constantly monitored for viruses and intruders. • Every subscription service production database is run in "Full Recovery Mode", and a full backup is made on every production and system database each night at 12:00 a.m. CST. • Redundant copies of subscription service client data are maintained in two locations in the event of natural disasters or other catastrophic events. • The Data Center for subscription service clients is designed for maximum security in a Class A building designated as a telecom hotel with three levels of emergency power at all times. • TMA offers many other "value-added" items that are over and above the requirements as expressed by AMS. WebTMA Enterprise Software WebTMA Enterprise is a mission-critical tool for organizations that need to effectively manage their assets and maintenance operations. Utilizing WebTMA Enterprise, these organizations account for, maintain, and extend the useful life of their physical assets throughout their entire life cycle — from purchase through disposal. WebTMA Enterprise provides an entire array of advanced functionality that makes this the ultimate solution for organizations that want their operations to perform with the highest level of customer satisfaction possible. You have the ability to manage the work-flow process from planning stage to completion of the job.These efficiencies can be benchmarked and measured in both cost and time. WebTMA Enterprise includes advanced features and functionality such as estimates, stock replenishment wizard, request log, parts allocation wizard, work order redirect, and automatic split SOL.NO 2016-027 Confidential and Proprietary 5 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 billing. With user-definable fields, you can easily fine-tune these modules to meet your organization's specific needs. WebTMA Enterprise uses industry standard tools, providing you with the ability to integrate your facility information throughout your organization. WebTMA Enterprise can be hosted by your organization or can be purchased from TMA Systems as a subscription service. WebTMA Enterprise Standard Features and Functionality • Equipment Management • Materials Management • Building Space and Asset Management • Stock Replenishment Wizard • Linked Documents • Sales Orders • Task Library with 300+ procedures • Chargeback and Cost Accounting • Project Management • Human Resources Management • Asset Management • Vehicle Management • Multiple Repair/Cost Centers • Refrigerant Management • Hazardous Material Management • Contract Management • Estimates • Safety and Risk Management • Risk Assessment • Condition Monitoring • Returns& Repair Management • Linked Documents • Work Order Redirection • Detailed Job Estimates • Tools Scheduler • Scheduling and Gantt Charting • Tool Crib Management • Training Management • Parts Allocation • Customer Surveys • Materials Scheduler • Total View(Tree List View of Assets) • Bar Coding • Text Messaging WebTMA Enterprise Exclusive Features and Functionality • Advanced Accounting • Asset Condition Index(ACI) - Purchase Cards (P-Cards) - Invoicing • Work Order Redirect -A/R and A/P Payments -Advanced Split Billing • Advanced Human Resources - Labor Cost Adjustments - Leave Management -Sub-Ledger Browse -Advanced Personnel Classification - Batch Reversal - Position and Salary History - Rate Schedules Advanced Material Management • Multiple Currencies -Change Orders -Advanced Invoice Matching - Parts Allocation - Reorder Calculation Wizard SOL.NO 2016-027 Confidential and Proprietary 6 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 WebTMA Enterprise Base Module The following paragraphs describe the features and functionality of WebTMA Enterprise's base module. Work Order Management TMA gives organizations the power to control the work flow and total cost of operations. Users can easily create work orders because all coded data is available from convenient pop up and drop down lists. Work orders can be charged to and tracked by account. From a single window, a user can post costs and comments to a batch of work orders. Costs are automatically rolled up to the appropriate facility, building, area, department, and account records from the work order. Planned Maintenance TMA makes it easy to stay on top of planned maintenance for any piece of equipment, asset, or vehicle. Periodic inspections of equipment or areas are easy to schedule and track. One of the superior features of planned maintenance within TMA is its detailed maintenance library. More than 400 detailed maintenance tasks and planned maintenance procedures have been programmed into the software. You can add to and customize the task library to match your organization's specific needs. Equipment Management TMA provides comprehensive and detailed information on all equipment, including, but not limited to, air handlers, chillers, boilers, and air conditioners. Before technicians visit a job site, they can review the equipment record to obtain valuable information relevant to the work to be performed. Some of the information tracked by TMA includes warranties, service contracts, parent/child relationships, parts vendors, and PM data. Building and Space Management A work history of your buildings and spaces is automatically maintained in WebTMA. Analyze maintenance trends and total operating costs by facility, building, and space. Conveniently track space and asset inventories including where the assets are assigned. In addition, you can easily store graphics with each record.These include items such as schematics, parts explosion diagrams, and other valuable data. Asset Management With WebTMA,you can track the costs, location, and specifications of valuable assets as well as classify assets by type for analysis and reporting. Reports can show life-to-date expenses and depreciation on assets and equipment. You can reference your assets by location as well as transfer them from one area to another. Reports, Charts, and Graphs WebTMA provides a comprehensive set of reports to operate and manage your organization with knowledge, insight, and confidence. With the WebTMA Report Manager and Report Writer,you SOL.NO 2016-027 Confidential and Proprietary 7 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 can easily generate reports on screen, send them to a printer, email them, download them as Microsoft Excel files, or save them in formats such as HTML, images, and PDF. The WebTMA Report Manager provides more than 600 pre-formatted/modifiable reports that are ready to run right out of the box. Create reports for your organization's specific needs or to meet mandatory requirements for agencies such as Joint Commission, OSHA, ISO 9002 and the EPA by easily copying and modifying the pre-formatted reports in the Report Manager. Reports include (examples):Work Order Analysis by Type, Average Time to Complete Jobs,Job Analysis, Labor Costs, Equipment History, and Safety and Risk Reports. Chargeback and Cost Accounting Along with the various functions that save money by maximizing efficiency, WebTMA can also be employed to control total cost of ownership.TMA gives you the ability to charge back items to departments and clients or to split bill costs.TMA allows a user to set up budgets and track remaining balances as costs are posted.TMA's one-write design means costs are automatically tracked by facility, building, and area as well as department or cost center. View cost trends on- screen without assembling time-consuming reports. Project Management With WebTMA,you can carry out all necessary functions related to a project. Projects such as construction, renovations, remodeling, etc. can be managed from within the system and important data on personnel, parts, areas, and resources can be shared. For example, you can compare budgeted, estimated, and actual costs over the life of a project as well as review Gantt charts for projects and tasks. • Track internal costs via work orders and external costs via project requisitions • Create detailed estimates for each activity and resource • Set up and track an unlimited number of activities and resources per activity • Assign and track dependencies for activities • Create and attach sub-projects to a major project • See all work orders and project requisitions for a particular project • Easily utilize ready-to-run project reports • Choose pre-planned activities to convert to project work orders • Restrict project approval to personnel with proper authorization levels Task Library The Task Library is a vital part of the work order function and is used throughout the application. The Task Library contains all tasks (tasks define the specific work to be performed when a work order is created) whether the work order is a request for corrective work or scheduled maintenance.The creation of any work order requires that a specific task be designated. With WebTMA,you are provided hundreds of pre-written PM tasks with details including tools required, safety notes, and a checklist of procedures to be followed.Tasks can be edited or deleted, and you can expand the list with your specific tasks. SOL.NO 2016-027 Confidential and Proprietary 8 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Materials Management When it comes to tracking inventory, WebTMA will keep you organized. Parts are easily issued to work orders or accounts. Parts or materials are also easily cross-referenced to vendors, equipment, and vehicles. You can assign a maximum and minimum stock level for each part, and WebTMA will automatically notify you when you have reached your designated specified minimum. WebTMA will then link part information to a purchase requisition and even calculate the average lead time required to restock that part. You can store graphics and electronic drawings of parts for easy identification. Keep track of whether a part is in stock and at which location. Users with sufficient authorization levels can approve requisitions. Audit trails are tracked on each transaction. In essence, WebTMA gives you the power to view your facility's entire inventory without leaving the comfort of your desk. • Track locations and supplies of parts and materials in inventory • Cross-reference parts by manufacturer,vendor, and equipment • Use these transactions: sales orders, purchase requisitions, purchase orders, requests for quotes, inter-warehouse transfers • Create blanket orders or view pending orders for back orders • Integrate materials seamlessly with work orders • Predict the time it will take to restock • See where parts are utilized • Follow transaction audit trails • Receive automatic notification of low inventory • Record order unit vs. issue unit • Create an unlimited number of stockrooms • Use interdepartmental sales and track back orders on these sales • Create blanket purchase requisitions • Auto-post parts to a work order • Create quotes to vendors for selected materials and parts • Send requests for quotation to multiple vendors from one RFQ • Convert quotes to purchase orders or requisitions • Track sales tax&freight • Maintain separate purchase requisition and purchase order records • Use parts distribution window to link multiple orders to quotes, purchase requisitions, & purchase orders SOL.NO 2016-027 Confidential and Proprietary 9 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Advanced Materials Management With this feature, you can record sales of materials to internal customers as well as track back orders and pending orders related to those sales. Advanced Materials Management also includes tracking and accounting for tools, including a complete check-out history, and a Stock Replenishment Wizard, providing a faster way to review parts for reorder and to issue purchase orders. Stockroom Transactions(Included with Materials Management) Easily manage your stockroom and sales orders. • Issue stock to cost centers or work orders • Track sales orders to accounts Tool Crib Management(Included with Materials Management) Track and maintain records on expensive or critical tools. • Support multiple tool cribs • Check-in and check-out Tools for specific workers and jobs • Manage calibration checks and PM scheduling • Maintain maintenance histories on tools Hazardous Material Tracking(Included with Materials Management) Effectively manage your hazardous materials. • Account for hazardous materials and refrigerants • Maintain details about hazardous materials • Categorize hazardous materials for reporting and sorting • Create and track requests for quotes • Convert into requisitions or PO's after the quote comes back Time Management Effectively and efficiently manage your technicians' schedules. Graphically schedule current and future work orders based on your pre-determined criteria.This feature includes the following modules: Scheduling,Time&Attendance, Review Assignments, and Batch Attendance. Scheduling The Scheduler includes a Calendar and Gantt Chart interface, which allows you to visualize and schedule your backlog of unassigned work orders. Have the ability to view work load by a technician and assign the work to eligible technicians based on your criteria for the most efficient use of resources. It's simple and easy to assign both current and future work. Time&Attendance The Time&Attendance function allows you to view an individual technician's time record by time type, start and end date, and work time, non-work time, or both. Have the ability to also add charges to a work order from this screen. SOL.NO 2016-027 Confidential and Proprietary 10 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Review Assignments With Review Assignments, you can change assignments when technicians call in sick, take vacation time, are called to different tasks, or when schedules change priority. Batch Attendance Use Batch Attendance to post non-work order time for several technicians at one time. Examples of non-work order time include training, vacation, sickness, or whatever type you specify in the lookups function. Customer Surveys Send your customers a printed survey or e-mail a link to a URL for feedback on work performed. You create the customized survey within WebTMA and select the "trigger" number, such as every 25 work orders. Multiple Repair/Cost Centers Multiple repair centers can use the system simultaneously while remaining semi-autonomous.To each repair center, it appears that they have their own system. When workers log in to the system, they only see the appropriate items for their repair center. High-level users, however, can have access to all repair centers and see the "big picture." • Equipment, personnel, work, etc. can be separated by and reported on by repair center • Preferences may be set differently for each repair center • Each repair center(business unit or department) can have its private view of data for which it is responsible • High-level users can have simultaneous access to all repair centers Human Resource Management WebTMA's detailed personnel records include basic information, charge rate, pay rate, and emergency contact information. You can track training and certification records for personnel including the classes they have attended and when the next certifications are due. WebTMA lets you trace personnel by both shop and trade. Automatic Split Billing WebTMA enables you to sort the charges into three sub-account categories: labor, parts, and rental/other. All sub-accounts are linked to a main account and charges are rolled to the sub- account with additional sub-account information used for detailed reporting. Vehicle Maintenance WebTMA lets you to track work history and other pertinent information, such as VIN (vehicle identification number), where a vehicle is located or parked,when the last emission test was performed, odometer and PM meter reading, etc. • Report detailed information on your vehicles • Track corrective work orders and costs from the work order system • Schedule and track planned maintenance and inspections on your vehicles • Easily account for fuel and oil costs for each vehicle SOL.NO 2016-027 Confidential and Proprietary 11 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Refrigerant Management With WebTMA,you can track and manage the CFCs stored and used at your facility. WebTMA's CFC Management function not only tracks what CFCs you have and where they are located, but it also classifies CFCs by type and amount and tracks how much has been added to or removed from equipment each time the item is serviced. Advanced Accounting WebTMA can produce a complete audit trail of all payments for A/R items such as work orders, sales orders, and fuel/oil tickets. WebTMA also tracks payments on A/P items such as purchase orders and project requisitions.You can apply and track batch payments; record payments by check, voucher, and credit cards; and create credit memos.This feature helps you remain compliant with GASB Statement 34. Linked Documents WebTMA provides the ability to link hundreds of different types of documents (CAD, Service Agreements, etc.)to transaction records such as work orders, requests, sales orders, purchase orders, and project requisitions. Also, links exist so documents can be attached to personnel, building, space, asset, equipment, vehicle, and many other types of records. Double-clicking on a linked document loads the document using the application that created it (if available on your computer). Entities Entity records are used in WebTMA to better accommodate the information and maintenance requirements for components of your facility not associated with a building or space. Entity items have full WebTMA functionality and can be grouped, scheduled for planned maintenance, and connected to work orders. Examples of nonstructural entities include parking lots, streets, sidewalks, grounds, ponds, landing pads, athletic fields, and storage tank areas. ACI The Asset Condition Index is a standard benchmark that is used to assess the current and projected condition of an asset.The ACI is defined as the ratio of required repairs needed for an asset during the current year compared to the replacement value.This is the analytical data necessary for you to make more informed decisions on various types of assets and the relative level of requirements for renewal funding. Contract Management Easily manage outside contractors and contracts from bid award through the completion of the contracted services. • Contractor records include details on contractors with links to work and cost history • Contracts are tracked automatically including detailed information on contracts for maintenance and work performed life-to-date for the contract • Declining balances for fixed contracts are tracked • Selection lists of previous contractors are available for the item and type of work to be performed SOL.NO 2016-027 Confidential and Proprietary 12 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • Permit contractors to log in and access the work orders assigned to them, input their labor and materials, and attach their invoices (must have Contractor Login User) Grouped PM Easily create PM schedules for a Group of equipment, areas, assets or vehicles. When the PM work order is generated, only one work order exists for the Group and each item is listed. Work history for each item is saved. Grouped PMs reduce paper usage and decrease chances for errors. Ideal for route-based inspections such as fire alarms, fire doors, and extinguishers. Safety & Risk Management Report on all safety related issues.Track data when the task requested on a work order involves safety issues where technicians or others may be at risk. By keeping good records on accident and error information, you have a number of Safety& Risk reports at your fingertips. • Track and report on incidents relating to safety and risk issues • Track and report on response and corrective actions Condition Monitoring Create an unlimited number of measurements and readings by equipment item to track different parameters on equipment and analyze them over time. For easy review, create graphs of the readings against the standard deviation, manufacturer specifications, and user-defined alarm levels. Estimates Use this valuable tool for monitoring and managing costs. In TMA, you can set up estimates as a requirement when creating work orders. If an estimate is required,TMA will not allow the work order to be saved until the estimate is entered.Two kinds of estimates are included: simple and advanced. Sales Order Sales orders are used to charge (sell) materials to departments within the organization. On the sales order window, quantities are deducted from inventory, and the adjustments are made. Details can be tracked on types of materials sold, buyers of the materials, and dollar amounts owed per transaction. In addition, you can track back orders, pending orders, and charge back to one or more accounts. SOL.NO 2016-027 Confidential and Proprietary 13 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Optional Modules and Interfaces Proposed TMA suggests the following optional modules and interfaces for AMS based on the size, scope, and requirements of the project described in the evaluation process.These modules have been included in the Cost Proposal and are a component of the proposed solution. Optional Modules Any of the following modules are available for purchase and may be added to the WebTMA Base Module at any time based on the needs of AMS. Archive and Purge The Archive and Purge module enables organizations to select transactions, archive them in groups, and purge them when desired. The module provides a variety of features, the most important is the ability to control the amount of data purged by grouping records into smaller batches. With smaller archive batches, organizations can tag specific types or records and retain the tagged batches even though others are purged from the same date range.To prevent archiving records of importance, this module supports the option of marking individual records ineligible for archiving. Auto Attendant The Auto Attendant module is a work flow tool that may be configured to bypass the request to work order conversion and scheduling process.This module will accept requests and apply a set of defined rules. If auto-convert rules are met, the request will be auto-converted to a work order and the work order will be auto-scheduled to a trade or technician. Both processes will occur in the background on the server after the transaction has been saved, allowing the user to continue with their work in the same or another area of WebTMA. BIM Interface The BIM Interface enables facility professionals to connect Autodesk® Revit® models to WebTMA to help manage space, plan maintenance, and more.The interface helps organizations eliminate information loss and leverage the data in BIM models to improve communication and collaboration between architects, engineers, contractors, and facility managers as a building evolves.This technology provides an opportunity to share building information during initial design and construction, building operations, and renovation projects—allowing you to leverage BIM models throughout the entire life-cycle of the facility. CAFM The WebTMA CAFM (Computer Aided Facilities Management) module is a powerful tool that helps you organize and link data from your CAD drawings to your TMA database.This feature-rich module provides exceptional value by having the ability to view CAD drawings, organize critical company data and manage all levels of your facility via an intuitive, easy-to-use graphical tool. SOL.NO 2016-027 Confidential and Proprietary 14 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Capital Planning The Capital Planning module is a powerful tool created to manage the capital investment process. It is designed to help organizations develop detailed capital plans across single or multiple budget years.The module accommodates maintenance backlog and cyclic renewal data from facility audits. Some of the features and benefits of this module include: • Have a clear process to prioritize capital planning projects • Forecast project planning for up to 20 years into the future • Easily justify funding requests by projecting capital improvements and renewals • Measure the impact of underfunding operational budgets • Simplify complex data visually by extracting data into Excel templates and visualizing in graphs and reports cellularTMA cellularTMA is capable of running on any WAP-enabled cellular phone.Technicians have the ability to manage their corrective and preventive maintenance work orders along with a variety of other responsibilities on their cellular device. Contractor Login The Contractor Login allows your contractors to login to a window with limited options—providing the functionality they need to do their jobs. A contractor login allows a view of MyPage and a list of the contractor's work orders.They are provided with the ability to access the necessary work order windows to add comments or note any safety issues as well as enter hours and costs. Custodial Management WebTMA Custodial Management is an effective tool used to manage your custodial staff, work flow processes (routes), and cleaning supplies, while capturing all your facility management costs in a single integrated database. Using TMA Custodial Management, you can design a variety of"Duty Lists"for an individual or crew.This facilitates self-checking of compliance issues and training of your staff. You can schedule multiple shifts, estimate labor based on the level of cleanliness you select, and set coverage factors for chemicals utilized in the cleaning process.The system includes ISSA 447 Cleaning Times and APPA Custodial Staff standards. Preformatted forms assist supervisors in making inspections, or you can purchase the separate mobileCustodial option and transfer the forms to a handheld device. After work is performed,you can compare actual costs to budgeted amounts, allocate costs among occupants for custodial services, and automatically create work orders when special custodial services are required. SOL.NO 2016-027 Confidential and Proprietary 15 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Event Scheduler Track and schedule event information with WebTMA's Event Scheduler. Assign resources for an event including buildings, rooms, and areas. Resources can also include equipment, vehicles, assets, etc. When writing a work order or allocating resources, Event Scheduler automatically notifies you of the potential conflict. Some of the features and benefits include: • Visualize monthly events by viewing them on a graphical calendar • Easily schedule event resources including rooms, equipment, assets, and vehicles • Record all necessary event information in one central location • Estimate event setup requirements and costs • Track all event expenses and work activities using the optional Project Management module Executive Dashboard (Proposed for AMS) TMA Executive Dashboard is a dynamic tool that furnishes decision makers with real-time access to the critical information necessary to make timely, data-driven decisions.These configurable screens display numerous Key Performance Indicators (KPIs) in various formats including tables, charts, graphs, and digital gauges. Create personalized dashboards to easily see the data that is important to you and your role in the organization, data that will help you gain the knowledge, insight, and confidence necessary to make better, more informed decisions related to your operations. Some of the features and benefits of this module include: • Color-coded display that makes it easy to visually monitor KPI status • User-defined thresholds for caution and alert ranges • Ability to monitor KPI status in either real-time or based on scheduled updates • KPI's can be shared with other users in your organization or restricted • Minimum and maximum thresholds and automatic e-mails sent when thresholds are exceeded Facility Scheduler This powerful tool effectively manages, utilizes, and schedules your organization's valuable resources. Reserve and schedule rooms,tools, equipment, AV assets, and infrastructure items such as athletic fields and swimming pools. Some of the features and benefits of this module include: • Easily schedule and reserve resources • Visualize reservations and rentals on a graphical calendar • Route reservations for approval using WebTMA's authorization capabilities • Follow easy-to-use steps throughout the entire reservation process • Charge clients directly for various rental costs, such as meter charges, cleaning, cancellations, etc. When you purchase the Service Request module along with the Facility Scheduler,your clients can easily request reservations through the easy-to-use Reservation Request Wizard. SOL.NO 2016-027 Confidential and Proprietary 16 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Fleet Dispatch The Fleet Dispatch module allows you to manage an unlimited number of vehicles and drivers within your organization.This module provides the ability to manage all aspects of your organization's pickup and delivery by streamlining activities such as bus routes, trash pickup, scheduled and on-demand delivery of materials/goods, and personnel transfers. Some of the features and benefits of this module include: • Efficiently manage all aspects of pickup and delivery • Control access to vehicles and locations • Create fixed routes with stops • Track all stops, including the activity, lapsed time, and other metrics about each stop • Assign drivers and vehicles for scheduled and on-demand trips Fleet Management Designed to allow you to track vehicle rentals on a daily or monthly rate basis with options to add extra charges for cleaning and late returns.Automatically calculates rental charges based on vehicle usage.Track who is assigned to a vehicle and when it is due to be returned. Produce charge back reports based on client's rental history. General Inspections The General Inspections module provides technicians a global checklist for assigned assets and areas.The process ensures that each check is reviewed in sequence, and the results are documented. Checklist results can record a value reading, pass/fail status, and other ratings. With WebTMA GO, technicians have the ability to electronically complete inspections from an iPad, eliminating the need to carry paper inspection forms—saving time and lost paperwork.Technicians can also upload inspection results for easy analysis. Most importantly, the General Inspections module can be used to ensure the safety and reliability of your maintenance-worthy items. Some of the features and benefits include: • Automatically generate a work order for a failed inspection point • Review and correct actual and potential hazards • Collect and retain inspection data for predictive maintenance analysis • Utilize the PM scheduling function to assign an inspection task • Eliminate paper inspection forms utilizing WebTMA GO GIS Modules The GIS Modules provide your organization with the ability to dynamically visualize asset relationships in a geographical format. Both the Basic and Advanced GIS Solutions allow you to integrate assets, infrastructure, and other mapped features, as well as streamline workflow processes by allowing personnel to view existing workloads for geographically-dispersed assets via Esri's ArcGIS maps. SOL.NO 2016-027 Confidential and Proprietary 17 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Some of the features and benefits include: • Capture, analyze, and display assets, locations, and work orders from a geospatial perspective • Align a geographic view with specific business needs and improve work planning and analysis • Create and view work orders from a map view • Track your linear assets such as roads, pipelines, power lines, and similar assets (Advanced GIS Solution) • Create efficiencies in business processes and improve communications by visualizing asset locations iServiceDesk (Proposed for AMS) WebTMA's iServiceDesk provides a user-friendly web forum to submit, query, and report on work requests. Requesters are immediately notified of the assigned request number and provided a subsequent courtesy e-mail from iServiceDesk for future reference. In addition, the requester receives status changes as they occur. For convenience, the requester can query iServiceDesk to check the status of both requests and work orders. Using iServiceDesk's open and modifiable HTML, you can create custom pages. Users can publish select data to thousands of end-users or clients at one facility or around the world. With iServiceDesk, no retyping of the request is needed. An automatic reply can be sent via e-mail to the requester.The reply can notify the requester that the work is proceeding and provide the work order number or inform them that the request has been denied and if desired, provide a reason for denial.When work is completed, the system can automatically notify the requester via e-mail. IT Service Management WebTMA's IT Service Management module tracks and accounts for assets related to your network and infrastructure.This includes: computers, servers, switches, routers, peripherals, and software. IT Service Management provides the tools to more effectively manage, upgrade and maintain your IT assets. Also, if desired, embedded network discovery can be utilized to easily locate and catalog your Microsoft Windows® based IT assets. IT Service Management can record and track all your IT equipment. You can review sub-assemblies, related parts, and costs as well as track a detailed work history of repairs, modifications, and software installations. Key Management The Key Management module provides you with the ability to manage your key systems, including card keys, locks, keys, and cylinders. Manage vital security information concerning key holders and key access. Efficiently track key information for both lock locations/areas, issuance, and keys returned by your key holder. Some of the benefits and features of this module include: • Increase security by tracking all necessary key data • Know at all times the keys held by each key holder and the doors the person can open SOL.NO 2016-027 Confidential and Proprietary 18 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • Maintain historical data by key and key holder for keys created, issued, lost, and destroyed • Manage all information regarding cross-keying, serialized, and non-serialized keys • Expedite key transactions utilizing the fully integrated process from key request to issuance Lease Management Easily record and track lease records including amendments to leases, lease invoice information, property tax information, appraisals on properties, estimates, and who is responsible for managing the lease. Once entered, lease management functions include generation of invoices, payment distribution information, payee information, payment information, and lease schedule. Some of the features and benefits of this module include: • Easily track lease details including amendments, property tax information, and appraisals • Utilize punch list to track and manage items that must be corrected prior to tenant move in • Link properties such as buildings, suites, or offices directly to leases • Generate invoices for lease payments • Run a variety of pre-configured reports such as revenue projections and renewals mobileCustodial The capability of this mobile solution is an essential add-on to the Custodial Management module. MobileCustodial allows users to perform inspections remotely and pass data directly from the mobile device to the application.The inspection forms are designed based on user-defined inspection sets of custodial audit items. If necessary, add an area on-the-fly when inspections demand additional rooms outside the defined area on the inspection list. Streamline your custodial inspection process and get more accurate and real-time reporting. Some of the features and benefits include: • Increased efficiency in your custodial services • Ability to perform inspections remotely • Capability to select or add areas on-the-fly during inspection process • Relevant data transferred remotely on a timely basis • Ability to complete inspections using user-defined inspection forms mobileTMA (Proposed for AMS) mobileTMA is an advanced mobile solution that provides your organization with the ability to enhance productivity by empowering personnel to manage their work orders and other facility information electronically using a compatible Android or Windows Mobile (Pocket PC) device.This state-of-the-art technology has features and functionality that will significantly improve productivity and service for enhanced customer satisfaction. mobileTMA provides your technicians with the ability to carry work orders and PMs on a compatible mobile device.Technicians can spend their time completing work orders, performing PMs, and making inspections, instead of filling out paper forms or retyping data. mobileTMA GO mobileTMA GO is an advanced mobile solution that provides your technicians with the ability to carry their work orders and PMs on a compatible iOS mobile device.Technicians can spend their SOL.NO 2016-027 Confidential and Proprietary 19 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 time completing work orders, performing PMs, and completing inspections, instead of filling out paper forms or retyping data. Additionally, iOS devices with high-resolution cameras can take advantage of mobileTMA GO's barcode scanning capability to further increase data accuracy and staff productivity. Most importantly, mobileTMA GO provides the ability to operate in an online/offline mode. When online, mobileTMA GO transmits data directly to the WebTMA database in real time. When offline, data is stored on the iOS device and may be synchronized to the WebTMA database when an online connection is available. Mobile Room Inspections With WebTMA's Mobile Room Inspections,technicians have the ability to use select mobile devices to electronically complete inspections, eliminating the need to carry paper inspection forms— saving time and lost paperwork.Technicians can also upload inspection results for easy analysis. Inspection forms are transferred to a compatible mobile device for your staff to note conditions, record inspection results, and automatically generate repair or replacement work orders for failed inspection points. Room Inspections Room Inspections module is an advanced tool for automating, simplifying, and streamlining the inspection process.This valuable tool can be used to inspect rooms, offices, and areas within your facilities, as well as record inspection data for analysis and potential billing. Some of the features and benefits include: • Reduce staff requirements by creating efficiencies during the inspection process • Shorten the inspection process and processing time • Perform inspections electronically using optional Mobile Room Inspections or WebTMA GO • Easily schedule staff for inspections of rooms, offices, and areas • Create work orders automatically for items that need to be repaired or replaced Service Request The Service Request Module provides a user-friendly web portal to submit, query, and report on work requests. Service Requesters can receive e-mail messages regarding the status of their request during the request/work order process flow.They can also review request/work order status in real time. Requesters can only access the Requester windows that are available to them based on their access created for their login and password. The WebTMA user who is responsible for validating these requests will do this through the Request Log. During this validation process, WebTMA automatically checks for duplicates and warranties. When the service request is accepted, the requester automatically receives an e-mail to inform requester of the new status. If a service request is rejected,the requester receives an automatic e- mail stating the reason. As the status of the work order changes through the work order process, the requester continues to receive automatic e-mail messages informing them of the status of their request until the work order is closed. SOL.NO 2016-027 Confidential and Proprietary 20 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 StarRez Interface The WebTMA StarRez Interface provides the ability to configure bi-directional communication between StarRez and WebTMA for the purpose of streamlining the work requests and room turnaround process. Information is electronically transferred to WebTMA as a room closure event occurs.This auto- generates a project record in WebTMA, as well as the associated project tasks and work orders. Status updates from WebTMA are returned to StarRez as the project record is updated. Upon completion of the project, the completed date is transferred to StarRez, which triggers the availability of the space for reassignment. Technician Login The Technician Login allows your technicians to log in to WebTMA with limited options—providing the functionality they need to do their jobs.Their permissions give them a limited "My Page", and the ability to view, print, and enter costs on their assigned work orders. In addition,Technicians can review the history of the work order item and use a Quick Post Cost option to add cost information to their work orders in batch mode. If your organization is utilizing the Materials Management module,Technicians may also submit a request for required parts and a request for quote. Training Program Management WebTMA's Training Program Management module is used to plan, request, evaluate, and track hours for training classes. Use the Training Program Management module to design full training programs for different categories of personnel—from new hire orientation to training for trade- related certifications. Managers and supervisors can request training for multiple individuals at one time. Request training for an individual or several technicians at one time. The Training Program Management module also accommodates assignment of experienced technicians as trainers and tracks the indirect hours trainers and trainees spend in class. Universal Financial Interface (Proposed for AMS) The Universal Financial Interface (UFI) enables easy integration of your operational maintenance chargeback data with your enterprise accounting system (e.g., SCT Banner, PeopleSoft, SAP, Lawson Financials, and Oracle Financials). This proven integration process provides an end-to-end integration between WebTMA and your accounting system. Universal Interface for BAS (Proposed for AMS) TMA recognizes the importance of integrating a customer's Building Automation System (BAS)with WebTMA to keep equipment operating at its peak performance and condition. The Universal Interface for BAS enables organizations to import alarm and alert data from the Building Automation System when an event occurs.This data is then utilized to automatically create a corresponding work request within WebTMA. Additionally, the interface easily imports runtime hours from the Building Automation System for purposes of updating equipment meters and automated PM generation. SOL.NO 2016-027 Confidential and Proprietary 21 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Universal Interface for Fuel and Oil The Universal Interface for Fuel and Oil enables organizations to import costs and quantities related to fuel, oil, coolant, and transmission fluid seamlessly into WebTMA. The interface provides a tool for importing these costs from your existing fuel database directly into WebTMA. As a result of the import, Fuel and Oil Tickets in WebTMA are created and linked to their associated Vehicle and Equipment records. Universal Interface for HR The Universal Interface for HR enables organizations to integrate WebTMA with many popular ERP and HR systems.The interface provides a bi-directional integration between WebTMA and other business applications utilizing proven integration processes on both ends. The interface includes the import and update of key personnel information, such as identification number, name, charge rate, shift, trade, etc. It also, exports time and labor from WebTMA into your business application (ERP or HR system) and imports leave accruals into WebTMA. Universal Interface for Other Charges (Proposed for AMS) The Universal Interface for Other Charges enables organizations to import charges from external sources onto existing work orders in WebTMA.The interface provides a configurable tool within WebTMA and a service that is easily installed and maintained. Universal Interface for Space Management The Universal Interface for Space Management enables organizations to integrate WebTMA with many popular space management solutions.The interface provides a configurable tool within WebTMA and a service that is easily installed and maintained. The interface includes importing/updating certain data for Department, Facility, Building, Floor, and Area from your Space Management system into WebTMA. Additionally,the interface provides your organization with the ability to link Areas to Departments. WebTMA Universal Procurement Interface The Universal Procurement Interface (UPI) enables organizations to integrate WebTMA with many popular procurement applications in the industry.The interface provides an end-to-end integration between WebTMA and other business applications utilizing proven integration processes on both ends. The interface includes syncing vendor information; exporting purchase requisitions from WebTMA for the creation of purchase orders in the procurement system; importing purchase order information from the procurement system; and exporting receivings data from WebTMA. Utility Services Management Utility Services Management consolidates pertinent information about your meters, transformers, rate schedules, and historical weather data. Your staff has the ability to compare relevant information against actual recorded amounts and budgeted costs to determine variances for investigation and planning. SOL.NO 2016-027 Confidential and Proprietary 22 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Some of the features and benefits include: • Maintain a fully integrated database of your facilities, buildings, departments, and utility usage • Calculate amount of energy expenditures for heating and cooling based on weather data • Manage multiple utility and service contractors, including multiple rate structures • Record and budget multiple utilities and services • Graph budgets for each type of utility or service against actual usage and expenditures WebTMA GO (Proposed for AMS) WebTMA GO is TMA's most robust mobile solution. Written specifically for the iPad, WebTMA GO provides technicians and supervisors the ability to perform their work duties in the field. Additionally, iPad devices with high-resolution cameras can take advantage of WebTMA GO's barcode scanning capability to further increase data accuracy and staff productivity. WebTMA GO has all the work management features and functionality of TMA's other mobile solutions, plus additional features and functions including scheduling capabilities, Materials Management*, Asset Management, IT Management*, Inspections*, Project Management*, and Training Management*.This wide array of features and functionality will allow your staff to make the most effective use of their time. Most importantly, WebTMA GO operates in both online and offline mode. When online, WebTMA GO transmits data directly to the WebTMA database in real time. When offline, data is stored on the iPad device and is synchronized to the WebTMA database when an online connection is available. *Client must have licensed related optional modules for functionality to be active in WebTMA GO. SOL.NO 2016-027 Confidential and Proprietary 23 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 EXCEPTIONS REQUEST • Note: TMA has supplied our standard agreements, including the Escrow Agreement. • Exception: Rights to Source Code. TMA has provided its Escrow Agreement. Provisions for the source code being received by Orange County are provided in the Agreement. • Exception: Rights to Submitted Materials. No documentation and/or materials that pertains to TMA's application structure, design, coding, or any other information which is considered TMA intellectual property shall not become the property of Orange County. • Exception: Hold Harmless; Indemnifications, #8. TMA requests that the following be added to this section: "The aggregate liability shall not exceed the amount Orange County paid the Vendor for the License." SOL.NO 2016-027 Confidential and Proprietary 24 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 RFP SECTION 4 RESPONSES SPECIFIC RESPONSE REQUIREMENTS Include the following items in the order listed below (and indexed in the same manner) in your response to this Request for Proposal (RFP). During the needs assessment phase of the project, key issues were discussed regarding alternate information management solutions. Following is a list of specific concerns of the County. Please respond to each issue in detail regarding how the proposed solution will satisfy each concern. PROGRAMMING LANGUAGES Please provide information on all programming languages used for each required application. TMA Response:WebTMA TMA is designed using the latest Written utilizing Microsoft® .NET technology, WebTMA is one of the most technologically advanced products of its kind on the market. With unsurpassed scalability, this integrated solution offers you the ability to purchase what you need when you need it. OPERATING SYSTEMS TMA Response:Application and Database Server- Microsoft Windows Server 2012, Microsoft Windows Server 2008 R2 or Microsoft Windows Server 2008, 64-or 32-bit * Work Stations - Microsoft Windows 8.1, Microsoft Windows 8, Microsoft Windows 7, Microsoft Windows Vista, Mac OS x 10.10 (Yosemite), Mac OS X 10.9 (Mavericks), Max OS X 10.8 (Mountain Lion), Mac OS X 10.7 (Lion), Mac OS X 10.6 (Snow Leopard), Mac OS X 10.5 (Leopard) DATABASE The County expects the information system to be based on a very stable and flexible relational database standard.The County prefers MS SQL. Please briefly describe the relational database platforms available in the use of your products. TMA Response:WebTMA requires MSSQL Server. Microsoft SQL Server 2008, 2008 R2 or SQL Server 2012, 2012 R2, 64-or 32-bit. USER INTERFACE CONFIGURATIONS The County desires to move forward with advancing technologies and therefore prefers a thin- client architecture or browser user interface (BUI). Screen-scraper technology configurations will not be considered. Please describe your client architecture. TMA Response:WebTMA is built on a 100%Microsoft.NET framework. It is being pushed via IIS and connects to a SQL Server Database. SOL.NO 2016-027 Confidential and Proprietary 25 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 WebTMA Network Architecture Medium nfi r ti n 'Ha g ' III 0!111111111 /f,;;,;, "'1)j r S1Xy 4 f �9� �� CB 1111111111 // 40 Hui 1111 "1,1 111111111111111111111 L 111111 111111111 „we, ,111, 011 f! fii�r r�rarr.and 513 .Ser»rr Apid41iod add Login Fu�ull( Server ano j iii//! Il„'I111h111N1 1� .t,„„ LAW'WAN Llbeni Intarn&Usars LCY P l AID REPORTING CAPABILITIES Please provide information on overall system/solution reporting capabilities (e.g., canned reports, Ad Hoc reporting, executive dashboard, etc.). TMA Response:At TMA Systems, we pride ourselves on providing the reports, graphs, and monitoring tools,that will assist your organization in making informed management decisions. These tools allow better utilization of your valuable time for analysis and strategic planning. Consider how much further you could take your organization if you spent only a fraction of your time collecting and formatting data. WebTMA provides a comprehensive set of reports to operate and manage your organization with knowledge, insight, and confidence. With the WebTMA Report Manager and Report Writer,you can easily generate reports on screen, send them to a printer, email them, download them as Microsoft Excel files, or save them in formats such as HTML, images, and PDF.The WebTMA Report Manager provides more than 600 pre-formatted reports that are ready to run right out of the box. Create reports for your organization's specific needs or to meet mandatory requirements for agencies such as Joint Commission, OSHA, ISO 9002 and the EPA by easily copying and modifying the pre-formatted reports provided in the Report Manager. TMA Executive Dashboard is a dynamic tool that furnishes decision makers with real-time access to the critical information necessary to make timely, data-driven decisions.These configurable SOL.NO 2016-027 Confidential and Proprietary 26 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 screens display numerous Key Performance Indicators (KPIs) in various formats including tables, charts, graphs, and digital gauges. Create personalized dashboards to easily see the data that is important to you and your role in the organization, data that will help you gain the knowledge, insight and confidence necessary to make better, more informed decisions related to your operations. WARRANTY AND ANNUAL MAINTENANCE Please provide information on when the warranty for the product will begin and end. Please provide details cost for Annual Maintenance for: -Years 1 thru 5 -Years 6 thru 10 TMA Response:TMA calculates support costs bases on 15%of the retails software cost.TMA is presenting cost based on the estimated number of users, modules, identified in the RFP. Since our inception,TMA has never increased support costs to the client base.The only time support increases is if the County would add additional modules and/or users. I 1U 4u a �. A I Iulll µ .III II II 11 III II IIII IIII II Support Year Cost Year Support Cost 1 $13,519 6 $13,519 2 $13,519 7 $13,519 3 $13,519 8 $13,519 4 $13,519 9 $13,519 5 $13,519 10 $13,519 lllllllllllllllllll llllllliii II 1111111 UUF1ffWIII111II Support Year Cost Year Support Cost 1 $1,404.50 6 $1,404.50 2 $1,404.50 7 $1,404.50 3 $1,404.50 8 $1,404.50 4 $1,404.50 9 $1,404.50 5 $1,404.50 10 $1,404.50 DOCUMENT MANAGEMENT CAPABILITIES Please provide information on your document management capabilities and options, including integration to third-party EDMS solutions. Please provide information on all EDMS solutions with which your product can interface. TMA Response:Though WebTMA has capabilities that allow for users to store Linked Documents to records, it is not considered a Document Management solution. Files can be added from the window that is currently open. In addition, linked files that have been added to other sources, for example documents added to Tasks that are attached to a Work Order, are also displayed on the Linked Documents window. Files are launched from the Linked Documents window in the correct application or viewer. SOL.NO 2016-027 Confidential and Proprietary 27 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 The default view is the All Linked Documents Subtab that shows every linked file name associated with the record. Click the Pictures Subtab to filter the list and see only the graphic files.The Pictures Subtab includes a thumbnail (120 x 120)version of the image as well as a Show on Report check box. See Image Documents and Reports for more information about including an image on reports. Click the Non-Image Documents Subtab to see the other types of files except graphic files. Add a UNC path to your internal network manually.To link local/network documents,type or paste the location of the file in the UNC Path text field. Preface your path with\\. No other prefix is needed when you create the link. A UNC link shares with the UNC drive only, not with your C: drive. It does not import the document to the database. WebTMA can integrate to Document Management applications that are able to publish a public URL.This URL may be stored in WebTMA and upon activation it can launch the appropriate application and launch the file from the Document Management system. SHAREPOINT INTEGRATION/FUNCTIONALITY Please provide information regarding any integration, functionality or direction that your company has or is pursuing related to SharePoint. TMA Response: Please see above for integration capabilities to SharePoint or other document management applications. WORKFLOW CAPABILITIES Please provide information on your solution's workflow capabilities. Describe the integration level with all systems. If you have no workflow capabilities, please indicate. TMA Response:WebTMA employs a native work flow process to help manage the process. From Request>Validation>Work Order>Technician Assignment>Close Out and beyond,TMA is able to track the total process from start to finish. Should routing be required, a separate automatic or manual routing process may be applied. The fact that our work flow is built into the application and part of the natural progression means less configuration and faster implementation times. APPLICATION SECURITY Please describe application and user security features/capabilities. Indicate any special security features (e.g., user security, function security,file security, field level security, etc.) provided by the software. TMA Response: Role Based security may be employed to enforce preferences and privileges within the application. For example a group of users could be setup with rights that disallow the ability to close a Work Order, close without labor, update a closed work order, etc. Meanwhile, an individual user within that group may be set to allow to update a closed work order. To further allow definition to access and control, administrators may use System and Custom Attribute forms, fields can be set to hidden, required, or read only by user access or security groups. Creating these forms also allow for hiding of Tabs as well. APPLICATION SOFTWARE Please complete the Feature/Function Specifications Listing contained in the electronic file provided with the RFP Section 8 (Appendix A). The proposed software should demonstrate an online, integrated method of processing the noted application modules and allow for immediate update of all information. Access to information in SOL.NO 2016-027 Confidential and Proprietary 28 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 either summary or detail should be obtained easily and intuitively with minimal manual entry. For each application software module proposed, indicate whether your organization developed the module, or if the module is available as a result of a third-party relationship that has been established with another vendor. In addition to the required and optional software information requested in Section 8, provide general information on other application modules not requested in this RFP that may be of interest or benefit to the County. TMA Response:TMA Systems is the sole developer of our application and modules. For additional please visit...........tp j. .. .. ............................k ........gip... . . /• information on all available modules lease visit htt....;.....- .tm�as .st�rn�s..�csm� resd.��ts. SOFTWARE CUSTOMIZATION AND ENHANCEMENTS Please provide information regarding the capability to provide the County with software customizations, including all applicable rates. In addition, include information on periodic system enhancements and updates. TMA Response:TMA specializes in a consultative approach to examining your business needs and technology requirements.TMA begins by listening to and understanding your unique set of conditions before we design, plan, and build the complex systems you need to achieve success. Through a powerful blend of management, technical expertise and deep industry knowledge,we work with your organization to define the business architectures and processes necessary to implement the systems and applications that can deliver the added value to your business. TMA System Integration Capabilities The breadth and scope of our systems integration capabilities enable TMA to minimize your risk, maximize your technology investment, and deliver the best total system integration to your organization. Experienced consultants focus on delivering business results and performance improvement by bringing complex technologies together to maximize compatibility, interoperability, and enterprise- wide information management. Our flexible and seamless system integration capabilities include: • Designing a requirements analysis • Planning, designing, and implementing custom application systems and information infrastructures • Integrating software and hardware components • Enabling complex computer networking • Using Enterprise Application Integration • Training users and aiding change management • Assuring knowledge transfer • Preserving legacy management and Internet enablement services • Continuing systems and applications management and maintenance LICENSING MODEL Please describe your licensing models (e.g., concurrent user, named user, revenue,transaction volumes, etc.) and provide examples. TMA Response:WebTMA is sold based on a concurrent user basis for the base application and technician users. For MobileTMA, licenses are sold in bundles of 5 users. For WebTMA GO licenses are sold in named users. Requesters are sold as unlimited users. HARDWARE REQUIREMENTS SOL.NO 2016-027 Confidential and Proprietary 29 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Please provide all hardware specifications including servers, workstations, and other equipment. Include estimated costs (if applicable) in Section 8 (Appendix G). TMA Response: Please see information in Section 8. INTEGRATION/INTERFACE CAPABILITIES The County expects to expand its integration and interfaces with key systems. Please describe any current capabilities, partnerships, or future considerations for the following types of applications/ systems that have been described in this RFP, including: • EDMS • Munis (financial system) • Mobile devices TMA Response:WebTMA has the ability to interface with virtually any other application via webservices and xml.These integration modules bring complex technologies together to maximize compatibility, interoperability, and enterprise-wide information management. Additionally, they are designed to improve efficiency by eliminating manual and duplicate data entry, increasing data accuracy through the electronic transmittal of data, and simplifying your overall integration efforts. Collaboration with partners, suppliers, and customers is essential in today's dynamic business environment, and requires integration with multiple systems throughout the organization.The Universal Financial Interface (UFI) enables easy integration of your operational maintenance chargeback data with your enterprise accounting system (i.e., SCT Banner, PeopleSoft, SAP, Lawson Financials, and Oracle Financials).This proven integration process provides an end-to-end integration between WebTMA and your accounting system. Features and Benefits • Rapidly integrate between WebTMA and your enterprise accounting system • Improve efficiency by eliminating manual data transfer • Increase accuracy with electronic transmittal of chargeback data • Achieve more timely remuneration of maintenance operations expenses • Simplify your overall integration efforts with a pre-built, user-configurable design • Create user-defined templates for different configurations as required by your enterprise accounting system • Validate account/budget codes to ensure that only valid data is being used TMA has a variety of mobile solutions that help your organization become mobile.TMA Mobile Solutions provide the ability to enhance productivity by enabling your personnel to manage their work orders and other facility information electronically through handheld devices, including iPads, iPhones, iPods, Android devices, Pocket PCs, or cellphones.This state-of—the-art technology has the features and functionality that significantly improves productivity and service to your customers. • WebTMA GO • mobileTMA GO • mobileTMA • cellularTMA • Mobile Room Inspections • mobileCustodial SOL.NO 2016-027 Confidential and Proprietary 30 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Consultants and Engineers have years of experience developing custom interfaces that allow you to integrate your WebTMA application with applications that span a wide variety of industries and platforms.These work-flow improvements bring complex technologies together to maximize compatibility, interoperability, and enterprise-wide information management. Our knowledgeable consultants focus on delivering business results by following a defined process for integrations which include the following: specification development,validation of business rules, design of integration solution, integration testing, and implementation. Partial List of Interfaces • Universal Interfaces for WebTMA • Universal Financial Interface • Universal Procurement Interface • Universal Interface for Space Management • Universal Interface for BAS • Universal Interface for HR • Universal Interface for Fuel and Oil • Universal Interface for Other Charges • StarRez Interface • ECRI Interface • Esri Interface (GIS) • medTester Interface • BIM Interface COST CONSIDERATIONS Initial one-time costs for hardware (if applicable), implementation, training, software,travel and related costs, etc., must be included with the price proposal. See electronic price proposal form Section 8 (Appendices G and J). Please describe when the warranty period ends and the maintenance costs come into effect. Recurring annual costs should be described in the proposal, clearly stating what is included (e.g., application upgrades, state and/or federal reporting requirements, hours of support, etc.), Section 8(Appendices G and J).The County prefers unlimited telephone support. If 24/7 telephone support is available, price proposals should clearly indicate total recurring costs for that support option. If afterhours support is only available at an hourly rate, this should clearly be indicated. The objective is to have no hidden/unexpected costs. TMA Response: Please see the Solution Cost Section for estimated costs for software, implementation, and support.TMA Systems does not sell hardware so those costs have not been included in the proposal. MOBILE FIELD COMPUTING Please describe your solution's mobile field computing options including full application access through wireless VPN connectivity(i.e., no vendor software required), mobile field application for use with laptops, or mobile field applications with use of tablets (e.g., iPads), or mobile field applications with use of smartphones (Android and/or iOS).Additionally, please provide information on your systems "store-and-go" type functionality, so if a user is out of cellular range, they can still work off-line and the system will auto-sync when a cellular connection is restored. SOL.NO 2016-027 Confidential and Proprietary 31 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Response:TMA has a variety of mobile solutions that help your organization become mobile. TMA Mobile Solutions provide the ability to enhance productivity by enabling your personnel to manage their work orders and other facility information electronically through handheld devices, including iPads, iPhones, iPods, Android devices, Pocket PCs, or cellphones.This state-of—the-art technology has the features and functionality that significantly improves productivity and service to your customers. IMPORT/EXPORT FUNCTIONALITY Please explain and provide information if your system has user-friendly tools and/or wizards that will allow the County import mass data to populate data fields, as well as export data in a file format for another systems without having write a custom coded interface. TMA Response:There are a lot of variables to this requirement. Please look above at the Interface capabilities responses. Each of the UI was built with the intent to be used as a data "sync" point. Everything from buildings, floors, rooms in the Space Management UI to Equipment and Assets handled in a new construction via BIM may be synchronized and ported to WeBTMA. WebTMA also has more traditional import spreadsheets that may be used to bulk load data but if it's an ongoing process to upload, a UI may be better suited vs services to import a single time. TELEPHONE AND OTHER SUPPORT Please describe all support services available from your company in Section 8 (Appendix B). Specifically address the following issues: • Normal hours of availability • Website support information • Online chat • Remote system access capabilities • Access via toll-free 800 number • Costs • Quality Assurance Program(s) • Other support services • Service-Level Agreements (SLA)—response time, escalation processes, and other metrics TMA Response: Please see Section 8 for complete descriptions of all available support plans. IMPLEMENTATION METHODOLOGY Please describe your implementation methodology, with milestones and timeframe. Include a preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversion. Please include how you expect to sequence the installation of the various applications. TMA Response: Please see Sample Implementation Plan in the Attachments section of the RFP. Orange County anticipates electronic data conversions, depending on cost. Please include estimated range of costs for data conversions for each application, if available, and a description of data that would be typically converted. TMA Response:TMA is including standard pricing for data conversion for all static data as part of the iPortal Process.The TMA iPortal is an advanced tool that provides the framework necessary to make your implementation process as efficient, effective, and organized as possible. iPortal SOL.NO 2016-027 Confidential and Proprietary 32 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 consists of required data for Facilities, Buildings, Spaces, Equipment,Technicians, Departments, Materials, etc. TRAINING AND EDUCATION Please provide your consulting and training options, including classroom (on-site and off-site), online (group and self-paced), training videos, and manuals. Include training for all required staff and users. TMA Response:TMA offers a wide range of courses that provide you with the knowledge and training necessary to fully utilize your TMA software solution.TMA Professional Consultants and Trainers understand how the TMA solution has been implemented for your organization.This information allows them to customize the training to your specific needs based on your personnel's level of knowledge. Training can cover TMA core solutions and/or the modules/interfaces necessary to make TMA the most effective solution available for your organization.These courses are offered remotely, at your site, or at the TMA Training Center in Tulsa, Oklahoma. Basic Training Basic Training is conducted remotely, at your site, or at the TMA Training Center after the essential data for basic operations has been entered into the system.The trainer will effectively prepare your personnel on how to enter data, process work orders, generate and process PMs, and other tasks determined in consultation with your organization. Some topics are considered foundational and are not optional; however, others may be covered to a greater or lesser extent depending on your organization's needs or desires. In order for the learning environment to be optimized, there is a limit of 10 individuals in a session at any one time. Advanced Training TMA Advanced Training may be conducted remotely, at your site, or on an exclusive basis at the TMA Training Center.TMA Trainers will follow customized curriculum determined during consultation with your organization. Selections of the training modules will be based on the features and functionality you desire most. PROJECT MANAGEMENT Orange County will provide a designated project manager and expects the Vendor to do the same. Please include recommended Vendor project management costs (Section 8, Appendix G) in the proposal and describe, in detail, services to be provided.The County reserves the right to accept or reject changes in Vendor project management personnel. TMA Response: Project Management Services have been included in the proposed implementation costs. CUSTOMER IMPLEMENTATION RESPONSIBILITIES Please describe and/or provide a list of the typical customers' implementation responsibilities. TMA Response:TMA is committed to the County with world-class services. Utilizing the expertise and experience of over two decades implementing FM Systems,TMA will develop a strategy that SOL.NO 2016-027 Confidential and Proprietary 33 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 identifies areas of responsibility that clearly states roles and responsibilities of both TMA and the University. In addition,TMA will help the University determine time lines related to gathering data, entering that data in WebTMA, and the optimum time to complete basic training.This defined approach to implementation, along with frequent and open communications, assures the County that WebTMA is implemented in a quick and effective manner— maximizing the County's return- on-investment with the least amount of disruption to staff. Planning Phase During the Planning Phase,TMA and the University define the scope of the engagement. This includes: • General project goals • Modules purchased • How to best utilize professional services • Deliverables for both TMA and University(at each phase/task) • Anticipated customizations/modifications (reports and processes) • Data conversion plan • Testing plan • Training plan • Customer sign-off on milestones • Go live plan • Project risk analysis • Staffing roles and authorities for both TMA and University(including sign-off authority on Detail Design, Change Orders, etc.) • Activities not included in the scope of the implementation • A general time line for the project After delivery of the Scope Definition Document,TMA conducts a review session to ensure accuracy of the content. At that time, there will be a sign-off of the critical milestones required for a successful implementation. Design Phase During the Design Phase, a detailed system design is developed and set into action. All implementation decisions and all processes developed and verified during the Planning Phase are adapted to: • Develop a detailed system design • Physically construct the system in a test and production environment • Develop user procedures that are the foundation for the end-user training A successful Design Phase relies on accurate input from the Planning Phase with precise execution in construction of the system. Success in constructing the system will ensure that WebTMA and users are ready for deployment—this includes verifying accuracy of configuration, customization (including security), data conversion, system performance, and user knowledge. SOL.NO 2016-027 Confidential and Proprietary 34 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Training and System Test Phase Once the system is substantially configured,TMA provides training customized to University work flow and utilizing University data.These are very effective training sessions that provide staff with the basic knowledge to utilize the solution. In addition,TMA will assist the University in planning, facilitating, and documenting the results of user acceptance in the test environment.These testing sessions are designed to demonstrate the FM System for all known requirements. After successful completion of these tests the University project manager would sign off and the Readiness Assessment Phase would begin for rolling out the system to the University. Readiness Assessment Phase The Readiness Assessment Phase serves as the final checkpoint for the University and TMA prior to deployment of WebTMA.The purpose of the process is to help discover areas that may require additional attention prior to the Go Live Phase.The process requires analysis of the following areas: data, training/user capability, system performance/connectivity, integrations, customizations/reporting, and system security. Go Live Phase At Go Live,TMA assists University staff with the conversion of data records and the cutover to WebTMA. It is important that the University establish cutoff dates for transactions and follow them exactly to ensure a clean and proper cutover to the new solution. TMA assists in developing a Go Live plan consisting of the choice of the Go Live date, and the subsequent creation and maintenance of certain master file data through the cutoff date. SUBCONTRACTOR AND THIRD-PARTY RELATIONSHIPS Please describe any subcontractor relationships and/or third-party providers that will be used for this implementation. Note: If a Vendor chooses to bring in and team with a third-party vendor/partner to address some requirements, this must be clearly stated in the response. Be specific when describing applications and the third-party vendor/partner solution provider.Third-party vendor/partners will be required to demonstrate their portion of the application solution along with all other required information being provided by the prime Vendor. TMA Response:All services are to be performed by TMA Systems personnel. EXAMPLE USER AND TECHNICAL MANUALS Please provide the following: • Example Application User Manual • Example Application User Online Documentation • Example Technical User Manual • Example Technical User Online Documentation • Example Training Syllabus • Example Section of a Detailed Implementation Project Schedule TMA Response:All documentation is maintained inside the application. Additional documentation may be provided should TMA make the preferred vendor list. SOL.NO 2016-027 Confidential and Proprietary 35 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 VENDOR/RESELLER INFORMATION Please provide all information related to your company as requested in the RFP Section 8 (Appendices). In addition, specifically address the following issues: • Describe your research-and-development approach and process. TMA Response:A large number of the WebTMA features come from client suggestion or need.TMA prides itself in working closely with clients to develop features and modules that work for the facility professional. Some of these ideas are collected via our annual Users Conference, suggestions via support, or new client opportunities. • If you are a Software Reseller/Partner, please provide the same company, customer demographics, and reference information for your specific company in addition to the software Vendor's information (see Section 8, Appendices B, C, D, and E). TMA Response: N/A • Technology direction TMA Response:This information is proprietary and confidential. Should TMA be selected as a preferred vendor moving forward,TMA will make the necessary steps to share this data with the County. • Please describe short-, medium-, and long-term direction regarding major changes in architecture, database, platforms, languages, etc. TMA Response:This information is proprietary and confidential. Should TMA be selected as a preferred vendor moving forward,TMA will make the necessary steps to share this data with the County. CORPORATE STRUCTURE CHANGES Please explain whether there are any known circumstances, such as major organizational restructuring, mergers, and/or acquisition plans/considerations that are under consideration. TMA Response: None at this time. EXAMPLE CONTRACT Please provide example/boilerplate contract(s)that will be used to negotiate the proposed solution. TMA Response: Please find Sample Contracts in the Attachment Section of the RFP. USER GROUPS Provide information regarding organized user groups, including frequency and location of user group meetings. Also, indicate who conducts the meetings and who is responsible for establishing user group meeting agendas. TMA Response:TMA hosts and annual users conference in Tulsa, Oklahoma.The Conference features a broad range of activities to sharpen your skills with TMA products. You will have the opportunity to increase your knowledge, productivity, and value of the TMA application within your organization.The Conference offers a variety of breakout sessions, hands-on workshops, roundtable discussions, and entertainment. Most importantly, the Conference will provide you with the opportunity to network, collaborate, and exchange ideas with TMA staff and your peers. There is also a national Yahoo List Server user group made available to current customers. SOL.NO 2016-027 Confidential and Proprietary 36 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 REFERENCES AND USER BASE Please provide references for a minimum of ten (10) completed projects of similar scope and nature to Orange County, preferably within the same region and within the last three (3)years. A reference worksheet is provided in Section 8(Appendix E). Please provide total number of customers (Software Provider and Reseller, if applicable)for the applications according to demographic request worksheet provided in Section 8 (Appendix D). Additionally, please provide an organization name list of all active customers within the state of North Carolina. Contact information is not necessary. Lastly, please provide the number of new customers (original go-lives) implementing the proposed applications in each of the last three(3) years. TMA Response: Please see the information supplied in the sections mentioned in the paragraph above. SOL.NO 2016-027 Confidential and Proprietary 37 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 APPROACH AND WORK PLAN For more than twenty-five years,TMA has been committed to the success of our clients through the delivery of world-class services. COG can be assured that they will receive a well-planned and well-executed approach toward meeting their goals and objectives. Based on our two decades of experience,we have the expertise and understanding to work with your team in developing a realistic yet comprehensive strategy that identifies areas of responsibility, realistic timelines related to gathering data, the most advantageous time for entering data into WebTMA, and the optimum time to complete training.This defined approach to implementation, along with frequent and open communications, assures AMS that the WebTMA solution will be implemented in the most efficient and effective manner possible — maximizing AMS's return-on-investment with the least amount of disruption to the organization. The following sections include a description of all services offered by TMA. The Price Proposal lists the services TMA suggests for AMS based on the size and scope of the project described in the evaluation process and consists of a total of 39 days of professional services by TMA Systems. Types of Services TMA can execute services online or at your site.This includes assessment, implementation, and training.TMA is fully equipped and has the experience to provide these services in either format or you, as the client, can choose a combination of both. Based on our experience, we recognize that a combination of both provides for the most effective use of your organization's valuable time and resources. Your circumstances, however, dictate the type of implementation you choose or require. Implementation Portal (iPortal) —(6 Days proposed for this stage) The purpose of TMA's implementation web portal (iPortal) is to provide you with a tool that enables a quick and effective implementation of your TMA application. iPortal is a very effective tool that can be used in varying degrees by your organization.The benefit of iPortal is that it vastly improves the implementation process and shortens the time necessary for the successful installation of the solution. The TMA Implementation Portal provides a central repository for all implementation documents and a single point for AMS to upload the basic static data for importing into a database. In addition, the site is customized and only accessible using an individual's specific login and password. The implementation team is made up of an iPortal coordinator(Import Specialist) and a professional services consultant (Project Manager). After completing a basic project plan, the iPortal coordinator works with you to ensure the initial data is properly imported into the database based on your goals and expectations.The consultant contacts you periodically during the implementation process to ensure your organization is making progress and to address any issues that may arise. SOL.NO 2016-027 Confidential and Proprietary 38 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 iPortal has a tree list with links to various documents such as a data structure guide, setup guide, user manuals, and summary documents. Additional links permit access to Excel spreadsheets for data input, project Gantt charts, contacts, and activities used to track the progress of the implementation process. Implementation — (11 Days proposed for this stage) The TMA Consultant works with your implementation team to ensure a clear understanding of the product. Before starting this process, it is recommended that your implementation team review the System Overview to gain an understanding of the basic product features.The objective of the implementation is to make certain that your solution is set up properly and is operational. The TMA implementation consultant has the technical knowledge and experience to manage your implementation to completion. An implementation may include, depending on the scope of the project, full project management, data and systems conversion services, and strategies for improving work flow and work processes.These services are uniquely tailored to fit your specific needs and requirements.The following describes the implementation goals: • A quicker and easier implementation. • Implementation process that starts as soon as the order is processed. • Development of a central repository for documents that can be accessed from the web portal. • Involvement of your organization from the beginning of the process by having them enter your static data into Excel spreadsheets.This data is then reviewed and modified (if necessary)for import into the TMA database. • The ability to train your employees using a database containing your data. • Having a consultant's input during the planning, implementation, and training process to help ensure success. Training —(4 Days proposed for this stage) TMA offers a wide range of training services with curricula that provide your personnel with the knowledge necessary to fully utilize the solution. Our consultants and trainers understand how the product solution has been implemented for your organization.This information allows them to customize the training to meet the specific needs and the level of knowledge of your personnel. Training can cover core features and the modules/interfaces necessary to make WebTMA the most effective solution available for AMS. Training is conducted via our comprehensive online services, at your site, or at the TMA Training Center after the essential data for basic operations is entered into the system.The consultant or trainer effectively trains your personnel on how to enter data and other tasks as determined in consultation with your organization. During these training sessions, some topics are considered foundational and are not optional; however, others may be covered to a greater or lesser extent depending on your needs, requirements, or desires. Administrator Implementation Strategies A session that provides your newly appointed administrator or project manager with a clear understanding of the application, its functions, and the processes involved in identifying, selecting, SOL.NO 2016-027 Confidential and Proprietary 39 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 and managing an implementation team.The investment in this process helps ensure a smooth transition and conversion to the product.This training component is recommended for the one or two individuals who are assigned to be the product system administrators or implementation project managers for your organization. The training is normally held at the TMA Training Center so these individuals are removed from day-to-day distractions that interfere with the learning process. This allows them to remain focused on the implementation. Or, if you prefer,the training can be held on-site or conducted using our comprehensive online implementation and training services. Consulting —(6 Days proposed for this stage) TMA offers a full range of consulting services provided by our staff of Senior Consultants.These Consultants provide a single point of contact with the in-depth technical knowledge and experience to manage a project to completion. Whether the project is basic or complex,the Consultant has the experience to guide you through the entire process.The Consultant will assist you in developing a Project Plan that will help you identify your goals, allocate "the correct" resources, delegate responsibilities appropriately and conduct periodic reviews to ensure that the project is on time and on budget.The following paragraphs give more detailed examples. Data Collection (To be collected by the firm contracted by AMS) TMA Consultants can provide standard data collection forms or design custom data collection forms for gathering property, plant, and equipment data. In addition, database tools can be designed to assist your organization in gathering the data to initialize the TMA database. Data Conversion TMA consultants provide a full range of data conversion services for conversion of data in different formats. Our experience importing data from other major solutions and asset management databases ensure that the WebTMA application is quickly populated with the relevant data.This is the most reliable and cost-effective way to migrate your legacy data into the TMA database. Most importantly, this helps you achieve a more rapid implementation of your TMA solution. Conversion Process: • Data Analysis:AMS starts the process by providing copies of legacy data. An analysis of the data is performed by our conversion team, who outline the importing specifications to be followed during data migration. • Needs Analysis:TMA Consultants work closely with you and your team to determine which fields in the legacy databases are candidates for conversion to the TMA database. • Import Templates: Data from the legacy system is mapped to the TMA import templates.This enables you and the TMA Consultant to refine specific data conversion and data migration requirements, clean up duplicate and unwanted legacy data, input data from manual collection, and map data to the appropriate fields and tables in the WebTMA database. • Data Migration: After the data has been converted and returned, the data would be reviewed by your team. SOL.NO 2016-027 Confidential and Proprietary 40 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • Approval: Upon approval, the final conversion is scheduled along with your other needed services such as training and consulting. Your data is used in training classes so AMS personnel can learn in an environment and with data for which they are familiar. • Go Live: AMS goes live after the final conversion is complete. System Integration Integration of WebTMA data with other applications is a necessity in today's environment. Data is shared between departments and applications on a regular basis.TMA Consultants are committed to working with your technical staff to ensure these integrations are completed in the most efficient and effective manner possible. TMA Approach to System Integration TMA specializes in a consultative approach to examining your business needs and technology requirements.TMA begins by listening to and understanding your unique set of conditions and requirements before we design, plan, and build the complex systems you need to achieve success.Through a powerful blend of management, technical expertise, and deep industry knowledge, we work with your organization to define the business architectures and processes necessary to implement the systems and applications that can deliver the added value to your business. TMA System Integration Capabilities The breadth and scope of our systems integration capabilities enable TMA to minimize your risk, maximize your technology investment, and deliver the best total system integration to your organization. Experienced consultants focus on delivering business results and performance improvement by bringing complex technologies together to maximize compatibility, interoperability, and enterprise-wide information management. Our flexible and seamless system integration capabilities include: • Designing a requirements analysis • Planning, designing, and implementing custom application systems and information infrastructures • Integrating software and hardware components • Enabling complex computer networking • Using Enterprise Application Integration • Training users and aiding change management • Assuring knowledge transfer • Preserving legacy management and Internet enablement services • Continuing systems and applications management and maintenance WebTMA Advanced Training WebTMA Advanced Training can be conducted via our comprehensive online services, at your site or on an exclusive basis at the TMA Training Center.The curriculum followed by TMA Trainers/Consultants is determined and customized based on consultation with your organization. Selections of the training modules are based on the features and functionality you desire most. SOL.NO 2016-027 Confidential and Proprietary 41 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Phases of an Implementation Planning Phase During the Planning Phase,TMA and AMS define the scope of the engagement.This includes: • General project goals • Modules purchased • How to best utilize professional services • Deliverables for both TMA and AMS (at each phase/task) • Anticipated customizations/modifications (reports and processes) • Data conversion plan • Testing plan • Training plan • Customer sign-off on milestones • Go live plan • Project risk analysis • Staffing roles and authorities for both TMA and AMS (including sign-off authority on Detail Design, Change Orders, etc.) • Activities NOT included in the scope of the implementation • A general timeline for the project After delivery of the Scope Definition Document,TMA conducts a review session to ensure the accuracy of the content. At that time, there will be a sign-off of the critical milestones required for a successful implementation. Design Phase During the Design Phase, a detailed system design is developed and set into action. All implementation decisions and all processes developed and verified during the Planning Phase are adapted to: • Developing a detailed system design • Physically constructing the system in a test and production environment • Developing user procedures that are the foundation for end-user training A successful Design Phase relies on accurate input from the Planning Phase with precise execution in the design of the system. Success in designing the system will ensure that the system and users are ready for deployment—this includes verifying accuracy of configuration, customization (including security), data conversion, system performance, and user knowledge. Training and System Test Phase Once the system is substantially configured,TMA provides training customized to AMS's work flow and utilizing AMS's data.These are very effective training sessions that provide personnel with the basic knowledge to utilize the solution. In addition,TMA will assist in planning, facilitating, and documenting the results of user acceptance in the test environment.These testing sessions are designed to demonstrate the software solution for all known requirements. After a successful completion of these tests the project manager would SOL.NO 2016-027 Confidential and Proprietary 42 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 sign off and the Readiness Assessment Phase would begin for rolling out the system to the organization. Readiness Assessment Phase The Readiness Assessment Phase serves as the final checkpoint for you and TMA before deployment of the TMA solution.The purpose of the process is to help discover areas that may require additional attention prior to the Go Live Phase.The process requires analysis of the following areas: data, training/user capability, system performance/connectivity, integrations, customizations/reporting, and system security. Go Live Phase At Go Live,TMA assists you, and your team, with the conversion of data records and the cutover to the new system. It is important that there are established cutoff dates for transactions and they are exactly followed to ensure a clean and proper cutover to the new solution. TMA assists in developing a Go Live plan consisting of the choice of the Go Live date, and the subsequent creation and maintenance of certain master file data through the cutoff date. SOL.NO 2016-027 Confidential and Proprietary 43 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 MANAGEMENT PLAN AND TIMELINE The attached sample implementation plan listed below provides a total of 39 days of professional services to be comprised of consulting, implementation, and training. Upon commencement of the project,TMA will prepare and provide a project plan produced in a Microsoft Project format and in accordance with the requirements listed in the AMS documentation. The project plan will identify tasks and subtasks, phases, milestones, prerequisites, and assigned resources required to successfully implement the WebTMA solution on schedule. Adjustments to the Project Plan will be reviewed by the AMS Project Manager and will get modified upon approval. This format proved to be very successful for the implementation of the WebTMA solution at all of our government clients. The assigned TMA project manager(likely Tammy Hilmer)will work with our internal project management team to ensure that this implementation stays on track and will notify the AMS project manager when deviation from the plan begins to occur. TMA will work with the data collection vendor chosen by AMS to provide them with the documents and knowledge that will make their process of acquiring this data in a format that will be efficiently entered into the WebTMA system prior to the training for AMS system users. It is a very uncommon occurrence for our new clients to experience a significant delay in the expected Go-Live dates that are agreed to in the kick-off meeting that will happen shortly after TMA would be awarded as the vendor of choice. Based on the assessment of the requirements listed in the AMS solicitation,TMA feels that with proper support from the AMS project team on collecting their necessary information to support the agreed upon project plan, the realistic Go-Live date should be expected in 3 months from award of contract. If there are delays in getting the TMA project team the required information, this aggressive 3 month implementation desire from AMS will become very difficult. Please review the Sample Implementation plan in the appendix. SOL.NO 2016-027 Confidential and Proprietary 44 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 FIRM EXPERIENCE AND CAPABILITIES TMA Systems is a leading EAMS/CMMS provider of maintenance management systems solely based in Tulsa, Oklahoma.These solutions automate and streamline maintenance operations to provide cost-effective methods that ensure asset reliability and increased productivity for your organization. At TMA, we understand that your success is directly related to your ability to effectively maintain your organization's assets at the highest level possible. And at TMA, we make your success simple. With more than twenty-five years' experience,TMA has built a deep understanding of the challenges and complexities facing organizations like yours.These are organizations that pursue a high level of performance within their maintenance operations.TMA takes this understanding, coupled with listening to clients' needs, and delivers solutions that provide the highest possible value. Worldwide, more than 1,400 TMA clients maintain in excess of 45,000 facilities, representing 3.2 billion square feet of space.These world-class organizations have a deep appreciation of the complexity and challenges of managing facilities.Their bottom-line focus is on their assets,the services they perform, and the contributions they make in meeting the goals and objectives of their organizations. Innovation Since 1988,TMA Systems has provided the most technologically advanced maintenance management software available.These advanced products, along with world-class training, superior professional services, and outstanding technical support are key reasons TMA is the preferred solution for facility professionals throughout the world. A representation of significant advancements related to our products includes the following: • First graphical Computerized Maintenance Management System (CMMS)for the Apple Macintosh Operating System. (1989) • First cross-platform CMMS.TMA operates seamlessly across both Microsoft Windows and Macintosh Operating Systems in a mixed network environment. (1990) • First CMMS to integrate email in the work request process. (1993) • First web-enabled module to link browser technology to a CMMS. (1996) • First paperless solution utilizing an advanced interface to a handheld device. (1998) • First web-based CMMS solution for facilities with the introduction of WebTMA. (2000) • First to integrate the Asset Condition Index(ACI)within a CMMS. (2002) • First to develop and introduce a fully functional CMMS operating on a Pocket PC handheld device, mobileTMA. (2003) • First CMMS to utilize 100% Microsoft.NET technology, WebTMA version 2.0. (2004) • First CMMS to offer a fully integrated custodial module. (2006) • First CMMS to utilize second generation .NET technology, WebTMA version 4.0. (2008) • First CMMS to utilize Microsoft Silverlight with GIS technology. (2009) • TMA merges their desktop application into WebTMA as their premier CMMS product. (2011) SOL.NO 2016-027 Confidential and Proprietary 45 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 • First CMMS to offer online/offline technology for the iPhone, Android and iPad applications. (2012) • First CMMS to develop an integrated BIM interface. (2013) • TMA releases an integrated Capital Planning module (2015) Commitment Solutions developed for government clients continue to be one of the core businesses for TMA Systems. At present, government entities constitute roughly 25%of the total TMA installed base. It is from this significant number of clients that TMA shapes a large part of its strategic direction.The following list is a representation of our commitment to the management of corporate facilities. • Member of National Plant Management Association (NPMA) • Member of International Facility Management Association (IFMA) • Member of National Facility Management&Technology(NFM&T) • Diamond Sponsor for APPA: Leadership in Educational Facilities • APPA Strategic Business Partner Award 1998-2015 • TMA handheld solutions were selected as a Top 100 Products by Buildings Magazine • WebTMA in Top 100 Products by Buildings Magazine • Executive Dashboard module selected as Top Product by Facility Care Magazine • TMA CAFM selected as Best New Product presented by Today's Facility Manager at ASHE • ACUHO Award for Excellence • Strategic partnerships with several leading institutions in the country; most notably the Educational Research Site Alliance with Tulane University in New Orleans, Louisiana Our record of providing intuitive, easy-to-operate software products, along with superior service, has been the hallmark of our success.This focus on service has allowed TMA to maintain one of the highest implementation and client retention rates in the industry. Whether it is project management, implementation, training, or technical support,TMA and our 75 employees are prepared to give AMS the advanced tools and assistance that are necessary for success. Strategic Direction Providing advanced solutions to clients such as AMS represents a primary focus of our company as shown by the business partnerships we have formed with other world-class organizations. These organizations include, but are not limited to: • AutoDesk • Aramark • Esri • Microsoft Corporation • StarRez • Aeroscout(RFID) • GSA Schedules Program • Woolpert Inc. • PenBay Solutions • National Institute of Building Sciences (COBie) • Johnson Controls • Apple Inc. SOL.NO 2016-027 Confidential and Proprietary 46 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Company Name TMA Systems, L.L.C. Identification of business size Small CAGE code 00R58 Schedule Number GS-35F-0702V DUNS Number 80-149-5425 TIN Number 73-1554384 GSA Contract Number GS—35F—0702V NAICS Number 541511, Software E-Verify Company ID#: 496361; OMB Control#: 1615-0092 Expiration Date: 08/31/2016 Current Government Agency Contracts: Architect of the Capitol All Jurisdictions on Capitol Hill(9 total—House, Senate, Supreme Court, and 6 more) Washington, D.C. 20515 Board of Governors of the Federal Reserve System Washington, D.C. 20515 Federal Reserve Banks All 12 Regional Banks across the U.S. Department of Justice Washington,D.C. SOL.NO 2016-027 Confidential and Proprietary 47 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 SUMMARY We appreciate your consideration of WebTMA as Orange County, NC department of Asset Management Services's computerized maintenance management system of choice. We are very confident that we can be a long-term business partner that can deliver you a solution that you will use much more comprehensively than what you were getting from the MP2 solution. We have vast experience taking client from that solution to our WebTMA application. It is our understanding that you plan to select a system that not only meets your organization's current needs but is adaptable and grows with your changing needs. In addition, you desire a partner that can successfully implement the solution and provide ongoing technical support in a world-class manner. We believe the solution outlined in this proposal will allow you to meet your objectives and provide outstanding value to your organization for many years to come. If selected as the preferred vendor, this project will be given our highest priority and attention. Should you have any questions, please call at your convenience. We look forward to working with AMS on this exciting project. Sincerely, Dustin Taylor President TMA Systems, LLC SOL.NO 2016-027 Confidential and Proprietary 48 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 APPENDICIES TMA Pricing Documents WebTMA CLIENT-HOSTED SOFTWARE SOLUTION WebTMA Enterprise Module 1 WebTMA Enterprise Module-7 Concurrent User System $37,240.00 Additional Modules • Executive Dashboard 1 Executive Dashboard Module $3,995.00 • iServiceDesk 1 iServiceDesk Module- 1500 Named Requestors $4,995.00 • mobileTMA 2 mobileTMA Interface- Per 5 Named User Bundle $3,990.00 • Universal Financial Interface 1 Universal Interface for Financials $8,995.00 • Universal Interface for BAS 1 Universal Interface for Building Automation Systems $3,995.00 • Universal Interface for Other 1 Universal Interface for Other Charges $2,995.00 Charges • WebTMA GO 2 WebTMA GO for iPad- Per Named User $1,390.00 Subtotal-WebTMA Client-Hosted Software $67,595.00 PROFESSIONAL SERVICES Consulting Services 32 Services may be inclusive of iPortal, Implementation, $48,000.00 Training,Consulting, Project Management,and Documentation. Allocation of service days finalized upon review with client. Service days at$1,500/day-travel expenses not included.The following allocation has been estimated. 6-day(s)of iPortal Services 11-day(s)of Implementation Services 4-day(s)of Training Services 6-day(s)of Consulting Services 2-day(s)of Custom User Manual 3-day(s)of Project Management Services Notes: • TMA offers both on-site and remote services for all phases of implementation and training. Remote training services are offered at a reduced rate. If remote services have not been quoted, please feel free to discuss these services as an alternative to what has been quoted above. • TMA professional services to be performed in-house,through web services(TMA iPortal, Internet, etc.)or at client site.TMA consultant will prepare a project schedule identifying necessary allocation of service days upon review with client. Travel expenses are not included in the cost of services and are the responsibility of the client. Please add approximately$7,200 to your expected costs to accommodate these expenses. Subtotal-Professional Services $48,000.00 SUPPORT SERVICES • TMA Gold Support 1 Annual Support Plan-7 am to 5 pm CST/CDT- Mon thru $13,519.00 Fri, plus emergency after hours phone support Annual Subtotal-Support $13,519.00 TOTAL COST OF PROPOSED SOLUTION $129,114.00 SOL.NO 2016-027 Confidential and Proprietary 49 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 WebTMA AS A SUBSCRIPTION SERVICE(SaaS) WebTMA Enterprise Module 1 WebTMA Enterprise Module-7 Concurrent User System $15,610.00 Additional Modules • Executive Dashboard 1 Executive Dashboard Module $2,050.00 • iServiceDesk 1 iServiceDesk Module- 1500 Named Requestors $2,050.00 • mobileTMA 2 mobileTMA Interface-Sold in Bundles of 5 Named Users $1,510.00 • Universal Financial Interface 1 Universal Interface for Financials $2,750.00 • Universal Interface for BAS 1 Universal Interface for Building Automation Systems $2,050.00 • Universal Interface for Other 1 Universal Interface for Other Charges $1,370.00 Charges • WebTMA GO 2 WebTMA GO for iPad- Per Named User $700.00 • TMA Gold Plus Support 1 TMA Gold Plus Support Plan—7am to 5pm CST/CDT $1,404.50 Mon thru Fri—plus emergency after hours phone support Annual Subtotal-WebTMA SaaS Software $28,090.00 PROFESSIONAL SERVICES Consulting Services 32 Services may be inclusive of iPortal, Implementation, $48,000.00 Training,Consulting, Project Management,and Documentation. Allocation of service days finalized upon review with client. Service days at$1,500/day-travel expenses not included.The following allocation has been estimated. 6-day(s)of iPortal Services 11-day(s)of Implementation Services 4-day(s)of Training Services 6-day(s)of Consulting Services 2-day(s)of Custom User Manual 3-day(s)of Project Management Services Notes: • TMA offers both on-site and remote services for all phases of implementation and training. Remote training services are offered at a reduced rate. If remote services have not been quoted, please feel free to discuss these services as an alternative to what has been quoted above. • TMA professional services to be performed in-house,through web services(TMA iPortal, Internet,etc.) or at client site.TMA consultant will prepare a project schedule identifying necessary allocation of service days upon review with client. Travel expenses are not included in the cost of services and are the responsibility of the client. Please add approximately$7,200 to your expected costs to accommodate these expenses. Subtotal-Professional Services $48,000.00 TOTAL-FIRST YEAR COST(Software,Services,Support,Adjustments) $77,494.50 TOTAL-SECOND YEAR COST(Software,Support,Adjustments) $29,494.50 SOL.NO 2016-027 Confidential and Proprietary 50 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System- Request for Proposal Please input a I"in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one T. Blank rows will be scored as Not Available. Legend: - Standard-Current:Available in current software release a Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL g ® CL di Li Web Portal•OC staff 1A00 REQUEST Web Portal•oc staff 1.001 REQUEST ENTRY FIELDS-The request entry form should include a minimum of the following data elements: WebPortal-OCStaff 1.002 •Unique Request ID 1 Auto Assigned Web Portal•OC Staff 1.003 •Request Type/Category 1 Web Portal-OC Staff 1.004 •Primary issue/request 1 Web Portal•OC Staff 1.005 •Date Service Desired 1 Web Portal-OC Staff 1.006 •Time Service Desired 1 Web Portal•OC Staff 1.007 •Location of issue 1 Web Portal-OC Staff 1.008 •Department at the location for which service is requested 1 Web Portal•OC Staff 1.009 •Name of requesting staff 1 Web Portal-OC Staff 1.010 •Phone numbers of requesting staff 1 Web Portal•OC Staff 1.011 •Email of requesting staff 1 Web Portal-OC Staff 1.012 •Department of requesting staff 1 Web Portal•OC Staff 1.013 •Notification request checklist(upon receipt of request,work order 1 creation,work order completed,etc. Web Portal-OC Staff 1.014 •Date of request submitted 1 Web Portal•OC Staff 1.015 •Time of request submitted 1 Web Portal-OC Staff 1.016 REQUIRED FIELDS-Ability for County to determine which fields are 1 required. 1.017 Web Portal•OC Staff PREVENT DUPLICATES-Ability for system to identify duplicate 1 complaints and prevent a separate case from being opened. Web Portal-OC Staff 1.018 REQUEST ENTRY-Ability to allow department liasions to enter requests 1 on behalf of other staff. Web Portal>oc Staff 1.019 GENERAL SYSTEM TECHNOLOGY Web Portal-oc staff 1.020 SPELL CHECKING NARRATIVE NOTES-Provide spell checking 1 capabilities for all free form text fillable fields. Web Portal•OC Staff 1.021 WEB ACCESS -Provide ability to enable OC staff to enter tickets over 1 the internet. A- Feature/Function Specs Addendum A-Completed D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Web Portal-OC Staff 1.022 WEB ACCESS-Provide ability to be accessed from any web browser 1 IE Safari Mozilla Chrome WEB ACCESS-Ability to recognize the roles and permissions of the user Web Portal-OC Staff 1.023 accessing the web portal. (like administrator,department liasion, regular 1 county staff,etc. Web Portal-OC Staff 1.024 WEB ACCESS-Provide different links to be used by different roles(like 1 administrator,department liasion regular county staff,etc. Web Portal-OC Staff 1.025 NOTIFICATION-Ability to have predefined notification that goes to the 1 requestor. SEARCH CRITERIA-Provide online search/query by requestor name, 1.026 Web Portal-OC Staff deparment, location for which service was requested,work order nunber, 1 due date etc. Provide partial name capability on requestor name, department, location for which service was requested,category. ATTACHMENTS-Ability to attach any file type(Word, Excel, .wav, Web Portal-OC Staff 1.027 digital, photo,etc.)to a case file,and allow for photos to be attached with 1 a time stamp. WebPortal-OCStaff 1.028 USER-DEFINED FIELDS-Provide for"unlimited"county defined fields. If 1 Limited-Based on each type of record,the county will have 6 limited, please explain in comments. Date Fields,6 Boolean,2 numerical 0 Dp,4 numerical 2dp,6 numerical 4dp,4 30 Char,2 60 Char,7 1000 Char fields. Web Portal-OC Staff 1.029 DROP DOWNS -Provide drop downs for county defined fields.The drop 1 downs will contains predermined data like facilities,category, priority,etc. Web Portal-OC Staff 1.030 FORM NAVIGATION-Ability to prepopulate requestor information based 1 on the login AD credentials. Web Portal-OC Staff 1.031 FORM NAVIGATION-Provide a logical step thru for completing the fields 1 of the form. 1.032 Web Portal-OC Staff SECURITY-Ability to read the username,of the user accessing the 1 portal,and read the permissions and role granted to them to set access. Web Portal-OC Staff 1.033 SECURITY-Ability to restrict access to application to OC Staff by user 1 and group. Web Portal-OC Staff 1.034 SECURITY-Ability to restrict write access to OC Staff by user and group. 1 Web Portal-OC Staff 1.035 SECURITY-Ability to restrict read access of OC Staff by user and group. 1 REQUEST/WORK ORDER STATUS-Ability to enable OC Staff to look a Web Portal-OC Staff 1.036 summary of status on requests and work orders entered by them or for 1 them. Web Portal-OC Staff 1.037 APPLICATION-Ability to assign a temporary priority, in the background, 1 based on selected request criterias. �Priorityis defaulted to the task. A- Feature/Function Specs Addendum A-Completed DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 WOb Portal-OCStaff 1,038 REPORTING AND PRINTING Web Portal-oC staff 1.039 USER QUERIES-Ability for users to create quick queries and reports 1 from within the system i.e. counts status etc.). WebPortal-oCStaff 1.040 REPORTING PARAMETERS-Ability for reports to accept parameters 1 such as a date range for a report. Web Portal-oC Staff 1.041 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 automatically delivered on a scheduled basis. Web Portal-oC Staff 1.042 PAST DUE REPORT-Ability to produce a past-due report. 1 Requires Service Request or scheudled reports. Web Portal-oC Staff 1.043 HISTORICAL REPORTING-System must be able to generate reports by 1 year andspecified periods. 1.044 Web Portal-OC Staff DEPARMENT LIASION REPORT-Ability to allow department liasion role 1 to create and run reports for theirspecific department. DEPARTMENT LIASION SUMMARY REPORT-Ability to allow Web Portal-oC Staff 1.045 department liasion create a summary report for all requests entered and 1 work orders for their department. Visible via the iServiceDesk module and a department login. Web Portal>oc staff 1.046 INTEGRATION MR e Uevices do not have full capabilities. I hey have been scaled down to the technician or supervisor workflow.The WebPortal-oCStaff 1.047 MOBILE APPLICATION-Ability to use mobile devices,such as an iPad, 1 applications do run in online and offline mode.The exeption is windows tablet and/or laptop,with full application access. Windows tablets that run the full application in online mode only. Web Portal-oC Staff 1.048 MOBILE APPLICATION-Ability to attach photos from mobile device, 1 such as an iPad, mobile tablet and/or laptop,with full application access. WebPortal-oCStaff 1.049 APPLICATION Ability to be accessed from any web browser(IE,Safari, 1 Mozilla,Chrome) INTEGRATION-ELECTRONIC CONTENT MANAGEMENT SYSTEM- Web Portal-oC Staff 1.050 Must integrate with Electronic Content Management System(To Be 1 WebTMA is compatible as long as the CMS generates a Determined). I I Ipublic url to access the stored document. Web Portal-oC Staff 1.051 INTEGRATION-MS OUTLOOK-Ability for the system to integrate with 1 Microsoft Outlook for messaging. Integration is via SMTP. A- Feature/Function Specs Addendum A-Completed DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a ss 1 ss in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should als be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one'1".Blank rows will be scored as Not Available. Legend: Standard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL Q d M AMS-Support Staff 2.000 REQUEST REQUEST ENTRY-Abiltity to access the request entry form or a similar AMS-Support Staff 2.001 form to create requests that will be added to the que for further 1 processing. AMS-Support Staff 2.002 REQUEST QUE-Ability to retrieve queued requests for further 1 processing. AMS-Support Staff 2.003 REQUEST QUE MANAGEMENT-Ability to manage the request que. 1 AMS-Support Staff 2.004 ALERTS -Allow ability to flag queued request so as to alert or warn any 1 support staff personnel of a special condition. AMS-Support Staff 21005 WORK ORDER AMS-Support Staff 2.006 WORK ORDER-Ability for AMS Support Staff to do the following, at a minimum to manacle the work order lifec cle: AMS-Support Staff 2.007 CREATION-Ability to access the request que. 1 AMS-Support Staff 2.008 CREATION-Ability to create a new work order by either converting a 1 ueued request or from scratch. AMS-Support Staff 2.009 CREATION-Ability to assign the work order to atleast one AMS staff or 1 a generic work order que. AMS-Support Staff 2.010 CREATION-Ability to send predefined or customized 1 notification/communication to re uestor and or AMS staff. AMS-Support Staff 2.011 CREATION-Ability to assign a predefined priority, category and due 1 date. AMS-Support Staff 2.012 UPDATING-Abilty to update the work order status, assigned staff, due 1 date client re uestor etc. AMS-Support Staff 2.013 UPDATING-Ability to update the work performed section with 1 comments. AMS-Support Staff 2.014 UPDATING-Ability to update parts used to complete work order. 1 A- Feature/Function Specs Addendum A-Completed Page 4 D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 AMS-Support Staff 2.015 UPDATING-Ability to add and edit staff time to an existing work order. 1 CLOSING-Ability to update the work order status, assigned staff, due AMS-Support Staff 2.016 date, client, requestor, etc. of a work order marked with completed 1 status. Limited- Based on each type of record, AMS-Support Staff 2.01 USER-DEFINED FIELDS- Provide for"unlimited"County defined fields 1 the county will have 6 Date Fields, 6 based on work order type. If limited, please explain in comments. Boolean, 2 numerical 0 Dp, 4 numerical 2dp, 6 numerical 4dp,4 30 Char, 2 60 Char, 7 1000 Char fields. AMS-Support Staff 2.018 ALERTS -Allow ability to flag work orders so as to alert or warn any 1 Popup messaging is supported at the item personnel of a special condition at the time of work order creation. level. AMS-Support Staff 2.019 GENERAL AMS-Support Staff 2.020 WEB ACCESS -Provide the ability to access the request que. 1 AMS-Support Staff 2.021 WEB ACCESS- Provide ability to be accessed from any web browser 1 IE Safari Mozilla Chrome WEB ACCESS-Ability to recognize the roles and permissions of the AMS-Support Staff 2.022 user accessing the web portal. (like administrator, department liasion, 1 re ular county staff, etc. AMS-Support Staff 2.023 REQUEST MERGING -Ability to merge duplicate requests already 1 Duplicates are flagged then rejected as a created. duplicate. AMS-Support Staff 2.024 WORK ORDER MERGING -Ability to merge duplicate work orders 1 already created. WORK ORDERS ASSOCIATIONS -Ability to associate multiple child Link of multiple WO's are linked to a AMS-Support Staff 2.029 1 Project or tracked as a multi Task WO in work orders to a single parent work order. WebTMA. AMS-Support Staff 2.026 SECURITY-Ability to create work orders, be it from a submitted request 1 or independent of a submitted re nest. AMS-Support Staff 2.027 SECURITY-Ability to change status, priority and category on a work 1 order. AMS-Support Staff 2.028 SECURITY-Ability to change details of an existing work order like 1 re uestor location due date etc. AMS-Support Staff 2.029 SECURITY-Ability to change details of an existing queued request like, 1 re uestor location due date etc. AMS-Support Staff 2.030 SECURITY-AbilitV to access and manage work orders. 1 AMS-Support Staff 2.031 SECURITY-AbilitV to assign work orders to AMS staff. 1 AMS-Support Staff 2.032 SECURITY-AbilitV to access and manage queued requests. 1 AMS-Support Staff 2.033 SECURITY-AbilitV to access and manage assets/ arts. 1 AMS-Support Staff 2.034 SECURITY-Ability to access and manage HVAC assets and preventive 1 maintenance schedules. AMS-Support Staff 2.035 SECURITY-Ability to access and manage HVAC assets and preventive 1 maintenance schedules. AMS-Support Staff 2.036 APPLICATION -Ability to assign a unique ID to each Work Order. 1 APPLICATION-Ability to bringing the requests marked with specific AMS-Support Staff 2.037 temporary priorities to the forefront for quicker response by AMS staff. 1 A- Feature/Function Specs Addendum A-Completed Page 5 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 SEARCH CRITERIA-Provide online search/query by requestor name, AMS-Support Staff 2.038 client name, deparment, location for which service was requested,work 1 order nunber, due date etc. Provide partial name capability on requestor name, department, location for which service was requested, category. AMS-Support Staff 2.039 ATTACHMENTS -Ability to attach documents, photos, and scanned 1 documents to work orders and queued requests. COUNTY-DEFINED WORK ORDER STATUS TYPES -AUTOMATED AMS-Support Staff 2.040 ASSIGNMENTS-Ability to automate status assignment throughout the 1 process(e.g., active, inactive, hold, change, lock, etc.), with the ability to WebTMA employs certain default manually override to a particular status. statuses. AMS-Support Staff 2,041 WORK ORDER TRACKING AND ROUTING-WORKFLOW WORKFLOW-Need work flow capability to establish required process AMS-Support Staff 2.042 steps and prerequisite requirements(e.g. step 7 can only be done after 1 Requires prerequisites to be setup as step 5)to manage work orders. project tasks. WebTMA employs a native work flow process to help manage the process. From Request>Validation>Work Order>Technician Assignment> Close Out and beyond, TMA is able to track the total process from start to finish. Should routing WORKFLOW-Provide for the user-definition of application work flow be AMS-Support Staff 2.043 within multiple departments and to external agencies based on the type 1 required,A separate automatic or manual of application. routing process may be applied. The fact that TMA-112009 Confidential and Proprietary Information 23 our work flow is built into the application and part of the natural progression means less configuration and faster implementation times. AMS-Support Staff 2.044 WORKFLOW EDITS -Ability to modify workflow and task requirements 1 as needed. See above AMS-Support Staff 2.045 SUB-TASKS -Ability to set up multiple review steps and sub-tasks. 1 Sub Tasks may be crearted as Checklists or via the Project Module as tasks AMS-Support Staff 2.046 ASSIGNEE STATUS -Ability to track task status, review comments, and 1 completions bV assignee. WORKFLOW ROUTING-Automatic routing of work orders through AMS-Support Staff 2.047 various user-defined processes consisting of various review and approval 1 functions. A- Feature/Function Specs Addendum A-Completed Page 6 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 1AMS-Suppon Staff 2.048 SCHEDULING AMS-Support Staff 2.049 MASTER CALENDAR-Ability to provide a master calendar with all work 1 orders included from all departments. Requires Time Management module AMS-Support Staff 2.050 FUTURE PLANNING CALENDAR-Ability to create future planning 1 calendar schedule of all future work orders by type and date). AMS-Support Staff 21051 NOTIFICATION/COMMUNICATION: Ability to genereate automated as well as manual notifications/ AMS-Support Staff 2.052 communitation over a variety of mediums like county email, SMS, internal 1 application notification etc. to a one or more rece ients. Ability to generate automated as well as manual AMS-Support Staff 2.053 notifications/communication based on the priority level of a work order. 1 AMS-Support Staff 2.054 Ability to use a generic(email, SMS, etc.)predefined account to send 1 notifications/communications. AMS-Support Staff 2.055 NOTIFICATION TRACKING -Ability for system to track all 1 notifications/communications are sent to desicinateed parties. NOTIFICATION/COMMUNICATION CREATION-Ability to create AMS-Support Staff 2.056 customized communication messages to be distributed via a variety of 1 mediums like county email, SMS, internal application notification, etc. NOTIFICATION/COMMUNICATION CREATION -Ability to setup AMS-Support Staff 2.057 predefied notifications/communications that are sent to designated 1 parties at predefined point in the work order lifecycle(work order creation, status updates, completion, etc. AMS-Support Staff 2.058 NOTIFICATION/COMMUNICATION CREATION EDIT-Ability to edit or 1 create new preclefied notifications/communications. AMS-Support Staff 21059 INQUIRY&REPORTS AMS-Support Staff 2.060 USER QUERIES -Ability for users to create quick queries and reports 1 from within the system i.e. counts status etc.). AMS-Support Staff 2.061 REPORTING PARAMETERS -Ability for reports to accept parameters 1 such as a date range for a report. AMS-Support Staff 2.062 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 automatically delivered on a scheduled basis. AMS-Support Staff 2.063 SPELL CHECK- Provide spell checking for all reports and 1 correspondence. AMS-Support Staff 2.064 STAFF REPORTS-Ability to automatically generate user-defined staff 1 reports and resolutions with the ability to edit before finalizing. AMS-Support Staff 2.065 REQUEST STATUS REPORTS -Ability to produce status reports on 1 requests by work order priority, category, due dates, assigned staff, etc. AMS-Support Staff 2.066 EXPENSES REPORT-Monthly revenue/expense report(parts and labor 1 Coss WORK ORDER STATUS REPORTS -Ability to produce work order AMS-Support Staff 2.067 status reports by work order priority, category, due dates, assigned staff, 1 etc. A- Feature/Function Specs Addendum A-Completed Page 7 DocuSign Envelope ID: D10_ 1CA6-DBD4-42BE-8B32-7C592BF2BA15 INTEGRATION-INTERFACE INTEGRATION -MS WORD -Provide integration to MS Word AMS-Support Staff 2.069 processing for entry of comments, conditions and to produce project 1 summary documents and notifications. AMS-Support Staff 2.070 INTEGRATION -MS OUTLOOK-Ability for the system to integrate with 1 Microsoft Outlook for messaging and scheduling. INTEGRATION -HVAC-PREVENTIVE MAINTENANCE -Provide the AMS-Support Staff 2.071 ability to create work orders for upcoming Preventive Maintenance 1 Schedules. INTEGRATION -ELECTRONIC CONTENT MANAGEMENT SYSTEM- WebTMA is compatible as long as the AMS-Support Staff 2.072 Must integrate with Electronic Content Management System(To Be 1 CMS generates a public url to access the Determined). stored document. A- Feature/Function Specs Addendum A-Completed Page 8 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a f, f,in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one"V. Blank rows will be scored as Not Available. Legend: Standard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. HE oil s MERIN= Q s AMS-FIELD TECH 1000 WORK ORDER AMS-FIELD TECH 3.001 WORK ORDER-Ability for AMS Field Tech to do the following, at a 1 minimum to update the work orders: AMS-FIELD TECH 3.002 ACCESS-Ability to access the work orders assigned to them. 1 AMS-FIELD TECH 3.003 ACCESS- Field Tech Supervisor role-Ability to access all the work 1 orders assin ed or unassigned. AMS-FIELD TECH 3.004 UPDATE-Ability to update work order status to predefined statuses. 1 AMS-FIELD TECH 3.005 UPDATE-Ability to update the comments on the work performed on a 1 work order. AMS-FIELD TECH 3.006 UPDATE-Ability to update the time spent working on a work order. 1 AMS-FIELD TECH 3.007 UPDATE- Field Tech Supervisor role-assign or reassign a field tech to 1 a work order. AMS-FIELD TECH 3.008 UPDATE- Field Tech Supervisor role-assign or reassign a priority to 1 an existing work order. AMS-FIELD TECH 3.009 UPDATE- Field Tech Supervisor role- update the status of an existing 1 and open work order. AMS-FIELD TECH 3.010 UPDATE- Field Tech Supervisor role-modify the time spent by a field 1 tech on work order. AMS-FIELD TECH 3.011 TIME TRACKING - DURATIONS -Ability for time tracking to exclude 1 durations hold periods (e.g., citizen reviews, submittal periods, etc.) A- Feature/Function Specs Addendum A-Completed Page 9 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 1AMS-FIELD TECH 3.012 GENERAL AMS-FIELD TECH 3.013 REQUIRED FIELDS-Ability for County to determine which fields are 1 required. COUNTY-DEFINED WORK ORDER STATUS TYPES -AUTOMATED AMS-FIELD TECH 3.014 ASSIGNMENTS -Ability to automate status assignment throughout the 1 process(e.g., active, inactive, hold, change, lock, etc.), with the ability to manually override to a particular status. MULTIPLE FIELD TECHS PER WORK ORDER-Ability to track multiple AMS-FIELD TECH 3.015 field techs per work order and identify a primary field tech responsible for 1 the work order. AMS-FIELD TECH 3.016 SEARCH -Allow for search and retrieval of a work order using any 1 combination of: AMS-FIELD TECH 3.017 -Work Order number 1 AMS-FIELD TECH 3.018 - Client Name 1 AMS-FIELD TECH 3.019 - Location 1 AMS-FIELD TECH 3.020 - Re uestor 1 AMS-FIELD TECH 3.021 - Client and/or Re uestor departments. 1 AMS-FIELD TECH 3.022 - Client or Re uestorS phone numbers. 1 AMS-FIELD TECH 3.023 - Due dates 1 AMS-FIELD TECH 3.024 - Work order status 1 AMS-FIELD TECH 3.025 -Work order priority 1 AMS-FIELD TECH 3.026 -Various Wild Card searches 1 AMS-FIELD TECH 3.027 - Partial word searches 1 AMS-FIELD TECH 3.028 SECURITY-Ability to restrict access to create new work orders. 1 UNLIMITED ALERTS-Ability to place unlimited number of Alerts per work Alerts are defined by the AMS-FIELD TECH 3.029 1 order. Notification and Escalation feature of the application. AMS-FIELD TECH 3.030 FLASH ALERTS -Ability to flash alerts by work order(e.g., high priority Flash Alerts are linked to the 1 work orders past due newly assigned). Executive Dashboard module. AMS-FIELD TECH 3.031 TIME TRACKING -The ability to track all time by work order, date and 1 staff. UNLIMITED COMMENTS AND NOTES- Provide an area for unlimited AMS-FIELD TECH 3.032 free-form text comments and notes for each work order. Speech -to-text 1 would also be preferred. AMS-FIELD TECH 3.033 WORK ORDER STATUS TRACKING -Ability to inquiry on all open work 1 orders and view status and due dates. AMS-FIELD TECH 3.034 WORK ORDER DUE DATE -AUTOMATIC REMINDERS -Ability to 1 automatically generate notifications for upcoming due work orders. AMS-FIELD TECH 3.035 HISTORY-Ability to show all work order history by field tech. 1 AMS-FIELD TECH 3.036 USER DASHBOARD- Provide a user specific dashboard with statistics, 1 status and assignments. AUTOMATIC REMINDERS-Ability to set automatic AMS-FIELD TECH 3.037 reminders/notifications based on predefined phases (e.g. due date within 1 x days, newly assinged work orders, high priority work orders, etc.). A- Feature/Function Specs Addendum A-Completed Page 10 D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 AMS-FIELD TECH 3.038 EMAIL CORRESPONDENCE -CLIENTS-Ability to email the client and 1 re uestor to request missing data provide status updates, etc. AMS-FIELD TECH 3.039 EMAIL CORRESPONDENCE -AMS -Ability to email other field techs, 1 support staff and/or supervisor. AMS-FIELD TECH 3.040 ATTACHMENTS -Ability to attach pictures, files, e-mails, etc., to the work 1 order record. AMS-FIELD TECH 3.041 WIRELESS PRINTING -Ability to print, on location,from wireless printers. 1 AMS-FIELD TECH 3.042 REPORTS AMS-FIELD TECH 3.043 USER QUERIES -Ability for users to create quick queries and reports 1 from within the system i.e., counts, status, fees, etc.). AMS-FIELD TECH 3.044 REPORTING PARAMETERS -Ability for reports to accept parameters 1 such as a date range for a report. AMS-FIELD TECH 3.045 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 automatically delivered on a scheduled basis. AMS-FIELD TECH 3.046 MONTHLY REPORT SUBTOTALS -Ability to generate monthly work 1 order reports with subtotals and totals of timespent. AMS-FIELD TECH P3.049.047 STATISTICAL REPORTS -Statistical reports of work orders open, 1 completed and on hold. AMS-FIELD TECH .048 WORK-IN-PROGESS REPORTING -Ability to report on work-in-progress 1 of a work order i.e., % complete, etc. AMS-FIELD TECH TIME PERIOD REPORTS - Provide reports by any time period (e.g.,s ecific date to s ecific date). AMS-FIELD TECH .050 PDF FORMAT -Ability to save reports in PDF format. 1 AMS-FIELD TECH 3.051 SUMMARY REPORT-Ability to generate a summary of work orders by 1 field tech, priority, etc. AMS-FIELD TECH 3.052 INTEGRATION-INTERFACE AMS-FIELD TECH 3.053 INTEGRATION-MS OUTLOOK-Ability for the system to integrate with 1 Microsoft Outlook for messaging and scheduling. AMS-FIELD TECH 3.054 INEGRATION -SPEECH TO TEXT -Ability to use the built in speech-to- 1 text capabilities of smart hones and or tablets. INTEGRATION - ELECTRONIC CONTENT MANAGEMENT SYSTEM- AMS-FIELD TECH 3.055 Must integrate with Electronic Content Management System (To Be 1 Determined). A- Feature/Function Specs Addendum A-Completed Page 11 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a' 'in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one'i Blank rows will be scored as Not Available. Legend: Standard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL sS s5 CL a � t HVAC Asset/Preventive 4 u HVAC Asset Maintenance HVAC Asset/Preventive MASTER HVAC Asset Record -Provide a Master Record with a 4.001 Maintenance minimum of the following data elements for HVAC Asset: HVAC Asset/Preventive 4.002 - Unique HVAC Asset ID 1 Maintenance HVAC Asset/Preventive 4.003 - Name of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.004 - Make of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.005 - Model of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.006 - Vendor of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.007 - Warranty of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.008 - Install Date of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.009 - Last Service Date of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.010 - Preventive Maintenance Cycle of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.011 - Priority of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.012 - Serial number of HVAC Asset 1 Maintenance A- Feature/Function Specs Addendum A-Completed Page 12 D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 HVAC Asset/Preventive 4.013 • Location of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.014 • Picture(s)Of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.015 MASTER HVAC Asset Record Comments -Provide unlimited free-form 1 Maintenance text. Comments field is 2k characters WEB ACCESS -Complete routine tasks over the Internet associated with Maintennance ance HVAC Preventive 4.016 HVAC Assets, such as update HVAC asset master record, search for 1 HVAC Assets and attach pictures. HVAC Asset/Preventive 4017 ATTACHMENTS -Ability to scan documents and or take pictures to 1 Maintenance attach them to the HVAC asset master record. CONTRACTORS DATA -Ability to maintain a searchable contractors' Maintennance ance HVAC Preventive 4.018 licensed master data, including all certifications, address, phone and 1 email information (i.e. contractors, engineers, etc.). SEARCH CRITERIA -Provide online search/query by HVAC asset HVAC Asset/Preventive 4019 number, HVAC asset model number, HVAC asset location or HVAC 1 Maintenance asset priority, etc. Provide partial name capability on HVAC asset name, HVAC asset location and HVAC asset make. HVAGAsset/Preventive 020 PREVENTIVE MAINTENANCE Maintenance MASTER PREVENTIVE MAINTENANCE SCHEDULE RECORD - HVAC Asset/Preventive 4.021 Provide a Master Record with a minimum of the following data elements 1 Maintenance for Preventive Maintenance Schedule: HVAC Asset/Preventive 4.022 • Unique Preventive Maintenance Schedule ID 1 Maintenance HVAC Asset/Preventive 4.023 • Unique ID Of HVAC Asset 1 Maintenance HVAC Asset/Preventive 4.024 • Type of Preventive Maintenance Schedule 1 Maintenance HVAC Asset/Preventive 4.025 • Last successful completion date of Preventive Maintenance Schedule 1 Maintenance HVAC Asset/Preventive 4.026 • Parts needed to complete a Preventive Maintenance 1 Maintenance HVAC Asset/Preventive 4.027 • Priority of Preventive Maintenance Schedule. 1 Maintenance HVAC Asset/Preventive 4.028 • Due Date for Preventive Maintenance 1 Maintenance WEB ACCESS -Complete routine tasks over the Internet associated with HVAC Asset/Preventive 4029 Preventive Maintenance, such as complete new Preventive Manitenance 1 Maintenance checks, search for parts needed to complete Preventive Maintenance and update Preventive Maintenance work request. HVAC Asset/Preventive 4.030 WORKFLOW-Ability to pre-establish workflow and task requirements 1 Maintenance HVAC Asset/Preventive 4.031 WORKFLOW EDITS -Ability to modify workflow and task requirements 1 Maintenance as needed. A- Feature/Function Specs Addendum A-Completed Page 13 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 SEARCH CRITERIA -Provide online search/query by HVAC asset HVAC Asset/Preventive 4.032 number, Preventive Maintenance Schedule name, HVAC asset location, 1 Maintenance or Preventive Maintenance Schedule due date, etc. Provide partial name capability on business name and owner name. HVAC Asset/Preventive 4.033 REMINDERS - Provide automatic generation of next schedule. 1 Maintenance HVAC Asset/Preventive 4.034 COMMENTS HISTORY BY TYPE - Provide ability to track comment/note 1 Maintenance history by type, user, and date. FIELD LEVEL SECURITY RESTRICTIONS -Ability to restrict specific Maintennance ance HVAC Preventive 4.035 fields or group of fields to specific users (e.g., HVAC asset serial number, 1 etc.). HVAC Asset/Preventive 036 REPORTING&INQUIRIES Maintenance HVAC Asset/Preventive 4.037 USER QUERIES -Ability for users to create quick queries and reports 1 Maintenance from within the system i.e., counts, status, fees, etc.). HVAC Asset/Preventive 4.038 REPORTING PARAMETERS -Ability for reports to accept parameters 1 Maintenance such as a date range for a report. HVAC Asset/Preventive 4.039 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 Maintenance automatically delivered on a scheduled basis. HVAC Asset/Preventive 4.040 UPCOMING Preventive Maintenance REPORT- Ability to produce a 1 Maintenance report for upcoming Preventive Maintenance. HVAC Asset/Preventive 4.041 PAST DUE REPORT-Ability to produce a past-due report. 1 Maintenance HVAC Asset/Preventive 4.042 HISTORICAL REPORTING -System must be able to generate reports by 1 Maintenance year and specified periods. HVAGAsset/Preventive 4.083 INTEGRATION &INTERFACES Maintenance HVAC Asset/Preventive 4.044 INTERFACE -Asset Tracking: Provide the ability to link to parts used in 1 Maintenance completing a Preventive Maintenance on an HVAC Asset. HVAC Asset/Preventive 4.045 INTERFACE -Work Order: Provide the ability to create work orders for a 1 Maintenance scheduled Preventive Maintenance on an HVAC Asset. HVAC Asset/Preventive 4.046 INTERFACE -Mobile Access: Provide the ability to access the 1 Maintenance information from a mobile device. HVAC Asset/Preventive 4.047 INTEGRATION -MS OUTLOOK-Ability for the system to integrate with 1 Maintenance Microsoft Outlook for messaging and scheduling. HVAC Asset/Preventive PREVENTIVE MAINTENANCE TRACKING AND ROUTING - Maintenance WORKFLOW WORKFLOW Need work flow capability to establish required process Maintennance ance HVAC Asset/Preventive 4.049 steps and prerequisite requirements (e.g. step 7 can only be done after 1 ste 5)to complete each Preventive Maintenance. HVAC Asset/Preventive 4.050 WORKFLOW EDITS -Ability to modify workflow and task requirements 1 Maintenance as needed. HVAC Asset/Preventive 4.051 SUB-TASKS -Ability to set up multiple steps and sub-tasks. 1 Maintenance HVAC Asset/Preventive 4.052 ASSIGNEE STATUS -Ability to track task status, review comments, and 1 Maintenance com letions by assignee. A- Feature/Function Specs Addendum A-Completed Page 14 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 WORKFLOW ROUTING -Automatic routing of Preventive Maintenance Maintennance ance HVAC Preventive 4.053 Schedule setup through various user-defined processes consisting of 1 various review and approval functions. HVAC Asset/Preventive 4.054 SCHEDULING Maintenance HVAC Asset/Preventive 4.055 MASTER CALENDAR -Ability to provide a master calendar with all 1 Maintenance Preventive Maintenance Schedules for all HVAC assets. FUTURE PLANNING CALENDAR -Ability to create future planning Maintennance ance HVAC Asset/Preventive 4.056 calendar(schedule of all future schedule by date, location and HVAC 1 asset). A- Feature/Function Specs Addendum A-Completed Page 15 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one"1". Blank rows will be scored as Not Available. Legend: EMMENIMMStandard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. e Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL Q . e . a M t t t AssettPart Tracking 5.000 GENERAL Asset/Part Tracking 5.001 MASTER ASSET/PART TRACKING -Provide a Master Record with a minimum of the following data elements: Asset/Part Tracking 5.002 - Unique Asset/Part ID 1 Asset/Part Tracking 5.003 - Status of the Asset/Part 1 Asset/Part Tracking 5.004 -Asset/Part Name 1 Asset/Part Tracking 5.005 -Asset/Part Location 1 Asset/Part Tracking 5.006 -Asset/Part Type 1 Asset/Part Tracking 5.007 -Asset/Part Priority 1 Asset/Part Tracking 5.008 -Asset/Part Unit Cost 1 Asset/Part Tracking 5.009 -Asset/Part Quantity On Hand 1 Asset/Part Tracking 5.010 -Asset/Part Classification 1 Asset/Part Tracking 5.011 -Asset/Part Issue Quantity 1 Asset/Part Tracking 5.012 -Asset/Part Purchase Quantity 1 WEB ACCESS -Complete routine tasks over the Internet associated with Asset/Part Tracking 5.013 Asset/Part, such as update Asset/Part master record, search for Asset/Part 1 and attach pictures. SEARCH CRITERIA-Provide online search/query by Asset/Part number, Asset/Part Tracking 5.014 Asset/Part number,Asset/Part location or Asset/Part classification, etc. 1 Provide partial name capability on Asset/Part name,Asset/Part location and Asset/Part classification. Asset/Part Tracking 5.015 ATTACH PICTURES, IMAGES, DOCUMENTS: -Provide capability to 1 1 attach photos, images of assets/parts to the Master Asset/Part record. A- Feature/Function Specs Addendum A-Completed Page 16 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 CONTRACTORS DATA-Ability to maintain a searchable contractors' Asset/Part Tracking 5.016 licensed master data, including all certifications, address, phone and email 1 information (i.e. contractors, engineers, etc.). Asset/PartTracking 5.017 REPORTING&INQUIRIES Asset/Part Tracking 5.018 USER QUERIES-Ability for users to create quick queries and reports from 1 within the system i.e. counts status fees etc.). AsseUPart Tracking 5.019 REPORTING PARAMETERS -Ability for reports to accept parameters 1 such as a date range for a report. Asset/Part Tracking 5.020 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 automatically delivered on a scheduled basis. Asset/Part Tracking 5.021 HISTORICAL REPORTING -System must be able to generate reports by 1 year and specified periods. Asset/Pan Tracking 5.022 INTEGRATION-INTERFACE Asset/Part Tracking 5.023 INTERFACE -MOBILE ACCESS:Provide the ability to access the 1 information from a mobile device. Asset/Part Tracking 5.024 INTERFACE -WALKER PARTS:Provide the ability to update records 1 based on import of data from the flat file created by the parts vendor. A- Feature/Function Specs Addendum A-Completed Page 17 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a' 'in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one'i Blank rows will be scored as Not Available. Legend: Standard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL sS s5 CL 1010! moilliffil NON! a � t Ad Hoc Reporting 6•00o AD HOC REPORTING GENERAL FEATURES Ad Hoc Reporting s.001 USER QUERIES -Ability for users to create quick queries and reports 1 from within the system i.e., counts, status, fees, etc.). Ad Hoc Reporting 6.002 REPORTING PARAMETERS -Ability for reports to accept parameters 1 such as a date range for a report. Ad Hoc Reporting 6.003 REPORT SCHEDULING AND DELIVERY-Ability to set up reports to be 1 automatically delivered on a scheduled basis. REPORT WRITER PERFORMANCE -Capability to process report writer Ad Hoc Reporting 6.004 requests at any time throughout the processing day, without impacting 1 system performance. REPORT WRITER PERFORMANCE - Provide the added ability to Ad Hoc Reporting 6.005 download to multiple file types including Microsoft Access, Word, and 1 Excel. Please elaborate on other compatible file formats. pdf, html, excel are supported. Ad Hoc Reporting 6.006 REPORT WRITER OPERATIONS - Provide the ability to support menu- 1 driven report scheduling options. Ad Hoc Reporting 6.007 REPORT WRITER OPERATIONS -Capability to generate error 1 messages with a description of corrective actions. Ad Hoc Reporting 6.008 REPORT WRITER HELP - Capability to support on-line instructions e 1 REPORT WRITER DATA DICTIONARY IDENTIFICATION -Capability to Ad Hoc Reporting 6.009 reference specific data items by field descriptive name(i.e., data 1 dictionary field names and user-screen field names are the same). REPORT WRITER DATA DICTIONARY IDENTIFICATION -Capability to Ad Hoc Reporting 6.010 reference an Entity Relational Diagram (ERD)with field level data values 1 and acronyms. A- Feature/Function Specs Addendum A-Completed Page 18 D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Ad Hoc Reporting 6.011 REPORT RETENTION -Ability to save and maintain report specifications 1 for periodic use. Ad Hoc Reporting 6.012 REPORT PROMPTING -Ability to display report prompts, with sort and 1 extraction selection options. REPORT SORTING AND TOTALING OPTIONS -Capability to choose Ad Hoc Reporting 6.013 various sorting options and report totaling options with appropriate sub- 1 totaling based on selected sort option. REPORT SELECTION OPTIONS - Capability to query on any element of Ad Hoc Reporting 6.014 a transaction history file including the type of transaction and the process 1 that originated the transaction. Ad Hoc Reporting 6.015 REPORT FILE SELECTION OPTIONS -Ability to report on any user 1 defined field. Ad Hoc Reporting 6.016 REPORT FILE REFRESHING -Capability to store and recall items 1 whose values are derived from other values in the data files. Ad Hoc Reporting 6.017 REPORT COLUMN DEFINITION - Capability to support default or special 1 column headings. REPORT EDIT WORD DEFINITION - Capability to support unique field Ad Hoc Reporting 6.018 editing (currency, symbol, commas, decimal places, etc.)on specific data 1 items. Ad Hoc Reporting 6.019 REPORT OUTPUT SELECTION -Ability to support user specification of 1 the output media rinter, file or screen). Ad Hoc Reporting 6.020 PRODUCE MULTIPLE REPORT COPIES - Capability to generate 1 This is a function of the print multiple report copies automatically. driver. Ad Hoc Reporting 6.021 REPORT CONDITIONING OPTIONS - The following report writing 1 capabilities need to include the ability to arithmetically calculate functions: Ad Hoc Reporting 6.022 - Capability to generate reports using "include and exclude"statements. 1 Ad Hoc Reporting 6.023 - Capability abilit t0 generate reports using "and" and °Or°statements 1 Ad Hoc Reporting 6.024 - Capability to generate reports using "equal to", "less than" and "greater 1 than" statements. Ad Hoc Reporting 6.025 - Capability to use an "if-then-else"sequence within one query. 1 REPORT FIELD SELECTION OPTIONS - Capability to combine the use Ad Hoc Reporting 6.026 of multiple fields for selection options from more than one database table 1 Requires 3rd Party ODBC related to one query. compatible report writer. Ad Hoc Reporting 6.027 APPEND FIELD VALUES -Capability to "append"data or field values to 1 an existing field. Ad Hoc Reporting 6.028 REPORT EXTRACTION OPTIONS 1 - Capability to"extract"specific 1 data or contents within a field. Ad Hoc Reporting 6.029 REPORT EXTRACTION OPTIONS 2 - Capability to combine the use of 1 multiple values for a specified field for selection options. Ad Hoc Reporting 6.030 REPORT SORTING OPTIONS - Capability to support major and minor 1 Sort options. Ad Hoc Reporting 6.031 REPORT SUBTOTALS -Capability to support subtotal and total options 1 by field. A- Feature/Function Specs Addendum A-Completed Page 19 D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Ad Hoc Reporting 6.032 MATCHING RECORDS -Capability to support a matching record option 1 for use with multiple database tables within one query. ARITHMETIC FUNCTIONS -Capability to support the use of arithmetic: Ad Hoc Reporting 6.033 "addition", "subtraction", "multiplication", and "division"calculations of 1 ueried data in the report design. Ad Hoc Reporting 6.034 BASIC STATISTICAL FUNCTIONS-Capability to support mean and 1 standard deviations and ability to build cross tabulations. ELECTRONICALLY FILE REPORTS - Electronically file reports for Ad Hoc Reporting 6.035 subsequent user access (e.g., on an internal intranet page or dashboard), and the ability to notify users that scheduled reports have been run and 1 are available for electronic access. Ad Hoc Reporting 6.036 REPORT SCHEDULING AND DISTRIBUTION - Provide report 1 ischedulingalong with email distribution for recipients. Ad Hoc Reporting 6.037 DISPLAY PRINTER QUEUES PRIOR TO PRINTING -View or print 1 reports, as an option. REPORT IDENTIFICATIONS -All reports should contain organization Ad Hoc Reporting 6.038 name, report title, column heading descriptions, processing date, 1 sequentially numbered pages, and subtotals at each level break as appropriate. Ad Hoc Reporting 6.039 REPORT FORMAT-Ability to save reports in flat text files, PDF, 1 Microsoft Word and Microsoft Excel Format. Ad Hoc Reporting 6.040 REPORT PUBLISHING FORMATS -Ability to publish reports in formats 1 including PDF, MS Word or MS Excel. Ad Hoc Reporting 6.041 PDF FOLDERS -Ability to setup auto save folders by type of report when 1 using a pdf writer tool. This is external to the application. Ad Hoc Reporting 6.042 SAVE REPORT SETTINGS -Ability to save report settings as a specific 1 report name attached to a user-defined report menu. INTEGRATION -SQL SERVER REPORTING SERVICES -Ability to Ad Hoc Reporting 6.043 integrate SSRS Reporting Services into the Application for documents 1 and statistical reporting needs. Ad Hoc Reporting 6.044 ON-SCREEN REPORTING -Ability to preview a report on the screen, prior to printing. 1 ACTIVITY ANALYSIS -Ability to analyze metrics in the data, such as Ad Hoc Reporting 6.045 identify trends in work orders, queued requests, preventive maintenance Would require the report to be schedules, etc. 1 built in SSRS. A- Feature/Function Specs Addendum A-Completed Page 20 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Enterprise Asset Management System - Request for Proposal Please input a'T'in the appropriate column to the right of the feature/function/capability statement. Further explanations,or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Costs worksheet(Appendix G),if applicable. Each"non-title"row(?.000)should have only one'l Blank rows will be scored as Not Available. Legend: • Standard-Current:Available in current software release Standard-Next Release:Guaranteed available in next release of software g• Report Writer:function through Standard Reports or Ad Hoc Report Writer 3rd-Party App 3rd Party Application:Please estimate general cost estimates in comments not a quote,unless available due to your resell arrangement. •• Custom Modification:Custom programming by vendor(not meant to be a set-up configuration that is standard process through implementation). Please estimate general costs in comments(not a quote). Not available in current or next release;interfaced/integrated third-party application or through custom modification. CL CL Z3 Gen Sys&Security 7.000 GENERAL SYSTEM&SECURITY Gen Sys&Security 7.001 GENERAL SECURITY FEATURES- Provide password security by: Gen Sys&Security 7.002 • Application 1 Gen Sys&Security 7.003 • Menu item/function within application 1 Requires creating or configuring Gen Sys&Security 7.004 • Field level 1 clones of current forms applying field modifications then assigneing to appropiate users or groups. HIDDEN FIELD TRIGGERS -Ability to make fields view only and/or Gen Sys&Security 7.005 hidden, based on conditional statements, if desired (i.e., if the value of a 1 drop down equals 'Other', allow a field called 'Other Description' to show, and make that field a required field; otherwise, hide the field.) KEY VALUE AUTHORIZED CHANGES -Ability to apply changes to be Not pin driven, but driven by user Gen Sys&Security 7.006 key values such as PINS, based on security(i.e., supervisor authorized 1 access which requires a login and override) password. Gen Sys&Security 7.007 ROLE/USER SECURITY SETTINGS -Ability for application security to 1 County assigns roles and be designed based on roles and single individual users. responsibilities within roles. Gen Sys&Security 7.008 RECORD SEARCH -Ability to inquire on a single record directly by key o 1 field search. Gen Sys&Security 7.009 SINGLE SIGN-ON -ACTIVE DIRECTORY-Support of Single Sign-on 1 and Active Directory. A- Feature/Function Specs Addendum A-Completed Page 21 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Gen Sys&Security 7.010 SECURITY ACCESS AUDIT TRAIL -Maintain the date of last password 1 Not displayed in the front end, but change for each user. is tracked in the fusers table. Gen Sys&Security 7.011 PASSWORD RECOVERY-Provide users self-password recovery 1 capability. RESTRICT SECURITY ACCESS OF SELECTED TRANSACTIONS - Restiction may be based on Gen Sys&Security 7.012 1 location, Repair Center, or type of Restrict entry of certain transactions by password. transaction. Gen Sys&Security 7.013 PASSWORD ENCRYPTION -Provide password encryption. 1 CREATE SECURITY PROFILE BY COPYING EXISTING PROFILE - Gen Sys&Security 7.014 Allow creation of new user rights by copying another user's right levels 1 WebTMA also supports creation and modifying. of user groups. Gen Sys&Security 7.015 SECURITY ACCESS -Ability to update and inquire online into any master1 File record, provided user has the proper authorization. Requires full user account. Gen Sys&Security 7.016 SECURITY ACCESS CONTROL -Assign view only access to specific 1 user profiles. MAINTAIN AUDIT TRAILS -Maintain audit trails including changed by, WebTMA maintains a record of Gen Sys&Security 7.017 1 who made the last change and changed date, and record (print or file)of changes. date of change. Gen Sys&Security 7.018 MULTI-USER ENVIRONMENTS - Operate in a multi-user environment 1 so record locking will be required to maintain the integrity of the data. Gen Sys&Security 7.019 MULTI-USER ENVIRONMENTS -Ability to prevent any master file 1 record from being deleted if that record is referenced in any other file. Gen Sys&Security 7.020 WINDOWS SQL ENVIRONMENT- System must be Windows, SQL 1 compatible SQL 2008 R2, 2012 and browser-based. TESTING ENVIROMENT- Ability to establish test/demo environment Gen Sys&Security 7.021 with structured version control and full configuration management access 1 and capability. Gen Sys&Security 7.022 WEB 508 COMPLIANCE -Ability for Web applications to be section 508 Please see Section 508 1 compliant for browsing with assistive technologies. Compliance Questionaire. TROUBLESHOOTING HELP - Provide a help/search function for Gen Sys&Security 7.oz3 troubleshooting with an extensive knowled ebase available. 1 Gen Sys&Security 7.024 VIRTUALIZATION -Ability for application to be virtualized, even if not on 1 Production side. Gen Sys&Security 7.025 MULTIPLE APPLICATION WINDOWS -Support multiple windows open 1 at one time not limited to modal window). Gen Sys&Security 7.026 FORWAD/BACKWARD NAVIGATION -Ability to navigate through 1 records or files on a screen in forward or backward directions. Gen Sys&Security 7.027 ADJUSTABLE ONLINE COLOR SCHEMES -Online capabilities with 1 similar colors and headers as County website. Gen Sys&Security 7.028 ON-SCREEN REPORTING -Ability to preview a report on the screen, 1 prior to printing. Gen Sys&Security 7.029 REPORT PUBLISHING FORMATS -Ability to publish reports in formats 1 including PDF, MS Word or MS Excel. A- Feature/Function Specs Addendum A-Completed Page 22 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor a Systems, L.L.C. SOFTWARE VENDOR INFORMATION RESELLER INFORMATION (if applicable) Company Name TMA Systems, L.L.C. Company Name Street Address 5100 East Skelly Drive, Suite 900 Street Address City, State,Zip code Tulsa, Oklahoma 74135 City,State, Zip code Telephone Number (918)858-6600 Telephone Number Primary Contact Ross Powell,Account Executive Primary Contact Secondary Contact(if applicable; Mike Koenig,Vice President-Sales&Mkt Secondary Contact(if applicable; SOFTWARE SUPPORT SOFTWARE SUPPORT(if applicable) Location of Application Software Location of Application Software Support Personnel Tulsa, Oklahoma Support Personnel Number of Application Software Number of Application Software Support Personnel 12 Support Personnel Support Hours(designate time Support Hours(designate time zone) 7:00am to 5:00pm CST zone) Guaranteed Response Time Guaranteed Response Time Average Response Time 60 seconds or less Average Response Time The goal of the Customer Support Services (CSS)department is the have the first tier support team closes cases(not defects)on the first call. If the case cannot be closed on the first call it is moved to the second tier support team and the client is to be called within 3 hours with a resolution or for notification of progress on the issue. The objective is to have the resolution of the issue no later than 8 business hours from the time the issue was initially reported and the case created. Average Resolution Time Average Resolution Time 800 Number Access (800)228-8765 800 Number Access B-Vendor Profile Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC err- Vendor e® VENDOR INFORMATION RESELLER INFORMATION (if applicable) Vendor Name TMA Systems, L.L.C. Reseller Name Number of Years in Business 27 Number of Years in Business Total Number of Employees 71 Total Number of Employees Organization Classification Organization Classification (Private, Public, Other) Private (Private, Public, Other) VENDOR FINANCIAL INFORMATIO1 RESELLER FINANCIAL INFORMATION (if applicable Annual Revenue $14.6 Million Annual Revenue Percent of Annual Revenue Percent of Annual Revenue Allocated to R&D 20 percent Allocated to R&D Percent of Annual Revenue Percent of Annual Revenue Generated from New Sales 35 percent Generated from New Sales Percent of Annual Revenue from Percent of Annual Revenue from Annual Recurring Income 65 percent Annual Recurring Income C-Vendor Financial Info Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC : ® Vendor a Systems, L.L.C. Note: If you are a VAR, please provide the same information for your specific company in addition to the software vendor's information. NUMBER OF NUMBER OF BY THE FOLLOWING CRITERIA CUSTOMERS North Carolina (Not Installs) CUSTOMERS Not Installs Total-All Customers 1,421 19 Total Organizations 1421 19 Total Private Organization 674 2 Total Government Organizations 747 17 Organizations between 0 to 500,000 of managed square foot (proposed solution ONLY) 100 1 Organizations between 500,000 to 750,000 of managed square foot (proposed solution ONLY) 227 1 Organizations with more than 750,000 of managed square foot (proposed solution ONLY) 1094 17 Web portal for regular staff to request service 1123 9 Web interface for facility staff to manage work order lifecycle 1208 17 Web interface for maintaining Preventive Maintenance assets and its schedules 1208 17 Mobile interface(tablet and/or smartphone) 499 8 Web interface with EDMS N/A N/A D-Vendor Customer Base Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor Name: TMA Systems, L.L.C. Note: If you are a Reseller/VAR, clearly indicate which references are for your specific company. Customer Name Contact Name Phone Number Managed Installation APPLICATIONS(please list) Square Feet. Date 'WebTMA Client Hosted, Materials Management, Service Request Management, Utility Management,' 'Executive Dashboard, MobileTMA, (919) 1)!Durham Count 560-7074 Mar-11 WebTMA GO County Government Mr. Ivan Silis WebTMA Client Hosted, but chose to have TMA Host them. Technician Logins, Materials Management,Time Management, Project Management, Service Request Management, Contract Management, WebTMA GO, City of Tampa-Logistics&Asset Executive Dashboard,General 2) Management Department Ms.Anja Davis (813)348-6540 Sep-00 Inspections WebTMA SaaS, Contract Management, Executive Dashboard, Materials Management, Project Management, Service Request Management,Time Management, 3) City of Largo, Florida Mr. Chas Jordan (727)587-6740 Nov-13 WebTMA GO MobileTMA,WebTMA GO,Capital Planning, Executive Dashboard, Utilities Management, Key Management, Materials Management, Contract Management, Project 4) Clark County, Washington Ms. Nancy Seiff (360)397-2282 Jun-14 Management WebTMA Enterprise Client Hosted. MobileTMA,WebTMA GO, Executive Dashboard, Utilities Management, Key Management, Materials Management,Contract Management, Project Architect of the Capitol -Washington, Management, General Inspections,, 5 D.C. Mr.Ted Willing 202)494-3403 May-05 Capital Planning E-Vendor References Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC WebTMA Client Hosted, Materials Management, Service Request Management,Time Management, Project Management, Contract 6) Nuaces County, Corpus Christi,TX Mr.Tony Parlamas (361)888-0505 Sep-09 Management iServiceDesk, Key Management, Time Management, Project ;Management, Contract ;Management, Materials ;Management, Executive 7) Yolo County, CA ;Mr. Bill Anderson (530)666-8118 Sep-061 Dashboard September of 2015 CFC upgraded to the WebTMA Enterprise Client Hosted Solution, iServiceDesk, WebTMA GO,Time Management, Contract Management, Project 8) City of Fort Collins, Fort Collins, CO Mr. Nick Jovene (970)221-6533 Mar-05 Management October of 2013 CCSF upgraded to the WebTMA Enterprise Client Hosted Solution, iServiceDesk, MobileTMA,GIS, WebTMA GO, Time Management, Project Management, Contract Management, Materials 9 City and County of San Francisco Ms. Lydia Zaverukha 415)831-2778 Jun-031 Management Service Request Management, Executive Dashboard,WebTMA ;10) City of San Buenaventura, CA Mr. Keith Fowler 1(805)652-4596 Aug-06 GO Note: Please use application code legend if necessary E-Vendor References Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Appendix F VENDOR GENERAL SYSTEM INFORMATION Vendor Systems, L.L.C. GENERAL QUESTIONS Yes No Will you agree to incorporate RFP and your proposal into the contract? x Will you hold prices firm for 120 days from proposal due date? x Is the source code held in escrow at a third-party institution?If yes, please identify the third party. If not,will you agree to providing such a service? x Explain: Vault Management, Inc, 1805 W. Detroit, Broken Arrow,OK 74102 Will support fees include upgrades to meet all State and Federal mandated changes (e.g., payroll issues, reports, calculations)? x Will application software license be a license in perpetuity? TMA Response: The Client Hosted version of WebTMA will be a Perpetual license, whereas the SaaS version of WebTMA is an annual subscription license. SYSTEM SUPPORT INFORMATION Yes No Can one Vendor install all application software?If not, please explain. x Can one Vendor support all application software?If not, please explain. x associated cost? TMA Response: There is no additional associated cost for connecting remotely via a "Live-Meeting" x Is there a WEB site for application software customer updates? x Can the WEB site be used to communicate support issues and downloads? x Is there an application software Users' Group? x F-Vendor General System Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Appendix F VENDOR GENERAL SYSTEM INFORMATION Vendor Systems, L.L.C. SOFTWARE APPLICATION INFORMATION On what platforms/operating systems will the application software run?Include any client operating system restrictions or additional connectivity requirements. Respond: Operating System- Microsoft Windows Server 2012, Microsoft Windows Server What year was the current platform version of the proposed software released? Respond: In April of 2001 the WebTMA Solution was release in Version 1.0. In April of 2016, WebTMA Version 5.1 was released and today we would demonstrate from version 5.1.10. Did you develop the original software or was it purchased?If developed by you, what is the current release and when was it originally developed?If purchased, identify the company from whom you acquired the software. Respond: The original WebTMA version was created by TMA Programmers/Employees and released in 2001. What database configuration is being proposed?(Preference towards MS SQL) If you are proposing third- party software in addition to yours, what database configuration is being proposed for their system? Respond: WebTMA only utilizes MS SQL. What database options are available?(Preference towards MS SQL) Respond: WebTMA only utilizes MS SQL. Please describe the software upgrade policy and process. Respond: TMA Response: Our clients that utilize the WebTMA SaaS version of our software are always on the latest version of the product,as it is a subscription. Should you choose the Client Hosted version of WebTMA, you will always get free software upgrades as a benefit of your paid annual support contract. Please describe the warranty for the software will begin and end? F-Vendor General System Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Appendix F VENDOR GENERAL SYSTEM INFORMATION Vendor Systems, L.L.C. TMA Response: WebTMA SaaS-after a customer receives their username and password,they receive one month warranty. Usually they receive their username and password before training with the consultant. WebTMA Client Hosted- 3 month warranty after implementation.This is when the software is on the client's server. Please describe the software patch delivery policy and process. Respond: TMA Response: TMA System's Patch Management is to ensure that data is protected against malware threats, such as viruses,Trojans, and works which could adversely affect the security of the systems or data entrusted on TMA's systems. Effective implementation of this policy will limit exposure and effect of common malware threats to the systems. •The primary scheduling guidelines and plans exist as a comprehensive patch management program. First, a daily patch cycle exists that guides the normal application of patches and updates to systems. This cycle does not specifically target security or other critical updates. Instead,this patch cycle is meant to facilitate the application of standard patch releases and updates. This cycle is time based and when appropriate is event based;for example,the schedule can mandate that certain system updates occur quarterly,or a cycle may be driven by the release of service packs or maintenance releases. In either instance, modifications and customizations can and should be made based on availability requirements, system criticality, and available resources. •The secondary scheduling plan deals more with critical security and functionality patches and updates. This plan helps the organization deal with the prioritization and scheduling of updates that, by their nature, must be deployed in a more immediate fashion. A number of factors are routinely considered when determining patch priority and scheduling urgency. Vendor-reported criticality(e.g. high, medium, low) is a key input for calculating a patch's significance and priority, as is the existence of a known exploit or other malicious code that uses the vulnerability being patched as an attack vector. Other factors that should be taken into account when scheduling and prioritizing patches are system criticality(e.g. the relative importance of the applications and data the system supports to the overall business)and system exposure (e.g. DMZ systems vs. internal file servers vs. client workstations). F-Vendor General System Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor Name: TMA Systems, L.L.C. NOTES&INSTRUCTIONS Supplemental Pricing in your company's standard format can be provided separately. Please see separate TMA Pricing Submitted. However,even if you provide supplemental pricing,this project costs worksheet must be completed for summary evaluation purposes. Additional rows and/or descriptions can be added if necessary. If an item is included elsewhere, please say included. DO NOT delete any rows or change any formulas. One Time Costs PRICE WebTMA CH WebTMA SaaS Software License Fees $ 67,595 $ 29,495 Training Fees $ 6,000 $ 6,000 Project Management $ 4,500 $ 4,500 Installation/Implementation Fees $ 16,500 $ 16,500 Modifications/Enhancements Estimates (see Appendix J) $ - Report&Inquiry Development Interface Development Estimates (see Appendix H) $ 12,000.00 $ 12,000.00 Conversion Assistance (see Appendix I) $ 9,000.00 $ 9,000.00 Other(Please List as needed) Hardware/System Software(estimates, if applicable) System Hardware TMA is not responsible for AMS Hardware or SQL Software N/A N/A System Software Setup if you opt for the WebTMA CH solution. If AMS opts for the N/A N/A Installation(if applicable) WebTMA SaaS solution, TMA will provide all hardware necessary N/A N/A Other Costs(Please List) to host the application and database. N/A N/A Travel&Related Expenses Up to 3 trips onsite estimated at$2,400 per trip $ 7,200.00 $ 7,200.00 Taxes 0 0 122,795 L_§4,695 Annual Recurring Costs Application Annual Maintenance/Support $ 13,519 $ 1,405 (24/7 Telephone Support(Yes/No) Hardware/Systems Software Maintenance(if applicable) Other Recurring Costs (Please List) $ 13,519 $ 1,405 Detailed Software Application Pricing and Information G-Project Costs Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor Training/Implementation Application Unit/Per Seat License Fees Annual Support Name License Fee Total Days Total Visits Total Training Costs (Please List App/ications/Modules-Add Rows as Necessary) Web Portal-OC Staff Full User 1995.0 AMS-Support Staff Full User 1995.0 AMS-Field Tech MoibleTMA 399.0 Preventive Maintenance 0.0 HVAC Asset 0.0 Asset/Parts Tracking 0.0 Notification/Communication 0.0 Mobile Access WebTMA GO 695.0 Ad-Hoc Reporting This gets really complicated to show how pricing is broken down for the two types of applications we are pricing out. Please refer to the pricing documents for both WebTMA CH and WebTMA SaaS for pricing breakdown. Our we would entertain any questions you might have. Sub-Totals $ - 0.0 0.0 $ - $ - Vendor Training Unit/Per Seat Application License Fees Annual Support Name License Fee Total Days Total Visits Total Training Costs Optional Applications/Modules. G-Project Costs Appendicies B-J 000uSign Envelope ID: o1n41 * LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC (Please Llst Add Rowsas Neuessaly) EDMSImerface Sub-Totals TMA will work with Orange County when you have selected a EDMS vendor to determine a scope n[work that will allow TMAom properly submit pricing for this need. NOTES 1\ Indicate how license fees are calculated (e.g., concurrent users, user ID's, processor size, etc.). Provide number of user licenses if applicable, and additional user license cost ifrequired. I\ Please describe additional future license fees if applicable (e.g., change in users, processor size, etc.). 3\ Optional pricing for above one time costs should be clearly identified (e.g., different project management service |ava|s). 4\ Describe number ofdays/houcs included with project management AND training costs above. S\ Describe indetail what is included with conversion estimates. 6\ Describe how travel and related expense estimates were calculated. 7\ Describe additional costs required for optional applications (e.g., hardware, training, project management, etc.) 8\ Clearly indicate third party software. 9\ Please attach server sizing/configuration documentation. G Project Costs AppvndioivoB-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC 00 0 Vendor Name: TMA S sterns, L.L.C. Interfaces Law Estimate High Estimate Vendor Comments)Suggestions See Section 7 Table"Irate ration/Interface"in the RFP narrative for further Beta, Microsoft Office Word,Excel N/A WebTMA exports to Excel Already Parts Walker Parts 7500 Accomodated through our UI for Other Char es module EDMS N/A TMA will put together a scope of work document when OC is ready to look at this. Software To Be Determined` N/A Accounting(Tyler Munis: General Led er 3000 Accomodated through our UFI module Other E-Mail and Calendarin Microsoft Outlook N/A WebTMA does not currently interface with Microsoft OutlooN Active Directory 1500 Speech-to-text smart hone,tablets' N/A This capability is already resent in our mobileTMA and WebTMA Go modules $ $ 12 000.00 NOTES For all current systems integration, the response to the RFP should note: The vendor's background with integrating with the related system. Internal structures that affect how interfaces are developed and maintained. For current flat file imports, how the flat file and batch process would be maintained and automated to replicate the current process on the other end. How data exchange between systems can be accomplished in order to take advantage of SQL-to-SQL processing and real-time updates. Corresponding development and support/maintenance responsibilities for the interface junctions. H-Interface Costs Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor Name: TMA S stems, L.L.C. Conversions Low Estimate High Estimate Vender Comments/Suggestions See Section 6 Table'Data Conversion Summary"in the RFP narrative for further detai, 9000 Active Work Orders Active Queued Requests Active Preventive Maintenance Schedules Assets related data Vendors/Contacts Parts Building related information Historical Work Orders This information will be stored in our legacy tab for history on assets. Historical Preventive Maintenance Schedules I-Conversion Costs Appendicies B-J DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 LAND MANAGEMENT CENTRAL PERMITTING SYSTEM Orange County, NC Vendor Name: TMA Systems, L.L.C. Modifications fpt se tint,,need d) Law Estimate High Estimate Vendor Comments/Suggestions WebTMA is a COTS solution and does not have custom modifications. 0 The consulting and implementation process will address any modifications needed that are allowed by our user interface. $ $ J-Modification Costs Appendicies B-J D Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Gen Sys&Security 7.030 USER DASHBOARDS -Ability to incorporate real-time individual user 1 Requires Executive Dashboard dashboard capability to display dynamic charts and graphs. Module. Gen Sys&Security 7.031 DEPARTMENT/DIVISION SCREENS -Ability to customize screens for 1 different departments/divisions. DOWNLOAD APPLICATION DATA THROUGH DESKTOP Requires the application to be hosted by the County. SaaS Gen Sys&Security 7.o3z APPLICATIONS -Download to or access application data through 1 customers would require custom desktop productivity tools such as spreadsheets, word processors, or integration to connect directly or report writers. indirectly to the database for 3rd party reporting capability SYSTEM BACKUP UTILITIES AND PROCESSES -Provide backup Backup utilities are built into the Gen Sys&Security 7.033 utilities enabling the backup of individual items, application databases or 1 SQL Swerver Management Console. TMA systems does not the entire system. licence peripheral software. VENDOR SUPPORT ACCESS TO CLIENT-Provide electronic Gen Sys&Security 7.034 connection. Vendor can connect to computer server for diagnosis and 1 resolution of software problems. TABULAR CONFIGURATION STRUCTURE -Ability to configure and set Gen Sys&Security 7.035 up of variable features and user-defined data types, in a table-driven 1 manner as opposed to code-driven. COUNTY CONFIGURATION CHANGES -Ability to perform Gen Sys&Security 7.036 configurations, parameter settings, and configuration changes such as 1 annual preventive maintenance schedule changes, data fields, and processing without the involvement of the vendor. Gen Sys&Security 7.037 ONLINE DOCUMENTS -Ability for documents to be available online to 1 all the users. Gen Sys&Security 7.038 ONLINE TRAINING DOCUMENTATION - Online access to printable 1 training materials and other support documentation. CUSTOMIZED FEATURES DOCUMENTATION - Provide features to Gen Sys&Security 7.039 assist with the documentation of the customized system, and specific 1 documentation of the customized system where the company provided the customization. Gen Sys&Security 7.040 EMAIL INTEGRATION -Sending emails from system utilizing standard 1 SMTP protocols. Gen Sys&Security 7.041 INTEGRATION -MS OUTLOOK-Ability for the system to integrate with 1 Not currently available in Microsoft Outlook for messaging and scheduling. WebTMA. A- Feature/Function Specs Addendum A-Completed Page 23 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 0nc1 e=co„., Cloud Service Questionnaire 't1 <6 This questionnaire is to be used to assess security and legal issues 17 1111 N 52 uyb�„� , surrounding cloud services under consideration for Orange County. For this 11,7 , questionnaire, cloud services are any services requiring storage of County u data outside the County network or provision of computing resources outside O''�h cnztl`� of the County network. Vendor under consideration: TMA Systems, LLC Solution under consideration: WebTMA SaaS Department(s) served: hew e t l text. 1. Who owns the data created by County personnel using this service? TMA Response: As it applies to TMA's SaaS model (TMA hosted), upon termination of the agreement and provided that the County is not in default of any term of the Agreement, TMA shall provide the county with a copy of their data. If the county requires the data in a format other than the format provided, additional fees may apply to convert the data to the different format at the then current rate charged by TMA for professional services. 2. Does the Cloud contractually allow the County to access and retrieve its data at the County's discretion? TMA Response: Data may be exported to Excel via system reports and queries. Direct access to the backend database is not provided. If a full backup copy of the data is required, TMA is open to discussing this option and associated fees. If No, Explain: Please see above statement. 3. Is the Cloud provider contractually obligated to dispose, return or retrieve data in the event of contract termination? TMA Response: Yes, in the manner described in our first response. Additional information related to contractual obligations related to data has been included in the TMA Systems Subscription Agreement. Please see Attachments for this Agreement. e enter text If No, Explain: 4. Upon such provision of data, is the Cloud provider obligated to specify data format and all information necessary for data extraction? TMA Response: Static data is made available in Excel format. Historical work order information is available in a .bak file. If the county require a format other than the format provided, additional fees may apply at standard rates. If No, Explain: 5. Is the Cloud provider obligated to destroy all copies of County data, at the County's request? TMA Response: No DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 If No, Explain: TMA Response: Although this item is not covered under our standard Subscription Agreement, TMA will work with the County to define language that is mutually agreeable for disposal of data. 6. What are the Cloud provider's obligation to the County in the event of confirmed or suspected data breaches? TMA Response: This is not covered in contractual language. TMA will work with the County to define language that is mutually acceptable. Please note that if a data breach is suspected, TMA would contact the County regarding the suspected breach. 7. Is the Cloud provider obligated to inform the County of all locations in which the data is stored (including backups) and to continually keep the County informed of any changes to those locations? TMA Response: No If No, Explain: TMA Response: This is not covered within the Subscription Agreement. However, this information is readily accessible. TMA utilizes two SSAE-16 II data centers for our production and DR sites. If required, TMA will work with the County to define contractual language that is mutually acceptable for this provision. 8. What are the Cloud provider's contractual obligations with respect to litigation holds on County data? TMA Response: Please see the TMA Subscription Agreement in the Attachments section of our proposal for contractual obligations associated with our hosted environment. TMA is open to working with the county on a mutually accepted agreement should modifications be required. 9. What are the Cloud provider's contractual prohibitions on disclosing data to individuals, groups or organizations making record requests, unless so directed by an authorized County official? TMA Response: Please see the TMA Systems, LLC Privacy Policy and the TMA Systems Subscription Agreement in the Attachments section of our proposal for contractual obligations. 10. Does the contract obligate the Cloud provider to allow third-party audits and/or certifications related to infrastructure and security, including penetration testing and vulnerability assessment, as requested by the County? TMA Response: No If No, Explain: TMA Response: TMA does utilize qualified 3rd party firms for security and penetration testing. Additionally, TMA is open to working with the County related to County testing. However, this would need to be coordinated with TMA's CIO, as our hosted environment is a shared environment with our other SaaS customers. 11. Does the contract obligate the Cloud provider to allow third party onsite inspections of DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 the Cloud provider's infrastructure and security practices on a specified basis? TMA Response: No If No, Explain: TMA Response: TMA is willing to work with the county on a mutually agreed upon contract and contract language. 12. Does the contract obligate the Cloud provider to provide security documentation upon request by the County? TMA Response: No If No, Explain: TMA Response: No, the contract does not define this requirement. TMA is open to providing our security policy and framework for review. Additionally, if the County has specific request, TMA is open to reviewing the County's specific requirements for this information. 13. Does the contract obligate the Cloud provider to supply the County with the provider's performance records, including access to daily and weekly service quality statistics? TMA Response: No If No, Explain: TMA Response: As noted, TMA is open to defining contract language that is agreeable to the County and TMA Systems. TMA requests that the County provide language to consider for this provision. 14. Explain the contractually obligated service level parameters, minimum levels, specific remedies and penalties for non-compliance for: 1)Uptime 99.8% 2)Performance and response time: Not currently defined within our standard agreement. 3) Error correction time: TMA Response: As it applies to the correction of material errors of the software, TMA shall use commercially responsible efforts to correct the error within eight business hours from receipt of the error report. Please see the Subscription Agreement for additional information. 4) Infrastructure and security: TMA Response: TMA has included our security and operation controls within the Attachments section of our proposal. This information is not included within the scope of the Subscription Agreement for contractual purpose. TMA is open to working with the County to define mutually agreed upon language for contractual purposes. 15. Does the contractually defined Service Level Agreement define pertinent terms such as downtime, scheduled downtime, etc...? TMA Response: Yes,please see Uptime Service Level within the attached Subscription Agreement. If No, Explain: _°lick here to enter text. 16. Does the contract specify minimum disaster recovery and business continuity requirements, including penalties for non-compliance, as discovered through onsite DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 inspections, audits or actual disasters? TMA Response: No If No, Explain: TMA Response: TMA has included our security and operation controls within the Attachments section of our proposal. This information is not included within the scope of the Subscription Agreement for contractual purpose. TMA is open to working with the County to define mutually agreed upon language for contractual purposes. 17. Does the contract require the cloud vendor to notify the County of any outsourced functionality and its provider? TMA Response: No If No, Explain: TMA Response: TMA is open to disclosing this information and providing language that is mutually agreeable within the scope of the contract. Please note that TMA utilizes Tulsa Connect as our Data Center partner, which is SSAE-16 II certified. 18. What are the contractually required notification period for the County or the cloud vendor for termination of the cloud services? TMA Response: Thirty(30) days prior to the expiration of the initial term or any renewal term. 19. Describe how the County's data will be stored,managed and archived. TMA Response: Please see the WebTMA Service Provider Security and Operations Controls document within the Attachment section of our response. Please note that additional fees apply to maintaining archived data within the TMA hosted environment. Pricing is based on the size of the archived database. 20. Will the County's data be stored and managed on a storage system with other data? TMA Response: Yes If Yes, Explain: TMA Response: The hosted environment is shared. However, for the protection of our clients all client data is stored in separate databases. 21. At what architectural point in the provider's cloud facility will the County's data be physically connected to networking equipment with non-County data? TMA Response: All client data is hosted on shared equipment. All traffic behind the firewall is physically connected to the same LAN. Client data is hosted in an independent database. Client data is never co-mingled. 22. What are the cloud provider's information security policies? TMA Response: TMA has an extensive Security Policy framework that addresses infrastructure security, information security plan, information security password policy, information security incident management, information technology policy, network administrative security policy, data encryption policy, log monitoring, etc. DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 23. What are the cloud provider's incident management and reporting policies? TMA Response: TMA has an extensive incident management policy in place. Please let the following service as an overview for the contents of this policy. TMA Systems possesses information corporately, for their clients, and for their business associates that is sensitive and valuable. Because the Company takes information security very seriously, prompt action must be taken in the event of any actual or suspected breaches of information security or confidentiality. Prompt action will avoid, or minimize the risk of harm to the Company, clients, partners, or their respective employees. In addition, prompt action will minimize: damage to operations, financial losses, legal exposure and damage to the organizations reputation. The Company requires all employees to diligently protect information as appropriate for its sensitivity level and report suspected information breaches promptly so appropriate action can be taken and harm can be minimized. Failure to comply with this policy may subject you to disciplinary measures up to and including termination and other legal remedies. The following sections comprise this policy: • Purpose of Policy • What is an Information Security Incident? • What and Who the Policy Applies to • Where the Policy Applies • Lines of Responsibility • Responsibility for Creating a Culture of Information Security 24. What is the process by which the cloud provider updates policies and informs customers? TMA Response: Unless changes are made to the "Terms of Use" or"Privacy Policy", which are accessible from the login page, TMA does not automatically provide updates to customers related to this information. This information is available upon request. 25. What is the basic architecture of the cloud provider's network security? (overall design, zones, filters, firewalls, VLANs,protocols, standards) TMA Response: Please see the WebTMA Service Provider Security and Operations Controls document within the Attachment section of our response. 26. What security measures does the cloud provider use in data storage, transit and use? TMA Response: Please see the WebTMA Service Provider Security and Operations Controls document within the Attachment section of our response. 27. What encryption technologies does the cloud provider use in data management? TMA Response: For the protection of our clients all client data is stored in separate databases. WebTMA salts and hashes passwords rather than storing clear text. WebTMA uses the MD5 Hash algorithm. Using a hash algorithm is more secure than encryption since it is impossible to reverse the encryption and expose the password. MD5 is the most commonly used hash algorithm for storing passwords. The entire WebTMA solution is DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 protected using the HTTPS protocol(TLS 1.0). 28. How are access rights managed by the cloud provider for their employees, contractors and other persons? TMA Response: Proper privileges at TMA are based on the "principle of least privilege". The principle limits access for users to the minimal level that allows a user normal functioning. This principle of least privilege translates into giving people the lowest level of user rights that they can have and still do their job. This limits the potential damage from a security breach, whether accidental or malicious. Addition details are available within TMA's Network Administrative Security Policy, which is available upon request. 29. What methods does the cloud provider use to destroy information, when so authorized? TMA Response: Client data is removed from our infrastructure on request at the cessation of the contract or 90 days following the cessation if not specifically requested. Media is not destroyed, as the data is stored entirely on our SAN infrastructure. Client data is never transferred to any type of removable media. 30. What is the cloud provider's patch management policy/methods? TMA Response: Patch management is managed by the database team once provided by the development team. The development team creates the patches which are tested and approved by the QA team. Once approved, the patches are packaged by the development team and provided to the database team for deployment into the SaaS infrastructure. Only the database team is authorized to make changes to the SaaS deployment. 31. How does the cloud provider defend against malware, including but not limited to viruses, bots, spyware, spam,phishing and pharming? TMA Response: Vipre is used for virus protection. The entire WebTMA solution is protected using the HTTPS protocol(TLS 1.0). Firewalls are in place to prevent disruption to the application or database from external networks. 32. What system hardening strategies are employed by the cloud provider? TMA Response: Hardening strategies include but are not limited to the following: • Management of user privileges • Removal of unused user accounts • Close unused network ports • Password complexity and policies • Remove unneeded services • Patch all known vulnerabilities • Least privileged administration model 33. How does the cloud provider perform security testing, including logging, correlation, intrusion detection, intrusion prevention, file integrity monitoring, time synchronization, security assessments,penetration testing? TMA Response: TMA utilizes a combination of independent 3rd party testing and a DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 combination of hardware, software, database administrators, and network administrators for internal monitoring and testing. 34. What technologies and methods does the cloud vendor provide for strong authentication? TMA Response: WebTMA provides the following client configurable password settings: complexity, length, age and history count. Additionally, LDAP, AD, SAML, and SSO are supported 35. Provide any other comments and explanations: TMA Response: As previously noted, please see the WebTMA Service Provider Security and Operations Controls attachment for details related to the WebTMA cloud service. DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 el`V='°4.„„, Cyber Liability Insurance Questionnaire 1V-E[ I This questionnaire is to be used to assess the level of Cyber Liability k -T. Insurance procured by the vendor under consideration for Orange County. 1111,* "ki tit �1 J cacol`C Vendor under consideration: TMA Systems Solution under consideration: WebTMA SaaS Department(s) served: hew e t l text. 1. Do you currently have Cyber Liability Insurance? No, TMA does not have Cyber Liability Insurance. TMA has Professional Liability. Please see a sample Certificate of Insurance within the Attachments section of our proposal for our current coverage. Should additional coverage be required, TMA will work with the County to define these requirements and any additional fees required to support this coverage (if applicable). a. If yes, what coverage is provided by your insurance policy? b. Provide a copy of the insurance. 2. If your answer to question 1 was No, then are you planning to get Cyber Liability Insurance? a. If Yes, When do you plan to get it: b. If No, Explain why not: TMA has Professional Liability. Please see a sample Certificate of Insurance within the Attachments section of our proposal for our current coverage. Should additional coverage be required, TMA will work with the County to define these requirements and any additional fees required to support this coverage (if applicable). 3. Provide any other comments and explanations: Please see a sample Certificate of Insurance within the Attachments section of our proposal DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Sample Implementation Schedule for Orange County ID :Task Name Duration Start Finish Resource Names 1 Sample WebTMA Implementation Schedule 66 days Fri 7/1/16 Fri 9/30/16 2 Services Kick-Off Call 1 day Fri 7/1/16 Fri 7/1/16 3 Conference Call to Discuss Implementation and Services 1 day Fri 7/1/16 Fri 7/1/16TMA,Client 4 Implementation Phase 36 days Fri 7/1/16 Fri 8/19/16 5 iPortal Implementation 3 days Fri 7/1/16 Tue 7/5/16 6 Kick-Off Meeting 0.5 days Fri 7/1/16 Fri 7/1/16TMA,Client 7 Define Basic WebTMA Data Structure 0.5 days Fri 7/1/16 Fri 7/1/16TMA,Client 8 Data Review Meetings 2 days Mon 7/4/16 Tue 7/5/16TMA,Client 9 Pre-Implementation Services 4 days Wed 7/6/16 Mon 7/11/16 10 Overview of TMA Functions and Features 1 day Wed 7/6/16 Wed 7/6/16TMA,Client 11 Define Data Structure 1 day Thu 7/7/16 Thu 7/7/16TMA,Client 12 Review Importing Templates 1 day Fri 7/8/16 Fri 7/8/16TMA,Client 13 Review Project Plan Timeline 1 day Mon 7/11/16 Mon 7/11/16TMA 14 Gather Data for Importing 28 days Tue 7/12/16 Thu 8/18/16 15 Phase 1 Data(Location Data) 8 days Tue 7/12/16 Thu 7/21/16 16 Facility and Facility Types 1 day Tue 7/12/16 Tue 7/12/16 Client 17 Building and Building Types 2 days Wed 7/13/16 Thu 7/14/16 Client 18 Floors and Floor Types 2 days Fri 7/15/16 Mon 7/18/16 Client 19 Room and Room Types 2 days Tue 7/19/16 Wed 7/20/16 Client 20 Import Phase 1 Data 1 day Thu 7/21/16 Thu 7/21/16 Client 21 Phase 2 Data(Accounts) 5 days Fri 7/22/16 Thu 7/28/16 22 Accounts and Account Types 2 days Fri 7/22/16 Mon 7/25/16 Client 23 Deparments and Department Types 2 days Tue 7/26/16 Wed 7/27/16 Client 24 Import Phase 2 Data 1 day Thu 7/28/16 Thu 7/28/16 Client 25 Phase 3 Data(Personnel Data) 5 days Fri 7/29/16 Thu 8/4/16 26 Repair Center 1 day Fri 7/29/16 Fri 7/29/16 Client 27 Shops 1 day Mon 8/1/16 Mon 8/1/16 Client 28 Trades 1 day Tue 8/2/16 Tue 8/2/16 Client 29 Technicians 1 day Wed 8/3/16 Wed 8/3/16 Client 30 Import Phase 3 Data 1 day Thu 8/4/16 Thu 8/4/16 Client 31 Phase 4 Data(Maintenance Items) 5 days Fri 8/5/16 Thu 8/11/16 32 Vendors/Manufactures/Contractors and Types 1 day Fri 8/5/16 Fri 8/5/16 Client Page 1 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8832-7C592BF2BA15 Sample Implementation Schedule for Orange County ID :Task Name Duration Start Finish Resource Names 33 Equipment and Equipment Types 1 day Mon 8/8/16 Mon 8/8/16 Client 34 Vehicles and Vehicle Types 2 days Tue 8/9/16 Wed 8/10/16 Client 35 Import Phase 4 Data 1 day Thu 8/11/16 Thu 8/11/16 Client 36 Phase 5 (Parts and Task Data) 5 days Fri 8/12/16 Thu 8/18/16 37 Tools and Tool Types 2 days Fri 8/12/16 Mon 8/15/16 Client 38 Tasks and Task Types 2 days Tue 8/16/16 Wed 8/17/16 Client 39 Import Phase 5 Data 1 day Thu 8/18/16 Thu 8/18/16 Client 40 Data Importing/Conversion 1 day Fri 8/19/16 Fri 8/19/16 41 Import Data from Spreadsheets 1 day Fri 8/19/16 Fri 8/19/16TMA 42 Database Complete 0 days Fri 8/19/16 Fri 8/19/16TMA 43 Implementation Services 5 days Mon 8/22/16 Fri 8/26/16 44 Review Data 1 day Mon 8/22/16 Mon 8/22/16TMA,Client 45 Complete Data Set-Up 1 day Tue 8/23/16 Tue 8/23/16TMA,Client 46 Review Work Flow Processes 2 days Wed 8/24/16 Thu 8/25/16TMA,Client 47 Documentation and Follow Up Tasks (In House) 1 day Fri 8/26/16 Fri 8/26/16TMA 48 Interface Configuration Services 9 days Mon 8/29/16 Thu 9/8/16 49 Universal Interface for Financials 3 days Mon 8/29/16 Wed 8/31/16TMA,Client 50 Universal Interface for BAS 3 days Thu 9/1/16 Mon 9/5/16TMA,Client 51 Universal Interface for Other Charges 3 days Tue 9/6/16 Thu 9/8/16TMA,Client 52 Post Implementation Tasks 10 days Fri 9/9/16 Thu 9/22/16 53 Data Validation 10 days Fri 9/9/16 Thu 9/22/16 Client 54 Application Process Testing 10 days Fri 9/9/16 Thu 9/22/16 Client 55 Training Services 5 days Mon 9/26/16 Fri 9/30/16 56 Phase 1 5 days Mon 9/26/16 Fri 9/30/16 57 User Training 5 days Mon 9/26/16 Fri 9/30/16TMA,Client 58 J mil,' 6 days Fr: 6 Fr: 6 I MA,Cliont 59 Project Management 66 days Fri 7/1/16 Fri 9/30/16 60 Periodic Status Meetings 66 days Fri 7/1/16 Fri 9/30/16TMA,Client Page 2 ' 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBEuBA15 1 � , T0As OP '— ��u���� ` /� ~~ CERTIFICATE OF LIABILITY ! �~~_-~- .., .. ._. .. ~ .. _.^- , ` INSURANCE 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 I3ELOIN THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE ' HOLDER. : IMPORTANT: It the celUlicate holder is an ADDITIONAL INSURED, the policy(ms) must be endorsed. II SUBROGATION IS WAIV to | the mnosand,vnuNvn*m the pmmy.u,uompm*�smo =vvou"x�mmw,mum. xmu�meo/w/o'�"e,m�awoo, nmc"nnxhnm,mtxe certificate ' --- PRODUCER CONTACT P.-. NAME: -- - | RICH moxn7muL INC l � |»roo East 51s111400 *»1u�4o�a!1 �4uu^xo Tulsa, Ey^u | ^»»omu p^m,�mm"mvmo / ------- ---- ---"AIG ft i INSURER 19682 ___ vnvnco ��^ ------- ' -- -- ----- TMA INSURER o.Twin_C�*Fko|nyvnmoeco __ _______ / �skPs(ne�LU:� Systems, INSURER o� -- Maintenance Partner,LLG o�___ � INSURER —� ----- i s100E.Skelly Dr., Suite INSURER --_- ' 1 Tulsa,OR 74135 � INSURER r ____ / COVERAGES / THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOVV 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 HY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, �� EXCLUsloNS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.TYPE,~wm*^w'E 'w» SUBS POLICY NUMBER ---- A X � ������osxco���wmm�---' ------ - - -^^~^^---------- ------- S 1,000000 on uaus^mo |X /o rcvn moumZmwcn vwzcoom oouxo ! 300,000 — -------- i ���^'«�,°°'"�� f 1�m0o r--� - ' !PERSONAL^^:v°uURY t GEHL AGGREGATE/mm^p" ~SPER OEvE.I2AL^EO^om`r POLICY .vv PRODUCTS-c"",�P��- OTHER: ------ s | AU/MOBIeuABILITY Limir � 1,000,000 ! A ANY AUTO omUoNznow� 09/22/2016 o�c�uo 7 pu"u wwnr�~r�� s------- ����» � ovm�vm*wvrw".�w S —� ----'MAUS X HIRED x ����"�" $--- -- | -- --- - ! v MORELLAww X occult E»CI!vuc:ywev:E' y 4p00,000 B EXCESS LIAR 38mnuZn1426 09o2/2010 09/22(2017 woxev^,e o 4�»��»o vsn � wa� � s----�m» , | | --_ _ _ _ . ____ . | wox�n �� ��� 4 *p - w/^ umwsmmom vvooe 1u oo��eor ±��^gwC��*T S �/yx\oou | / - - (Mandatory In NH) E L DISEASE.FA EMPLOYE^ $__---1,0oo,0un �n�n DESCRIPTION __ _ EL vme�r',mo,!�� 5 1,000,000 _ DESCRIPTION OF OPERA pwo'wmnmxu/,exICLrS*connww*ow"mn"~".^,x"mdu/".mayw"/*".pw'""p"','^*,"nw°w CERTIFICATE HOLDER CANCELLATION ---- - | axMPLs1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE i THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN SAMPLE ACCORDANCE wnxTHE pouovpRv�m/nms. AUTHORIZED REPRESENTATIVE I �~,°~°e ae ^//u�.�y°�x� 0mooeowAnnmo CORPORATION. All rights reserved. xooRouo(uo11m1) The ACORD name and Ioçjo are regIstered marks of ACORD DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 DATE(M A ± E D M/DD/YYYY) ® CERTIFICATE OF LIABILITY INSURANCE 1/26/2017 DATE(M 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). CONT PRODUCER NAMEACT Suzanne Baldwin Arthur J. Gallagher Risk Management Services, Inc. PHONE 918-584-1433 FAX 918-582-1329 1300 South Main Street (A/C,No,Ext): (A/C,No): E-MAIL suzanne baldwina com Tulsa OK 74119 ADDRESS: — @/�L% �g' INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Federal Insurance Company 20281 INSURED TMAHOLD-03 INSURER B: TMA Holdings, LLC INSURER C: 5100 E Skelly Dr, Ste 900 Tulsa OK 74135 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1652186239 REVISION NUMBER: 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. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER LIMITS (MM/DD/YYYY) (MM/DD/YYYY) COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS-MADE OCCUR DAMAGE TO RENTED PREMISES(Ea occurrence) $ MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- JECT LOC PRODUCTS-COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY 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) UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE N/A E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Professional Liability 99486368WCE 12/22/2016 12/22/2017 Annual Aggregate 4,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE For Information Only THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. • AUTHORIZED R PRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMASY-1 OP ID:W3 �►coRC]►° CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) �►�--�' 09/19/2014 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 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). PRODUCER CONTACT PHON: RICH&CARTMILL,INC 2738 East 51st#400 (NCNNo,Ext): (NC,No): Tulsa, OK 74105 E-MAIL Patrick Mandeville ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Travelers Casualty Ins Co INSURED TMA Holdings, LLC;dba TMA INSURER B:Travelers Indemnity Co 25658 Systems, LLC;ACT Systems, LLC INSURER C:Standard Fire Insurance Co 19070 Risk Partner, LLC; Maintenance Partner, LLC INSURER D: 5100 E. Skelly Dr., Suite 900 INSURER E: Tulsa, OK 74135 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: 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. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSR WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIABILITY X 6802C0557001342 09/22/2013 09/22/2014 DAMAGE TO RENTED 300 000 PREMISES(Ea occurrence) $ CLAIMS-MADE X OCCUR MED EXP(Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 2,000,000 POLICY PRO- JECT LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1 000 000 (Ea accident) $ s s A ANY AUTO BA3C08662A13SEL 09/22/2013 09/22/2014 BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X HIRED AUTOS X NON-OWNED PROPERTY DAMAGE AUTOS (PER ACCIDENT) UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 2,000,000 B EXCESS LIAB CLAIMS-MADE CUP2C13380A1342 09/22/2013 09/22/2014 AGGREGATE $ 2,000,000 DED X RETENTION$ 5000 $ WORKERS COMPENSATION x WCSTATU- OTH- ER EMPLOYERS'LIABILITY TORY LIMITS Y/N C ANY PROPRIETOR/PARTNER/EXECUTIVE ICUB2C15748813 09/22/2013 09/22/2014 E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1 000 000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Sample Certificate of Insurance AUTHORIZED REPRESENTATIVE ��� / s.eig t.GX/ ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBFuBA15 TMAHOLD-03 MDLANGE AC-C M/fir o �*^mmo»°''�� � �� u K� � 7 � � � U� � U U �� U � �� �� m� � 1/�n��14 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 Ou PRODUCER,AND THE os�T|p|c�Tswo�ose. - ----'— ---------- IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must 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). PRODUCER CONTACT Michelle Lange Arthur J.Gallagher |nx�anagemom��m|nos Inc. FAX ' ' Services, ' 8)584-1433 vuc No): (918)582-1329 1300 South Main Street ' -~~------------- Tulsa,OK 74119 �G���/MmchmUe1angw@ajg.cmm INSURER(S)AFFORDING COVERAGE wmr: INSURERA:Federal Insurance Company 20281___ INSURED INSURER a: TMA H |uin LLC INSURER C: 5100 E Skelly Dr,Ste 900 INSURER 0: Tulsa,OK 74135 INSURER E: INSURER F COVERAGES CERTIFICATE REVISION 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 *soumEwsmT. 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, sxcLunmwn�wocowo|nomaoFouoHPnuc|sa.uM/TsoHowwwxr*xvsBsswnsounsoa,Px|ncL^|wa� o�R--' -------^uoLavmn pouu,sn` ruuo,cm~ ---------'-----' on TYPE OF INSURANCE INSR WVO POLICY NUMBER Jmmmovrr,L_(MmmoornL LIMITS GENERAL LIABILITY r^cHoxoo*Rrwcr � COMMERCIAL onuo'V�'VV��s �mm�uom 12/22/2014 »^w^«'r«m��un---- $ ----- A ���/vzn�m��n�o* --- X CLAIMS-MADE/ws'w^nc / OCCUR mcoExp(Any one person) $ X Professional PERSONAL u^ovINJURY $ X Liability GENERAL AGGREGATE n 4,000,000 GENt AGGREGATE LIMIT APPLIES PER: PRODUCTS com,mr^oo $ PRO- POLICY J�� LOC Retention � 50.000 ------- / SINGLE LIMIT AUTOMOBILE LIABILITY ������) ANY AUTO BODILY INJURY(Per parson) $ ALL OWNED SCHEDULED BODILY/wwn,(Per n"*�"v $AUTOS NON-OWNED PROPERTY DAMAGE HIRED AUTOS AUTOS PER ACCIDENT) ~ vmensLmuxo OCCUR EACH OCCURRENCE � ----- EXCESS LIAB CLAIMS-MADE, AGGREGATE s v,n RETENTION$ WORKERS COMPENSATION nr*' ^wosmpLo,cno'u^a/ur/ '/w TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE EL.EACH ACCIDENT a OFFICER/MEMBER EXCLUDED? w/x NH) E.L.DISEASE EA EMPLOYEE $ o��o��»"���psRATww«below EL.DISEASE POLICY LIMIT $ --- ' DESCRIPTION OF OPERATIONS!LOCATIONS!VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) CERTIFICATE CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN For|nm,m"mivnOnly ACCORDANCE WITH THE poucvpmO�m/owo. AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TmAs sTEMS R WebTMA System Requirements This document describes the software and hardware requirements for hosting and using WebTMA. You must meet these requirements before running WebTMA at your organization. This document does not cover redundancy and availability.These requirements are for the WebTMA application only. Requirements for the operating system are additional. Server(s) WebTMA is designed for scalability and can run on a single server or multiple servers. Spreading the application and database across multiple servers can lead to better performance. If using a single-server setup, the server should meet the sum of the requirements below. Note: 115/ Microsoft SQL Server Instance/WebTMA Database Collation all must match for supported operation of WebTMA. APPLICATION SERVER Operating System Microsoft Windows Server 2012, Microsoft Windows Server 2008 R2 or Microsoft Windows Server 2008, 64-or 32-bit * Processor Intel or Intel Compatible server class Xeon processor ** Memory 2 GB or greater Network Interface Fast Ethernet(100 Mbps) or better Storage 2 GB free space *** MSDTC Microsoft Distributed Transaction Coordinator(MSDTC) communication is required between your application and database server. By default, a wide range of ports are required for MSDTC to operate. Consult with your network administrator or Microsoft to establish proper MSDTC support. Additional Software IIS 8.0, IIS 7.5 or IIS 7.0 Microsoft.NET Framework versions 4.5.1****, 4.0, 3.5 and 2.0 (with 3.5 SP1 and 3.5 Family Update for .NET versions 2.0 through 3.5) * Windows Server 2008 R2 and Windows Server 2008 requires the web host and application roles to properly host WebTMA.Windows Server 2012 requires .NET 4.5.1. Additional changes are required in the web.config file when .NET Framework 4.5.1 is installed. ** Processor requirements vary based on number of simultaneous connections and type of work being performed. *** Storage requirements vary greatly based upon usage.All linked files, such as .txt, .pdf, and graphics, are stored in the database. Make sure you have sufficient hard drive space for your database to accommodate all data and files. **** .NET Framework 4.5.1 is required for IE 11 support. Additional changes are required in the web.config file when .NET Framework 4.5.1 is installed. WebTMA System Requirements page 1 of 6 Rev.03/23/2015 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 WEBTMA SYSTEM REQUIREMENTS DATABASE SERVER Database Application Microsoft SQL Server 2012, Microsoft SQL Server 2008 R2 or Microsoft SQL Server 2008, 64-or 32-bit Processor/Memory/Storage See Microsoft's Requirements for the version of Microsoft SQL Server you will be utilizing. * MSDTC Microsoft Distributed Transaction Coordinator(MSDTC) communication is required between your application and database server. By default, a wide range of RPC ports are required for MSDTC to operate. Consult with your network administrator or Microsoft to establish proper MSDTC support. ** * Storage requirements vary greatly based upon usage. All linked files, such as .txt, .pdf, and graphics, are stored in the database. Make sure you have sufficient hard drive space for your database to accommodate all data and files. ** If you utilize an SQL Server Cluster to house the WebTMA database, MSDTC takes special setup to work with a cluster. Please contact your DBA, cluster server administrator, or Microsoft for support on getting this set up. By default, WebTMA does not require a separate reporting server. In some cases, it may be beneficial to use a separate reporting server. REPORTING SERVER(Optional) Reporting Application SSRS for Microsoft SQL Server 2012, SSRS for Microsoft SQL Server 2008 R2, SSRS for Microsoft SQL Server 2008 Processor/Memory/Storage See Microsoft's Requirements for the version of Microsoft SQL Server you will be utilizing. * Client (for WebTMA Users) The following requirements represent the needs for WebTMA full client users. WebTMA requester users have lower system requirements (see section below). Client WORKSTATIONS Operating System Microsoft Windows 8.1, Microsoft Windows 8, Microsoft Windows 7, Microsoft Windows Vista, Mac OS x 10.10 (Yosemite), Mac OS X 10.9 (Mavericks), Max OS X 10.8 (Mountain Lion), Mac OS X 10.7 (Lion), Mac OS X 10.6(Snow Leopard), Mac OS X 10.5 (Leopard) Memory 1 GB * Processor Intel Core 2 Duo and greater or equivalent Browser Firefox 3.6 and 5-26, Safari 5-7, IE 7-11, Chrome ** .PDF Viewer Adobe Reader version 8 or higher or equivalent Display Minimum resolution of 1024 x 768 Settings Disable or remove any popup blockers or add the WebTMA URL to popup exceptions. Add your WebTMA URL to Trusted Sites and set Trusted Sites to lowest security settings. page 2 of 6 WebTMA System Requirements Rev.03/23/2015 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TmAsySTEMS uw * It has been found that setting virtual memory to Windows Managed in lieu of custom gives the best results for WebTMA performance. ** Some features within WebTMA have special requirements.The specific features are Silverlight, CAFM and Network Login (Single-Sign-On). For Network Login, only Microsoft Internet Explorer is supported. Firefox and Chrome have limited support for CAFM using a third- party ClickOnce add-on (not supported by TMA Systems). IE 11 requires .NET 4.5.1. Client (for WebTMA Requesters) The following requirements represent the needs for WebTMA requester users,which have lower system requirements than full WebTMA Users. Client WORKSTATIONS Operating System Microsoft Windows 8.1, Microsoft Windows 8, Microsoft Windows 7, Microsoft Windows Vista, Mac OS X 10.10 (Yosemite), Mac OS X 10.9 (Mavericks), Max OS X 10.8 (Mountain Lion), Mac OS X 10.7 (Lion), Mac OS X 10.6(Snow Leopard), Mac OS X 10.5 (Leopard) Memory 512 MB * Processor Intel Pentium D and greater or equivalent Browser Firefox 3.6 and 5-26, Safari 5-7, IE 7-11, Chrome ** .PDF Viewer Adobe Reader version 8 or higher or equivalent Display Minimum resolution of 1024 x 768 Settings Disable or remove any popup blockers or add the WebTMA URL to popup exceptions. Add your WebTMA URL to Trusted Sites and set Trusted Sites to lowest security settings. * It has been found that setting virtual memory to Windows Managed in lieu of custom gives the best results for WebTMA performance. ** Some features within WebTMA require Microsoft Internet Explorer, including portions of Silverlight, CAFM, and Network Login (Single Sign-On). IE 11 requires .NET 4.5.1.Additional changes are required in the web.config file when .NET Framework 4.5.1 is installed. TMA iServiceDesk Requirements 1SD Server Processor Intel Core 2 Duo and greater or equivalent Operating System Microsoft Windows Server 2012, Microsoft Windows Server 2008 R2 or Windows Server 2008 Memory 1 GB Storage 100 MB Free Hard Drive Space Network Fast Ethernet(100 Mbps) or better Software Microsoft.NET Framework v4.0 with all Service Packs * tServiceDesk may run on the application or database server for low volume web traffic. tServiceDesk server may be shared with other server applications, depending upon usage volume of each application and available resources. WebTMA System Requirements page 3 of 6 Rev.03/23/2015 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 WEBTMA SYSTEM REQUIREMENTS ** IServiceDesk is a web host service and may conflict with 115. Port adjustments will need to be made if operating on servers with other web hosts. iSD Client Browser IE 7-11, Firefox 3.6 and 5-26, Safari 5-7, Chrome OS/Memory/Processor Please check the requirements of the chosen browser being used. mobileTMA GO Requirements Device Requirements Device * iPhone 6, iPhone 6 Plus, iPhone 5S, iPhone 5C, iPhone 5, iPhone 4S, 16GB or larger iPod Touch (5th generation), 8GB or larger iPad Air 2, iPad Air, iPad with Retina Display, iPad (3rd generation), iPad 2, iPad mini with Retina Display(2nd generation) or iPad mini, 16GB or larger * Software iOS 8.x, iOS 7.x Other Apple ID required to install software on device * Some features, such as barcode scanning, are only available with high-resolution camera. mobileTMA for iOS/Android Requirements i05 Device iPhone 6, iPhone 6 Plus, iPhone 5S, iPhone 5C, iPhone 5, iPhone 4S, 16GB or larger iPod Touch (5th generation), 8GB or larger iPad Air 2, iPad Air, iPad with Retina Display, iPad (3rd generation), iPad 2, iPad mini with Retina Display, iPad mini, 16GB or larger Software iOS 8.x, iOS 7.x Other Apple ID required to install software on device Android Processor 512Ghz Memory 256 MB Storage * 5 MB free space * Free space requirements will vary based upon the amount of data synced/collected on the device, including graphics. The following devices have been tested by TMA Systems using one or more of the compatible operating systems.TMA Systems does not endorse any particular device or manufacturer. Contact TMA for details before you purchase a device. Device Manufacturer Operating System Evo 4G HTC 2.3.3(Gingerbread) G2 HTC 2.3.4(Gingerbread) Galaxy Nexus Samsung 4.0.2(Ice Cream Sandwich) page 4 of 6 WebTMA System Requirements Rev.03/23/2015 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 s EMS uw Device Manufacturer Operating System Transformer Prime ASUS 4.0.1(Ice Cream Sandwich) P500 LG 2.3.3(Gingerbread) One XL(AT&T) HTC 4.0.1(Ice Cream Sandwich) Nexus 7 ASUS 4.1.1(Jelly bean) Sensation HTC 4.0.2(Ice Cream Sandwich) cellularTMA Requirements The cellularTMA module requires a web enabled cellular phone or mobile device with a mobile web browser. cellularTMA Server Processor Intel Core 2 Duo and greater or equivalent Operating System Microsoft Windows Server 2012, Microsoft Windows Server 2008 R2 or Windows Server 2008 Memory 1 GB Storage 100 MB Free Hard Drive Space Network Fast Ethernet(100 Mbps) or better Software IIS 8.0, IIS 7.5 or IIS 7.0 Microsoft.NET Framework versions 4.5.1,4.0, 3.5 and 2.0 (with 3.5 SP1 and 3.5 Family Update for.NET versions 2.0 through 3.5) Note: cellularTMA can be installed on the same web server as WebTMA. If you want to provide access to cellularTMA across the Internet, you will have to install the application on a web server that is open to the Internet. Please consult your Network Administrator and Web Server Administrator to discuss hosting cellularTMA over the Internet. medTester Requirements The WebTMA medTester interface requires the Module 10 software for the medTester 5000C unit. Be sure to check the manufacturer's web site for information about loading the Module 10 software on your medTester unit. Silverlight Requirements WebTMA requires that Silverlight 5 be installed on each workstation to utilize the Silverlight Signature Pad, Silverlight Time Manager Scheduler, Silverlight MyPage, Silverlight Project Gantt Chart, PM Admin Load Balancer, or Map View. WebTMA includes a non-Silverlight version for Time Manager Scheduler, Project Gantt Chart and MyPage. If using IIS 6, you will need to create the proper MIME types to support the Silverlight application.You can find more information on the Microsoft website. WebTMA GO Requirements Device Requirements Device * iPad Air 2, iPad Air, iPad with Retina Display, iPad (3rd generation), WebTMA System Requirements page 5 of 6 Rev.03/23/2015 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Systems, LLC License Agreement The Customer identified below has purchased or acquired from TMA Systems, LLC ("the Company") a License of the TMA Systems software listed on the attached Quotation ("the Software"). The Company and the Customer agree to the following terms and conditions of the License: 1. License Grant: The Company grants to the Customer a License for the perpetual use of the Software, subject to the following restrictions and limitations: A. The License is limited to the version of the Software listed on the Quotation. B. The License is non-exclusive to the Customer. C. The License may not be assigned, sub-licensed or otherwise transferred by the Customer without the express written consent of the Company. 2. Use of Software: A. The Software may only be used to manage the operations of the Locations described on the Quotation or later added with the agreement of the Company. B. The concurrent use of the Software is limited to the number of concurrent users or named users listed on the Quotation or later purchased by the Customer. C. The Software may only be installed with one production database on a single server /computer. D. Customer may make not more than one backup copy of the Software,provided that the backup copy shall not be installed or otherwise used by the Customer, except to replace the initially installed Software. E. Customer shall not use the Software as a call center or service bureau, or otherwise permit the use of the Software by any third party without the prior express written consent of the Company. 3. Protection of Intellectual Property Rights: A. Except for the limited and restricted License hereby granted by the Company to the Customer, the Company retains the ownership of all copyrights and other intellectual property rights associated with the Software. ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 B. The Customer shall not modify, translate, reverse engineer, decompile or disassemble the Software. C. The Customer shall not provide access to the Software to any person other than the Customer's employees and agents. D. The Customer shall use commercially reasonable efforts to prevent access to the Software by any person other than the Customer's employees and agents. 4. Company Warranties: The Company makes the following warranties and disclaimers to the Customer: A. The Company has developed and is the owner of the Software, and has the right to grant the License to the Customer. B. The functionality of the Software reasonably conforms to the standards set forth in the documentation supplied with the Software. C. The Company disclaims all other warranties, express or implied, including merchantability and fitness for use of the Software. 5. Customer Warranties: The Customer makes the following warranties to the Company: A. The Customer has conducted such investigations as to the functionality of the Software as the Customer deemed appropriate. B. The Customer has determined that the Software is suitable for the intended uses of the Customer. 6. Limitation of Liability: The liability of the Company to the Customer arising from the Customer's use of the Software or the Company's breach of this Agreement shall be limited as follows: A. The Company shall not be liable for indirect, special, incidental, or consequential damages. B. The aggregate liability shall not exceed the amount the Customer paid the Company for the License. 7. New Software Versions or Modules: This Agreement shall apply to any new versions or upgrades of the Software Customer may receive via a Customer Support / Maintenance Agreement with the Company, and to any additional Software modules purchased by the Customer. 8. Conflicting Terms and Conditions: In the event of a conflict between the terms of this Agreement and the Customer's purchase order, the terms of this Agreement shall control. 2 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 9. Litigation: With respect to any litigation arising from this Agreement: A. The Customer consents to the jurisdiction and venue of the District Court of Tulsa County, Oklahoma, and if available, the United States District Court for the Northern District of Oklahoma. B. This License Agreement shall be interpreted in accordance with the Laws of the State of Oklahoma. C. The prevailing party shall be entitled to recover all costs, including a reasonable attorney fee. 10. Entire Agreement: This Agreement constitutes the entire agreement between the Company and Customer with respect to the License,and may be modified only by a writing signed by both parties. Dated: The Company: The Customer: TMA Systems, LLC [Customer Name] By: By: 3 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Systems, LLC Professional Services Agreement TMA Systems, LLC ("the Company") has issued to the Customer the attached Quotation for a License of the Company's Software, which includes the provision of Professional Services to the Software by the Company ("the Professional Services"). The Company and the Customer agree that the Professional Services shall be provided to the Customer on the following terms and conditions: 1. Professional Services: The Company shall provide to the Customer the Professional Services described on the Quotation. 2. Customer Provided Resources: The Customer shall provide or make available to the Company reasonable resources to facilitate the delivery of the Professional Services. 3. Fees and Reimbursable Expenses: A. The fees and reimbursable expenses for the Professional Services are listed on the Quotation. B. The Company may invoice the Customer for the fees and reimbursable expenses on a monthly basis, as the Professional Services are rendered. C. The Customer shall pay the invoices for Professional Service fees and reimbursable expenses within thirty days from receipt. 4. Manner of Providing Professional Services: The Company shall provide the Professional Services to the Customer: A. In accordance with industry standards; B. In accordance with any specifications listed in the Quotation; and C. As an independent contractor to the Customer. 5. Intellectual Property: A. To the extent that the Professional Services results in any customization of any of the Company's software products previously licensed for the Customer's use ("the Software Customization"), the Software Customization shall be deemed to be included within the Customer's license for the software product; provided, however, that the Company shall own and retain all other rights with respect to the Software Modification. ©TMA Systems,LLC 01/01/16 NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 B. To the extent that the Professional Services consist of the development of intellectual property unrelated to the Company's software products ("Independent Intellectual Property"), the Professional Services shall be deemed work made for hire,and the Customer shall own and retain all rights to the Independent Intellectual Property. 6. Data: A. Customer warrants that as of the date of this Agreement, none of the databases associated with the Professional Services contain protected health information as that term is defined in the Health Insurance Portability and Accountability Act ("PHI"). B. Following the execution of this Agreement, Customer shall not enter PHI into any of the databases associated with the Professional Services. C. Customer shall review and validate the accuracy and completeness of data resulting from the performance of Professional Services by the Company. D. The Company disclaims any representation, warranty, or guaranty as to the reliability, timeliness, quality, suitability, truth, availability, accuracy or completeness of the data and content resulting from the performance of its services. 7. Non-Hire: From the commencement of the Professional Services through one year from the completion of the Professional Services, neither party shall hire any employee of the other party. 8. Limitation of Liability: The liability of the Company to the Customer arising from the Professional Services shall be limited as follows: A. The Company shall not be liable for indirect, special, incidental, or consequential damages. B. The aggregate liability shall not exceed the amount the Customer paid the Company for the Professional Services. 9. Notices: Notices to the Company with respect to this Agreement shall be sent via email to notifications@tmasystems.com. 2 ©TMA Systems,LLC 01/01/16 NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 10. Litigation: With respect to any litigation arising from this Agreement: A. The Customer consents to the jurisdiction and venue of the District Court of Tulsa County, Oklahoma, and if available, the United States District Court for the Northern District of Oklahoma. B. This Agreement shall be interpreted in accordance with the Laws of the State of Oklahoma. C. The prevailing party shall be entitled to recover all costs, including a reasonable attorney fee. 11. Entire Agreement: This Agreement constitutes the entire agreement between the Company and the Customer with respect to this Agreement, and may be modified only by a writing signed by both parties. Dated: The Company: The Customer: TMA Systems, LLC [Customer Name] By: By: 3 ©TMA Systems,LLC 01/01/16 NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Systems, LLC Support / Maintenance Agreement The Customer identified below has licensed from TMA Systems, LLC ("the Company") a License of the TMA Systems software described on the attached Quotation("the Software"). The Company and the Customer agree that the Company shall provide support and maintenance for the Software on the following terms and conditions: 1. Term: A. The initial term of this Agreement shall be one year commencing 120 days after the date the Company provides to the Customer the serial key to the Software. B. This Agreement shall automatically renew for successive one year terms absent notice to the contrary provided by one party to the other within 30 days prior to the expiration of the initial term or any Renewal Term. 2. Support Services: The Company shall provide technical support to the Customer under the Support Plan identified in the Quotation ("Support Services") as follows: A. The Support Services shall be available during the times set forth in the Support Plan. B. The Support Services shall only be utilized by those Customer personnel who have been fully trained on the Software ("Trained Personnel"). C. The Support Services may be provided via telephone, email, fax, or online. D. The Company shall provide the Support Services: (1) From the date the Company provides to the Customer the serial key the Software to the commencement date of the initial term; (2) During the initial term; and (3) During any Renewal Term. 3. Maintenance Services: The Company shall provide Software maintenance services to the Customer("Maintenance Services") as follows: A. The Company shall make available to the Customer updates to the Software licensed by the Customer that are released during the initial or any Renewal Term of this Agreement, when the updates become available. ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 B. The Company shall correct material errors of the Software as follows: (1) An error or malfunction shall be deemed material if it causes the Software to conflict with the Software documentation. (2) Material errors: a. Shall be reported to the Company at support @tmasystems.com b. Shall only be reported by Trained Personnel; and c. Shall include sufficient details in the error report to enable the Company to identify the error. (3) The Company shall use commercially reasonable efforts to correct material errors within eight business hours from receipt of the error report. 4. Annual Fees: The Customer shall pay Annual Fees for the Support and Maintenance Services as follows: A. The Annual Fee for the initial term shall be the amount set forth in the Quotation, and shall be paid in accordance with the Quotation. B. Upon notice at least 60 days prior to the expiration of any term, the Company may increase the Annual Fee for the Renewal Term by an amount not to exceed 5% of the Annual Fee for the current term. C. Annual Fees shall also be increased based upon the Customer's purchase of additional users, Locations, and/ or modules. D. The amount of the Annual Fee is based upon a continuous Support/ Maintenance Agreement between the Company and the Customer, and if the Customer discontinues this Agreement and later requests Support and Maintenance Services, additional fees may be required. E. Annual Fees for Renewal Terms shall be due and payable 30 days prior to the commencement of the Renewal Term. F. Annual Fees not paid when due shall bear interest at the rate of 1%per month from the due date, and if payment is not made by the due date the Company may, at its option, suspend the provision of Support and Maintenance Services, or terminate this Agreement. 5. Notices: Notices regarding this Agreement to the Company shall be made via email to notifications @tmasytems.com. 2 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 6. Data: A. Customer warrants that as of the date of this Agreement, none of the databases associated with the services performed contain protected health information as that term is defined in the Health Insurance Portability and Accountability Act("PHP"). B. Following the execution of this Agreement, Customer shall not enter PHI into any of the databases associated with the services performed. C. Customer shall review and validate the accuracy and completeness of data resulting from the performance of services by the Company. D. The Company disclaims any representation, warranty, or guaranty as to the reliability, timeliness, quality, suitability, truth, availability, accuracy or completeness of the data and content resulting from the performance of its services. 7. Limitation of Liability: The liability of the Company to the Customer for damages arising under this Agreement shall be limited as follows: A. The Company shall not be liable for indirect, special, incidental, or consequential damages. B. The aggregate liability shall not exceed the amount the Customer paid the Company for the Support Services in the year the damage occurred. 8. Conflicting Terms and Conditions: A. In the event of a conflict between the terms of the Quotation and this Agreement, the terms of this Agreement shall control. B. In the event of a conflict between the terms of this Agreement and a Purchase Order, the terms of this Agreement shall control. 9. Litigation: With respect to any litigation arising from this Agreement: A. Customer consents to the jurisdiction and venue of the District Court of Tulsa County, Oklahoma, and if available, the United States District Court for the Northern District of Oklahoma. B. This Agreement shall be interpreted in accordance with the laws of the State of Oklahoma. C. The prevailing party shall be entitled to recover all costs, including a reasonable attorney fee. 3 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 10. Entire Agreement: This Agreement constitutes the entire agreement between the Company and Customer with respect to the Software and Maintenance Services, and may be modified only by a writing signed by both parties. Dated: The Company: The Customer: TMA Systems, LLC [Customer Name] By: By: 4 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 TMA Systems, LLC Subscription Agreement TMA Systems, LLC ("the Company") has issued to the Customer identified below the attached Quotation for a subscription for the Customer's use of the Company's Software as described on the Quotation("the Subscription"). The Company and the Customer agree to the following terms and conditions of the Subscription: 1. Term: A. The initial term of this Agreement is one year commencing thirty days from the date the Company provides the Customer log-in credentials to the Software. B. This Agreement shall automatically renew for successive one year Renewal Terms absent notice to the contrary provided by one party to the other within 30 days prior to the expiration of the initial term or any Renewal Term. 2. Subscription Services: During the term of this Agreement, the Company shall provide the following Subscription Services to the Customer: A. Access to the use of the Software via internet connection, provided that the Customer meets the Company's current system requirements. B. Database storage and number of users set forth on the Quotation. C. Uptime service level for the use of the Software by the Customer as described on the attached Exhibit A. D. Updates to the Software that are released during the initial term or any Renewal Term, when the updates become available. E. Support for the use of the Software as follows: (1) The support shall be provided at the level set forth in the Quotation. (2) The support shall only be utilized by those Customer personnel who have been fully trained on the Software ("Trained Personnel"). (3) The support may be provided via telephone, email, fax, or online. ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 F. Correction of material errors of the Software as follows: (1) An error or malfunction shall be deemed material if it causes the Software to conflict with the Software documentation. (2) Material errors: a. Shall only be reported by Trained Personnel; b. Shall be reported to the Company at support@tmasystems.com; and c. Shall include sufficient details in the error report to enable the Company to identify the error (3) The Company shall use commercially reasonable efforts to correct the error within eight business hours from receipt of the error report. 3. Use of the Software: A. The Software may only be used to manage the operations of the Locations described on the Quotation, or later added with the agreement of the Company. B. The concurrent use of the Software is limited to the number of concurrent users or named users listed on the Quotation, or later purchased by the Customer. C. Customer shall not use the Software as a call center or service bureau, or otherwise permit the use of the Software by any third party without the prior express written consent of the Company. 4. Annual Fees: Customer shall pay Annual Fees for the Subscription Services as follows: A. The Annual Fee for the initial term shall be the amount set forth in the Quotation, and shall be paid in accordance with the Quotation. B. Upon notice at least 60 days prior to the expiration of any term, the Company may increase the Annual Fee for the Renewal Term by an amount not to exceed 5% of the Annual Fee for the current term. C. Annual Fees shall also be increased based on the Customer purchases of additional users, Locations, and/ or modules. D. Annual Fees for Renewal Terms shall be due and payable 30 days prior to the commencement of the Renewal Term. E. Annual Fees not paid when due shall bear interest at the rate of 1%per month from the due date, and if payment is not made by the due date the Company may, at its 2 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 option, suspend the provision of Subscription Services, or terminate this Agreement. 5. Protection of Intellectual Property Rights: Except for the use of the Software as provided in this Agreement,the Company retains the ownership of all copyrights and other intellectual property rights associated with the Software. 6. Data: A. The Company shall take commercially reasonable precautions to prevent unauthorized access to the Customer's data and to maintain the confidentiality of the Customers Data. B. Customer warrants that as of the date of this Agreement, none of the databases associated with the Subscription Services contain protected health information as that term is defined in the Health Insurance Portability and Accountability Act ("PHI"). C. Following the execution of this Agreement, Customer shall not enter PHI into any of the databases associated with the Subscription Services. D. Customer shall review and validate the accuracy and completeness of the data resulting from Customer's use of the Subscription Services. E. The Company disclaims any representation, warranty, or guaranty as to the reliability, timeliness, quality, suitability, truth, availability, accuracy or completeness of the data and content resulting from Customer's use of the Subscription Services. 7. Indemnification: The Customer shall indemnify and hold the Company harmless from any claims or causes of action that arise from or are associated with the content of the Customer's database. 8. Company Warranties: The Company makes the following warranties and disclaimers to the Customer: A. The Company has developed and is the owner of the Software, and has the right to provide Subscription Services to the Customer. B. The functionality of the Software reasonably conforms to the standards set forth in the documentation supplied with the Software. C. The Company disclaims all other warranties, express or implied, including merchantability and fitness for use of the Software. 9. Customer Warranties: The Customer makes the following warranties to the Company: 3 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 A. The Customer has conducted such investigations as to the functionality of the Software as the Customer deemed appropriate. B. The Customer has determined that the Software is suitable for the intended uses of Customer. 10. Return of Customer Data: Upon the termination of this Agreement by non-renewal or by the Company: A. Provided that Customer is not in default of any term of this Agreement, the Company shall provide the Customer with a copy of the Customer's data. B. If Customer requires the data in a format other than the format provided, the Company may charge the Customer a fee to convert the data to the different format at the then current rate charged by the Company for professional services. C. The Company shall have no obligation to archive the Customer's data for any period following the termination of this Agreement. 11. Notices: Notices regarding this Agreement to the Company shall be made via email to notifications@tmasytems.com. 12. Limitation of Liability: The liability of the Company to the Customer for damages arising under this Agreement shall be limited as follows: A. The Company shall not be liable for indirect, special, incidental, or consequential damages. B. The aggregate liability shall not exceed the amount the Customer paid the Company for the Subscription in the year the damage occurred. 13. Conflicting Terms and Conditions: A. In the event of a conflict between the terms of the Quotation and this Agreement, the terms of this Agreement shall control. B. In the event of a conflict between the terms of this Agreement and a Purchase Order, the terms of this Agreement shall control. 4 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 14. Litigation: With respect to any litigation arising from this Agreement: A. The Customer consents to the jurisdiction and venue of the District Court of Tulsa County, Oklahoma, and if available, the United States District Court for the Northern District of Oklahoma. B. This Agreement shall be interpreted in accordance with the Laws of the State of Oklahoma. C. The prevailing party shall be entitled to recover all costs, including a reasonable attorney fee. 15. Entire Agreement: This Agreement constitutes the entire agreement between the Company and the Customer with respect to the Subscription, and may be modified only by a writing signed by both parties. Dated: The Company: The Customer: TMA Systems, LLC [Customer Name] By: By: 5 ©TMA Systems,LLC 01/01/16—NC X DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Exhibit A—Uptime Service Level The Company expects the Software to be available for the Customer's use 99.8%of the time during the term of this Agreement, on a twenty-four hour per day, seven day per week basis ("the Uptime Service Level"). The following service interruptions shall be excluded from the calculation of Uptime Service Level: 1. Scheduled Maintenance: Interruptions for maintenance of the Software, hardware, network and other service components,provided that: A. The Company shall provide the Customer at least twenty-four hours prior notice of the scheduled maintenance period. B. The Company shall not schedule maintenance on Monday through Friday from 8:00 AM through 5:00 PM Central Time. 2. Force Majeure: Interruptions caused by forces outside the control of the Company, including interruptions caused by the Customer. 3. Minor Interruptions: Interruptions for less than sixty minutes duration. 6 ©TMA Systems,LLC 01/01/16—NC X 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBFuBA15 Enterprise Asset Management Software RFP #5220 ()1>ANGEE C{]QNTY ���������0��� �k ���K� ���0^� E. *v �����o� � ��m��g����q� � : ENTERPRISE ASSET MANAGEMENT SOFTWARE SYSTEM STATE OF NORTH CAROLINA ORANGE COUNTY **********~**********^*+** I, Dustin Taylor (the individual attesting below), being duly authorized by and on behalf of TNlASvstems' L.L.C. (the entity bidding on project hereinafter rrEmployeru)after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies,or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS§64-25(5). 2. Employer understands that Employers Must Use E-Verify. Each employer,after hiring an employee to work in the United States,shall verify the work authorization of the employee through E-Verify in accordance with mcss§64'26(a). 3.Employer is a person,business entity,or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No) a. YES XL_' or h. NO 4. Employer's subcontractors comply with E-Verify,and if Employer is the winning bidder on this project Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This 9 day of May , 2016. _-- '--- Y � Signature Print or Type Name: Dustin Taylor State of North Carolina Orange County wmm� / S�nedand sworn tu(or afOrmed)he6�eme,thbthe 9 day of May ,2016. ,014004 My Commission Expires: 1:74 'Pee //s� / `�' ~�/�.������^ =r ' Ye Notary Public �;-. tr, Orange County,200 S.Cameron Street,Hillsborough,North Carolina 27278 Page 39 DocuSign Envelope ID: D1041CA6-DBD4-42BE-8B32-7C592BF2BA15 Enterprise Asset Management Software RFP #5220 ORANGE COUN ly )Rt I I 'ARO( p a fa ^ tuut RA NI ACT RT 1 F 1 CAT N Fly()I. Y sk C S 143C-6A-5(a) Name of Contractor, Vendor or Bidder: TMA Systems,L.L.C. As of the date listed below, the contractor, vendor or bidder listed above, and all subcontractors utilized by the contractor, vendor or bidder listed above, is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 143-6A-4. The undersigned hereby certifies that he or she is authorized by the contractor, vendor or bidder listed above to make the foregoing statement. May 9,2016 Signature Date Dustin Taylor President Printed Name Title Notes to persons signing this form: N.C.G.S. 143C-6A-5(a)requires this certification for bids or contracts with the State of North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times: When a bid is submitted ;Sf When a contract is entered into(if the certification was not already made when the vendor made its bid) 171 When a contract is renewed or assigned N.C.G.S. 143C-6A-5(b)requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer's Final Divestment List. The State Treasurer's Final Divestment List can be found on the State Treasurer's website at the address www,netreasurencom/han and will be updated every 180 days. *****Contractor,Vendor or Bidder—Return This Form With All Other Required Documentation***** Orange County,200 S.Cameron Street,Hillsborough,North Carolina 27278 Page 40 000uSign Envelope ID: o1u41oAsoBo44uBE-oBau-7o5euBFuBA15 Enterprise Asse Management Software RFP #5220 O MTY Nu*t :uwua^ U�������8 ������M� ��� O���������� � N ����� U ���0� �� ���������� PROJ ECT NAME: ENTERPRISE ASSET MANAGEMENT SOFTWARE SYSTEM SYSTEM PROPOSAL REQUEST NO 5220. THIS PAGE MUST BE FULLY EXECUTED AND SIGNED FOR THE PROPOSAL TO BE CONSIDERED. The person executing the proposal,on behalf of the vendor, being first duly sworn,deposes and says that: (1) He or she is fully informed regarding the preparation and contents of the attached Proposal and of all pertinent circumstances regarding such Proposal; (2) Neither he/she, nor any official, agent or employee of the vendor has entered Into any agreement, participated In any collusion, or otherwise taken any action which Is in restraint of free competition in this posal; and SIGNATURE OF PROPOSER ��[ � TMA Systems, L.LI. (Print full name of corporation) 5100 East Skelly Drive,Suite 900 | (Address County-State-Zip Code) Attest (Secretary/Assistant Secretary) By: President/Vice President/Assistant Vice President) Printed: Dustin Taylor Title: President CORPORATE SEAL sto HU MPH/40. Federal ID. or Social Security Number 73-1554384 NOTE'AFFIDAVIT MUST 8ENOTARIZED 4.w) �� I. i;A". EXP 2/20/8 .:A7 i b ibed and before 6 this day O16 ~^ ' , ' --.4.,,6,....aLic....,ov — -- Title Orange County,200 S.Cameron Street,Hillsborough, North Carolina 27278 Page 41