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HomeMy WebLinkAboutC-2093Agreement for Automated Code En rcement System and Services City ofArcadia, California AGREEMENT FOR CODE ENFORCEMENT SERVICES G za 9� August 23, 2004 Member 08. 2004 This agreement is made and entered into as of the 10th day of September 2004, by and between the CITY OF ARCADIA, a municipal corporation, hereinafter referred to as City, and HdL SOFTWARE, LLC, a California corporation, hereinafter referred to as HdL. A. CODE ENFORCEMENT SOFTWARE HdL shall provide the City with HdUs Code Enforcement Software System that includes the following capabilities: 1. Maintenance and processing, a) The system is intended to process and track all code enforcement cases, activities, violations, inspections and fees. b) The system contains a land management system that allows the import of parcel data from a variety of databases including HdUs property tax system. The land management module allows the user to look up zoning and land use based on the property address or parcel number. It can also be used to verify data when the parcel number or property address is entered into the code enforcement system. If the parcel number or address is found in land management, appropriate data will automatically be transferred into the code enforcement system. If there is no exact match, the system will provide the user with a list of "close" matches to choose from. c) Tables will be used to ensure consistent data entry, control and to allow flexibility from one organization to another. "Drop down" boxes offer the user choices to assist in entering data. The tables in the HdL code enforcement system may be maintained by the user although table modification access is granted only to authorized users with the appropriate password. Tables control such items as fees, HdL Software, LLC 1 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 code enforcement or violation types, approvals, inspections, projects, case numbers, and geo- codes. d) The system allows for a free form text field to briefly describe the code enforcement case, violation or activity being performed as well as an unlimited free form notes field. e) The "Status" feature will allow the user to track where the code enforcement case, violation or activity is in the process and to place holds for a variety of reasons, all determined by the user. f) HdL uses Crystal Reports as its report writer. The reports menu will allow the user to print a variety of reports including violation letters, inspections, and payments. g) Inquiry is available by any number of fields including account number, situs address, parcel number, owner name or tenant name. Inquiry by other than the account number (which is unique) will provide a list of all activity associated with the inquiry field selected. The user may then select an individual code enforcement case for review. h) The system uses a filtering system as in HdL's business license and sales tax systems for ease in selecting specific records to be viewed and/or printed. 2. Reports. A series of standard reports will be included in the system. User defined reports will be part of the report generation function. Crystal Reports report writer is used for all report generation. Users can export data into other databases such as Word, Excel, and Access or in ASCII format. 3. Security. The system will allow for user - defined levels of security and confidentiality through the use of passwords. HdL Software, LLC 2 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 4. Ongoing software upgrade s. Upgrades are provided as part of the annual maintenance fee. 5. Network And Hardware Requirements. The HdL Code Enforcement system supports three database platforms: • Access Database. • SQL Server. • Oracle Database. The license and implementation fees are different depending on the platform selected by the City. The code enforcement software and database will be installed on the City's network on hardware supplied by the City. The HdL code enforcement software is a Windows application requiring Microsoft Windows NT 4.0 /2000 /XP Pro. Network Requirements: The City will allow HdL to run a net test software program on their network that will Benchmark the City's network performance. This test will be run two times, first, prior to execution of a contract and second, prior to preinstall of the system. If either of these tests return with unacceptable results, the processing will stop until the City is able to raise the performance of its network to an acceptable level (see Exhibit "A" — Network Benchmark Utility). Peer to peer networks are not supported. Network Server Specifications: Required Hard Disk Space 1 gigabyte to accommodate initial data sets Operating System Netware (3.0 or higher), Windows NT (4.0 or higher), Windows 2000 Server HdL Software, LLC 3 Agreement for Automated Code En orcement System and Services • City ofArcadia, California August 23, 2004 Revised: September 08, 1004 The above requirements are for a stand -alone server dedicated to the HdL Code Enforcement System. If the network server is providing additional services or hosting other applications the requirements will increase. Workstation Hardware Requirements: The program resides on the workstation and the database resides on a dedicated file server. The recommendations below are based on user feedback regarding performance levels. Recommended CPU 600Mhz or better Memory 128 MB Ram Video 1024068, 16 bit color O. S. Microsoft Windows NT 4.0 /2000 /XP Pro The software is designed to work with a laser printer. An HP4000 /8000 or comparable is recommended. Each make and model of printer has different drivers and therefore has slightly different results when printing. We design forms /reports for HP LaserJet printers. 7. City Data Requirements. The City shall provide HdL with current code enforcement data in an ASCII format (standard delimited format) with a file layout detailing the content, format and size of the fields included in the data set. This data will be required two times during the conversion process as follows: a) The first request for data will enable HdL to write the necessary conversion programs and will be needed as soon as possible after this Agreement has been signed by all parties. HdL Software, LLC 4 Agreement for Automated Code En Itrcement System and Services City of Arcadia, California August 23, 2004 Revised. September 08, 2004 b) The second request for data will include all recent work by the City and is needed a few days before the City goes "live" on the HdL Code Enforcement System. c) The City understands that the second data set MUST be provided in the SAME format and on the same media as the first data set. Any inconsistencies between the first and second data sets will result in a delayed installation date and additional charges for conversion. B. SCOPE OF SERVICES 1. Discussion of the Task HdL has the technology, methodology and trained staff needed to assist the City with the code enforcement functions. HdL will perform all necessary work to implement the HdL Code Enforcement Software Application for the City. The scope of work includes constructing all code enforcement type tables, fee and inspection tables, status lists, password security, all other system configurations, data conversion and the development of forms /letters and reports. 2. Management Support HdL is available to assist the City in evaluating current policies and procedures to enhance the processing of the City's code cases. 3. Conversion And Implementation a) HdL will convert the City's existing code enforcement data to HdL program files. The City agrees to provide current code enforcement data information in machine- readable format (ASCII). If this is not possible, there will be an additional charge for manually converting the data. The work will be done on a time and material basis in consultation with the City. b. The City will designate a staff member experienced in the functions of the code enforcement division/department that may be contacted by HdL staff to answer HdL Software, LLC 5 Agreement for Automated Code En orcement System and Services Revised: 23, 2004 08, 2004 questions and clarify issues during the initial phase of building tables, lists and system parameters. c. The City agrees to provide its current code enforcement data information in ASCII file format with a file layout detailing the content, format and size of the fields scheduled in the data set. This data will be required a minimum of two times during the conversion process. The City understands that the second (and any subsequent) data set must be provided in the same format and on the same media as the first data set. Any inconsistencies between the first and second data sets will result in a delayed installation date and additional charges for conversion. d. The new data set created during this process will be verified and audited for inconsistencies between existing data and the code enforcement type tables using HdL's computerized systems. e. The new data set and software will be installed on the City's computer network. f Training will be provided for the code enforcement staff prior to testing and prior to "go live ". Trained HdL staff will be available for any follow -up needed, either by telephone or in person, as part of our ongoing maintenance and support. HdL provides training sessions in groups of six. Training is offered to "power users" as well as to incidental or query users of the system. g. User manuals on CD will be provided at no cost. The City will have the right to copy for its own use. 4. Warranty and Maintenance Support HdL will provide ongoing software upgrades and updated data from HdL's proprietary data sets and cross - directories to assist the City in its audit work. HdL's HdL Software, LLC 6 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 standard maintenance and customer support includes telephone support as needed by the City, and up to eight hours of on -site support annually. Support services are available to the City during the first year warranty period and during any maintenance year for which the annual maintenance fees have been paid. In the United States, no charge telephone support from HdL Software is available as follows: For technical support between the hours of 8:00 am and 5:00 pm Pacific time, Monday through Friday, call HdL offices and ask for code enforcement support. For technical support before 8:00 am or after 5:00 pm Pacific time, Monday through Saturday, call our toll free pager and leave your name and phone number. Your call will be returned within one hour. Calls for service that cannot be resolved by telephone or electronic transfer will result in an on -site visit by an HdL technical staff member. Support Policy reeardinz reports. HdL provides a number of reports with the installation of the code enforcement system. These reports are developed using Crystal Reports and fall into one of two categories, standard or custom. HdL provides free support on standard and custom reports provided that the reports have not been modified by the client or other third party. If the client or other third party modifies a report or designs a report, free support on those modified reports is no longer available. HdL will provide support for client- modified reports on a time and material basis. Outside Connections to HdL database. HdL applications rely on the integrity of the database to operate properly. As such, it is critical that any outside connection to the database be implemented with HdL's full knowledge and participation. • Only "read only" connections will be established to the HdL database. HdL Software, LLC 7 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 1004 • No modifications will be made to the HdL database, including database /table design and data content. • Any repair work necessary due to violations of the above items will be outside the scope of normal contract maintenance, and as such will be billable to the client. The City shall contact HdL for instructions if any added functionality is required, including reading additional data or writing to the HdL database. C. TIMELINE The timeline for implementation of the code enforcement software system is approximately 150 days from the date that all parties sign this Agreement. However, the City understands that this timeline is conditional upon receipt of the City's code enforcement data and approval of the City's forms. The system may be installed 30 days after forms approval, or 30 days after all data has been converted, or 150 days from the date that this Agreement is signed by all parties, whichever comes later (see Exhibits B, C, D and E attached hereto and made a part hereof by this reference). D. ESTIMATED CALENDAR OF EVENTS 1. A process meeting will be set up within 30 days of the date the Agreement is signed by all parties. 2. By the end of 45 days, HdL should have received the City's code enforcement forms, fee schedules, ordinances, resolutions, procedure manuals and related materials. The City will provide HdL with existing code enforcement data that is to be converted in ASCII format. 3. At approximately 60 days, HdL will schedule a preinstall meeting. 4. At approximately 90 days, HdL will schedule a second install and training meeting. 5. At approximately 120 days, HdL will schedule a third install and training meeting. HdL Software, LLC 8 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 13, 2004 Revised: September 08, 2004 6. At approximately 140 days, the City will provide HdL with a final set of data that is to be converted in ASCII format. 7. At approximately 150 days, the City will go live with a fully functional Code Enforcement System. E. SOURCE CODE The current version of the Source code form and all- relevant explanations and documentation of the Source Code including written instructions necessary to produce a fully operational and functional version of the Code Enforcement program may be placed in escrow by HdL at the City's request. The City, by signing the Code Enforcement Agreement, becomes a Beneficiary of the escrow as to the software system and documentation specified herein. The City agrees to pay the first year sign up fee of $1,200 and the annual charge of $1,200. In the event HdL software should cease business while this Agreement between the City and HdL Software is in force, the City will be entitled to the current version of the Source Code form and all - relevant explanations and documentation of the Source Code including written instructions necessary to produce a fully functional version of the Code Enforcement program. F. COMPENSATION 1. Software license fees. The one time software license fee is based on the number of concurrent users. License fee includes: three user licenses, design of City forms and letters, construction of all tables including twelve code enforcement type tables, inspection HdL Software, LLC 9 Agreement for Automated Code Enforcement System and Services City of Arcadia, California • August 23, 2004 Revised: September 08, 2004 tables, approval tables, condition tables, etc., links to other data directories and a user guide manual on CD at no cost. Standard system forms include: complaint log, monthly activity listing, inspection report, cash receipt listing, violation notice, summary report by case type and three custom letters. 2. Implementation Fee. A one -time implementation fee covers the cost of analyzing existing data, fee structure, resolutions, current code enforcement practices and policies and forms. This allows HdL to develop the implementation plan. The cost is 10% of the first year license fee. There is also a fee of $2,670 for the HdL staff to install the system and database on the City servers. HdL will waive this fee if the City has a qualified IT Administrator on staff to install the system. 3. Data conversion. Data conversion will be billed at $1.00 per record (minimum of $1,000). If the City's current code enforcement data information cannot be provided in standard delimited format on magnetic tape or diskette, there will be an additional charge for manually converting the data. Manual conversion will be done on a time and material basis. 4. Land Management. The land management module sits behind the code enforcement system to allow users to import parcel information as new code enforcement records are added to the system. Regardless of the source of the data, the City is able to import updated data at any time using the Land Management Import utility. The City is a client for HdL's Property Tax Services, there is no cost. 5. Training. The cost for training is $1,200 per day. Two days training is included in the software license fee. Additional training is available. 6. Travel and Lodging Costs. Travel and lodging expenses are billed at cost and apply to all process, pre - installation, installation and training meetings. HdL Software, LLC 10 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised: September 08, 2004 7. Additional form layout or letters will be billed at $170 per hour for staff layout of forms, and $170 per hour for programming. 8. Additional trainine will be billed at $1,200 per day. Travel and lodging expenses for additional training will be billed at actual cost. 9. Source Code Escrow. The set up fee for depositing the current version of the source code form and all relevant explanations and documentation of the source code in escrow is $1,200. The annual charge is $1,200. 10. Annual Maintenance And Customer Support Fees There is no charge for the first year maintenance and customer support. The annual maintenance fee shall begin at the second year (which includes software upgrades and support to your staff) and shall be 20% of the first year license fees plus 20% of the first year cost of any optional modules. Each additional group of 5 concurrent users shall be $1,200. Concurrent users are defined as those who have access to the system to edit or add. There is no additional user fee for "inquiry" only users. Maintenance Fee Includes: unlimited telephone support, up to eight (8) hours on- site support annually and upgrades to the software. Additional training will be billed at $1,200 per day. Reasonable travel and lodging costs will be billed at actual cost. The fee will be increased each year in an amount equal to the increase in the most recently published Consumer Price Index for the surrounding statistical metropolitan area, all urban consumers. 11. Customizine services. The code enforcement software is a "table driven" system and has been developed to meet almost all of the needs of a City with regard to the management, processing and reporting of code cases. However, should the need occur, HdL is available to provide city specific enhancements to the code enforcement software on a pre - determined time and materials basis. No work shall be performed without prior written approval of the City. Fees for these services are as follows: HdL Software, LLC 11 Agreement far Automated Code En orcement System and Services Principal Programmer Associate Secretarial / Administrative $170 per hour $170 per hour $170 per hour $ 55 per hour 23, 2004 08, 2004 These fees are subject to change annually. Travel and lodging expenses will be billed at actual cost. 12. Payment. 50% of this amount shall be due and payable within 30 days of the effective date of the Code Enforcement Agreement, 40% within 90 days of the effective date of the Code Enforcement Agreement and the remaining 10% within 30 days of the "go- live" final install date. The maintenance fee will be invoiced each year by HdL, and shall be due and payable within 30 days of the date of the invoice. Summary of Compensation based on Three Concurrent Users !!I�i Description '�'s33, Comments lr,.��, ....,.... ' +`7 rQuery nse fee 3 concurrent users $ 14,700 t year fee users no charge �. ...- .. _ _.- -- - Implementation plan F 1 470 1° year fee . -_ _ . Data conversion Estimate Only` 1 000 - $1 per record,($1 000 min.) Reports 9 forms letters reports Included Addktional on a T &M basis $170 per hour Installatkon on,Gty server _ ___ 2 67j_ year Flat fee .. Training - 2 days included ,Included _$1,200 per day Travel Expenses - Estimate Only" 100 IRS Rate 37.5 per mile Land management HdL property tax client No charge „ S_U§*A ertl titStio, ,,..link i aldrti, s . _ S 5,240 TOTAL FIRST YEAR FEES .$19,940 ry� ,,ttt kg Additional training _ _ 1,200. per day Source code escrow, _ 1,200 I Annually I+ i.. wlwLM1 :.,.., !,�'(� /�((jj �.. yyfr� �! . . '�+Y .. ?T4 .1.1'LL4 Ilil' u 'F1�IF` ,1 year warranty, period No,charge Annual maintenance fees 3 concurrent user license 2,940 Estimate " This fee can be waived HdL Software, LLC 12 Agreementfor Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 G. ACCEPTANCE OF THE SOFTWARE The scheduled date of acceptance of the software by the City is when all tables have been built and reports can be generated. At such time, the City will "Go Live ". The acceptance date ( "Go Live" date) will become the anniversary date of the Agreement (see Exhibits B, C, D and E attached hereto and made a part hereof by this reference). H. SOFTWARE MAINTENANCE AND CUSTOMER SUPPORT HdL will provide ongoing software upgrades and updated data from HdL's proprietary data sets and cross - directories to assist the City in its audit work. HdL's standard maintenance and customer support includes telephone support as needed by the City and up to eight hours of onsite support annually. The first year maintenance and support is provided at no cost. There is an annual maintenance fee beginning the second year. I.. CUSTOMIZATION The code enforcement software is a "table driven" system and has been developed to meet almost all of the needs of a City with regard to the management, processing and reporting of code enforcement cases. However, should the need occur, HdL is available to provide custom enhancements on a time and material basis. HdL shall perform no work without the prior approval of the City. J. SOFTWARE LICENSE 1. License. HdL hereby provides a license to the City to use HdL's Code Enforcement Software. The software shall only be used by the City. The City shall not sublet, duplicate, or modify said software. The software shall be returned to HdL at the time the license expires, which is the last day of the last year for which the City has paid the annual maintenance fee to HdL. The license granted hereunder shall not imply ownership by City of said software, rights of the City to sell said software, or rights to use said software for the benefits of others. This license is not transferable. HdL Software, LLC 13 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 2. City data. HdL acknowledges that the code enforcement data is the property of the City. At the termination of this Agreement, the code enforcement data will be available to the City in machine - readable format. 3. Promietary information. As used herein, the term "proprietary information" means any information which relates to HdL's computer or data processing programs; data processing applications, routines, subroutines, techniques or systems, or business processes. City shall hold in confidence and shall not disclose to any other party any HdL proprietary information in connection with this Agreement or otherwise learned or obtained by the City in connection with this Agreement. The obligations imposed by this Paragraph shall survive any expiration or termination of this Agreement. The terms of this section shall not apply to any information that is public information. K INSURANCE REQUIREMENTS HdL shall maintain the policies set out below and in amounts of coverage not less than those indicated herein. Additionally, where required by City, HdL shall name the City of Arcadia as an additional insured and provide a Certificate of Insurance. 1. Worker's Compensation and Employer's Liability. In accordance with applicable law. 2. Comprehensive General Liability. Bodily injury liability in the amount of $1,000,000 for each person in any one accident, and $1,000,000 for injuries sustained by two or more persons in any one accident. Property damage liability in the amount of $1,000,000 for each accident, and $2,000,000 aggregate for each year of the policy period. 3. Comprehensive Automobile Liability. Bodily injury liability coverage of $1,000,000 for each accident. 4. Errors and Omissions. hi addition to any other insurance required by this Agreement, HdL shall provide and maintain, during the term of this Agreement, professional HdL Software, LLC 14 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised. September 08, 2004 liability insurance in the amount of $1,000,000 as evidenced by a Certificate of Insurance. HdL shall hold harmless the City, its officers and employees from any and all liability for personal injuries, property damage, cost of litigation, legal expenses, or any other claim or action arising out of the performance or non - performance of the service required to be performed by HdL. L. WARRANTY Commencing upon the City's final acceptance of HdUs Code Enforcement System, HdL warrants: (1) the complete system, including, but not limited to, all software components and software support for one year; and (2) against defective materials and workmanship for each year that the Code Enforcement System is covered by maintenance. Warranty and maintenance response time shall be within 1 hour of notification by the City of its need for maintenance services. M. TERMINATION This Agreement may terminate each year by either party upon written notice 30 days prior to the anniversary date of the Agreement. Upon termination, the software license shall expire and the software shall be returned to HdL. N. INDEPENDENT CONTRACTOR HdL shall perform the services hereunder as an independent contractor. No agent, representative or employee of HdL shall be considered as an employee of the City. O. NON - ASSIGNMENT This Agreement is not assignable either in whole or in part by HdL or the City without the written consent of the other party. HdL Software, LLC Is Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 1004 Revised: September 08, 2004 P. GOVERNING LAW The laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and shall also govern the interpretation of this Agreement. Q. INDEMNIFICATION HdL shall indemnify and hold harmless City, its officers, officials and employees from any liability for damage or claims for personal injury, including death, as well as from claims for breach of confidentiality or property damage including attorney fees which may arise out of the performance of the work described herein, caused in whole or in part by any negligent act or omission of HdL, its officers, agents and employees under this Agreement. City shall indemnify and hold harmless HdL, its officers, agents and employees, from any liability for damage or claims for personal injury, including death, as well as from claims for breach of confidentiality or property damage, including attorney fees which may arise from City's negligent acts, errors or omissions under this Agreement. R. NOTICE All notices required by this Agreement shall be given to the City and to HdL in writing, by personal delivery or first class mail postage prepaid, addressed as follows: City CITY OF ARCADIA 240 West Huntington Drive Arcadia, California 91007 ATTENTION: City Manager HdL HdL SOFTWARE, LLC 1340 Valley Vista Drive, Suite 200 Diamond Bar, California 91765 HdL Software, LLC 16 Agreement for Automated Code En orcement System and Services City ofArcadia, California 0 23, 2004 08, 2004 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date first above written by their respective officers duly authorized in that behalf. CITY OF ARCADIA HdL SOFTWARE, LLC William R. Kelly, City Manager Nancy E. Hi ks, President City Clerk APPROVED AS TO FORM: 0 City Attorney HdL Software, LLC 17 Agreement for Automated Code En orcement System and Services City of Arcadia, California August 23, 2004 Revised: September 08, 2004 EXHIBIT "A" Network Benchmark Utility The network benchmark measures how well your server handles network file operations. Its tests send a variety of PO (input/output) requests to the server and measure how long the server takes to handle them. The goal is to ensure that HdL applications will operate correctly and at acceptable speeds in the client's environment. HdL Software, LLC 18 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised. September 08, 2004 EXHIBIT "B" The HdL Code Enforcement Software System NOTICE OF FINAL ACCEPTANCE This Notice of Final Acceptance is in reference to that certain Agreement dated September 8, 2004, for HdL's Code Enforcement Software System and Services by and between HdL Software, LLC, a California corporation, herein referred to as "HdL" and the City of Arcadia, a municipal corporation, hereinafter referred to as "City ". NOTICE RECITALS: ■ HdL and City entered into that certain Agreement for HdL's Code Enforcement Software System dated September 8, 2004, whereby HdL agreed to render and install HdUs Code Enforcement Software System. a Date of Completion and Acceptance. HdL and City desire to schedule the "Final Acceptance Date" of the Code Enforcement Software system by the City (whereupon the City can "go live" with the system). The "Final Acceptance Date" shall be the date when all data has been converted, all training is complete, all tables have been built and reports can be generated. TERMS OF NOTICE: a HdL and City agree that the Final Acceptance Date ( "Go Live Date ") for the Code Enforcement system is This Final Acceptance Date will become the anniversary date of the Code Enforcement Agreement of the same date each year thereafter ( "Anniversary Date ") a The final payment, representing 10% of the contract price for the Code Enforcement System, shall be paid by the City to HdL within 30 days of the Final Acceptance Date as stated above. HdL Software, LLC 19 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised: September 08, 2004 HdL Software Warranty. Commencing upon the City's final acceptance of HdL's Code Enforcement System, HdL warrants: (1) the complete system, including, but not limited to, all software components and software support for one year; and (2) against defective materials and workmanship for each year that the Code Enforcement System is covered by maintenance. Calls for warranty and maintenance response time shall be within I hour of notification by the City of its need for maintenance services. THE PARTIES HERETO ACKNOWLEDGE THAT THEY HAVE READ AND UNDERSTAND THE TERMS OF THIS NOTICE OF FINAL ACCEPTANCE. In witness whereof, the parties hereto have caused this Notice of Final Acceptance to be executed on the date shown below written by their respective officers duly authorized in their behalf. C1"aldDIW XTOK113 X7 I5a Dated: HdL SOFTWARE, LLC M Dated: HdL Software, LLC 20 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 13, 1004 Revised: September 08, 2004 Date City of Arcadia 240 West Huntington Drive Arcadia, CA 91007 EXHIBIT "C" DATA CONVERSION ACCEPTANCE The City of Arcadia hereby acknowledges that HdL has converted their existing code enforcement data into HdL's Code Enforcement System. By signature below, the City acknowledges that City staff has reviewed the data conversion and provided HdL with a list (see attached) of all issues that need to be addressed. The City acknowledges that the final conversion will be complete and acceptable if all items on the list are completed. CITY OF ARCADIA HdL Software, LLC 21 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised: September 08, 2004 EXHIBIT "D" Date City of Arcadia 240 West Huntington Drive Arcadia, CA 91007 FEES, RATES AND MESSAGES ACCEPTANCE The City of Arcadia hereby acknowledges that HdL has built fees, code enforcement types and messages based on the City's Municipal Code. The City further acknowledges that they have reviewed all fees, code enforcement types and messages; that City staff has entered new records for each code enforcement type and has tested the tables for correct calculations of fees and that the messages for each code enforcement type are correct and print properly on the forms. By signature below, the City accepts the fee tables, rate tables and messages created by HdL. CITY OF ARCADIA HdL Software, LLC 22 Agreement for Automated Code En orcement System and Services • City of Arcadia, California August 23, 2004 Revised: September 08, 2004 EXHIBIT "E" Date City of Arcadia 240 West Huntington Drive Arcadia, CA 91007 STANDARD FORMS AND REPORT ACCEPTANCE The City of Arcadia hereby acknowledges that HdL has developed and furnished the City with a number of reports for use with the code enforcement system. The City further acknowledges that City staff has reviewed, tested and printed each report in the code enforcement system and has verified that the form prints properly and the content is correct. By signature below, the City accepts all reports developed and installed by HdL. "V&#]f .x'&QL /4 Date: HdL Software, LLC 23