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HomeMy WebLinkAboutCIvicPlus (2)CP. Statement of Work for Town of Los Altos Hills, CA STATEMENT OF WORK No. 1 This Statement of Work (the "SOW"), effective as of the later of the two' dates accompanying the signatures below (,"Effective Date"), is entered into and governed under the Master 'Services Agreement (the""Agreement") between CivicPlus, LLC. ("CivicPlus") and Town of Los Altos 'Hills, California ("Client"}. Services performed by CivicPlus under this SOW wily be conducted in accordance with and be subject to the terms and conditions of this SOW and the Agreement. If there is a conflict between this SOW and the Agreement, the terms and conditions of this SOW shall prevail. Capitalized terms used in this SOW but not defined herein shall have the meaning set forth in the Agreement. The responsibilities of CivicPlus and Client are defined below. IN WITNESS WHEREOF, each party, in consideration of the mutual promises and agreements set forth in this Agreement,- and other, good and valuable -consideration, the receipt and sufficiency of which are hereby acknowledged and agreed by the parties, agree and hereto has caused this Agreement to be executed by its duly authorized representatives. Client GIVICIPIUS By: By: (Signature} (Signature) Name: Carl Cahill Name: Jeff -Logan (Print) (Print) Title: City Manager Title: Vice President -of Sales Date: June. 1+ 2019Date: 06/14/2019 The duration of this Ally Platform Subscription and SOW is approximately 12 months, commencing on or about the Effective Date. ,2. SERVICES ORDERED & COSTS AudioEye will provide the following SaaS Subscription: .*Recurring subscription pricing is subject to an annual 5% increase. This Scope of Work is valid through (or up to) 60 days from May 20, 2019. The subscription purchased hereunder applies only to the Authorized Domain(s) listed in the table, below. Upon execution of this SOW, CivicPlus will invoice Client for the first year's Total Subscription Cost All renewal years Total Subscription Cost shall be invoiced on the date of Client's -current'CivicEngage billing schedule. If needed, CivicPlus will pro -rate Client's first year's Total Annual Subscription Cost to match up with Client's current CivicEngage billing schedule. All payments shall be made in accordance with the terms and conditions of the Agreement. Invoices will be expressed in US Dollars (USD). A4, t 1111b 'b n r -in n U n, anis �eseller�, ,:.,� �:� 5 httRs://www.losaltoshills.ca.gov/ CIVICPLUS STATEMENT OF WORK - ALLY - v20190320 2 1 3. CONTACT INFORMATION Technical Contact Information Reseller will identify a project lead to function as a single point of contact for the project. Name'. Deborah Padovan.-- Email: dpadovan@iosaltoshills.ca.gov Phone: 650-941-7222. Billing Contact Information Invoices 'for fees, associated .with this Agreement, should- be sent to the following 'email addeess(es): Billing Email: dpadovan@losaltoshills.ca.gov Contact Name: Deborah Padovan Billing Address 1: (if different from Corporate Address provided with MSA) Contact Email: dpadovan@losaltoshills.ca.gov Billing Address 1: 26379 Fremont Road (if different from billing email address provided above) Los Altos Hills City: State/Zip. California 94022 Payment Method: Town Issued Check All payments shall be made in accordance with the terms and conditions of the Agreement. Invoices will be expressed in US Dollars (USD). CIVICPLUS STATEMENT OF WORK - ALLY — v20190320 3 APPENDIX A SCOPE OF WORK CivicPlus Services shall consist of the following Deliverables: All Delivery Timelines are approximations and may vary. Activation In coordination with CivicPlus, Client will allow enabled/embed AudioEye JavaScript into the Authorized Domain as initiated by way of an Order. The AudioEye Ally Managed Serviceis inclusive of' the Products and Services ("Deliverables") detailed in the table, below. Deliverables: -------- ----------------- -------- ------- Req'uirements. AudioEye Product I Service -- --------- ----------- ---- .... ------------------- Step 1: Activation In coordination with AudioEye, Reseller to enable the AudioEye JavaScript within each authorized domain Certification Statement (Available from within the Ally Toolbar) • Describes Customer's commitment to Digital Inclusion and the steps taken/being taken to ensure- equal access Accessibility Help Desk (Available from within the Ally Toolbar) Accessibility 0 Help Desk utility for . end-users to report accessibility issues and grievances should they be encountered Resource 0 Reported issues set remediation prioritization Information Accessibility Statement (Recommended) 0 Typically deployed within main navigation or footer and implemented by Reseller or Customer 0 AudioEye to provide standard messaging/copy delivered via un -stylized html for easy integration into Customer environment Accelerator Remediation Dynamic Remediation Technology BEGINS to incrementally improve conformande and usability • Auto -Remediation of common accessibil tLyissues -444 44141444VO , , . , Access to Quarterly Accessibility Training Seminars is Activated 0 Includes unlimited seats for Reseller & Customer Training stakeholders 0 1 -hour Sessions covering the following topics: o Introto Accessibility -- -- ------ ----- -- - ­­­ CIVICPLUS STATEMENT OF WORK - ALLY -- v20190320 4 Issue Identification Manual Accessibility Testing - • Accessibility Essentials • Document / Video Accessibility • Quarterly Accessibility Guidelines Update ----- ------- - ------- - - Always -On Monitoring Service ® Analytics derived from site usage statistics 0 Evaluations 'conducted against relative and pertinent web ­­ pages as indicated by,anal ytics Manual Accessibility Testing Technical analysis -and functional usability testing (manual testing) conducted by Assistive Technology (AT) testers. Auto -Remediation of common accessibility issues Clarification: Step 2 and Step 3 are interrelated. Throughout the Testing & Discovery process, AudioEye engineers begin to deploy fixes to expedite the removal of critical access barriers and, consequently, improve conformance standing. Likewise, throughout the Remediation & Validation process, AudioEye testers continue to conduct automated and manual tests. For the purpose of updating the Certification Statement, which publicizes the progression from one S ' tep in the process to another, AudioEye promotes the Customer site to Step 3, once the initial manual audit has been completed. --------------- Fixing Identified Issues and Validating Usability Ensuring an Optimal User Experie.nce Manual Remediation of Accessibility Issues Automated and Manual test results provide f ' eedback for AudioEye Engineers to develop remediation to fix issues of accessibility and increase conformance with WCAG 2.0 AA Success Criteria Remediation applied dynamically via the Dynamic Remediation Technology (or as per remediation instructions for Reseller developers, designers, and implementers) As issues are addressed, considEirable retesting is conducted to validate usability of remediation content & functionality___ - ------------- -------- --- - - . . . Free Assistive Tools via the Ally Toolbar ® Web Personalization Tools allow end-users to customize their user experience to meet their individual needs ® Includes: • Accessible Site Menu • Page Elements Menu • Help Desk (web form) • Reader • Player • Voice (if applicable and included within pricing table, abovq) CIVICPLUS STATEMENT OF WORK - ALLY -- v20190320 Step 4: Aud^mJExxe Trusted Certification Continual Issue Tracking Sustainable - ' - Remediation Plan au. ioeye TRUSTED Compliance Monitoring � Regular ongoingautomated conformance evaluation scanning and' continuous VVCAG 21)A\testing conducted against dynamically generated site performance analysis Regular Scheduled Manual Testing � /TTesting tovalidate conformance and usability is' maintained Hot Fixing and Scheduled Maintenance ' 0 High prevalence ofnew iseuemtrigger hot fixes boba rernediatodesneeded 0 Lower priority issues accumulate tobeaddressed through scheduled. namedkationmaintenamceintenva|s. Ongoing Support &Trein(ng for Reseller � Inclusive design advice' best practices, &ed hoc design review � Support Desk access toengineers for assistance with remediation implementation /&the validation of applied fixes m Online Knowledge Base related toindustry-relative compliance policy including ADA Title II/Title I||' Section 504, Section 508, CVAA, orother similar national & intematipne|eccesaibi|ity1disabi|ity related legislation & regulations �Aud|oEveTruatod Certification m AudioEyecertifies that Customer site has met all prerequisites and oqnUnuestofulfill the ongoing requirements ofthe AudioEyeTrusted Process and, |f oppUoob|a' the deployment of the AudioEye Ally Toolbar, with the goal ofmaximizing and continually improving oonformonoevvith the informative guidance provided through the WCAG 2.OLevel AA Success Criteria. Certification presented |nAlly Toolbar and/or Customer Accessibility Statement. Includes AudioEyeTrusted 8�d Wernational Languag.e Support: 27'Lan'guages supported for display within the Ally Toolbar.. Valid language attribute must be present in source. Supported languages, include: WA owICpLueSTATEMENT OFWORK ' ALLY -v2omoo2o 6 • Arabic (ar-sa) 0 Greek (el -gr) • Catalan (ca) 0 Hungarian (hu -hu) • Chinese (Simplified, PRC zh-cn) • Chinese (Traditional, Hong Kong zh-hk) • Chinese (Traditional, Taiwan zh-tw) • Czech (cs-cz) • Danish (da-dk) • Dutch (nl-nl) • English (United States en) • English (United Kingdom en-gb) •-Finnish (fi-fi) • French (France fr-fr) • French (Canada fr-ca) • German (de -de) • Italian (it -it) • Japanese (ja jp) • Korean (ko-kr) • Norwegian (no -no) • Polish (pl-pl) • Portuguese (Portugal pt -pt) • Portuguese (Brazil pt-br) • Russian (ru-ru) • Spanish, (Spain es) • Spanish (Mexico es-mx) • Swedish (sv-se) ASSUIVIPTIIONS To streamline communication during the project, Client will be assigned a project manager who will. be responsible for the quality and timeliness of all deliverables. The project manager will. oversee each Client project, will track the- progress of each project, and will be available to escalate concerns. CivicPlus will work with Client to help Client to fully understand and leverage the capabilities of the Service. Upon Activation, AudioEye to begin tracking usage analytics. AudioEye to conduct, at least, monthly ongoing and continuous monitoring based on the. usage analytics tracked by AudioEye. This alw6ys-on monitoring ensures that the pages being accessed by end-users — the pertinent pages relative to the end -user's experience - are being regularly prioritized and evaluated for accessibility conformance. website/Platform updates or structural changes that impact existing CSS ID/Class S_ elector Attributes may require re -configuration and subsequent testing that demands a level of effort beyond the typical maintenance included under `Ongoing Maintenance, Monitoring, and Testing'. To ensure compliance with ADA Title 11/111, Section 504, Section 508 Information and Communication Technology, and any future. changes in conjunction with ADA -related laws & guidelines, and any applicable state laws, AudioEye tests against internationally recognized W3C Web Content Accessibility Guidelines (WCAG) 2.0 Level AA Success Criteria. These tests are conducted through, both, automated and manual processes, which are facilitated and managed through the Digital Accessibility Platform ("DAP"), AudioEye's proprietary system for facilitating the Ally Managed Service solution. CivicPlus engineers do not make any changes to the Client web environment that impact the visual display of the website. Required changes that- impact visual display require collaboration with Client and any visual changes implemented through the Digital Accessibility Platform require sign -off from Client. In many cases, these changes are implemented by Client at the source. For deficiencies impacting visual display or site structure/features/functions, CivicPlus to obtain written permission from Cilient to provision the, AudioEye JavaScript in order to apply fixes. CIVICPLUS STATEMENT OF WORK - ALLY'-- v20190320 CivicPlus nor its licensors shall not be held liable for delays impacting delivery timelines pertaining to Cllient supplying CivicPlus with written approvals. For any compliance standard that cannot be attained through the application of fixes facilitated through the Digital Accessibility Platform and applied to the frontend website/application through the AudioEye JavaScript, CivicPlus collaborates with software/web designers/developers and recommends best practices for effective resolution to be applied at the source and/or through universal design standards. The combination of this collective' and collaborative effort helps ensure usability for Client's site visitors and allows AudioEye to assign a full or. partial conformance certification based on the standards tested. CivicPlus to provide the necessary tools and/or instruction, "allowing Client to implement fixes within the product source ("Source Remediation"). As timelines for implementing Source Remediation is not controlled by CivicPlus, Client acknowledges and authorizes timeline changes resulting from deliverables controlled by the Client and outside the immediate control of CivicPlus. For each project, the start date of Activation is determined by CivicPlus. The completion of Step 3 is indicated by the elimination of Errors as defined through the Fix view within the Digital Accessibility Platform; elimination of Risks, Unverified, and Needs Review items may require additional time and, if necessary, all remaining items are to be addressed after Step 3. CivicPlus shall issue a certification indicating that Clilent has a commitment to accessibility and inclusion. in striving to maximize and continually improve conformance with the informative guidance supplied through W3C WCAG 2.0 Level AA Success Criteria and, if applicable, Section 508 Standards for Information and Communication Technology. If applicable, Certification Statements may indicate conformance exclusions and/or statements of partial conformance and/or reference to. on -demand . Source Feedback Reports to inform end-users about features/functions that do not conform to the target standard and/or remain a work in a progress. i. Requirements fulfilled in order to achieve Trusted Certification: a. Errors identified and tracked within DAP are reduced 'to zero; any Errors outstanding are reported to Reseller b. Manual audit has been conducted, corresponding issues have been remediated, and said issues have been validated as fixed c. The vast majority of Risks. (if not all) have also been addressed; outstanding Risks that are not verified or not able to be remediated are reported to Civ1cPlus ii. Requirements for maintaining Trusted Certification: a. Active AudioEye SOW b. Continuous testing from always -on monitoring service c. Ad hoc hot fixing (if applicable): In the event, that a large number of new Errors are identified, CividPlus will prioritize issues for Hot Fix deployments.- Lower volume issue fluctuation is to be expected. In these cases, remediation scripts are updated every 6 months, also coinciding with a twice -per -year manual audit. d. Bi -annual manual audit and maintenance remediation deployment e.Regular attendance to Quarterly Training presentations.' f. Ongoing collaboration with CivicPlus to continually integrate digital accessibility best practices into applicable Content Management Systems and/or applicable Client template environments. Client must maintain sincere commitment to digital CIVICPLUS STATEMENT OF WORK - ALLY - v20190320 inclusion by taking the -necessary steps to incorporate accessibility design thinking, universal design principles, and other techniques and strategies as suggested by CivicPlus. Common Exclusions Resulting in Conformance Clarifications as documented through Source Feedback Reports include: Flash Objects, Highly Visual/Dynamic Display Widgets/Modules, High Volume Dynamically Generated Content, Maps., Inaccessible PRFs, Videos without Captioning and/or Audio Descriptions, and. 3rd Party Content. �CLIENT RESPONSIBILITIES For each domain being provisioned With' AudioEye ("Active Enablement"), Client - to assign designated, Project Owner in charge of processing Source Remediation Requests as they are provided from CivicPlus. Client will make all reasonable efforts to address conformance exclusions indicated within the Source Remediation Report. As Client resources may be limited, Client to prioritize Active Enablement and notify CivicPlus if/when Active Enablement should commence or, if deemed necessary by Client, pause to allow Client resources to address said requests. Client will identify a project lead to function as a single point of contact for the project. Client will make all reasonable efforts to educate CivicPlus on the specific technical constraints of its Web environment, including details about its publication and hosting environments. Additionally, Client will provide comprehensive feedback on interim deliverables regarding the feasibility or difficulty to implement accessibility features of the AudioEye Ally Platform so as to minimize 'unnecessary work and streamline production efforts. Client will make all reasonable efforts to continually integrate digital accessibility best practices into applicable Content Management Systems and/or applicable Client template environments. Client must maintain sincere commitment to digital inclusion by taking the necessary steps to incorporate accessibility design thinking, universal design principles, and other techniques and strategies as suggested by CivicPlus. Prior to execution of this Agreement, Client to inform CivicPlus of anticipated traffic exceeding 50 million monthly impressions. Client understands and agrees that CivicPlus will charge Client the following overage fees, 'to be billed at the end of the current month, in which the. overage occurred: $29 per million impressions above and beyond the monthly -allotment. Please note: some single page requests may make multiple requests to AudioEye, and, ,therefore, trigger multiple impressions (i.e. iFrames on the page). Client to provide advanced notification to CivicPlus prior to implementing AudioEye JavaScript within their web environments, including but not limited to Client's Production, Staging, UAT, Development, and/or Sandbox environment(s). Client will provide CivicPlus with feedback, comments, approvals and acceptance on all deliverables in a timely manner. If Client receives a legal demand letter or is served a. legal notice, during their SaaS Subscription, Client may request a Sustainable Accessibility & Remediation Plan (aka Auditor Notification CIVICPLUS STATEMENT OF WORK - ALLY ® v20190320 Letter) to inform Plaintiff of the proactive steps already taken and being taken by Client to ensure Digital Inclusion. After having reviewed the bona fides supplied -through the Auditor Notification Letter, should Plaintiff continue to pursue their legal efforts, Client may request Consulting or Legal Support Services, which ray be separate from and in addition to the Services included in this Scope of Work. In fulfillment of the Sustainable Accessibility & Remediation Plan, CivicPlus and clientwill make all reasonable efforts to send project and accessibility stakeholders to attend Quarterly Training presentations presented, by AudioEye. INCE CONTROL FRUEFE To make a change to this SOW, Client ient will submit a Written request to CivicPlus specifying the proposed changes in detail. CivicPlus will submit to Client an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the services ("Change Order") stated within this SOW. CivicPlus will continue performing the services in accordance with this SOW until the parties agree in writing on the change in scope of work, scheduling, and fees therefore. Any Change Order shall be agreed to by the parties in writing prior to implementation. No additional fees shall be incurred without prior written authorization from CivicPlus and Client. CIVICPLUS STATEMENT OF WORK - ALLY - v20190320 10 HELPING COMMUNITIES ENGAGE & INTERACT --- ­­­ -­- - --------- --------------------------------------- I ----- -------- -------- -------------------------- ------------------------------------------------- - NEW REMITTANCE ADDRESS (FOR PAYMENTS ONLY): civicplus PO Box 1572 Manhattan, KS 66505 Bill To Deborah Padovan Town of Los Altos Hills 26379 Fremont Rd Los Altos Hills CA 94022 Invoice Invoice # 187925 Date 6/19/2019 Terms Net 30 Due Date 7/19/2019 PO # Approving Authority Mee -Ching Ng Mailing Address: CivicPlus 302 S 4th St. Suite 500 Manhattan, KS 66502 P 888-228-2233 ext 291 F 785-587-8951 Total Amount Due Did you know ?. We now accept ACH payments. If you are interested, please email accounting@civicplus.com or call (888) 228-2233 x291. 1,375.38 $1,375.38 A Finance Charge of 1.5% Per Month Will Be Added To Past Due Accounts. PAYMENT POLICY: Payments received will be applied first to finance charges, then to the oldest outstanding invoice(s).