Perfect Mind
Client
Project Name
City of La Quinta
Recreation Software for the City of La
Quinta
Response to Request for Proposal
Date: Reference: Attn:
April 13, 2018 Luis Magallanez
2 nd floor, 4333 Still Creek Drive, Burnaby, BC V5C 6S6 Canada
Submitted By: Kobe Tafreshi Email: kobe.tafreshi@perfectmind.com Phone: 1 (877) 737-8030 ext. 6311
Original
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 1
Table of Contents
1 Transmittal Letter ..................................................................................................................4
2 Corporate Address .................................................................................................................7
3 Validity Statement .................................................................................................................8
4 Company Profile ....................................................................................................................9
4.1 Company Experience ....................................................................................................... 11
4.1.1 Product Direction and Innovation ................................................................. 11
5 Work Plan / Technical Approach ........................................................................................... 13
5.1 Project Management....................................................................................................... 13
5.2 Implementation Methodology ........................................................................................ 14
5.3 Implementation Plan ....................................................................................................... 15
5.4 Data Migration ................................................................................................................ 17
5.5 Testing ............................................................................................................................. 18
5.6 Training ............................................................................................................................ 20
5.7 Tentative Project Schedule ............................................................................................. 22
5.7.1 Requested Project Schedule ......................................................................... 23
5.7.2 Recommended Project Schedule .................................................................. 25
5.8 Transition to Production ................................................................................................. 27
5.9 Project Team ................................................................................................................... 27
5.10 City Role in Implementation............................................................................................ 28
5.11 Project Assumptions ....................................................................................................... 29
5.12 Documentation ............................................................................................................... 30
6 Cost Estimate ....................................................................................................................... 31
6.1 Standard Pricing .............................................................................................................. 31
6.2 Platform Pricing ............................................................................................................... 31
6.3 Implementation Pricing ................................................................................................... 32
6.4 Pricing Summary ............................................................................................................. 33
7 References ........................................................................................................................... 34
8 Contract Litigation ............................................................................................................... 36
9 Warranty ............................................................................................................................. 37
10 Subcontractors .................................................................................................................... 38
11 Exceptions to Contract Terms ............................................................................................... 39
12 Sample Contract .................................................................................................................. 42
13 Non-Collusion Affidavit ........................................................................................................ 84
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14 Appendix A – Product Requirements .................................................................................... 86
14.1 Activity Registration ........................................................................................................ 86
14.2 Facility Rental Management ........................................................................................... 87
14.3 Membership Management ............................................................................................. 87
14.4 Account Management ..................................................................................................... 88
14.5 Point Of Sale .................................................................................................................... 89
14.6 Miscellaneous .................................................................................................................. 89
15 Appendix B – System Functionality ....................................................................................... 91
15.1 Account Management ..................................................................................................... 91
15.2 Membership Management ............................................................................................. 92
15.3 Activity Setup .................................................................................................................. 94
15.4 Activity Registration ........................................................................................................ 96
15.5 Facility Management ....................................................................................................... 98
15.6 Point of Sale .................................................................................................................. 101
15.7 Payment Processing ...................................................................................................... 103
15.8 General Ledger and Accounting .................................................................................... 104
15.9 Reporting ....................................................................................................................... 105
15.10 Online Customer Access ................................................................................................ 109
15.11 Online Document Center .............................................................................................. 112
15.12 Calendar and Scheduling ............................................................................................... 113
15.13 Communication and Marketing .................................................................................... 114
15.14 Subsidy Management .................................................................................................... 115
15.15 League Management .................................................................................................... 116
15.16 Custom Booking and Child Care .................................................................................... 117
15.17 Staff Management......................................................................................................... 118
15.18 Ticket Management ...................................................................................................... 119
15.19 General Administration ................................................................................................. 119
15.20 Administration Portal (SmartClient) .............................................................................. 120
16 Appendix C - Technical Functionality .................................................................................. 122
16.1 Cloud Hosting ................................................................................................................ 122
16.2 Hosting and Availability ................................................................................................. 123
16.3 Business Continuity and Disaster Recovery - USA......................................................... 124
16.4 Data Access and Security .............................................................................................. 125
16.5 Data Retention and Backup........................................................................................... 126
16.6 User Profiles and Permissions ....................................................................................... 126
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Recreation Software for the City of La Quinta
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16.7 Business Processes and Workflows ............................................................................... 128
16.8 Audit Logs ...................................................................................................................... 129
16.9 PCI Compliance .............................................................................................................. 129
16.10 API Integration .............................................................................................................. 130
16.11 Supported Software ...................................................................................................... 131
16.12 Recommended Hardware ............................................................................................. 131
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Recreation Software for the City of La Quinta
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1 Transmittal Letter
On the following page is PerfectMind’s cover letter signed by an official authorized to bind the firm.
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
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2 Corporate Address
a. Contact Person Kobe Tafreshi
Unit 200 – 4333 Still Creek Drive
kobe.tafreshi@perfectmind.com
1 (877) 737-8030 ext. 6311
b. Main Office address PerfectMind Inc.
Unit 200 – 4333 Still Creek Drive
Burnaby, B.C., V5C 6S6
1 (877) 737-8030
c. Service Office PerfectMind Inc.
Unit 200 – 4333 Still Creek Drive
Burnaby, B.C., V5C 6S6
1 (877) 737-8030
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
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3 Validity Statement
All information and pricing outlined in PerfectMind’s RFP response for the City of La Quinta is valid for a
minimum of 90 days.
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Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
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4 Company Profile
a. Number of years in business PerfectMind has been a leader in membership,
recreation, and facility management solutions for over
17 years, and has been serving municipalities and parks
and recreation departments since 2013.
b. Taxpayer identification number 88-0435603
c. Firm ownership Privately held firm. Incorporated in the province of
British Columbia.
d. Parent company Not applicable
With more than 5,000 implementations in 21 countries, PerfectMind Inc. is proud to provide clients in the
parks and recreation, health and wellness, education, and association markets with the recreation and
facility management tools they need to manage and grow their organizations. We strive to create the best
solution for our clients, so they can focus on what's important to them – their customers.
PerfectMind’s solution is easy to use, efficient, cost-effective, and accessible anywhere at any time from
any device. Features and functions are customer-centric, giving your organization the power to drive your
operations, program and facility management, finance, booking, and marketing in a way that fits with
existing business processes. Our solution adapts to your organization, supporting you to attract new
customers, connect with your community, and keep your business running smoothly. Facilitated by the
combination of smart application development and industry standard technologies, PerfectMind’s
solution empowers organizations to connect with customers and staff both online and in person with
seamless integration across various applications.
With our head office located in beautiful Burnaby, British Columbia Canada, PerfectMind has grown to
more than 160 employees over the past 17 years. As a values-based company, PerfectMind encourages
pride, support, and a relentless pursuit to innovate. Investing heavily in product development, customer
service, and technical infrastructure ensures our clients get the solution and support they require to
provide the best possible experience for their staff and customers. PerfectMind’s commitment to
innovation and top-tier customer service has led to recognition as one of the leading recreation
management software providers in North America.
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Platform as a Service
Meeting the increasing demands of today’s business world can be challenging, which is why PerfectMind
offers a fully integrated platform as a service (PaaS) solution, enabling organizations to satisfy their
software and service application needs from a single cloud-based source. The PaaS model allows your
organization to grow organically without having to budget and commit to capital expenditures for
hardware, software, and networking infrastructure. PerfectMind’s solution provides unparalleled
customization so simple modifications can be made by City staff without having to issue service of work
agreements. The solution can be customized to your organization’s unique needs, enables and integrates
future updates, and ensures that software and systems can evolve as your organization grows.
PerfectMind takes care of the updates and network maintenance so you can focus on your customers and
community.
Company History
PerfectMind Inc. was founded in 2000 by CEO Farid Dordar. One of the first software companies working
strictly with membership management businesses, PerfectMind’s platform was created to solve
operational headaches encountered by private member-based organizations, such as martial arts
academies.
PerfectMind started expanding into new markets in 2013 (including Parks and Recreation), while
continuing to serve our large base of valued clients in the martial arts industry. PerfectMind was
recognized as one of the 20 most promising CRMs by CIO Review in 2015, and was a finalist in the 2015
North Vancouver Chamber of Commerce Business Excellence Awards.
Today, PerfectMind is a leading provider of recreation and facility management software. The company
grew rapidly following our expansion into enterprise markets, from around 60 employees in 2014 to over
160 employees today. With the on-going support of our clients, we're committed to supporting and
empowering organizations and communities around the world.
We are proud to serve more than 3,000 municipalities, health and wellness organizations, academic
institutions, school districts, martial arts academies, multi-use recreational facilities, and associations
worldwide.
Our Mission
PerfectMind’s mission is to become the recreation management solution of choice for municipalities and
organizations of all sizes. We achieve this by continually developing innovative, intelligent, robust
software solutions, giving your staff and customers the support and simplicity they deserve to flourish and
participate, with a solution they can utilize and understand.
Equal Opportunity Employer
PerfectMind is proud to be an equal opportunity employer. All employment decisions are based on an
individual’s abilities, skills, performance and cultural fit. PerfectMind does not discriminate against any
individual based on gender, race, colour, national origin, pregnancy, sexual orientation, age, religion,
disability, veteran status, or any other basis protected by law.
City of La Quinta
Recreation Software for the City of La Quinta
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4.1 Company Experience
PerfectMind has been a leader in membership, recreation, and facility management solutions for over 17
years, and has been serving municipalities and parks and recreation departments since 2013. Over 37
completed municipal implementations and another 82 projects in various stages of implementation have
provided us with exceptional knowledge of the industry, which we develop into best practices that are
applied to every project. PerfectMind has years of experience implementing complex solutions, from
national health and wellness franchises to large municipalities, and we are confident that PerfectMind can
provide the City of La Quinta with a software solution and implementation plan that meets your unique
business needs.
PerfectMind has gained extensive experience working with parks and recreation departments within
North America including: City of Medicine Hat, AB; King County, WA; City of Round Rock, TX; City of
Sherwood, OR; and City of West Des Moines, IA. Other large-scale clients utilizing PerfectMind’s solution
include the City of Richmond, BC's Olympic Oval, a multi-use indoor sports arena; Z-Ultimate Self Defense
Studios, an association with over 90 martial arts locations throughout the United States; and education
clients such as Los Gatos-Saratoga Community Education and Recreation, CA and Chilliwack School
District, BC.
Whether you are implementing a brand-new recreation management solution or transitioning from
existing software, data is critical to your day-to-day operations. During the Discovery Phase of
implementation, we will discuss what existing data is required to be moved to the PerfectMind solution.
PerfectMind's expert team of implementation consultants are experienced with importing data into our
solution from many legacy systems, including. Proprietary tools are used to migrate and validate data
from your legacy system to PerfectMind's solution.
Utilizing internal best practices, PerfectMind’s integrated PaaS solution supports our clients in achieving
better day-to-day experiences and community growth by improving both the customer’s front-end
experience and staff efficiency by making online registration easier and simplifying workflow processes.
Additionally, our implementation projects provide us with insights and knowledge to continuously refine
and improve existing internal processes to ensure that we provide the best possible solution and ideal
service level to every client.
4.1.1 Product Direction and Innovation
PerfectMind’s product direction is continually under iteration to meet the needs of the markets we serve.
Given that PerfectMind offers a platform as a service solution, features and functionality are continually
being developed for our parks and recreation offering and all other solutions based on customer feedback,
market research, and requirements for standard and advanced functionality in the market.
PerfectMind regularly reviews and updates our product roadmap to ensure it closely matches client and
market needs. PerfectMind’s detailed roadmap is only shared with current clients; however, a high-level
future feature list is provided below:
• Automated League Scheduling
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Recreation Software for the City of La Quinta
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• Enhancements to Online Experience
• Enhancement to Subsidy module
• Equipment Rental (sign-in and sign-out)
• AWS Redshift – Data Warehousing
• Enhanced integration with Skylogix (door locks)
City of La Quinta
Recreation Software for the City of La Quinta
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5 Work Plan / Technical Approach
a. Work Plan Section 5.3, Implementation Plan provides
details of how PerfectMind will see a project
through from contract award to final acceptance
of completion.
b. City Role in Implementation Section 5.10, City Role in Implementation
outlines the City’s role during the
implementation process.
The City’s team will be involved in all aspects of
PerfectMind implementation. PerfectMind
ensures the core admin team at the City has the
knowledge necessary to customize and configure
the application post implementation phase to
satisfy ever evolving business needs.
If data migration is required, the City would be
responsible for providing and cleaning up data
extracted from the legacy application. City staff
will also be involved in data entry for some
records. More details of the migration plan will
be discussed during the discovery stage.
5.1 Project Management
PerfectMind aligns to the PMBOK methodology of project management. The project is broken into
initiation, planning, execution, and closing phases. At each of these phases we include client sign off of
the deliverables to ensure we are in alignment of what we expect to be delivered. Once the project plan
has been approved and signed off, any changes will require signoff from both parties to ensure any new
dates are appropriately communicated. Furthermore, support will be provided by the dedicated
implementation specialist who will be the subject matter expert on the implementation, with the project
manager being an escalation point for any unresolved concern.
Project Status Communication
The City will be provided with both an implementation specialist and a project manager. The project
communication management plan will be created during the initiation phase of the project. This plan
outlines the frequency of communication and what format. It will be collaborative based on the needs of
the stakeholders on the client side. This will outline at various stages of the project who will be in
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communication regarding what. As a single point of contact, the project manager can always be reached
regarding any project concerns.
Change Control Procedures
PerfectMind closely follows the PMBOK methodology for change control. Once a baseline for project
scope has been established and signed off by both parties, any changes and or deviations to scope must
be approved by both parties. Upon approval, depending on the size of the change, the project plan will
be modified accordingly. These changes will be communicated as specified in the communication
management plan.
Problem Management Procedures
As part of our ongoing learnings in PerfectMind, every project is concluded with a lessons learned. These
actions and learnings from this are captured by the project manager and passed on to the appropriate
functional managers to implement within their department. For more technical related issues, our
development team conducts root cause analyses in order to ensure resolution of any software related
issues.
Tracking and Reporting Mechanisms and Responsibilities
PerfectMind closely follows the PMBOK methodology of the monitoring and controlling phase. Project
tracking and reporting are done by the project manager and communicated out as specified in the
communication management plan. Projects are tracked and managed using Salesforce Cloud Coach.
Project Manager Responsibilities
PerfectMind’s Project Manager will be the City’s contact for initial project planning and ongoing project
scheduling. Some responsibilities of PerfectMind’s Project Manager include:
• Conduct Kickoff call
• Confirm key information and distribute to internal teams
• Send configuration documents
• Assign resources to project
• Propose and confirm initial service dates
• Conducts regular status meetings ensures that all resources are staying on tasks
• Managing milestone deliverables
• Send Acceptance Forms and invoices
5.2 Implementation Methodology
PerfectMind provides our customers with best in class implementation services that include but are not
limited to the following:
• Providing project road map during project planning and discovery phase
• Fit-gap analysis for enterprise workflows
• Managing all enterprise requirements and technical specifications for the project
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• Ensuring proposed architecture meets the organizational goals
• Ensuring successful implementation of the project by providing:
o Project management services
o Regular status reports
o Quality control
o Integrated public facing website
o Technical deployment of a dedicated PerfectMind instance for the City
o Data migration and verification
o Technical integration with third-party applications
PerfectMind’s phased implementation plan will allow a comprehensive detailed roll out at a pace ensuring
success for the City.
5.3 Implementation Plan
Following is an overview of the estimated timeline in regards to each phase of implementation; these
timelines will be verified and confirmed during the discovery and requirement gathering phase. The
implementation timeline will vary depending on organization size and project scope, with an average
implementation taking about 6-8 months from contract signing. The below implementation phases can
run in parallel at the discretion of the nominated project manager.
Discovery and Requirement Gathering
Discovery is an information gathering process meant to dig deep into the high level details and unique
business processes of our customer’s organization. It allows our team to understand what is important to
the customer’s business, audience, and industry. Here we will interview the team to develop an
understanding of how they want the solution to be configured and customized, defining the processes
and technical needs of the business. PerfectMind will elicit requirements and have the requirements
clarified, consulting our best practices to ensure longevity and success of the project. During the Discovery
stage of the project, the project team will determine the required hardware and communicate the
information to the City. PerfectMind, can also assist with sourcing and supplying the hardware to
customer if existing customer hardware is not compatible or outdated.
• Project Initiation Meeting
• Detailed Statement of Work
• Detailed Fit-Gap Analysis
• Detailed Requirement Specification
Design and Configuration
The design phase is part of the implementation where focus is based on creating a solution configuration
that will maximize the system benefits from the information gathered in the Discovery and Requirement
phase. The system and software design is prepared from the requirement specifications which were
studied in the first phase. The solution is selectively configured to support the required business
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processes. Our project team will work to establish the required configurations and implementation
strategies that will then lead into the next phase of the project.
• High level requirements walk-through
• Installation, configuration, and set-up
• Building prototypes
• Customization and configuration
Data Verification and Testing
Once receiving the system design documents, the data verification, coding, and testing will begin. After
the code is developed, it is tested against the requirements. This is where the City will ensure the product
and work processes are solving the needs addressed and gathered during the earlier phases. During this
phase, unit testing, integration testing, system testing, and acceptance testing is done along with ongoing
communication between the City and key project team members.
• Data importing and validation
• Integration
• User acceptance testing
• Solution set-up
Power User Training
After completion of the data Verification and Testing stage, the system will be ready for power user and
staff training. Training will follow the train the trainer model where the PerfectMind team will conduct
training to a group of trainers at the City. The training will be conducted on a Sandbox Environment which
is a mirrored version of the production environment. The sandbox environment will be refreshed daily
with the most up to date version of the data.
• Staff and management training
• Final user acceptance
Go-Live and Post Go-Live Support
Once training is complete, PerfectMind and the City administration team will complete final testing to
ensure all hardware connectivity, integrations, and system performance are meeting expectations. After
completing all necessary testing and dry runs, the and PerfectMind will finalize a Go-Live plan. To support
the City in launching the system, PerfectMind will offer dedicated 24/7 support team to ensure all
questions or challenges are addressed immediately.
After go-live, a Support hand-off call introduces the appropriate parties within the City’s project team to
their assigned PerfectMind Support Manager and Account Manager. Up to 30 days after go-live, any
outstanding issues will be resolved by the dedicated team. An implementation log is used to manage the
status of any of the outstanding items to ensure accountability throughout the post-go live portion of the
project.
• Dry run no. 1
• Load testing
• Performance testing
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Recreation Software for the City of La Quinta
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• Dry run no. 2
• Go-Live planning
• Go-Live deployment
• Post-implementation support
5.4 Data Migration
When implementing PerfectMind from a current system, there are two options for data migration.
PerfectMind builds a tailored migration plan for every location and site. The migration plan typically
follows the trickle-down principle to minimize the downtime for the City. The duration of the migration
project is dependent on:
• Complexity of legacy data
• Migration Plan and Scope (Objects, Fields and Functions required for migration)
• Resource availability in completing the migrating validation and data clean up
• Accessibility of legacy data
PerfectMind offers two options for data migration:
1. No Data Migration - Fresh Start/Clean Database: This method is selected for clients who currently do
not have a database or the data in current legacy software is corrupt or inaccurate. In these circumstances,
PerfectMind’s implementation team will recommend the City to use PerfectMind without migrating
legacy data. This will give the City the opportunity to build a clean database with accurate data.
Information that will be manually added to the system includes but is not limited to:
• Client/Customer and Account Information: This information can be added to the database by staff
while registering customers to courses or selling memberships. Customers also have the ability to add
their own information using the self-serve online portal or using the online registration or reservation
process.
• Customer and Account Balances: Credit or Owing Balances can be added to customer accounts using
the Account Adjustment feature.
• Memberships and Transactions: Customer Memberships would be manually added to each
Account/Customer.
• Events/Courses/Activities: All Courses/Events and Activities for a new season must be added to the
system manually by City staff.
• Rental Agreements/Contracts: Remainder of the rental contracts will be manually added in
PerfectMind.
• GL accounts will be added to PerfectMind system manually by City staff.
PerfectMind recommends that the City complete manual entry of all data as this provides the opportunity
to create a clean database and is also a great training opportunity for City staff.
2. Data Migration (Partial): For this strategy, PerfectMind will utilize pre-developed scripts and tools
created to migrate legacy information to the new system. The data and objects that will be migrated as
part of this plan are:
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• Client/Customer and Account Information
• Customer Balances (Credit or Owing Balances)
• Active Memberships (the import of memberships will create the needed GL Transactions)
• GL Accounts
Information such as Courses and Rental Contracts will be manually entered into PerfectMind. The
automated migration will be first completed in a sandbox environment to be validated by the City. Upon
receiving approval from the City, PerfectMind will perform the migration with a refreshed version of the
data in the Production Environment.
PerfectMind recommends the information related to courses to be manually entered for all migration
plans. It is common that the City first rolls over the season in a legacy program and upon finalizing the
schedule, rebuilding it in PerfectMind.
Data Migration Process
5.5 Testing
Training and testing phases will begin upon completion of the setup and configuration phase. A test
environment (Sandbox) will be set up for the City during the Implementation phase. PerfectMind’s Project
Manager will work with the City to ensure all user acceptance testing is validated.
Functional Testing
During the Configuration phase, PerfectMind will build a demo database using the information gathered
during the Discovery phase. This database is demonstrated to the City to show how information will be
presented in the software. In addition, the demonstration will cover main business processes and required
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functions communicated during the RFP and Discovery phases. This is an opportunity for the client to
provide feedback on the template design.
Software Configuration Verification
The PerfectMind team performs software verification upon completion of the Configuration phase. The
PerfectMind team conducts testing to ensure all modules are correctly configured. Testing is performed
on all modules that require configuration including:
· User Permissions
· Organizational Settings
· Accounting and Billing Settings
· Automations and Workflows
· Facilities
· Fees and Rates
· Staff
· Permissions
· Service and Programs
· Memberships
· Discounts and Promotional Codes
· Products and Equipment
· Hardware
· Reporting
Operational Testing
Upon completion of the Configuration stage, PerfectMind will provide the City with a Sandbox
environment in order to complete the necessary testing of the system modules. The Sandbox is an exact
copy of the production environment. At this stage, the City can involve real users to test all business
processes and modules.
Performance (Benchmark) Testing
In addition to the regular performance tests conducted by PerfectMind, a tailored benchmark test is
conducted for every project. The following steps are completed during performance testing:
1. Identify the Test Environment. Identify the physical test environment and the production
environment as well as the tools and resources available to the test team. The physical environment
includes hardware, software, and network configurations. Having a thorough understanding of the
entire test environment at the outset enables more efficient test design and planning, and helps
PerfectMind to identify testing challenges early in the project. In some situations, this process must
be revisited periodically throughout the product’s life cycle.
2. Identify Performance Acceptance Criteria. Identify the response time, throughput, and resource
utilization goals and constraints. In general, response time is a user concern, throughput is a business
concern, and resource utilization is a system concern. Additionally, identify project success criteria
that may not be captured by those goals and constraints; for example, using performance tests to
evaluate what combination of configuration settings will result in the most desirable performance
characteristics.
3. Plan and Design Tests. Identify key scenarios, determine variability among representative users and
how to simulate that variability, define test data, and establish metrics to be collected. Consolidate
this information into one or more models of system usage to be implemented, executed, and
analyzed.
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4. Configure the Test Environment. Prepare the test environment, tools, and resources necessary to
execute each strategy as features and components become available for test. Ensure that the test
environment is instrumented for resource monitoring as necessary.
5. Implement the Test Design. Develop the performance tests in accordance with the test design.
6. Execute the Test. Execute tests. Validate the tests, test data, and results collection. Execute validated
tests for analysis while monitoring the test and the test environment.
7. Analyze Results, Report, and Retest. Consolidate and share results data. Analyze the data both
individually and as a cross-functional team. Reprioritize the remaining tests and re-execute them as
needed. When all of the metric values are within accepted limits, none of the set thresholds have
been violated, and all of the desired information has been collected, testing is complete for that
particular scenario on that particular configuration.
Final Acceptance Testing
Upon moving the client to the production environment, PerfectMind and the City will conduct the final
user acceptance testing. User acceptance template documents will be provided by PerfectMind to assist
with this process. User acceptance testing will be conducted on all system modules and components,
including:
· Customer Management
· Self-Service Customer Experience
· Course Registration
· Membership Management
· Facility Reservation and Booking
· Payment Processing
· Point of Sale System
· Staff Management
· Accounting
· Email Marketing Module
· Hardware
5.6 Training
PerfectMind develops tailored training sessions based on the specific needs of the City. Our training team
is comprised of three experienced Software Trainers who are experts in all aspects of the system. With a
combined 18 years of experience, PerfectMind’s training team provides the City with a comprehensive
training experience.
Training is conducted during two distinct phases during the implementation process:
• Configuration Training: Initial training for administrators, functional experts, and IT representatives
will be provided by PerfectMind’s Implementation Consultants during the product Configuration
Phase.
• Power User Training: Train-the-Trainer sessions are conducted by PerfectMind’s Trainers upon the
completion of product configuration.
Configuration Training
During the Configuration Phase of implementation, stakeholders in all departments are provided with
hands-on training on how to set up the software. The goal is to create the level of knowledge within the
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City’s core administrator groups so they are able to modify and work with the software as needed without
relying on a third party for support.
During configuration, the City’s team is trained on everything from the basic global settings of the system
to the granular settings that affect day-to-day use. This includes setting up customer accounts,
memberships, billing settings, calendars, facility bookings, marketing, and point of sale. In addition to
these, custom workflows and automations are created to reduce the time needed for manual work. The
City’s team will be provided with configuration “homework” and a sandbox database to practice and truly
understand the system.
Power User Training
PerfectMind’s training team utilizes the Train-the-Trainer methodology. Our Trainers instruct the City’s
selected power users to be proficient with the PerfectMind software. This builds a pool of competent City
instructors who will then conduct their own end-user training sessions for front-line staff. Our
Implementation team will work with the City to identify power users and schedule them for training
sessions.
Every Power User training session build upon information from the previous session for a thorough
understanding of the system. Accessible for all audiences and skill levels, training sessions are comprised
of overviews, demonstrations and hands-on practice for all applicable modules of PerfectMind.
PerfectMind will work with the City to evaluate product knowledge throughout the implementation
process to ensure that all power users are sufficiently skilled with the PerfectMind system.
The standard length of Power User training is 3 days; however, this can be customized to meet your
organization’s specific needs. A brief overview of PerfectMind’s standard 3-day training plan is provided
in the following table.
Day 1 Day 2 Day 3
Client & Account
Management Program Registration Facility Booking
Point of Sale Managing Attendance Online Experience
Membership Sales Marketing and
Communications
On-site and Remote Training
All training can be provided on-site or remotely, depending on the audience and the needs of the City;
travel fees will apply for on-site training sessions.
An on-site training environment should include these recommended features:
• Boardroom or classroom setup
• Table/seat near the front of the room
• Workstations for each training participant (2 per station if needed)
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• Workstations with access to download and install GoToMeeting
• Internet access for each workstation
• A projector or large TV with HDMI/VGA connection capabilities
• Hardware peripherals such as a scanning station, receipt printer (if needed), ID Card/Gift card printer
(if needed)
A remote training environment should include these recommended features:
• Telephone with speakerphone capabilities
• Microphone capable workstations for each training participant (2 per station if needed)
• Workstations with access to download and install GoToMeeting
• Internet access for each workstation
• Hardware peripherals such as a scanning station
5.7 Tentative Project Schedule
A tentative project schedule is provided on the following page(s). This schedule will be further refined
during the Discovery Phase.
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5.7.1 Requested Project Schedule
Please find attached a requested project schedule based on the desired project completion date of June
30, 2018. A typical project plan is not adaptable to undertake a project from contract award 15 May to
completion in six weeks 30 June. On the requested project schedule view, there is a shortened discovery
phase and a significant reduction in the homework for the configuration. PerfectMind notes that clients
typically take longer than the recommended view for the homework. The UAT is cut down significantly
and own staff training has also been reduced.
ID Task NameDuration Start Finish Resource Names0La Quinta, CA188 daysTue 18-05-15Thu 19-01-311Phase 1 - Project Kickoff3 daysTue 18-05-15Thu 18-05-172Contract Sign0 daysTue 18-05-15Tue 18-05-15Client Sponsor3Review Documentation (RFP, Client Docs)1 dayTue 18-05-15Tue 18-05-15PM Implementation 1,PM Project Manager 14Kickoff Prep1 dayWed 18-05-16Wed 18-05-16PM Project Manager 15Kickoff Call1 dayThu 18-05-17Thu 18-05-17Client Finance,Client IT,Client Sponsor,Client System Admin,PM Project Manager 16Create Live Environment1 dayTue 18-05-15Tue 18-05-15PM Implementation 17Acceptance Form A - Project Kickoff0 daysTue 18-05-15Tue 18-05-15Client Sponsor,Client System Admin,PM Project Manager 18Phase 2 - Project Initiation5 daysFri 18-05-18Thu 18-05-249Discovery Prep1 dayFri 18-05-18Fri 18-05-18PM Implementation 1,PM Project Manager 110Discovery Session2 daysMon 18-05-21Tue 18-05-22Client Finance,Client IT,Client Sponsor,Client System Admin,PM Implementation 1,PM Project Manager 111Discovery Summary2 daysWed 18-05-23Thu 18-05-24PM Implementation 112Create Project Plan1 dayWed 18-05-23Wed 18-05-23PM Project Manager 113Acceptance Form B - Project Initiation0 daysWed 18-05-23Wed 18-05-23Client Sponsor,Client System Admin,PM Project Manager 114Phase 3 - System Admin Training and Configuration58 daysThu 18-05-31Mon 18-08-2015Database Setup1 dayThu 18-05-31Thu 18-05-31PM Implementation 116System Admin Training11 daysMon 18-06-18Mon 18-07-02Client System Admin,PM Implementation 117Client Configuration Homework35 daysTue 18-07-03Mon 18-08-20Client System Admin18Acceptance Form C - Software Configuration & Reports0 daysMon 18-08-20Mon 18-08-20Client Sponsor,Client System Admin,PM Project Manager 119Phase 4 - Data Migration49 daysThu 18-05-24Tue 18-07-3120Prep for Import21 daysThu 18-05-24Thu 18-06-21Client System Admin,PM Import Resource21Import7 daysFri 18-06-22Mon 18-07-02PM Import Resource22Import Validation21 daysTue 18-07-03Tue 18-07-31Client System Admin,PM Import Resource23Acceptance Form D - Data Conversion0 daysMon 18-08-20Mon 18-08-20Client Sponsor,Client System Admin,PM Project Manager 124Phase 5 - End User Training6 daysTue 18-08-21Tue 18-08-2825Prepare User Training Documentation3 daysTue 18-08-21Thu 18-08-23Client Staff,Client System Admin26User Training3 daysFri 18-08-24Tue 18-08-28Client System Admin27Acceptance Form F - Training and Documentation0 daysMon 18-10-01Mon 18-10-01Client Sponsor,Client System Admin,PM Project Manager 128Phase 6 - Quality Assurance and End User Training30 daysMon 18-10-01Fri 18-11-0929Quality Assurance2 daysMon 18-10-01Tue 18-10-02Client System Admin30UAT20 daysFri 18-10-05Thu 18-11-01Client Staff,Client System Admin31Go-Live Checklist Review1 dayFri 18-11-02Fri 18-11-02Client System Admin,PM Project Manager 132Client staff training5 daysMon 18-11-05Fri 18-11-0933Acceptance Form E - System and Functional Acceptance Testing 0 daysMon 18-11-12Mon 18-11-12Client Sponsor,Client System Admin,PM Project Manager 134Phase 7 - Go-Live and Support47 daysTue 18-11-13Thu 19-01-1735Go-Live Preparations1 dayMon 19-01-14Mon 19-01-14Client System Admin,PM Implementation 136Go-Live0 daysTue 18-11-13Tue 18-11-13Client Finance,Client IT,Client Sponsor,Client Staff,Client System Admin,PM Implementation 1,PM Import Resource37Go-Live Assistance3 daysTue 19-01-15Thu 19-01-17Client System Admin,PM Implementation 138Phase 8 - Post Implementation Support3 daysTue 19-01-29Thu 19-01-3139Support Handoff1 dayTue 19-01-29Tue 19-01-29Client System Admin,PM Project Manager 1,PM Support40Finalize Project Documentation1 dayThu 19-01-31Thu 19-01-31PM Project Manager 141Acceptance Form G - Go-Live0 daysThu 19-01-31Thu 19-01-31Client Sponsor,Client System Admin,PM Project Manager 1'18 Feb 25Page 1
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5.7.2 Recommended Project Schedule
PerfectMind has provided a recommended project schedule to reduce concerns outlined in the requested
project completion date.
ID Task NameDuration Start Finish Resource Names0La Quinta, CA188 daysTue 18-05-15Thu 19-01-311Phase 1 - Project Kickoff3 daysTue 18-05-15Thu 18-05-172Contract Sign0 daysTue 18-05-15Tue 18-05-15Client Sponsor3Review Documentation (RFP, Client Docs)1 dayTue 18-05-15Tue 18-05-15PM Implementation 1,PM Project Manager 14Kickoff Prep1 dayWed 18-05-16Wed 18-05-16PM Project Manager 15Kickoff Call1 dayThu 18-05-17Thu 18-05-17Client Finance,Client IT,Client Sponsor,Client System Admin,PM Project Manager 16Create Live Environment1 dayTue 18-05-15Tue 18-05-15PM Implementation 17Acceptance Form A - Project Kickoff0 daysTue 18-05-15Tue 18-05-15Client Sponsor,Client System Admin,PM Project Manager 18Phase 2 - Project Initiation7 daysFri 18-05-18Mon 18-05-289Discovery Prep1 dayFri 18-05-18Fri 18-05-18PM Implementation 1,PM Project Manager 110Discovery Session3 daysMon 18-05-21Wed 18-05-23Client Finance,Client IT,Client Sponsor,Client System Admin,PM Implementation 1,PM Project Manager 111Discovery Summary3 daysThu 18-05-24Mon 18-05-28PM Implementation 112Create Project Plan1 dayThu 18-05-24Thu 18-05-24PM Project Manager 113Acceptance Form B - Project Initiation0 daysThu 18-05-24Thu 18-05-24Client Sponsor,Client System Admin,PM Project Manager 114Phase 3 - System Admin Training and Configuration80 daysFri 18-06-01Thu 18-09-2015Database Setup3 daysFri 18-06-01Tue 18-06-05PM Implementation 116System Admin Training11 daysThu 18-06-21Thu 18-07-05Client System Admin,PM Implementation 117Client Configuration Homework55 daysFri 18-07-06Thu 18-09-20Client System Admin18Acceptance Form C - Software Configuration & Reports0 daysThu 18-09-20Thu 18-09-20Client Sponsor,Client System Admin,PM Project Manager 119Phase 4 - Data Migration49 daysFri 18-05-25Wed 18-08-0120Prep for Import21 daysFri 18-05-25Fri 18-06-22Client System Admin,PM Import Resource21Import7 daysMon 18-06-25Tue 18-07-03PM Import Resource22Import Validation21 daysWed 18-07-04Wed 18-08-01Client System Admin,PM Import Resource23Acceptance Form D - Data Conversion0 daysThu 18-09-20Thu 18-09-20Client Sponsor,Client System Admin,PM Project Manager 124Phase 5 - End User Training6 daysFri 18-09-21Fri 18-09-2825Prepare User Training Documentation3 daysFri 18-09-21Tue 18-09-25Client Staff,Client System Admin26User Training3 daysWed 18-09-26Fri 18-09-28Client System Admin27Acceptance Form F - Training and Documentation0 daysMon 18-10-01Mon 18-10-01Client Sponsor,Client System Admin,PM Project Manager 128Phase 6 - Quality Assurance and End User Training56 daysTue 18-10-02Tue 18-12-1829Quality Assurance3 daysTue 18-10-02Thu 18-10-04Client System Admin30UAT40 daysTue 18-10-09Mon 18-12-03Client Staff,Client System Admin31Go-Live Checklist Review1 dayTue 18-12-04Tue 18-12-04Client System Admin,PM Project Manager 132Client staff training10 daysWed 18-12-05Tue 18-12-1833Acceptance Form E - System and Functional Acceptance Testing 0 daysTue 18-12-18Tue 18-12-18Client Sponsor,Client System Admin,PM Project Manager 134Phase 7 - Go-Live and Support20 daysThu 18-12-20Thu 19-01-1735Go-Live Preparations1 dayMon 19-01-14Mon 19-01-14Client System Admin,PM Implementation 136Go-Live0 daysThu 18-12-20Thu 18-12-20Client Finance,Client IT,Client Sponsor,Client Staff,Client System Admin,PM Implementation 1,PM Import Resource37Go-Live Assistance3 daysTue 19-01-15Thu 19-01-17Client System Admin,PM Implementation 138Phase 8 - Post Implementation Support3 daysTue 19-01-29Thu 19-01-3139Support Handoff1 dayTue 19-01-29Tue 19-01-29Client System Admin,PM Project Manager 1,PM Support40Finalize Project Documentation1 dayThu 19-01-31Thu 19-01-31PM Project Manager 141Acceptance Form G - Go-Live0 daysThu 19-01-31Thu 19-01-31Client Sponsor,Client System Admin,PM Project Manager 1'18 Feb 25Page 1
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5.8 Transition to Production
PerfectMind’s transition plan works within a hard go-live methodology in which the City will be using their
current system while the PerfectMind solution is being implemented and tested. Once the City feels
comfortable with the PerfectMind installation and signs off on the user acceptance testing milestone, they
will be switched over from their current system to PerfectMind’s platform on a specific go-live date.
PerfectMind provides post-implementation support after go-live in order to ensure a seamless transition
to the new system.
PerfectMind has the ability to take a phased approach to implementation if desired by the City; however
our preference is to switch all modules over at the same time in order to fully test and practice on the
system and take a client through all required work processes.
5.9 Project Team
The following table provides an outline of the PerfectMind staff and percentage of time dedicated to the
project. Most project roles will be assigned upon notification of project award based on current utilization
and availability.
Project Role Brief Description of Project Responsibilities
% Time
Dedicated to
Project
Project Sponsor Serves as escalation point; oversees project team. 5-10%
Project Manager Oversees entire project from Discovery to Go-Live. 60-80%
Implementation Consultant
Conducts business process review, provides
configuration training and configuration assistance.
Resource will be available through Go-Live.
60-80%
Trainer
Conducts training on the use of PerfectMind as it
applies to client staff. Provides train-the-trainer
training as well as training documents. Assists with
training curriculum.
15-20%
System Engineer Responsible for design and technical
implementation, including workflows. 60-80%
Service Manager Responsible for training of client administrator and
client product champions. 60-80%
Quality Assurance Analyst Responsible for building a test plan, test cases and
executing a test plan. 60-80%
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Technical Support Manager Provides 24/7/365 technical support. 100%
Development Manager Development requirements. 15-20%
Project Team Organization Chart
5.10 City Role in Implementation
The City’s team will be involved in all aspects of PerfectMind implementation. PerfectMind ensures the
core admin team at the City has the knowledge necessary to customize and configure the application post
implementation phase to satisfy ever evolving business needs.
If data migration is required, the City would be responsible for providing and cleaning up data extracted
from the legacy application. City staff will also be involved in data entry for some records. More details of
the migration plan will be discussed during the discovery stage.
For training, the City will be responsible for organizing staff necessary to attend the training session.
PerfectMind follows the train-the-trainer methodology, so upon completion of the training for trainers,
the trainers (City Staff) are responsible to complete the training for other resources in the organization.
City staff will also be involved in User Acceptance Testing prior to Go Live to ensure all business processes
for the City are configured in PerfectMind to the City’s satisfaction.
City Staff Requirements
The following table provides an estimate of the percentage of time City staff are expected to be dedicated
to the project during the time they are required to assist with implementation; this will be refined after a
thorough Discovery session with the City. PerfectMind assumes that these staffing resources and any
required hardware resources will be available when and as they are needed. Typically, PerfectMind will
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block 1 week at a time with staff for training, during which time they are required to be 100% dedicated
to the project. The number of total weeks needed will vary depending on client size and project scope.
Staff Dedicated to
Project Brief Description of Project Responsibilities
% Time
Dedicated to
Project
SMALL
Project Manager Main point of contact with PerfectMind’s implementation
team; responsible for all project communication. Oversees
project from start to finish; responsible for overall success of
the project.
45%
Power Users Consists of users from different functions, each contributing to
the implementation project with their area of expertise such as
program registration, facility booking, POS sales, equipment
rental, etc. Power users will receive admin training, and they
will be responsible for training the rest of the client staff.
50%
Finance Work with PerfectMind’s implementation team on accounting
settings, GL accounts, and reports to ensure client’s accounting
and financial needs are met and accounts are balanced.
40%
Information
Technology
Work with PerfectMind’s implementation team to configure
current hardware and work on customer integrations as
needed, and work on configuring new hardware, if applicable.
40%
Leadership To provide support on the implementation project and change
management.
5%
Project Sponsor To provide support on the implementation project and change
management, as well as make important project decisions such
as change of go-live date, delivery of training (onsite vs remote),
and staffing needs.
5%
Program Registration To work with the PerfectMind team to ensure programs and
courses are entered correctly, and, if applicable, work on
brochure export with the assistance of the PerfectMind team.
40%
End Users The end users of the PerfectMind solution who are not a part of
the core project team: front desk staff, volunteers, instructors,
administrators, IT, accounting, and other user groups .
40%
5.11 Project Assumptions
Project assumptions are listed below; these will be discussed in more detail during the Discovery phase.
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• Project staff / IT resources will be available when and as they are needed.
• Required hardware resources will be available when and as they are needed.
• Issues will be identified and resolved in a timely manner.
• Business needs will support the execution of the project.
• Subscription fee will be based on the number of locations and total revenue for the previous year the
contract is signed.
5.12 Documentation
All implementation and training documentation will be provided to the City in soft copy or online format.
PerfectMind’s implementation team will provide the City with an organized list of the material during the
Configuration stage (Configuration Handbook) and after End User training. All documentation can be
printed and distributed to staff members as needed. The City is encouraged to browse
help.perfectmind.com for an example of PerfectMind’s online documentation, which includes in-depth
help files and FAQs.
Online Help Screen
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6 Cost Estimate
6.1 Standard Pricing
Unlike “transaction-based” pricing models, which come at a significantly higher cost with every
transaction, PerfectMind’s tiered pricing is simple and affordable. Our “usage-based” pricing is built based
on the usage of the system by your organization. Usage is calculated by using your initial estimated annual
revenue; this way we ensure to provide you with the most competitive and fair pricing model.
Standard Annual Fee
Your annual fee will remain the same for the duration of your contract, even in the event your revenue
increases. PerfectMind’s standard subscription includes feature updates and 24/7/365 support for no
additional cost.
Users
PerfectMind is a profile-based platform as a service (PaaS) solution that can accommodate thousands of
users (e.g. full-time, part-time employees) all logged in simultaneously. Your licensing will include an
unlimited number of users allowing all your staff, instructors, coaches and, or volunteers to fully utilize
the system with no additional cost.
Group Discount Pricing
PerfectMind employs a Group Pricing Discount Program in the event other organizations are interested in
obtaining and utilizing PerfectMind’s software. A group discount will be processed if we receive the
referral, along with a letter of intent from the interested parties within one hundred and twenty days of
signing the contract from the initial organization. Beneficial and helpful, PerfectMind wants to support
your community and others with our group pricing discount option.
Project Payments
Payments are based on project milestones and deliverables. Once milestones are successfully reached
and signed-off, payments are due as agreed upon in the payment schedule. Payment schedules are
developed during the Discovery phase.
6.2 Platform Pricing
PerfectMind uses a sliding algorithm that places your revenue in the precise location within the chart
below. This calculates the exact percentage that will be used to obtain the annual subscription cost for
your organization.
PerfectMind has determined your organization’s “usage-rate” based on the City of La Quinta’s details.
PerfectMind is using a flat rate which corresponds to your revenue amount of $150,000.
The total annual subscription cost of PerfectMind’s platform for the City of La Quinta is: $4,000.00
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6.3 Implementation Pricing
PerfectMind’s Implementation project is comprised of the following milestones:
1. Project Kickoff
2. Discovery (requirement gathering)
3. Configuration (system setup)
4. Data Migration (data conversion from legacy system to PerfectMind)
5. Training (staff training and access to training library)
6. User Acceptance Testing
7. Go-Live (switch over to PerfectMind)
All pricing for Professional and Implementation services is an estimate based on PerfectMind’s best
understanding of your business and on what work is required to ensure a successful project.
Implementation Item Service Hours Hourly Unit
Rate Price
Project Management 6 $150 $900.00
Discovery 8 $125 $1,000.00
Configuration 16 $125 $2,000.00
Training 0 $150 $1,375.00
Data Migration and Validation (Partial) TBD $150 TBD
Go-Live 5 $150 $750.00
Total One-Time Implementation Cost $6,025.00
On-Site Professional Services Pricing
Cost of Travel
(includes accommodation, transportation, food, and insurance)
$550/day + Flight Cost
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Professional Services Pricing
PerfectMind’s implementation is completed as a fixed-cost project. If any additional hours are required
to complete items outlined in the scope of work identified during the discovery phase, PerfectMind does
not charge additional fees for those extra hours to complete the project.
However, if additional features are requested or if project scope changes from the initial discovery phase,
our hourly rates for professional services are:
Role Hourly Rate
Professional Services $150
Project Management $150
Programmer/Analyst $250
Technical Support Analyst $150
Training (Post Go-Live) $150
6.4 Pricing Summary
Resource Cost Description Amount
Subscription License Annual $4,000.00
Implementation One-time $6,025.00
Total Year 1 Cost $10,025.00.00
Total Year 2 Cost $4,000.00
Total Year 3 Cost $4,000.00
Total Year 4 Cost $4,000.00
Total Year 5 Cost $4,000.00
Total Cost Years 1-5 $26,025.00
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7 References
With over 3,000 projects successfully completed and implemented in the last five years, below are some
of PerfectMind’s client references:
Client Name City of Richmond Olympic Oval
Client Address 6111 River Road, Richmond, BC, V7C 0A2
Reference Name & Title Hussein Kurji, IT Program Manager
Reference Phone 1 (604) 837-9808
Reference Email hkurji@richmondoval.ca
Project Manager Nima Jazbi
Project Scope
The Richmond Olympic Oval is a $180,000,000.00 multi-indoor sports
arena facility constructed for the 2010 Olympic Winter Games that hosts
multiple and various programs including a museum, sports leagues,
activities, and classes. PerfectMind has implemented a comprehensive
system that encompasses all of the above elements in compliance and
coordination with the City’s requirements and work processes. Richmond
Olympic Oval uses PerfectMind to manage their clients for facility
booking, activity registration, memberships, and point of sale items. There
is also a retail store and an Olympic museum located inside the facility.
Implementation Start Winter 2014
Go-Live Summer 2015
Client Name Los Gatos-Saratoga Community Education and Recreation
Client Address 123 E Main St, Los Gatos, CA 95030
Reference Name & Title Harrison Paist, Finance Manager
Reference Phone 1 (408) 207-4905
Reference Email hpaist@lgsrecreation.org
Project Manager Nima Jazbi
Project Scope
Los Gatos-Saratoga Community Education and Recreation was formed in
1956 by the Los Gatos-Saratoga Union High School District. Commonly
known as “LGS Recreation”, the department ensures the effective and
efficient provision of community education and recreation services to the
communities of Los Gatos, Saratoga, Monte Sereno and Mountain
communities. Los Gatos-Saratoga Community Education and Recreation
uses PerfectMind to manage their courses, facility bookings, rentals,
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memberships, and point of sale items. Their project also includes a
summer school program and child care module.
Implementation Start Fall 2015
Go-Live Winter 2015
Client Name City of Medicine Hat
Client Address 2000 Division Ave NW, Medicine Hat, AB T1C 1X9
Reference Name & Title Natalie Sauer, Superintendent of Recreation
Reference Phone 1 (403) 529-8344
Reference Email natsau@medicinehat.ca
Project Manager Robert Thomasson
Project Scope
With 3 large recreation centers and several smaller facilities including
swimming pools and ice rinks, the City of Medicine Hat provides a diverse
recreation program for their community. The City of Medicine Hat uses
PerfectMind to manage their clients for facility booking, activity
registration, memberships, and point of sale items.
Implementation Start Winter 2015
Go-Live Spring 2016
Client Name City of West Des Moines
Client Address 4200 Mills Civic Parkway, West Des Moines, IA 50265
Reference Name & Title Allison Ullestad - Recreation Coordinator
Reference Phone 1 (515) 222-3455
Reference Email allison.ullestad@wdm.iowa.gov
Project Manager Robert Thomasson
Project Scope
The City of West Des Moines is one of the fastest growing communities in
Iowa. The City provides a wide variety of recreational services including
operating a full service community center, softball complex, baseball
complex, two outdoor aquatic centers, spray grounds, and nature lodge.
Program areas include adult sports, aquatics, fitness, youth, seniors, and
cultural arts. The City of West Des Moines uses PerfectMind for activity
registration, private and drop-in classes, facility booking, childcare,
reporting, memberships, and point of sale items.
Implementation Start Spring 2015
Go-Live Summer 2015
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8 Contract Litigation
PerfectMind has no past or ongoing contract failures, any civil or criminal litigation or investigation
pending within the last five years.
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9 Warranty
PerfectMind represents and warrants to the City of La Quinta that (a) the Platform will perform materially
in accordance with the documentation therefor under normal use and circumstances; (b) the Professional
Services will be performed in a diligent and workmanlike manner consistent with standards generally
observed in the industry for similar services, and the Work Product will materially conform to the
Statement of Work upon acceptance, and PerfectMind will use all commercially reasonable efforts to
remedy any material non-conformance of the Work Product to the Statement of Work in an expeditious
manner; and (c) the functionality of the Platform will not be materially decreased during the Term, subject
to the other provisions of the Agreement. For clarity, PerfectMind will not be responsible for and the
warranties provided by PerfectMind do not apply to situations where improper or inadequate installation
or maintenance of software or hardware that the City of La Quinta uses to access or utilize, or otherwise
in connection with, the Platform or Customer Data, or failure to properly configure the Platform for use
in connection with such hardware or software is the cause of a failure or malfunction.
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10 Subcontractors
PerfectMind does not plan to utilize subcontractors for the purposes of this project; however if this
changes, PerfectMind will obtain the City’s consent and approval.
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11 Exceptions to Contract Terms
PerfectMind has reviewed the City’s Master Software License Agreement.
PerfectMind’s exceptions to the City of La Quinta’s terms and conditions are provided in the following
table. PerfectMind is open to negotiate on the terms of the contractual agreement to satisfy both the City
of La Quinta and PerfectMind.
Page # Term Proposed Change / Comment
Pg 1 1 Definitions (b)
Note to City. Vendor provides software as a service (SaaS). Therefore,
there won't be any software installation. However, the implementation
process will be subject to a similar process for phases by phase
completion by Vendor and acceptance by City.
Pg 1 2 License (b) Exception. Delete the word "perpetual". In a SaaS model, the license
will be for the terms of the agreement.
Pg 1 2 License (d)
Note to City. As a SaaS offering, City will not have access to "copies" of
the software. City will have access to a separate test/training
environment, apart from the production environment.
Pg 2 2 License (f)
Exception. This section is to be deleted. In a SaaS model, City will not be
able to produce any derivative work. All fixes, improvements, etc. will
be developed by and owned by Vendor.
Pg 2 2 License (g)
Exception. Almost all manuals will be provided on-line. User Manuals.
Vendor shall provide City with a minimum of three (3) paper copies and
one (1) CD copy of the user manuals, and the manuals shall be updated
with each new release of the Software and shall be updated no less
than annually.
Pg 2 2 License (g) Exception: Insert "acting reasonably" after "City"
Pg 2
3 Delivery,
Installation, Data
conversion,
Testing and
Acceptance
Exception. Please reference our included Contract, specifically Exhibit B
for our approach.
Pg 2 3 (b) Installation
Note to City. Vendor provides software as a service (SaaS). Therefore,
there won't be any software installation. However, the implementation
process will be subject to a similar process for phases by phase
completion by Vendor and acceptance by City.
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Pg 3 3 (e) Testing
Exception. As noted previously, is the SaaS model there will be phase by
phase completion, testing where applicable, and acceptance. This
section needs to be revised to reflect that process.
Pg 4 7 Warranty Period
Note to City. Under the SaaS model, the warranty will provided
according to the SLA, and software maintenance is included in the
annual subscription (license) fee.
Pg 8 8 Indemnification
Exception: Vendor expects to have an exclusion of liability provision
excluding liability for consequential, indirect and other remote
damages, and a limitation of liability provision capping the maximum
liability of the parties to a figure that is commensurate with a value of
the contract.
Pg 4 9 Insurance
Exception. Vendor has Worker’s Compensation insurance in accordance
with all the statutory requirements of the Province of British Columbia,
Canada, relating to worker’s compensation insurance and the limits
therein. Vendor's employees who will perform the professional
services will have coverage under Vendor’s worker’s compensation
insurance while working on site for City.
Pg 5 10 Source Code
Note to City. Please reference the following where we indicate our
agreement to enter into Source Code Escrow.
Software Source Code Escrow. Concurrent with the execution of this
Agreement, PerfectMIND will deposit a source code version of the
software component of the Platform other than any third party
software (the “Software”) with all necessary passwords and software
keys (the “Source Code”) with a third party escrow holder (the “Escrow
Holder”). PerfectMIND will update the Source Code with all
Enhancements and new releases and with any bug fixes or
workarounds provided to Customer. The annual escrow fees will be
borne entirely by Customer. The escrow agreement for the Source
Code deposit will name Customer as beneficiary and will provide for the
release of the Source Code to Customer if PerfectMIND becomes
insolvent; if any proceedings are commenced or taken for the
dissolution, liquidation or winding up of PerfectMIND; or if a trustee,
receiver or other person with similar powers is appointed in respect of
PerfectMIND in respect of all or a substantially all of its property or
assets; or if PerfectMIND ceases to carry on all or substantially all of its
business; or if any proceedings involving PerfectMIND involving its
bankruptcy or insolvency are taken under any legislation dealing with
insolvency are taken under any legislation dealing with creditor’s rights;
or PerfectMIND makes any assignment or proposal in bankruptcy or
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 41
any other assignment or proposal for the benefit of creditors (“Release
Conditions”). PerfectMIND will have a forty-five (45) day cure period to
rectify any of the foregoing Release Conditions after the receipt of a
written notice from Customer. Upon the release of the Source Code to
Customer, Customer will only use the Source Code in accordance with
this Agreement and will only use the Source Code internally for the
purpose of providing maintenance, and support for, or to add
functionality to the Software. PerfectMIND covenants that the Source
Code, and all Enhancements, new releases, updates, bug fixes and
workarounds deposited into escrow will include all documentation and
materials necessary for a competent programmer to compile, verify,
maintain, and support the Source Code.
Pg 5 10 Source Code
Para 2 Exception. The cost of escrow will be paid by City.
Pg 5 11 (b)
Termination
Exception: Termination for convenience is not acceptable and should
be deleted. Vendor's business model and pricing requires a multi-year
commitment.
Pg 6 14 (a) Complete
Agreement
Exception. PerfectMind is willing to insert our response to the City’s
Technical Matrix into the final agreement. Other portions of the RFP
response utilize marketing terms or imagery which aren’t necessarily
suitable for a contract
Pg 9
14 (n) Prohibition
against
Assignment
Exception: Insert "Notwithstanding the foregoing Vendor may assign
this Agreement to (i) a parent or subsidiary; (ii) an acquirer of
substantially all of its assets; or (iii) a successor by merger or
acquisition, on written notice to City."
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 42
12 Sample Contract
PerfectMind's sample Software as a Service and Professional Services Agreement is included on the
following pages. PerfectMind is open to negotiate on the terms of the contractual agreement to
satisfy both the City of La Quinta and PerfectMind.
SOFTWARE AS A SERVICE & PROFESSIONAL SERVICES AGREEMENT
BETWEEN
PERFECTMIND INC.
AND
CITY OF __________ ________
DATED: ________, 2018
TABLE OF CONTENTS
PART 1 —DEFINITIONS AND INTERPRETATION ........................................................................................... 1
PART 2 —LICENSE ................................................................................................................................................... 3
PART 3 —PROFESSIONAL SERVICES................................................................................................................. 4
PART 4 —FEES AND PAYMENTS ......................................................................................................................... 6
PART 5 —USE OF THE PLATFORM ..................................................................................................................... 7
PART 6 —CONTENT, INTELLECTUAL PROPERTY AND PRIVACY ......................................................... 11
PART 7 —TERM AND TERMINATION .............................................................................................................. 13
PART 8 —CONFIDENTIALITY ............................................................................................................................ 14
PART 9 —WARRANTIES, DISCLAIMERS, INDEMNITIES AND LIABILITY ............................................ 15
PART 10 —GENERAL ............................................................................................................................................. 18
Exhibits:
Exhibit A – Platform Use Fees
Exhibit B – Statement of Work
Exhibit C – PerfectMind Rates for Professional Services
Exhibit D – Service Levels
Exhibit E – Platform Features and Functionalities
CONFIDENTIAL
1
SOFTWARE AS A SERVICE & PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is dated __________, 2018
BY AND BETWEEN:
PerfectMind Inc.
(“PerfectMind”), a British Columbia
corporation having an office at:
AND City of _____ ___
(“Customer”), a ____________
corporation having an office at:
2nd Floor, 4333 Still Creek Drive
Burnaby, British Columbia
V5C 6S6
__________________
____________, _______
WHEREAS PerfectMind wishes to license to Customer, and Customer wishes to use and license
from PerfectMind, the Platform (as defined herein) on the terms and conditions set out in this
Agreement;
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,
the parties agree as follows:
PART 1—DEFINITIONS AND INTERPRETATION
1.1 Definitions. In this Agreement, unless the context otherwise requires, capitalized
terms will have the meaning assigned to them herein, including the following:
(a)“Account” has the meaning set out in §5.6;
(b) “Account-holder” means an individual designated by Customer to whom an Account is
issued;
(c)“Applicable Laws” means all applicable laws and regulations, including all applicable
local, provincial, state, national and foreign laws, treaties and regulations as well as orders of
courts or laws, regulations, by-laws or ordinances of applicable governmental agencies;
(d) “Claims” means liabilities, actions, proceedings, claims, causes of action, demands, debts,
losses, damages, charges and costs, including reasonable legal costs, any amount paid to settle
any action or to satisfy a judgment and expenses of any kind and character whatsoever incurred
in connection therewith;
(e)“Confidential Information” has the meaning set out in §8.1;
(f)“Content” means all materials and content, including designs, editorials, text, graphics,
audiovisual materials, multimedia elements, photographs, videos, music, sound recordings,
reports, documents, software, information, formulae, patterns, data and any other work, and
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“Customer Content” is Content entered, uploaded or inputted into the Platform by or on behalf
of Customer;
(g) “Customer Data” means information, materials, or data, including Customer Content,
entered, uploaded or inputted into the Platform by or on behalf of Customer;
(h) “Enhancement” means enhancements, developments, modifications, updates, additions
and improvements made to the Platform, other than New Features and Functions;
(i) “Force Majeure” means circumstances beyond a party’s reasonable control, including
without limitation, acts of God, acts of government, flood, fire, earthquakes, civil unrest, acts of
terror, strikes or other labour problems, or Internet service provider failures or delays, or hosting
service provider failures or delays;
(j) “Intellectual Property Rights” means any and all (i) proprietary rights provided under
patent law, copyright law, trade-mark law, design patent or industrial design law, semi-conductor
chip or mask work law, or any other applicable statutory provision or otherwise arising at law or
in equity, including, without limitation, trade secret law, that may provide a right in works,
software, source code, object code, marks, ideas, formulae, algorithms, concepts, methodologies,
techniques, inventions, or know-how, or the expression or use thereof, (ii) applications,
registrations, licenses, sublicenses, agreements, or any other evidence of a right in any of the
foregoing, and (iii) past, present, and future causes of action, rights of recovery, and claims for
damage, accounting for profits, royalties, or other relief relating, referring, or pertaining to any of
the foregoing;
(k) “New Features and Functions” means any update, revision, new version, new module or
upgrade of the Platform made available by PerfectMind from time to time (i) that adds new
functions or features to the Platform and (ii) for which PerfectMind charges a fee to its customers
in order to obtain same;
(l) “PerfectMind Privacy Policy” means PerfectMind’s privacy policy made available at
http://www.perfectmind.com/academy/privacy as amended from time to time;
(m) “PerfectMind Technology” means (i) any concepts, inventions, systems, processes,
techniques, methodologies, know-how, data, tools, templates, technology (including software in
executable code and source code), documentation or any other information, data or materials,
and any expressions of the foregoing, developed by, owned by, or licensed to, PerfectMind; and
(ii) the Work Product;
(n) “Permitted Purpose" means managing and operating Customer’s facilities located in the
City of ____, _________, including customer relationship management, facility bookings,
membership sales, point of sale transaction processing and scheduling;
(o) “Platform” means the software and supporting hardware platform known as
“PerfectMind” that is owned and operated by PerfectMind, and that will be made available to
Customer as a service under this Agreement via a designated website or websites as may be
designated by PerfectMind, from time to time, together with the related documentation, Content
(other than Customer Content and Customer Data) and end user materials delivered therewith;
CONFIDENTIAL
3
(p) “Professional Services” has the meaning set out in §3.1;
(q) “Statement of Work” has the meaning set out in §3.1;
(r) “Term” has the meaning set out in §7.1; and
(s) “Work Product” means all improvements, enhancements and derivatives thereto
developed by PerfectMind for the purposes of providing the Professional Services under this
Agreement or otherwise and any and all other work products developed by PerfectMind for the
purposes of providing the Professional Services under this Agreement.
1.2 Interpretation. In this Agreement, unless expressly stated otherwise or the
context otherwise requires, (a) headings and captions are for convenience only and will not be
deemed to explain, limit or modify the provisions hereof, (b) the word “including”, when
following a general statement or term, is not to be construed as limiting the general statement or
term (whether or not used in connection with phrases such as “without limitation” or “but not
limited to”) and the word “or”, when connecting two or more matters, will not imply an
exclusive relationship between the matters, (c) a reference to a “person” or “entity” means an
individual, corporation, body corporate, firm, limited liability company, partnership, syndicate,
joint venture, society, association, trust or unincorporated organization or governmental authority
or trustee, executor, administrator or other legal representative, including any successor to that
person, (d) a word importing the masculine gender includes the feminine and neuter, a word in
the singular includes the plural, a word importing a corporate entity includes an individual, and
vice versa, (e) words, phrases and acronyms not otherwise defined herein that have a meaning
commonly understood and accepted by persons familiar with the Internet and computing services
professionals will be interpreted and understood to have that meaning herein, and (f) in the event
of any conflict or inconsistency between the terms of this Agreement and the terms of the
Exhibits hereto, the terms of the Exhibits hereto will prevail to the extent necessary to resolve
such conflict or inconsistency.
PART 2—LICENSE
2.1 License. PerfectMind grants to Customer a non-exclusive, non-transferable, right
and limited license, only during the Term, to access and use the Platform for the Permitted
Purposes only. All rights not expressly granted to Customer are reserved by PerfectMind and, if
applicable, its licensors.
2.2 Complete Software; Enhancements. Upon completion of the Professional
Services described in the Statement of Work attached to this Agreement as Exhibit B, the
Platform with the features and functionalities described in Exhibit E attached to this Agreement
will be configured and made available to Customer for access and use by Account-holders.
Customer agrees that its entry into this Agreement is not contingent on the delivery of any future
functionality or features by PerfectMind. PerfectMind may, from time to time and its sole
discretion, update the Platform (including the underlying server software or hardware) or
otherwise offer Enhancements, which Enhancements will form part of the Platform being
licensed and provided hereunder without further payment by Customer. PerfectMind will use
commercially reasonable efforts to (a) ensure that such Enhancements are compatible with and
CONFIDENTIAL
4
will not adversely affect or reduce the functionality, performance, availability and accessibility
of the Platform, and (b) to the extent that such Enhancements do so adversely affect the Platform
and Customer notifies PerfectMind of same, restore or reinstate the Platform or parts of it
causing the adverse effects to its or their status prior to the Enhancement, as soon as may be
reasonable and practicable in the circumstances. Notwithstanding any Enhancements or other
changes to the Platform, PerfectMind will maintain the functionality of the Platform so it is
always materially equal to or better than the functionality of the Platform as of the date that
Customer first commences using the Platform.
2.3 New Features and Functions. PerfectMind may, from time to time and in its
sole discretion, develop and offer New Features and Functions that will not form part of the
Platform licensed hereunder and may be provided and licensed separately to Customer for an
additional fee. For clarity, in no event will PerfectMind be obligated to provide any New
Features and Functions free of charge.
PART 3—PROFESSIONAL SERVICES
3.1 Professional Services. Customer may, from time to time, request PerfectMind to
provide customization and deployment services and other related professional services in relation
to Customer’s use of the Platform (the “Professional Services”) and PerfectMind may, in its
discretion, agree to provide the Professional Services. Upon agreement on the particulars of the
Professional Services, including the fees payable by Customer to PerfectMind for the
Professional Services, such particulars shall be included in a statement of work (a “Statement of
Work”), which shall be signed by PerfectMind and Customer, and which shall form a schedule
to and be incorporated into and form part of this Agreement. To the extent that there is any
inconsistency between any provision in any Statement of Work and the rest of this Agreement,
the terms of such Statement of Work will prevail. Each Statement of Work may contain, unless
the parties agree otherwise, a description of the work to be conducted, the functional
requirements and technical specifications applicable to the work, the work schedule and
milestones, the deliverables and delivery schedule, acceptance criteria, and such other
information and additional terms and conditions as the parties may mutually agree upon. As of
the date of this Agreement, PerfectMind and Customer have agreed upon the Professional
Services described in the Statement of Work attached to this Agreement as Exhibit B.
3.2 Change Orders. Customer may, from time to time, request changes to the scope
of the Professional Services described in a Statement of Work. In response to any such request
from Customer, PerfectMind shall determine the feasibility of providing such changes and shall
estimate the increase in the total fees payable for providing such changes to the Professional
Services. Following receipt of PerfectMind’s response to Customer’s request, the parties shall
negotiate an amended Statement of Work which sets out the changes to the Professional Services
and the additional fees payable in respect thereof.
3.3 Customer’s Responsibilities. The work functions and tasks relating to the
Professional Services for which Customer or a third party shall be responsible shall be described
in the Statement of Work. Customer agrees to perform and cause the third party to perform such
work functions and tasks in a timely fashion. Customer agrees to provide or make available and
CONFIDENTIAL
5
cause any third party identified in the Statement of Work as being responsible for any function or
task in any way related to the Professional Services to provide or make available all information
reasonably requested by PerfectMind to perform the Professional Services. PerfectMind will not
be liable for loss or damage arising from reliance on any such information.
3.4 Project Teams. Each party will be solely responsible for staffing its project team
for the performance of the Professional Services by PerfectMind and relating work functions and
tasks by Customer as described in a Statement of Work. Each member of a project team will
possess skills and knowledge appropriate to the work functions to be performed by that team
member. Either party may, by way of replacement or addition, make changes to the personnel
assigned to its project team, provided that each replacement team member shall possess skills
and knowledge at least equivalent to the project-related skills and knowledge of the team
member being replaced. Each party shall appoint a project manager in respect of its project team.
The project managers shall be available for weekly meetings to review the progress of the
Professional Services.
3.5 Use of Customer’s Facilities. For Professional Services to be performed at the
Customer premises, Customer will provide all work space, facilities and support that are
reasonably requested by PerfectMind to perform such Professional Services, including without
limitation, secretarial support, telephone, and computer facilities.
3.6 No Liability for Others’ Failure to Perform. Customer agrees and
acknowledges that PerfectMind’s performance of the Professional Services will be conditional
upon, and subject to, Customer’s performance of its obligations hereunder and the performance
by any third party identified in the Statement of Work of its functions and task to the extent that
such functions and task relate to the Professional Services, and that PerfectMind will not be
liable or responsible, in any manner or to any extent, for any failure of PerfectMind to perform
all, or any part of, the Professional Services to the extent that any such failure is caused by a
failure of Customer to perform its obligations or the third party to perform its functions and
tasks.
3.7 Third Party Hardware/Software. Customer will be solely responsible for the
evaluation, selection, installation, implementation, compatibility, use and performance of and
results obtained from any hardware, systems software, utility software, security software,
telecommunication equipment or software, and applications software used in connection with the
Professional Services, unless (and only to the extent) otherwise expressly agreed in this
Agreement. Except as expressly provided in this Agreement, Customer and/or the third party
vendors of the software packages selected for use by Customer will be responsible for the
installation, acceptance and performance of the selected software packages.
3.8 Third Party Products. Where the Professional Services to be provided by
PerfectMind involve the acquisition by Customer of products of third parties, PerfectMind will
not be responsible for delays in the delivery of such products by third parties or for such
product’s faulty quality, defective performance, or failure to perform in accordance with
published specifications or accepted standards. PerfectMind will transfer to Customer any
transferable warranties provided to PerfectMind by third parties. PerfectMind makes no
CONFIDENTIAL
6
independent representations or warranties with respect to products provided by third parties.
Any third party warranties are the exclusive remedies of Customer with respect to such products.
3.9 Use of Subcontractors. Customer acknowledges that PerfectMind may engage
agents and subcontractors to perform any of the Professional Services described in a Statement
of Work. PerfectMind shall be responsible for the fulfilment of its obligations hereunder,
notwithstanding the performance of any of its obligations by its agents and subcontractors.
3.10 No Recruitment. Customer agrees that during the term of this Agreement, and
for a period of one (1) year thereafter, it will not, without the prior written consent of
PerfectMind, hire, retain or engage, or make an offer in respect of same to, any employee,
independent contractor or consultant of PerfectMind.
PART 4—FEES AND PAYMENTS
4.1 Platform Use Fees. Customer will pay all fees and charges in connection with
the use of the Platform in accordance with Exhibit A, which forms an integral part hereof and is
incorporated herein by reference.
4.2 Platform Use Billing. The fees payable by Customer for use of the Platform in
each twelve (12) month period is payable in advance at the beginning of such period.
PerfectMind will invoice Customer for such fees at the beginning of each 12 month period, and
Customer will pay each invoice within thirty (30) days after the date of the invoice; provided that
the entire fee for the first twelve-month period in the Term is payable and due upon the signing
of this Agreement. All amounts due by Customer hereunder will be paid, unless otherwise
expressly set out herein, without any deduction, adjustment or set-off whatsoever.
4.3 Taxes. Fees for use of the Platform do not include any taxes, and Customer
agrees to pay all applicable sales, use, value-added and other taxes or similar nature based on or
due as a result of any amounts paid to PerfectMind under this Agreement.
4.4 Late Payments. If PerfectMind does not receive payment in full of an invoice
within 30 days after the date of such invoice and Customer fails to make full payment within ten
(10) days after written notice of the non-payment is given by PerfectMind, Customer will be
deemed to be in default. Customer will pay any and all collection costs incurred by PerfectMind
in collection of outstanding debts. In addition to any other rights granted to PerfectMind herein
and available to PerfectMind at law or in equity, PerfectMind reserves the right to suspend the
Accounts and Customer’s right to use and access to the Platform if Customer is in default with
respect to its payment obligations. PerfectMind reserves the right to impose a reconnection fee
upon reactivation if any such suspension takes place.
4.5 Professional Services Fees. If the Professional Services are to be provided on a
fixed price basis, the Statement of Work will set out the total contract price, a payment schedule,
including the fees payable in respect of each deliverable and/or milestone, as applicable. If the
Professional Services are to be provided by PerfectMind on a time and materials basis, the rate(s)
in Exhibit C attached hereto will apply. PerfectMind may, from time to time and upon sixty (60)
days’ notice to Customer, amend the rate(s) for Professional Services. Per diem rates shall be
CONFIDENTIAL
7
based on a 7.5 hour day. Once a Statement of Work is signed by the parties, the rates structure in
effect at the time of the signing of the Statement of Work shall apply for the duration of the
project described in the Statement of Work. PerfectMind’s fees for Professional Services
(whether fixed or based on time and materials) do not include any travel, living or any other out-
of-pocket expenses incurred by PerfectMind or its subcontractors in providing Professional
Services. Customer will pay PerfectMind a flat rate of $550 per day per PerfectMind employee
or subcontractor who provides on-site Professional Services to Customer to cover
accommodation, meal, local transportation and other out-of-pocket expenses, except travel
(airfare) expenses. Customer will reimburse PerfectMind for all reasonable travel (airfare)
expenses incurred by PerfectMind’s to send its employees and subcontractors to Customer’s site.
All such travel (airfare) expenses for which PerfectMind seeks reimbursement will be supported
by documentation in a form reasonably acceptable to Customer.
4.6 Professional Fee Billing. PerfectMind will invoice Customer for the
Professional Services according to the payment terms specified in the Statement of Work, or if
no payment term is specified in the Statement of Work, on a monthly basis, and Customer will
pay each invoice within fifteen (15) days after receipt of invoice, unless the parties agree
otherwise in writing. Customer agrees to pay interest at the rate set out in the Statement of Work,
or if none specified at 1.5% per month, on any unpaid amounts from the date due to the date
upon which the balance is discharged, such interest to accrue from day to day and be
compounded on a monthly basis, unless the parties agree otherwise in writing. The fees for the
Professional Services to be performed pursuant to the Statement of Work attached hereto as
Exhibit B are set out and shall be due and payable to PerfectMind in accordance with the “Fee
payment schedule” section of Exhibit B, upon Customer’s receipt of PerfectMind’s invoices.
4.7 Taxes and Duties Relating to Professional Fees. All amounts payable in
respect of the Professional Services rendered by PerfectMind to Customer under this Agreement
will be exclusive of all shipping charges, insurance charges, customs duties, sales taxes, value-
added taxes, and any other like charges or taxes. Customer will be responsible for paying all
such charges and taxes in connection with the provision of the Professional Services under this
Agreement.
4.8 Currency. All prices in this Agreement are in United States (US) dollars.
PART 5—USE OF THE PLATFORM
5.1 PerfectMind Responsibilities. PerfectMind will provide the Platform in
accordance with the service levels set out in Exhibit D. PerfectMind will provide to Customer, at
no additional charge, the support for the Platform described in Exhibit D. PerfectMind will
comply with all Applicable Laws in the performance of this Agreement.
5.2 Training. PerfectMind will provide training to Customer’s staff during the
implementation period as provided in Exhibit B. This training may be in the form of in-
person/on-site training or remote/online training. Customer’s staff will also have access to all on-
line training materials made available by PerfectMind to its customers including live and pre-
recorded webinars. Customer may purchase additional training at PerfectMind’s posted standard
CONFIDENTIAL
8
hourly rate for professional services. For additional training purchased by Customer, Customer
will reimburse PerfectMind for all reasonable travel and other out-of-pocket expenses incurred
by PerfectMind’s employees and subcontractors in providing on-site training. All such expenses
for which PerfectMind seeks reimbursement will be supported by documentation in a form
reasonably acceptable to Customer.
5.3 Customer Responsibilities. Customer will (a) be responsible for Account-
holders’ compliance with all of the terms and conditions of this Agreement; (b) be solely
responsible for the accuracy, quality, integrity and legality of Customer Data, including
Customer Content, and of the means by which Customer Data is acquired and used, including
compliance with all personal information privacy laws and regulations and ensuring that no third
party Intellectual Property Rights are infringed; (c) use commercially reasonable efforts to
prevent unauthorized access to or use of the Platform, and notify PerfectMind promptly of any
such unauthorized access or use; and (d) use the Platform only for Permitted Purposes and in
accordance with the documentation therefor and all Applicable Laws.
5.4 Prohibited Conduct. Customer will not
(a) make the Platform available to anyone, or permit anyone to access the Platform,
other than Account-holders;
(b) license, sublicense, sell, resell, publish, republish, transfer, assign, distribute, rent,
lease or time-share the rights granted to Customer under this Agreement, or copy or
otherwise commercially exploit the Platform or its components in any way except in
accordance with the rights granted hereunder;
(c) use the Platform in any manner or for any purpose (i) that violates this Agreement,
(ii) that contravenes, facilitates the violation of, or violates any Applicable Laws; (iii)
that extracts, gathers, collects, or stores personal information about individuals except in
compliance with all applicable personal information privacy laws or that involves data
mining, robots or similar data gathering or extraction methods on individual’s personal
information without their express consent, or (iv) that interferes with or disrupts the
integrity or performance of the Platform, PerfectMind’s systems or networks or third-
party data of Content contained therein;
(d) attempt to gain unauthorized access to the Platform or its related systems or
networks;
(e) post, upload, reproduce, distribute or otherwise transmit on the Platform (i)
pyramid schemes, (ii) any material that contains a virus, cancelbot, Trojan horse, worm
or other harmful, disruptive or surreptitious component, (iii) defamatory, infringing,
indecent or unlawful software, materials or information, or (iv) inappropriate, profane,
or obscene software, materials or information without suitable or lawfully-required
access controls;
(f) alter, modify, reverse engineer, decompile, or disassemble, translate, extract data
structures from or otherwise attempt to extract the source code from the Platform or any
part thereof;
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9
(g) create derivative works based on the Platform or works containing a substantial
part of the Platform;
(h) copy, frame or mirror any part or content of the Platform;
(i) disable or circumvent any access control or related process or procedure
established with respect to the Platform;
(j) remove any copyright or other proprietary or Intellectual Property Rights notices
or labels on or in the Platform or any part, copy or report generated therefrom or
thereof;
(k) use the Platform to scan or probe another computer system, obstruct or bypass
computer identification procedures or engage in unauthorized computer or network
trespass without the express permission of the owners of such computer systems;
(l) access the Platform in order to (i) build a competitive product or service, or (ii)
copy any ideas, features, functions or graphics of the Platform;
(m) forge headers or otherwise manipulate any protocols or identifiers used in any
system or protocol in such a manner to disguise the origin of any Content transmitted
using the Platform;
(n) impersonate or falsely represent an association with any person, including a
PerfectMind representative, without the prior express, written permission of such
person; or
(o) permit any of the foregoing to be done by any person, including Customer’s
employees, contractors, agents, or representatives, including Account-holders.
5.5 Commercial Electronic Messages. All email messages that Customer sends
using the Platform will comply with all applicable anti-spam laws and regulations, including
those relating to commercial electronic messages. When using the Platform, Customer will
represent itself and/or its organization accurately and will not impersonate any other person,
whether actual or fictitious. Customer specifically agrees that (to the extent that the Platform
permits it, and it is within Customer’s control to do so) for all messages that Customer sends
using the Platform (i) the "from" line of the message will accurately and in a non-deceptive
manner identify Customer’s organization; (ii) the "subject" line of the message will not contain
any deceptive or misleading content regarding the overall subject matter of the message, and (iii)
the message will include the contact information of the Account-holder who sends the message
or another individual within Customer’s organization who may be readily contacted by the
recipient, and such contact information will remain valid for at least 60 days after the message is
sent. Customer will ensure that every message sent using the Platform will contain an
"unsubscribe" link that allows recipient to remove himself/herself/itself from Customer contact
list and specify an electronic address on the World Wide Web that can be accessed by the
recipient of the message for the purpose of unsubscribing. Customer will promptly, and in any
event no later than 10 days after the receipt of the request, give effect to any unsubscription
requests it receives. Customer may not charge a fee, require the recipient to provide any
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personally identifying information beyond an email address, or make the recipient take any step
other than sending a reply email or visiting a single page on an Internet website as a condition for
giving effect to an unsubscribe request. Customer acknowledges that Customer will be
responsible for maintaining and giving effect to the list of unsubscribe requests following
termination of this Agreement.
5.6 Account Use. PerfectMind will issue Accounts, or permit Customer to issue
Accounts, to individuals selected by Customer as Account-holders. Only Account-holders may
access or use the Platform and each Account-holder’s access to the Platform requires valid login
credentials, including at least user identification and secure passwords (each an “Account”).
The rights of an Account-holder may not be used by more than one individual, unless the
Account of the Account-holder is reassigned in its entirety to another Account-holder, in which
case the prior holder of the Account shall no longer have any right to access or use the Platform.
Customer acknowledges and agrees that Customer:
(a) is fully responsible for Accounts assigned by or at the request of Customer and the
acts and omissions of each Account-holder, including the creation of Account
credentials by any person, the maintenance, confidentiality and security of all passwords
related to Accounts, and any and all activities that occur under Accounts (including
persons who gain access to such Accounts, whether with or without permission);
(b) will notify PerfectMind as soon as practicable after obtaining or receiving any
knowledge of (i) any unauthorized use of an Account or any password related to an
Account, or (ii) any other breach of security with respect to an Account, provided that
such notification will not negate Customer’s liability for any unauthorized use of an
Account or password until such time as PerfectMind can be reasonably expected to take
corrective measures; and
(c) will provide true, current, accurate and complete information as prompted by the
Account-creation process or as otherwise requested by PerfectMind from time to time
and to promptly update such information when any changes occur so as to keep such
information held by PerfectMind true, current, complete and accurate.
5.7 Usage Limitations. The following provisions apply with respect to the Platform:
(a) General Practices and Limits. Customer acknowledges and agrees that
PerfectMind may establish from time to time general practices and limits concerning the
use of the Platform, including: the maximum size of any Customer Data, including
Customer Content, that may be stored on PerfectMind servers (the “Storage Limit”);
the maximum amount, speed and type of Customer Data, including Customer Content,
that may be sent from or received using the Platform (the “Usage Limit”). Such
general practices and limits may be posted on PerfectMind’s website or otherwise made
available through the Platform. Customer agrees that Customer’s usage may not exceed
such limits, and that it is Customer’s responsibility to monitor Account usage of the
Platform. PerfectMind covenants that the Storage Limit and the Usage Limit set for
Customer will not be less than the following:
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Minimum Storage Limit
• Storage: 80GB ($160 per month for every additional 80GB blocks of
storage)
Usage Limit
• Accountholders: ________
• Email: 25,000 emails per month ($200 per month for additional 50,000
emails
(b) Internet-based Software. The Platform depends on the Internet, including
networks, cabling, equipment and facilities that are not in PerfectMind’s control;
accordingly (i) any representation made by PerfectMind regarding access performance,
speeds, reliability, availability, use or consistency of the Platform, to the extent that they
are dependent on the underlying Internet services, are on a “commercially reasonable
efforts” basis, (ii) PerfectMind cannot guarantee any minimum level regarding actual
user performance, speed, reliability, availability, use or consistency based on factors
depending on the Internet, and (iii) content, data, messages, information or materials
sent over the Internet may not be completely private, and anonymity is not guaranteed.
PART 6—CONTENT, INTELLECTUAL PROPERTY AND PRIVACY
6.1 Reservation of Rights. All right, title and interest, including all Intellectual
Property Rights, in and to the Platform and PerfectMind Technology is and will at all times be
fully vested in PerfectMind or its licensors, as the case may be.
6.2 Third-Party Content—Content accessed or available through the Platform may
be owned by third-parties other than PerfectMind or Customer (collectively, “Third Party
Content”) and may be protected by applicable Intellectual Property Rights. During use of the
Platform, Customer may enter into correspondence with, purchase goods, hardware or services
from, or participate in promotions of advertisers or sponsors showing their goods or services
through the Platform. Any such activities, and any terms, conditions, warranties or
representations associated with such activities are solely between the applicable third party and
Customer. PerfectMind and its licensors shall have no liability, obligation or responsibility to
Customer for any such correspondence, purchases or promotions. Customer acknowledges and
agrees that Customer shall be solely responsible for obtaining necessary licenses, consent and
permits from third-party providers with respect to any Third Party Content or ancillary software,
hardware, or services that Customer may use in connection with its use of the Platform.
6.3 Feedback. From time to time during the term of this Agreement, Customer and
Account-holders may provide PerfectMind with comments, suggestions, ideas and impressions
of the Platform (“Feedback”). Customer acknowledges and agrees that, by disclosing such
Feedback to PerfectMind, the provider thereof will be deemed to have granted to PerfectMind a
royalty-free, worldwide, transferable, sub-licensable, non-exclusive, irrevocable and perpetual
license to use, modify, adapt, improve or incorporate such Feedback into the Platform. Customer
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acknowledges and agrees that the right to use the Platform is good and sufficient consideration
for any contributions, through the Feedback or otherwise, to the design, improvement, or
functionality of the Platform and the transfer to PerfectMind thereof.
6.4 Customer Data. PerfectMind does not claim ownership of, and assumes no
liability or responsibility with respect to, any Customer Data, including Customer Content. As
between PerfectMind and Customer, all right, title and interest (including Intellectual Property
Rights) in and to Customer Data will at all times be fully vested in Customer, except that, by
posting, uploading, inputting, providing, submitting, entering or otherwise transmitting Customer
Data to PerfectMind or any third party using the Platform, Customer agrees as follows:
(a) Customer will have thereby granted PerfectMind a royalty-free, non-exclusive,
worldwide, fully paid-up limited license to use, copy, distribute, transmit, display, edit,
delete, publish and translate such Customer Data to the extent reasonably required by
PerfectMind in connection with the functionality of the Platform and the performance of
this Agreement as well as to ensure adherence to or enforce the terms of this
Agreement;
(b) Customer, and not PerfectMind, will have sole responsibility for the accuracy,
quality, integrity, legality, reliability, appropriateness and Intellectual Property Rights of
all Customer Data, and PerfectMind will not be responsible or liable for the deletion,
correction, destruction, damage, loss or failure to store any Customer Data; and
(c) Customer will have thereby confirmed, represented and warranted to PerfectMind
that Customer has all rights, titles and interests (including all Intellectual Property
Rights as well as the power and authority necessary), to grant the license to such
Customer Data set above in subsection 6.4(a).
6.5 Privacy. PerfectMind acknowledges and agree that Customer Data may contain
sensitive information, and, in connection therewith, (a) PerfectMind will comply with all
Applicable Laws relating to personal information privacy, including British Columbia Personal
Information Protection Act and will adhere to the PerfectMind Privacy Policy, which forms an
integral part hereof and is incorporated herein by reference; (b) PerfectMind will use industry-
standard management practices, technologies and security to protect the integrity, safety and
security of Customer Data in both physical and electronic form; (c) Customer acknowledges and
agrees that its use of the Platform will utilize, in whole or in part, the public Internet and third
party networks to transmit communications, which transmissions may be intercepted by other
parties or stored, cached, routed, transmitted or received in jurisdictions outside of the
jurisdiction of Customer, (d) PerfectMind will not use Customer Data for any purpose other than
to provide the functionality of the Platform to Customer and its users, to ensure adherence to or
enforce the terms of this Agreement, or (only in aggregate form) for site metrics; (e)
PerfectMind reserves the right to modify the PerfectMind Privacy Policy and its security policies
in its reasonable discretion from time to time, subject to any Applicable Laws.
6.6 Use of the Other Party’s Name. Each party may use the other party’s name in
its news releases, marketing and promotional materials and the like provided that such will
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comply with any standards set by the other party from time to time. Each party will cease to use
the other party’s name upon any expiration or termination of this Agreement.
PART 7—TERM AND TERMINATION
7.1 Term. This Agreement commences on the date first set out above and will
continue in effect for five (5) years thereafter, unless earlier terminated or renewed in accordance
with the provisions of this Agreement (the “Term”). At the expiration of the initial five year
period, the Term will be automatically renewed for successive one year periods unless a party
provides written notice to the other party of the first party’s intention not to renew, at least thirty
days before the expiry of the then-current Term.
7.2 Renewal Terms. The fees payable by Customer during any such renewal term
will be the same as the fee for the last year during the prior term unless PerfectMind has given
Customer written notice of a pricing change at least 90 days’ before the end of such prior term,
in which case the pricing change will be effective upon renewal and thereafter.
7.3 Termination. Either party may terminate this Agreement for cause, immediately
upon written notice to the other party, if:
(a) the other party is in default of any of its material obligations under this Agreement
and such default is not remedied within thirty (30) days of the date of receipt of written
notice thereof, provided that cure period with respect to default in payment obligations is
ten (10) days; or
(b) the other party ceases to conduct business in the normal course; the other party
becomes insolvent or bankrupt; the other party makes any assignment for the benefit of
creditors; proceedings are instituted by or against the other party seeking relief,
reorganisation or rearrangement under any laws relating to insolvency; a receiver,
liquidator or trustee is appointed in respect of any property or assets of the other party; or
an order is made for the liquidation, dissolution or winding up of the other party.
7.4 Payment on Termination. If this Agreement is terminated by Customer due to
PerfectMind’s default, then PerfectMind will refund to Customer an amount equal to the fees
actually paid by Customer for the year during which the termination occurs prorated based on the
post-termination portion of the year. Otherwise, any termination of the Agreement will not
relieve Customer of its obligation to pay the fees payable to PerfectMind for the Term of the
Agreement for the use of the Platform nor does it entitle Customer to any refund. Upon the
termination of this Agreement, without prejudice to any other rights PerfectMind may have,
Customer will (a) remit all fees payable for the Professional Services and Work Products
accepted by Customer prior to the date of such termination or suspension; (b) remit all fees
payable for work-in-progress, on a time and materials basis, at the rate structure applicable to the
Statement of Work Order; and (c) remit all such other costs of PerfectMind, demonstrated to the
reasonable satisfaction of Customer, directly related to the permanent or temporary winding
down of the Professional Services, work and deliveries which are being terminated or suspended.
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7.5 Return of Customer Data. Upon request by Customer made within 30 days after
the effective date of termination or expiration of this Agreement (except in the case of
PerfectMind terminating this Agreement for cause under §7.3), PerfectMind will make available
to Customer for download a file of the relevant Customer Data in a commercially-reasonable
standard (such as comma separated value (.csv) or extendible markup language (.xml)) format
along with attachments in their native format as stored by PerfectMind. After such 30-day
period, PerfectMind will have no obligation to maintain or provide any such Customer Data and
will thereafter, unless legally prohibited, delete all such Customer Data in PerfectMind systems
or otherwise in PerfectMind’s possession or under PerfectMind’s control. Within 15 days of any
termination for cause of this Agreement by PerfectMind pursuant to Section 7.3, Customer may
request return of Customer Data, in which case Customer will pay to PerfectMind any fees
outstanding prior to the termination of this Agreement plus any fee that PerfectMind requests,
based on the time required to accommodate Customer’s request regarding return of Customer
Data, and upon receipt of such payments, PerfectMind will make available Customer Data to
Customer for download as set out above. If Customer does not make a request within the 15 day
time limit or fails to make payments within five (5) days after receiving PerfectMind’s fee
request, Customer’s right to access or use Customer Data will immediately cease, and
PerfectMind will have no obligation to maintain or provide any Customer Data and will
thereafter, unless legally prohibited, delete all such Customer Data in PerfectMind systems or
otherwise in PerfectMind’s possession or under PerfectMind’s control.
7.6 Survival. Without limiting the applicability of other terms and conditions of this
Agreement, the terms of this Agreement that, by their nature, are intended to survive any
purported or actual termination or expiry of this Agreement will so survive, including Part 1,
Part 3, Part 6, Part 7, Part 8, Part 9 (except for §9.1) and Part 10.
PART 8—CONFIDENTIALITY
8.1 Confidential Information. Neither party will, without the prior written approval
of the other party, disclose or use for any purpose other than exercise of its rights or performance
of its obligations under this Agreement any information, documents, know-how, trade secrets of
the other party, including the terms of this Agreement and such other information that is not in
the public domain including, in respect of the Customer Data and, in respect of the Platform
(collectively, “Confidential Information”) that may come to its knowledge or possession by
reason of exchange of information under this Agreement or entering into this Agreement.
8.2 Obligation to Protect. Each party will protect the other’s Confidential
Information using the same standard of care that it would use to protect its own, similar
information, but in any case no less than a reasonable standard of care for information of similar
sensitivity.
8.3 Title. All right, title and interest (including all Intellectual Property Rights) in
and to each party’s Confidential Information will be and remain vested in such party.
8.4 Permitted Disclosures. Each party will not disclose Confidential Information of
the other party to any person except to the first party’s employees, agents and sub-contractors on
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15
a strictly “need-to-know” basis, and provided that such persons have are subject to
confidentiality obligations equivalent to the obligations imposed hereunder. Notwithstanding
such disclosures, each party will be fully responsible for any breaches of confidentiality caused
by such persons to whom the Confidential Information is disclosed as if such breach were
committed by such party.
8.5 Exceptions. Neither party will have an obligation with respect to Confidential
Information where such party can establish, through documentary evidence, that such
information (a) was previously known to it free of any obligation to keep it confidential, (b) is or
becomes publicly available other than by unauthorized disclosure, (c) is legally disclosed by
third parties without restrictions of confidentiality, or (d) has been independently developed by it
without reference to the other party’s Confidential Information.
8.6 Governmental Disclosures. Notwithstanding anything else in this Agreement, if
a party is required to disclose any Confidential Information to a government body or court of law
or as otherwise required by law, it may do so provided that it gives the other party sufficient
advance notice as reasonable in the circumstances subject to applicable law to enable the owner
of such Confidential Information the opportunity to contest the disclosure or obtain a protective
order and assists the owner of such Confidential Information in contesting or protecting same.
PART 9—WARRANTIES, DISCLAIMERS, INDEMNITIES AND LIABILITY
9.1 PerfectMind Warranties. PerfectMind represents and warrants to Customer that
(a) the Platform will perform materially in accordance with the documentation therefor under
normal use and circumstances; (b) the Professional Services will be performed in a diligent and
workmanlike manner consistent with standards generally observed in the industry for similar
services, and the Work Product will materially conform to the Statement of Work upon
acceptance, and PerfectMind will use all commercially reasonable efforts to remedy any material
non-conformance of the Work Product to the Statement of Work in an expeditious manner; and
(c) the functionality of the Platform will not be materially decreased during the Term, subject to
the other provisions of this Agreement. For clarity, PerfectMind will not be responsible for and
the warranties provided by PerfectMind in this §9.1 do not apply to situations where improper or
inadequate installation or maintenance of software or hardware that Customer uses to access or
utilize, or otherwise in connection with, the Platform or Customer Data, or failure to properly
configure the Platform for use in connection with such hardware or software is the cause of a
failure or malfunction.
9.2 Mutual Warranty. Each party represents and warrants that it has the legal power
and authority to enter into this Agreement and to fully abide by the terms and conditions hereof.
9.3 NO OTHER WARRANTIES. THE PLATFORM AND THE WORK
PRODUCT ARE PROVIDED ON AN “AS-IS” AND “AS-AVAILABLE” BASIS AND
PERFECTMIND DOES NOT GUARANTEE THAT THE PLATFORM WILL FUNCTION
ERROR-FREE OR UNINTERRUPTED. CUSTOMER ACKNOWLEDGES THAT
PERFECTMIND DOES NOT CONTROL THE TRANSFER OF DATA OVER
COMMUNICATIONS FACILITIES, INCLUDING THE INTERNET, AND THAT THE
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SERVICE PROVIDED UNDER THIS AGREEMENT MAY BE SUBJECT TO
LIMITATIONS, DELAYS, AND OTHER PROBLEMS INHERENT IN THE USE OF SUCH
COMMUNICATIONS FACILITIES. PERFECTMIND IS NOT RESPONSIBLE FOR ANY
DELAYS, DELIVERY FAILURES, OR OTHER DAMAGE RESULTING FROM SUCH
PROBLEMS. THERE ARE NO REPRESENTATIONS, CONDITIONS OR WARRANTIES
OTHER THAN THOSE EXPRESSLY PROVIDED IN THIS AGREEMENT. THE
CONDITIONS, REPRESENTATIONS AND WARRANTIES EXPRESSLY SET OUT
HEREIN ARE IN LIEU OF, AND PERFECTMIND EXPRESSLY DISCLAIMS, ALL
CONDITIONS, WARRANTIES AND REPRESENTATIONS, EXPRESS, IMPLIED OR
STATUTORY, INCLUDING IMPLIED CONDITIONS, WARRANTIES OR
REPRESENTATIONS IN RESPECT OF QUALITY, CONDUCT, PERFORMANCE,
RELIABILITY, AVAILABILITY, MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE, WHETHER ARISING BY USAGE OF TRADE, BY COURSE OF
DEALING, BY COURSE OF PERFORMANCE, AT LAW, IN EQUITY, BY STATUTE OR
OTHERWISE HOWSOEVER, TO THE MAXIMUM EXTENT PERMITTED BY
APPLICABLE LAW.
9.4 Indemnification by PerfectMind. PerfectMind will indemnify and hold
harmless Customer, and its officers, employees and agents (collectively, in this §9.4, the
“Indemnified Persons”), from and against any and all Claims brought or made against, or
incurred by, the Indemnified Persons, or any one of them, arising out of a claim by a third party
that the Platform or the Work Product infringes the Intellectual Property Rights of a third party
enforceable in Canada or the United States.
9.5 Exception to PerfectMind Indemnity. Notwithstanding §9.4, PerfectMind will
not be required to defend or indemnify any Indemnified Person if, and to the extent that, the
Claim would not have arisen but for (a) any Indemnified Person’s combination of the Platform or
Work products with software, services or products not supplied by PerfectMind, (b) any breach
by an Indemnified Person of any provision of this Agreement, or (c) any refusal by the
Indemnified Person to use a non-infringing version of the Platform or the Work Product offered
by PerfectMind under §9.7.
9.6 Indemnification by Customer. Customer will indemnify and hold harmless
PerfectMind and its officers, employees and agents (collectively, in this §9.6, the “Indemnified
Persons”), from and against any and all Claims brought or made against, or incurred by, the
Indemnified Persons, or any one of them, arising out of a claim by a third party that Customer
Data, or Customer use of Customer Data (a) infringes the Intellectual Property Rights of a third
party, or (b) is inappropriate, profane, defamatory, infringing, obscene or indecent or otherwise
breaches any Applicable Law.
9.7 Additional Infringement Obligations. If PerfectMind receives any knowledge
of any Claim in respect of §9.4 or any circumstances in which a Claim in respect of such
provision is threatened or reasonably anticipated, it will, as soon as reasonably practicable, (a)
procure, at its expense, the right for Customer to use the Platform or the Work Product, as the
case may be, or such infringing part thereof; (b) replace, at its expense, the Platform or the Work
Product, as the case may be, or such infringing part thereof, with material of comparable
functionality that does not breach this Agreement; (c) if the removal of such infringing part of
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17
the Platform or the Work Product, as the case may be, would not be a breach of this Agreement,
remove such infringing part of the Platform; or (d) terminate this Agreement and refund to
Customer a pro rata portion of the Platform use fees prepaid by Customer for the period during
which the Agreement is terminated.
9.8 Conduct of Indemnities. Each party acknowledges that the indemnifying party
will be given complete authority for the defence or settlement of Claims indemnified hereunder,
on the understanding that, in all events, the indemnified party will have the right (at its own
expense) to participate in such defence or compromise through counsel of its choosing. An
indemnifying party’s obligations to provide an indemnity hereunder will be conditional upon (a)
the indemnified party notifying the indemnifying party as soon as reasonably practicable after
receiving notice of a Claim, (b) the indemnified party providing such information and assistance
as reasonably requested by the indemnifying party, and (c) the indemnified party not
compromising or settling the Claim without the indemnifying party’s prior written consent, such
consent not to be unreasonably withheld, conditioned or delayed.
9.9 EXCLUSION AND LIMIT OF LIABILITY. NEITHER PARTY WILL BE
LIABLE TO THE OTHER FOR ANY INDIRECT, INCIDENTAL, SPECIAL OR
CONSEQUENTIAL DAMAGES OF ANY KIND WHATSOEVER AND HOWEVER
CAUSED, WHETHER ARISING UNDER CONTRACT, TORT (INCLUDING
NEGLIGENCE) OR OTHERWISE, INCLUDING (WITHOUT LIMITATION) LOSS OF
PRODUCTION, LOSS OF OR CORRUPTION TO DATA, LOSS OF PROFITS OR OF
CONTRACTS, LOSS OF BUSINESS, LOSS OF MANAGEMENT OR OPERATION TIME
AND LOSS OF GOODWILL OR ANTICIPATED SAVINGS, EVEN IF THE PARTY HAS
BEEN NOTIFIED OF THE POSSIBILITY THEREOF OR COULD HAVE FORESEEN SUCH
CLAIMS. THE ENTIRE LIABILITY OF EACH PARTY TO THE OTHER PARTY FOR
DIRECT DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE
FORM OF ACTION OR THE CAUSE OF ACTION, WHETHER IN CONTRACT OR IN
TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, BREACH OF A
FUNDAMENTAL TERM, FUNDAMENTAL BREACH OR OTHERWISE IN CONNECTION
WITH THIS AGREEMENT WILL BE LIMITED TO THE FEES ACTUALLY PAID TO
PERFECTMIND BY CUSTOMER DURING THE THREE (3) MONTHS PRECEDING THE
CIRCUMSTANCES IN WHICH SUCH LIABILITY ARISES (EXCEPT THAT NOTHING IN
THIS PROVISION WILL LIMIT CUSTOMER’S OBLIGATION TO PAY THE FEES
PROVIDED IN PART 4 TO PERFECTMIND).
9.10 Exclusive Remedy. This Part 9 states PerfectMind’s sole liability to Customer,
and Customer’s exclusive remedy against PerfectMind for any type of Claim described in Part 9.
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PART 10—GENERAL
10.1 Internal Escalation of Disputes. Any controversy, claim or dispute (“Dispute”)
arising out of or related to this Agreement, including, without limitation, Disputes covering the
performance of the parties’ obligations or the interpretation of the terms and conditions of this
Agreement or applicable fees or payments, shall be dealt with as follows: Each Dispute initially
shall be brought for resolution before a committee consisting of two (2) representatives of each
of the parties- the project manager and the Account Manager from PerfectMind and the project
manager and a person with a position equivalent to Account manager from Customer. If the
committee is unable to resolve a Dispute within ten (10) working days, then the Dispute shall be
escalated to a separate committee consisting of one (1) officer of each party – the Director of
Customer Service from PerfectMind and an officer of equivalent position from Customer. If this
second committee is unable to resolve the Dispute within ten (10) working days, then the Dispute
shall be escalated to another separate committee consisting of two (2) executive officers of each
party – the CEO and the COO of PerfectMind and two executive officers with equivalent
positions with Customer. Members of each committee shall act reasonably and good faith and
attempt to resolve the dispute amicably.
10.2 Arbitration. If the committee of executive officers is unable to resolve the
Dispute within fifteen (15) working days then either party may refer the Dispute to formal
arbitration in accordance with the Commercial Arbitration Act (British Columbia), and judgment
upon the award rendered by the arbitrator may be entered in any court having jurisdiction
thereof. Either party may refer a Dispute to arbitration by serving written notice of its intention
to arbitrate. Arbitration of the Dispute shall be conducted by a single arbitrator to be mutually
agreed to by the parties within five (5) working days following the referral of the Dispute to
arbitration. The arbitrator shall have substantial experience in arbitrating business disputes
involving information technology matters, including contractual disputes. If the parties are
unable to mutually agree upon an arbitrator, either party may apply to a court of competent
jurisdiction for the appointment of such arbitrator. Each of the parties agrees to co-operate
promptly and fully with the other party with respect to all aspects of arbitration including,
without limitation, appointment of the arbitrator and compliance with any requests or orders of
the arbitrator. All arbitration shall take place in Vancouver, British Columbia, Canada. All
arbitration shall be conducted in the English language. Each party shall pay an equal share of the
costs of any arbitration. Any award of the arbitrator shall be final and binding on the parties. .
10.3 Marketing. PerfectMind may use Customer’s name, with an accurate reference
to Customer’s use of the Platform, in PerfectMind’s marketing materials or on PerfectMind’s
website, with a link to Customer’s website.
10.4 Notice. Any notice required or permitted to be given hereunder will be in writing
and may be given by personal services, including by courier, or by facsimile if confirmed on the
same day, or in writing by registered airmail, with postage prepaid to the following:
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19
If to PerfectMind:
PerfectMind Inc.
2nd Floor, 4333 Still Creek Drive
Burnaby, BC, V5C 6S6
Fax:
Attention: Farid Dordar-CEO or Ali Sanei-COO
If to Customer:
City of _______
_____________
_____________
_________________,
___________
Fax: ________________
Attention: _______________
Any notice given by personal delivery (including courier) will be conclusively deemed to have
been given on the day of actual delivery thereof and, if given by facsimile, on the day of
transmittal thereof if given during the normal business hours of the recipient on a business day,
and on the business day during which such normal business hours next occur if not given during
such hours.
10.5 Assignments. This Agreement may not be assigned by either party without the
prior written approval of the other party, such approval not to be unreasonably withheld or
delayed, but may be assigned by PerfectMind to (i) a parent, subsidiary or affiliate; (ii) an
acquirer of assets; or (iii) a successor by merger, on written notice to Customer. Any purported
assignment in violation of this section shall be void.
10.6 Applicable Law. This Agreement will be governed by and construed in
accordance with the laws of the Province of British Columbia and the laws of Canada applicable
therein, without reference to conflict of laws principles, and any disputes, actions, claims or
causes of action arising out of or in connection with this Agreement or the Platform shall be
subject to the jurisdiction of the courts of British Columbia, Canada, to which the parties hereby
irrevocably attorn.
10.7 Force Majeure. Neither party shall be liable for damages for any delay or failure
of delivery arising out of an event of Force Majeure.
10.8 Waivers. No right under this Agreement will be deemed to be waived except by
notice in writing signed by the party waiving its right, and any such waiver will not prejudice its
rights in respect of any subsequent breach of this Agreement by the other party. Any failure by a
party to enforce any clause of this Agreement or right contained in it, or any forbearance, delay
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or indulgence granted by a party to the other party, will not be construed as a waiver of the first-
mentioned party’s rights under this Agreement.
10.9 No Presumption. No presumption shall operate in favour of or against any party
hereto as a result of any responsibility that any party may have had for drafting this Agreement.
10.10 Enurement. This Agreement will enure to the benefit of and be binding upon the
parties and their successors, trustees, permitted assigns and receivers.
10.11 Injunctive Relief. Each party acknowledges and agrees that a breach by it of the
provisions of this Agreement relating to Confidential Information, Intellectual Property Rights,
or restrictive obligations may result in immediate and irreparable harm to the other party for
which compensation would be an inadequate remedy. Accordingly, each party acknowledges
and agrees that the other party may seek, as a matter of right and without the necessity of
establishing the inadequacy of monetary damages, injunctive or other equitable relief to prevent
or remedy such conduct from any court of appropriate jurisdiction.
10.12 Entire Agreement. This Agreement together with any applicable Statement of
Work constitutes the entire Agreement between the parties and supersedes all prior
representations, agreements, statements and understandings, whether verbal or in writing. In
connection therewith, no terms or conditions stated in any Customer purchase order or other
order or documentation will be incorporated into or form any part of this Agreement, and all
such terms or conditions will be null and void, notwithstanding any provision therein.
10.13 Amendments. This Agreement may not be amended except by written
instrument signed by an authorized representative of both parties.
10.14 Severability. If any term or provision of this Agreement will be found by a court
of competent jurisdiction to be invalid, illegal or otherwise unenforceable, the same will not
affect the other terms or provisions hereof or the whole of this Agreement, but such terms or
provisions will be deemed modified to the extent necessary in the court’s opinion to render such
terms or provisions enforceable, and the rights and obligations of the parties will be construed
and enforced accordingly, preserving to the fullest permissible extent the intent and agreements
of the parties herein set forth.
10.15 Relationship of the Parties. The parties are independent contractors. This
Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or
employment relationship between the parties.
10.16 No Third-Party Beneficiaries. There are no third-party beneficiaries to this
Agreement.
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10.17 Counterparts. This Agreement may be signed in as many counterparts as may
be necessary, each of which so signed will be deemed to be an original and each copy sent by
electronic facsimile transmissions will be deemed to be an original, and such counterparts
together will constitute one and the same instrument and notwithstanding the date or dates of
execution will be deemed to bear the date as first above written.
IN WITNESS WHEREOF the parties have executed this Agreement with effect as of the date
first above written.
PERFECTMIND INC.
Per:
(Signature of PerfectMind Authorized Signatory)
Name:
(Please Print PerfectMind Signatory’s Name)
Title:
(Please Print PerfectMind Signatory’s Title)
CITY OF _______ ______
Per:
(Signature of Customer Authorized Signatory)
Name: __________________
(Please Print Customer Signatory’s Name)
Title: _________________
(Please Print Customer Signatory’s Title)
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EXHIBIT A
Platform Use fees
PLATFORM
The fees for the Platform use will be as follows:
Year One (from _______ 201_ to _______ 201_): $___________
Year Two (from _______ 201_ to _______ 201_): $___________
Year Three (from ______ 201_ to ______ 201_): $___________
Year Four (from _______ 20__ to ______ 20__): $___________
Year Five (from ______ 20__ to ______ 20__): $___________
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EXHIBIT B
Statement of Work
Scope/Project Management and Planning
PerfectMind will be responsible for planning and managing the project, using best practices
generally recognized as good project management methodology, and designating a Project
Manager for the project, who will be responsible for:
• Adherence to the project scope and schedule
• Management of work activities including system design and installation, system
configuration, data conversion, testing and quality assurance, administrator and end-user
training, and go-live support
• Coordination of resources, work sessions, and training
• Communications
• Managing project issues and issue tracking
• Status reports
• Available for status calls to provide updates
• Working with the designated Customer project manager
• Deliverable acceptance and sign-off
The frequency and other details of status reports will be agreed upon during the discovery phase.
In addition to the Project Manager, PerfectMind will assign appropriate staff to complete the
deliverables described in this Statement of Work, including at minimum: system installation,
software configuration, data conversion, testing, administration and end-user training and go-live
support.
Timeline
Customer is planning to implement the solution with the following estimated timeline.
PerfectMind is expected to recommend an overall implementation plan and timeline based on
their experience with implementations of similar scope and complexity.
___ 201_ Contract Signature
______ 201_ – _____ 201_ Project kick off
______ 201_– ______ 201_ Project Initiation
_______ 201_ – _____201_ Software Configuration and Reports
_______ 201_– _____ 201_ User Acceptance Testing
_______ 201_ – _____ 201_ Data Conversion
_______ 201_ – ____ 201_ Training and Documentation
_______, 201_ Go-live
CONFIDENTIAL
3
Technical Requirements
PerfectMind will provide a SaaS solution. The only requirement for operating and using the
proposed solution will be broadband internet connection and access to the internet via a web
browser with all standard browsers being supported (recommended browsers will be
communicated to Customer during the implementation phase).
Customer Testing
PerfectMind will develop a test plan for Customer that covers system and functional, testing.
After all of the components of the system have been completed, Customer will conduct system
and functional testing. Customer will report any defects to PerfectMind immediately for
correction. If any defects are found, PerfectMind will provide a plan to achieve acceptance or to
make corrections or replacements.
Training
PerfectMind will provide full training to system administrators and trainers (number of system
administrator and trainers to be determined at the discretion of Customer). PerfectMind will
develop a training plan for Customer to fully prepare the system administrators to support the
system. The training plan will include:
• In-depth understanding of the system functionalities, including:
Security Settings
Workflow Development
Report Development
Software Configuration
• A review of best practices in the configuration and use of the system.
• Training sessions on different modules of the system, including:
Contact/Account Management
Store/Point of Sale Training
Membership Management
Attendance Tracking
Billing Management
Activity/Program Registration
Facility Rental
Appointments and Private Lesson scheduling
Marketing
Staff Management
Accounting
Document Template creation and configuration
• Troubleshooting
CONFIDENTIAL
4
PerfectMind will provide technical assistance to Customer’s IT staff on the operation of the
system. PerfectMind will investigate and troubleshoot any technical issues with the system that
Customer’s IT staff report to PerfectMind.
Post-live Support
PerfectMind will provide full application support during the week of go-live. PerfectMind’s
project team will be available to provide go-live and post go-live support. The resource(s) will
be accessible by phone and email to the system administrators.
Future Services
The ability to provide the services/products in this section may be required in the
future. Customer may request to add similar services or products in the future, including but not
limited to:
• New features or;
• Features that were identified as Custom
• Additional Reports
and such similar services and products will be provided by PerfectMind upon PerfectMind and
Customer negotiating and entering into Statements of Work providing for same.
Deliverables and Service Acceptance
Customer designee will formalize the acceptance of the service via written acceptance of the
following acceptance forms:
CONFIDENTIAL
5
Acceptance Form A- Project Kickoff (Milestone 1)
Purpose
The purpose of the Project Kickoff Acceptance Form is to confirm that the project kickoff has
occurred and the following deliverables are completed.
Deliverables
• Contract signature and execution
• Planning of the project kickoff/discovery session
• Resourcing and scheduling for the discovery phase
• Preliminary review of the requirements by the project team prior to the first meeting
• Creation of live production environment, which includes at a minimum:
− Setup of Customer’s production environment on the cloud
− System setups including backups and retentions
− Database security setup
− Setup of the monitoring tools and systems on Customer’s database
− Basic configuration of the database with Parks and Rec Modules
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of _______): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
6
Acceptance Form B - Project Initiation (Milestone 2)
Purpose
The purpose of the Project Initiation Acceptance Form is to confirm that the project initiation is
complete.
Deliverables
• Discovery phase, which will inform the detailed work breakdown structure and includes:
− Existing database system discovery
− Business process review and gap analysis
− Activity registration overview
− Facility configuration overview
− Membership management overview
− Store and point of sale overview
− Marketing overview
− Accounting overview
The Discovery phase may involve multiple meetings and communications to clarify and
assist PerfectMind in understanding the above areas further.
• Project work breakdown structure includes:
− Tasks and durations
− Scheduling
− Resourcing and assignments
− Dependencies
• Initiation of tasks listed under “Scope/Project Management and Planning” above, which
includes:
− Communications requirement
− Project reporting requirements including the frequency and details of the status reports
− Issue list/tracker requirements
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of ________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
7
Acceptance Form C – Software Configuration and Reports (Milestone 3)
Purpose
The purpose of the Software Configuration and Reports Acceptance Form is to confirm that the
software and reports configuration is complete.
Deliverables
• Application configuration and setup
• Security and roles configuration
• Setup workflows and business rules
• Set-up client specific database
• Configuration of Email functionality
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of ________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
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Acceptance Form D – Data Conversion (Milestone 4)
Purpose
The purpose of the Data Conversion Acceptance Form is to confirm that the data converted is
complete and Accepted by Customer.
Deliverables
The data conversion is completed and Accepted by Customer.
Acceptance Criteria:
PerfectMind has provided a detailed Data Conversion Plan that, at a minimum includes:
• Description of PerfectMind’s data conversion methodology and tools
• Identification of data sources
• Method of supplying data
• Conversion schedule, including on-site and webinar reviews and planned iterations test
conversions
• Roles and responsibilities, resources required
• Testing process
• Issue reporting process
• Documentation to be used for field mapping from legacy data sources to the system’s
database
• Documentation to be used for data transformations from legacy data code tables to system’s
database code tables
• Options for treatment of exceptions
• Final data conversion timetable that includes the minimum number of data conversion
iterations
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of _________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
9
Acceptance Form E – Training (Milestone 5)
Purpose
The purpose of the Training Acceptance Form is to confirm that the training is complete.
Deliverables
The training plan is complete and specifies the training schedule and curriculum for the
recipients of system administrator training and end-user training.
Customer will confirm the following:
• System administrators have been trained on all aspects of system configuration, individual
and role-based security profiles, enterprise silo security settings and configurations,
document template creation, and report queries and changes.
• System administrators are able to complete new configuration items with minimal assistance
from PerfectMind.
• End users have been trained on all aspects of the system and can complete tasks within the
system.
• Training materials and online learning center access have been delivered.
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of __________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
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Acceptance Form F – User Acceptance Testing (Milestone 6)
Purpose
The purpose of the User Acceptance Testing Form is to confirm that the system testing is
complete and the system is functional.
Deliverables
The test plan including test scripts, schedule, roles and responsibilities, and definitions of
passed/failed test is provided to Customer and Customer is coached through the testing phase.
Customer will conduct a complete test on the system to ensure the following is tested and passed:
• System functions
• Work flows and business rules
• Reports
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of __________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
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Acceptance Form G - Go-Live (Milestone 7)
Purpose
The purpose of the Final Acceptance Form is to confirm that the system is operational.
Deliverables
The final data conversion has been completed and the system is pushed to the Production
environment.
The work was completed on __________________ and accepted by Customer.
Accepted by:
(City of __________): __________________________________ Date: ___________________
Title: __________________________________________
(PerfectMind):____________________________________ Date: ___________________
Title: __________________________________________
CONFIDENTIAL
12
Fee Payment Schedule
Schedule
Target Dates Milestones & Deliverable Subscription
Implementation Payment Date
_________,
201_
Upon signing of the agreement
• Contract Signature and Execution
• Payments due:
$
$
Upon signing of
the Agreement
_________
201_ –
_________
201_
Project Kick off (Milestone 1)
• Planning of the project kick off/discovery
session
• Resourcing and Scheduling for the discovery
phase
• Preliminary review of the requirements by
the project team prior to the first meeting
• Creation of the live production environment
$
$
Upon completion
of Acceptance
Form A
_________
201_ –
_________
201_
Project Initiation (Milestone 2)
• Discovery phase
• Project work breakdown structure
• Initiation of tasks listed under “Scope/Project
Management and Planning”
$
$
Upon completion
of Acceptance
Form B
_________
201_ –
_________
201_
Software Configuration and Reports
(Milestone 3)
• Application configuration and setup
• Security and roles configuration
• Setup workflows and business rules
• Configuration and creations of the reports
$______
$
Upon completion
of Acceptance
Form C
_________
201_ –
_______ 201_
Data Conversion Acceptance Testing
(Milestone 4)
• Data Conversion
$
$
Upon completion
of Acceptance
Form D
CONFIDENTIAL
13
_________
201_ –
_________
201_
Training (Milestone 5)
• System administrators have been trained on
all aspects of system configuration,
individual and role-based security profiles,
enterprise silo security settings and
configurations, document template creation,
and report queries and changes.
• System administrators are able to complete
new configuration items with minimal
assistance from PerfectMind.
• End users have been trained on all aspects
of the system and can complete tasks within
the system.
• Training materials and online learning
center access have been delivered
$
$
Upon completion
of Acceptance
Form E
_________
201_ –
_________
201_
User Acceptance Testing (Milestone 6)
• System functions
• Work flows and business rules
• Reports
$ $
Upon completion
of Acceptance
Form F
_______ 201_
Go-live (Milestone 7)
The system is pushed to the Production
environment.
$
$
Upon completion
of Acceptance
Form G
Total
$ $ $
The above fees do not include any travel, living or any other out-of-pocket expenses incurred by
PerfectMind in providing on-site Professional Services. Customer will pay PerfectMind a flat
rate of $550 per day per PerfectMind employee or subcontractor who provides on-site
Professional Services to Customer to cover accommodation, meal, local transportation and other
out-of-pocket expenses, except travel (airfare) expenses. Customer will reimburse PerfectMind
for all reasonable travel (airfare) expenses incurred by PerfectMind’s to send its employees and
subcontractors to Customer’s site. All such travel (airfare) expenses for which PerfectMind seeks
reimbursement will be supported by documentation in a form reasonably acceptable to the
Customer.
CONFIDENTIAL
14
EXHIBIT C
PerfectMind Rate for Professional Services
Optional Services Unit Price Description
Importation of Data $150/hr Upon termination of this Agreement,
PerfectMind shall supply to Customer
a basic export of the complete data in
a format suitable for importation.
Anything beyond will be charged at
this rate.
Professional Services $150/hr Services outside the agreed to
Statement of Work that requires
additional resourcing to accommodate
Customer’s requests (other than
development/programming).
Integration to third party
software
$250/hr Processing Integration with the
Customer’s preferred payment
processor.
Training $150/hr Any future additional training
requested outside the Statement of
Work.
Development $250/hr Services outside the agreed to
Statement of Work that requires
additional development
(programming).
The above fees do not include any travel, living or any other out-of-pocket expenses incurred by
PerfectMind in providing Professional Services. Customer will reimburse PerfectMind for all
reasonable travel, living and other out-of-pocket expenses incurred by PerfectMind’s employees
and permitted subcontractors in providing the Professional Services. All such expenses for
which PerfectMind seeks reimbursement will be supported by documentation in a form
reasonably acceptable to Customer.
CONFIDENTIAL
15
EXHIBIT D
Service Levels
1. Platform Uptime.
The Platform will achieve a system uptime performance level of 99.9% during the Operation Hours on an
annual basis inclusive of any downtime caused by the underlying telecommunication services provider.
In this Exhibit, “Operation Hours” means 6 am to midnight Pacific Time, seven days a week.
PerfectMind will only be responsible for its Platform uptime performance levels and will not be
responsible for any failure due to a failure of Customer’s system(s) or a Force Majeure event as described
in this Agreement, and such failures shall not be counted against PerfectMind’s required system uptime
performance levels.
PerfectMind may, upon not less than seven (7) days’ prior written notice to Customer, which may be
email notification, cause the Platform to be unavailable for a period of time not to exceed 12 consecutive
hours (“Planned Maintenance”). Planned Maintenance will be performed during the Maintenance
Window, and not more than once per week, unless any such Planned Maintenance is a result of urgent
events outside of PerfectMind’s direct control in which case PerfectMind will provide as much notice as
is practicable. Planned Maintenance will apply against PerfectMind’s required uptime performance level
unless (i) it is conducted during the Maintenance Window; or (ii) it is as result of remedial work
necessary to address a material defect with third party software such as Microsoft® operating system or
SQL server. In this Exhibit D, “Maintenance Window” means between 12:01 am and 6:00 am Pacific
Time on any day.
2. Technical Support.
Following the reporting of a problem by Customer’s technical support personnel either via phone call or
email PerfectMind’s technical support, PerfectMind will respond to the problem in accordance with the
incident level and provide a fix to the problem all in accordance with the table set forth below:
24x7x365 Technical Support
Description Response time Resolution Time
Customer report an incident via phone,
email, or chat
A live agent will
immediately discuss the
issue with Customer
85% of the incidents are
currently addressed on
the first call
The initial call requires escalation to
Level II
The initial call will be
transferred to a Sr. live
agent to further discuss
the incident with the
customer
95% of the escalated
calls to level II are
addressed within the first
call
The escalated call to Level II requires
escalation to the Development team
Level II agent create a
case for the development
team to further
investigate the incident
Resolution time will
follow the SLA table
below
CONFIDENTIAL
16
Service Level Agreement
Incident
Level
Description Resolution Time
Critical This incident level is attained when the following
conditions are met:
- Complete inability to use the Platform; or
- A reoccurring temporary inability to use the
Platform
Within the same business
day
High This incident level is attained when the following
conditions are met:
- A significant degradation of the significant
features or functions available or the Platform
- Recent modifications to the Platform cause
some significant features or functions to
operate inconsistently
Within 24 hours
Low This incident level is attained when the following
conditions are met:
- A minor degradation of some significant
features or functions; or
- A degradation of some secondary features or
function occurs
These issues will be
reviewed and prioritized
according to the severity of
the issue. An accurate
estimate will be provided to
the customer within a week
after the incident is reported
CONFIDENTIAL
17
EXHIBIT E
Platform Features and Functionalities
PerfectMind’s Platform will include the following features and functionalities:
• Built-In Reporting Engine
A built-in reporting engine to help the customer to create reports.
• Integrated Workflow Engine
Generate workflows to streamline your team’s processes and communications
• Business App Store
PerfectMind is adaptable through our community-driven App Store.
• Open API
Having access to an adaptable integration with external apps allows fluid
interconnectivity and collaboration across platforms
• Data Security, Auditing and Permissions
The ability to control app-level access, user auditing, user time limits, specific IP access,
as well as group- and role-based data permissions.
• Multi-Site Management & Reporting
To allow client to manage multiple sites from one account.
• 24/7 Customer Service
PerfectMind provides 24x7 operation support using live agents/chat/email.
Recreation Management Features:
• Facility booking and Scheduling
PerfectMind booking takes care of conflict and contract management, recurring bookings,
equipment and rental inventory, capacity management and more. Your staff and your
members can schedule events online or on-site. PerfectMind lets you manage facility
dependencies, availability, and multiple rates. Customers can book using desktop, tablet
or mobile devices on all popular web browsers.
• Membership Management
This allows you to manage families, multiple memberships, and related contacts.
• Document Management
You can create, save, print, upload and manage your documents for your organization in
the cloud. Sign waivers, contracts, and other documents electronically with a digital
signature and store them safely in the cloud.
• Staff Management
You can view all your staff schedules in one master calendar. PerfectMind provides your
staff with the ability to make their own schedule and to adjust availability for vacations
and time off. Manage staff wages, commissions, hours, availability and much more.
Restrict access permissions for users and groups to improve security.
• Activity Registration
Online or on-site registration for all types of bookings including courses, private lessons,
drop-in and flexible registrations to accommodate your needs. Intelligent conflict
management gives you the flexibility to readily make changes to events.
CONFIDENTIAL
18
• POS and Inventory Management
To sell products, service or event online or on-site using cutting-edge features within
inventory and sales management. Track purchase orders and inventory.
• Attendance Tracking and Check-in
Allow customers to scan or check themselves in at the front desk using a kiosk, or
manually check-in with a staff member. Improve retention with live class statistics, and
much more. Guest check-ins allow for quick processing to non-members or during busy
periods.
• Calendar
Flexible, multi-functional calendar with drag-and-drop functionality to make changes and
updates to events, activities and facility booking. You can also view multiple facilities,
locations and courses.
• Marketing
A built-in, fully-functional email solution replaces the need for any additional email
applications so you can streamline your marketing for programs, campaigns, and
personalized operation emails. Increase signups and enrollments using loyalty and
referral programs. You can also have access to simple and customizable landing pages
and lead-capture forms.
• Task Management
To schedule automated and recurring tasks with alerts to stay up-to-date, organized and
focused. Set reminders based on predefined or custom triggers
• Reports
PerfectMind’s built-in reporting engine enables you to create, customize and run reports.
Create and schedule custom financial, attendance, utilization, and marketing reports all
from the same interface. View real-time analytics and historical data in tabular or
graphical format. All reports can be exported for use in a third-party application.
• Account management
To keep track of your clients and contacts including organizations and families
CONFIDENTIAL
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 84
13 Non-Collusion Affidavit
On the following page is the required signed Non-Collusion Affidavit form.
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 86
14 Appendix A – Product Requirements
For ease of reference, PerfectMind has specially addressed all requirements in this section.
14.1 Activity Registration
Q1. Software shall provide the ability to create activity class registrations and daily drop-ins.
a.PerfectMind's activity and Calendar management allows for all types of bookings: courses,
private lessons, drop-ins and flexible registration with an advanced conflict management.
PerfectMind enables staff members to view the drop-in calendar in a day, week, month, or
list view with various filter options including location and program type. Users can export
calendars to PDF files for printing.
Q2. User friendly interface for customer generated online activity registrations (on-site kiosk or
online).
a.Online users have a very friendly user interface which allows them to register for any activity
provided by the City. The member enters all required fields and is then presented with an
option to pay through our POS module. Verification occurs and notification happens that the
transaction was successful and a receipt can be emailed or printed.
Q3. Ability to calculate percentage based instructor payments and provide printable reports.
a.PerfectMind allows the City to calculate pay rates for instructors under 5 different
categories:
1.Per Class: Specify a flat wage rate per class. Add a bonus based on additional attendees.
Set minimum and maximum amounts of pay.
2.Per Attendee: Specify a wage based on the number of attendees. Add a bonus based on
additional attendees. Set minimum and maximum amounts of pay.
3.Incremental: Specify a wage rate for multiple blocks of attendees (two to four blocks). Set
minimum and maximum amounts of pay.
4.Percentage: Specify a commission based on the revenue from an event with a
predetermined price scheme, or a membership with a drop -in feature.
5.Hourly: Specify an hourly wage rate. Set minimum and maximum amounts of pay based
on clock in/clock out times.
Q4. Ability to calculate full class refund and print receipts.
a.During a refund process, the system will ask if a full refund or partial refund is being done. If
the partial refund option is selected, the system will prompt the staff to enter a reason for
the partial refund. Receipts can be printed and/or emailed right from the payment summary
screen.
Q5. Class fees set-up, dates, times, class descriptions, activation, de-activation capability
a.Different fees can be assigned to different classes/activities; the system will choose the
correct fee based on your criteria. Fees can be based on time, date, age, residency,
membership type, and account type.
Q6. Electronic waivers (in-house and on-line).
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 87
a. Electronic waivers can be attached to the sale of memberships and facility reservations.
Using mail merge functionality, electronic waivers auto-populate the necessary information
which is predefined from the electronic waiver creation. From within the electronic waiver,
signatures can be taken in one of two ways. The City can accept signatures by either
choosing share with device, send to sign or print. Share with device would allow the City to
mirror the electronic waiver to a front facing tablet, granted a tablet is attached to the work
station. Send to sign would allow the City to email the electronic waiver from within
PerfectMind to the customer’s email. Once emailed, the customer can sign the waiver right
from their device and send it back by clicking “done.” In doing so, the signed contract would
appear in the client’s profile within a secondary PerfectMind internet browser tab. Terms &
Conditions acceptance can be performed online.
14.2 Facility Rental Management
Q7. Software must have the ability to process facility and park rentals on-line and in-house.
a. PerfectMind allows customers to rent facilities and parks online or call in and have an
administrator complete the booking.
Q8. Software shall provide notification when a facility or park has been reserved to on-line users
and in-house users and ability to add it to an outlook/software calendar for reference.
a. Users can add reservation to their own iCal/Google Cal/Outlook after booking the event.
Notifications are sent to city staff upon booking.
Q9. On-line maps and calendar of facility or park locations and availability for reservations.
a. PerfectMind provides both graphical and calendar views of park sites. Staff can upload JPEG
images including site photos with pins on them so that customers can identify the facility by
clicking the pin. PerfectMind is also integrated with Google Maps. Any time a client selects a
facility, they will be able to view it on Google Maps.
Q10. Deposit refunds and receipts
a. PerfectMind has the flexibility to allow multiple payment options including full payment,
partial payment, credit, reversals, credit balance refunds and deposit funds. During a refund
process, the system will ask if a full refund or partial refund is being done. If the partial
refund option is selected, the system will prompt the staff to enter a reason for the partial
refund.
14.3 Membership Management
Q11. Software shall provide the ability to manage and facilitate membership sign-ups and
renewals.
a. PerfectMind allows The City to create and sell a variety of Membership Types:
Unlimited/Ongoing, Limited by Time, Limited by Class, and Limited by Time and Class.
Customers can sign up for multiple memberships under one profile and staff can manage
these memberships, freeze memberships, extend membership, or terminate membership
from the customer profile. PerfectMind offers automatic membership renewal for some
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 88
types of memberships (pre-defined by the City). If the membership type is not enabled for
renewal, customers must purchase a new membership.
Q12. Software shall be compatible with Alpha Card printing Magicard Enduro 3E double sided ID
printer Model number: 3633-3021, custom pre- printed bar code cards and key tags or
alternative methods to print membership cards (in-house only) or provide alternative
solutions if software is not compatible.
a. PerfectMind is integrated with plastic card printers which will print the user’s picture onto
the card (The model presented in this question should be compatible. This picture is also
maintained on the user’s profile when scanning their card for easy identification. Barcoded
Photo ID cards are produced and have a configurable layout including photo. The cards can
be reprinted as required and use bar code technology.
Q13. Software should be compatible with interchangeable card scanners
a. PerfectMind is compatible with most USB-connected devices. The City may provide a list of
current equipment for confirmation of compatibility.
14.4 Account Management
Q14. Financial accounting/financial reporting.
a. PerfectMind comes standard with Accounting and financial reports. These are some
examples: A/R Aging Summary, Deferred Revenue, General Ledger, Income & Loss, Bank
Reconciliation, Billing & Payments, Course Revenue, Customer and Account Statements.
Q15. Accurate daily reports
a. With PerfectMind, you can create limitless custom reports for finance, operations,
marketing, and other divisions without relying on additional software. The proprietary built-
in reporting engine enables you to define any report on any object in the database,
providing your organization with the flexibility to customize and filter specifics, fields, or
data to ensure reports meet your business needs. Users can create and access reports
online from any device, providing staff with the ability to track facility utilization, number of
memberships sold, and class enrollment at any time.
Q16. Ability to tabulate accurate percentage instructor pay outs.
a. With PerfectMind you can calculate pay rates for instructors and contractors. Instructors
and contractors can be paid in multiple ways depending on agreement with the City
(examples, Per class, per attendee, Percentage commission based on revenue, and hourly).
The city can run a report that will calculate total money earned by instructor based on pay
rate.
Q17. Credit card merchant/ Plug n Pay.
a. The City can utilize one of PerfectMind's integrated payment processors such as Vantiv, or
PerfectMind can integrate to the City’s preferred vendor for a one-time fee. PerfectMind
can process various payment methods including cash, cheque, credit card, debit card,
EFT/ACH, Subsidy and PayPal.
Q18. Compatible with current finance software (Tyler)
City of La Quinta
Recreation Software for the City of La Quinta
PerfectMind Inc. CONFIDENTIAL April 13, 2018
www.perfectmind.com 18-0024 Page 89
a. PerfectMind has the functionality to support fully automated GL exports into an FTP folder
for Tyler to grab and import. PerfectMind has already done numerous GL exports and has a
list of templates that the City may use. Should the City require a completely custom file that
will be imported into Tyler, there could be a fee associated which would be determined
after an example has been received. The City may also do manual exports and upload into
Tyler.
14.5 Point Of Sale
Q19. Software must allow organization to accept credit card, check and cash transactions
a. PerfectMind can process various payment methods including cash, cheque, credit card,
debit card, EFT/ACH, Subsidy and PayPal.
Q20. Process payment receipts, refunds, credits, cash drawers
a. PerfectMind has the flexibility to allow multiple payment options including full payment,
partial payment, credit, reversals, credit balance refunds and deposit funds. Refunds can be
processed to the original payment method, or as a credit to the customer's account.
Every receipt has a unique transaction number and transaction date with a time stamp.
There is also a unique barcode on each receipt that can be scanned.
The City can search for any transaction and print the receipt for that transaction at any time.
The user has the option to print or email a receipt. Once the "print receipt" option is
selected, a confirmation will appear on the screen.
Q21. General admission ticketing
a. PerfectMind solution can produce tickets with barcodes and can limit the number of scans
that the ticket can have.
Q22. Individual item sale set-up
a. PerfectMind's POS allows The City to setup Individual item's for sale under 4 categories.
1. Inventory items: Inventory items can be tracked by size, color and quantity left. Purchase
orders can be tracked for these items.
2. Non-inventory items: This item does not require inventory tracking.
3. Gift Card: Gift cards hold an amount of money that can be redeemed later by your clients
towards any purchase
4. Ticket: Tickets are used to sell access to an event or facility. Tickets can be validated after
purchase by scanning the barcode.
14.6 Miscellaneous
Q23. Social media applications
a. PerfectMind integrates with social media in several ways. Customers may use their
Facebook account to login, social media links and logo may be embedded in automated
communications through the marketing engine, and customers can share their activity
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through hundreds of different social media sites. All of this functionality is available across
mobile devices.
Q24. Electronic waivers
a. Electronic waivers can be attached to the sale of memberships and facility reservations.
Using mail merge functionality, electronic waivers auto-populate the necessary information
which is predefined from the electronic waiver creation. From within the electronic waiver,
signatures can be taken in one of two ways. The City can accept signatures by either
choosing share with device, send to sign or print. Share with device would allow the City to
mirror the electronic waiver to a front facing tablet, granted a tablet is attached to the work
station. Send to sign would allow the City to email the electronic waiver from within
PerfectMind to the customer’s email. Once emailed, the customer can sign the waiver right
from their device and send it back by clicking “done.” In doing so, the signed contract would
appear in the client’s profile within a secondary PerfectMind internet browser tab.
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15 Appendix B – System Functionality
15.1 Account Management
PerfectMind is equipped to serve your customers, employees, and staff allowing for complete access to
all client information, contacts, communication history, activity history, shared documents, and notes.
Our membership management platform is equipped to automate renewals, payment, and billing
processes, allowing for easy calculation of fees for various member groups, allowing online or onsite
booking and orders of products and services. PerfectMind allows users to view multiple memberships on
a single page with selective branded fields. The solution has an exceptional account management system
in place ensuring your community’s facilities are organized and structured. For clients and members,
PerfectMind provides the best experience by easily allowing them to book, register, and reserve online
anytime from any device.
Flexible
Account management can be tailor made and branded to reflect the City’s work processes and practices.
Fields can be added and changed to suit your organizations’ preferences. The platform has been designed
with our clients branding and implementation needs in mind; allowing for a solution that is familiar and
works for your organization.
Duplicate Accounts and Merging
Over a period of time, there is a chance of accumulating duplicate records. With no loss of data and easy
to search criteria, users with profile permission can search the duplicate accounts and merge them
resulting in a better organization of records. Keeping your data clean and structured, PerfectMind
performs automated duplicate checks when members create accounts online through the member portal.
Transaction Management
PerfectMind’s intuitive platform has the ability to perform the following features:
• Calculate and track customer balance
• Accept customer payments on account
• Produce customer statements
Split payments between card holders and accommodate blended families or various household structures
with PerfectMind’s transaction management module. A transaction could include one or more invoices of
one or more payments per invoice. For example, a payment on an invoice could be in cash with secondary
payments coming off a credit card on predetermined date(s); this means you can split payments between
accounts with ease while supporting multiple payment methods. This can benefit members who split
payments between accounts because of their household structure or shared custody arrangements.
An invoice could be voided without interruptions to other invoices in a transaction; however, if a
transaction is cancelled, all attached invoices will be terminated.
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Searching
The intelligent PerfectMind search fields are dynamic. It allows you to quickly search and add all at once.
For example, simply type in a member's last name and watch as the system pulls up any and all
information, relationships, and data related to the referenced client. The search engine is optimized to
help pick the best key words and find link building avenues that can increase the search rank; moreover,
our solution also has the ability to post adjustments to the customer account balance.
Streamlining the search process, PerfectMind allows users to access all related information to the member
within their member profile. View transactions, documents, schedules, emails, credits, level of
participation within the member’s account. This can be organized by group or specific criteria for each
account.
15.2 Membership Management
PerfectMind provides a highly integrated solution to help you manage different categories of
memberships or levels of access, including:
• Unlimited/Ongoing
• Limited by time (e.g. six-month pass or one-day pass)
• Limited by class (e.g. punch pass)
• Limited by time and class (e.g. ten sessions in two weeks)
Membership Types
Memberships can be defined to have open-ended durations or fixed-term durations. The solution allows
for customers and clients to have more than one membership at any given time (e.g. clients can have an
ongoing membership for the pool, and a one-day pass for the yoga studio). Each type of pass will allow
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members to attend classes; however, each type of pass is tracked differently. It is important to sell passes
through PerfectMind as the platform tracks remaining passes, expiry dates, and delinquencies.
Memberships can be linked to specific payment plans, this means funds can be collected on a monthly
basis (or however the system is set up to do so). Revenue is recognized as soon as a payment is collected.
The customer account view provides staff with information on membership expiry, birthdays, and other
special requests captured within the profile.
Member Screen
PerfectMind allows multiple options for client identification such as turnstiles, self-check in, card scans,
punch cards, and personal identification; furthermore, the solution produces and manages access cards
for clients. Client residency is determined during the initial creation of the members account. The fees
(determined by the City and staff during the discovery phase), are tied to memberships and assigned
automatically when selected; furthermore, create member profiles with client descriptions and notes,
attach pictures of the clients, and family members for easy administration and recognition.
Family Passes/Memberships
Contacts are easily grouped together as a family or team using PerfectMind’s Family Account feature,
identifying who is related, preventing unnecessary emails, and keeping payments simple. Having a Family
Account is easy and beneficial. The system enables a member to create a client login for the group or
family, allowing members and clients to review their classes and account details online (e.g. a parent of
two children can review and update classes for themselves and their children). Further to this feature, a
joint client login can also be created for a Family Account to allow clients and members to book and
manage their own group.
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The platform allows you to limit the client count in a family pass by selecting the pass and setting the
maximum (this limit is determined by the City and is identified during the discovery phase).
Suspend, Terminate, and Renew Customers
PerfectMind’s solution can freeze or suspend all access to the facility as a temporary measure (e.g. due to
vacation or a member’s payment in arrears). The user has the option to permanently terminate accounts.
The terminate function is available on transactions and passes, including termination of unpaid portions
of any transaction. This means all scheduled invoices for the transaction could continue to be active or
will be considered terminated and not charged; furthermore, any overdue invoice will remain active until
paid. The PerfectMind solution allows for membership extensions. Simply use the extend functionality
and specify the desired dates to extend the membership. Further to this module, the solution allows for
auto renewal of memberships. Simply configure the system this way, and watch as memberships are
renewed with ease and simplicity, allowing you more time to engage with your community members and
facility staff.
15.3 Activity Setup
PerfectMind has the ability to accommodate your businesses most stringent tasks, enabling you to service
customers with greater efficiency enhancing internal operations. With our robust platform offering a
tailored and customized solution to your organization's needs, we enable clients to use PerfectMind as
their core business management solution aiding with everyday activity setup and management. Our
solution makes activity setup simple and painless, while being easy to manage and understand.
PerfectMind helps organizations manage all aspects of their facilities’ operations with an efficient and
easy to use Activity Setup feature, allowing for quick and easy online or onsite activation and registration
for all types of bookings. The solution can automatically create semester and seasonal programs with
various rollover options giving you the ability to ensure full course loaded schedules are in place with
selected details for the following seasons. All fields are configurable within PerfectMind and will be
identified during the Discovery phase. The City administrators will have the ability to add or delete fields
at any time.
Activity Setup includes the following activity types:
• Appointment: Event has only one occurrence and one attendee (e.g., private lesson or fitness
evaluation)
• Single Booking: Event has many occurrences, but attendees enroll in one occurrence at a time (e.g.,
a drop-in class or seminar)
• Course: A series of events with a fixed schedule, and attendees must enroll in all occurrences (e.g.,
marathon training or fitness class)
• Custom Booking (Flexible Registration): Users choose the sessions that are convenient to them and
pay a fee accordingly, rather than commit to both the schedule and price of the entire series of a
Course (e.g. summer camp or day care).
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• Facility Booking: Event marks the rental of a space such as studios, gyms, courts, fields, rooms, halls,
auditoriums, etc.
Once an activity has been created and enrollment is maximized, administrators can enable the waitlist
and the registration will automatically default there. Waitlist information is viewable from the course list
page with the waitlisted clients and their applicable queue order.
Cloning Activities
Users can save a duplicate of an existing activity by cloning it. The system will copy many of the original
attributes to the new activity to minimize the amount of work needed to complete the data entry. Users
can clone an individual occurrence, or an entire series. Cloning an activity series (such as a course) is
especially useful if you want to:
• Offer the same course from a previous season in a new season
• Duplicate one skill level to apply the same attributes to another skill level
Users can choose whether or not to clone the list of attendees in one activity so that they can also
participate in another. For example, cloning a swimming course will help you carry forward a group of
attendees from one skill level to another.
Activity Linking
Multiple activities(appointments, single bookings, and courses) can be linked together in an Event Group.
An Event Group enables the City to set a total combined program capacity for multiple activities. As soon
as the capacity is met across all activities, the system will not allow further registrations; this is helpful to
reduce safety concerns related to overcrowding. For example, the total number of registrants for all
swimming classes running at the same time should not exceed the actual capacity of the swimming pool.
Event Groups also enable users to link multiple levels of courses together to create a program track. For
example, a First Aid program may include several different courses that attendees must complete to
receive a first aid certificate.
Activity Setup Features
• Configurable class levels.
• Pass/fail tracking for courses.
• Prorate classes for late registration.
• Programs and the activities are linked to facility and room reservations.
• Specify age restrictions to come into effect on a particular date.
• Interactive attendance functionality, plus non-attendee tracking for marketing follow-ups.
• Ability to generate mailing lists and labels from registration lists.
• Disable the ability to delete courses with paid or enrolled customers to minimize the possibility of
deleting an active course in error.
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15.4 Activity Registration
PerfectMind’s enterprise solution provides everything you need to effectively manage programs and
courses including activity enrollment and withdrawals, allowing you to create a cohesive and easily
manageable community around your business. Easy online and offline activity enrollment and
withdrawals for staff and customers, PerfectMind enables business growth in just a few simple
consolidated steps. In terms of program management, our proven flexible platform accommodates the
most demanding needs. They include but are not limited to the following:
• Automatic creation of semester and season programs
• Participant ranking
• Level management
• Limited or ongoing courses
• Private and drop-in classes/courses/lessons
• Flexible registration (FlexReg)
• Childcare management and preschool
• Extras
• Ongoing courses based on desired occurrence (daily, weekly, monthly, and yearly)
• Conflict management for facility, staff, instructor, and holidays
• Discounts, early birds, and promotions limited by time or number of participants
• Automatic notifications through text message, email, or mass voice broadcasting
• RSVP
Further to the above, PerfectMind can define and assign the following features:
• Multiple and various fee structures
• Initiate season rollover
• Pre- Requisites (conditions as a prior requirement)
• Establish program enrollment
• Assign minimum and maximums
• Full or partial refund options accommodating multiple payment types (credit card, debit card, or other
method of payment)
• Set online enrollment dates
• Restrict fees based on residency and membership status
• Create custom questions to gather additional information from registrants
• Tie activities to General Ledger account codes
• Wait list and full roster management
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Course Detail Screen
If permissions allow, customer details can be accessed by staff. These include but are not limited to the
following details:
· First and last name
· Street address
· City or state
· Postal or zip code
· Phone numbers
· Email/Facebook/Twitter
· Birth date
· Age
· Gender
· Contract ID numbers
· Family/household ID numbers
· Denotation of primary
· Customer balance
· Customer type
· Text notes
All information related to the activity including: status, enrollment, (including current clients and
waitlisted clients), space available, date of activity, start and end times, facility location, activity location,
costs, cancellations, pay now, and refund options are all view able and manageable through PerfectMind’s
solution, allowing your business to run seamlessly. All fields within PerfectMind are customizable. The
activity enrollment and withdrawal process can be tailored and branded to reflect the City’s work
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processes and practices. The platform has been designed with client branding and implementation needs
in mind, enabling a solution that is familiar and works for your organization.
15.5 Facility Management
PerfectMind makes booking a facility simple and painless, both online and on-site. Our Facility
Management module is optimized for use on all devices, and enables users to manage:
· facility dependencies
· advanced availability search
· multiple rates and fees
· payment plans
· operational hours
· booking conflicts
· online facility reservations
· interactive facility maps
· questionnaires and alerts
· rental extras and add-ons
· customizable contracts with digital
signatures
· integrated lighting options
PerfectMind’s customizable Facility Management module helps save time and increase operational
efficiency. Facility calendars provide staff and customers with a real-time view of availability across your
network of fields, swimming pools, courts, arenas, and other public-facing amenities, and our integrated
conflict manager eliminates the risk of double booking. PerfectMind makes facility reservations simple
and painless, whether you are completing a single reservation or multiple bookings. There is no delay
when generating contracts containing over 100 reservations.
PerfectMind’s intuitive search capabilities help staff and customers easily identify available resources that
meet their rental needs. Users can search for a facility by keyword, including facility name or contract ID.
PerfectMind also offers an advanced availability search, which sets a time range and duration for a
booking starting from a specific date, and can search particular days of the week. Users can also filter by
calendar, service, facility type, location, and amenities in their availability search. Search parameters can
be saved for future use if needed.
Users can choose between two views in the facility schedule:
• Availability View: Displays a horizontal view of facilities with color coded blocks indicating
availability. Users can click on a block to show the availability details for that specific time.
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• Timeline View: Displays all existing events that connect with the facilities you have selected in your
search. Existing reservations appear in the color that is associated with the facility calendar they were
created in.
Easily reserve events that cover multiple days and multiple venues within your organization using custom
repeat patterns. Users can select independent booking dates to create a booking series, and modify or
add any date within a recurring series without breaking the original repeat pattern. Using dependencies,
customers can book an entire facility, or a partial portion (e.g. one lane of a swimming pool instead of the
entire swimming pool). If a partial portion is reserved, the entire facility will no longer be available for
booking. Extras and add-ons (such as equipment) can be attached to any facility reservation, and can be
required or optional.
Custom questionnaires can be added to the service level of any facility which will be activated during the
reservation process. This is where you can ask customers to provide any information required for a
reservation, including room setup preferences, waivers, or terms of service agreements. Multiple
questionnaires can be added to a single facility if multiple services are attached to that facility; for
example, a facility may be used for both Basketball and Volleyball services which require different
questionnaires.
Multiple reservation rates can be assigned to a facility, including prime time/non-prime time rates and
fees for residents/non-residents. If a reservation overlaps between two rates, the system will
automatically charge the correct rate for each of the hours booked. For example, if prime time hours are
9am to 5pm and a reservation is booked for 4pm to 6pm, 1 hour will be charged at the prime time rate
and 1 hour will be charged at the non-prime time rate. Multiple payment plans can be configured for
facility reservations, including equal payments, term payments, or custom payment dates.
Quick Rental
For simple facility bookings that do not require a contract, PerfectMind offers a Quick Rental option. Users
can select the facility and time for the reservation, then proceed directly to the Point of Sale system for
processing. The system will run the conflict manager and any associated questionnaires, then will proceed
to the payment process, including the addition of any applicable extras, fees, taxes, and discounts. If there
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is no fee for a quick reservation (for example, booking a tennis court that is free for members) the Point
of Sale system will be bypassed and a receipt will be generated for the reservation.
Online Facility Booking
Facility information and reservation options can be available to staff and customers online at the City’s
discretion. There are four options to choose from when setting up facilities for online booking:
• Allow Reservation: Allows reservations to be completed online without staff approval.
• Allow Reservation with Approval: Reservation is placed in a “tentative” state pending staff approval.
Staff members must contact customers to complete reservations.
• Show Information and Availability: Displays the searchable availability schedule of a facility.
Customers must complete reservations over the phone or in person.
• Show Information: Displays only the facility information. Customers must complete reservations over
the phone or in person.
The City can also set a maximum limit for online bookings a customer can complete, either by the total
number of all future reservations, or by the total number per bookings per day or per week. This is helpful
during busy seasons, so facilities aren't all booked up by the same customer.
Interactive Facility Maps
Make the online booking process simpler and more visual with customizable facility maps for gyms, pools,
classrooms, camp grounds, courts, marinas, and other facilities. Customers can conveniently view a group
of facilities on an interactive map that provides an overview of a location’s physical space and includes
clickable pins, each corresponding to a unique facility. Once a facility is selected, users can view and search
facility details, amenities, and available booking times.
Campground Map
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Facility Lighting
PerfectMind works seamlessly with Musco Sports Lighting and Skylogix Wireless Switching and Monitoring
Solutions, allowing you to manage facility lighting and related fees with full control and flexibility. This
may reduce the amount of power consumed by facilities, as the lights can be turned on only when a facility
is reserved.
Our automated lighting integrations are fully customizable, and facility lighting can be set to turn on and
off at predetermined times. For example, if a facility has LED lighting, lights can be turned on 15 minutes
prior to an event start time to allow the lights to warm up. Fees for lighting options are just as flexible –
you can choose to bill customers for lighting, and can modify fees to apply per time block, or charge a flat
fee. PerfectMind’s solution automatically determines the times of sunrise and sunset, which enables the
City to charge fees only when lights are being used. Any facility calendar updates or changes are
automatically updated to the lighting service's control panel, which can be manually adjusted if required.
15.6 Point of Sale
PerfectMind’s robust point of sale module streamlines the checkout process for both customers and staff.
Easily record sales transactions, print or email receipts for customers, and manage product pricing,
discounts, and inventory. PerfectMind’s Point of Sale module is intuitive to navigate, and has a dynamic
layout compatible with mobile devices and tablets.
PerfectMind maintains and stores receipts and endorsement documents in user-defined formats. The
solution allows for item prompts as required by the City. Customizable to any product, administrator
privileges allow you to add or remove prompts as needed. These can include:
• Discounts
• Promotional codes
• Gift Cards
• Early bird pricing
Customers and staff can search for any product within the City’s inventory using various item attributes.
Products and memberships will appear together in the same search results, unless filtered by tab group.
Custom PLU buttons can be easily created within PerfectMind to enable groupings of items including the
placement of frequently sold items.
Supported Payment Types
PerfectMind supports the following payment types:
· Cash
· Check
· Gift Card
· Debit Card
· EFT/ACH
· PayPal
· Account Credit
· Visa
· MasterCard
· American Express
· Subsidy
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· Custom Payment Types (i.e.
rewards)
Payment Plans
PerfectMind’s point of sale module includes the option for customers to Pay Now or Pay Later using a pre-
defined payment plan. The City can configure multiple payment plans that will be available for all
customers; for example, the City could offer 3-month, 6-month, and 12-month payment plan
options. Both Pay Now and Pay Later amounts can be split between multiple payers and multiple payment
methods. This split payment feature is beneficial for blended families, or customers who prefer to split
financial responsibilities.
Payment Plan Screen
Inventory Management
PerfectMind’s point of sale module provides fully integrated inventory management features. The
customizable platform enables the City to create unlimited products within the online store, with branded
store interfaces and featured products by location.
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As the City sets the inventory threshold, the system has the ability to alert users when inventory
thresholds are reached, and can automate the reorder process if required. This function can be turned on
and off by the administrator.
Receipts
PerfectMind can generate a receipt to include the following:
• Organization name
• Address
• Date
• Parent and child name
• City tax ID number
• Fees: membership, regular, late, additional, field trip, and release date feeds
Point of Sale Highlights
• Fully responsive layout is compatible with mobile devices and tablets.
• Purchase multiple memberships in a single transaction.
• Assign memberships and activities to a customer other than the payer.
• Add multiple fees or taxes to memberships, residents, non-residents, facility bookings, and courses.
• Items, Products, and Memberships are grouped by tab for easy navigation.
• “Frequently Sold” buttons can be configured by location. Simply tap a button to add the associated
item to the cart for purchase.
• Inline menu enables users to update Discounts, Taxes, Price, or Item Properties (e.g. color or size)
directly from the cart screen.
• Void any scheduled payment, preventing the payment from being processed.
• Refund or credit processed payments in real time to the original form of payment or to a General
Ledger account.
• Refund permissions can be adapted or configured based on the user profile. This means that users
will not have the ability to process refunds without granted permissions.
• All account information is recorded per user and per location site.
• PerfectMind is PCI compliant, and only stores the last four digits of credit cards in line with PCI
standards.
• When adding a new product, administrators can select if the price will be inclusive of tax, or not. This
enables flat fees, with no hidden charges.
15.7 Payment Processing
PerfectMind will not be your organization’s payment processor. We do however forward the card
information, which is why our company and software needs to be a certified PCI compliant. We do not
store credit card information in its entirety, instead we simply store the last four digits in conjunction with
PCI standards. PerfectMind can integrate with the City’s desired payment processing vendor for a one-
time fee, making the transitional process familiar and comfortable. Or, if preferred, the City can work with
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one of PerfectMind’s integrated processing partners for no additional cost. PerfectMind is currently
integrated with the following payment processors in the United States:
• Vantiv Integrated Payments
• Elavon
• PayPal
• Paysafe
• EVO Payment
• Payliance
• Paytrace
Additionally, PerfectMind is in the process of integrating with Bank of America, which is planned to be
complete by Q2 2018.
15.8 General Ledger and Accounting
PerfectMind has an internal general ledger that tracks financial accounting for all transactions, such as
revenues related to classes, programs, and facility rentals. The General Ledger is central to the financial
management system, the source of the transactions and balances that define the financial state of your
business. PerfectMind’s Accounting module incorporates income, expenses, assets, and liabilities,
capturing the business context and measures of your operation. The software makes it simple and easy
to export the data and import it to a third party financial or accounting software without manually
charging a fee.
General Ledger and Accounting Highlights
• Create unlimited General Ledger accounts
• When selling a pass or membership online or onsite, invoices will be automatically generated and
processed to the applicable payment plan tied to the membership. Different General Ledger accounts
can be assigned to each membership, allowing the system to take care of deferred revenue
• Assign multiple revenue General Ledger accounts for any facility booking, reservation, or equipment
rentals. Users can define the General Ledger account for the applicable facility or equipment; thus,
allowing the system to computer the deferred revenue
• Assign multiple revenue General Ledger accounts for any sales item such as memberships, events,
and Point of Sale items. Users can define the percentage split of each income associated with the
different General Ledger accounts
• The user has the ability to manually create and modify a post-dated transaction; in fact, the software
solution has a pay now or pay later feature creating a user friendly Point of Sale system for all that
access the site. If the user has opted for this module, A/R accounts will be updated according to the
General Ledger report
• Manually enter account numbers to adjust posting between General Ledger Accounts
• Void and/or forfeit any scheduled payment, preventing the payment from being processed
• Payments that are processed can be refunded or credited at any time. Users can choose to refund the
amount to the original form of payment or refund to a General Ledger account. General Ledger
reports will reflect the changes based on cash or accrual method accounting
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• General Ledger account information can be printed, emailed, or exported to Microsoft Excel at any
time
• PerfectMind’s solution has complete API integration capabilities which allows easy assimilation with
accounting software applications. All payment information can be extracted from the system through
PerfectMind’s API
General Ledger Report
15.9 Reporting
With PerfectMind, the City can create limitless custom reports for finance, operations, marketing, and
other divisions without relying on additional software. The proprietary built-in reporting engine enables
the City to define any report on any object in the database, providing your organization with the flexibility
to customize and filter specifics, fields, or data to ensure reports meet your business needs. Users can
create and access reports online from any device, providing staff with the ability to track facility utilization,
number of memberships sold, and class enrollment at any time.
Reports can be run on an ad-hoc basis, and can be exported in CSV or XLS format. Data is accessible in
JSON through PerfectMind’s RESTful API or in their native format through the regular API.
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Activity Rosters
PerfectMind enables organizations to produce roster reports sorted by alphabetical or chronological entry
order, team name, or age. Roster reports include the following options and data elements:
• All rosters for a facility, category, instructor, or supervisor
• All rosters for activities starting within a specific date range
• “Brief” or “Expanded” roster formats
• Printed rosters, or mailing labels for participants on a roster
• Inclusion or exclusion by enrollment type (such as wait list) and refunded entries
Financial Reporting
PerfectMind provides standard consolidated day end financial reports that contain combined totals from
all functional areas, including enrollments, reservations, or membership sales. PerfectMind’s built-in
reporting engine is robust and has similar functionality to Crystal Reporting (a business intelligent
application, designed to generate reports from a wide range of data sources). If permissions are granted,
a user can group several General Ledger accounts by income and account type, and generate these reports
for tracking. PerfectMind allows the user to define General Ledger accounts by site. Users can then choose
to view the General Ledger account information for their site when setting up activities and generating
reports.
Successful Payments Report
Customizable Filters
PerfectMind provides the user with user controlled selection screens prior to running each report. These
selection screens allow the user to narrow the report specification by choosing only relevant data or user
applicable information. This could mean running a report for just a single center, for a single or group of
facilities, with specific dates and times. Robust reports with customizable filters include but are not limited
to the following:
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· Activity number and name
· Category, instructor, and location
· Activity status
· Beginning date and time of course
· End date and time of course
· Registration start date
· Instructor payment data
· Revenue account
Ad-Hoc Reporting
PerfectMind’s platform provides permission-based access to all data included within tables and fields.
Users can create custom reports using drag and drop tools within the application. System reports are
defined for billing, attendance, and similar core functionalities. Grid views and chart views can be
generated for any table defined in the system. Other means of accessing the data for export to more
sophisticated statistical analysis and charting tools are also provided through table export and SQL data
connections.
Data Management
Tables and fields in the database are fully customizable and their relationships can be defined as required.
The fundamental and essential system objects such as member and transaction are built in, with the
applicable business processes defined around them. Other custom objects and fields can be defined using
the drag and drop platform module. This means lists can be created using the same interface with
customizable field selection options. Views are defined on objects (tables in the database) and can include
or exclude fields (columns) in the grid view. Page layouts are defined for each object and can include or
exclude fields for specific profiles. Reporting can be defined on objects and their related objects, limited
to ensure performance. As part of the basic functionality of the system, unlimited navigation through
objects and related objects is available.
Standard Reports
PerfectMind’s solution comes with over 100 standard reports including the following:
Accounting Reports
· A/R Aging Summary
· Deferred Revenue
· General Ledger
· GL Adjustment
· GL Assignment Audit
· Income & Loss
· Journal Entries
· Punch Pass Revenue
· Staff Payment Estimate
Bank Reconciliation Reports
· Payment Detail – Cash
· Payment Detail – Check
· Payment Detail – Credit Card
(eSelect)
· Payment Detail – Credit Card
(Merchant Direct)
· Payment Detail – Debit (Merchant
Direct)
· Payment Detail – EFT
· Payment Summary
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Membership Reports
· Expiring Limited Passes
· Expiring Punch Passes
· Frozen Memberships
· Member Demographic
· Membership by Status
· Membership Cancellations
· Membership Renewal
· Membership Sales
· Membership Sold by Salesperson
· Membership Types
· Membership Scans
Daily Cash Out Reports
· Cash Out Report (Cash Only) · Cash Sales – Open to Close
Marketing Reports
· Broadcast Recipients
· Broadcast Summary
· Campaign Logs
· Emails Bounced
· Email Delivery
· History Log
· New Online Members
Financial Reports
· 3rd Party Billing
· Bank Reconciliation
· Bank Reconciliation (AMEX)
· Billing & Payments
· Cash Reward Details
· Cash Rewards
· Course Revenue
· Credit (Owing)
· Credit Summary
· Customer and Account Statements
· Daily Cash Balance Report
· Discount usage
· EFTs in-Progress
· Expense By Category
· Expense By Vendor
· Expiring Credit Cards
· Facility Booking
· Financial Performance per Location
· Gift Card Sales
· Gift Card Usage
· Income Forecast
· Inventory Report
· Memberships By Month
· Overdue
· Payroll
· Products by Month
· Sales Information Report
· Security Deposit Deduction Details
· Successful Payments
· Successful Payments By Station
· Taxable Sales
Scheduling & Activity Reports
· Activity Registration Summary
· Attendance per Station
· Attendance Sheet
· Contracts to be Completed
· Event Roster by Session
· Facility Schedule
· Facility Usage Report
· Maintenance Report
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· Courses Status
· Event Conflict Report
· Event Master Report
· Event Roster by Series
· Prompts Report
· Sessions Report With Revenue
· Survey Results
Level Promotion Reports
· Promotions This Month
Time Card Reports
· Hours Last 7 Days
· Hours This Month · Hours Today
15.10 Online Customer Access
Providing the best experience with easy online access is a necessity to your members and the public
around your community. PerfectMind accomplishes this with its responsive and social platform. The apps
and website integration run flawlessly for both your employees and customers. Regardless of screen size
or browser type, PerfectMind allows the City’s members to access all public areas of the site while at
home or on the go, without having to download a mobile app.
PerfectMind provides a modern and user friendly interface for the public to access the City’s recreation
and facility services. Here the public can view class schedules, book facilities, purchase memberships, and
view their accounts with ease. Simple to use, PerfectMind’s online responsive platform will allow users to
access to the City’s recreation services from any device regardless of screen size or browser type. Online
users are given complete access to programs, memberships, online stores, and facilities from any
computer, tablet, or smart phone 24/7/365 days a year. PerfectMind is fully functional across all operating
systems (iOS, Android, and Windows), allowing for full operation on all platforms and devices (mobile,
tablet, PC, and MAC). The only requirement is an internet connection; furthermore, clients and members
can login with their social media accounts.
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Client Facing Public Portal Home Page
At the discretion of the administrator, PerfectMind will provide web access to these modules and features.
PerfectMind provides clients and users with a single access point for the public to manage their recreation
activities and services. The public will be able to access password reset, tax receipts, permits, league
information, and schedules for themselves and other members.
The solution enables social sharing of content by clients and their customers. PerfectMind allows facility
customers to use a variety of social channels to update their networks and share their fitness bookings,
purchases, registrations, and experiences. This allows people in their networks to easily view information
and sign up for the same programs, products, and services. The ability to socially share helps businesses
and municipalities generate positive feedback, word of mouth referrals, and growth revenues.
PerfectMind has the ability to show all or some of the activities offered by the City on the online
registration portal. Items include but are not limited to the following:
• Activities
• Facilities
• Programs
• Memberships
• Store
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Class Registration on Online Public Portal
PerfectMind enables users to create, export, and print catalogs, brochures, and schedules online based
on program and activity data. Our management platform includes an online catalog and brochure builder
that facilitates custom page layouts based on program and activity data; further to this feature, the City
has the ability to style, publish, and print activity brochures. Users can enable and disable what
information they want presented online and create customized widgets (an application, or a component
of an interface, that enables a user to perform a function or access a service). PerfectMind will provide a
link or an embedded code with custom CSS to be added to the City's website.
When booking a facility or making a reservation, the action is placed in a “tentative” state followed by the
initiation of PerfectMind intelligence. The workflow engine will flag the booking as “tentative” and send
the booking by email or task, to the appropriate person or staff for approval. If denied, the facility will not
be available to book immediately. If approved, the facility will be confirmed and payment will be
processed. At that point the facility will not be available to be booked by any other individual.
PerfectMind has the ability to check the name and email addresses to prevent creating new accounts
online; furthermore, PerfectMind has automatic search for duplicate account feature. This is where
duplicate accounts can be quickly and easily merged without losing transactional information. Staff can
search by emails, names and telephone numbers to find and merge records.
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15.11 Online Document Center
PerfectMind provides the ability to scan, upload, share, and manage documents (e.g. annual waivers,
permits, tickets, medical forms, and proof of staff certifications) in the hosted database within the cloud.
Populate a variety of documents such as waivers, contracts, and disclaimers using PerfectMind’s mail
merge functionality. Create custom labels, membership cards, and gift certificates with your logo and
branding standards. The document management solution has the ability to obtain a physical signature or
an electronic signature that can be stored in the system.
New documents can be created directly through the Document Center. These can be a variety of forms,
waivers, and disclaimers. Files can be created on any computer and the merged fields from PerfectMind
can be added to the document through the document editor. This editor will function similarly to
Microsoft Word, Pages, and Open Office, giving the user a familiar feel. Any documents created outside
PerfectMind can be added for simple organization and storage; however, only HTML documents built in
PerfectMind and Word documents are supported for merging.
Sample Contracts in Document Center
Digital Signatures
PerfectMind helps you save on paper, ink, and postage when you give your members the convenience of
signing documents such as waivers and agreements electronically. With the addition of a new signature
field, your clients can digitally sign documents on any electronic device. Members no longer need to worry
about coming into the office to sign documents, with PerfectMind simply email the document to the
applicable members and check later for verification and completion. Signed and completed documents
can be saved in the contact’s profile, a module of Account Management.
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Highlights of Document Center
• Customize boilerplate contracts and create several types of standard contracts and other forms.
• Create and modify contracts complete with all relevant details.
• Retrieve data to generate quotes, receipts, and fees for members.
• Create, print, and modify contracts, work orders, addenda, and waivers.
• PerfectMind has workflow capability to upload and send contracts for approval to other City team
members and staff.
• Send contracts, work orders, and documents to clients and staff electronically.
• Upload and print templates for contracts, work orders, tickets, and event checklists.
15.12 Calendar and Scheduling
Prevent scheduling conflicts, increase operational efficiency, and simplify the facility booking process for
your staff and customers with PerfectMind’s customizable calendar. The PerfectMind calendar organizes
your calendars and events and provides ready access to related functions like managing services, staff,
and facilities. The calendar provides automated conflict alerts, providing staff and customers with a real-
time view of facility availability and operational hours across your network of fields, courts, arenas, and
other community facing facilities.
The PerfectMind calendar can be edited, revised, and printed by staff and clients with appropriate access
from any device that is connected to the internet. The calendar easily integrates with the City's forward
facing website, providing the public with real time access to schedules, facilities, and activities.
How events are handled in the calendar and in reports is determined by the booking types:
• Appointment: Event has only one occurrence and one attendee (e.g., private lesson or fitness
evaluation)
• Single Booking: Event has many occurrences, but attendees enroll in one occurrence at a time (e.g.,
a drop-in class or seminar)
• Course: A series of events with a fixed schedule, and attendees must enroll in all occurrences (e.g.,
marathon training or fitness class)
• Custom Booking (Flexible Registration): Users choose the sessions that are convenient to them and
pay a fee accordingly, rather than commit to both the schedule and price of the entire series of a
Course (e.g. summer camp or day care).
• Facility Booking: Event marks the rental of a space such as studios, gyms, courts, fields, rooms, halls,
auditoriums, etc.
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Calendar List View
Calendar Highlights
• Customize columns shown by clicking the arrow beside a column title and selecting from the drop
down list.
• Search by keyword, course ID, or contract ID to easily find the facility or event aligning with client
needs .
• Filter calendars by period of time, age, gender, service, and season.
• Manage full-time and part-time employee schedules and availability.
• Define color, default view, and time scale (e.g. intervals of 15, 30, or 60 minutes), and groupings (e.g.
group by staff member) for each calendar.
• Set up automated reminders about events for attendees.
• Export calendars to PDF files to print or save offline.
• Choose to show or hide cancelled events.
• Share events to various social media platforms.
• Set recurring operational hours for statutory holidays. Simply set the holiday hours once, and the
system will apply it to all future years.
• Customize the text that appears on the online calendar when online reservation for a facility is closed.
Instead of "Call to Reserve", you can include custom text up to 15 characters (for example, a phone
number to call).
15.13 Communication and Marketing
PerfectMind’s solution includes exceptional built in communication and interaction tools, giving you the
options and variety to effectively connect with customers and staff. Accommodating all individuals and
preferences, communication through PerfectMind can be done by voice broadcast, text messaging, and
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email. Users can create a mass voice broadcast to notify contacts about important updates and alerts (e.g.
the closure of a facility due to inclement weather, or a special promotion). At any given time, users can
utilize voice broadcasting to contact specific targets (customers, employees, residents, or non-residents)
or communicate important alerts, promotions, and updates. The platform allows staff to send SMS or text
messages to a designated group of recipients.
PerfectMind’s solution includes a built-in email application. This allows you to send emails from directly
within the system to one or many individuals, accounts, and companies. With no need to export and
import to another software, PerfectMind allows you to take advantage of email marketing technology
maximizing your delivery and open read email rate. Successfully send mass emails to groups or selective
individuals hassle free without needing to copy and paste email addresses and templates.
Adaptable to any email template, PerfectMind’s communication tool sends automated and smart emails
based on defined criteria. It can schedule emails and create regularly recurring emails of any pattern.
Users can insert merge fields from the database, add any field from transactions, payments, and passes,
provide suppression list management (opened, bounced, unsubscribed), and add content to templates
(sorting and reporting).
The variety of communication methods available through PerfectMind can accommodate the assortment
of individuals within your community allowing for equal access for participants with visual, hearing, or
cognitive disabilities. Information is accessible in various formats to ensure everyone has a similar
understanding of programs, services, and activities.
Social Media Marketing
When accessing the online portal, clients and members can log in with their social media accounts. Client
and member activities can be posted to social media accounts, which can then be liked and shared by the
poster’s social media contacts. This “social media marketing” will widen the visibility of the City within
social media circles.
15.14 Subsidy Management
With PerfectMind, the City can create, apply, and manage subsidies and scholarships for qualified clients
or families, to assist them in enrolling in courses, buying memberships, booking facilities, or purchasing
products. With different subsidy types, the City can apply rules to qualify eligible families or individuals,
and set restrictions on subsidy amounts.
When setting up a subsidy, the City can apply parameters such as activation and expiration dates, total
subsidy amount, and maximum amount allocated to a single contract or account. Restrictions to subsidies
can include demographics such as a minimum or maximum age, and maximum times a customer may
receive a subsidy.
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Subsidy Setup
PerfectMind provides full auditing and tracking capabilities for scholarships and subsidies. The City can
perform the following tasks through the subsidy management module:
• Sell courses and memberships to qualified clients through the Point of Sale system
• Remove a subsidy allocation from a client so they can no longer use the subsidy funds
• Refund courses or memberships back to the original subsidy fund
• Receive donations that can be allocated to a specific scholarship or subsidy
• Generate reports showing subsidy allocation and usage breakdown
15.15 League Management
PerfectMind’s league management module will help your organization manage a variety of sports
including softball, basketball, volleyball, and golf. PerfectMind understands that different types of leagues
require different registration options, which is why we offer a flexible platform to manage league and
tournament programming.
With PerfectMind’s league management module, customers and staff can register either a full team or an
individual team member. The registration process is the same as for activities and programs, making the
sign-up process familiar and comfortable. Different questionnaires can be added to each registration type,
enabling the City to collect specific information for teams or individuals. Questionnaire responses can be
used to manually assign individuals to teams or complete scheduling; any custom question can be created
in the questionnaire to meet your business requirements. A “Team” field is included in registered
customers’ profiles to provide league assignment at-a-glance.
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Different types of leagues can be created for scheduling, including group, knockout, and group knockout.
Once teams are added to a league, schedules are created manually by creating an event in the league
calendar; these events are immediately added to the league schedule upon creation. PerfectMind’s
conflict manager will notify users of any scheduling or team conflicts when validating league events. Users
can view a full league schedule with all game information, or the schedule for a specific team’s home and
away games. Results (scores) are added manually once a game is finished, including game status (e.g.
played, tied, forfeited, etc.). Team rosters, schedules, and game results can be printed or exported at any
time.
An enhancement to PerfectMind’s league management module is planned for Q1 2018, which will include
automatic scheduling and team management.
TeamSideline Integration
If the City requires more robust league and tournament scheduling functionality, PerfectMind offers an
exclusive integration with TeamSideline, a leader in league scheduling software. TeamSideline provides
full league management functionality including automatic scheduling, team and player registration, team
websites, automatic game scoring, roster building, and tournament management.
PerfectMind and TeamSideline’s two-way integration consists of sharing facility, division, and team
information between the systems. This provides the following benefits:
• Facility availability is shared between the systems to prevent double bookings
• Create and update events automatically in PerfectMind when a game schedule is created or changed
in TeamSideline
• View non-tournament events for a location or multiple locations
15.16 Custom Booking and Child Care
PerfectMind’s highly intuitive registration platform will make the City’s organization and daily operations
easier regarding advanced custom bookings. With an easy to use, flexible, modular format, PerfectMind’s
solution simplifies the management of advanced custom bookings such as childcare registration or day
camps. With a complete set of modules to manage daily operations and tasks, below are some highlights:
• Multiple fee and payment options are available by utilizing the calendar module. This module can be
completely customized during implementation or by the administrator post implementation.
• For the above-mentioned fees, a customer account management and accounts receivable system is
included to track customer balance and provide accessible reports for all payments coming due.
• Calculate and track customer balances, accept customer payments, and produce customer
statements. A transaction could include one or more invoice or payments per invoice, meaning users
can easily split the payment method.
• Parents or guardians can search and view the custom booking schedules online.
• The software solution allows the purchase and renewal of custom booking packages online.
• Parents ability to make changes is dictated by the administrator.
• Full receipts can be generated at any time.
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• PerfectMind offers flexible document application which allows the user to create a custom receipt
template, print, and merge at any time.
• FlexReg (Flexible Registration) makes it easy for the City to facilitate different booking patterns (e.g.
morning, afternoon, and evening) for different days of the month; further to this, fees are calculated
automatically.
• Tax receipts can be printed or emailed on a yearly basis; furthermore, the receipt can be generated
through the report engine or the document application using a custom receipt template.
Daycare Calendar
15.17 Staff Management
PerfectMind’s staff management module makes it easy to schedule staff, post shifts, and track hours and
activities. Generate reports and view analytics about your staff, including hours worked, pay rates. The
platform supports the management of detailed staff profiles from skills and availability to training, and
certifications. Information and data in PerfectMind is readily available in a streamlined format with the
ability to add notes and attachments on each staff member.
Staff Management Highlights
• PerfectMind allows for City staff to log into a shared calendar system. This system can be edited,
revised, and printed by staff and clients from any device that has access to the internet. Calendar
includes but is not limited to: staff schedule, class schedule, facility schedule, equipment availability,
day care, concerts, and special events.
• PerfectMind’s calendar system allows for multiple locations and other locations to be managed and
viewed from the same interface.
• Manage fulltime and part-time employee schedules and availability.
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15.18 Ticket Management
PerfectMind’s ticket portal will allow for the sale of tickets online directly through the PerfectMind
platform either in person or online. Tickets can be limited to specific venues and can limit the access by
time. Tickets can be sold individually or in groups. All ticketing is General Admission but can also be sold
in tiers (seating groups) as well. The system can print bar codes with in-and-out privileges along with
tickets corresponding to the event.
The design of tickets can be fully customized, and there are several options for ticket customization:
• PerfectMind has pre-set templates for tickets
• Custom ticket templates can be designed and created by PerfectMind’s professional services
department (fees will apply)
• Create your own custom ticket designs using HTML5 to be added to PerfectMind
Tickets can be used to scan to open gates using PMScan (linked with a gate kicker system) or with a
handheld scanner. There can be multiple scans on a ticket; this is useful for group admissions which can
either have 1 ticket per person, or 1 ticket with multiple number of scans.
15.19 General Administration
PerfectMind’s enterprise platform provides everything your organization needs to effectively manage
programs and courses including membership, enrollment, and withdrawals, accommodating the most
challenging needs. The solution allows the user to effortlessly manage and add new members to your
facility and/or program(s) with just a few clicks. The intuitive system accommodates family management,
multiple memberships, related contracts, member activity records, and includes a built in marketing
component. Restrict access permission for users and groups to improve security and safekeeping of
confidential files and documents. PerfectMind is adaptive to the changing needs of your organization and
community members. Accessible booking and registration online or offsite for staff and clients,
PerfectMind is simple to use and easy to understand, a platform that evolves with you.
Password Management
PerfectMind’s solution allows for customers to access their member account information over the
internet with a personalized assigned username and password. Here the client can book classes and make
online purchases. Members and clients can change their account information and specify the information
that they want readily available, preventing staff from changing the customer’s login or password on the
public site or domain. PerfectMind provides the option to allow customers to change their account
information and specify what information they can change themselves.
Using a Facebook account, staff and the public can adjust their account and reset their password. When
a password is reset and requested, an email is generated for the member or client with the following
PerfectMind enforced reset instructions:
• Passwords must be a minimum of six characters in length
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• Passwords must not contain more than two repeating characters (e.g. 111222 is not a valid password
and will not be accepted)
• Passwords cannot contain a sequence of characters (e.g. 123456 or abcdefg)
• Passwords can be reset when forgotten
Below are some optional password security features for members or clients:
• Minimum password length (between six and sixteen characters)
• Contains lowercase letter
• Contains uppercase letter
• Contains number
• Contains punctuation mark
• Enable password history check (cannot use any of the last five passwords)
• Lock out by IP address
• Lock out by hours
Export Data and Brochures
PerfectMind allows for the user to create, export, and print catalogs and brochures online based on
program and activity data. Our facility management software includes an online catalog and brochure
builder that facilitates custom page layout based on program and activity data; further to this feature,
the has the ability to style, publish, and print activity brochures.
External and Internal Availability
Externally and internally, PerfectMind allows for searches by facility name, type, center, and geographic
location. PerfectMind has a built-in email application that is programmed to send emails directly from the
system to one or many individuals, accounts, and/or companies; in fact, the software is designed to search
for unique keywords within specific facilities (e.g. meeting rooms, cable TV outlet, and wireless outlet).
PerfectMind will display a list of all facilities, or allow limited searches for facilities. If a user desires to
filter the criteria, PerfectMind will permit the search to be narrowed by limiting the displayed facilities to
a center, facility type, site, area, or various combinations.
15.20 Administration Portal (SmartClient)
PerfectMind’s administration portal, Smart Client, can be used for back-end tasks such as the creation of
workflow automations, user profiles and permissions, object related customizations, and custom report
creation. Smart Client enables the platform to be fully configured to meet the needs of the City through
custom application development. This functionality has made PerfectMind simple enough to use for a
solopreneur martial arts studio while being robust enough for a municipality serving hundreds of
thousands of residents. Through Smart Client, the configuration possibilities are endless, enabling your
organization to have a platform specifically designed for you.
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Smart Client is not intended to be used for day-to-day operations, and PerfectMind recommends that
Smart Client only be used by City administrators or super users who should have access to these complex
functions.
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16 Appendix C - Technical Functionality
16.1 Cloud Hosting
PerfectMind is a platform as a service (PaaS) solution that is licensed on a subscription basis, which can
save your organization time and money. There is no software installation or additional hardware needed;
PerfectMind’s only requirement is a web browser and active internet connection to access the database
hosted on the cloud. System updates happen overnight on a monthly basis and have minimal impact.
Clients are notified one week in advance of any planned updates.
PerfectMind’s platform includes 80 GB of storage, with the opportunity of adding secure quantities of
data (in 80 GB increments) in a safe platform. Cloud computing enables your organization to engage more
with the public and build relationships within your community.
Cloud Security and Advantages
Cloud computing focuses on maximizing the effectiveness of shared resources. As a veteran of the cloud
community, PerfectMind utilizes this infrastructure and in doing so achieves the following:
• High Security
• 24-hour backup
• Site redundancy protecting against hosting facility outages, providing service to multiple geographic
regions when connectivity between them is lost
• A disaster recovery plan
• Hosting in Canada and the United States with 99.9% availability
Cloud computing provides the City the flexibility to connect with clients, files, and documents anywhere
at any given time. With the number of web-enabled devices in today’s environment (e.g., smartphones,
tablets, mobile devices) access to data is easier with the cloud. The following points outline several
benefits of moving to a secure, cloud-based solution:
• Mobile Access: There are no components deployed to desktop or mobile devices as PerfectMind
works with all modern desktop and mobile web browsers.
• Reduced IT costs: PerfectMind is a cloud-based solution, so there is no need for on-premise server-
side hardware or software. The City can reduce overhead costs by using PerfectMind’s cloud
computing service.
• Scalability: PerfectMind’s platform enables organizations to scale operations and storage needs up or
down as need and demand changes. Servers are monitored 24/7/365 and thresholds are carefully
audited by PerfectMind. Servers are over-provisioned to meet future growth and unexpected spikes
in workload. However, in the event of a resource constraint, additional resources are added without
service interruptions.
• Business Continuity: Whether the City experiences a natural disaster or power failure, stored data is
backed up and protected in multiple secure and safe locations. Restoration of services is prioritized
by the failover provided in our hosted architecture; by default, all PerfectMind client databases are
stored in a shared-tenancy environment and subject to our failover procedures.
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• Flexibility: Cloud computing enables flexibility in employee work practices. If permission is granted
(based on IP address restrictions or profile), users can access data from specified devices such as a
home office, mobile device, etc. The only requirement is an internet connection and a web browser.
16.2 Hosting and Availability
PerfectMind is hosted on Amazon Web Services (AWS). Client information is housed in multiple data
centers, geographically separated to maximize risk mitigation. AWS is designed to host mission critical
servers and computer systems, with fully redundant subsystems.
By utilizing AWS, troublesome infrastructure nuisances are removed along with many of the security
issues that accompany them. AWS’s world-class and highly secure data centers utilize state-of-the-art
electronic surveillance and multi-factor access control systems. With fully staffed data centers and trained
security guards, access is only authorized on a strict privileged basis. Environmental systems and processes
are designed and set in place to minimize the impact of disruptions to operations. Resiliency and
accessibility is maintained due to the multiple geographic regions and availability zones providing
solutions to failure modes, including natural disasters and/or system failures.
Data Center
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Accessibility
Customer access points, also called API endpoints, allow secure HTTP access (HTTPS). This allows the user
to establish secure communication sessions with your AWSD services using SSL/TLS.
Multi-Factor Authentication (MFA)
Amazon Web Services provides built-in support for multi factor authentication (MFA) for use with your
root AWS account as well as individual IAM user accounts under it.
Availability
Availability is the ratio of time a system or component is functional to the total time it is required or
expected to function. Below is PerfectMind’s availability summarized and given as a percentage value.
• Infrastructure SLA (AWS): 99.95%. This is standard for infrastructure providers.
• Application SLA: 99.9%. This equates to 43 minutes of downtime per month (approximately eight
hours per year).
16.3 Business Continuity and Disaster Recovery - USA
A strong business continuity plan is an important part of every organization, and as such PerfectMind
comes with a complete disaster recovery plan. Below is an overview of PerfectMind’s business continuity
and disaster recovery plan that is upheld within the United States:
• PerfectMind’s application and infrastructure is designed for high availability, and is hosted on Amazon
Web Services (AWS). PerfectMind’s platform infrastructure does not rely on legacy media such as tape
drives to back up or store data.
• The PerfectMind primary and disaster recovery data centers are located in the regions of Oregon and
Virginia, respectively.
• Each region has multiple, isolated locations known as Availability Zones (AZs). AZs consist of one or
more discrete data centers, each with redundant power, networking and connectivity, housed in
separate facilities. In the event of an outage or disaster at the primary AZ, the system will
automatically failover to the secondary AZ. In the highly unlikely event of a catastrophic disaster
within an entire region, system will failover to the secondary region.
• The infrastructure exists to replicate and synchronize data between the primary and disaster recovery
data centers, is available in real-time, and uses synchronous replication within the primary data center
between data centers with a latency of no more than 100ms.
• Client databases are backed up to the same storage every night and archived.
• PerfectMind provides weekly full backups with daily differential backups for all client databases.
Additionally, all client databases have log shipping enabled at 15 minutes interval for point-in-time
recovery (PITR) as part of the default policy.
• Under the standard policy, PerfectMind platform transaction logs are backed up every ten minutes to
a highly available storage center which is then replicated between multiple data centers.
• In the event of a system failure, the previous night’s backup will be restored followed by the most
recent transaction logs.
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• For payment processing, PerfectMind backs up transaction logs every ten minutes; therefore, in case
of disaster, the maximum data loss on the billing service will be ten minutes.
• In the event of an outage, downtime could vary between a few minutes (most likely) to a few hours
(in case of disaster which may take up to three hours).
• In conjunction with the standard disaster recovery policy, critical data such as billing information are
protected by a dedicated database with a zero data loss policy.
• A custom backup and retention policy can be agreed upon during the contract negotiation phase.
16.4 Data Access and Security
Each PerfectMind customer has its own, fully encapsulated and dedicated database not shared or visible
to any other customer. These databases are encrypted individually to ensure maximum security in a
shared, hosted environment. Restrictions and controls, such as ITIL security management (based on the
ISO 27001 standard) and ITSM change management are put in place to ensure our Servers’ resources are
available to all customers. These ensure all requirements for establishing, implementing, operating,
monitoring, reviewing, maintaining and improving a documented security management system within the
context of your organization’s overall business risks are met; furthermore, we have been validated as a
Level-1 service provider under the Payment Card Industry (PCI) Data Security Standard (DSS).
PerfectMind has established processes and procedures for access to client information and incident
response. The Director of Customer Service is responsible on the client side and the VP Product
Development is responsible on the development side. Servers, replicated and located in multiple Tier 4
Data Centres, are protected by firewalls and restrictive Access Control Lists (ACLs); in more detail, they
are scanned for vulnerability and penetration testing on a monthly and quarterly basis.
All access to encrypted client information including SQL Database and Server access is restricted to only
those staff that need to access the data for trouble shooting and client service issues. This access list is
reviewed regularly and staff removed or added as appropriate.
Encryption
Encryption is one of the most effective data protection controls available today. Encryption is a primary
data (and application) protection technique, and as such, PerfectMind clients have dedicated databases
which are individually encrypted for protection. With state of the art security, client data is encrypted
during transmission (PerfectMind supports and recommends client access using the HTTPS protocol to
ensure secure transmission) and stored on Amazon datacenters. All production servers are assessed and
scanned on a monthly basis by a third-party company. Financial information, passwords, and other
sensitive information is encrypted in the system and saved as encoded information within the database.
Access to encrypted secure data is limited to a select group within the company which is continuously
reviewed. The encryption keys (or the piece of information to determine the encrypted information) is
also limited to select development team members. This restrictive security measure provides the tightest
controls over access to the encryption keys and encrypted data.
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All login and post login pages are secured through SSL and encrypted using Triple DES (symmetric key
block cipher applying the Data Encryption Standard Cipher Algorithm three times). All access and database
logs are available for review, while tier-3 and development team members can help with tracking and
securing any breach.
PerfectMind understands how important security measures are, and as such has monitors in place to
catch unwanted access while taking every precaution to avoid security discrepancies.
Data Ownership
The City retains ownership of all data, and can extract any data from the database at any time.
16.5 Data Retention and Backup
Data is stored within a dedicated client database in a shared-tenancy environment. The City retains
ownership of all data, and can extract data from the database at any time. PerfectMind does not delete
or archive data unless a client specifically requests it.
PerfectMind provides weekly full backups with daily differential backups for all client databases. Data
backups are individually verified and tested upon creation, and retained for 90 days as part of
PerfectMind’s default data retention policy. Data backups are individually encrypted and replicated across
geo-redundant datacenters to ensure high availability and minimal data loss in the event of a site-wide
failure at the primary datacenter. Data replication occurs at 15-minute intervals under the default data
retention policy to ensure the maximum data loss never exceeds 15 minutes. PerfectMind verifies and
tests all backups upon creation to ensure they are healthy and restorable. In the event of a system failure,
the previous night’s backup will be restored, followed by the most recent transaction logs. PerfectMind
staff can also perform database restores on demand as necessary.
Data Retention Policy
Databases are maintained while a client is active and has a valid contract on file. Once a client leaves
PerfectMind, their databases are marked as inactive, backed up, and retained for 90 days as part of the
default retention policy. The retention period is open to negotiation during the contract phase and can be
modified to fit the City’s needs. PerfectMind provides clients with a copy of their data upon termination
of the contract. At the end of the retention period, backup and recovery data is sanitized and destroyed
following the DoD 5220.22-M standard.
16.6 User Profiles and Permissions
User Profiles
PerfectMind allows the system administrator to create profile permissions and/or role-based permissions
that grant security rights to various functions within the system. Each group can be given a read, write, or
read-only access where applicable. Security rights are at the sole discretion of the administrator.
PerfectMind does not limit the number or types of profiles and permission the City can create.
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Public Profiles
PerfectMind’s public access to information will be controlled by the City. The public can have access to all
or some of the information stored within their user account profile. The administrator has complete
control over public profiles and the information contained in and collected online. The administrator has
the ability to control, add, and/or delete fields available online. Our software’s reporting engine can report
on any field within the database, collecting and reporting on demographic information as required.
Permissions
Member/client/user permissions specify what tasks users can perform and what features users can
access. PerfectMind permissions are customized to:
• Allow customers to view & print their family schedule
• Allow for booking, registration, and payments
• Allow customers to view their account deposits
• Allow customers to view their gift card and credit balance-both current, prior, with printed results for
their record
• Allow customers to view their previous transactions
• Allow customers to view transactions that require attention (e.g. unsigned waivers or checklist items
they must return prior to their reservation being approved)
• Allow customers to view their activity and program grades in their current enrollments
• Allow customers to change their login name, password, address, and personal information
• Allow customers to change, revise, add, and update information about their family members
• Allow customers to view their account balance
• Allow customers to view a list of their previous payments and receipt details
• Allow coaches and instructors to view their evaluated skills
• Allow coaches and instructors to run roster reports for activities they are teaching and involved in.
This function would be available to those coaches and instructors who are authorized to perform
online administration of their activities
• Allow instructors to view and print the standard attendance sheet for activities that they are teaching
• Allow instructors to send emails to participants and enrollees that they are teaching
• Allow instructors to enter pass/fail marks of participants and enrollees that they are teaching
• Allow instructors to edit participants’ skills. This function would be available to those coaches and
instructors who are authorized to perform online administration of their activities
• Allow instructors to view their bookings online. This function would be available to those coaches and
instructors who are authorized to perform online administration of their activities
• Permissions can be set for limited access.
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16.7 Business Processes and Workflows
Business Processes
Business processes, or rules, are composed of the tasks that users complete and the order that they are
completed within your organization. What happens when you sign up a new customer? Create an invoice?
Make a sale? Order office supplies? By creating these rules within the application, the City can ensure that
the necessary steps to carry out an action are taken, that the people who need to know are informed, and
that these events are recorded within PerfectMind so users can review and monitor the status of tasks
being performed.
A business process is a chain of linked steps that occur in sequence; one step begins when the previous
step in the process has been completed. The City defines when a process will begin, and what steps will
occur within that specific process. For example, one business process may begin when a customer
withdraws from a course with a waitlist. Once the customer withdraws, the first customer on the waitlist
will be automatically put into Pending status within that course, then will be sent an email requesting
them to contact the front desk to complete their registration. Each step occurs after the completion of
the previous one. Because these are linked together as a business process, users can track each ongoing
process, the status of the process, what steps have occurred at what times, and so on. Business processes
define what step to complete now, what step to complete next, and when each step should be completed.
Workflows
A workflow is an action, or a set of actions, that the application runs automatically when certain conditions
are met. Workflows help to automate your business processes, saving time for users.
Workflows are triggered by specific pre-set events that occur within the application. When a workflow is
triggered, it immediately performs an action according to the pre-set criteria. A workflow can be triggered
by an external output (such as adding information from a web form or the API), or by another workflow.
Developers can also create timed system workflows, which do not require any external or workflow
actions to be triggered. They run on an hourly or daily schedule, evaluate the specified objects and records
by their criteria, and perform any necessary actions. Workflows can only be created and modified by
admin users with the appropriate permissions.
Workflow Business Process
• Actions are not tracked or
reportable
• All actions occur immediately
when the workflow is triggered
• Actions are tracked and
reportable
• Actions can be completed in
the future, and may take place
over hours, days, weeks, or
longer.
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16.8 Audit Logs
Audit logs and trails are important for maintaining security relevant chronology records, which is why
audit logs in PerfectMind are tracked for every record, allowing you to view which user made what
changes and the time it occurred. In fact, sign in/out sheets are recorded and time stamped for all
activities across facilities and locations. These audit logs are kept and never deleted.
Audit for database tables in PerfectMind can selectively be switched on while some system level tables
have it on by default. The audit trail is kept as records in the database and is archived and available even
when data is removed. All tables in PerfectMind have views that can show the records and for each record
with audit enabled, there is a history page that shows the content at each step with the ability to only see
the difference. System logs are also kept on servers that collect any exceptional behavior and can be
referred to in the event of an issue.
PerfectMind offers a complete audit log that tracks all changes within the system for clients, activities and
facilities which keeps record of the person that made the change as well as all details of the change such
as time and date. Data can be exported in CSV format. Audit trails are saved in XML. All other data is stored
and accessible in JSON through the RESTful API or in their native format through the regular API.
16.9 PCI Compliance
The Payment Card Industry Data Security Standard (PCI DSS) is a set of requirements developed by the
Payment Card Industry Security Standards Council (PCI SSC) to ensure that companies that store, process,
or transmit credit card information maintain a secure environment.
PerfectMind is PCI-DSS V3.2 Level 1 compliant, and all new features affiliated with financial data are
developed to ensure this compliancy is preserved and maintained. As a Level-1 PCI compliant service
provider, PerfectMind undergoes rigorous annual on-site assessments as well as quarterly vulnerability
scans by ControlScan, a PCI SSC Approved Scanning Vendor, to ensure security is upheld.
The following table provides high-level overview of the twelve PCI DSS requirements that companies must
meet to be PCI compliant:
Build and Maintain a Secure
Network and Systems
1. Install and maintain a firewall configuration to protect
cardholder data
2. Do not use vendor-supplied defaults for system
passwords and other security parameters
Protect Cardholder
Data
3. Protect stored cardholder data
4. Encrypt transmission of cardholder data across open,
public networks
Maintain a Vulnerability
Management Program
5. Protect all systems against malware and regularly update
anti-virus software or programs
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6. Develop and maintain secure systems and applications
Implement Strong Access
Control Measures
7. Restrict access to cardholder data by business need to
know
8. Identify and authenticate access to system components
9. Restrict physical access to cardholder data
Regularly Monitor and Test
Networks
10. Track and monitor all access to network resources and
cardholder data
11. Regularly test security systems and processes
Maintain an Information
Security Policy
12. Maintain a policy that addresses information security for
all personnel
16.10 API Integration
PerfectMind has an open application program interface (API) allowing for easily adaptable integration
with external applications supporting fluid, user-friendly interconnectivity and collaboration across
platforms. A full automatic integration and process from PerfectMind’s platform to your solution is
explained below.
• Option 1 – Export/Import: PerfectMind supports the export of records from any object within the
database. The City will have the ability to export all invoice records, or selected records with criteria
(if needed), and import into your solution. Export file format is XLS, CSV.
• Option 2 – API integration: PerfectMind will enable access to client data from other systems through
API integration. The frequency of data interchange and level of detail are determined by the City.
PerfectMind will meet with the City to determine the scope of integration and what items within
PerfectMind will need to automatically import into your solution. The Product Managers will estimate
the amount of time and additional cost needed to integrate the two products.
Information on API integration
Required development and/or customizations to meet interface requirements will be assessed.
PerfectMind provides standard APIs that provide access to data within our database. Standard data
connections can also be used to access data. Many of the features of the system can be embedded in
other web pages using iframes. All other data is stored and accessible in JSON through the RESTful API or
in their native format through the regular API.
System Integrations and Interfaces Development
PerfectMind provides standard APIs that provide access to data within the database and some
fundamental business processes. Standard data connections can also be used to access data (for example
to create reports in Office products). Many of the features of the system can be embedded in other web
pages using iframes. Data can be exported in CSV or XLS format. Audit trails are saved in XML. Stated
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previously, all other data is stored and accessible in JSON through the RESTful API or in their native format
through the regular API.
A one-time consulting and implementation fee is required to set up and deploy the proposed solution.
16.11 Supported Software
PerfectMind is fully functional across all operating systems (iOS, Android, and Windows), allowing for full
operation on all platforms and devices (mobile, tablet, PC, and MAC). The only requirement is an internet
connection. The only requirement is a web browser and an internet connection with a minimum
bandwidth of 2 MB. PerfectMind recommends a bandwidth of 5 MB or over for an optimal online
experience.
Supported Desktop Software Supported Mobile Software
• Internet Explorer 10+
• Chrome 42+
• Firefox 32+
• Safari 5+
• Android Kit Kat+
• Safari 7+
16.12 Recommended Hardware
As a cloud-based solution, PerfectMind has no required hardware. However, if the City is looking to
purchase hardware for its operations, PerfectMind’s recommendations are provided in the following
table.
Hardware Description Price
USB/1D Scanner
Hyperion 1300g
Featuring an ideal balance of performance, durability and ergonomics,
the Hyperion 1300g is the ideal choice for customers who value
aggressive scan performance and durability in a general duty handheld
linear scanner. Fast intuitive bar code reading out to 18 inches (457mm),
and high-density bar code reading are both enabled in a single device,
eliminating the need to purchase specialty scanners.
$375
Wireless/ Bluetooth
/ 1D Scanner
Honeywell Voyager 1202g
Honeywell’s Voyager 1202g single-line laser scanner incorporates the
freedom of Bluetooth wireless technology and offers a field-replaceable
battery that can be quickly and easily exchanged. Built on the platform
of the corded Voyager 1200g, the 1202g is optimized for scanning linear
bar codes, including poorly printed and damaged codes.
$625
USB/2D Scanner Honeywell Xenon 1900 $875
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The Xenon 1900 delivers superior bar code scanning and digital image
capture with a custom sensor, enabling extended depth of field, faster
reading, and improved scanning performance on poor quality bar codes.
The Xenon 1900 decodes virtually all bar codes with ease, including bar
codes on mobile devices.
Credit Card Swiper
MiniMag Duo
The MiniMag Duo offers one of the smallest form factors for the
industry. It reads 3 tracks of magnetic stripe card data regardless of
swiping direction and over a large speed range. Two magnetic heads
provide the most convenience to the user and ensures the data is
captured on every swipe.
$150
Receipt Printer
Pioneer STEP-5e
The STEP-5e offers an outstanding value and speed, printing up to
300mm/second. The printer has an autocutter life of 3 million cuts to
meet high-volume printing needs. The STEP-5e’s USB or Ethernet port
allows fast data transfer, while mPOS printing can be achieved through
WiFi or Bluetooth.
$375
Card Printer
Zebra ZXP Series 3
The ZXP Series 3 offers vivid, high quality full color and monochrome
card printing. The card printer can meet the needs of a variety of
applications, including ID and access control cards, as well as
personalized gift, membership, and loyalty cards.
$3,125
Cash Drawer
APG Series 4000
Exceeding customer and industry expectations, the APG Series 4000 is
the ultimate heavy-duty cash drawer. Industrial grade steel ball bearing
slides ensure effortless performance and durability. A robust latch
mechanism and a proven four-function lock assembly offer several
levels of security. The APG Series 4000 offers flexible storage space
along with various sizing, color and customization options.
$300
Ticket Printer
STIMA CLS
The STIMA CLS thermal ticket printer is fast, up to 250mm/sec. It can
handle paper thickness up to 350 g/m2. The cutter is designed to
withstand 2 million cuts during its lifetime. The printer is 200dpi and
300dpi compliant. The STIMA CLS ticket printer is supplied with USB,
serial and Ethernet ports as standard.
Contact
us
Payment Processing
Terminal
Pin pad terminal for processing debit card, credit card, and gift card
payments.
Depends
on
Payment
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Processor
- Contact
us
Gate kicker
Make your doors and turnstiles work with PerfectMind so your clients
can enjoy easy entry using their member cards. Contact
us
Hardware Bundle USB/1D Scanner, Credit Card Swiper, Receipt Printer, Cash Drawer $880