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Aurigo Software Technologies, Inc.Request for Proposal for Project Management Software alid-a — GEM abbe DESERT — — aurigo' Attention: Carley Escarrega Administrative Technician City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Phone: 760.777.7096 Email: cescarrega@LaQuintaCA.gov Aurigo Contact: Merrick Madden Account Executive Aurigo Software Technologies, Inc. 8310-2 N Capital of Texas Hwy, Suite 100 Austin, TX 78731 Direct: 737.304.6077 Main: 512.212.4999 Email: proposals@aurigo.com Aurigo Response to City of La Quinta RFP for Project Management Software Table of Contents aurigo 1. Cover Letter 1 2. Firms Background, Qualifications, and Experience, including the following: 4 3. References of California government agencies (preferably cities utilizing) 4 4. Scope of Services 6 5. Complete Pricing List (or Fee Schedule) 18 6. List of Complementary Services Offered by Proposer along with Corresponding Prices 19 7. Setup and Training Options/Procedure 19 8. Integration Services/Options 19 9. Disclosures 19 10. Acknowledgment of Insurance Requirements (Attachment 2) 20 11. Non -Collusion Affidavit (Attachment 3) 22 12. Acknowledgment of Addenda (Attachment 4) 24 13. Appendix 26 14. Confidentiality Legend 36 15. Exceptions to Agreement for Contract Services 37 Table of Figures Figure 1: Essentials solves the above challenges 6 Figure 2: Essentials covering all the phases of the project lifecycle 7 Figure 3: Integration Options 10 Figure 4: Aurigo's multi -step onboarding process ensures the City's project success 12 Figure 5: The impact for agencies using Aurigo Solutions 26 Figure 6: Aurigo's Public Sector Clients 28 Figure 7: Managing roles and user permission in Essentials 29 Figure 8: Aurigo Essentials runs on tablets and mobile devices 30 Figure 9: A user's "My Tasks" list showing activities and due dates 31 Figure 10: Enterprise -level Project Summary dashboard 32 Figure 11: Resource Scheduling dashboard 32 Figure 12: Project Summary Report 33 Figure 13: Contract Financial Summary dashboard 34 Figure 14: Global Fund List report (on-screen) 34 August 15, 2024 Page i Docusign Envelope ID: F5B7115A-E4DC-425B-A688-FBB584BAD7A4 Aurigo Response to City of La Quinta RFP for Projects Management Software 1. Cover Letter aurigo Signed by an official authorized to bind the firm with name, address, phone number, and email address of firm's contract person, location of firm's main office, location of the office that would service this project, validity statement that all information and pricing provided in the proposal is valid for at least ninety (90) days, and a statement that any individual who will perform work for the City is free of any conflict of interest. Carley Escarrega Administrative Technician City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 August 14, 2024 Dear Ms. Escarrega, On behalf of Aurigo Software Technologies, Inc. (Aurigo), I am pleased to submit our response to the City of La Quinta (the City) Request for Proposal (RFP) for Project Management Software (PMS). All information and pricing in this proposal are valid for at least ninety (90) days after submission. We confirm that any individuals who may work for the City of La Quinta will be free of any conflict of interest. With twenty-one (21) years of experience implementing capital planning and project management solutions, Aurigo is well-positioned to be the ideal technology provider for the City's initiative. In support of this, we are proposing our Aurigo Essentials Cloud ("Essentials") solution, specifically designed to help government agencies like the City automate and manage their public -facing construction and maintenance projects within a single, unified system. Essentials allows for comprehensive tracking of project activities across various levels, including funding, phases, contracts, and item categories, ensuring that every penny is accurately linked to its respective funding source. Our solution is equipped to address complex dependencies throughout all project phases, ensuring seamless management from project inception to closeout. We look forward to partnering with the City of La Quinta to deliver a PMS that meets the City's needs. Please do not hesitate to contact me with questions about Aurigo's proposal or our experience supporting public agencies with PMS application deployment. Regards, -DocuSigned by: l/�T11 - ACCC087904CA4AC... Merrick Madden Account Executive Aurigo Software Technologies, Inc. proposals@aurigo.com www.aurigo.com 737.304.6077 August 14, 2024 Page 1 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo Executive Summary Aurigo Software Technologies, Inc. ("Aurigo") is delighted to submit this response to the City of La Quinta (City) Request for Proposal (RFP) for a Project Management Software solution (PMS) to manage the City's Capital Improvement projects from beginning to end. The solution should include project and construction management capabilities that can be modified to meet the City's document control needs. In support of this, we are proposing our Aurigo Essentials Cloud (Essentials) solution, designed to help government agencies like the City automate their public -facing construction and maintenance projects in one unified system. Similar Aurigo clients have faced the challenges indicated below: CHALLENGES Disparate Systems and Manual Processes 0 THE CITY NEEDS Single Vendor — Single Solution AURIGO OFFERS Aurigo Essentials 0 ■ Lack of a centralized ■ A modern, unified, ■ A single, intuitive, project management state-of-the-art COTS modern SaaS tool for easy platform that is platform that is communication and configurable, reliable, configurable, collaboration across scalable, and secure scalable, and all stakeholders ■ Governance and FedRAMP Agency ■ Minimal business oversight of the ATO intelligence and project management ■ An end-to-end insights process solution exclusively ■ Lack of business • Increased built for public process automation transparency and agencies and standardization data -driven decision- ■ 20 years of proven ■ Missed deadlines, making success with industry construction delays, ■ A replacement for expertise that cost overruns manual processes maximizes ROI with a streamlined, ■ Continual product collaborative, and innovation to address accountable solution ever -evolving needs for efficient movement of project information August 15, 2024 Page 2 Aurigo Response to City of La Quinta RFP for Project Management Software Aurigo addresses the City's needs per the figure below: Unified End -to -End Solution • Unified solution for end-to- end project & construction management • Access, track, manage, communicate, collaborate, and report projects efficiently • Accessible from any device — also sophisticated offline mobile capabilities • Robust centralized document management with enterprise search Highly Secure — FedRAMP/StateRAMP • AWS Gov Cloud Certified • Proven best -in -class security tools, technologies, practices, and procedures • Sophisticated user management with role -based permissions and single sign -on aurigo Flexible "' PIs and Integi. • APIs to integrate with the City's business apps • Real-time, two-way data & workflow integration Process Automation • Highly scalable and configurable using efficient workflows, validations, forms, and notifications • Easily deployed internally and externally • Automated digital approvals and signatures Insights - Reporting, Dashboards, and Analytics • Real-time reports for project progress and status • Ability to create and modify custom reports • Powerful reporting engine and analytics give clear visibility to stay informed and in control The responses in this document will demonstrate our ability to provide a modern and fully consolidated solution that will standardize the project management lifecycle and enable the City to manage its business rules and processes better. Additionally, Essentials will enhance efficiency by reducing delayed tasks, missed deadlines, milestone setbacks, and cost overruns. It will also improve collaboration and communication while streamlining the onboarding process for new employees, ensuring they quickly learn and adhere to established procedures. Aurigo is a vertically integrated company that provides solutions exclusively built for government agencies. Aurigo deeply understands the public sector, its systems, processes, and challenges and is solely accountable to its clients for Essentials' functionality and the solution's roadmap, onboarding, and ongoing support. Our experience introducing other government agencies to the benefits of Essentials makes us the least risky and best value for the City. Please don't hesitate to contact me with questions about this RFP or our exemplary record of supporting public agencies. We look forward to working with the City of La Quinta. August 15, 2024 Page 3 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 2. Firms Background, Qualifications, and Experience, including the following: (a) Number of years in business Aurigo has been in business for twenty-one (21) years. (b) Taxpayer identification number Aurigo's Employer Identification Number is 56-2336347 (c) Number of years performing Software Management Aurigo has been performing Software Management for twenty-one (21) years (d) Firm ownership and if incorporated, list the state in which the firm is incorporated and the date of incorporation Aurigo Software Technologies, Inc., is privately held. It was incorporated in Delaware on November 28, 2005. (e) If the firm is a subsidiary of a parent company, identify the parent company Aurigo has no affiliates, subsidiaries, or parent company. 3. References of California government agencies (preferably cities utilizing) (a) Client name, client project manager, telephone number, and email address Aurigo is the leading provider of cloud -based Capital Planning and Construction Project Management solutions. Aurigo has over 21 years of experience providing Commercial -off -the -Shelf (COTS) solutions to public sector clients with thousands of users, including state and provincial departments, cities, counties, municipalities, and government agencies. Please find Aurigo's references below: Reference 1 Client name, client project manager, telephone number, and email address City of Maple Valley, WA Halley Kimball, P.E., CSM SWM/NPDES Program Manager 425.413.6646 halley.kimball@maplevalleywa.gov Project description Project Management System Project start date, and end date July 2024 - Ongoing Staff assigned to each project by the firm Onboarding Manager, Customer Success Manager, Product Specialist and Training Specialist Provide a summary of the final outcome The City of Maple Valley's public works department faced challenges with inconsistent project and construction management practices, which hindered project visibility and real-time information flow to leadership. The City wanted to standardize and streamline its management processes to address these issues. Aurigo's Essentials provided a comprehensive platform to enhance consistency, increase project visibility, and establish a unified approach to project management. The department began by August 15, 2024 Page 4 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo Reference 1 integrating recently awarded and active projects into the platform, focusing on data input and expanding its use over time to achieve greater efficiency and control in project management. Reference 2 Client name, client project manager, telephone number, and email address City of South Fulton, Georgia Antonio M. Valenzuela 470.809.7451 antonio.valenzuela@cityofsouthfultonga.gov Project description Project Management System Project start date, and end date July 2022 — Sept 2022 Staff assigned to each project by the firm Onboarding Manager, Customer Success Manager, Product Specialist and Training Specialist Provide a summary of the final outcome The City of South Fulton selected Essentials as a centralized project management system to manage their Capital projects. Their objectives were to establish a centralized repository for project data while enabling collaboration and unified reporting to internal teams, external partners, and the public. The first part of the project was successfully implemented, and project information, scope of work, budget, schedule, and fund information were captured in Essentials. Fulton now publishes all capital project data and summary reports on its public website using the Essentials portal rather than manually compiling them and posting them as static information. The use of Essentials saves the city four person days every month. Reference 3 Client name, client project manager, telephone number, and email address Coachella Valley Water District, California Elizabeth Carrazco Supervising Management Analyst 760.398.2661; ext. 2350 ecarrazco@cvwd.org Project description Project Management Information System Project start date, and end date April 2022 - December 2022 Staff assigned to each project by the firm Onboarding Manager, Customer Success Manager, Product Specialist and Training Specialist Provide a summary of the final outcome The solution enabled Coachella Valley Water District (CVWD) to provide its stakeholders with continuous visibility into its Capital Improvement Plan performance and streamline project management activities. The solution also had to work with the latest operating systems and be browser -agnostic. August 15, 2024 Page 5 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo Reference 3 Aurigo implemented a Project Management solution for CVWD. The solution is integrated with CVWD's Lawson system to reconcile expenses and automate CVWD's capital planning, project scheduling, contract management, bid management, resource management, expense tracking, and document management processes. 4. Scope of Services Minimum requirements of the Project Management/Construction Management software solution 1 Construction Management Once a project enters the construction phase, Essentials will allow the City to track more than phase start and end dates. Essentials allows for key activities and milestones to be created in its schedule tool. It can track tasks, costs, and resources as the project progresses. Key features include budgeting, contracting, inspection logs, and project scheduling. As change order requests come in, RFIs are submitted, and pay applications are reviewed. In the following sections, we will explore in greater detail how Essentials completes projects end-to-end. fi c Communication and tasks Hand notes Emails MS Teams Excel Hard drive SharePoint Contractor tools PDFs ilk No workflow automation Delayed data Manual upkeep Figure 1: Essentials solves the above challenges 2 Project Management For owners like the City, we understand the importance of tracking and managing projects throughout their entire lifecycle, not just during construction. Essentials is designed to meet that need effectively. Essentials lifecycle project management will allow the City to take a project from concept and carry it through closeout. Figure 2 illustrates a typical lifecycle of a project in Essentials. August 15, 2024 Page 6 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo The City can design unique templates across these phases. The Essentials reporting engine can deliver granular insights across every project. No more scrambling around finding answers for management. Essentials project scheduling allows the City to break down project deliverables into manageable tasks, schedule them, and track their progress. Essentials incorporates portfolio roll -up, grouping projects for budgeting purposes, and managing and tracking funding allocation across multiple projects. Phase Project selection & Funding Pre -Construction EEO Use cases Identifying, evaluating, Creating plans & specs. Planning and Project is physically Completing and selecting potential Ongoing reviews and coordination prior to built and monitored administrative and projects revisions construction. financial activities to Finalizing project close out the project schedules and resources Examples • Create project Version control of • Associate files and design documents documents Annotations • Assign user roles: internal and external • Assign Funding sources for each project and create funding rules for allocations. Engineer Estimates (budget) Design reviews + annotations • Workflows and automation ensure necessary documents and processes to kick off construction • Submittals logged • Manage RFIs EMS Project 4 Asset Real-time schedule Punch lists update Data from project updates w/ tasks, as activities planning and C/O complete delivery handed off • Schedule of Values Final inspections to Asset 4- Item Postings Maintenance team • Ongoing live Complete Project reporting List far Insurance Budgets vs. actuals and Warranty tracking. Field App logging daily site reports — syncing to project file Figure 2: Essentials covering all the phases of the project lifecycle 3 Contract Management rWhether lump sum, T&M, unit price, or another structure, Essentials manages multiple types • of contracts within each project. Essentials' flexibility will allow the City to configure the Contract Management forms, workflows, and reports that meet its business requirements. Each contract type can have unique business processes, document storage structures, rules, and role permissions. Essentials will guide authorized users from contract proposal to original setup, bid letting and award, and closeout. The City will ensure better data capture and reporting for potential contract or project audits. Below is a list of ways that Essentials will help the City to improve contract management: • Start projects with an itemized scope for each defined contract and sub -contract that rolls into a construction or maintenance project. • Automate contract creation by importing a schedule of values directly from awarded bid items. • Manage governance and improve communications with an integrated online system for initiating and tracking RFIs, defining submittals, and tracking them to closure. • Manage change and compute payments with automated workflows that ensure costs fall within contract limits. • Proactively manage cost changes with a full view of potential cost impacts with Requests for Information, Potential Change Orders, and Change Orders. • Quickly generate pay applications directly from the work done, materials on hand, advances, retention, and adjustments. • Reduce contract administration headaches with automated monitoring of submittals, transmittals, and RFIs in a single place. August 15, 2024 Page 7 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo • Go paperless and work more efficiently with electronic terms, contracts, digital annotations, and e -signatures. • Maintain a central repository of all contract files and records. • Keep everyone aligned with a shared online calendar of all contract dates. 4 Budget Tracking (Progress Payments, Different funding sources, Invoice tracking) 1—ti Essentials' largest difference is in the design of budget and cost tracking. As an owner, the City not only has to track projects across multiple phases with different funding sources but also needs to be able to apply funds to specific items. Essentials allows for every penny to be allocated and tracked exactly how the City needs it at the project, contract, and budget item levels. The City level can set up all funding accounts at the enterprise level. As it creates projects and contracts, the City can start associating the funds and applying its funding rules, determining how every dollar is consumed. A funding rule can be set up with single or multiple funds and applied however the City likes. Essentials offers the ability to forecast based on project budget line -item details. Critical financial insights, including amounts paid and remaining budget, are easily accessible, aiding in informed decision-making. The system is flexible, enabling adjustment of expenditure types for precise tracking and reporting according to project requirements. Budgets can be defined at the project level. Essentials allows the submission of invoices and progress payments based on approved contracts and change orders. Forms, workflows, and reports can be configured to receive, record, and approve invoices. Progress reports provided by the vendor can be uploaded into Essentials. A configured workflow can guide the Progress Estimate and manage the approval process. Payments for deliverables and completed work can be managed using the solution's Pay Estimate and Expenses Management functions. Essentials' budget and financial management capabilities will provide the City with robust tools for precise and transparent financial oversight. These features will enable the City to maintain financial control, improve transparency, and enhance project accountability, leading to more efficient and effective project execution. 5 Scheduling (Critical Path Method, MS Project) 000 000 000 Tki Essentials features an integrated project scheduler, empowering the City to manage O I schedules and strategic project milestones. This scheduler accommodates custom fields, assigns tasks based on users, tracks progress tied to payments, and manages the critical project pathways, punch lists, and corrective actions as projects progress. The City can plan tasks, expected timeframes, and personnel allocations and keep track of any deviations, giving it a fully informed view of the project with critical path item tracking, schedule dependencies, and task prioritization. All project updates are made available to the team in real-time, so there are no surprises or oversights. 6 Task Tracking Essentials provides a My Tasks screen on users' home pages, displaying their assigned tasks with details like due dates and direct links for required actions. This feature helps users efficiently manage their responsibilities. Additionally, role -based dashboards offer an overview of project statuses, activities, and reviews relevant to each user's role. While user -customized tasks are not displayed on the My Tasks page, this setup ensures users have a clear and organized view of their priorities and project involvement, enhancing task management and workflow efficiency. August 15, 2024 Page 8 Essentials allows users to create and maintain various templates for business processes, workflows, standard libraries, document templates, etc. These templates can be based on the nature of the project or contract. The template is applied whenever a new project or contract is created for a particular type of work. Authorized users can create templates from Word documents to create new projects, contracts, and documents. Essentials has many preconfigured document templates that the City can use as -is or reconfigure. Essentials' mail merge capabilities can then be used to create formatted documents and letters using the templates and the data stored in the solution. Essentials can also be used to create baseline project structures and schedules for new design and construction projects. Many Essentials forms can be reconfigured from the in -app Library's templates, and each data field's options may be adjusted. Templates can be copied or reconfigured to create additional types of projects, contracts, and documents that meet the City's business requirements. Aurigo Response to City of La Quinta RFP for Project Management Software aurigo° Notifications for new tasks will be sent within the solution and to external user's email. If tasks become delayed or overdue, escalations of notification can be made to other users to increase accountability and reduce slippage. 7 Workflow L. Essentials' workflow capabilities will allow the City to automate its business processes. b Essentials comes with standard workflows to get the City up and running from day one. The © City can use them as -is or modify them to its liking. The workflows in Essentials will help the City keep business processes on schedule, alert stakeholders to their pending tasks, and keep activities on track. The robust workflow engine will enable the City to easily manage and automate any form, document, or process, including pay requests, milestones, change orders, and more. Bottlenecks and waiting time can be reduced with automated notifications that remind stakeholders to take action. Automating workflows will improve process efficiency, reduce administrative burden, and ensure timely task completion, enhancing operational efficiency and accountability, ultimately leading to better project outcomes. 8 Document Control (Keeping track of Submittals, RFI's, Reviews, Plans and Specs, Correspondence, Inspection logs, Photos, Reports, Bid Documentation, Council Reports, Contracts and Agreements, Utilities, Environmental, Invoices, Meetings, Change Orders/Work Directives, Maintenance Files, Outreach — Notices, Exhibits) o p= o Go from "everything is somewhere" to "that file is right here" with Essentials' document management. Its capabilities streamline project organization for the City by centralizing all documents, drawings, and files. Authorized users can efficiently manage document workflows, including check-in/out, annotation, routing, approval, and completion, all within the system. Essentials offers comprehensive document version control, automatically managing version numbers and tracking document history with timestamps and user actions. The platform enables easy access to all submittals in one location and allows for the quick generation of submittal reports, facilitating instant feedback and revisions. Automated email notifications on submittal status enhance process efficiency, while the ability to upload, download, and export data in native document formats ensures seamless information management. One of the key pillars of Essentials is its document management. The City will also have a mobile field app for all inspection logs that capture photos and videos, activity, work being done, materials, and more. The mobile app will communicate directly with the web platform when connected to the internet. 9 Ability to have different file system templates August 15, 2024 Page 9 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 10 Ability to export reporting in formats readable by Microsoft Excel, text files, CSV, and/or Portable Document Formats _C Authorized users can export reports from Essentials in multiple readable formats, including fln Excel, CSV, PDF, and Word. After downloading and saving the reports, the City can share them with relevant stakeholders for collaboration. In most cases, users can create a "set it and forget it" schedule for reports, enabling automatic email delivery at a regular frequency. 11 Integration with other software Essentials provides integration capabilities with other software applications through its flexible Open API. These APIs enable seamless integration with virtually any third -party software and middleware, allowing for the creation of an enterprise -level data repository for efficient project tracking and reporting. Additionally, Essentials has standard integration capabilities with DocuSign, Esri ArcGIS, Autodesk AutoCAD, and our Mobile field app, which streamline digital signatures, GIS data usage, CAD interoperability, and mobile data collection. The City can also use the Open API to integrate the solution with other third -party apps like Active Directory, ERP/Financial systems, Multi - Factor Authentication, Bluebeam, SharePoint, Workday, and Document Management. More information will be provided on how to use Essentials' APIs during the solution onboarding. Integration Options API Batch processing • Live 2 -way (push/pull) data and workflow • CSV, Excel or XML based formats integration with Aurigo's Open APIs • Built-in process scheduler for periodic • Or segment to a single push or pull integrations integration. Bulk data transfers Templates • BON web service interface • Create templates to easily export to / from • Supports paging Essentials and to / from your system Figure 3: Integration Options When evaluating real-time integration needs in the future, Aurigo will work closely with the City to understand exact requirements and define the scope of the necessary integrations. For situations where real-time automation isn't necessary, Essentials offers an MS Excel -based import/export feature, ideal for ad hoc data transfers, low -frequency bulk uploads, or when there are integration constraints with other systems. We recommend the City initially use Essentials' import/export capabilities (described below) to import its historical data into the new solution. Doing so will reduce potential challenges to the City's internal security requirements concerning communications with external systems. Also, the City can use the import capabilities without incurring any costs associated with configuring APIs for system integration. The historical data can be imported into the new solution as part of the final steps to place it into production. 12 Train city staff on software the City. Aurigo recognizes the need for effective training, documentation, and ongoing support to ensure client success and system adoption. Our training approach provides a framework of effective methods and best practices for initial and sustainable training. The training plan incorporates best practices learned while delivering the Essentials solution to clients like August 15, 2024 Page 10 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo Based on the RFP scope, our dedicated training specialist will deliver eight (8) hours of standard Aurigo Essentials training as a one-time virtual instructor -led training (VILT) session. This training will be part of our Essentials onboarding process. The training approach will include a demonstration of key functionality by the trainer using a web conferencing tool, such as MS Teams or Zoom, in a standard training environment with sample data. The training will comprise of: • Essentials Functional Training: This is for up to twenty (20) City End Users and Technical Trainers and includes the following topics: o Getting Started with Aurigo Essentials o Introduction to User Interface and Navigation o Common Screen Icons and Controls o Introduction to Product Modules o User Setup - Creating Business Unit and User Account o Role -Based Access • Essentials System Administrator Training: This is for up to ten (10) City Administrators and Helpdesk personnel and includes the following topics: o Administration Overview o System Configuration o Functional Configuration o User Management o Library Management o Form Builder o Workflow Management o Hands-on Activities The Aurigo trainer will also provide a short overview of the documentation for users to reference. As part of training deliverables, we will provide electronic/soft copies of the following training materials: • Aurigo Essentials Training Guide • Walkthrough guides for each process • System Administrator and User documentation accessible within the solution The materials/documentation will be standard training content. The City may print and distribute the materials internally. The City can record the sessions and use the recordings as an internal user training tool. Our training program is very comprehensive and includes measures to ensure the City trainers are well-trained. 13 Software setup and customizations Aurigo's project approach and implementation plan for the Project Management Software solution is structured to ensure a smooth, efficient deployment of Aurigo Essentials. As a SaaS platform, Essentials offers easy implementation, accessibility, reliability, security, and flexibility. It will provide all necessary tools for project planning, management, compliance, and reporting in one user-friendly solution. August 15, 2024 Page 11 Aurigo Response to City of La Quinta RFP for Project Management Software Access to Aurigo Essentials Requirements Gathering oto aurigop Function! & initial Admin Adoption and Training Go -Live r�z k.o Ongoing Support Figure 4: Aurigo's multi -step onboarding process ensures the City's project success Our onboarding process is designed to get the City operational quickly. The process consists of four key phases: Phase 1: Kickoff and Requirements Gathering 0 Project Initiation and Goal Setting: This initial phase sets the foundation for the entire project. We begin with two crucial kickoff meetings: an introductory session with the key City end users and a goal -setting meeting involving the City Directors and Executive Leaders. These meetings, led by the Aurigo Account Executive and Customer Success Manager, will establish the initial project plan, schedule subsequent meetings, and gather essential information. • System Provisioning: Our Product Management Team will provide Essentials for City access, typically completed within a few days of receiving the necessary information. We'II collect System Administrator details and initial setup requirements during this time. • Requirements Gathering: The requirements gathering process is critical to this phase. We'II conduct meetings to understand current processes, pain points, and specific needs. This user - centric approach ensures that our onboarding aligns closely with the City's operational requirements. • Project Management Plan: The phase concludes with an updated Project Management Plan (PMP). This comprehensive plan integrates RFI details, user inputs, and industry best practices, defining clear success criteria and ensuring all stakeholders are aligned on the project's direction before the start of training. Phase 2: Training Functional and System Administrator Training: Training will be part of our Essentials onboarding process. Our dedicated training specialist will deliver comprehensive training sessions covering Essentials' functional and administrative features to ensure the City users understand the system and its business value. Training will include virtual instructor -led training (VILT) sessions, user documentation, and help guides. We have provided further details on our training offer in response to Scope of Services Item #12 above. Phase 3: Initial Adoption and Go -Live Initial System Setup: This phase marks the transition from training to active use of Essentials. Considering users started entering their projects in training, we'll assist with /i additional project setup in Essentials, ensuring that the City can start leveraging the system for real-world applications immediately. Adoption Support Meetings: We will conduct weekly adoption meetings with the City, providing support to maintain momentum and address any challenges during the initial use period. We'II ensure that all training content, support ticket procedures, and required documents are centralized for easy access. August 15, 2024 Page 12 Aurigo Response to City of La Quinta RFP for Project Management Software Phase 4: Ongoing Support O aurigo Regular Check -ins and Continuous Improvement: After Phases 1-3, we'll transition to maintenance mode with a regular check-in schedule, either bi-weekly or monthly. These (----% meetings will allow us to continue supporting the City, encourage expanded use of Essentials, and provide updates on new feature releases. We will also provide Quarterly Business Reviews (QBRs). Each QBR will focus on the strategic vision across the departments, management, and the City. Think of it as a Master Plan for Essentials. 14 If software does not meet one of the listed minimum requirements, please describe in proposal and response to RFP Aurigo will meet all the requirements listed in the RFP. Describe the software, its platform and/or its delivery: 1 Is software desktop/local or cloud -based? Essentials is a modern SaaS solution hosted in the cloud. It will be deployed quickly and be accessible from any PC or mobile device that has access to the internet and runs a supported browser. The cloud - based architecture ensures accessibility, scalability, and ease of use. 2 How frequently is the software updated? Essentials is a SaaS solution hosted on the Amazon Web Services (AWS) public cloud. Aurigo seamlessly updates Essentials and will push product enhancements to the City to keep it current. These updates will be automatically deployed and will not typically require any City action. We will closely coordinate with the City staff to ensure seamless rollouts without downtime or disruption to business operations. We publish a quarterly software update schedule showing system configuration, patch management, and release plans for the following twelve (12) months. Our software update process addresses each release type's scheduling, user experience, and other service factors. Each release will include the expected release content and the required City actions (if any) before the update. The City will receive advance notice of any system administration or upgrade activity and, if an update will incur system downtime. Minor upgrades contain enhancements to existing features, security fixes, and application -level performance enhancements. Our Customer Success team or another designated Aurigo representative will contact the City directly a few weeks before the scheduled update to ensure they are well- positioned to receive it. 3 Describe the technology or system requirements including servers/memory/storage if applicable Aurigo will implement the solution as a SaaS model hosted on Amazon Web Services ("AWS") servers. We have information security baselines, policies, and procedures for every infrastructure component. Aurigo follows CIS benchmarks for the hardening of information systems. The servers that will host the City's solution in AWS's data centers are described below: • Processor: 4 vCPU • RAM: 32 GB • Hard Disk: 500 GB EBS Volume (Application Server); 1 TB EBS Volume (Database Server) • Operating System: Microsoft Windows Server 2012 R2 August 15, 2024 Page 13 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo • Database Server: Microsoft SQL Server 2019 Enterprise • Web Server: Microsoft Internet Information Server 8.0 • Reporting: Microsoft SQL Report Services 2019 End Users can access Essentials on any Apple, Windows, or Android device that can run an Aurigo- supported web browser. Essentials supports the latest versions of Microsoft Edge, Apple Safari, Google Chrome, and Mozilla Firefox browsers and their immediate preceding versions to ensure compatibility. A proposed Windows client system configuration is described below: • Processor: i3 (i5 and above recommended) • RAM: 4 GB (8 GB and above recommended) • Hard Disk: Minimum 150 GB on OS drive/C drive for a Windows 10 64-bit OS Aurigo is a Microsoft Certified Partner. Essentials can upload and store any electronic document, including Word, Excel, and PowerPoint. Essentials is a vendor -agnostic SaaS application that doesn't require proprietary hardware or software. We use commercially available applications like Microsoft SQL Server for the database and Microsoft SSRS and Logi Analytics for report generation. It is built using C# on top of the Microsoft.NET Framework. HTML5 and its powerful tools are used to build the front - facing web screens, and CSS is used to design the presentation of each web page. JavaScript is leveraged for client -side programming and validation at the client level. 4 If cloud-based/hosted, please list how many times over the past two years the system was unavailable to clients. Describe the back-up system in place, including disaster recovery or business continuity plans. Aurigo's Business Continuity and Disaster Recovery Plan is certified and complies with the rigorous requirements of ISO 22301:2019 for security and resilience in business continuity management systems. The Plan includes maintaining an always -up-to-date backup of Essentials implementations, configurations, and client data. Our backup procedures and practices incorporate all the practices related to business recovery, including the software and support services. Essentials is SOC 2 Type II certified and fully compliant with the NIST 800-53 data backup, recovery, and retention standards. We schedule automated daily application and disk volume level backups outside business hours. We store the backups in AWS S3 buckets in the regional data centers with restricted access and FedRAMP-compliant 256 -bit encryption. The frequency of data backups is based on the availability requirements as defined in the contract. The backups are stored in multiple data centers for secure off-site storage, enhancing the overall resilience of our systems. Additionally, we perform quarterly tests to verify the health and effectiveness of our restoration procedures. To ensure the reliability of our backups, we monitor backup execution daily, prioritizing the resolution of any failures by the next business day at the latest. Backup activities do not require maintenance windows and will function in the background without impacting system availability. Over the past two years, there have been no instances of unavailability for clients. The system has maintained continuous uptime, ensuring uninterrupted access and service for our clients. 5 Describe all security measures and disclose any hosting partners if applicable. Aurigo understands that security and compliance are top priorities for our clients. Our hosting partner is Amazon Web Services (AWS). We have taken the necessary steps to safeguard client data and privacy, ensure our services comply with federal and state cybersecurity recommendations, and meet the highest industry standards. We employ a range of security controls and compliance standards at the organizational level to manage all kinds of security risks. Our Essentials solution complies with SOC 2 Type 2 (SSAE 18), FedRAMP, and StateRAMP guidelines, with security configurations based on NIST August 15, 2024 Page 14 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 800-53 Rev 4 and CIS benchmarks. Aurigo has achieved ISO 22301:2022 certification for business continuity management systems (BCMS), underscoring its commitment to organizational security and resilience. Additionally, we have achieved AWS Government Competency status. This accreditation differentiates Aurigo as an AWS partner with deep domain knowledge and the ability to deploy solutions to government agencies through the AWS platform. CrowdStrike Falcon EDR, IDS (Intrusion Detection Systems), IPS (Intrusion Prevention System), New Relic (Application and Infrastructure monitoring agents), AWS WAF, and AWS CloudWatch are operational across the infrastructure to prevent malware attacks. In addition, antivirus and anti-malware controls are active on each Essentials server. The Aviatrix exfiltration solution is deployed to prevent data exfiltration. All critical security logs are analyzed via SIEM analysis, correlating activities across the infrastructure for anomalous activities. Our Cloud Operations team monitors and manages the underlying infrastructure 24/7, addressing and remedying any system health issues as soon as they are discovered. There is no requirement for Essentials to be ITAR, HIPAA, FISMA, or CJIS compliant because it does not process or store: • Defense -related or United States Munitions List (USML)-related information • Private medical information • Federal information • Criminal justice information • Credit card data or other financial information • Personally Identifiable Information (PII) • Student education records Aurigo remains committed to providing a secure and reliable environment, ensuring the confidentiality and availability of client information through best -in -class security tools, technologies, practices, and procedures. 6 Describe the historical data the software maintains Essentials' central database is a secure repository for all past and current project details, preserving historical data for future reference, facilitating immediate access, and providing long-term reference capabilities. Authorized users can review and update project records and other details as needed. The solution's Enterprise Search capabilities allow users to easily access and view historical data. These capabilities will enable the City to maintain the most up-to-date project, submittals, and other information within Essentials, promoting efficiency and supporting informed decision-making in project and construction management processes. Data remains accessible for as long as the City determines necessary. Authorized users can generate standard and custom reports that include historical data for in-depth analysis of past projects. The results can be exported in multiple formats, including PDF, Excel, and CSV, for sharing with stakeholders. 7 Provide an estimated implementation timeline and describe how existing data will be imported into the software. Our proposed project schedule below will provide a continuous view of the progress against the assigned tasks. The Aurigo Onboarding and Customer Success Manager will prepare the project schedule based on our standardized structure. It will be baselined with the City and then maintained, updated, and shared. August 15, 2024 Page 15 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo The progress for each task will be reviewed closely, and the material project schedule impacts will be examined weekly for risk mitigation options and escalated as required. If a significant schedule impact is identified, the project schedule may be re-baselined after going through the change control process. Any changes to the project schedule that extend the overall duration will have cost impacts and may trigger a change order. Please see Item #11 above for an explanation of how the existing data can be uploaded into the new solution. Timeline City Staff Aurigo Staff W WW 1 2 3 W W W W W8 4 5 6 7 + Phase 1: Kickoff and Requirements Gathering 1.1 Introductory Kickoff Meetings EU AE; CSM Goal -Setting Kickoff Meetings Dept. Dir; EL AE; CSM 1.2 System Provisioning N/A PM 1.3 Requirements Gathering EU AE; CSM 1.4 PMP Presentation Dept. Dir; EU AE; CSM Phase 2: Training 2.1 Functional Training All Users AE; CSM; TS 2.2 System Admin Training AU AE; CSM; TS Phase 3: Initial Adoption and Go -Live 3.1 Initial System Setup EU; Dept. Dir AE; CSM; TS 3.2 Adoption Support Meetings EU; Dept. Dir CSM; AE Phase 4: Ongoing Support 4.1 Regular Check -ins and Continuous Improvement PS; Dept. Dir; Other Users AE; CSM Legend La Quinta City Staff Aurigo Staff EU = End Users AU =Administrative Users Dept. Dir = Department Director(s) EL = Executive Leader PS = Project Sponsor AE = Account Executive CSM = Customer Success Manager PM = Product Manager TS = Training Specialist 8 What integrations are a part of the service, and which require additional fee Essentials provides standard integration capabilities with DocuSign, Esri GIS, Autodesk AutoCAD, and our Mobile field app. Integration with these systems will provide features such as seamless digital signatures, GIS data utilization, CAD interoperability, and field data collection. The City will receive information on how to use Essentials' APIs to integrate with these and other third -party applications. We will collaborate closely with the City if it determines it needs assistance integrating the solution with other City systems. Aurigo can help the City determine what integrations are needed, their specific August 15, 2024 Page 16 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo requirements, and their feasibility. Please see the Pricing Section 5 below for more information concerning system integration services. Integration is a collaborative effort that depends on the capabilities of both our platform and the other vendors' systems. We are committed to working together to ensure successful integration and optimal functionality. 9 List resources provided for customer service, technical support, and training, including business hours available and average response time for technology -related inquiries. Aurigo's standard project team composition for onboarding Essentials clients consists of an Onboarding and Customer Success Manager and a Product and Training Specialist. The project team considers all the requirements, architecture, and specification documentation to build an estimated project schedule. They will collaborate with the City to rank and prioritize deliverables, typically organized by business processes. Aurigo's team will deliver the solution to the City, ensuring high consistency and success. We consider each position's role and duties vital for service delivery and relationship management and deem the resources staffing these positions as Key Delivery Resources. Please see the Scope of Services Item #12 above for more information about Aurigo's training services. The City can contact Aurigo support via telephone during support hours or 24x7x365 via email. Aurigo will track all issues, regardless of the submission method, through Aurigo's ticketing system, which will provide the up-to-the-minute status of issue resolution. Generally, communication for in -progress issues will be handled through the ticketing system, although telephone calls will also be available. Aurigo will provide IT individuals identified by the City access to the ticketing system. Our support plan includes resolutions for any issues that might arise during normal operations. Each issue is categorized by severity (Severity 1- 4), and Aurigo commits to strict SLAs. Aurigo will respond to support requests promptly. If the issue is because of a bug, a fix may take longer, depending on the nature of the bug. The time to fix will be bug -specific, and an estimate will be provided to the City once the issue is fully understood. In such cases, Aurigo may provide a workaround or advisory instructions (such as when the fix would be released in production), stopping the SLA clock for that specific issue. Aurigo's Support Plan covers all software maintenance, updates, and hosting deliverables. It will provide the City peace of mind using Aurigo Essentials. The City's IT Department or Helpdesk is expected to provide L1 support for its end-users. The Aurigo Customer Success team will provide L2 and L3 support to identified contacts within the City's IT Department or Helpdesk. Support Plan The Aurigo Support Plan includes all annual subscriptions at no additional cost. Support Hours 8:00 A.M. — 5:00 P.M. Pacific Time Monday through Friday, excluding US federal and state holidays Support Channels Phone, Email Product Support - Included Platform support — updates and break -fix patches Purchased Products support — updates and break -fix patches Solution Support Support will transition from the Onboarding Team to the Customer Success Team when the solution goes into production Service Uptime 99.9% (excluding scheduled downtime) August 15, 2024 Page 17 Aurigo Response to City of La Quinta RFP for Project Management Software The SLA response times are aurigo Severity Level Response Time Severity 1 1 Hour Severity 2 4 Business Hours Severity 3 1 Business Day Severity 4 1 Business Day 5. Complete Pricing List (or Fee Schedule) Proposal shall include a detailed fee schedule for the services requested by this RFP. The following are the pricing details for the annual subscriptions and onboarding of Aurigo Essentials Cloud for the City of La Quinta. 7 -Year Total Cost of Ownership Item Annual Subscription Year 1 $29,995 Year 2 $31,195 Year 3 Year 4 $32,443 $33,740 Total Price for Seven (7) Years Year 5 $35,090 Year 6 Year 7 Subtotal $36,494 $37,953 $236,909 $236,909 Payment Terms: 1. Contract Term – The initial contract term is one year. 2. Annual Software Subscription - The annual software subscription is due upon contract signing and every contract anniversary after that. 3. Licensing Terms –The annual software subscription allows the City to have unlimited users and projects. 4. Storage – The City will have 2TB of storage included with the annual software subscription. 5. Onboarding Services – The Onboarding Services are included in the Annual Subscription Fee. 6 System Integration—As per Scope of Services Item #11 above, Essentials comes with standard integration capabilities (APIs) that the City can use to integrate with many common applications. If additional integrations are needed, Aurigo would require a discovery session to determine the scope and cost. 7. Data Migration – Depending on the volume and type of data needed to be migrated, Aurigo's import/export tools will accommodate common migration requirements. Aurigo does not provide developer migration services. More information can be found in the Scope of Services Item #11 above. 8. Valid Offer - The pricing in this response is considered valid for ninety (90) days from the submission date. 9. Support - The pricing specified above includes Aurigo's Standard Essentials Support. August 15, 2024 Page 18 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 6. List of Complementary Services Offered by Proposer along with Corresponding Prices List of Complementary Services Offered by Proposer along with Corresponding Prices Essentials is designed to be comprehensive, ensuring the City receives all necessary support and resources without requiring additional services beyond the solution implementation setup and training. With our sole focus on serving public agency owners, our annual subscription includes a wide range of services to support the City's current and future goals. These services include ongoing support from a dedicated customer success manager who will conduct regular review meetings to ensure the City's objectives are met. Additionally, we offer constant updates to our extensive library of resources, providing access to the latest tools and best practices in the industry. Our model is structured to provide everything needed for success, making additional services unnecessary. Moreover, we hold quarterly customer meetings to discuss our product roadmap. These meetings allow the City's team to provide direct input and feedback, which helps shape our product development priorities. Our product and development team conducts thorough market research, and the insights gained from these direct interactions with industry professionals using Essentials are invaluable in guiding our future enhancements. This collaborative approach ensures that our offerings continue to evolve and meet the specific needs of our clients. 7. Setup and Training Options/Procedure Setup and Training Options/Procedure For detailed information about Aurigo's setup and training of its Essentials solution, please refer to the responses for Items 12 and 13 in the Scope of Services - Minimum requirements of the Project Management/Construction Management software solution above. 8. Integration Services/Options Integration Services/Options For detailed information about integration, please refer to the response for Item 11 in the Scope of Services - Minimum requirements of the Project Management/Construction Management software solution above. 9. Disclosures Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal litigation or investigation pending, which involved the proposer or in which the proposer has been judged guilty or liable within the last five (5) years. If there is no information to disclose, proposer must affirmatively state there is no negative history. Aurigo affirmatively states that there is no negative history involving our company within the last five years, including any alleged significant agreement failures, civil or criminal litigation, or investigations. August 15, 2024 Page 19 Aurigo Response to City of La Quinta RFP for Project Management Software 10. Acknowledgment of Insurance Requirements (Attachment 2) aurigo Proposals must include a written statement that, if selected, the proposer will provide the minimum insurance coverage and indemnification noted in Exhibits E and F, respectively, of the City's Agreement for Contract Services included as Attachment 1. Aurigo's Insurance Requirements Acknowledgement is attached to the following page. August 15, 2024 Page 20 Docusign Envelope ID: EF7E6BA9-836A-41 B8-8F87-19254D930BE3 — CALIFORNIA — ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Must be executed by proposer and submitted with the proposal Kevin Koenig —DocuSigned by: / i* --X (name) hereby acknowledge and confirm —reueU/tb412sa i/... that Aurigo Software Technologies, Inc. (name of company) has reviewed the City's indemnification and minimum insurance requirements as listed in Exhibits E and F of the City's Agreement for Contract Services (Attachment 1); and declare that insurance certificates and endorsements verifying compliance will be provided if an agreement is awarded. lam Chief Revenue Officer (Title) of Aurigo Software Technologies, Inc. (Company) Page 9 of 13 Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence); $2,000,000 (general aggregate) Must include the following endorsements: General Liability Additional Insured General Liability Primary and Noncontributory Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Personal Auto Declaration Page if applicable Errors and Omissions Liability $1,000,000 (per claim and aggregate) Worker's Compensation (per statutory requirements) Must include the following endorsements: Worker's Compensation Waiver of Subrogation Worker's Compensation Declaration of Sole Proprietor if applicable Cyber Liability $1,000,000 (per occurrence) $2,000,000 (general aggregate) Page 9 of 13 Aurigo Response to City of La Quinta RFP for Project Management Software 11. Non -Collusion Affidavit (Attachment 3) aurigo Proposals must include an executed Non -Collusion Affidavit, included as Attachment 3, executed by an official authorized to bind the firm. Aurigo's completed Non -Collusion Affidavit Form is attached to the following page. August 15, 2024 Page 22 Docusign Envelope ID: EF7E6BA9-836A-41 B8-8F87-19254D930BE3 tigrai CAii I OiRni.1 ATTACHMENT 3 NON -COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal Kevin Koenig (name) hereby declare as follows: lam Chief Revenue Officer of Aurigo Software Technologies, Inc (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. —DocuSigned by: Proposer Signature: Fgr,lig,E5 123,177 Proposer Name: Kevin Koenig Chief Revenue Officer Proposer Title: Company Name: Aurigo Software Technologies, Inc Address: 8310-2 N Capital of Texas Hwy, Suite 100, Austin, TX 78731 8/14/202414:38 PM CDT Aurigo Response to City of La Quinta RFP for Project Management Software 12. Acknowledgment of Addenda (Attachment 4) aurigo If any addendum/addenda is issued, the proposer shall initial the Acknowledgement of Addenda, included as Attachment 4. Aurigo's Acknowledgement of Receipt of Addenda form is attached to the following page. August 15, 2024 Page 24 Docusign Envelope ID: EF7E6BA9-836A-41 B8-8F87-19254D930BE3 CALIFORNIA ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA Must be executed by proposer and submitted with the proposal; If no addenda has been issued, mark "N/A" under Addendum No. indicating Not Applicable and sign ADDENDUM NO. SIGNATURE INDICATING RECEIPT (—DocuSigned by: '—F8OBD7E54123477... Page 11 of 13 Aurigo Response to City of La Quinta RFP for Project Management Software 13. Appendix aurigo Brief overview of the company Aurigo Software Technologies, Inc. is a privately held Delaware corporation established in 2003. Our headquarters is in Austin, Texas, with software development and support centers in Canada and India. We are a debt -free, profitable, and financially sound organization backed by investments from established venture firms. We've had a continued growth trajectory of 45% CAGR for the past five years. We started with a vision to build a world-class software company that provides capital project planning and portfolio management solutions. Program owners use our software to control their capital projects, reduce project costs, and eliminate delays. Over the past 21 years, we have developed additional products that help program owners manage the full lifecycles of their construction and maintenance activities. We now provide a full suite of products that our clients across North America use to plan, build, and maintain their capital programs, infrastructure, and facilities. 11 45K+ Mlles of highway utiles managed by agencies using Masterworks 4 6 35B+ Gallons of drinking water delivered per day by Water agencies using Masterworks 53M+ Passengers travel every year through Airport agencies that use Masterworks $2B+ Import/Export annually through ports managing their projects using Masterworks Figure 5: The impact for agencies using Aurigo Solutions Balaji Sreenivasan is the founder, Chief Executive Officer, and Board Member at Aurigo. Balaji has played a critical role in shaping Aurigo into a modern enterprise cloud software business that helps program owners plan and manage over $450 billion in capital projects. Over the last decade, Aurigo has grown from a bootstrapped start-up to the leading capital planning, construction, solicitation, safety, and maintenance software provider. Aurigo has been recognized as an innovative software company by Microsoft and has been honored with a Global 100 Company award by Red Herring. Aurigo has invested over $100M in R&D to build best -of -breed software solutions that improve and automate our clients' capital planning, budgeting, fund management, and maintenance processes. We also have an exclusive partnership with Autodesk, the leading design and construction technology company. This partnership has resulted in a connector between Autodesk and our systems to bring together best -in -class capital planning, design, and construction products for public agencies, private owners, and contractors. Technical and subject matter expertise required for this RFP. Essentials is designed to be highly configurable to meet the City's unique needs. We offer configurable workflows, forms, and reports derived from our extensive experience working directly with public agency owners. This flexibility allows the City to tailor business units, item tables, and project phases to its requirements. Every step of our solution is crafted with public agency owners in mind. For example, our platform supports multiple funding sources, allowing for direct item allocation. This feature ensures that when generating pay estimates and tracking overall project costs, the funding sources align with the City's needs rather than focusing solely on profit or ROI. By choosing our platform, the City will benefit from a tailored, comprehensive solution that addresses all aspects of capital project management, from budgeting and planning to execution and reporting. August 15, 2024 Page 26 Aurigo Response to City of La Quinta RFP for Project Management Software 1 aurigo Why Aurigo • Purpose-built for government agencies like counties/cities/states • Cloud products that are scalable and configurable • Data -driven decision-making based on reporting, dashboards, and analytics • Long-term partnership with strong customer success resources and advisory board • Lowest risk because no stitch -ware and ownership of all intellectual property Aurigo Experience Aurigo is the leading provider of Cloud -based Construction Project Management solutions. Aurigo has over 20 years of experience providing Commercial -off -the -Shelf (COTS) solutions to public sector clients with thousands of users, including state and provincial departments, cities, counties, municipalities, and government agencies. Aurigo has provided modern, high -availability cloud software for clients like the • City of Oklahoma City • City of Plano, TX • City of Seattle, WA • Pinellas County, FL • County of Las Vegas, NV • San Bernardino County, CA • Iowa Department of Transportation • Nevada Department of Transportation • Utah Department of Transportation • Ontario Ministry of Transportation in Canada Aurigo's proposed solution will enable the City to manage all aspects of its Budget and Project Management activities. Aurigo Essentials ("Essentials") will capture, organize, and make the City's program and project data retrievable, searchable, shareable, and analyzable. Aurigo has implemented numerous Capital Budgeting solutions across North America. The example documents section below includes a snapshot of Aurigo's public sector clients. Aurigo has a strong Professional Services Team dedicated to ensuring client success. The average Team member has over fifteen (15) years of industry experience designing solutions, establishing standards, and leading engineering and technology projects. Each member of Aurigo's Customer Success team averages over eleven (11) years of industry experience. They meet with their clients regularly and support them after their solutions go into production. August 15, 2024 Page 27 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo ej�i Federd h Y �%rA MT R A K' rnasSDOT , e„ a, Adminlstron a�oeOH�r IDWADDTVEVADA Ontario® '- TflANSPQR TAFION 4f irk The Cityitof • DART r.tth u Pinellas (1"'" (Ountg s YorrRegion AiiMultnomah i— County ADAMS .OUNTY �IORRTTLDAND 0euo44141, 4,5-4.1, 014r.i , �ha DENVER rTHE MILE HIGH CITY Plano ('rn7.�l7trxNrmr s DeVawore Department of Transportation Leg King Comity METRO TAMPA BAY IC. WATER City BRAS1CA of Seattle INCOLN Snohomish County PORTLAND WATR e u R E AEL Figure 6: Aurigo's Public Sector Clients Ease of Use Essentials offers an intuitive, flexible, and easily configurable solution tailored to the City's unique needs. It supports comprehensive management and dynamic tracking of evolving project budgets, including the ability to forecast budgets based on project phases or specific budget line -item details. The solution allows for defining precise financial allocations by associating funding sources at the individual budget line level, providing critical financial insights for informed decision-making. The user-friendly system balances simplicity and functionality to ensure easy navigation and task execution. User Management Essentials' User Management functions enable the City to create and manage user accounts, security roles, and permissions using a role -based permission system. This system allows users to be assigned to one or more roles, determining their access to data, forms, and reports. Security permissions of varying levels, such as view, create, edit, and delete, can be assigned to user roles. System Administrators can manage all roles and permissions, ensuring secure and efficient user management. Defined roles (e.g., Inspector, Project Manager, Quality Assurance Manager, etc.) can easily be configured using the User Management permissions form in the solution. August 15, 2024 Page 28 Aurigo Response to City of La Quinta RFP for Project Management Software auriga° ne A O Roles + Re, Role spp Set, Sao Ntermstment O 0 0 0 Da ..... x.w 0 0 0 00 O 0 0 0 =I „nn= 0 0 0 0 LJ 0'J Iselect tra • ❑ sem,. • 1 0 0 0 0 129 ± ❑ C=3 Type ❑ ❑ Da e ISelect type D 0 m I sorra 0 0 0 0 =3 select Type 0 0 0 0 ®✓_ arra - 0 0 0 0 1 sew rra 0 0 0 0 00= c O 0 0 0 0J I Select, 0 0 0 0 Da O 0 0 0 Da Figure 7: Managing roles and user permission in Essentials Portfolio Planning and Fund Management Essentials includes features for planning portfolios, grouping projects for budgeting purposes, and managing and tracking funding allocation across multiple projects. Online Reporting and Dashboards Essentials offers real-time reporting and dashboard capabilities, providing comprehensive visibility into portfolio planning, budget estimate, Budget revision, and fund management activities. It includes industry -standard reports and customizable reporting options, utilizing color -coded visuals, preconfigured graphs, and charts to support informed decision-making. Users can drill down into data and create ad-hoc reports to meet specific needs. Workflow Management Essentials' workflow capabilities allow the City to automate business processes using industry -standard workflows that can be modified to support current processes. Workflows help keep business processes on schedule, alert stakeholders to pending tasks, and reduce bottlenecks with automated notifications, ensuring efficient management of forms, documents, and processes. Mobile Essentials can be accessed via a web browser on internet-accessible PCs or mobile devices. Aurigo has a native iOS, Android, and Windows mobile application. The app can be configured to include the necessary functions needed to manage construction projects in the field: • The City's users will have automated forms for data collection, including photos, categories, and due dates. • Pre -defined inspection report forms can catch all contract deficiencies, damage, and compliance issues. • Construction forepersons, superintendents, and engineers can log safety concerns as soon as they notice them on-site with easy-to-use issue and incident forms. August 15, 2024 Page 29 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo • Users can access documents related to assets, inspections, work orders, warranties, specifications, and maintenance schedules. • The mobile app has best -in -class, comprehensive document management features supporting annotation and collaboration. • Geo -tags will be added for all images and documents uploaded into the app • Users can search across documents to find what they are looking for Figure 8: Aurigo Essentials runs on tablets and mobile devices August 15, 2024 Page 30 0.00 1 2 17,800,00 654,393.75 0.00 26300.00 1,171.908.75 785272. 504 1.11 Aurigo Response to City of La Quinta RFP for Project Management Software Sample/Example Documents aurigo J -k. pori My Task% IYr ` Scarth by Prajeareu Farm X rwAN* 7rink pee, Lean uprleeidea09.1E08C ChvetandStrees Water Improvements ettn 08435.2024 EuS:get Estimate Id: EIE-1 updated t4 orart status Sur e: Estfniiees • Mx an U8445 4 f _____ f F c+a51= .1 Updittdto Drat status �aeacasi EMf4.I5 # Clue 't [59-M2424 • 'Jw �6�m Cartle"an Mate Rel+al}.I.aa:i4M1 Ca we.- Ste. etes E ension 08431.202,4 audget 9ji.202- Budget Estimate ID: Elf -3 Updated k4 completed stah+s Eur rt E,trretes • di,e er CIS 41.2t 24 i FGr40st : ID- 1 Updated to Completed: status Ree<as: oae4.ts • Ove On 03-01-2024 • IhgedaSIA A1� No t sin Figure 9: A user's "My Tasks" list showing activities and due dates August 15, 2024 Page 31 Aurigo Response to City of La Quinta RFP for Project Management Software iloME x Ne ®- rmrstat•7n5115t] Enterprise Search . Ootument Search • fnterprrse MapYrewer r— Management . Pwilalia • Needs • Ence•prrse Resource Ga.,tt . Report Gallery ■ ekd•h0t Reports r' $.I ollah • Trmeshe t • Test Force • Company fitter TESL • Form frIgl . From 4Q NO . Company Fitter Test 1 fi t or >. - 2 • fT 5 5 6 22 Mode: .. .j New 0 Edit 0 De lei, aurigoa PROJECTS BY BUDGET SPENT PROJECTS BY %COMPLETE Mw.4m of P1040111 E474t1 1554 151 -INN 13T004:] tt a0 (1I-0Pi1 5 500.66K — 400 06K — 300 0015 — 200 06K — 100 00K — 00K 4550 40%I 5 14+66%1 2024.2026 CASH FLOW ' [0-20%J i 121-0%J [41.60%1 247 e9 — 0.2.0 CVO Iqw Wena • Commute --r Fqw Figure 10: Enterprise -level Project Summary dashboard Team Strens e 4 - ti 3 200K 0 U4K.1 SCHEDULE RESOURCE DASHBOARD 76.20 Average Utilization Per Day 12 Titles Pending Assignment 3 Ove rut it ized Persons 3 Underutilized Parsons Cost Tracker Average Utilization Per Day in °In 500 - 400 - 300 - 200 - 100 - 0 #1.• 9, 9, tz.49, oe / Manta Day' --- Total C051 .;.-r Volable Cast Fixed Cast UUl.zatianFSFCS+IJ#Qe Figure 11: Resource Scheduling dashboard August 15, 2024 Page 32 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo Project Summary Report Preview aurigo '/1/' ESSENTIALS i Project Details PROJECT NAME Project Summary Report Project -6 - Government Office Building Construction PROJECT MANAGER PROJECT TIMELINE Government Office Building Construction Merrick FHPRD February 2020 - December 2026 PROJECT SCOPE The Government Office Building Construction project focuses on developing a new facility to enhance public service delivery. The project aim to create a detailed project plan, secure necessary permits, and ensure the building meets all safety, functionality, and regulatory standards. In Schedule Status PLANNED START DATE PLANNED COMPLETION DATE ACTUAL START DATE 2020-03-10 2026-05-15 2020-03-10 ACTUAL COMPLETION DATE CURRENT PROGRESS PERCENTAGE 2022-07-14 50.00% $ Financial Progress ORIGINAL BUDGET CURRENT BUDGET APPROVED COMMITMENTS $335.00K $545.00K $525.00K ACTUALS REMAINING BUDGET PERCENTAGE COMPLETE $25.00K -$350,000.00 4.59% Figure 12: Project Summary Report August 15, 2024 Page 33 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo .144k1F11 a 121 r 74iT.21.7fsr bas r•••••••• a Yi: i iPxes wax. Rawl a1P'"aiwi- + 1: 04F FOtlw•+�+4�w ▪ i0l lihl!'�h'alil +lYF1F. •457.257. Lw* 34:441.1.41196.4 • 40X1193. + ....m + '�cc,Yiaa•is . a{11.19 vw..yi .tpv1 Ca veKF • 5asad�a T Fs:. 4561., rta a M x•+{IFIL Y7TM9+14+ . 915....r.sods tlisprrexa + Mon /Kum dem} • • # 1 - 1 .91.` T + f ;� 4i01.114 MINI" 1. Ci1wr mr.-. TTran.upn l[i:7SFJ iR/R411F' km#N19.0 115k -hive 'AL i4AIl4AAr I,14 51,,00 {11.14141 327,879.13 F.o ;734,339.75 c.oas nr�aowu 1 i '11-:Y- P L{ W +fir LT4E11 !740!.1 M KILLINGS1CM* FM MT S1Y17135i1LE iM sMIA a� Pasaimpsimm Foe i4a1i'NICKi.. 1 Fal Ailsa '..09 AP L MIRA71 191.514.101, MG ilF !{x 11bit 11.+ �•..�* anal �� ar l.m.im •torr Figure 13: Contract Financial Summary dashboard GLOBAL FUND LIST +`] New 1.j Workflow - [] Reports - Rt Excel Import / Export - 0 More - • 8 Fund Source 10 Fund Source Name Fund Source Code Fund Type Fund Category Remaining Amount in S Created Dam El f O 101 O 101 h1M1dd1yy, I_. O a GFL-10 Test Fund Source 1 SFS -1 Cash Federal 500.000.00 07/31/2024 ❑ GFL 9 Transportation & Mobility TM Cash Federal 39,035,00000 07/3./2024 O GFL•8 Grant GF Cash State 33.018.900.00 0710402024 Q GFL•7 Developer/Private DP Cash Local 52,045.000.00 07/0/12024 O GEL -6 Asses Management Fund AMF Grant Scale 54,464,701.0 07103/2024 O GFL-5 General Fund Operating - Cash GFOC Cash Local 21.645.345.00 07103/2029 Q GFL•4 Local Funds Local 2.000.000.00 09/1412023 O GFL-3 Stas Funds Slaw 36,500000.00 09/1412023 O GFL-2 Federal F:Inds Federal 32.743.647.00 09114/2023 O GF0•1 Water Bonds 556 Building & Improrem... 20,100,000.00 06/15/2023 Figure 14: Global Fund List report (on-screen) Essentials has an ad-hoc Report Builder, built on Microsoft WCA Reporting Services, allowing authorized users to create and modify reports. Using the Report Builder, the City can create or update any report, pull information from across the Essentials solution, include advanced calculations and data exception August 15, 2024 Page 34 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo checks, and share the finished result with the right people. The Report Builder provides the following benefits: • Easy ad-hoc reporting, with a dynamic step-by-step report wizard to assist end-users • No SQL knowledge is needed to write reports • Role -based user permissions can be configured to allow or restrict report creation August 15, 2024 Page 35 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 14. Confidentiality Legend Aurigo has provided the City with a thorough and comprehensive proposal of our Essentials Cloud Solution. Included in our proposal are trade secrets, confidential information, and proprietary knowledge to highlight the proficiency of Aurigo. This information is provided to the City solely to aid in understanding and evaluating Aurigo's proposal. In the event the City receives an open records request requiring the release of Aurigo's proposal in response to this RFP for Project Management Software, Aurigo asks that the enclosed arguments for redactions be considered. Aurigo asserts the information contained in the following section(s) would, if obtained by competitors, prejudice the competitive nature of Aurigo. This information is exempt from public disclosure under the California Public Records Act: Section Exemption 3(a) This section contains proprietary customer information. This information is protected by Evidence Code section 1040 and is incorporated into the CPRA through Gov. Code, § 6254(k). Describe the software, its platform and/or its delivery Response to Question 7 This section contains information on Aurigo's proprietary implementation process. This information is protected by Evidence Code section 1060 which is incorporated into the CPRA through Gov. Code, § 6254(k). August 15, 2024 Page 36 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 15. Exceptions to Agreement for Contract Services In compliance with section 10 of the City of La Quinta RFP for Project Management Software, Aurigo makes the following statement: Aurigo has reviewed the sample agreement provided and will accept the terms as written, with the exception noted below. Section Page(s) Original Contract Term Proposed Revised Contract Term 3.1 4 Time of Essence. Time is of the Adherence to Contract Terms. The Parties essence in the performance of this Agreement. If the Services not completed in accordance with the Schedule of Performance, as set forth in Section 3.2 and "Exhibit C", it is will adhere to material requirements of the Agreement. Contracting Party commits it will, in good faith, deliver all project tasks and milestones as per the agreed upon Schedule of Performance, which may be amended from time to time. If the Services not completed in accordance with the Schedule of Performance, as set forth in Section 3.2 and "Exhibit C", which may be amended understood that the City will suffer damage. from time to time, it is understood that the City will suffer damage. 3 2 4 Schedule of Performance. All Services Schedule of Performance. All Services rendered pursuant to his Agreement shall be performed diligently and within the time period established in "Exhibit C" (the "Schedule of rendered pursuant to his Agreement shall be performed diligently and within the time period established in "Exhibit C" (the "Schedule of Performance"), which may be amended from time to time. Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer, or assigned designee. Performance"). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer, or assigned designee. 3.3 4 Force Majeure. The time period Force Majeure. The time period specified specified in the Schedule of Performance for performance of the Services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Contracting Party, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Contracting Party shall within ten (10) days of the in the Schedule of Performance for performance of the Services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Contracting Party, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Contracting Party shall within ten (10) days of the commencement of such delay notify the Contract Officer, or assigned August 15, 2024 Page 37 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 38 commencement of such delay notify the Contract Officer, or assigned designee, in writing of the causes of the delay. The Contract Officer, or assigned designee, shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the forced delay when and if in the Contract Officer's judgment such delay is justified, and the Contract Officer's determination, or assigned designee, shall be final and conclusive upon the parties to this Agreement. Extensions to time period in the Schedule of Performance which are determined by the Contract Officer, or assigned designee, to be justified pursuant to this Section shall not entitle the Contracting Party to additional compensation in excess of the Contract Sum. designee, in writing of the causes of the delay. The Contract Officer, or assigned designee, shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the forced delay when and if in the Contract Officer's reasonable judgment such delay is justified, and the Contract Officer's determination, or assigned designee, shall be final and conclusive upon the parties to this Agreement. Extensions to time period in the Schedule of Performance which are determined by the Contract Officer, or assigned designee, to be justified pursuant to this Section shall not entitle the Contracting Party to additional compensation in excess of the Contract Sum. 7 2 7-8 Reports. Contracting Party shall keep, Reports. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the "Books and Records"), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including he right to inspect, copy, audit, and make records and transcripts from such Books and and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports) directly relating to the disbursements charged to City and the Services performed hereunder (the "Books and Records"), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including he right to inspect, copy, audit, and make records and transcripts from such Books and Records. Such Books and Records shall be maintained for a period of three (3) years August 15, 2024 Page 38 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 39 Records. Such Books and Records shall be maintained for a period of three (3) years following completion of the Services hereunder, and City shall have access to such Books and Records in the event any audit is required. In the event of dissolution of Contracting Party's business, custody of the Books and Records may be given to City, and access shall be provided by Contracting Party's successor in interest. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement. following completion of the Services hereunder, and City shall have access to such Books and Records in the event any audit is required. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement. 7.3 8 Ownership of Documents. All Ownership of Documents. Subject to drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials plans, drawings, estimates, test data, survey results, models, renderings, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings, digital renderings, or data stored digitally, magnetically, or in any other medium prepared or caused to be prepared by Contracting Party, its employees, subcontractors, and agents in the performance of this Agreement (the "Documents and Materials") shall be the property of City and shall be delivered to City upon request of the Contract Officer, or assigned designee, or upon the expiration or termination of this Agreement, and Contracting Party shall have no claim for further employment or additional Contracting Party's ownership of Contracting Party Pre-existing Materials, as defined in section 7.5 below, all drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials plans, drawings, estimates, test data, survey results, models, renderings, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings, digital renderings, or data stored digitally, magnetically, or in any other medium prepared or caused to be prepared by Contracting Party, its employees, subcontractors, and agents in the performance of this Agreement (the "Documents and Materials") shall be the property of City and shall be delivered to City upon request of the Contract Officer, or assigned designee, or upon the expiration ortermination of this Agreement, and Contracting Party shall have no claim for further employment or August 15, 2024 Page 39 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 40 compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Documents and Materials hereunder. Any use, reuse or assignment of such completed Documents and Materials for other projects and/or use of uncompleted documents without specific written authorization by Contracting Party will be at City's sole risk and without liability to Contracting Party, and Contracting Party's guarantee and warranties shall not extend to such use, revise, or assignment. Contracting Party may retain copies of such Documents and Materials for its own use. Contracting Party shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any Documents and Materials prepared by them, and in the event Contracting Party fails to secure such assignment, Contracting Party shall indemnify City for all damages resulting therefrom. additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Documents and Materials hereunder. Any use, reuse or assignment of such completed Documents and Materials for other projects and/or use of uncompleted documents without specific written authorization by Contracting Party will be at City's sole risk and without liability to Contracting Party, and Contracting Party's guarantee and warranties shall not extend to such use, revise, or assignment. Contracting Party may retain copies of such Documents and Materials for its own use. Contracting Party shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any Documents and Materials prepared by them, and in the event Contracting Party fails to secure such assignment, Contracting Party shall indemnify City for all damages resulting therefrom. 7.5 9 Licensing of Intellectual Property. This Licensing of Intellectual Property. Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by "Contracting Party Pre-existing Materials" means any work created prior to or other than pursuant to the performance of any Services under this Agreement. Contracting Party Pre-existing Materials includes, but is not limited to, Aurigo Essentials, Aurigo's business methods, software services, processes, and derivative works thereof including modifications to Aurigo Essentials and all creation of forms, workflows, dashboards, and reports within Aurigo Essentials. Except as expressly set out in this Agreement, Contracting Party retains all right, title and interest in or tot the Contracting Party Pre-existing Materials. Subject to City's payment of subscription fees, this Agreement creates a non- exclusive right for City to use any and all the Contracting Party Pre-existing August 15, 2024 Page 40 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 41 design professionals other than Contracting Party or provided o Contracting Parry by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Materials. The license and intellectual property rights to, and obligations regarding, the Contracting Party Pre - existing Materials under this Agreement will be governed by the Contracting Party's Services Subscription Agreement, appended to this Agreement. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive right to use the Contracting Party Pre-existing Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Contracting Party Pre-existing Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7.7 9 Confidential or Personal Identifying Confidential or Personal Identifying Information. Contracting Party Information. Each Party (the "Disclosing covenants that all City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussion notes, or other information, if any, developed or received by Contracting Party or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the Receiving Party to any person or entity without prior written authorization by City or unless required by law. City shall grant authorization for disclosure if required by any lawful administrative or legal proceeding, court order, or similar directive with the force of law. All City data, data lists, trade secrets, documents with Party") covenants that all data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussion notes, or other information, if any, developed or received by the other Party (the "Receiving Party") or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the Receiving Party to any person or entity without prior written authorization by the Disclosing Party or unless required by law. City shall grant authorization for disclosure if required by any lawful administrative or legal proceeding, court order, or similar directive with the force of law. All data, data lists, trade secrets, documents with personal identifying information, August 15, 2024 Page 41 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 42 personal identifying information, documents that are not public records, draft documents, discussions, or other information shall be returned to City upon the termination or expiration of this Agreement. Contracting Party's covenant under this section shall survive the termination or expiration of this Agreement. documents that are not public records, draft documents, discussions, or other information shall be returned to the Disclosing Party upon the termination or expiration of this Agreement. Each Party's covenant under this section shall survive the termination or expiration of this Agreement. 8 2 10 Disputes. In the event of any dispute Disputes. In the event of any dispute arising under this Agreement, the injured partyshall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to this Article 8.0. During the period of time that Contracting Party is in default, City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, City may, in its sole discretion, elect to pay some or all of the outstanding invoices during any period of default. arising under this Agreement, the injured partyshall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to this Article 8.0. During the period of time that Contracting Party is in default, City shall hold all invoices directly related to the default and shall, when the default is cured, proceed with payment on the invoices. In the alternative, City may, in its sole discretion,electto pay some or all of the outstanding invoices during any period of default. August 15, 2024 Page 42 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo 8 3 10 Retention of Funds. City may withhold Retention of Funds. City may withhold from any monies payable to Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Contracting Party in the performance of the Services required by this Agreement. from any monies payable to Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Contracting Party in the performance of the Services required by this Agreement. Notwithstanding the foregoing, City will release all withheld monies payable to Contracting Party as soon as practicable following the adjudication of actual damages in connection with a finding of default consistent with this Section 8, or following a cure of such default or a non - default finding. 8 6 10 Legal Action. In addition to any other Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. rights or remedies, either party may take legal action, at law or at equity, to cure, correct, or remedy any default, to recover direct damages for any default, or to obtain any other remedy consistent with the purposes of this Agreement. 8 8 11 Termination for Default of Contracting Termination for Default of Contracting Party. If termination is due to the Party. City's right to terminate this failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party shall vacate any City -owned property which Contracting Party is permitted to occupy hereunder and City may, after compliance with the provisions of Section 8.2, take over the Services and prosecute the same to completion by Contract or otherwise, and Contracting Party shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Contracting Party for purposes of setoff or partial Agreement for default may be exercised if Contracting Party does not cure such failure within thirty (30) days. If termination is due to the failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party shall vacate any City -owned property which Contracting Party is permitted to occupy hereunder and City may, after compliance with the provisions of Section 8.2, take over the Services and prosecute the same to completion by Contract or otherwise, and City may withhold any payments to Contracting Party for purposes of setoff or partial payment of the amounts owed City. August 15, 2024 Page 43 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo August 15, 2024 Page 44 payment of the amounts owed City. F.1.a 29 Indemnification for Professional Indemnification for Professional Liability. Liability. When the law establishes a When the law establishes a professional standard of care for Contracting Party's Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officials, employees, and agents ("Indemnified Parties") from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in direct connection therewith and costs of investigation, to the extent same are directly caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written professional standard of care for Contracting Party's Services, to the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officials, employees, and agents ("Indemnified Parties") from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the consent of the Contracting Party. The foregoing indemnification obligations shall not exceed the total value of the Agreement, exclusive of any extensions or renewals. written consent of the Contracting Party. F.1.b 29 Indemnification for Other Than Indemnification for Other Than Professional Liability. Other than in Professional Liability. Other than in the the performance of professional performance of professional services and August 15, 2024 Page 44 Aurigo Response to City of La Quinta RFP for Project Management Software aurigo In addition to the terms provided, Aurigo would like to propose the following terms be included in any resultant contract: Limitation of Liability. Except as otherwise provided in this section, to the extent permitted by applicable law, the liability of either Party and its contractors to the other Party arising under this Agreement is limited to direct damages up to the total value of the contract, exclusive of any extensions or renewals. These limitations apply regardless of whether the liability is based on breach of contract, tort (including negligence), strict liability, breach of warranties, or any other legal theory. Exclusion of Certain Damages. To the extent permitted by applicable law, whatever the legal basis for the claim, neither Party, nor any of its affiliates or suppliers, will be liable for any indirect damages, damages for lost profits or revenues, business interruption, or loss of business information) arising in connection with this Agreement, even if advised of the possibility of such damages or if such possibility was reasonably foreseeable. However, this exclusion does not apply to either Party's liability to the other for violation of its confidentiality obligations or the other Party's intellectual property rights. August 15, 2024 Page 45 services and to the full extent permitted by law, Contracting Party to the full extent permitted by law, Contracting Party shall indemnify, defend shall indemnify, defend (with counsel (with counsel selected by City), and hold selected by City), and hold harmless harmless the Indemnified Parties from the Indemnified Parties from and and against any liability (including liability against any liability (including liability for claims, suits, actions, arbitration for claims, suits, actions, arbitration proceedings, administrative proceedings, administrative proceedings, regulatory proceedings, losses, expenses proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential or costs of any kind, whether actual, alleged or threatened, including, without limitation, court costs, attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred damages, court costs, attorneys' fees, litigation expenses, and fees of expert in connection therewith and costs of investigation, where the same are a consultants or expert witnesses) direct consequence of the performance incurred in connection therewith and of this Agreement by Contracting Party or costs of investigation, where the same by any individual or entity for which arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of this Agreement by Contracting Party Contracting Party. The foregoing or by any individual or entity for which indemnification obligations shall not Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party. exceed the total value of the Agreement, exclusive of any extensions or renewals. In addition to the terms provided, Aurigo would like to propose the following terms be included in any resultant contract: Limitation of Liability. Except as otherwise provided in this section, to the extent permitted by applicable law, the liability of either Party and its contractors to the other Party arising under this Agreement is limited to direct damages up to the total value of the contract, exclusive of any extensions or renewals. These limitations apply regardless of whether the liability is based on breach of contract, tort (including negligence), strict liability, breach of warranties, or any other legal theory. Exclusion of Certain Damages. To the extent permitted by applicable law, whatever the legal basis for the claim, neither Party, nor any of its affiliates or suppliers, will be liable for any indirect damages, damages for lost profits or revenues, business interruption, or loss of business information) arising in connection with this Agreement, even if advised of the possibility of such damages or if such possibility was reasonably foreseeable. However, this exclusion does not apply to either Party's liability to the other for violation of its confidentiality obligations or the other Party's intellectual property rights. August 15, 2024 Page 45 Build a better tomorrow Build faster. Build smarter. Build stronger. www.aurigo.com Stay connected f o Qfto