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CloudBase Services
cloudbase services CITY OF LA QUINTA Project Management Software Request for Proposal Submitted by Great Parents LLC dba CloudBase Services 1400 Shattuck Avenue, Suite 15 Berkeley, CA 94709 510-526-5690 www.cloudbaseservices.com August 16, 2024 Page 1 cloudbase services Cover Letter 4 Firm's Background, Qualifications, and Experience 6 Incorporation 7 WBE Certification 7 Micro -Business Certification 7 References 8 City of San Diego 8 State of California 8 City of Los Angeles 8 Functionality 9 Project Plans 9 Project Management 9 Construction Management 10 Automated Workflow 10 Contract Management 12 Document Control 14 Finances 15 Resource Allocation 15 Analytics and Artificial Intelligence 17 Scope of Services 18 Discovery 18 Design 18 Platform Selection 19 System Development 19 Integration Services 21 Data Wrangling and Migration 22 Quality Assurance 23 User Acceptance Testing 23 Documentation 23 Project Management 23 Setup and Training 24 Implementation Planning 24 Training 25 Support 25 Pricing 27 Professional Services: One -Time 27 Professional Services: Ongoing 27 Licensing: Ongoing 27 Pricing Summary Estimate 28 Complementary Services and Functionality 28 Disclosures 28 Page 2 cloudbase services Attachments 28 Acknowledgment of Insurance Requirements (Attachment 2) 28 Non -Collusion Affidavit (Attachment 3) 29 Acknowledgment of Addenda (Attachment 4) 29 Staff Expertise 29 Debbie Taylor, CEO & Founder 29 Madan Kumar, Senior Partner 29 Dan Park, Senior Solutions Architect 29 Dimitriy Rossimov, Senior Solutions Architect 29 JT Yu, Software Engineer 30 Karina Solomonik, Solutions Architect 30 Samantha Spielman, Client Services 30 Page 3 cloudbase services Cover Letter Dear City of La Quinta, Great Parents LLC, dba CloudBase Services, will create a custom, easy-to-use, cloud -hosted Project Management/Construction Management platform. The system will enable city staff to easily manage capital improvement projects from start to finish. It will handle documents in accordance with City rules and can enable community members to securely submit information to the City. The system (aka application) will include: • Construction Management • Project Management • Contract Management • Budget Tracking • Scheduling • Task Tracking • Workflow • Document Control and Storage will o Handle files including 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 Store and use multiple templates o Enable the export of reporting in formats readable by Microsoft Excel, text files, CSV, and/or Portable Document Formats • Integration with other software The system will be customized to meet La Quinta's needs. Unlike other SaaS that have certain words and process steps that are set and hard coded into the application, the CloudBase Services system does not. CloudBase will deliver a system customized to use La Quinta's words for project stages, approval paths, etc. That platform will be modern and will meet current standards. These include (but are not limited to): • Working on many Internet browsers • Being easy to use • Residing on a secure, stable platform • Migrating data from other systems such as MS Project • Integrating the application with other systems such as FI$CAL • Being scalable and adaptable • Building so that processes, information, calculations and metrics, workflow, templated Page 4 Scloudbase services letters and documents, forms, reports, and dashboards can be updated by non-technical staff Within the system, it will be easy to: • Enter, edit, and find information • Fill in common forms • Calculate or use logic to generate information (e.g. contracts approaching expiry) • View reports (e.g. compare vendor bids on specific line items) • Create standard documents (e.g. contracts) • Send and receive reminders (e.g. RFPs closing soon) • Circulate documents for comment or electronic signature CloudBase will build "help text" into the platform so that non-technical staff can change and expand the platform. Training will, of course, be provided. Dashboards will have real-time information reflecting data in the application. Dashboards will be personalized so that users see information that is relevant to their job. For example, dashboards can display personalized and shared "to-do" lists, guide team management meetings, provide insight for contract reviews, and track reimbursements. The La Quinta system will be built on a secure, web -based relational database platform that includes workflow automation, data validation, and integration tools. CloudBase Services, an experienced consultancy, will design and develop the system. CloudBase Services will provide professional services including initial set-up, training, software support, and customizations. The platform will be designed so that La Quinta staff can easily add modules and change processes Sincerely, gf7+ Debbie Taylor, CEO CloudBase Services debbie@cloudbaseeservices.com 510-526-5690 Page 5 cloudbase services Firm's Background, Qualifications, and Experience Great Parents (dba CloudBase Services) is a small, California woman -owned business. CloudBase enables organizations to work more efficiently by designing custom, web -based systems. Systems (aka platforms) developed by CloudBase Services provide simple solutions to complex issues, such as construction management, project management, and grant management. CloudBase replaces stand-alone systems and spreadsheets with customized apps. The apps automate tasks, measure outcomes, and reduce time-consuming manual reporting. CloudBase's solutions include integrations, analytics, training, and support. CloudBase Services has designed and developed systems for more than fifteen years. Satisfied customers include the State of California, San Diego Housing Commission, Neighborhood Legal Services of Michigan, Everytown for Gun Safety, the University of Massachusetts, and many other organizations. In addition to building systems, clients hire CloudBase Services to: • Redesign their business process • Normalize/clean their data • Analyze data • Integrate systems CloudBase Services has over 475 satisfied customers with more than 2,000 completed projects. Creative problem -solving and process innovation are the keys to our success. Most clients rate CloudBase 4.8/5.0, citing our technical expertise, business acumen, and excellent customer service. Below are a few testimonials from our clients: "The CloudBase Services team did an amazing job helping us design, develop, and utilize the tool. They were extremely responsive, talked through all of the logic, and made sure all the use cases were represented. The development happened very quickly, and they provided training as well," Jennifer of Hewlett Packard. "AT&T has worked extensively with CBS over the course of the last 3 years. They have helped us develop several applications from the ground up. CBS was invaluable in allowing us to take our applications to the next level. CBS has my unreserved highest endorsement," Perry of AT&T Technology companies like Salesforce, Power BI, Alteryx, Quickbase, Smartsheets, AWS, DocuSign, and DropBox have recognized the work of CloudBase Services. Page 6 cloudbase services Incorporation GreatParents is incorporated in California. Its taxpayer ID is 32-2248710. CloudBase Services is a dba for GreatParents. CloudBase Services was founded in 2004. During the past two decades, CloudBase has designed, built, repaired, enhanced, and managed software applications. WBE Certification CloudBase Services has certification as a woman -owned business. Micro -Business Certification CloudBase Services is certified as a California Micro -Business. Its certification number is 2023054 Page 7 cloudbase services References City of San Diego San Diego Housing Commission 1122 Broadway, Suite 300, San Diego, CA 92101 Geof Bartell, VP of Information Technology 619-578-7762 geofreyb@sdhc.org Timeframe: August 2021— Present CloudBase Consultants: Madan Kumar, Dimitriy Rossimov, Samantha Spielman, and Debbie Taylor Scope of Work: Build construction, case, and budget management system. Successfully simplified processes, reduced work, and improved outcomes. State of California Delta Stewardship Council 715 P Street, 15-300 Sacramento, CA 95814 Jessica O'Connor jessica.oconnor@deltacouncil.ca.gov (916) 902-6530 Timeframe: December 2023 - Present CloudBase Consultants: Jake Getz, Madan Kumar, Samantha Spielman, and Debbie Taylor Scope of Work: Build contract, financial, and project management system. Successfully simplified processes and reduced work. City of Los Angeles Partners for Children, South Los Angeles 808 W. 58th Street, Los Angeles, CA 90037 Liza Bray, Executive Director 323-541-1600 x1488 Ibray@partners4childrensla.org Timeframe: January 2021— December 2023 CloudBase Consultants: Madan Kumar, Debbie Taylor Scope of Work: Build an evaluation system, analyze data, and improve sharing of results. Improved reporting and reported outcomes. Page 8 cloudbase services Functionality Project Plans The system will store design requirements, versions, files, and approvals. Within the system, users will store estimated budgets and load bids. Bids can be logged in detail (i.e. line item, unit price, quantity, total) or in aggregate (i.e. vendor and price). Project Management The system has project management tools to organize the work by site, phase, task, person responsible, and duration. As with most tools, projects are broken down into phases and tasks. Each task has a start date and end date. Tasks also have a duration of time and an amount of time needed to do the work. For example, drafting a proposal may take 20 hours over a 5 -day period. These times can be aggregated and placed on a calendar to report on calendar days needed and work effort. Standard task lists or templates can be created in a project. For example, if site inspections include three tasks (e.g. schedule, visit, draft report) and each task is assigned to the person with a specific role on a project (e.g. project admin. schedules the visit, the field inspector does the visit) and the people in each role are listed in the system, the system will send emails to people when the prior task ends. The system can also send scheduled emails (e.g. notify people every Tuesday of open tasks). The system also includes dashboards and reports to use at project reviews. Dashboards are always up-to-date, interactive, and colorful. Within the system, tasks can be designated as critical paths and/or milestones. Below are samples of how tasks can be managed, allocated, and viewed in the system: Tasks Default report oefavlt repot Search records T Status Start Milestone Assigned To Project Name New style CID g c 41 tasks . Task Name Project Name T Start Project Phase TC Assigned To # of Hours Allocating Duration (Days) Projected Finish s Overdue Priority �J v Budgeting and Financing Zoning and Permiting Site preparation Hiring contractors Final Inspections and Approvals 06-17-2024 07-29-2024 09-09-2024 12-02-2024 02-03-2025 Planning Planning Development Planning Development 320 160 320 80 160 30 07.26.2024 30 09-06-2024 60 11-29-2024 14 12-19-2024 14 02-20-2025 High High High High Medium Page 9 Q� illocloudbase services Tasks Default report ► Reports&Charts (-Search records ( Status ) • Task Name O e © Budgeting and Financing o e © Zoning and Permiting O e a Site preparation • e © Hiring contractors Priority High Start C Milestone Status Completed High In -Progress High In -Progress High In -Progress • e © Final Inspections and Approvals Medium In -Progress Complete C Assigned To J (Project Name ) Date Complete 100% 04-20-2022 20% 20% 10% 10% Add Time Card Add Time ... Add Time ... Add Time ... Add Time ... ( Add Time... Construction Management The system is customized to meet the needs of public agencies running municipal construction projects. There are sections to store details about the goals, requirements, and timeline for the project. Phases and tasks are defined based on common practices (e.g. approvals, design reviews, contractor/subcontractor onboarding). Roles are created so that various stakeholder groups can add, edit, and view the information that is appropriate for them. For example, a city planner may have the ability to add, edit, and view information about zoning but have no access to contractors' budgets. The construction management component can handle multiple funding sources and allocate expenses across multiple sources and multiple years. It also has the functionality to create dynamic timelines. The logic for timelines can be entered (e.g. inspections require a 5 workday window). The system can also handle budgets, budget changes, work orders, change orders, etc. Changes to budgets and timelines are applied to original budgets and timelines to show current budgets. Dashboards can show comparisons between planned and actual as well as predictive analytics about total costs. With this system, there is no need to constantly update presentations and documents. The system contains graphs and reports that are easy to export. The system includes mapping and can be integrated with GIS. Automated Workflow The system automates workflow. When a task is marked as complete, people receive emails. If work needs to be approved, an email with a link to what needs to be approved is sent to the approver. If there is a follow-on task, the person or people assigned to the next task in sequence are notified to start work. The system can automatically change the status of projects and tasks Page 10 cloudbase services based on information added. When all tasks in a phase are completed, the status of a phase can automatically change to complete. Below is an example of a screen to configure an email reminder. In this example, people who need to provide status reports on projects will receive a reminder. Note that it is easy to set up the "rules" for automating any workflow. Reminder Name Remind Wham Remind When Follow -Up Due The user listed in thefield: Follow Up Assignment 5 Days Before v the date in the field: Additional Criteria (optional) Only send reminders iF the following criteria are true: all v l of thesecoaditiensare true Incident Status Email Contents Subject Message Reminder: Follow Up Needed Dear <email recipient,, 7 Fellow Up Due Date v rsequalto the value Hello [Name] According to cur records, this incident has not be resolved. Please fallow up by [Follow Up Due Date]. Additional Information is below. Please click here to update the QuickBase when you are done. Thank you. Pending Resolution Below is a preview of the email a person would receive. Dear Debbie Taylor, Hello [Name] According to our records, this incident has not be resolved. Please Follow up by [Follow Up Due Date]. Additional information is below. Please click here to update the QuickBase when you are done. Thank you. Some field is 'AND No results Fallow Up Type of Incident Date of Incident Incident Details Incident Status Follow Up Assignment Follow Up Date Due Date Follow Up Notes No incident reports found Page 11 cloudbase services Below is a sample of a screen displaying workflow approval. FundingIBudgets Fiscal Monlors RFR by Month Contacts Notes budget Approvals DCTs Documents Compliance Admin Budget Approvals Full Report 0114 1411 Email More • 9 Eud9et Approve I recmds • Status Notes Record 0.•ner Date Created ❑ 50bmihed to Ma eager ❑ Approved by Manager ❑ Approved by Compl lance ❑ Approved by Flscal BudgetAdluslment Approvals Budget Adjustment - FROM -Funding Source Budget Adjustment -70 -Funding Source Status Notes logged By Date Created 02-15-202310:45AM N9Adjusteae9Appmalrervdelound 02-15-202312:42 PM 02-15-202312:42 PM 02-15-202312:42 PM Q Amendment - Funding Amendment to change contract end dace andh.nding r 0412.202312:52 PM Change amount, ❑ Submitted to Manager 0414202301: 23 PM ❑ Approved by Manager ❑ Approved ',Compliance Approvetl by Freal 0414202301:39 PM 04-14202301:39 PM 04-14-202301:40 PM Standard documents can be generated and circulated based on data in the system. For example, if a purchase order needs to be generated after a budget is approved, the system can fill in a purchase order template based on a budget line item and send it to a manager for approval. The system enables users to track planned and actual time. People and physical assets are assigned to tasks. The system can then create calendars, work plans, and utilization reports. Predecessors can be logged - automatically shifting dates: one task starts based on when another ends. The system also makes it easy to label and see critical paths to avoid delays. Gantt charts and Kanban reports aid in decision-making and information sharing. Contract Management La Quinta's application will be designed with the following capabilities: • Replace Excel sheets used for tracking contracts and related invoices • Draft RFPs, contracts, and amendments • Create Purchase Orders associated with contracts • Edit and sign contracts electronically • Manage contract performance by tracking milestones, deliverables, and due dates • Collect invoices and reimbursements from providers and reconcile them against Purchase Orders. The solution will enable providers to enter information directly into the system via forms, CSV files or system integration • Integrate with La Quinta's finance system • Validate data to ensure units of service and clients are unique (e.g. no double entry) • Integrate with other systems to speed and simplify the flow of information. The system will eliminate the need for retyping data and for sending it to other departments. Automating the flow of information will also eliminate hundreds of calls and emails about data - enabling everyone to focus on the mission • Track amendments including changes in funding sources and allocations • Renew contracts enabling automated reminders of expiration dates • Manage vendor information and contacts Page 12 cloudbase services • Archive closed contracts The application can be integrated with other services. A contract record could look like this: auum.a.1caurk Contract HMI -22-49.1 Contract Name Hemi Year 2023 Contract Type Case Management (CM) Term lstOpugn Year Contract Term Srart Date 11-11-2022 Program Name Provider Name Status ...eon Type Inactive NOOCOMpelitNe N um bei. ofpq'mn Ye, Remaining Years 0 Contrad-rerm End Date O E30-2023 Team Contractfdminu..Mr manager Di NF Contract Analyst Grantsacoum.01 Compliance AnaIMI Flsca1Marlager Compliance Manager Amendments EX,emm.5n, Amended Con., NEM ADMIN Total Funding Total Approved Reimbursements $107,589.00 $65 516.37 Funding/Budgets Fiscal Monitors RFR by Month Contacts Notes Budget Approvals DCTs Documents Compliance Budget Status Approved Budget Documents Full Report Grid Edit Email Morey 2 Contract Document records ■ File Attachment Delete? Budget Status Approved A tab can display the vendor contacts for each contract. Funding/Budgets Fiscal Monitors RFR by Month Contacts Notes Budget Approvals DCTs Documents Compliance Admin Add Contract Contact Full Report Grid Edit Email More 1r 2 Contract Contact records • Contact Type Title DCT RFR Summary Full Name Email Desk Phone Mobile Phone Recipient? Recipient? Cloudbase creates systems that allow agencies to easily track monthly expenditures on a contract. FISCAL MONITOR Full Report Email More e - Order -Monts Year 01.)0)90 02.Almu.Y- O3.Septembev- 04.0010ber- 05. Noel unh01. 06.0eoember- 02.1anuart OB.Februarl0 09. March- 10.ApM- 2022 2022 2022 2022 2022 2022 2023 2023 2023 2023 Contract Furling Budget Calogory.ine Ben Annual Remaining Expected Appmaed App,n,®d Appmred Approved ApPnrred Appro.red Approved Approved Approved Approved Approed Name Souree- Budget Budgie MCMMy AmcWM Amount AmOum Amount A1110411 Amount Amount Amount Amount Amount Amount Acronym Spend (tot) (text (10t) (Mt) (tot) (tot) (rat) )tot) heti (rat) l(toll) (Monthly Pro Rata) Admin -Oe Mi nimia Rate 39,280.00 54,880.23 31 222.50 50.00 5000 0000 0419.20 $983.23 5946.06 9.102]23 31639.95 54,519 22 Page 13 illocloudbase services Monthly-RFRs Search records Contract Name is • Reports & Charts T Co ntract Name Funding Source Budget Category -line Item Month Order -Month -Year New sryie 5 1 107 monthly- rhswhe re Contract Name is 100... • Contract Name Funding Budget Category -Line Item Source Month FY Year Year Order -Month -Year Annual Budget Rem ing Budget Non -Personnel Expense(NPE)-License Fees -Software August 2023 2022 02 August -2022 537.00 $27.35 Non -Personnel Expense(NPE)-License Fees - Software September 2023 2022 03.September-2022 537.00 027.35 Document Control The system can generate documents. This capability includes Microsoft Excel, text files, CSV, and/or Portable Document Formats. Document templates are easy to create. The system then populates documents with custom information. Documents can be printed, emailed, and/or stored. The system is integrated with Dropbox, an online document storage system. (La Quinta can choose to use Sharepoint or AWS instead.) The document storage can handle any type of file: e.g 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. Each file is tagged with information including the file type, date, author, and project/task. Each file has several status indicators. There is a file status denoting if it is confidential, private, or public. Another document status field identifies files that are drafted, out for approval, approved, and out of date. Both status fields are automated - they change based on information in the system (e.g. all users have approved) or document type (e.g. public meeting agendas are always public). Access to documents can be limited or controlled based on category, status, user etc. This shows how documents can be tracked in the system for status and approvals: Funding/Budgets Fiscal Monitors RFR by Month Contacts Notes Budget Approvals DCN Documents Compliance Admin Full Report Grirl Edit Email More m MT record% • OCT File Month Year Add OCT Backup Notes Submit DCTCRa0for Ayprc el Submitted to Rocahed from DCT Prmritler Provider Status Neste DLT 11ND 08 e I] DCT nmreal O e Il o0T) 0 pu nnm v 00120000811 December 242] Decemb 2o2a 00¢4_2024 7472 SPA is working with Program Manager on strategies to receive 115110le from persons experiencing homelessness. OCT -March Year DCTFlleLink 00TSlatus Logged Date Notes Approve Rale. No Approval records bund MEM MEM MT Mahe ,OMYTMIS Full Waren Grist een Neil Bore • 1Caneam Berumem • COrdm0Name Mond Me Anacament IR Il COXI Mr orrumang 20244m0pliOOYen i00e2024 +r1 0021 0108 Page 14 cloudbase services Finances The system tracks funding sources, amounts, and time periods as well as expenses. Expenses can be tied to projects, phases, milestones, vendors, time periods, and departments. Vendors and city staff can submit expenses into the system and upload receipts. The submitted expenses can then be routed for approval based on the project, expense type, amount, date, etc. Transactions can be labeled as progress payments. Payments can be linked to funding sources and to invoices. Invoices can also be generated. In a system developed for another California city, CloudBase designed functionality that tracked contractor requests for reimbursements. • Contracts 3 rReports!, Cnans 1un4in3/Budgets Fiscal Monitors RFR by Month Contacts Notes Budget Approvals DCIS Documents Compliance Admin Full Report Drld Rdlt email More e. 12 Contr..Month records IEdi BEmail More. CEL Customl53Mi Date RFR Admin NPE PE 'RFR Total • Month Year Nm Doc RFR Status Pending Pending Pending Requested Approved antes Diu 0 Mmin Received Approval Approval Approval Amount Amount^^' Approve All Submitted to AP Button ❑ 2NS33 ❑ 99985.2222 O 3enmber ❑ 04008,2022 O i433 O u""ar1422 O Fs45a 3432 ❑ March -7023 O Apel -2023 ❑ tN O 10,3-2022 2.2 08.13-2022 09212022 101]2022 11.17.2022 1228-2022 fi 01.17.2023 0115-2023 ti 06-14-2023 04-14-2023 10.00 10.00 10.00 1000 1293 1220 3000 5944 1994 399! 399 199! 515,078.88 333 64414 -11636 74 611,230.01 210,3399! 12&4 69.774.23 33.8432 In&C sn,t963s Snatfat 199! 118.631.44 3593 -359204 313,44]]6 81344.64 22565.29 321.009.82 Etat 69,72940 -610670 1110,699.69 625,816.87 34902.72 APprove All Approve Au APProveAu SW 2•dbM •b il•dbM AdniYdbAP SubmIlledIoN sWNI•dbN lalirrOjeAP �6N Subngttedto AP Resource Allocation Resource allocation is also built into the system. People and large assets (e.g. vehicles) are cataloged in the system. Users can "drag and drop" them onto projects or tasks for specific periods of time. Reports can be created to show who will be doing what and when. After the cost of each resource per day is entered into the system, users can see planned project costs change as resources are assigned. When actual costs are entered, the system shows comparisons of planned and actual costs as well as revised forecasts and funds remaining. Page 15 cloudbase services This is an example of a resource allocation tool. The top section has work to be done - including details about the task requirements and status. The bottom section lists resources - including their skills and availability. A manager can "drag and drop" a resource onto a task. Staff utilization and task coverage change instantly. .Resource allocation Open Project I Tasks Q Project/Task 96 Jane Street 2024 deo Slte vet 96 Jane Street 2024 Clutter Control 96 Jane e Street 2024 Consu Austin 22024 Inventory Austin 22024 Unpacking Baum 2024 Inventory Staff 0 Name Carole Scher sMer@tlomaln.com Q Cody Lee clee@domlan.com Q Nlck Boyle n6orle@eomlen cora 0 Roschel Stearns s earns@us rname 0 Sonya Weisshappel ei shapoelCuusemame O N6aYN:: @us rname 96 Jane Street 2024 Required 541ls Scheduled Time Employees Assigned TPC5 _ AUG 13- 4:30 HR(s) Carole S, Cody L, Nick B _-- AUG 13-5:00HR(s) Nicks 1111 Sttla[im AUG 14 - 2:30 P OO SWyaWiesls@huapeme Client/ Project AUG 14- 8:00 HR(s) Rosch eClnyeiW Tech CIIem/Project Berinim AUG 14 - 1:00 HR(s) Sonya W. Cody L Seriatim AUG 15- 4:25 HR(s) Cody 8 9 10 Skills [ Los Angles Progress Hours Needed 2 hr(s) 14 hr(s) s 0hr(s) 1 hr(s) 4 118(3) s 0hr(s) Ca Workload -) © Availability - (p Required Skill -)c Employee - Availability- Aug 13 Availability- Aug 14 Current Workload Hours Scheduled 9:30 AM -2:30 PM 9:30 AM- 2:30 PM 4. 2hr(s) 10:30 AM- 5:00PM Not Available Moderate 14 hr(s) 10:30 AM- 5:00PM Not Available High 23 hr(s) Not Available 930 AM .230 PM High 25 hits) Not Available 930 AM .230 PM High 24 hr(s) 10:30 AM -5:00 PM 930 AM•230 PM 3hr(s) Page 16 cloudbase services Analytics and Artificial Intelligence The system stores data from past projects and benchmarks to inform budgeting and project management. Dashboards show the expenses and durations of projects. Trend lines and KPIs are added to help leaders achieve the best possible results. Industry data can be pulled in from Al engines and other sources. In a system developed for another California city, CloudBase designed a dashboard to show historical trends and staff utilization as well as predictive analytics. co,pm,p.,ct.o.a„.an om! SPXP ::- iii 0' nl€F 1I 9i�1°;;''��c[ f� �!'�s�E�I�9 s[;:�rIP1i ac c.tllcga II �t tt t':t�r t i Oil: _ iE a t ; s s € a� lr a 1I ' ;1i ,i ! .iii 1 i i '.0° { l l €i #t : a ri a i Ndi.r.6y M.rnh Uyrvnlvrt Ty, pry Tr.nr, for Marr A-r.ri 1222222222;k 22222.222.2242t2.42.22 2 2222 2 2222 22 2222 2K52222.2 222 2 g222 Lu,ent mnnnxarp4erTm. xeven.es y DM..., 1,1! uu veerape..e.,uepsrtr.eml 1111:1re., epMp pv ueprtmert s Page 17 cloudbase services Scope of Services Discovery The first six weeks of the project will be devoted to requirements gathering. During this time, CloudBase will assess current La Quinta programs and processes, including: • Reviewing existing data for contracts and project management • Working with La Quinta staff to understand needs and current workflow pain points • Documenting what users of the system will need to do by writing and revising user stories • Translating user stories into steps. Sample user stories and steps are below • Reviewing work with La Quinta staff, adjusting as needed • Validating and creating a list of features the system needs to do • Documenting database requirements and architecture CloudBase often writes user stories to capture requirements. For example: "Once a project starts, a project manager needs to see planned versus actual budget by month and by expense category in order to estimate the final cost of the project." Sometimes, flow charts and/or swim lane diagrams are the best way to document how a system will work. Additionally, CloudBase Services will look at the project and construction management systems currently being used (e.g. Microsoft Project, Excel etc.) in La Quinta. CloudBase will talk with the people using the system to determine if they are tech -savvy, eager to learn, resistant to change, etc. These human resources factors will be used when planning the training and documentation. CloudBase Services will also look at the quality and quantity of data in systems. If there is personal identifying information (PII) or financial information, CloudBase will be sure the system design protects it. Design Based on the information gathered during the discovery and assessment phase, CloudBase will design a custom system by: • Creating/validating the high-level architecture and database design, • Drawing more detailed entity -relationship diagrams, • Reviewing work with La Quinta staff, adjusting as needed, • Creating a list of key pieces of data/field in each table along with important attributes, • Developing a plan to move existing data into the new system, • Creating a change management process, • Developing testing, implementation, and training plans; and • Reviewing work with La Quinta staff, adjusting as needed. Page 18 cloudbase services The assessment will be collaborative with involvement from all stakeholders. All plans will include a timeline, budget, resources needed, and measures of success. The system will be designed using best practices. These include (but are not limited to): • Working on many Internet browsers • Having clear, easy -to -understand user interfaces • Validating data to avoid data entry mistakes • Building so that the following can be updated by non-technical staff o Reports o Data entry forms o Automated workflow o Templated letters and documents; and o Dashboards • Integrating data from many platforms • Being scalable and adaptable Platform Selection The system will be built on Quickbase, a web -based product that is designed for cities (and others) that need systems like La Quinta. Quickbase includes all of the features and functionality that La Quinta needs as well as the ability to expand and change as needs evolve. The software is updated monthly with powerful new features. Recent updates include improved notifications and a better mobile experience. The system can run on any device that is connected to the Internet. There are no requirements for servers. Quickbase has a 99.99% uptime rate. System updates are done around 3 am PT on weekends to minimize disruptions. Most years, the system is down a dozen times for short amounts of time (less than 15 minutes). Most outages are announced well in advance. Quickbase backs up all data in the system every ten minutes. Backups are stored on servers at two sites run by Amazon Web Services. The recovery systems are tested two times a year. Historical data is maintained for multiple years. Users can request copies of data from prior months, weeks, days, and hours. Audit logs are available. Quickbase has earned security credentials from CSA, DFARS, FERPA GDPR, HIPAA, and other entities. It employs tools including CloudFlare, Github, Lacework Rapid7, Splunk, and others. System Development CloudBase will work with La Quinta stakeholders to gain formal approval and to build the new database. CloudBase will then: • Finalize the technical design documents • Create tables and relationships Page 19 cloudbase services • Create fields and document attributes • Build data entry forms • Test and review work with La Quinta staff, and adjust as needed • Automate workflow • Test and review work with La Quinta staff, and adjust as needed • Build reports • Test and review work with La Quinta staff, and adjust as needed • Build other components of the system • Test and review work with La Quinta staff, adjust as needed • Set up roles to limit permissions and make the system easier to use • Review work with La Quinta staff, and adjust as needed • Build documentation into the system Database dashboards will have real-time information, reflecting data in the application and connected systems. Dashboards will be personalized so that people see information that is relevant. Below is an example of a task management dashboard: Project Filter # Overdue High Pr... 2 # Overdue Low Pri... 0 Average Completi... 35.4% Average Duration Project Phase Filter Team Member Filter v x Planning X V 1 [ • m-rrugress 3 TASKS r teu IBudgeting and Financing Customer Service System Update Vendor selection T3 install Requirements review T3 install 1 TASK ®E Clear all �. 0 ISSLM o mptele °TASKS 3TASKS Zoning and Permiting Customer Service System Update 0 IApproval Increase Web Presence • IDevelop RFP T3 install IMeet with client team Deploy Document Management Within the system, it will be easy to: • Enter, edit, and find information • Fill in common forms • Calculate or use logic to generate information (e.g. expenses outside of limits) • View reports (e.g. compare vendor bids on specific line items) • Create standard documents (e.g. contracts) Page 20 cloudbase services • Send and receive reminders (e.g. approvals needed for workflow) • Circulate documents for electronic signature • Collect documents and store documents in other systems An example of a Gantt chart in Quickbase: • Tasks Search records Reports&Charts T Status Star[ Milestone - Assigned To Task Name planning (4 tasks) • e Budgeting and Financing O B G Zoning and Permiting ▪ d ., Hiring contractors Q © Storyboard • Development (7 tasks) Site preparation , Final Inspections and Approvals New style Project Name 12 tasks where Start is on or after... CEMMIOMEMIMMI 100% % 20% Integration Services The application can send data to and from any SaaS with a robust API. The API's powerful, flexible, and secure tools help to integrate data, manage apps, and extend workflow. Components of the process include: • Identifying data elements from other systems (e.g.FI$CAL) that should be stored in the program management database • Identifying any of those elements that will change over time • Identifying any changes to be made in the database and to be sent back to another system • Identifying the best approach to integration • Creating manual or automated integration plans • Testing short-term plan • Validating data and modifying plan accordingly • Implementing integration • Validating data Page 21 cloudbase services This diagram shows how CloudBase Services connected another California City's system to its finance system so that any request for money was approved and reported correctly: Department Entity People Approvers Request Funding Type Source rGL Account (.\ Accounting System l Data Wrangling and Migration While CloudBase is building the system, we will also work with La Quinta staff to create a single, comprehensive set of data. Prior to migrating data, CloudBase Services will work with the client to: • Identify and define data elements (e.g. contract type, vendor) to be migrated • Find all locations and the "source of truth" for each data element (e.g. vendor names may be in 3 different systems) • Evaluate the quality of the data o High-quality data sets - sets of records that are accurate, mutually exclusive, complete, and completely exhaustive - are vital to the project's success • Identify steps needed to improve/normalize data • Create validation rules (e.g. for zip code, 5 digits) • Prepare data - CloudBase uses Trifacta, a powerful web -based tool to wrangle data • Map data to fields in the system Data migration is done in stages. Source data or meta -data is identified and put into the system first. Next, data for the top level of hierarchies is entered into the system (e.g. if contracts have types and sub -types, contract types would be loaded prior to contracts and sub -types). Detailed data is subsequently entered and linked to records in the hierarchy. As data is loaded, child or detail records are also connected to parent data. At many points in the data migration process, data is validated using a variety of methods. Data validation techniques include sampling records, summing metrics, and using formulae to compare data sets. Page 22 llocloudbase services Data can be imported from Microsoft Project, Excel, and other systems. Quality Assurance Prior to deploying new systems or functionality, CloudBase will test each function (aka piece) of the new system in a process often called unit testing. Then, a La Quinta staff person who is working on the project will test each module. CloudBase will make small changes and improve the user experience (eg. change to the layout of the screen). Finally, CloudBase will test the entire system. This end-to-end testing assures that information flows correctly throughout the system. Security is an ongoing process. Additional security testing will be done before and after launch. User Acceptance Testing La Quinta staff who are not on the project team will then test each module of the new system; CloudBase will incorporate the feedback. Bugs will be categorized based on their impact (high, medium, low) and effort to fix (low, medium, high). CloudBase will fix high-priority bugs immediately and resolve others on a timeline that is agreed upon with the client. Key steps for a successful implementation are: • Creating a testing plan that tests the database functionality and security • Reviewing plans with stakeholders; revise as needed • Observing users testing the final system • Fixing bugs and retesting • Identifying training needs for most staff • Identifying and training super -users to support other staff CloudBase does NOT write out formal scripts for user acceptance training. If La Quinta wants to write UAT scripts, CloudBase can use them. Documentation Fifteen years ago, CloudBase wrote custom user guides for all of the systems developed. Customers read them and referred back to them often. The most cost-effective and impactful way to create documentation is to have a La Quinta staff member embedded in the CloudBase team during the latter part of the project. This person would create the documentation and be a super -user at launch. Project Management Project management is vital to the success of this project. CloudBase will assign a trained, experienced project manager to this assignment. The project manager will be responsible for Page 23 cloudbase services making sure the project stays on scope, on time, and on budget. Activities and processes used will include: • Creating a work plan • Anticipating challenges and creating alternate plans • Convening weekly team meetings with agendas • Publishing meeting notes and following up on action items • Talking with team members and stakeholders to resolve issues • Drafting and sharing monthly reports with all stakeholders. Monthly reports will include discussion of technical, financial, and organizational issues. CloudBase Services will assign a team of people to work on the La Quinta project. The project leader will be La Quinta's main point of contact. La Quinta staff participating in the project will often be asked for feedback on the CloudBase team's performance. If any individuals are failing to do an excellent job, the CEO of CloudBase Services will work with La Quinta to ensure that an appropriate change is made. La Quinta will be a key partner in project management. La Quinta will name a project sponsor with the interest and authority to enable the project to succeed. This person needs the authority and resources to ensure CloudBase has access to the personnel and technical resources that are vital to the success of the project. One reason projects fail is that there are delays in a consultant gaining access to key databases and/or to decision -makers. Delays not only slow down the timeline, they also add to the cost of the program and diminish stakeholders' interest in the project. CloudBase surmounts these challenges by planning ahead and identifying multiple ways to accomplish key goals. CloudBase also uses web -based project management tools to keep people informed and to encourage open and extensive communication. Setup and Training Implementation Planning Implementation is another critical part of adoption. When people are starting to use a new system, they need time to learn and permission to fail, along with an expectation that they will adopt the system. The key steps for a successful implementation are: • Understand the user's current state and need o Willingness to change o Technical skills o Access to technology • Create a testing plan Page 24 cloudbase services o Review plans with stakeholders o Observe user acceptance testing of the final system o Fix bugs and retest • Create an implementation plan o Communicate why the system is changing o Train super users and evangelists o Enlist aforementioned people in communicating with others o Set up a ticketing system to collect user requests o Identify La Quinta staff who will provide tier -one support o Schedule regular meetings for the first few weeks post -launch • Final testing • Go Live Training CloudBase provides several types of training. These can include: • Live virtual or in-person super -user training to prepare system administrators and team leaders. These training sessions happen about a week before launch. They are hands-on and interactive. • Live virtual or in-person train -the -trainer sessions for super -users and client educators. These sessions prepare La Quinta staff to train others. These training sessions happen about a week before launch. • Live virtual or in-person training for system users to review the reason for using the new system and how the new system works. These sessions are hands-on and can include segments on change management, business process redesign, and/or data quality. These training sessions happen at launch. • Short, in -app videos and text to explain how to do common tasks. These are prepared three weeks before launch and are released at launch. • Office hours and ad hoc support and training. Users are invited to join a meeting with questions. Support CloudBase Services provides support via email, phone, text, and video conferencing. Users will have the option to submit help desk tickets. Users are encouraged to submit URLs, screenshots, and/or videos. All requests submitted through the support ticket portal are acknowledged promptly. Users will receive a resolution or an update on progress toward resolution within 6 hours during the standard business day. Page 25 cloudbase services Below is an example of a form to enter a support ticket to CloudBase Services. Subject • Description B T Ai _ 4) E ® () A CI Type Priority Nr Low Page 26 cloudbase services Pricing CloudBase Services has built project and construction management systems for clients with a variety of different budgets. CloudBase Services bills on a time and materials basis. Professional Services: One -Time The system can be simplified if La Quinta has a small project and more robust if La Quinta has sufficient funds available. CloudBase Services estimates that the project costs will be one hundred and fifty thousand dollars ($150,000). This total excludes the license fees mentioned below. After requirements gathering, the estimate will be revised and detailed. CloudBase Services charges $150 per hour for most services. CloudBase Services charges $250 per hour for custom code, data integration, and formal training, as well as for all work done by a senior account manager. NOTE: The rate for database development and most other services will increase to $175 and the rate for coding and work by senior consultants will increase to $275 by January 1, 2025. Professional Services: Ongoing Most customers opt to have a monthly retainer with CloudBase after launch. Retainers vary from $10,000 - $60,000 annually. The retainer can cover support, training, changes to the application and/or adding functionality. Licensing: Ongoing Each user must have a license to the application. Licenses for the basic platform are currently approximately $420 per user per year with a minimum purchase of 20 licenses (e.g. $8,400 per year). Licenses for a version of the platform with added security and integration are currently $780 per user per year with a minimum of 40 users (i.e. $31,200) In addition, there can be other licensing costs to handle document generation, file storage, integration, and complementary SaaS. These generally run $10,000 per year. Page 27 cloudbase services Pricing Summary Estimate Complementary Services and Functionality There are a variety of complementary services and functionality that CloudBase offers. Services are sold on an hourly basis. Additional functionality can be priced based on hours to build it OR based on the number of system users. Possible additional features include: • Integration with identity management software • Audit logs • Offline mobile application • Integration with Dropbox or other file storage system • Integration with Gmail • Integration with calendaring program The software costs price for these is impossible to estimate without additional information from La Quinta. The professional services for these services are less than $20,000 and could be covered as part of ongoing professional services. CloudBase Services can also provide ongoing help desk services: • Ongoing application management and development services • Consulting on business process redesign • Analytics and data visualization The price for these is listed above in the annual professional services box. Disclosures CloudBase affirms there is no negative history. Attachments Acknowledgment of Insurance Requirements (Attachment 2) See below Page 28 One time Ongoing (annual) Professional Services $150,000 $10,000 Software $28,400 $28,400 TOTAL $178,400 $38,400 Complementary Services and Functionality There are a variety of complementary services and functionality that CloudBase offers. Services are sold on an hourly basis. Additional functionality can be priced based on hours to build it OR based on the number of system users. Possible additional features include: • Integration with identity management software • Audit logs • Offline mobile application • Integration with Dropbox or other file storage system • Integration with Gmail • Integration with calendaring program The software costs price for these is impossible to estimate without additional information from La Quinta. The professional services for these services are less than $20,000 and could be covered as part of ongoing professional services. CloudBase Services can also provide ongoing help desk services: • Ongoing application management and development services • Consulting on business process redesign • Analytics and data visualization The price for these is listed above in the annual professional services box. Disclosures CloudBase affirms there is no negative history. Attachments Acknowledgment of Insurance Requirements (Attachment 2) See below Page 28 cloudbase services Non -Collusion Affidavit (Attachment 3) See below Acknowledgment of Addenda (Attachment 4) See below Staff Expertise CloudBase Services will assign a team of professionals to this project. Below are biographies of a few staff members who could work on the project. Debbie Taylor, CEO & Founder Passionate about helping businesses run better—and seeing results in the bottom line—Debbie has improved operations in dozens of organizations, often calling on her expertise in advanced database design. She has managed day-to-day operations for multi-million dollar companies and sold products to Fortune 100 companies. In addition, Debbie has improved systems at tech (Apple and IBM) and biotech (Chiron) companies as well as education organizations (Kaplan, Stanford, and Sylvan). She holds a bachelor's degree from Princeton University and an MBA from Stanford University. Madan Kumar, Senior Partner A former founding member of APT Life Sciences and Arda Technologies, Madan has managed engineering and technical teams on three continents. He thrives in dynamic, innovative environments like the one he helps guide at CloudBase. He's also proud of his non-profit work on workforce development, education, water, and sanitation. Madan holds B.S., M.S., and Ph.D. degrees from Stanford University in Computer Science and Electrical Engineering. Dan Park, Senior Solutions Architect Dan has been an active tech educator and developer since 2003. Prior to becoming a full-time developer, he taught technology to both typical and special needs students at the middle and high school levels. As a California transplant, he brings his expertise to public and private organizations. Dan holds a B.A. in Business Administration from Temple University, a Teaching Certificate from Gwynedd Mercy University, and a Master in Education from Cabrini College. Dimitriy Rossimov, Senior Solutions Architect Dimitriy has over 10 years of experience in the field of IT. He is a Quickbase developer, administrator, and application manager. He specializes in workflow automation and compliance, thriving in a fast -paced and ever-changing tech environment. He prides himself on his client relationships and is an excellent collaborator. He holds a BA in Computer Science from the University of California, Berkeley. Page 29 cloudbase services JT Yu, Software Engineer JT is a trained physicist and highly skilled software engineer. He has a long history of building, coding, and engineering public -facing software applications for both large and small businesses. JT is an excellent communicator and enjoys working directly with his clients to understand their needs and deliver a quality product. JT was educated at the University of California, Berkeley and the University of California, Santa Barbara. Karina Solomonik, Solutions Architect Karina is a solutions architect and a consultant. She is an entrepreneurial and results -driven Quickbase developer with excellent analytical and technical skills. Karina is passionate about using data to help businesses streamline processes and improve user experience. Karina holds a B.A. in Economics from UC Davis and an M.A. from Fordham University in Political Economy of Development. Samantha Spielman, Client Services Samantha brings years of experience in project management, focusing on collaborating with colleagues and clients in redesigning client's business processes. She prides herself on effectively using a variety of project management techniques to manage project participants, processes, budgets, stakeholders, time, and assets. Samantha's extensive experience across diverse sectors such as government, politics, business, and non-profit organizations, makes her an invaluable asset to the CloudBase team. She holds a B.A. in Communication Studies from the University of California, Los Angeles. Page 30 - CALIFORNIA - ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Must be executed by proposer and submitted with the proposal Debbie Taylor (name) hereby acknowledge and confirm that Great Parents LLC dba CloudBase Services (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. 1 am Debbie Taylor (Title) of Great Parents LLC dba CloudBase Services (Company) x 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: x General Liability Additional Insured x General Liability Primary and Noncontributory x Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) N/A Personal Auto Declaration Page if applicable x Errors and Omissions Liability $1,000,000 (per claim and aggregate) X Worker's Compensation (per statutory requirements) Must include the following endorsements: X Worker's Compensation Waiver of Subrogation x Worker's Compensation Declaration of Sole Proprietor if applicable X Cyber Liability $1,000,000 (per occurrence) $2,000,000 (general aggregate) Page 9 of 13 NON -COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal 1, Deborah Taylor 4 gra, CA I} ORN1.1 ATTACHMENT 3 (name) hereby declare as follows: 1 am Owner/CEO of Great Parents LLC dba CloudBase Services (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. Proposer Signature: Proposer Name: Proposer Title: Company Name: Address: be4bie- Ta9 Deborah Taylor Owner/CEO Great Parents LLC dba CloudBase Services 1400 Shattuck Ave #15 Berkeley CA 94709 Page 10 of 13 - 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 1 Page 11 of 13