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PM Web, Inc.PIanBui ui d I Ope PMWeb Proposal for City of La Quinta RFP Project Management Software Issue Date: July 23, 2024 Response Due Date: August 16, 2024 Michael Vernon 1 General Counsel — Dir. of Operations 1 Pope Street, Wakefield, MA 01880 617-207-7080 1 Michael.Vernon@pmweb.com Rick Aldridge 1 Business Dev. — Proposal Manager 3721 Douglas Blvd., Suite 210, Roseville, CA 95661 916-755-3774 1 RickAldridge@hka.com Table of Contents 1. Cover Letter 3 2. Firms Background, Qualifications, and Experience, including the following: 6 Organization Chart 15 Resumes 16 1. References of California government agencies 32 2. Scope of Services 36 3. Complete Pricing List 57 Option 1 — Software as a Service (SaaS, PMWeb Hosts) 58 Option 2 — Software (Client Hosts on Own Servers) 59 Proposed Implementation Schedule 60 4. List of Complementary Services Offered by Proposer along with Corresponding Prices 62 Complementary Services 63 5. Setup and Training Options/Procedure 64 6. Integration Services/Options 77 7. Disclosures 81 10. Acknowledgement of Insurance Requirements 86 11. Non -Collusion Affidavit 88 12. Acknowledgement of Addenda 90 Appendix 92 1 C P b Page 13 I IN ' 40740":401, 1. Cover Letter 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, a 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. City of La Quinta — RFP Project Management Software PN/Ukkb Page 14 PM, eb Plan Build Operate"" August 12, 2024 Ms. Carley Escarrega Administrative Technician 78495 Calle Tampico La Quinta, CA 92253 Subject: RFP Project Management Software 2875 NEP p6 H6 Street, PH6 Aventura, FL 33180 Tel: 617-207-7080 www.pmweb.com Dear Ms. Escarrega: PMWeb, Inc. (PMWeb) is pleased to have the opportunity to respond to the City of La Quinta (City) for its Request for Proposals (RFP) for a Project Management Software. PMWeb has formed a team with HKA Global, Inc. (HKA), which has a division solely dedicated to implementing project management software systems and has implemented PMWeb for over 200 organizations including numerous public agencies in California. PMWeb has over 100 out of the box features bundled into the core modules of Portfolio, Planning, Project Management (includes both Cost and Engineering), Scheduling, Asset Management and Workflow. PMWeb also has additional features including the ability for the City to create custom business processes with PMWeb Form Builder that allow for future growth. PMWeb has comprehensive cost management that public agencies like the City require for tracking of funding, budgets, commitments, change order management and overall costs. We also have significant experience integrating with external systems to help facilitate the numerous interfaces that the City has noted in this RFP. The PMWeb user interface is designed with the latest web technologies. Our new responsive design interface automatically adjusts the entire application to fit the screen size you are using, e.g. from a tablet or smart phone. Every feature of PMWeb is available without installing, maintaining, or worrying about a single app. Staffing Introducing and deploying new software to an organization comes with many challenges. PMWeb recognizes that and uses successful partners to provide their clients with varied experiences by offering a greater resource pool. While PMWeb acts as the Software Supplier and Hosting and Managed Services Provider, HKA will provide Implementation Services and Systems Integration. The implementation team will be led by HKA, and their office location is 3721 Douglas Boulevard, Suite 210, Roseville, CA 95661. HKA has expertise in rapid implementation, matching the software's ground -breaking flexibility and ease of use to fit the unique needs of each client. We help clients achieve the maximum result with minimum investment. This experienced multi -disciplinary team of experts is committed to meet unique needs at every level and to provide benefit to every project served. The PMWeb team takes great satisfaction in its ability to provide a robust, user-friendly, all -in -one solution while maintaining the highest standards of quality to deliver implementations on time, budget, and with a rapid end user adoption. City of La Quinta — RFP Project Management Software 0 P b Page 15 PMWeb is unique amongst most competitors in that we not only offer a SaaS (Software as a Service) option but also an option for an On -premise solution. The City will be able to choose either option. Our proposed solution, PMWeb, addresses all the requirements noted in the City's RFP. The world's leading organizations are selecting PMWeb because of its comprehensive features, functionality, and ease of use. Since 2007, PMWeb has been used by tens of thousands of global users to manage their Plan -Build -*Operate lifecycles and overall project portfolios. In closing, I certify that the information and data submitted is true and complete to the best of my knowledge, and our team is eager to work with you and demonstrate how PMWeb can help the City on this important effort. I, Michael Vernon, as the General Counsel and Director of Operations for PMWeb, Inc., am authorized to bind PMWeb to the terms of the proposal and discuss and negotiate technical and/or business issues. All the information and pricing provided in this proposal is valid for at least ninety (90) days, and all individuals who will perform work for the City is free of any conflict of interest. I will serve as the primary point of contact for PMWeb, and I may be contacted at (617) 207-7080 or michael.vernon@pmweb.com, 1 Pope Street, Wakefield, MA 01880. Sincerely, #(1(V\ -- Michael Vernon 1 General Counsel - Director of Operations City of La Quinta — RFP Project Management Software C P b Page 16 2. Firms Background, Qualifications, and Experience, including the following: (a) Number of years in business (b) Taxpayer identification number (c) Number of years performing Software Management (d) Firm ownership and if incorporated, list the state in which the firm is incorporated and the date of incorporation (e) If the firm is a subsidiary of a parent company, identify the parent company City of La Quinta — RFP Project Management Software C Plii4kkb Page 17 PM &b PMWEB, INC. SOFTWARE SUPPLIER AND HOSTING SERVICES PROVIDER PMWeb, Inc. is a privately -owned business (S Corporation) that was founded in 1998 with headquarters in the Miami area of Florida and primary support operations located in the Boston area technology sector. PMWeb's sole business is designing, building, supporting, and deploying the PMWeb solution. PMWeb's Taxpayer identification number is 86-1875341. Our developers are industry experts who had the vision to create a solution that was owner focused, feature - rich and easy to use. Firstly, we wanted it to meet and exceed the needs and requirements of clients in the portfolio, program, and project management space. Our clients include public and private owners, construction managers, and contractors. Beginning in 2007, the current PMWeb platform has progressively expanded into over 100 out-of-the-box features. Our founders have continued developing new functionality to cater to the growing, global user base that currently stands in the tens of thousands. PMWeb has over 60 employees nationally. Below is the PMWeb Organization Chart. President Marc Jaude Director of Operations Michael Vernon Director of Services Mike Mrowczynski Product Manager Ken Damon Director of Sales Kyle Cross Operations / Controller Support Team IT Services Implementation Services Development Team Quality Control - Testing Sales Marketing { Accounting Hosting Services End User Technical Services Report Writers Account Management PMWeb maintains strong relationships with its clients. Many of the features have arisen from specific Client needs that have then been expanded to an overall solution, fully integrated with PMWeb's other "out of the box" functionality. PMWeb constantly engages with new and existing clients to receive input and enhancement requests to further expand the solution. Customer Service and Support is an essential part of the total PMWeb client experience. We want you to get the most out of our software and services as possible, long after the original sale and installation, and we will continue to strive to resolve every issue to your satisfaction. To allow you to make the most of the return on your investment, we offer support designed to meet the needs of the most demanding enterprise. The primary City of La Quinta — RFP Project Management Software 0 P b Page 18 objective of the Support Team is to provide outstanding customer service with each contact. Our commitment to you is to provide fast, friendly responses and timely, efficient resolutions. In addition, PMWeb has developed a partner network to provide our clients with an elite group of implementation consultants. Our partner HKA joins us in this RFP submission. Their experience is quite unique in that their team has knowledge of and exposure to many other products in the market. With experience implementing hundreds of PMWeb installations worldwide, our joint team has learned best practices for successful implementations and rollouts. Our company's mission is to provide the best solution available on the market to its clients. HKA TECH, LLC. H K )A SYSTEM INTEGRATOR AND IMPLEMENTATION SERVICES PROVIDER HKA-Tech, LLC (HKA) is a division of HKA Global, LLC. — one of the world's leading providers of advisory, consulting, and expert services for the construction, manufacturing, process, and technology industries. Our services are delivered through worldwide operations that comprise more than 1000 professionals in 50 offices around the world. HKA has been implementing and servicing project management software solutions for private and public sector clients since 1996 and is the leading global reseller of PMWeb. HKA is dedicated to implementing PMWeb and has worked with more than 200 organizations in training and configuring PMWeb to meet their unique and industry specific needs. HKA has 28 employees around the world to connect clients with an array of seasoned professionals who bring current and best practices to every engagement. HKA's team is knowledgeable and experienced with many products in the market; however, HKA chooses to partner with PMWeb because it offers the most robust and configurable features combined in a single solution. Our team brings the following qualifications: ✓ Experience with public sector and governmental agencies. ✓ Experience in assessing organizational operations and information needs. ✓ Expertise in the application of industry business software and systems. ✓ Familiarity with the issues related to capital construction programs and project portfolios. ✓ Understanding of the owner's perspective of enterprise program management. ✓ Experience with integrations and data migrations. ✓ Experience and methods for Organizational Change Management (OCM) With experience implementing hundreds of PMWeb installations worldwide, our teams have learned best practices for successful implementations and rollouts. Experience Deploying PMWeb with Public Works Entities We have contracted with some of the world's largest government and private sector organizations since releasing the PMWeb product in 2007. PMWeb's client base stands testimony to the confidence placed in PMWeb. Some notable clients that HKA has implemented or is in the process of implementing PMWeb for include: Los Angeles World Airports (LAWA, aka LAX), Colorado Department of Transportation, Los Angeles County Development Authority, Seattle Housing Authority, Sacramento Regional County Sanitation District, City of La Quinta — RFP Project Management Software 0 P b Page 19 Orange County Sanitation District, Port of Los Angeles, City of Spokane, City of San Diego, City of San Jose - Santa Clara Regional Wastewater Facility, City of Oakland, San Diego County Regional Airport Authority, San Jose International Airport, United Nations, AC Transit (Alameda -Contra Costa Transit District), Marriot, CBRE, Stanford University, and the University of Washington. This notable client list of organizations demonstrates HKA team's strong track record of performance. Commitment to Product Innovation The demands of modern project management continue to increase with the need for more robust cost controls, risk mitigation, document controls, business intelligence (BI) dashboards, reporting, and comprehensive features that address all business processes. PMWeb has proven that it can and will continue to deliver on these demands. We continually monitor and track the latest industry standards and best practices for numerous technologies and business processes. We develop our vision for future enhancements from direct client feedback and from our internal expertise and specialists that have worked in the technology and web industry. Many of our innovative and comprehensive features in PMWeb have come from a collaborative effort. We have a roadmap that includes innovations to incorporate the latest proven platforms, improve integration capabilities, and introduce new features and functionality to improve the overall user experience. PMWeb's Overall Presence as a Competitor in the Market PMWeb is used by some of the largest public and private organizations as well as many smaller and mid-size public agencies and municipalities to manage their capital planning and construction projects. Tens of thousands of users use PMWeb across 300+ organizations throughout the world. In addition to some of the public agencies noted previously, the largest technology company in the world uses PMWeb and three of the largest banks in the USA use PMWeb. On the following pages are a few PMWeb clients that are similar to the City. City of La Quinta — RFP Project Management Software C P b Page 110 City of Spokane Summary Spokane is the second-largest city in Washington. HKA implemented PMWeb for 125 users for not only their internal and external teams managing projects, but also grants management: financial systems: asset tracking, cost allocation, etc. The highly seasonal construction period created some interesting challenges, with teams de -mobilising for extended periods_ CITY CF SPOKANE PP•obil-Al ) 'i) ))) Officially incorporated as a city of the United States in 1881 and located near the Washington -Idaho border, Spokane encompasses 155 square kilometers in the eastern side of Washington and has approximately 215,000 residents, making it the second largest city in Washington. The City of Spokane has about 2,000 employees. Through its Integrated Capital Management Department of Public Works Division and in conjunction with the City's Engineering Services, the City provides engineering, project management, construction management, operations, and maintenance for City owned and maintained infrastructure. The City was seeking a Capital Project Management solution to be utilized by the City's staff, consultant teams and contractors. The City was also looking to identify a Project Management Solution that interfaces or supports other City business processes/applications (i.e., grants management, financial systems, asset tracking, cost allocation, etc.). After an extensive RFT process, the City selected PMWeb. The City purchased PMWeb in 2017, acquiring licenses to support over 125 users; and has purchased several PMWeb Modules and Toolbox Items as described above. Scope of work consisted of configuration of PMWeb as an enterprise -wide Software -as -a -Service (SaaS) system in support of the Plan ->Build ->Operate project lifecycle currently in use by the City on a manual basis and in support of their effort to eliminate other silo solutions. The City's entire project lifecycle was configured including charter development, planning, cost management, project management, vendor tracking, custom forms, and document management. HKA also configured their PMWeb installation to help the department maintain compliance with state and federal transportation requirements. City of La Quinta — RFP Project Management Software C P b Page 111 City of San Diego Summary With a population of some 1.45 million, San Diego is second-largest city in California. HKA initially implemented PMWeb for 160+ users in the City's Pure Water Program and has since implemented PMWeb for other City departments, including integration with the City's financial, GIS and compliance systems. The City of SAN DIEGO The Public Utilities Department was seeking an easy to navigate Software -as -a -Service (SaaS) system that could integrate with the City's existing data sources including SAP, Primavera P6, ESRI GIS, PlanetBids and PRISM Compliance Management. This would enable participating City departments to integrate with existing functions including finance, procurement, and CIP (Capital Improvement Program) information activities. They required that the system be able to enable the City and its stakeholders to perform various functions related to the project management process. PMWeb was purchased by the City in August 2016. HKA implemented the system for 160-200 users in 2017 and is continuing to assist the City as it rolls out the solution to other departments. The role of PMWeb and HKA included: ■ Full configuration for both design and construction phases of the Pure Water Program's projects. This included setup of a cost code structure which would not only integrate with the City's SAP system but allow the project teams to manage their project costs at a more granular level than SAP is currently set up to offer. • HKA configured PMWeb for both Design and Construction related business processes with the construction related configuration, allowing for newly hired CM teams to have system configuration input. • HKA also worked closely with City resources to develop an integration for project related data from SAP to allow capture of all project costs including personnel costs. The integration required extensive testing to deliver the reporting requirements for all stakeholders. Once completed, end-user training was undertaken. The success of the PMWeb implementation led to the City seeking to use PMWeb in other areas where it has ESRI ArcGIS operating. This led in turn to HKA successfully integrating PMWeb with ArcGIS. HKA utilized Microsoft PowerShell to integrate PMWeb directly with the ESRI API. City of La Quinta — RFP Project Management Software PN/Ukkb Page 112 City of Tempe Summary Ternpe is the 81h largest city in Arizona, and a centre of education and commerce. HKA implemented PMWeb for the City to manage its 5 -year 8880 million capital improvement program (CIP) from conception to completion through comprehensive procurement. planning, and management of hundreds of design and construction projects each year. Tempe Making waves i• 7e demi, Tempe is an inner suburb of Phoenix Arizona, located between the core city of Phoenix and the rest of the East Valley. Founded in the late 19th century and named Tempe in 1879, the City has grown to become the 8th largest city in Arizona; and a centre for education and commerce. The Engineering Division of the City's Public Works Department's Contracting, Design, and Construction Sections are responsible for delivering the City's 5 -year $880 million capital improvement program (CIP) from conception to completion through comprehensive procurement, planning, and management of hundreds of design and construction projects each year. The process is complex and was managed manually or by numerous poorly linked systems. The Engineering Division went to public tender for a software system to assist in CIP contracting and contract compliance; and design and construction of municipal infrastructure projects that meet rigorous goals regarding scope, schedule, budget, and quality. Prior to purchasing PMWeb the City faced challenges with efficiency and effectively managing public sector CIP. This was mainly due to the multitude of poorly or unlinked processes which could potentially cause delays in project management and procurement processes. There is no standardization and projects were being managed via MS Excel, Word etc. The City was searching for a CIP management system would provide a "one stop shop" for Engineering staff including contracting, design, construction personnel, Client/Department Divisions, Consultants, Contractors, and Citizens to store and access the relevant project information needed to do their jobs with greater efficiency. In addition, they required that the new system was able to integrate with their current financial system (Peoplesoft). After a public tender process, PMWeb was chosen as the preferred solution. The City identified the following key business objectives for their PMWeb implementation project. These objectives were used as the guiding principles for configuration and prioritization of decisions: PROJECT FINANCIALS: Ability to develop track all project financials in one location, eliminate paper — utilize workflow to streamline the process. DOCUMENTATION: Ability to store project related documents in one location to better organize the data and create transparency City of La Quinta — RFP Project Management Software REPORTING: Eliminate the manual process of tracking and reporting via excel. Create transparency both internal and external. PRE -PROJECT STATUS/EXCUTION: Ability to track pre -project activities. COLLABORATION: Improve overall processes using workflow and collaboration. The City decided to do an "all in" implementation as opposed to a phased approach, which also included integrations with Peoplesoft and GIS/ESRI. The discovery/requirements sessions consisted of 6 releases with focus on key modules. New Project Requests/Project Charters: Workflow has been configured to streamline approval process. Cost Areas: Key cost areas that have been configured include Contracts, Contract Change Orders, Payment Requests, and Master Commitments/Details. Planning: Several planning forms were created including Request for Qualifications, Statement of Qualification Submittal/Form. Procurement/Bidding: The bidding/procurement module has been configured to allow bidders to submit their online within PMWeb. A workflow as well as a bid tabulation report was created to be able to compare submitted bids. Vendor Management: All vendors/related disciplines have been imported into PMWeb. Engineering Forms: A total of fourteen (14) custom forms as well as workflows were created eliminate the City's current paper forms. Examples include Design Verification, Letter of Acceptance, Non -Conformance, Inspection Checklists and Warranty/Expiration Tracking. By implementing the key areas above the benefits include: one centralized location to store project related information, increased transparency, elimination of "paper" by utilizing electronic workflows, decreased turnaround times/KPIs and standardized processes. The City/HKA are still engaging and working on additional reporting/process improvements and integration related activity. City of La Quinta — RFP Project Management Software P b Page 114 Other Notable PMWeb Clients Notable PMWeb Clients Public Sector Higher Education Colorado Department of Transportation American University Orange County Sanitation District Arizona State University Alameda -Contra Costa Transit District Boston College Passaic Valley Water Commission California State University Sacramento Regional County Sanitation District Carnegie Mellon University Port of Los Angeles, Construction Division Harvard University Santa Clara Regional Wastewater Facility Johns Hopkins University San Jose International Airport Northern Arizona University Princeton San Diego County Regional Airport Authority Tucson Airport Authority Stanford University Omaha Airport Authority Tufts University Hartsfield -Jackson Atlanta International Airport UC Santa Barbara Boston Massport University of California Davis Health Dubai International Airport University of Washington Dormitory Authority of the State of New York Private Sector Placer County Alaska Airlines Ramsey County AECOM Los Angeles County Development Authority Goldman Sachs Seattle Housing Authority JP Morgan Chase United Nations Office — Geneva Wells Fargo Tri -County Metropolitan Transportation District of Oregon Regions Bank (1,800 Branches) City of San Diego European Investment Bank City of Spokane Zeiss City of Tempe Brightline Trains City of Oakland Marriott Vacation Club State of Connecticut Hyatt City of La Quinta — RFP Project Management Software P b Page 115 Organization Chart 4 atigra CALIIORN IA Executive Oversight Konstantine Tonas (HKA) Michael Mrowczynski (PMWeb) Executive & Proposal Team Michael Vernon (PMWeb Executive) Rick Aldridge (HKA Proposal Mgr.) Sr. Project Manager Tyler Monson (HKA) Configuration Leads Jared Pelzer (HKA) Melissa Kiser (HKA) Business Analyst/Configuration Sassha Jeffries (HKA) John Statts (HKA) Majida Mansour (HKA) Patrick Mason (HKA) Technical & Other Resources I Ken Hodgson - Technical Consultant (HKA) I Justin Robbins - Technical Consultant (HKA) Kevin Kennedy - Technical Consultant (HKA) 1 Adam Cross - Technical Consultant (HKA) KJ Deol - Technical Consultant (HKA) 1 Travis Hamera (HKA) - Director of Technical Services Business Analyst/Configuration Expert David Stone - IT Director, Information Systems (PMWeb) City of La Quinta — RFP Project Management Software PN/Ukkb Page 116 Resumes Konstantine Tonas 1 Executive Oversight Konstantine Tonas has 23 years of experience in the construction management software and solutions space. He has provided industry specialized, customer -focused solutions to both new and existing clients in both the private and public sectors. Konstantine's expertise includes a keen understanding of the leading technologies in the market, strategic problem solving and marquee account management. His hands-on experience with implementation and training of project controls software has enabled the growth and success of the HKA professional services team. Konstantine has worked closely in the implementation of various business disciplines such as Asset Management, Budget/Cost Management, Scheduling, Document Controls and Business Intelligence Reporting. Konstantine is recognized as an industry authority on project control and cost management software and has presented at various conferences and professional organizations in his career. He has consulted with over 200 organizations regarding their capital planning and construction management needs. Notable PMWeb Implementations ➢ Apple ➢ Disney ➢ CDOT ➢ Safeway ➢ Regions Bank ➢ Grand Egyptian Museum ➢ City of San Diego ➢ City of Spokane ➢ UC Davis Health Stanford University ➢ Stanford Health ➢ American University ➢ California State University ➢ Sac County Sanitation District ➢ San Joaquin Regional Rail ➢ Transport for New South Wales ➢ San Diego Airport PMWeb Certified Consultant Education: B.A., Physics, University of California, Davis City of La Quinta — RFP Project Management Software Page 117 Michael T. Mrowczynski 1 Executive Oversight Mike is a Project Executive on the PMWeb Professional Services team with twelve years of development, construction and real estate industry experience and 22 years of enterprise system implementation experience. He has a demonstrated track record of achievement in the areas of project management, business analysis, process design and system development, quality assurance, training and support of enterprise wise process improvements and system implementation efforts. Experience Mike's past three years as a Real Estate and Development/Construction consultant and nine years as a Project Manager and Senior Business Analyst for a PMO across multiple business units allowed him to contribute to the successful completion PMIS Development/Construction, ERP, AP, Treasury and Tax process and system related projects. In addition, Mike has over 18 years of experience as an IT manager and software developer/analyst which allows him to successfully work with various technology teams during system installations, upgrades, data migrations, integrations and custom development efforts to successfully complete projects on-time and on -budget. Recent Project Include: ➢ Cafaro Real Estate ➢ Carnegie Mellon University ➢ General Growth Properties ➢ Sears Holdings ➢ The Rouse Company ➢ The Howard Hughs Corporation PM et; Education: BS, Computer Science, Purdue University -Calumet Registrations: Project Management Professional (PMP) Certifications: Scrum Fundamentals Certified (SFC) Professional Memberships: Project Management Institutes City of La Quinta — RFP Project Management Software 0 PIVIUkkb Page 118 Tyler Monson 1 Senior Project Manager Tyler Monson has been leading or overseeing program and project controls software implementations for more than 10 years. He has managed the execution of HKA's largest software implementation projects, with typical user bases of 50 to 500+ users, durations of six months to two years and implementation budgets between $100,000 and $3 million. His experience centers on mapping business workflow to software solutions and managing projects through the entire implementation lifecycle, from discovery and design to development, user training and support. He has worked with more than 100 clients in the construction, government, utilities, and education sectors. Notable PMWeb Implementations Sacramento Regional County Sanitation District Tyler leads the consultant team responsible for implementing and administering the Program Management system (PMWeb) for the $3 billion EchoWater project to upgrade the sewer system in the Sacramento, California region. The system at its peak was being used by over 400 internal and external users. Use of the system was so successful they decided to also use it for a new $500M program that began in 2021. Apple, Inc. Tyler is co -leading the implementation of PMWeb with Apple's Corporate Real Estate and Retail groups to implement the system for all Apple store, office, warehouse, and manufacturing facility construction projects globally. The system was deployed to 150 retail users in 2018, and 100+ US based corporate users at the end of 2019. In early 2020 focus turned to onsite sessions in Cork, Ireland to configure and deploy the system for the EU and the rest of the world. NBC - Universal The Universal Creative department selected PMWeb to manage over 500 projects per year at their theme parks in Florida, California, Japan, and Hong Kong. Tyler is managing the implementation of the software which started in August of 2017 and was deployed in May 2018. The initial release included 300+ users, and they now have over 1,200 users. Regions Bank / CB Richard Ellis Tyler was the project manager for the implementation of PMWeb for the Capital Projects division of Regions Bank. Regions has over 1,700 bank branches and over $200 million in capital projects are run through their PMWeb system each year. It is currently used by over 250 internal and external users, and includes integrations with SAP, JDE and Virtual Premis/Maximo. University of Washington Implemented PMWeb controls system for all Capital projects. City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.S., Electronics and Information Technology, Brigham Young University Registrations: Project Management Professional (PMP) Certifications: Agile Certified Practitioner (PMI -ACP) Certified Scrum Master (CSM) Professional Memberships: Project Management Institute PIVIUkb Page 119 Jared Pelzer 1 Configuration Lead Jared Pelzer has 6 years of experience managing or implementing program and project controls software implementations. He has set up and configured 450+ projects with project values ranging from $100,000 to $15 billion through onsite and remote implementations across the US, Europe and Asia-Pacific. These implementations included discovery and design, process mapping, end user training, and product support. His process consulting expertise includes estimating and project cost management; safety, quality, and commissioning; field execution management; document management; and contract and change management. He has worked with clients in the construction, hospitality, government, utilities, and education sectors. Notable PMWeb Implementations ➢ Sacramento Regional County Sanitation District ➢ Colorado Department of Transportation ➢ City of Oakland ➢ Stanford Lands, Building, and Real Estate (LBRE) Other Notable Implementations ➢ Kiewit ➢ AECOM ➢ AMAALA ➢ Ledcor Group ➢ Graycor ➢ Sundt Construction ➢ Ferrovial ➢ City University of New York PMWeb Certified Consultant Education: B.S., Applied Management, Grand Canyon University City of La Quinta — RFP Project Management Software PIVIUkb Page 120 Melissa Kiser 1 Configuration Lead PMWeb Certified Melissa Kiser has 8 years of experience in Project Controls and PMIS Consultant administration. Melissa is a former Capital Improvement Program Manager for the Columbus Regional Airport Authority (CRAA). She has extensive Education: experience in budget planning, fund management, cash flow analytics, B.A., Criminology, project accounting, training materials development and administration, and The Ohio State solution engineering. University Notable PMWeb Implementations Professional Memberships: Columbus Regional Airport Authority PMI member, 2015 - During her time at CRAA, she served as the project implementation lead 2022 and business owner for the organization's transition from Oracle PCM/P6 to PMWeb. The implementation scope included multi -software record migration, API integrations from PMWeb to Microsoft Dynamics, conceptual design, and configuration of various PMWeb modules, and a custom design cash flow tool. She was the business lead for multiple other implementations and migrations, including a Microsoft Dynamics upgrade, Microsoft SharePoint upgrade, and Workday implementation. TriMet (Tri -County Metro Transportation District of Oregon) Melissa is currently serving as the co -lead for the initial, multi -phased PMWeb implementation for TriMet. Scope includes configuration of engineering forms/concepts, cost management modules, funding, forecasting, schedules, custom forms, decommission of Prolog, multiple bi- directional integrations to Oracle EBS, and OCM regarding business process refinement and optimization. Notable PMWeb Engagements Disney • Served as project team member for PMWeb upgrade • Co -lead for forecasting/cash flow customization initiative • Configures/troubleshoots in current environment Wells Fargo • Project team member for initial implementation • Configured system to design specifications • Wrote UAT, design documents, and training scripts for client Colorado Department of Transportation • Assisted on design and configuration of Funding modules • Consulted and provided recommendations to team on new funding concepts and designs • Wrote user guides for Funds Planning team City of La Quinta — RFP Project Management Software Sassha Jeffries 1 Business Analyst/Configuration Expert Sassha Jeffries has been a team leader for national and global program and software implementations for over 15 years. In addition to managing multi -discipline projects, she has been instrumental in facilitating the design of proprietary business solutions, training modules and Corporate asset management and planning systems. Her experience within the Maritime and Hospitality industries has provided an expansive knowledge of customizing software capabilities to meet specific and unique business needs. Notable Recent PMWeb Engagements Tucson Airport Lead consultant in phase two implementation to include process integration and requirements identification, feature enhancements, testing and training of new administrative staff. Solely managed discovery and configuration meetings, identifying priorities for multi -funded projects across various workstreams. Omaha Airport Authority Project Lead; assumed project mid -stream with a Re -Implementation effort which required development of enhanced features, automations and custom reporting. Also led Administrative and system training sessions. San Jose Airport Project Lead; Manage all Sprint calls, organizing priorities, supporting team requirements development and coordinating implementation efforts. Also, managed Walkme requirements development, testing and conducted multiple end user training sessions. Stanford University Primary support to Project Manager during discovery, requirements documentation, team meeting organization, QA, testing and other pre - implementation management. University of California, Davis Health Sassha played a support role in the requirements development for the implementation of PMWeb for Capital Planning. Additionally, for Project Financial Management and General Project/Construction Management Procedures, she helped to improve training resources for distribution. Colorado Department of Transportation Sassha's role was a welcomed addition to the team, enlisted to contribute to the support of pre -implementation efforts with specific focus on training materials management and development. She also was primary contact for all User -based administration, QA, and configurations. Marriott Vacations Worldwide Marriott has implemented PMWeb to replace their previous PMIS system (Contract Manager), for all capital improvement and maintenance projects at their properties around the world. Sassha provided both a client (internal) and consultant (external) role, fulfilling project ownership and management of implementation requirements which spanned multiple disciplines. City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: CSU, California Maritime Academy: • BSBA • Unlimited Coast Guard Third Mate License PIVIUkb Page 122 John Statts 1 Business Analyst/Configuration Expert John Statts has more than 25 years of experience in the architecture, engineering, and construction (AEC) industry with expertise in planning and managing capital programs. John has developed and implemented master plans for projects in the power, water and wastewater, aviation, commercial, municipal, and healthcare sectors. He has also guided large programs from conception to operation, reducing project delivery timeframes and increasing revenues. John's expertise includes leveraging innovative technology to improve operation and organizational efficiency. Notable PMWeb Implementations Columbus Regional Airport Authority, Columbus, Ohio, USA John is the lead consultant implementing PMWeb to improve the client's capital improvement program operations and reporting. He works with the client's implementation team to analyze and optimize current processes and establish best practices. Passaic Valley Sewerage Commission, Newark New Jersey USA John is the lead consultant managing the team responsible for implementing and administering the Program Management system (PMWeb) for the $2 billion program upgrade to the PVSC plant and infrastructure in the Passaic Valley region of New Jersey. The system is utilized by over by over 375 internal and external users. John led the implementation of the document management process and the upload of more than 300,000 legacy records into PMWeb using ExtractlQ, a content analysis software designed to scan and create metadata and bulk load records. Alaska Marine Highway System, Ketchikan, Alaska, USA John worked with the client's executive team to develop and tailor requirements and methodology for the fast-track implementation of PMWeb and on-site training to meet the project timeframe. In addition to leading the implementation, he configured the system to meet user needs and provide critical reporting. Redwood Living, Cleveland, Ohio USA John led the client's PMWeb implementation, reviewing cost management processes and developing best practices, and provided guidance to the client as it expanded its use of PMWeb to more than 50 neighborhoods. Mahoning Valley Sanitary District, Mineral Ridge, Ohio, USA John led the implementation of PMWeb for cost management, engineering, and document management. Avison Young, Conshohocken, Pennsylvania, USA John worked with the client's management team to implement PMWeb from bidding through closeout after the client selected the software to help management with consistent reporting. City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.S., Mechanical Engineering Northrop University Certifications: Oracle Primavera P6 Certified Practitioner P b Page 123 Majida Mansour 1 Business Analyst Majida has more than 25 years of experience as a program and project manager. She has been working as a program manager at Colorado Department of Transportation. Majida is a key team member working with leadership across the state of Colorado developing new strategies and enhancing existing best practices. In addition to PMWeb, Majida's specialized computer software skills include Prolog Manager, Primavera Contract Manager, SSRS, SSIS, Crystal Reports, Infomaker, SAP Reports, Microsoft Office, and various other project control systems. Colorado Department of Transportation • Serve as program manager and provide leadership for several teams implementing PMWeb in the planning, pre -construction and construction phases of projects and programs statewide. • working with leadership across the state of Colorado applying, customization, enhancement and administration of • Work with IT and Integration teams to develop integrations with SAP and OnBase • Aid in development of automations and customizations while utilizing most out of the box forms Other PMWeb Implementations • County of San Diego • San Diego County Regional Airport Authority • City of San Diego • California State University • City of Oakland • UC Santa Barbara • Omaha Airport Authority • City of Bend • Summit Hotel Properties Additional Experience • Program Controls Analyst: Oversaw team of 5 program managers, established WBS and schedules, prepared earned value reporting, forecasts, and financial analyses reports • Project Controls Analysis: Managed team of 22 sub consultants, budgets, schedules, and cost management, estimate and forecast to complete, resource management • Sr. Implementation Consultant: Oversaw implementation of project controls software, with a variety of public & private clients. Business process documentation, optimization, and configuration. City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.S. Business Information Systems University of Phoenix Training: SQL Server Database Implementation and Design, University of California San Diego PIVIUkb Page 124 Patrick Mason 1 Organizational Change Management Patrick has been working with HKA on PMWeb/WalkMe implementations for 2 years. He has supported implementations for both public and private entities and has been involved in end-user training for 100+ project managers. He is currently the in-house lead for all WalkMe related projects. Notable PMWeb Implementations Apple, Inc., Cupertino Patrick supported the initial implementation of PMWeb and was lead builder for the WalkMe solution. He has been integral in training 100+ end-users since the products were released live in early 2020. More than 10 WalkMe solutions were created along with a user-friendly mapping of the project lifecycle. Las Vegas Sands Corp. Patrick was initially brough on as support staff for the implementation of this project but transitioned to be the lead WalkMe builder. He oversaw the creation of 20+ WalkMe solutions designed to simplify and supplement new user training as well as software adoption. City of Spokane, WA Spokane chose to use WalkMe as their primary user manual solution and Patrick built out 10+ solutions, some crossing as many as 7 separate functions within PMWeb. This build has been used to train and encourage adoption to the Spokane userbase during the 2020 build season. Placer County Placer County selected PMWeb to manage its projects and Patrick was brought on to support the implementation and configuration of the software. He was brought on as an additional resource during their SME training. City of Temple, AZ Project support and some site configurations have been handled by Patrick since his arrival on the project in late 2019. City of Broken Arrow, OK Project support and administrative assistance has been provided by Patrick since early in the project's life regarding the PMWeb build as well as creation of the user guides. City of La Quinta — RFP Project Management Software PMWeb Certified Consultant WalkMe Certified Builder Education: B.S., Interdisciplinary Studies in Business Entrepreneurship & Music Technology Professional Memberships: WalkMe World User Group PIVIUkb Page 125 Ken Hodgson 1 Technical Consultant Kenneth Hodgson has 18 years of information technology (IT) experience with strengths in Microsoft Network Design, Crystal Reports Development, Microsoft SQL, web development and Technical Support. He is a Construction Support Professional specializing in Information Technology Consulting, User Training, SQL Business Intelligence and Crystal Reports design. He has extensive experience designing and implementing a wide range of hardware and software solutions as well as highly customized reports. Areas of Expertise ➢ Information Technology Consulting — Best Practices, improvements and implementations (MCSE, MCSA, MCP) ➢ User Trainer — SQL Business Intelligence training, Certified in Crystal Reports ➢ Report Design/Development — Over 15 years' experience ➢ Technical Support — Over 16 years' experience, including PMWeb, Prolog Manager Suite, Crystal Reports, Windows Server (2008, 2003), SBS, Exchange, Home Server, Citrix systems, MS Office, Linux, Mac Notable PMWeb Implementations BGIS Ken has been leading the technical development of advanced customizations for all projects including large migrations of data and advanced automations. He has streamlined several existing processes enabling smoother data transactions and accelerated workflows. Transport for New South Wales Ken was asked to lead report design and communication of requirements as well as all development to bring the project back up to speed, for the PMWeb implementation for the division that builds and operates all roads, rail and maritime services for the state of New South Wales, Australia. His intervention proved to quickly increase response time, clarity and accuracy of deliverables. Goldman Sachs Ken was assigned as primary report developer to reduce time to delivery in an environment of rapidly changing requirements. Other PMWeb Implementations ➢ American University ➢ Johns Hopkins University ➢ San Diego County Regional Airport Authority ➢ CDI Contractors ➢ Disney ➢ Washington State University ➢ University of California Davis Arizona State University HDR Engineering Sacramento Regional County Sanitation District City of Oswego Oldcastle Building Envelope Apple University of California City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.S., University Studies, Minor in Computer Information Technology, Brigham Young University, Idaho A.A.S., General Studies, Brigham Young University, Idaho Certifications: Microsoft Certified Systems Administrator Microsoft Certified Systems Engineer Microsoft Certified Professional Justin Robbins I Technical Consultant PMWeb Certified Justin Robbins has 9 years of experience in information technology (IT) with Consultant strengths in Microsoft SQL, SSRS, Web Development and Technical Support. His key skills include Microsoft Visual Studio, SSRS, SSIS, SQL, PowerShell, C#, Java, JavaScript and HTML/CSS. Notable PMWeb Implementations Sacramento Regional County Sanitation District Justin is on the consultant team responsible for implementing and administering the program management system for the $2 billion EchoWater project to upgrade the sewer system in the Sacramento region. The system is currently being used by over 400 users. Functions: RFIs, Submittals, Access Requests, Consultant and Contractor Invoice Processing, Contracts, Change Management, Budget Management, Inspector Daily Reports, Contractor Daily Reports, Risks, Design Submittals, Primavera P6 Schedule Integration, Custom Forms, Document Management, design review comment tracking, Meeting Minutes, Actions, Issues, Decisions, Workflow ➢ Implementation and administration budget: $2.5 million ➢ Integration with Primavera P6 San Diego County Regional Airport Authority Justin is worked closely with the consultant developing the requirements for several custom reports for the program management system. Justin developed and implemented the reports for the client. Transport for New South Wales, IT Consulting Justin created SQL Scripts for locking specific records in PMWeb so that once this script has been run the record can no longer be edited from the front end of PMWeb. This was formatted in several ways such a trigger that when a record was imported via an SSIS package it would then execute the script. The final version was changed into SQL job that would be run manually by a System Administrator. Other PMWeb Implementations ➢ Stanford ➢ Multnomah County ➢ Mall of Qatar ➢ Marriott ➢ Santa Clara VTA ➢ Amgen ➢ Goldman Sachs ➢ Disney ➢ Mohawk Dal -Tile ➢ OldCastle BE ➢ Strategic Hotels ➢ Brightline Trains ➢ CDI Contractors ➢ City of Spokane ➢ City of Burnaby ➢ R.D. Olson ➢ Colorado ➢ LBA Realty ➢ Vanir CM Department of ➢ City of Bend ➢ Apple Transportation ➢ TSA Management ➢ Phillips ➢ University of ➢ Endeavor Energy ➢ Clayco Washington ➢ Decco Ltd. City of La Quinta — RFP Project Management Software Education: B.S., Computer Science, California State University, Sacramento Kevin Kennedy Technical Consultant Kevin Kennedy has 10 years of information technology (IT) experience with strengths in Business Intelligence software, Dashboard and Report Development, Microsoft SQL, and Analytics. He is currently developing custom reporting solutions and triggers for PMWeb software. His key skills include Microsoft Visual Studio, SSRS, Tableau, MicroStrategy, Microsoft Power BI, and SQL Server Areas of Expertise ➢ Business Intelligence Consulting — 3 MicroStrategy certifications, 7 years' experience with Tableau, MicroStrategy, and Power BI Databases — Over 7 years' experience working with various database platforms including SQL Server, Netezza, PostgreSQL, and Actian Matrix ➢ Analytics — MATLAB (PLS Toolbox), RapidMiner Notable PMWeb Implementations Colorado Department of Transportation Kevin is on the consultant team responsible for implementing and administering PMWeb software as well as creating custom reports. He is streamlining work processes by creating Power BI dashboards and automating data import tasks. He is also designing scripts to test data quality and ensure data integrity. City of San Diego Kevin is working closely with the client developing the requirements for several custom reports for the program management system. He is developing and implementing triggers, stored procedures, and functions for client customizations. Other PMWeb Implementations ➢ Stonemark ➢ Marriott ➢ City of Burnaby ➢ Stanford University ➢ RD Olson ➢ Vanir Construction Management ➢ City of San Diego ➢ Apple ➢ Sacramento Regional County Sanitation District ➢ Marriott ➢ Colorado Department of Transportation ➢ Multnomah County ➢ AC Transit ➢ Disney ➢ City of Spokane ➢ Lodi Unified School District ➢ University of Washington ➢ LBA Realty ➢ UC Davis ➢ NBC Universal ➢ San Diego County Regional Airport Authority ➢ City of Bend ➢ Dormitory Authority State of NY City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.A., Mathematics, University of California, Berkeley Certifications: MicroStrategy Certified Project Designer MicroStrategy Certified Report Developer MicroStrategy Certified Dashboard and Mobile Designer Adam Cross Technical Consultant Adam Cross has 4 years of information technology (IT) experience with strengths in Microsoft SQL reporting and development, web development and Technical Support. His key skills include SQL (Microsoft, MySQL, Oracle), SSRS, JavaScript, HTML/CSS, and PowerShell. Areas of Expertise ➢ Microsoft SQL Server — Reporting, procedure creating, etc. Report Design/Development — 4 years' experience PMWeb Implementations ➢ Stanford University ➢ Stanford LBRE ➢ City of Bend ➢ City or Oakland ➢ City of Tempe ➢ NBC Universal ➢ Colorado Department of Transportation ➢ City of Spokane ➢ Seattle Housing Authority ➢ Ramsey County ➢ Summit Hotel Properties ➢ City of San Jose -San Jose Airport ➢ Placer County ➢ Port of Los Angeles ➢ Orange County Sanitation District ➢ Cal State University ➢ Wells Fargo ➢ Michael Baker International ➢ Redwood Living ➢ AC Transit ➢ Arizona State University ➢ BGIS ➢ Blue Origin ➢ County of San Diego ➢ Mariott-MVWC ➢ Disney FAM ➢ John Hopkins University ➢ TriMet ➢ Stonemark ➢ UC Davis ➢ Universal PMWeb Certified Consultant Education: B.S., Computer Information Technology Brigham Young University, Idaho Associates, General Studies, Everett Community College Certifications: Database Certification Brigham Young University, Idaho City of La Quinta — RFP Project Management Software PIVIUkb Page 129 KJ Deol 1 Technical Consultant KJ Deol has over 12 years of information technology (IT) experience with strengths in SQL, ETL, Business Intelligence, & Data Analytics. He is currently developing custom reporting solutions and dashboards for clients. His key skills include utilizing Microsoft SQL Server, Microsoft Visual Studio, SSIS, SSRS, Tableau, and Power BI for data integration & data analysis. Areas of Expertise ➢ Business Intelligence — Over 12 years of experience in data analytics & reporting using SSRS, Tableau, MicroStrategy, and Power BI ➢ Databases — 12 years of experience working with various database platforms including SQL Server, Teradata, and PostgreSQL ➢ ETL — 12 years of experience creating SSIS packages to extract, load and transform data Notable PMWeb Implementations UC Davis Health KJ is working closely with the client to build reports & dashboards that incorporate PMWeb data and provide high-level overviews, key metrics, and trends using various data visualizations in Power BI. These dashboards are intended to support leadership with decision-making around ongoing projects, project schedules, spending and forecasts. Colorado Department of Transportation KJ is actively involved in creating and refining various Power BI dashboards that incorporate data from PMWeb, SAP, Excel and Google Sheets. These comprehensive dashboards provide program & project overviews along with detailed information around schedule milestones, staffing, estimates & forecasts. His work continues to facilitate informed decision-making and streamlined project execution. Northern Arizona University KJ successfully facilitated self-service analytics for the client by installing their Power BI gateway and consolidating multiple data objects into a single Power BI Dataflow. To this day, the dataflow seamlessly brings in relevant data for the client which empowers them to build their own customized dashboards. KJ's expertise in Power BI architecture and data integration was instrumental in enabling efficient, user -driven insights. Other PMWeb Implementations ➢ City of Oakland ➢ JPMorgan Chase & Co ➢ Brightline ➢ Wells Fargo ➢ City of Bend ➢ Colorado Department of Transportation ➢ Columbus Regional Airport Authority City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Education: B.S., Computer Information Systems, University of California, Chico PIVIUkb Page 130 Travis Hamera 1 Director of Technical Services Business Analyst/Configuration Expert Travis Hamera, RA, is adept at analyzing existing technology utilization in conjunction with planning and managing the development, deployment, and support of new technology solutions. He is experienced in the planning and implementation of various program/project control systems, including evaluating existing client/owner systems, comparing alternatives, and presenting the best fit information management system for each client/ project team. Travis is also experienced in developing custom application interfaces of various types for program, project, construction, and facilities management needs. He has also managed the design and implementation of custom Microsoft SharePoint based information management system to meet specific requirements/needs not available within off the shelf control systems. His extensive knowledge in project control is backed by 18 years of experience managing all phases of capital development from early capital planning/programming, through design and construction management, as well as coordinating and providing unique technology solutions to transfer both closeout documentation and record BIM models for facility management. His projects have spanned multiple project types and delivery methods such as: design -bid -build, design -build, CM -at -risk, healthcare, justice/corrections, K-12 / higher education and government facilities. Notable PMWeb Implementations • The Walt Disney Company • Apple (Retail & Corporate Real Estate) • Marriott Vacation Club • UC Davis Health • Johns Hopkins Health System • University of Washington — Real Estate • City of San Diego — Public Works • City of Spokane • AC Transit Other Notable Projects / Implementations • Riverside County — East County Detention Center • California Department of Corrections & Rehabilitation — Program Management/Reporting • Hayward Unified School District — Measure I Bond • Multnomah County — Roads & Bridges Division • City of Oakland • Watson Land Company • King Faisal Specialist Hospital Expansion — Jeddah, Saudi Arabia • San Luis Obispo Regional Airport — Pre -design Management / Cost Modeling City of La Quinta — RFP Project Management Software PMWeb Certified Consultant Registered Architect — California PMP -Certified Project Manager Education: Bachelor of Architecture, California Polytechnic University P b Page 131 David Stone! IT Director, Information Systems David Stone leads the Technical Direction of PMWeb. With over 17 years of experience in Information Systems management, architecture and security, including 10 years of healthcare IT, David brings proven IT Management and design skills to PMWeb and specializes in server management, virtualization, storage, networking, security and compliance and disaster recovery planning and implementation. Mr. Stone recently redesigned the PMWeb disaster recovery plan adding even more redundancies to ensure that PMWeb continues to run smoothly. Relevant Experience PMWeb Inc. 1 IT Director (2016 -Current) David oversees the IT, technical support and development departments, including identifying risks and mitigating plans in those departments. He develops and implements strategic plans, processes and procedures by researching new technologies to enhance business strategies while reducing costs and maintaining a specific budget. David also developed and implemented a Disaster Recovery plan and implemented a real-time replication of production servers for the Disaster Recovery. David acts as the top tier support for all technical staff and resolves high level technical issues related to networking and server/storage infrastructure. Wingate Healthcare / Continental Wingate Company! IT Manager / Systems Administrator / Senior Network Administrator / Senior Network Engineer (2006-2016) As IT Manager, David would routinely oversee negotiating vendor contracts and developed plans to stay within a certain budget. He managed direct reports and established goals and objectives for direct reports and his team. David was also responsible for identifying security risks, resolving high level technical issues and managed the entire technical staff, assisting them when needed. As a Systems Administrator, David administered all aspects of Active Directory including the creation of new accounts and management of security and distribution groups. He maintained daily, weekly and monthly backups and provided helpdesk support to end users. David configured and deployed Treo and Blackberry mobile devices and was responsible for ordering all equipment, including desktop PCs, monitors and peripherals. As a Senior Network Administrator, David migrated from Exchange Server 2003 to Exchange Server 2010 and migrated the 2003 domains to Windows 2008 Active Directory, which included the deployment of new servers to each remote site. He designed and implemented Remote Desktop Services at all locations, allowing the use of thin client computers, simplifying management and reducing capital costs. David migrated physical servers at the home office and pharmacy to VMWare ESXi, creating a completely virtualized server infrastructure and continually updated pharmacy applications. City of La Quinta — RFP Project Management Software PM et; Expertise: VMWare ESXi 5.0, 5.1, 5.5 Microsoft Windows Server Microsoft Exchange Microsoft SQL Server IIS Citrix XenApp 5.0 Dell EqualLogic SANs Dell PowerVault SANs EMC SANs Zerto EMC RecoverPoint Various Backup Technologies Pfini4kb Page 132 1. References of California government agencies (preferably cities utilizing) (a) Client name, client project manager, telephone number, and email address (b) Project description (c) Project start date, and end date (d) Staff assigned to each project by the firm (e) Provide a summary of final outcome City of La Quinta — RFP Project Management Software Reference Number - nt Name City of San Diego ent project anager Allan Abutin 1 Assistant Engineer - Public Utilities Department elephone Number Email Address amabutin@sandiego.gov Project description San Diego is home to nearly 1.4 million residents and has an average of 30 million visitors every year. Located directly on the United States-Mexico border and the coast of the Pacific Ocean, San Diego is the eighth-largest city in the United States and the second-largest city in California. The Public Utilities Department was seeking an easy to navigate Software-as-a- Service (SaaS) system that could integrate with the City's existing data sources including SAP, Primavera P6, ESRI GIS, PlanetBids and PRISM Compliance Management. This would enable participating City departments to integrate with existing functions including finance, procurement and CIP information activities. They required that the system be able to enable the City and its stakeholders to perform various functions related to the construction project management process. Project start date Project end date Go -Live: March 2019 Ongoing support/implementation as needed Staff assigned to each project • • John Statts Provide a summary of final outcome Tasks that HKA performed: Full configuration for both design and construction phases of the Pure Water Program's projects. This included setup of a cost code structure which would not only integrate with the City's SAP system but allow the project teams to manage their project costs at a more granular level than SAP currently is set up to offer. HKA configured PMWeb for both Design and Construction related business processes with the construction related configuration in its final stages, allowing for newly hired CM teams to have system configuration input. HKA also worked closely with City resources to develop an integration for project related data from SAP to allow capture of all project costs including personnel costs. The integration has had extensive testing and is in the process of undergoing a final revision in order to get the reporting requirements finalized for all of the stakeholders. City of La Quinta — RFP Project Management Software C P b Page 134 eference Numbe nt Name City of San Jose - Santa Clara Regional Wastewater Facility (RWF) nt project anager Huy Vuong I Associate Engineer Capital Improvement Program elephone Numbe Office: 408-635-6657 Mobile: 408-535-8404 Huy.Vuong@sanjoseca.gov mail Address roject descrip ' - • The San Jose -Santa Clara Regional Wastewater Facility is one of the largest advanced wastewater treatment facilities in the western United States. The Facility treats an average of 110 million gallons of wastewater per day (mgd), with a capacity of up to 167 mgd. The Facility serves 1.4 million residents and over 17,000 businesses in eight cities and four sanitation districts: Cities of San Jose, Santa Clara, Milpitas, Cupertino Sanitary District (Cupertino), West Valley Sanitation District (Campbell, Los Gatos, Monte Sereno, and Saratoga) County Sanitation Districts 2-3 and Burbank Sanitary District (both unincorporated). RWF was seeking a project manage software to help them manage their facility program. After vetting PMWeb through several demos and help from an owners rep, RWF decided to purchase PMWeb since the San Jose Airport had already went through a competitive RFP process. Go -Live: February 2024 Ongoing support/implementation as needed P ■ Staff assigned to each project by firm Stephen Kuenzig IP Provide a summary o final outcome 1 HKA has been closely involved with RWF's PMWeb implementation. RWF is using several PMWeb modules: - Cost Management: Funding, budgets, contract management, change orders, invoices, RFIs, submittals, meeting minutes, daily reports - Workflow: For workflow approvals - Asset Explorer: Setup Locations, Buildings, Equipment in Asset Explore Document Manager: Manage program documentation City of La Quinta — RFP Project Management Software C P b Page 135 eference Number 3 nt Name _diPlacer County ent project anager Genevieve Vargas, AIA, LEED AP ID+C 1 Senior Architect elephone Numbe mail Address 530-210-8553 GVargas@placer.ca.gov Project descriptio Placer County is included in the Greater Sacramento metropolitan area. The county stretches roughly 65 miles from Sacramento's suburbs at Roseville to the Nevada border and the shore of Lake Tahoe. Placer County Facilities is a government branch overseeing ongoing projects for civil facilities improvement and they act as the owners of the project by interacting directly with hundreds of contractors hired on. They plan, construct, manage and operate Placer County's buildings, properties, infrastructure, and assets to bring value to the Public, maximizing useful life and economic opportunity, through efficient and effective service delivery and prudent fiscal management. Starting in the later year of 2018, the County starting investigating project management information systems that would allow them to maintain organization of their large-scale projects. They needed a robust system to allow them to manage their projects, integrate with their financial system, allow them to collaborate with the field crew regarding changes that come up on the projects, and quickly provide approval when needed. Additionally, they needed to access financial information on the projects as they were ongoing to determine whether or not they were within budget and compare job costs. Their older system could not integrate with their financials which caused the system to become too labor- intensive to use. Many systems were reviewed, but PMWeb was selected as the system of choice. The features that differentiated PMWeb from its competitors were the ease of use; financial integration; the modern and advanced web interface; the built-in tools for easy configurations, the powerful business intelligence reporting system, and that it could be viewed form the "owner's perspective" as opposed to the architect or contractors' perspectives. Project start date Project end date Go -Live: February 2020 On.oin. support/implementation as needed Staff assigned to each project by firm Tyler Monson Provide a summary • final outcome HKA services included integration and implementation, gathering business requirements; providing best practice recommendations; configuring PMWeb to conform with the client's processes; and scoping/testing custom client reports. The overall results and benefits are that all these project tasks are tracked in a single system that is providing the oversight, collaboration, and transparency that the County requires. The system is being used for Budgets and Forecasts; Planning; Scheduling; RFIs; Submittals; Meeting Minutes; Action Items; Document Management; Visual Workflow; Change Management; Dashboards and Re.orts City of La Quinta — RFP Project Management Software Pfint4kb Page 136 2. Scope of Services (See Section 11) City of La Quinta — RFP Project Management Software The minimum requirements noted in the RFP are all met with PMWeb out of the box. The following table outlines a quick response to each of the requirements. We've also included a comprehensive description of the entire PMWeb solution in the subsequent pages to illustrate how PMWeb addresses these requirements. Minimum requirements of the Project Management/Construction Management software solution are as follows: Minimum Requirement noted in esponse Construction Management PMWeb was specifically designed to handle all aspects of Construction Management. Capital Planning, Funding, Budgets, Cost Managements, Field Management (RFIs, Submittals, Meeting Minutes, Daily Reports, etc.), Scheduling, Assets, Risks, and more. Project Management PMWeb's modules are all designed around project management tracking of tasks, budgets, costs, resources and more. Contract Management PMWeb has comprehensive Contract Management including tracking Change Orders, Invoices, and work incurred. Workflow routing of approvals is also included. Budget Tracking (Progress Payments, Different funding sources, Invoice tracking) PMWeb has detailed budget tracking including unit - based budgets, contracts, progress payments and invoices. A dedicated Funding module can track funding at a portfolio, program or project level with funds allocated to the project or even down to the line item if desired. Scheduling (Critical Path Method, MS Project) 1 Task Trackin WorkflowIii PMWeb has a built-in scheduling module that can be used standalone or integrate with P6 and/or MS Project. PMWeb can track all tasks for a project. PMWeb Workflow module is designed for the routing and approval of any record or file. PMWeb Form Builder tools allows a user to develop "NO CODE" data entry forms that are automatically incorporated into all aspects of the system such as security, reporting, document attachments, and workflow. 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) PMWeb Document Manager can be used to store any documents in a pre -defined folder structure. Any of these processes noted on this item can also be part of an out of the box feature such as RFIs, Submittals, Daily Reports, Change Orders, etc. Whether you choose to track documents or create records dedicated to any of these processes, PMWeb can be configured to match your need. Ability to have different file system templates 1 1 PMWeb Project templates can be used to create different file systems for various projects as needed. Ability to export reporting in formats readable by Microsoft Excel, text files, csv, and/or Portable Document Formats. PMWeb list views are all configurable within seconds and instantly available for export via Excel. In addition, PMWeb uses seamlessly integrated Microsoft reporting that can export in PDF, Excel, Word, CSV, PowerPoint and other common formats. City of La Quinta — RFP Project Management Software C P b Page 138 Integration with other software We integrate PMWeb with other systems all the time. Most of our clients have one or more types of integration. Train city staff on software Our goal is to make our clients as self-sufficient as possible, and we provide extensive training. We also encourage recording trainings so you have your own repository that you can onboard new employees or give refresher trainings to existing. Software setup and customizations We help tailor and configure PMWeb for all of our clients. PMWeb has NO CODE tools that allow our clients to manage and create their own configurations. We teach you how to do these things, so you have the skillset in house. If software does not meet one of the listed minimum PMWeb meets and exceeds all of the City's requirements, please describe in proposal and requirements. response to RFP Describe the software, its platform and/or its delivery: - Is software desktop/local or cloud -based? PMWeb is flexible in deployment options and can either be hosted by us via Software as a Service (SaaS) or On -Premise (Software Hosting the City provides). SaaS option is done using Amazon Web Services (AWS). Roughly 70% of PMWeb clients use PMWeb hosting and the remaining 30% bring it in house and host in their environment. Some have even begun with PMWeb hosting and then switched over to self -hosting. Performance wise, we help clients determine their technical needs for self -hosting so they get the same performance and speed from our data centers. The choice is typically based on a requirement or desire to keep the data locally hosted. - How frequently is the software updated? Major PMWeb product releases occur annually. Minor releases occur every 3 - 6 months. Minor releases include smaller updates to existing features that address issues or add minor new functionality. Patches or quick fixes occur on an as needed basis according to the criticality of the issue. - Describe the technology or system requirements including servers/memory/storage if applicable. If choosing SaaS option, PMWeb uses AWS and maintains and provides all of the servers, upgrades, patches, etc. If City chooses On -Premise options, then the following requirements would apply: PMWeb is a 2 -tier Windows application with a browser -based front-end, IIS -based ASP.Net Business Logic Layer and MS SQL -Server backend. Reporting is performed in SQL Server Reporting Services. Hosting PMWeb: • PMWeb can be hosted in Physical -only, Virtual -only or a mix of physical and virtual server infrastructure. • PMWeb requires the following: Windows Server 2008R2 or newer and MS SQL Server 2008R2 or newer. • Microsoft SQL Server Reporting Services (Included with SQL) Physical -only infrastructure: • The web -code is installed on dual quad -core CPUs with RAID storage. City of La Quinta — RFP Project Management Software P b Page 139 • The MSSQL back -end is run on dual quad -core CPUs with RAID or shared storage using SQL -Based clustering for high -availability. • The server resources (CPUs, CPU speed, memory, etc.) need to be adjusted based on the actual number of active users in the system. PMWeb Server Minimum Hardware -(based on a setup running IIS and MS SQL on a single server) K of Concurrent Users Minimum CPisa_ Minimum RAM Minimum Storage i -50 50-100 inteletP Pentium Dual Core 2 UGHz 7608 or more Intel Pentium Dual Gore 2 5GHz 3208 or more 100-300 inteletP Pentium Dual Gore 2 8GHz 64GB or more 800E 800E 80GB Recommended Hardware -(based on a setup running IIS and MS SQL on a single server) 0 of concurrent balers Reccrr� 7-100 700-500 500-7000 7/nt lrrtel� Pentium Quad Gore . OGNz /ntel Pentium Quad Gore 2.5GHz OO Pentium Quad Gore 2.86Hz 3208 or more *Storage 10066 6408 or more 70066 T 2868 or more 70066 •Additional storage space maybe required depending on individual client needs Minimum Hardware Minimum CPU Minimum RAM Minimum Storage 1 Intelig Pentium 4 HT 7.861-lz Recommended Hardware 512MB or more 4065 rendcdTh1M Storage !viol Pentium Dual Core 2 0GHz 268 or more £ t76 Operating System Software One of the following: El Microsoft@ Windows 10 Mrcrosofti Windows 7 6411 versions) Mrcrosof#9 Vista (41! versions) !� Mac6S Physical/Virtual Hybrid infrastructure: • The web -code is installed in Virtual Machines running on dual quad -core CPUs with RAID storage. • The MSSQL back -end is run on dual quad -core CPUs with RAID or shared storage using SQL -Based clustering for high -availability. • The server resources (CPUs, CPU speed, memory, etc.) need to be adjusted based on the actual number of active users in the system. Please refer to PMWeb sizing chart above for more details. Virtual -Only infrastructure: • The web -code is installed in Virtual Machines running on dual quad -core virtual CPUs with RAID storage. • The MSSQL back -end is run in Virtual Machines running on dual quad -core virtual CPUs with RAID or shared storage using SQL -Based clustering for high -availability. • A SAN is recommended for this scenario, the interface can be iSCSI, Fiber or FCOE. City of La Quinta — RFP Project Management Software C P b Page 140 Hard Disk and Storage Requirements: • Hard disk requirements for the base install of IIS and a typical PMWeb site is around 15-20G in size. • Up to 100 users for the main PMWeb database usually requires up to 1000 of storage typically using a RAID setup using copper for fiber channel -based small computer system interface (SCSI) devices. • Up to 100 users for the PMWeb files database would consume around 100-250G of space again, using a RAID setup with copper for fiber channel -based SCSI. - 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. In the past two years, PMWeb has never been unavailable across the whole, zero times. Please see PMWeb's Disaster Recovery -Business Continuity Plan included in the appendix. PIV.FNkb Plan(BuildIOperate" Application Architecture Diagram PMWeb Hosted Environment (VMS in AWS or other Datacenter) - Option 1: Shared Environment - Option 2: Dedicated {One Server) - Option 3: Dedicated {Multiple Servers) Microsoft Windows Server • • • • 0011 SQL APP SSRS J Local and offsite backup all systems monilored for performance and errors ▪ MIM O• m▪ om=■ ■ Fifa•= Fire'.vall(s) The PMWeb Modates oanfam over 100 pre-buiftfeatures ready to use out of the box with ability to be faik red and configured to requirements. Form Budder a0cws far creation of custom business processes thatare automaticaffy infegrated into the sysfem's securely. reporting, document and record finks, and wvrldIo w Rny business process or documentcarr be roofed forrew.ew arra' apprarat via PMWeb Wsna! Workflow. Redundancy replication offsite EIZEI bidirectional Internet l Intranet! VPN SSU IPSec VPN! IP Authentication PMWeb Interface PMWeb Modules - Planning - Costs -Forms - Scheduling - Assets - Visual Workflow - Portfolio -Toolbox: Document Manager, PMWeb Viewer, Form Builder, Integration ManageriAPl, Resources, Stage Gates, Vendor Pre -qualification, BIM Integrations ■■■ ..... 3rd Party Integrations {PMWeb API, PowerShell, SSIS, etc.} e_g_ Financial, DMS, GIS, 61 Reporting_ etc. Cloud to Cloud I nteg ati ons [out of the box) e_g_ DocuSign_ Blue.eam, Autodesk Forge Out of the Box integrations (direct) P6, MS Project, Companies/Contacts, Items. Submittal Items, Estimates, Portfolio Plans, Drawing Lists, Email {outbound/inbound), Copy/Paste into PMWeb Sub -Grids and columns, etc. Single Sign Sn (ost,ona) ADILDAP or SAl':1L PMWeb Security Manager controls access at all levels, User, User Group, Portfolio, Program, Project, Features. Tabs_ Fields IIg PCI Mac Ca Smart Phone ! Tablet 2nd Gen, Responsive Design Interface Zero footprint (no plugins needed) browsers supported include: Edge, Safari, Firebox, Opera, Chrome - Describe all security measures and disclose any hosting partners if applicable. PMWeb provides full-service, state-of-the-art Web hosting using AWS data centers. PMWeb Hosting Details: City of La Quinta — RFP Project Management Software • PMWeb leverages all regions of Amazon Web Services (AWS) Tier 4 datacenters • Servers hardened and secured based on NIST guidelines • Systems sized according to performance load testing • All data in transit is encrypted over https with SSL certificates • AES 256 encryption for data at rest • Real time full system monitoring 24/7 with thresholds and alerting • Resources allocated on demand based on performance monitoring metrics • Full system image backups managed by PMWeb IT • All system maintenance including OS and network patches and updates • PMWeb utilizes Akamai for Fast DNS and DDOS protection • CrowdStrike Falcon Threat protection and Windows Defender Anti-virus installed on all systems • 99.8% system uptime - Describe the historical data the software maintains. PMWeb allows its clients to determine how far back the historical project data they want to retain. Many clients archive projects after a designated amount of time, sometimes 5 or 7 years. We have other clients that have 10+ years of project data that they have kept in PMWeb. The decision is up to our clients and we help support them in their requirements. - Provide an estimated implementation timeline and describe how existing data will be imported into the software. Implementations typically take 3-6 months if primarily using PMWeb out of the box. If more tailored configurations are desired then an average of 6-9 months is common. This takes into account client availabilty to meet for configuration meetings, performing their own testing, and rolling out the solution. We work with clients to match their desired timelines and use our experience to guide them on what makes the most sense to rollout a new solution to end users. We have provided a proposed implementation schedule and our implementation methodolgogy that outlines our implementation timeline and process. The City's existing data will be from what we understand on the response to questions is comprised of approximately 10GB of data in the form of documents/files. We have import tools to do a mass import of files/folders that we would use to import this volume of data. Data can be provided to us via an Amazon S3 Bucket link we would provide or we can also receive a hard drive to transfer the data. We will work with the City to find the optimum approach. - What integrations are a part of the service, and which require additional fee We do not embed integrations into our license fees. PMWeb separates pricing of licenses, modules, and services so you get the best available price for what you actually need. Integration complexity can vary and we would work with the City to develop any needed scope for a desired integration. - List resources provided for customer service, technical support and training, including business hours available and average response time for technology -related inquiries. PMWeb Support Process Support is an essential part of the total PMWeb client experience. We want you to get the most possible from our software and services long after the original sale and installation and we will continue to strive to resolve every issue to your satisfaction. To allow you to make the most of the return on your investment, we offer support designed to meet the needs of the most demanding enterprise. The primary objective of the Support City of La Quinta — RFP Project Management Software 0 Pfini4kb Page 142 Team is to provide outstanding customer service with each contact. The purpose of this guide is to explain the systems and procedures we use to provide that service. Our commitment to you is to provide fast, friendly responses and timely, efficient resolutions. Support Services Available PMWeb Support consists of two major branches of services: 1. System Maintenance 2. Technical Support System Maintenance System maintenance is the installation of PMWeb software, licenses, and related utilities as well as the application of subsequent updates and upgrades. If you use PMWeb Hosting service, most of this work is done for you directly by the Technical Support Team according to the terms of your sales agreement. Hosting/SaaS System Maintenance As a PMWeb-hosted or SaaS customer, all system maintenance including application patches and OS/infrastructure patching is automatically done for you at scheduled maintenance windows. A designated contact(s) will be notified in advance of these windows which are client -specific and scheduled to occur during off -hours based on the client's preference and time zone. Major Maintenance windows will be scheduled events and customers will be provided a minimum of 60 days advance notice. Routine maintenance, patches and Windows/SQL updates will be scheduled events and customers will be provided 15-30 days advance notice. Emergency patches such as high-risk security risks (zero -day vulnerabilities), will be scheduled as emergency events and customer will be provided 1-3 days advanced notice. Self -Hosted System Maintenance If you are self -hosting, limited assistance with installations and updates is available through technical support. Please be aware that we cannot make changes to your host environment for you and can only consult on issues directly related to the installation and updating of our software and licenses. You are responsible for the installation, configuration and maintenance of all elated utilities and hardware. If you elect to self -host and wish to have PMWeb support technicians conduct the installation/update for you, please contact your reseller to set up an appointment. Technical Support Technical support is the service we provide to resolve problems related to the use of PMWeb software, licenses and/or PMWeb Hosting services. Clients with current support plans are encouraged to use technical support as needed. Technical Support vs. Training Technical support will never replace comprehensive training of your system administrators and users. PMWeb strongly recommends a "train the trainer" approach whereby designated system administrators are very well trained in all aspects of the system and serve as first technical support resource for all of your users. We also recommend that all system users receive an appropriate level of training to minimize the number of questions they need to ask. The return on investment in training is almost immediate when you consider the cost of the education versus the cost of downtime. The PMWeb Technical Support page provides users with self-help access to a Knowledge Base, Forum, and Ticket Management. Each of the sections allows a user to search on key words and quickly find the information being sought after. End users can submit entries into the Knowledge Base and Forums, creating a community City of La Quinta — RFP Project Management Software of knowledge that continues to grow and provide best practices for all PMWeb users. Online chat is also available for quick access to a technical support representative. The PMWeb Technical Support page is an addition to the traditional contact methods of direct email or direct phone calls. Post go -live support process PMWeb includes technical support throughout the use of the system. For implementation or consulting work we setup a MSA to provide services as needed. We only bill for the work provided. • PMWeb support and maintenance provides clients with unlimited support for technical related issues for the duration of the contract and each subsequent renewed term. Client is also entitled to any software releases, patches, and new versions while under contract. • Support personnel are available live to client via phone, email, or website submission. Product knowledge base and help files are also available via the website. • As mentioned on the prior page, the PMWeb Technical Support Page provides users with self-help access to a Knowledge Base, Forum, and Ticket Management. Each of the sections allows a user to search on key words and quickly find the information being sought after. End users are allowed to submit entries into the Knowledge Base and Forums, creating a community of knowledge that continues to grow and provide best practices for all PMWeb users. Online chat is also available for quick access to a technical support representative. The PMWeb Technical Support page is an addition to the traditional contact methods of direct email or direct phone calls. Support hours • Weekend or after-hours product support is available via website. Datacenter support is 24 hours for system crash or failure reporting. • PMWeb Technical Support 5 am - 5 pm Pacific Time for PMWeb Support Escalation process Support Request Lifecycle Whether you contact PMWeb by phone or email, your technical support request is promptly logged and assigned to the appropriate support technician. Each support request typically follows this lifecycle: Step Participants 1 _ Collect all data that might be used to troubleshoot The Client Note: Some examples of useful information_ feature being used, exact text of error message received, screenshots of the issue, whether or not the issue can be duplicated, what browser and browser version being used. As a rule, the more information you collect before contracting us, the faster we resolve your issue_ 2_ Contact PMWeb Technical Support 1 The Client Note: Before contacting us, please locate your Client # - the support technician may need that number to properly log your request. Your Client It can be found on your PMWeb log -in page. 3_ Submit your support request 1 The Client & PMWeb Support Note: The support technician will usually need to ask you questions about the issue and will ask you to share the information you collected in step 1, above. d_ Work the issue 1 PMWeb Support & The Client Note: Sometimes this is as quick and easy as answering a question_ Other times, this is more complex and the support technician might ask you to join an online meeting to demonstrate the issue in real time. Often, the support technician will consult the PMWeb help files, knowledge base angor support colleagues during this step. 5_ Resolve the issue _ r PMWeb Support & The Client Note: Most support requests are resolved in a single phone call or email exchange_ Some requests take longer and may require the support technician to analyze the issue offline and then return your call or email. Please see the following sections for information about how support requests are prioritized. City of La Quinta — RFP Project Management Software C P b Page 144 Support Request Priorities When a support request is submitted, the support technician will work with you to assess the situation and assign it a priority in the current PMWeb issues log. The priority is a measure of the relative impact of the technical issue on your systems or business. Accurately defining the severity of the issue ensures a timely response and helps the support technician to understand the nature of your issue. The following table shows the priority levels we use: Priority 1. System Failure 2. Critical 3. Material 4. Cosmetic Targeted Initial Response Times 1 hour 2 hours 4 hours 1 day -Target times refer to business hours and days: normal FMYWebSupport business hours and days as determined by your support agreement. Support Request Escalation If you feel you are not receiving an adequate response to your support request, you are entitled to escalate your request at any time. Your support technician may also escalate your request themselves if it exceeds their experience level or if additional resources are required. To escalate your request, simply ask your support technician to do so. They will then put you in touch with their team leader. If necessary, support requests can also be escalated from team leader to a technical support manager. City of La Quinta — RFP Project Management Software PNii4kkb Page 145 PMWeb Overall Features and Summary PMWeb was developed by industry professionals. The features and functionality shown in the next several pages illustrate the depth and breadth of the PMWeb Solution. PMWeb Modules include: • Portfolio • Planning • Cost Management • Forms (Field Management & Document Controls) • Scheduling • Visual Workflow • Asset Management Each of the modules can be used independently or they can be used together to take users and organizations through each step of project management lifecycles. PMWeb also has additional features and functions within the PMWeb Toolbox. Each of the modules and features in the system can provide distinct benefits and assist in producing successful projects that are well documented, reported and monitored. Mitigation of risk on projects requires a system that can capture as much information as possible. The many features and modules in PMWeb can capture information in a simple and user-friendly way and provide the client with a complete project record in one location. There are over 100 combined features contained in these seven main modules. PMWeb also can create custom business processes, thus making the features and expansion capabilities unlimited. Our clients choose PMWeb because of its robust feature set, ease of use, and its powerful dashboards and reporting capabilities. Ease of Use The PMWeb user interface is designed with the latest web technologies and contains many features that make it intuitive and easy to use. Examples of these features include: • consistent layouts • drag and drop functionality throughout • Excel copy/paste/download throughout • Google like searching (smart filtering) • interactive dashboards/reports with visual indicators, photos and graphics • online help and tutorial guides • 1 -button approvals via email PMWeb comes ready to use, with pre -built features that can be configured by you and allow for the configuring and creation of new business processes. This is all accomplished with simple -to -use tools that your administrator's control. These processes, coupled with workflow approvals (created easily with drag and drop functionality) and report templates, provide a consistent foundation and systematic method that can be applied across all programs and projects. Program and project phase tracking, standardizing best practices and keeping track of audit trails of all information are all part of the PMWeb system. PMWeb allows for unlimited project templates to be created based on project type and used for the creation of new projects to create efficiency. Project templates not only can copy Budgets but can also copy Cost Code Structure, Periods, Schedules, Workflow, Document Manager Folder Structure, Submittal Logs, Meeting Minute structure, default Contracts, and other sets of default data. PMWeb offers users better collaboration, increased efficiency, and enhanced financial control. City of La Quinta — RFP Project Management Software C P b Page 146 Collaboration PMWeb is designed to be shared with multiple project team members (internal and external) in a secure and easy way. Collaboration by all team members is controlled by security which limits what users see and what they can access at multiple levels: program, project, feature, tabs, fields (read/view/edit/create rights). Collaboration is also automated by use of PMWeb Workflow approvals which automatically notifies users via email and onscreen notifications. Cost Estimation and Budgeting PMWeb has a comprehensive cost management toolset capable of managing capital programs, as well as small and large projects dealing with Budgets, Multiple Funding Sources, Forecasts, Costs, Invoices, Payments, Change Orders, and Cost Worksheets. PMWeb is designed to handle both simple and complex cost and accounting structures. PMWeb allows for an unlimited number of levels in an accounting structure and gives the option of multiple accounting structures to be used for different projects or programs. Each level can have from 1-10 characters and be alpha, numeric or alphanumeric. If certain projects require a different structure, PMWeb can accommodate it. Cost transactions can also be linked to the tasks from a project to tie both the schedule and cost information together for PV/EV/AC reporting. PMWeb is designed with a universal Cost Ledger (similar to an accounting system ledger) in which all Cost Transactions are captured. Budget and Cost Management is one of PMWeb's key strengths. PMWeb Cost Management module has a simple yet comprehensive method of creating and tracking budgets. Budgets can automatically be included in the Project Template, pulled from a master budget code list, and then updated directly in PMWeb or in MS Excel and copy/pasted back into PMWeb. PMWeb allows for multiple revisions of budgets keeping a history of the evolution of a budget from planning, design, and through all stages. This module also has a dedicated Forecasting feature that allows for easy creation and copying of forecasts. Forecasts can be combined and viewed in groupings providing a graphical cash flow chart for one or many cash flows. 1-Concep+ 2 - DesibnlEndneersnc 3 -Procure 4-Caa9Mve} ;421 ;15.500 X53000 31401106 •Carrvrkrl3n $0.500 0 N+1x76 TOTALS: A[5P,Cb1A Phan Current Ov lgel 01-2013 02-2013 543-2513 04-2013 01-1014 042-7214 03-2014 04-2014 Totals Jan Feb Ma Apr 145 192 100 41 94 75 34 555 1.940 150 1340 SAW Mav Jun Jul Aug Sep Oct Nov Dec Jan Feb My Apr M0y Jun M Aup 5213 ON Nov Dec $421 $270 5020 3419 545 363 352 345 352 543 543 3 365 355 363 352 363 543 352 553 353 329 115.500 3300 5.554 3300 $11859 1549 1.40 1.40 I37, 1744 1.565 5143 5.345 9344 5750 2135 5195 5.230 5556 3.195 5101 4-149 4.141 4.554 553.030 3217,421 5,000 4.000 1000 2.000 1.000 169 152 1,20.5 1,959 2,720 4,821 1409 11107 1,848 2.107 2,233 3,507 2.709 2621 3094 3,186 3,442 3,571 3,889 4,092 4,152 4;484 1.657 4.897 41 57P 1,1 73 3.094 5000 3550 3200 01.2013 02-2613 03-2013 IS, 152 13051 1.0531 9]40 4.912 41 2791.575 2373 5200 3,310 127 246 1221 5.671 5.721 44551 1309 1309 9 0 1 g 4 I- i i 1 , 5 oA z 0 130 x104 5.243 4540 WMP 01-2614 - 03-2015 5.495 5.0341 A125 3340 21.371 0 04-2014 5,435 5.471 5re 4.453 4152 4433 2,3 a 0 9 0 0 0 0 0 $68,921 $13.120 PV- Value AC -Value EV • Value TO1OIS X427 68.921 13.120 a 17049 City of La Quinta - RFP Project Management Software PN/Ukkb Page X47 Planning PMWeb's Planning, Scheduling and Workflow modules provide the ability to perform multi-year Capital Planning in an easy to use and collaborative environment. The Planning module supports both a "top-down" and "bottom-up" approach which provides the needed flexibility on planning future projects. Score, rate, prioritize, review, and approve all in a shared environment. PMWeb Scheduling is integrated directly to your plans; easily assign tasks, milestones, and resources. Create schedules from templates directly in PMWeb or use the import option to pull from other systems. If detailed estimates are desired, PMWeb Estimating provides comprehensive features to address this need. Users interact in a familiar spreadsheet like format and can build estimates from assemblies, an items catalogue, or import from Excel. The PMWeb Planning Module gives you the tools you need to create a plan, automatically generate the records you need to execute it, carefully monitor each project and, perhaps most importantly, learn from your experience because all of this is done within a single platform. • Plan across any range of years with annual cost/income breakdowns Itemized forecasting • Conceptual and detailed estimating with drag & drop • Generate Project, Funding, Budget, Estimate, Schedule, and Commitment records with a single click • Type in the plan spreadsheet and/or link to detailed initiatives • Risk and benefit analysis with subjective and objective scoring • Collaborate with PMWeb Visual Workflow • Unfunded initiatives can be automatically rolled over to the next plan • User -definable estimating Items, Formulas and Assemblies • Building Information Modelling (BIM) Integration • Online Procurement with Sealed Bid Capability • Itemized forecasting PMWeb bidding is included in the Planning Module, and it is designed to be by invitation. Invitations can be acknowledged/accepted for confirmation that a bidder is bidding. The Planning module includes a Procurement/Bid Package feature tied to an Online Bidding feature for tracking and storing bids. This is also an ideal place to do a 3rd party integration if needed to pull in bid information for multiple bidders and store them in the system for future reference. The client can choose whether it wishes to provide documents etc. directly to the bidder or alternatively supply a link requiring the bidder to log in to access the documents. When the bidder receives the email, all they need to do is to click the hyperlink in it. PMWeb will open and navigate them to directly to their own, secure, Online Bid. They enter their username and password, review the bid, choose to accept, or decline and immediately begin working on their bid. Project Management The PMWeb Project Management module contains two core areas: Cost Management and Forms (RFIs, Submittals, Daily Reports, Meeting Minutes, Drawing Logs, Action Items, etc.). Each of these modules contain ready to use features out of the box designed to track all the details related to your projects. All business processes can be tied into the PMWeb Visual Workflow module for routing for approvals. PMWeb also has a Scheduling module that can be used as a standalone feature or integrated with Primavera P6 and/or MS Project. Multiple schedules can be captured for each project and PMWeb Business Intelligence reporting has out of the box reports that allow users to compare monthly schedules to see what has changed from month to month. There is also the Adaptive Form Builder and Designer which will allow you to create custom business processes, thus making the features and expansion capabilities unlimited. The Adaptive Form Builder and Designer is a "no code" tool that doesn't' require programming and it only takes minutes to design and create a new process that is integrated into the PMWeb's security, workflow, file manager, notifications engine, reports and existing or custom dropdown lists. The "Adaptive" part of the tool lets you design comprehensive forms City of La Quinta — RFP Project Management Software C P b Page 148 that automatically resize to fit any mobile device (phone, tablet) and makes for a simple and clean end user experience. PMWeb is uniquely designed for organizations that want an out of the box solution that is both comprehensive, intuitive and provides tools to configure the solution to meet specific business requirements. Admin Features PMWeb's administrative module provides many functions that will allow you to control the configuration of PMWeb. Some of those items include customized lists, custom user defined fields added to any existing out of the box business process, custom data entry screens (i.e., business processes), configurable workflows at portfolio/program/project levels, security manager, layout manager, reports manager, document manager, cost code structures, language manager, email/workflow notification templates, and many other configuration items. PMWeb's Security Manager allows administrative users to control program/ project level, module, features, tabs, and data field access. Users are placed in User Groups/Roles that limit what actions can be taken and what can be seen or edited. All users of the system have a dedicated account named specifically to them and which place them in a designated role at the program, project, and various feature/ application levels. The security is also tied to the Document Manager Folders where users can be limited on whether they can Upload, View, Redline, etc. individual folders. Any business processes created by your admin users with the PMWeb Form Builder and Designer feature are also automatically integrated to the central security system with its associated groups and access rights. The Audit feature also allows tracking of individual fields and the history of their entries so that no information even at the field level is lost but can be retrieved (with the proper authority) by searching the audit trail. PMWeb Activity Boards (Kanban) PMWeb Activity Boards (included with Resource Management Module) let all board members visualize the work that needs to be done and easily track its progress. Tasks can stand alone or be linked directly to other PMWeb content. Board members are not limited to users with Full licenses; Guest users can fully participate in Activity Boards too. This means collaborating with every project stakeholder has never been easier. Create one or more boards per project to track various types of activities. Cards can be standalone, assigned, have attachments, or be linked to other features and records. <PM eb PLANS 12 FORMS $ COSTS SCHEDULING FSSETS ✓ WCRNFLOWS 0 PROFS F QSF.ARC:H HhcF,Nt Ts- [♦ E411 tivo rtfofio) > loots > ACTIVITY BOARDS V H2O_11-0394 - H2O_11-0394 - Plant No. 1 Primary Treatment Upgrades > 1 - PM Activity Board 1„,„1-0354 - H20,11-tHeti- Plant r + ' ® 1�'♦• � 1 Q MEETINGS + 4 21 -Jun -2021 - Meeting rt 1 i 9 21 -Jun -2021 - Meeting 4 3 rI l � 21 -Jun -2021 - Meeting C 3 le'4 9 21 -Jun -2021 - Meeting 4 4 III` • ci WORK IN PROGRESS, Q Schedule - Internet o Schedule - Contractors Proposed Review = 0 MARK DONE J C P b Page 149 TASK Q 21 -Jun -2021 - Meeting # 1 ® gio 6 r ••• X Name Assigned To Due Description S L;9TASKS ) -) O 9 21 -Jun -2C21 - Meting # 1 LJ PM Meeting to discuss issues ❑ Create execution plan ❑ Identify issues E Schedule time with engineers ✓' Discuss with team • • • • 23 -Aug -2021 19 -Aug -2021 22 -Aug -2021 20 -Aug -2D21 COMMENTS (3) • • • KonstantinTonas - Konstantine Tonas Let's do this!! 06 -Nov -2021 KanstantineTonas - Konstantine Tonas Need some feedback from everyone please. 18 -Aug -2021 ▪ ATTACHMENTS (5) KonstantineTonas - Konstantine Tonas I've peen talking to the team...we are looking good, but need to discuss the following again: ▪ Timing • Cost Impact • Contractor Delays 16 -Aug -2021 Business Intelligence (BI) Reports and Dashboards: image.jpg K onstantin Tonas - Konstantine Toners 09 -Nov -2021 56 DCC963-F27A-4F7E-9F46- P9DD9e9FEEa5.jpeg N onstantin Tonas - Konstantine Tonas 03 -Nov -2021 DELETE fDELETE 1 PMWeb's main menu dashboard page can be customized by each user. Custom reports, links, news feeds, report widgets can all display how each user wants to see it upon logging in. Each user can also save layout preferences such as columns, filters, page size, etc. Navigation pane can also be minimized to the left to maximize screen real estate. Nomenclature can be changed to fit the terms and processes of the client. MS SQL Server Reporting Services (SSRS) couple with Microsoft Power BI is the Business Intelligence (BI) Reporting tool that is integrated seamlessly into PMWeb. Microsoft BI in PMWeb gives clients many advantages: • SSRS and Power BI are rated as the best reporting engines available on the market. SSRS is embedded seamlessly into PMWeb and PMWeb can integrate directly with your Power BI instance. We can also integrate with other BI Reporting engines such as Tableau, Domo, etc. • Out of the box, PMWeb has over 100 information rich dashboards and reports that are easy to use and export. • The PMWeb Dashboards and Reports are graphic -rich and allows users to view all vital program and project information in a single place. • SSRS and Power BI are industry standard Microsoft product and allows clients to build their own advanced dashboards and reports. • Exporting into PDF and Excel maintain formatting like no other tool on the market. • Another benefit of SSRS reporting is that all of the reports in PMWeb can actually run independent of PMWeb with just the SQL Server database; this also applies to Power BI with automated data flow setup. This option gives our clients the comfort and freedom they want knowing that down the road, they can run reports to access archived projects locally or if they have to leave PMWeb for whatever reason, their data is accessible in a useable format. • Many other online solutions only offer proprietary reporting engines or weak alternatives. • Dashboards and Reports capabilities for the end user: o BI reports allow for unlimited parameters that typical end users can use to display the data that is desired. City of La Quinta — RFP Project Management Software Days Remaining C P b Page 150 o BI Reports allow for virtually unlimited design options with unlimited drill down and drill through capability. o These reports include easily changed parameters for quick sorting, filtering, grouping, show/hide, integrated maps, key performance indicators, drill -down, drill -through, graphics, photos, hyperlinks, charts and one click exporting into PDF, Excel, Word, CSV, Tiff, XML and MHTML. • Clients nearly always have desired customizations for the reports and the default reports become an excellent starting point for your in-house report writers or for us to configure and customize for you. Reports can be automatically linked to attach to workflow alerts, email notifications, or run manually. Below are a few examples of dashboards and reports that come with PMWeb or have been done for other clients. HK>A Project:2778 - CMGC_101 Current Budget Current Commitments Over / Under 22.5m 10.0„ 12.8„ 3 to n 3,500 3,000 2,500 2,000 1,500 1.000 500 0 ID CO [D CO ID CO CD CO CO [D m AR A A A A A AA A A A ♦S PV - Value ♦S AC -Value ♦! EV -Value 14,000 12,000 10,000 8,000 6,060 4,000 2,000 4 ♦! (s.0006 u!$) an!4 Inwna Total Commitments Changes AlthitECt & Eng"meeri... ti ConstnKtion . project... ti GC Contra- ♦! Contractat h,it&tad ti labor. Material a nd E... ♦! No Category tiChanel hida&1 nvoiced 2.0m Project Dashboard 0days Days Since Last Incident 1 3 9Odays -F Last 5 Daily Reports 13 14 15 16 Inspectors Report 03-0.,, 17 Inspectors Report 03-0... Roll Cal I Rolf Call RFIs Outstanding / Due Last 5 RFls •a] t Pesigrs Questiaals City of La Quinta — RFP Project Management Software C P b Page 151 HK>A Project - CMGC 101 Key Data Project# CMGC 101 Program CM Location SD - CRy Project Status • 4 -Construction Project Phase Renovations Project Currency USD Displayed Currency USD +� Project Schedule Budget vs. Commitments vs. Actuals 6120M fir' � a qr 3 22.5 10.1 3.3 m mations Schedule Performance c a� Complete Delayed PM. Patrick Mason Tach Slat Finish Status/N640 OO APPrwe Scope 5/5/2016 Planning 10 Prepare Funding O Solicit Design and Engineering Services 0/30/2016 9/142016 312017 9/132016 9272016 10152016 12262016 Q Approve Fslimate 9136.2016 10/13/2016 (] Slte Assessment 161312016 11/11/2016 Q Cmceptual Estimate 81362616 11/24/2016 Q Develop 5500e 111302016 221/2017 D Construction Man agement 11272017 1/13.2017 • Construction 11162017 1/272017 Q Equipment 1130/2017 2/10/2017 Q Commissioning& Oualtrication 21132017 2/27/2017 Q Close 0u16m5050 21282017 3/13/2017 Design Phase 30/2017 3/21/2017 O Provide Plana to DesignlEESn000ng Team 3/21/2017 4312017 Detailed Schedule 5131016 - 414/2017 2017 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar A� 2Project Roles CM Konstantine Tonas Contractor Jae Contractor Deputy Operating Officer Shuva Basu - Capital FOR Joe Architect Project Engineer Konstantine Tonas Project Manager Patrick Mason C7 Additional Roles Project Records Record Type Pending Approved Action Items Blueheam Markups Budget Requests Budgets Change Events Commitment Change Orders Commitments Correspondence Daily Reports Document Manager Estimates Forecasts Funding Records Funding Requests I11001lves Inspections Meeting Minutes 2 6 2 2 18 6 2 13 2 4 4 3 Portfolio Summary Rocky Mountain National Park 0 Fort Collins L�rtdGreeley Longmont Boer Granby 0 9 tD er Lakewooda Aurora °SiIverthorne f ;Z 0 Littleton °Breckenridge Go gle i Fort Morgan. Brush Map data 02022 GOogie Budget Contracts Variations Actuals $175,197,507 $48,363,988 $2,000,151 $4,424,887 Region Project it Project Nome Country Projected Projected Budget Coat Over/Under Baseline Current Frrvsh Hrvsh Documents Chit -landing Overdue Project 5 -Lotus: 3 -Procurement Sor Jose CH}, 102 C. -4y 101 Repaving City 761761 City 8th Street Maintenance $6,232,009 $2,235,509 [$3.500} 41 $15.500,000 02 -Nov -19 A $0 $15,500.000 08 -Jan -20 08 -Jan -20 v. Son Jose City 909 City 909 Road Job $6232,009 $6232.009 so • 02 -Nov -19 ■ 0 4 O 0 4 0 City -2020-]254 City Hodosnn Rood - 96 -Shoreview $22Sc0,000 $14,955,519 $7,544,481 I1 -Mar -20 A 1 A City 2021-10D city Onsite Dema $33,656,628 $245.000 $32,8-11.020 41 07 -May -20 07 -May -20 6/ 2 2 0 City _2021-101 City OnOe Dema - Prcject 2 $28,x00,000 $o 1.26,000,000 r% 07 -May -20 07 -May -20 V O 0 06 Power BI examples: City of La Quinta — RFP Project Management Software C P b Page X52 < PlV Ib f PLANNING © TEMPLATES AND F... Y COST MANAGEMENT SCHEDULING Il ASSET MANAGEME... ✓ WORKFLOW ® PORTFOLIO TOOLBOX HOME 4 SEARCH • RECENT UNIVERSITY C., T HKMA Contracts Snapshot Prycrrype •Infrastra:-.. • •.leu Conmu... •RNrvdopm... •Road Mitehe6innlneerra�r' ...,... Belconnen North Caoberri !Canberra Weston cr I .Bing PTw rima mA HEREFR 2ernev, .0.1 a m, Programs Multiple selections Active Contracts 37 All Expiring in 30 days 4 High Risk Contracts 3 $831.6.,. $330.7M 500.90M $73.8M Current Budget ContractsValue Over/Under Invoiced Contracts by Type Consultant — Contracts by Stage Project Program Contact Manager Project Status Type No. of Total Budget Cenact Valve Invoiced Commits PC Hallway Creek. Glencoe upgrade Park MPwemenls Roads. Traffic & Parting Public Amenities Improvement Michelle Mantle MichdE Maotle 1 -Conceptual Road 1 -Conceptual Inhamucture upgrade Leabonc Lone 25 evelapment Fre Sernca Upgrade Building 792 Pat. g 192 aaysitle Retirement Pillage Parking Public Amenities Improvement Major Capital Proje¢s Major Capital Projects Public Amenities Improvement Jessica Ross Ed Selby Develop Zone SubstationUpgrade -Project Close Out New Cotottudion 0 -Investigation New Construction -eject Mitac nframuctue upgrade 4- Devekp Redevelopment 34272000.00 _ 32280,00000 0315 iCC 1000 33,581,856"= --_ 15=30,432.42 33,10141198 _tt.t ct_ Staor:two S2,e10,290..00 sfico5.00 Total Microsoft Power BI 3] 5831.611.402.42 5334]38,3]9.01 573.920.969d7 1 Database: Demo User: Peter Aynsley Initiative Scenario 1 • Recto rPoto Location 413 Program Multiple selections Initiative All Priority All CALIFORMA* ..111'._ U 1sie.;r:E:. jCote 0.00 3.93 Initiative CSUJryres NMI Bui1Cny Rooms CSU$akastyld Modrimbition CSL_Libeary &enmity Modem -nation CSU_Sewer Upgrades CSU_LRiliSakt Infrastructure CSUJN0C sys3ams Christ Total Type $2.77M 2018 $ $2,500 Campus- Campus Ffesenver. CSU • CSU Resnvris Don - Donor Pfiority Scenario 2 $ 3.98M 5 Year Projected Cash Flow 2019 $ 2020 $ $109.5K I $279.0K I ■ 1018 32019 ■ 2020 .2021 .2022 USK 2021 $ $62.5K Scenario 3 $3.98M 2 022 $ $276.5K 5107)7 5.7797 .12151. FRmiar6 ModrirnIzatien information Te hrfology Parkes / Gates / Railings Landscaping / Norpcuture ldKhanical Symons 3-Moduate(Coo] Dc 5 -Critical (Must Do) 2 -Low (Dery Shunt Term) 1-Minimai peter Long Tenn) 1-61136011 pilar Long Term) 550c 5 5401[ 5150K 11aighteel Total Cost 2018 2034 Score 3.70 0.00 3.35 3.07 3.85 3.10 Workflow and Business Process Automation Visual Workflow 5200K 52500 7300)7 53.50K Sa00X 2020 2021 2022 Fmdlrg5ource 51 55.500 52035.050 96t, 500 567,500 05&7550 5255.000 52.765000 52-500 SO 50 55.000 is 30 50 50 50 5106.500 50 S0 52.500 5109.500 City of La Quinta — RFP Project Management Software s0 50 50 55.400 7274.000 SO 5279.000 SO i0 s0 s0 50 361.500 562500 50 So 562.500 54 5O 5215.000 5076.500 Campus • Campus Rrisar1F 1. Campus • Campus Rtinnil s 1 Campus - Campus Rese'-01 5 Campus - Campos .177317 (13 g C50 • C50 Riztenits 1 Don • Donor 9 The Visual Workflow module allows any of the business processes to be setup and routed for review and approval. The Workflow module enables routing of any type of record such as budgets, contracts, change orders, RFIs, submittals, daily reports and more. These can be designed and tailored to the client's specifications. Workflows notifications can be advanced with a single click directly in the email received. This is done without even logging in to PMWeb. The email includes a detailed PDF report attachment; the ability to "approve" in the email itself; the format of the email template is completely configurable with easy-to-use tools by your administrators. Building these workflows are easily created with drag and drop functionality. Some of the customizable options include email templates, alerts and branching including limits of authority, route contracts or invoices over a certain dollar amount to specific approvers, and RFIs categorized as mechanical would be routed to designated engineers. Workflows can also align with existing PMWeb features or any custom features you build with the PMWeb Form Builder. Below are a few examples of the Visual Workflow tool. The first screenshot is the Visual Workflow Designer. The other two images are of emails sent from PMWeb and viewed in Outlook and one viewed from a mobile phone. VISUAL WORKFLOW O SHOW ROLES O SHOW USER NAMES DIRECTOR —9 -MULTIPLE- -9 EXECUTIVE VP COS OVER 100K FINAL APPROVE • • r PMWeb App4Oval Request RFIs 006 . San Diego Pfoject • Schedule -. o ..er r, Y 0044w with row enLegl 1141111/1/04 dila rw.t to wrw a In MO D w. lee Cox4oa ‹Ne,04:4114e40444 Twos. K4•eW4"4 :,rec Wove* Rpp.p.el R.a+r..t dfs WI San O.oe erp)rR SrtNa.lrr Os.rn pn+ ILMI./. 1:44044es.F.. Mos, OW bol Sent Ito 1:112014 112 OW FIs #OO6 oleo*: SAN.20I3_I00 - Project harm. San Diego Project km boos Scbrnmed br l nrelLtrappeOtei b IOa CONtaelor- Wo kfla.p Donrne.rt NMrmat 1 Document Type & 446.: RFIs 0006 Oocument Oeunption• Sdhrd,M Quo tcos Action. Date - • • - Ow Date - Comment from Pmrioos R4.144 4147 oscine reoTrr VIS RR ASA`. *N QUESTION 1 turf a lore pu/StIOol 0 Pe latest Sd* lif 011NIE. Roast RFI CATEGORY: RFI RECERENCE: RFI PROPOS(D SOLoYlON RFI ANSWER: kt Errig2aostat. hrperYlk to open a for rwrw 0 d t on any attl vents elduded n En rot1!¢JOen Tor additional details about dos doctanrre. You may alto adomr. m EY mil slop by Um* doe ars Ow approve. bubo below. Q Serme.r.LgKpANA,WoONor REJECTION 1 City of La Quinta — RFP Project Management Software PMWeb Mobile The latest product release, PMWeb 8, includes a new 3rd generation Adaptive Forms builder designed for use with both mobile devices and laptops/pcs via a browser. Responsive design automatically detects the device you are using and the orientation of the screen and adapts itself to make best use of the available space. This newest feature Adaptive Forms is also being designed to work offline in an upcoming release. 2: View of adaptive form on laptop / pc of sample form. _HKA Monthly Program Status Report designed by FM, CA Description Q - 0019 Submitted - chs is ny report_ Program Status Schedule Scope RisE Green Yellow Red B udge 0 O O O ommary Narrative Why is the status red? - Scope is red because we've had afew changes_ - Risks is Pee dueto budget and scope changes. We need to mitigate._ Issues upload Pd oto 00 ne Issue ldentMed(describe) O Pmjea Milestones Planning Design O 10mng Construction Closeout Add Row NI ne o • - • - mm/dd/yyyy mm/deryyyy mmrddryyyy mmrddryyyy 07/31 /2023 Planned Finish Actual Finish o mmidd/yyyy o mm1ddryyyy o mm/ddryyyy o mm/ddryyyy o OS/21/2023 o 0 G3 iogram Overall Rating Sign Here 9 1: View on mobile device of same form, auto -fit _HKA Monthly Program Status Report 0003- Cornmereal 0019 Draft Tol0 is my report .. Program slaw: nudger O Green 0 0 = 07/31/2623 Actual Rnis/ 09/21/2023 Add Row B Remove pr„3rem oe.,a as ggn Here City of La Quinta — RFP Project Management Software C PIii4kb Page X55 Screens Automoticuiy Adopt to Devices Document Management PMWeb Document Manager allows for the creation of a user -defined (project level) folder structure with security, versioning, check in/out, and workflow routing for document approvals. It also has Searchable Custom File Repository, Redline Viewer, Custom Metadata, and Subscription to folders notifies users of any activity on a folder via email notification. Any file type can be uploaded, no limit on file size, limit can be setup by Admin. Folder security can control permissions within the PMWeb Document Manager. City of La Quinta — RFP Project Management Software Unique Qualities • Anything above minimum requirements o PMWeb Planning Module: Allows you to do all of your capital planning o PMWeb Asset Explorer: Create a geographic breakdown structure of all of your assets and link them to projects o PMWeb Adaptive Form Builder: build your own NO CODE custom data entry forms to expand your use on any business process now and in the future. • Locals (U.S.) o PMWeb is US Based and we have locals in California to help support your implementation and overall use of PMWeb. • Mobile options o PMWeb's entire interface is mobile friendly. 2nd generation responsive design has PMWeb's interface resize optimize itself based on the device you are on (tablet, phone). o PMWeb Adaptive Form Builder allows you to build your own "NO CODE" custom data entry forms that work on mobile devices as well as offline, with NO APP NEEDED. Your browser becomes the app using Progressive Web App technology. • Creating schedules in the software o PMWeb has an interactive scheduling module that can be used stand alone or integrate with MS Project or P6. • Core business is with government agencies o We have numerous public agency clients that use PMWeb in California and throughout the United States. • PMWeb can easily integrate into your Business Intelligence report tools such as Power BI or Tableau. Many clients choose PMWeb exclusively for the flexibility in creating dashboards and reports. City of La Quinta — RFP Project Management Software C Pfini4kb Page 157 3. Complete Pricing List (or Fee Schedule) Proposal shall include a detailed fee schedule for the services requested by this RFP. City of La Quinta — RFP Project Management Software C P b Page 158 Option 1 - Software as a Service (SaaS, PMWeb Hosts) SaaS and Implementation Services Proposal Hosted by PMWeb PMWeb SaaS Core Components [Included] Qty $/Unit U/M List Price Total Year 1 Year 2+ Portfolio Platform: Business Intelligence, Companies, Programs, Projects Project Management: Cost Module/Engineering Forms/Cashflow Visual Workflow: Conditional, Branching, Parallel ToolBox: Document Manager Asset Explorer: Ability to Attach Projects and Equipment to Locations Annual Software Support & Maintenance included included included included included included PMWeb Additional Modules & Toolbox Activation Fees Planning/Estimating: Portfolio Planning/Conceptual Estimating/Online Bidding Scheduling: Project/Portfolio/Claim/Cash flow ToolBox: Custom Form Builder with Designer SAML Bluebeam Integration (One time Fee + $2,000 Annual S&M) DocuSign or Adobe Integration: (One time Fee + $2,000 Annual S&M) HKA-PMWeb Archive Tool (100% discount, included at no extra cost) HKA-PMWeb Enhanced Admin Reports (100% discount, included at no extra cost) HKA-PMWeb Dashboard/Landing Page (100% discount, included at no extra cost) HKA-PMWeb Archive Tool, Admin Reports, Landing Page Discount 0 0 0 $10,000 ea $10,000 ea $5,000 ea $5,000 ea $12,000 year $12,000 year $5,000 ea $2,500 ea $2,500 ea Subtotal $10,000 $0 $10,000 $10,000 $5,000 $5,000 $5,000 $5,000 $0 $0 $0 $0 $5,000 $5,000 $2,500 $2,500 $2,500 $2,500 -$10,000 $2,000 SAAS Hosting - Annual Fee Full Named License (Estimated License Count) Collaboration License (concurrent, unlimited unique users) (Estimated License Count) Dedicated Server (Required with SaaS Integration Manager) Development Service Package (One time Fee + $2k Annual S&M) Project Email (Annual Fee) Server Set Up (one time cost) Additional Database (Annual Fee) 6 $1,500 year 6 $1,200 year 1 $6,000 year 1 $12,000 year 1 $500 year 1 $750 ea 1 $750 ea $9,000 $7,200 $6,000 $12,000 $500 $750 $750 $9,000 $7,200 $6,000 $12,000 $500 $750 $750 $9,000 $7,200 $6,000 $2,000 $500 $750 $36,21 $25,450 Professional Services (Estimated) - See our implementation scheulde for details PMWeb Implementation: Discovery, Setup, Configuration, Customized Dashboards & Reports, Testing, Training (T&M) Estimated Travel Expenses: If travel is needed, we would anticipate 2 or 3 onsite visits. Only actual costs with supporting receipts will be billed. ir 548 $220 hour 1 $3,000 Total $120,560 $3,000 $179,760 $27,450 1. Additional Licenses can be added at anytime. City of La Quinta - RFP Project Management Software C P b Page 159 Option 2 - Software (Client Hosts on Own Servers) -elf Hosted Option (On -premise) Software purchased hosted by Client PMWeb Modules Portfolio Platform: Business Intelligence, Companies, Programs, Projects Asset Explorer: Attach Projects and Equipment to Locations Planning: Portfolio Planning/Conceptual Estimating/Online Bidding/BIM Project Management: Cost Module/Engineering Forms/Cashflow Scheduling: Project/Portfolio/Claim/Cashflow Visual Workflow: Conditional, Branchin., Parallel PM eb Year 2+ 0 $/Unit U/M List Price Total ear 1 1 1 0 1 1 1 included ea included ea $10,000 ea $10,000 ea $10,000 ea $10,000 ea $0 $10,000 $10,000 $10,000 $0 $10,000 $10,000 $10,000 PMWeb Toolbox Document Manager 1 $5,000 ea $5,000 $5,000 Form Builder with Designer 1 $5,000 ea $5,000 $5,000 Bluebeam Integration 0 $10,000 ea $0 $0 DocuSign or Adobe Integration 0 $10,000 ea $0 $0 Development DB Packa •e 1 $10,000 ea $10,000 $10,000 PMWeb Users Full Named License (Estimated License Count) 6 $2,000 ea $12,000 $12,000 - Collaboration License (concurrent, unlimited unique users) (Estimated License Count) 6 $1,500 ea $9,000 $9,000 III $76,000 $76,000 Software Support & Maintenance [Annual] PMWeb Support & Maintenance 30%annual of list •rice Is $22,800 $22,800 $22,800 Subtotal $22,800 $22,800 Professional Services HKA-PMWeb Archive Tool 1 $5,000 ea $5,000 $5,000 HKA-PMWeb Enhanced Admin Reports 1 $2,500 ea $5,000 $2,500 HKA-PMWeb Dashboard/Landing Page 1 $2,500 ea $5,000 $2,500 HKA-PMWeb Archive Tool, Admin Reports, Landing Page Discount 1 -$10,000 Installation (one time setup fee) 1 $1,500 ea $1,500 $1,500 Additional Database (Annual Fee) 1 $750 ea $750 $750 $ 750 PMWeb Implementation (T&M): Discovery, Setup, Configuration, Customized Dashboards & Reports, Integrations, and Training 548 $220 hour $120,560 $120,560 Estimated Travel Expenses: If travel is needed, we would anticipate 2 or 3 onsite visits. Only actual costs with supporting receipts will be billed. 1 $3,000 hour $3,000 $3,000 Subtotal $125,810 $750 1 . Total $224,610 $23,550 1. Additional Licenses can be added at anytime.. City of La Quinta - RFP Project Management Software C P b Proposed Implementation Schedule Below is a proposed implementation schedule to meet the desired completion by the end of March. Although we have tailored the schedule to meet this date, we believe this is too aggressive to do all the configurations, integrations, testing, training, and roll-out of a new system to your end users. Most implementations of a public agency of your size takes 6-9 months. It is possible to get it done in 3 months, but it would require a lot of effort from City staff to get it done. We recommend either extending the timeline or breaking it out into 2 phases. We believe 6 months is more reasonable time frame, especially considering the holidays in November and December. A rollout by end of December is not advised. We have made our schedule to be rolled out in January to meet you part of the way, when holidays are over, and people are back to work. 1 1E PMWeb Implementation Proposed Initial Schedule - LaQuinta August 2024 STAGE 1 - Project Initiation Start Finish Duration Work Mon 8/19/24 Fri 1/24/25 Mon 8/19/24 Wed 10/9/24 107 days 38 days 548 hrs 8 hrs PRODUCT INSTA]TION & BASE SETU • Mq111/19/2/MWed 10/91k 38 days 8 hrs 1.1.1 Letter of Award Mon 8/19/24 Mon 8/19/24 1 day 0 hrs 1.1.2 Allow for contract negotiation and/or board approval Mon 8/19/24 Mon 9/16/24 21 days 0 hrs 1.1.3 Contracts Executed and Notice to Proceed (NTP) Issued, Tue 9/17/24 Mon 9/23/24 5 days 0 hrs 1.1.4 PO issued Tue 9/24/24 Mon 9/30/24 5 days 0 hrs 1.1.5 Invoice issued Tue 10/1/24 Tue 10/1/24 1 day 0 hrs 1.1.6 PMWeb issues temporary license, activates SaaS; HKA verifies Wed 10/2/24 Wed 10/9/24 6 days 2 hrs 1.1.7 Pre -planning for Kickoff activities Tue 9/24/24 Mon 9/30/24 5 days 6 hrs 2 STAGE 2 - Kickoff and Discovery Fri 9/27/24 Thu 10/10/24 10 days 54 hrs IMPLEMENTATION KICKOFF MEETIN r Tue 10/1/24 Thu 10/3/24 3 days 22 hrs 2.1.1 Review PMWeb Demo/refresher, PMWeb Implementation Process review & review of existing processes. 3 online sessions, 2hrs each Tue 10/1/24 Thu 10/3/24 3 days 12 hrs 2.1'2 Pre -configuration training (Client implementation team) - coordinate with Kick-off and Admin training). Onsite of permitted or 5 x 2hr online sessions. Thu 10/3/24 Thu 10/3/24 1 day 10 hrs PROJECT PLAN Fri 10/4/24 Thu 10/10/24 ' 5 days 16 hrs 2.2.1 Create Project Strategy Document including inputs from Kick-off Fri 10/4/24 Mon 10/7/24 2 days 12 hrs 2.2.2 2.3.1 Client - Review & Approve Project Strategy Document, Update to Project Plan Tue 10/8/24 Thu 10/10/24 3 days 4 hrs PMWEB ADMIN TRAINING Fri 9/27/24 Thu 10/3/24 5 days 16 hrs PMWeb Admin Training. Coordinate with Pre -configuration training and kick-off. Onsite if permitted or 8 x two-hour online sessions. Fri 9/27/24 Thu 10/3/24 5 days 16 hrs 3 FimirWillfflrilirMATIMEMEME111111111pr' 10/4/24 Fri 1/24/25 73 days 450 hrs Release 1 (Programs/Projects, Cost Controls, Field Management, _j Fri 10/4/24 Scheduling) Mon 1/13/25 65 days 220 hrs 3.1.1 Configuration Sprint 1 (Programs, Projects, CompanyNendor Setup, Cost Code Structure, Document Manager folder structure, Asset Explorer structure) Fri 10/4/24 Fri 10/18/24 10 days 20 hrs 3.1.2 Configuration Sprint 2 (Funding/Bonds, Budgets) Mon 10/21/24 Fri 11/1/24 10 days 20 hrs 3.1.3 Configuration Sprint 3 (Contracts & Change Order Management) Mon 11/4/24 Mon 11/18/24 10 days 30 hrs 3.1.4 Configuration Sprint 4 (Invoice Management) Tue 11/19/24 Tue 12/3/24 10 days 30 hrs 3.1.5 Configuration Sprint 5 (Scheduling, setup and config) Wed 12/4/24 Tue 12/10/24 5 days 20 hrs 3.1.6 Configuration Sprint 6 (Field Management: RFIs, Submittals, Meeting Minutes, Daily Reports, Punch Lists) Wed 12/11/24 Thu 12/26/24 10 days 40 hrs 3.1.7 Configuration Sprint 7 (Document Control/Management: Files & Folders, tracking of documents, Data Migration of 10GB of documents) Fri 12/27/24 Mon 1/6/25 5 days 30 hrs 3.1.8 Configuration Sprint 9 (Contingency for additional work, e.g. Capital Planning) Fri 12/27/24 Mon 1/13/25 10 days 30 hrs 3.2 Release 1 - User Accejaipce Testing Mon 10/21/24 Thu 12/26/24 45 days 52 hrs 3.2.1 Testing preparations (Prepare Test data and template scripts; develop basic Test Scripts progressively as part of each Sprint cycle) Mon 10/21/24 Tue 12/10/24 35 days 16 hrs 3.2.2 Testing Acceptance / Deficiency Tracking & Reporting Wed 12/11/24 Thu 12/26/24 10 days 20 hrs 3.2.3 Updates to System Functionality and Documentation from Testing Results Wed 12/11/24 Thu 12/26/24 10 days 16 hrs RELEASE 1 (Integrations/Interfaces) Fri 1 Fri 11/1/24 days 0 hrs 3.3.1 No Financial Integrations identified for phase 1 Fri 11/1/24 Fri 11/1/24 0 days 0 hrs 3.4 Release 1 - Reporting & Dashboards Fri 10/4/24 Thu 12/26/24 55 days 60 hrs 3.4.1 _ Creation of Reports & Dashboards for all Sprints Fri 10/4/24 Thu 12/26/24 55 days 60 hrs City of La Quinta — RFP Project Management Software C PIVIUkkb Page 161 City of La Quinta — RFP Project Management Software TRAINING Mon 10/21/24 Mon 10/21/24 j u 1/16/25 Thu 12/26/24 58 days 45 days sum 50 hrs 3.5.1 Custom User Guides allowance 3.5.2 Super User Training Preparation Wed 12/18/24 Thu 12/26/24 5 days 8 hrs 3.5.3 Train the Trainer sessions as specified by the Client - onsite if permitted or online sessions Fri 12/27/24 Mon 1/13/25 10 days 24 hrs 3.5.4 End User Training by Client (allow to advise on initial sessions) - Client to determine the time it needs for End User training prior to Go Live. Tue 1/14/25 Thu 1/16/25 3 days 4 hrs ROLLOUT Thu 1/16/25 Fri 1/24/25 5 days 32 hrs 3.6.1 Preparations for Go Live Fri 1/17/25 Fri 1/24/25 5 days 8 hrs 3.6.2 Go Live Thu 1/16/25 Thu 1/16/25 0 days 0 hrs 3.6.3 4 4.1 ROLLOUT, Hyper Care & Support, Handover and project close STAGE 4 - Post Implementation Fri 1/17/25 Fri 1/24/25 Fri 1/24/25 Fri 1/17/25 Fri 1/24/25 Fri 1/24/25 1 day 1 day 1 day 24 hrs 20 hrs 20 hrs Additional ongoing services (reports, dashboards, training, project roll -outs) 5 Executive Oversight & Organizational Change Management (OCM) Overall Tue 10/1/24 Wed 1/8/25 65 days 16 hrs 5.1 Executive Oversight Tue 10/1/24 Wed 1/8/25 65 days 16 hrs City of La Quinta — RFP Project Management Software P b Page 162 4. List of Complementary Services Offered by Proposer along with Corresponding Prices City of La Quinta — RFP Project Management Software P b Page 163 Complementary Services Regarding complementary services, we think you mean items that have been made available at no additional cost. With the Software as a Service (SaaS) option, several modules are included, and the City pays only for the needed licenses and the other desired modules. PMWeb SaaS Core Components [Included] Qty SIUnit Portfolio Platform: Business Intelligence_ Companies, Programs, Projects Project Management: Cost Module/Engineering Forms.Cashflow Visual Workflow: Conditional_ Branching. Parallel ToolBox: Document Manager Asset Explorer: Ability to Attach Projects and Equipment to Locations Annual Software Support & Maintenance included included included included included included We have also discounted several services at no cost: HKA-PMWeb Archive Tool (100% discount, included at no extra cost) 1 $5.000 ea HKA-PMWeb Enhanced Admin Reports (100% discount_ included at no extra cost) 1 $2.500 ea HKA-PMWeb Dashboard/Landing Page (100% discount_ included at no extra cost) 1 $2.500 ea HKA-PMWeb Archive Tool, Admin Reports, Landing Page Discount 1 $5.000 $2.500 $2.500 $5.000 2.500 2.500 -$10.000 City of La Quinta — RFP Project Management Software Pfint4kb Page 164 5. Setup and Training Options/Procedure City of La Quinta — RFP Project Management Software PN/Ukkb Page X65 Approach When choosing any software tool, having trusted consultants with industry and technology experience that use proven implementation techniques produces positive results. PMWeb has developed specific processes which will help ensure a successful implementation of the PMWeb tool. We developed an implementation approach that combines traditional waterfall project management methodologies coupled with agile concepts. Our approach provides a standardized method for managing the entire planning, testing and implementation process while building a solid foundation to help ensure a successful deployment and adoption for our clients. Implementation Plan The PMWeb Implementation Methodology provides our clients with a proven process of successfully deploying software. Our approach provides a standardized method for managing the entire planning, testing and implementation process while building a solid foundation to help ensure a successful deployment and adoption for our clients. We realize there are often several versions of standard practices used within large organizations. Our tools and engagement methodology provide the flexibility and standardization to bring success to an entire organization, at all levels. Our implementation methodology incorporates years of hands-on experience with industry -accepted processes and procedures. Our experience has shown that a successful implementation requires two key elements: 1. End User Involvement — We strongly believe in involving end users of the system immediately and often. By doing this they quickly begin to understand how the system works and provide intelligent feedback as to how it can be adjusted to better meet their needs. This requirement is met in a couple of ways: a. Implementation Team — The implementation team is largely made up of client staff and not consultants, because they understand their own needs better than anyone. This also ensures that once the implementation is complete and the consultants leave, the client will have a solid team in place to be able to mold and modify the system as their needs change. (please see the next section on the make-up of the implementation team) b. Piloting — Super Users will begin using the system on one of their jobs as soon as possible to test and pilot the configuration and ensure that it will be appropriate for the eventual end users. 2. Agility — We have found that it is extremely important for user adoption and satisfaction that the implementation team be able to receive feedback and quickly incorporate that feedback into the system. The best feedback cannot be given until a person is able to actually use an aspect of the system. We achieve this through the "agile" implementation approach outlined in the next section, Implementation Stages. City of La Quinta — RFP Project Management Software Proactive Communication Throughout the implementation, our project team will be proactive in communicating with your staff. We will provide status updates to address operational needs and to ensure effective communication between all team members. The Project Manager will report progress since the previous reporting period (typically weekly). The status reports will contain the following information: ACCOMPLISHMENTS ACTIVITIES IN PROGRESS OUTSTANDING PROBLEMS OUTSTANDIN ISSUES PROJECT STATU What was completed in the reporting period, including issues that were resolved Those activities that are underway at the end of the reporting period Change Control External items that have an effect on the project Project -related items that are being worked on at the end of the week (i.e., those issues on the issues log that are still "open") The status of each task underway or scheduled to be underway at the end of each project reporting period The PMWeb Project Manager is responsible for ensuring that the project is developed and executed according to the agreed-upon scope, schedule, and budget over the entire life of this project. This responsibility includes preparing status reports that identify decisions that need to be made regarding changes to the scope, schedule, and budget. A Change Control process will be used to request enhancements or to report problems for all project development activities. An enhancement request is a request for a new feature or improvement that is not currently in scope. Submittal of enhancement requests or problem reports will be through the change control process. They will be reviewed and prioritized by the project manager. Problem reports will be prioritized and fixed accordingly. The enhancement requests will be provided for a decision on inclusion in the current project or deferral. City of La Quinta — RFP Project Management Software Implementation Stages One main component that we utilize is the idea of "sprints". A sprint is typically a 2-3 weeklong process where a specific feature or business process is scoped, defined, configured, tested, re- configured and tested again. Multiple sprints are combined into "releases" which are deployed to end users. With this cycle, we can deliver finished portions of the implementation to end users more quickly. 1 PROJECT I INITIATION 3 CONFIGURATION SPRINTS 4. RELEASE 1 » User Requirements » Vision » Identity Team and Roles » Feature Roadmap » Release Planning » Super User Training » Sprint Planning » Release Planning tan Feb Highest 1:1) Higher 1-2 (2 hour) Configuration Sessions Per Week • Consultants shows out -of -box feature • Discovery and gap analysis • Action items for next session (including testing of current configurations) End of Sprint Review/Planning Meeting • Demonstrate working configurations from the Sprint • Identify outstanding issues • Review feature backlog and plan next Sprint End User Training End User Support City of La Quinta — RFP Project Management Software Stage 1: Project Initiation Project Initiation begins as soon as the PMWeb software is purchased. The software is installed either on the client's servers or on PMWeb's, depending on which option was selected. Initial set up then begins with: • The import of companies, contacts, and logos • Creation of PMWeb accounts for the Implementation Team • Email setup A pre -kickoff conference call will also be scheduled between the PMWeb Owner and the Lead Consultant. During this call they will: • Identify who will be filling implementation team roles • Discuss the vision or key business purposes for purchasing and implementing the software • Review the implementation process • Plan for the Kickoff Meeting During Project Initiation the PMWeb Owner should be providing report samples and process information to the Lead Consultant so he can begin discovery and preparations for the next stage. 4 Output At the end of Project Initiation PMWeb will be installed and set up with the initial general configurations that will allow the team to begin working in the system. City of La Quinta — RFP Project Management Software Stage 2: Kickoff and Initial Discovery The first time the entire Implementation Team is together is during the kick-off meeting. Everyone on the team should attend the meeting in person as it is used to set expectations for how the implementation will proceed and how the team will work together. This meeting typically is comprised of a main introduction portion and a series of other meetings that span 2-3 days. The primary focus is to: • Outline the overall needs/requirements of the system • Determine what PMWeb features will be needed and prioritize the release of those features in a Feature Road Map • Identify milestones and plan releases • Determine how often the implementation team will be able to meet for configuration sessions • Determine length of configuration sprints (typically 2 weeks) • Perform Super user training • Begin configuration sessions Output 1. Project Plan — The PMWeb team, with the client's assistance, will create a Project Plan. We will take conversations from the first demonstrations and use them as a reference point for the overall goals and priorities of the PMWeb Implementation. Any existing documentation created from previous company process documentation is valuable and will be used to expedite this process. The Project Plan is a document that helps define an organization's primary goals, objectives and priorities. The Project Plan provides: • Justification for project undertaking • Identification of business objectives • Delineation of roles and responsibilities • Project Scope and deployment plan • Key stakeholder identities • Project constraints and risks • Direction of the solution • Overall plan of how the solution will be used in the organization • A document that can be updated as an organization's needs and usage evolves • The Project Plan will help to prioritize the importance of the initiative and serve as a reference of authority for the execution of the project. 2. Project Schedule — An anticipated Release configuration sprint schedule will be included as part of the Project Plan. This schedule is meant to be a guideline and will be evaluated and adjusted after every Configuration Sprint to ensure the highest priority features are configured first. City of La Quinta — RFP Project Management Software Stage 3: Configuration Sprints A Configuration Sprint consists of the following elements: 1. Sprint Planning Meeting: (1 hour) at the beginning of a sprint (2 weeks) • Review Feature backlog • Identify high priority items including changes from user feedback that will be configured in the next Sprint 2. Configuration Sessions: 1-2 sessions (2 hours) per week • The PMWeb Consultant shows the way that the out -of -box feature functions • The team discusses the current process or requirement and identifies any gaps that need to be addressed with configuration • Action items are identified and logged in a PMWeb meeting record • In between configuration sessions the PMWeb consultants are making configuration changes and the Super Users and PMWeb Owner are testing and piloting those changes. 3. Sprint Review: (1 hour) at the end of a sprint (2 weeks) • Often combined with the Sprint Planning meeting for the next sprint • The meeting is open to anyone that wants to see the progress of the implementation. • The implementation team demonstrates the features worked on during the sprint with configurations and feedback from the spring incorporated. • Identify outstanding issues and add them to the feature backlog Output The key output for each configuration sprint is a fully functioning and configured feature or set of features in PMWeb. These features could be deployed to the user base, and should be used by the super users in their pilot projects. Where appropriate for the feature these configurations would include: • Report Modifications or creating new Bi or PMWeb reports • Nomenclature and list changes • Workflow defined and configured • Process and/or training documentation created Configurations tested by Super Users and PMWeb Owner City of La Quinta — RFP Project Management Software Stage 4: Release During a release the end users are given access to the features that were configured during the configuration sessions. Releases might not go out to all users at the same time; instead, they might be aligned with a certain set of users or projects according to their current needs or construction phase. The reason for this is that it is always best to train users just before they are going to need to use a feature or functionality, so it is fresh in their minds when they go to use the system. We like to call this Just -In -Time Training, and we have found it is the most successful way to ensure people get the most out of training and minimizes the amount of re-training required. Once a release is completed the release plan is reviewed and re -prioritized if necessary, and the next release begins with its first Configuration Sprint. Output The output for a release is a user base that is trained to use the specific features configured in the release. There are several options for training the users (see the next section), so it will be up to the implementation team to determine what the most appropriate method will be for each set of users and their circumstances. We recommend using the train the trainer approach as much as possible where the Super Users are trained through -out the configuration sprints, and they in turn train their user groups. Depending on the size of the release the implementation team might decide to spend a whole configuration sprint to focus just on training and supporting the users before continuing configurations. City of La Quinta — RFP Project Management Software Training End-user acceptance is one of the most important factors for the success of rolling out a new application. We strive to provide the best and quickest support possible for the end users. This begins with the proper training and support of the client's team that will oversee the management of the application. Our goal is to train your staff so that they can be as self-sufficient as possible. In addition to on-site training and the standard technical support, the PMWeb team will also have designated consultants that are part of the client's implementation team available for phone, email, and online meetings. There are various ongoing training activities that take place throughout the project lifecycle not just during releases. TRAININ PILOT TEAM / SUPER USER TRAINING PMWEB ADMINISTRATORS TRAINING END USER TRAINING E -TRAINING TRAINING GUIDES DESCRIPTION The initial Pilot Team or Super User training begins with an overview and general training during the Kickoff Meeting and then continues throughout all of the configuration sessions. This hands-on training prepares the Core Team for performing their own functional test of the configurations, through piloting them on their own projects, and allows them to provide immediate feedback. Advanced administrators training prepares the PMWeb Administrator to take ownership of the system configurations and maintenance. It should be set up shortly after the kickoff meeting so he can immediately begin configuring the system with the Lead Consultant during configuration sprints. End User training begins with an overview and general training during the Release Stage and then continues to the specific set of features that a particular group needs to be trained on for that particular Release. We have an introductory e -training video available for all users to gain a base understanding of how-to login, navigate, create records, run reports, setup dashboards, submit Workflow, and other common functions in PMWeb. We can also create custom e -training courses to reduce initial and long-term training costs. Additional one-on-one and small -group training will still be required, especially for advanced users, but the e -training allows for more productive and streamlined training sessions for all users. PMWeb out of the box has a built-in context sensitive help system that explains all the basic functionality throughout the system. We also provide a base set of online user and administration guides that further explain each of the PMWeb features and functions. These guides can be customized and tailored to each client's specific and unique business processes (3rd party tool required to customize). PMWeb also can have customized tool tips added to each field label (included functionality). The tooltips can have an icon that guides users through a numbered sequence of steps and can be toggled on/off. Our implementation process includes customized user guides, an introductory e -training video, and ongoing support so users have multiple resources to turn to for assistance. The combination of all these factors has helped us develop a method to help yield successful adoption of the PMWeb solution. The participation and involvement of our clients in this process is the most critical part of this success and key to handling risks and issues throughout the project implementation. City of La Quinta — RFP Project Management Software 0 Plii4kkb Page 173 We follow the train the trainer approach and offer several free types of training material: • Online Help Guide — available throughout the system, context sensitive. • User Training Manual (PDF) — used for training sessions, group or self -guided. • User and Admin Guide (PDF or HTML based) — these are base guides that will be used as is or used as a starting point to create guides customized to your specific business processes and nomenclature. • Introductory 20 -minute e -Training Video • Report writing training • PMWeb Technical Support Page Other Training Content: User Training Manual (PDF) mentioned above is a standard training guide that is used during group classes or as an individually guide. User Guide (PDF or HTML inside PMWeb) mentioned above explains each of the features and provides information on each of the features. The format for these guides has a screenshot with numbered call outs. In the HTML format of this guide, each of the blue call outs are hyperlinks that take you back and forth from the image to the description. These guides are customizable and can have your unique processes and descriptions added. The introductory 30 -minute e -Training Video mentioned about gives users a quick introduction to navigation, how to enter records, how to run reports, and other tips and shortcuts. This allows users to become acquainted with the basics before engaging in user specific training. Part of the implementation is to create a training plan that is tailored to your releases, and the training needs for your users. Because all groups learn differently and have different training needs, we deploy several different training methods including train the trainer, end user group training, and just in -time training. Your more technical System Administrators can also be trained by our expert report writers and provide a one - day "Basics of PMWeb Report Writing" training course. The course focuses on the basics of SQL queries, the PMWeb database, and introduction to Microsoft SQL Services Report Server (the reporting engine for PMWeb). Customizable tooltips can be placed adjacent to any field or label in PMWeb. Note that your Admin users would have complete control to add or modify these tooltip labels themselves. See example screenshot on the following page of what the tooltips might look like. These tooltips can be toggled on/off by an end user so they can use them only when they want or need to. This simple feature helps tremendously with user adoption. The PMWeb Technical Support page provides users with self-help access to a Knowledge Base, Forum and Ticket Management. Each of the sections allows a user to search on key words and quickly find the information being sought after. End users can submit entries into the Knowledge Base and Forums, creating a community of knowledge that continues to grow and provide best practices for all PMWeb users. Online chat is also available for quick access to a technical support representative. The PMWeb Technical Support page is an addition to the traditional contact methods of direct email or direct phone calls. Optional use of Dr. Explain Dr. Explain (https://www.drexplain.com) is an optional 3rd party software. You may find this tool helpful to further develop and make future changes to the custom user guides. This will facilitate the future editing of online Help Menus, User Guides, Administration Guides etc. City of La Quinta — RFP Project Management Software Implementation Team • 1 • iiMilla •0• iiiiiiiiiii External Users fie Internal \cik‘ic? Users Nin Other Depts. Stakeholders Executives • IP Subject Matter Executive Experts411.11 Sponsor II Lead PMWeb Admin. Imp Implementation Consultant •• • • 4!,. PMWeb Owner 1:16 Super Users Business Analyst! IP Configuration • Experts rs2r far • 11\14.. Client Report Report Devi Dev. PMWeb Tech • PMWeb �. The chart above and the table below describes the make up the implementation team that have yielded the best results in the most effective and successful implementation projects. As was described at the beginning of this implementation methodology it should be evident in the table below that the client has a large part of the execution and should fill several of the key roles. City of La Quinta — RFP Project Management Software C P b Page X75 Role Responsibilities Capabilities Client PMWEB OWNER/PM • Manages Feature Backlog (i.e., implementation priorities) • Manages the budget • Stake Holder feedback and communication • Tests and accepts configurations • Communication with Leadership • Removes obstacles • Manages and coordinates internal resources • May be helped by a business analyst to gather feedback and test configurations • Should be decisive and empowered to make decisions about how the system will be used and configured. • Needs to have a deep understanding of what the company and users need out of the system. (2 people might fill this role) PMWEB ADMIN(S) • Learns how to configure PMWeb • Responsible for managing PMWeb • Creating new users, new projects, modifying workflow • Configuration changes • Identifying feature upgrades • Gathers user feedback and presents it to the PMWeb Owner and Core Team • Needs to have a good understanding of technology • For large projects or programs We can provide an onsite PMWeb Administrator to augment the client's staff if needed SUPER USERS • Become an expert in the software • Typically the first people to use the software • Test configurations and provide feedback • Evangelize/promote the software in the company • Train other users • Create end user documentation • Gathers user feedback and presents it to the PMWeb Owner and Core Team • There should not typically be more than a few Super Users SUBJECT MATTER EXPERTS (SMEs) • Provides explanations on how existing business processes work. • Provides feedback on recommended PMWeb confi•urations and reportin• needs and requirements. • Guides the team through the implementation process • Teaches the core team (Train the Trainer) how to use and configure the system • Helps PMWeb Owner define and prioritize Feature Backlog • Leads Configuration sessions • Provides Implementation and Product expertise • Manages and coordinates PMWeb resources • Has a thorough understanding of specific client processes. • Is an expert in their respective de•artment or business unit. • Has a deep understanding of both PMWeb and best practices in the industry. PMWeb LEAD CONSULTANT (PMWeb) BUSINESS ANALYST / CONFIGURATION LEADS/EXPERTS (PMWeb) • Supports the Lead Consultant • Provides additional expertise for particular business processes • Teaches the core team (Train the Trainer) how to use and configure the system • Help configure the solution using PMWeb tools • Provides Implementation and Product expertise • Has a deep understanding of both PMWeb and best practices in the industry REPORT DEVELOPER (PMWeb) • Create custom reports • Modify existing reports to meet customer needs • Database or Integration customizations • Is an expert in PMWeb, MS SQL, and MS SQL tools. • Initially filled by PMWeb, but client team member can be trained. EXECUTIVE SPONSOR (PMWeb) • The Executive Sponsor acts as a liaison with the client's executives and other leaders. • Provides another touchpoint to help address any concerns by all team members. • Goal is to ensure and oversee implementation success • Has authority over PMWeb team members. • Has experience in overseeing projects and ensuring all team members are achieving objectives. City of La Quinta — RFP Project Management Software We have created a table within our Implementation Methodology to explain the Roles, Responsibilities, and Capabilities of each of our teams. oI # of resources Skills & Responsibilities %ofTime Implementation Phase Executive PMWeb Owner PMWeb Admin Super Users Subject Matter Experts 1 or more 1 or 2 1 or 2 2-4 Varies Decision Maker, Project Oversight See PMWeb Implementation Methodology See PMWeb Implementation Methodology See PMWeb Implementation Methodology See PMWeb Implementation Methodology 5% 25 - 50% 25 - 50% 10 - 25% <10% Post Implementation Phase PMWeb Admin 1 or 2 See PMWeb Implementation Methodology 10 - 20% On-going Maintenance and Support PMWeb Admin 1 or 2 See PMWeb Implementation Methodology 10 - 20% City involvement in the implementation process is key in rolling out the solution. The table in our Implementation Methodology (provided above within this section) outlines the roles and responsibilities of the core members of the Implementation Team. The Stakeholders group will also provide Subject Matter Experts (SMEs). The SMEs typically come from a variety of backgrounds and give specific detailed hands-on knowledge of the specific department or process they manage. The tables also include our recommendations on the needed capabilities for the roles and responsibilities of the City's project team. As we come closer to the beginning the implementation, we can work with your team to help determine the level of effort needed from each role. We will as require information from the City such as: business process diagrams, dashboarding and reporting specifications (e.g., confirmation of the samples already given), and cost coding structures. We will work with the City to gather some of this information during the kickoff as well as throughout the implementation process. (See our implementation methodology included in the section above) City of La Quinta — RFP Project Management Software ,. Page X77 ill �� e Er �77],i7:s-t41r * ,�r�tiz,�.ay ° � " �1. �MOd.y�� ` F;ui ■ 1.4n i y , F° # 111M _ s! ` Cell 0 ell raper-art ian ... liniklit re Oil garnor_rch ti•---,* ... Fila* /11M,and.ust_y + False — 4 _rod-use x r true illectian 8Y the end - .*tYrct� 1 �6.stIlet-1 ,sesrre.objeets.act� 1 lrcted' t str{t,+difl� r-rror_eb. select - b dir ppy.context.belecied_ 1. rka.veietext.&E ected rples se select 6. Integration Services/Options City of La Quinta — RFP Project Management Software Data Migrations and Integrations PMWeb has migrated/integrated data into PMWeb from multiple legacy systems, examples include: • Data Migrations - Viewpoint, Timberline, Contract Manager, Prolog Manager, SharePoint, Excel, Primavera P6, Microsoft Project. • Integrations - PeopleSoft, Tyler Munis, Lawson, SAP, JD Edwards, Computer Guidance, Epicor, Viewpoint, Timberline, Ellipse, eCMS, Kuali, Maximo, Microsoft Dynamics, Sage 300, ESRI, Primavera P6 PMWeb has the capability to integrate with the City's 3rd party systems. Understanding your data migration and integration needs help outline the best approach. During discovery, we will determine the best method for the integrations and data migrations. PMWeb offers several interoperability (i.e. integration) options: PMWeb Integration Manager: The PMWeb Integration Manager is a "flat file" integration tool which allows for the bi-directional exchange of flat files (csv, xls, txt pipe delimited) via web services. 1. PMWeb API: PMWeb also offers an API toolkit for programmers to build the integration from scratch or to tie into middleware that allows other platforms to communicate with and execute operations within the PMWeb application. We have experience working with multiple middle- ware applications as well as direct API connections via MS PowerShell. 2. Microsoft PowerShell and Microsoft SQL Server Integration Services (SSIS): For many clients, we have also used SQL tools such as SSIS to create integration packages for the exchange of data. Transformations, error logs, and other validation methods are used to ensure the accurate exchange of data. 3. Import Utilities for Specific Features: Import utilities exist for one time import of spreadsheets of information via an Excel or txt file for certain types of information such as companies and contacts, submittal items, WBS structure or drawing information. In addition, importing of MS Project or Primavera P6 schedules can be accomplished via a built-in utility as well. 4. Copy/Paste into grid: The easiest manual integrations can be accomplished by a simple copy/paste from MS Excel cells directly into a PMWeb grid. This copy/paste directly from excel is used in Cost Codes setup, Budgets, Estimates and Contracts. 5. Copy/Paste into other fields: Copying and pasting into PMWeb fields is also allowed from any application such as MS Outlook, MS Word, Notepad, etc. Attaching/Uploading: PMWeb allows users to attach any permitted file type to any record or document management folder (note that client would control the allowed field types and file sizes). For example, users can drag and drop an image file or email file directly into a PMWeb record. Hyperlinks can also be associated with any record. City of La Quinta — RFP Project Management Software PMWeb API PMWeb API's is additional modules that can be added at any time. PMWeb also offers an API toolkit for programmers to build the integration from scratch or to tie into middleware that allows other platforms to communicate with and execute operations within the PMWeb application. We have experience working with multiple middle -ware applications as well as direct API connections via MS PowerShell. The PMWeb API is an option that allows other platforms to communicate with and execute operations within the PMWeb application. The table below is a list of record types handled by the PMWeb API. ESRI ArcGIS We have integrated with ESRI ArcGIS. Typically, we use Microsoft PowerShell to connect with the ESRI API. GIS integrations with PMWeb are also sometimes married with client requirements for a public -facing website to provide up-to-date information on projects to, for example, ratepayers. We have also integrated PMWeb for this purpose. The out-of-the-box PMWeb spatial solution is Google Maps, which has latitude/longitude as well as address tracking capabilities for projects, assets, or equipment. Natively, PMWeb has a built-in integration with Google Maps to display information spatially. The Google address is easily selected via a built-in viewer and can include Google Maps functionality for mapping. In addition, we can integrate PMWeb with a GIS system so that information captured in PMWeb can be displayed in existing or new "layers" in the GIS system. We recommend that the City leverage its GIS system to build polygons of the assets and/or projects. The geocoordinates and related project information that all originate in PMWeb can come over to a layer in the GIS system, allowing detailed project information to be displayed within ESRI. The following page there is a sample screenshot of PMWeb project data being pushed to a GIS system. Conversely, ESRI maps can be displayed within PMWeb, allowing the system to leverage the capabilities of the Spatial/GIS system. Data and detailed project management capabilities within PMWeb combine with geospatial records in ESRI ArcGIS to manage City projects. 3 Se Os, Sr 8Ma h,"4` cr o way Vror iva ush el 144Yri =Y 9111 Ave Sthq„e Ind Ave 17th Ave { n ,;- 5 S 5 y {1 of 2) ► ❑: ProjectName UCDMC - Imaging Center - Equipment Upgrade ProjectNumoer UCDMC - 2018-002 Address City State Lattitude 38.55 "6 Longitude -121.45 ProjectURL More info Project Type New Construction ProjectBudget 20,000,000.00 ProjectStartDate May 1, 2018 0...:....'G...lfl..,.. 11...1E 7r19r1 Zoom to Edit Get Directions College 10 ea Joaquin St 14th Av City of La Quinta — RFP Project Management Software Page 180 Image of ArcGIS integration map with PMWeb Capital Improvement and GO Bond Projects Broken Arrow Enginnering i Conesrunion aENGINEERING FOR.,, COST MANAGEMENT SCHEDULING ,1El-.'. ASSET MANAGEME... JWORKFLOW ® PORTFOLIO TOO-HQX iti Layer List A X QSEARCH RECENT 2160022-CentraI Perk Community Center Root Rzplacelnent ?100020-('enna1 Park Commumtisca0lg Rauf Rgplarement Current Phase: 02 - Design Project Initiated_ 12/31/2019 Design Start: 10/16/2020 Design Flnisht4/18/2021 Construction Start: 5/31/2021 Construction Fnlsec 11/7/2021 Salm CreeMAa Gmen ery Girt. Rwr Replace&a n hawed ISW SM ', /te :ken Moo OK 79012 Project Cost 5450.000 Funeltr. bona. ExtT 0012 m.? '1 sTFIrR1:n:s mine Ma lel 0,191E1 ly *I Iulb, MIfroaa Uel QPMWeb Projects I.. 0eje�l f•� _ r® . - (:/1/ 1)411,1417. Li p 2 rel City Li mina 2021 MI Funding Source Table .tabus's: PUWeb Nee Perin Gem9n Q PMWeb's open architecture combines with a 100% web -based approach that does not rely on any other applications apart from standard web browsers. Access is via a simple, single web log -in, from any PC, iPad or Android device with Internet access. Browsers include Edge, Safari, Firefox, and Chrome. City of La Quinta — RFP Project Management Software P b Page 181 thikepow;ail 10101 i,........ 7. 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. City of La Quinta — RFP Project Management Software Exceptions, we only have 1 request noted as an exception below: 1. PMWeb License Agreement: The PMWeb License Agreement will need to be signed/incorporated into a final contract. We have included this document below our assumptions. Assumptions: 2. Professional Services: Implementation services are estimated based on information provided in the RFP. Services work is billed monthly for work completed the month prior. Since this is a request of "fixed bid", the monthly billing will be for the portion/percentage of work completed the previous month. 3. Timeline: Implementation typically takes between 3-6 months and depends largely on the scope and the availability of your team members to engage and participate in the implementation. Integration will require additional discovery as noted in the RFP questions. 4. Resources: To implement the solution in a timely manner, the City will need to provide the necessary resources available to make decisions and to participate in the implementation process. Resources should include subject matter experts, an implementation project manager, executive(s) and administrator(s). Executive oversight from the City with monthly reviews at minimum is highly recommended. 5. Reporting & Dashboards: Hours will be budgeted towards reports and dashboard work. Examples of reports and dashboards desired will help in the development of these items. 6. Integrations: We understand the City desires to integrate other City systems. We have integrated PMWeb with many systems such as ArcGIS, MS Dynamics, SAP, PeopleSoft, Lawson, ESRI, Oracle, JDE, Viewpoint, CGC, and more. Having performed hundreds of prior integrations, our team is well versed in effective integration strategies. In our experience, financial integrations require a defined scope and purpose for success. Some of our integrations are done via APIs and custom programming/coding, APIs and middleware, or simple flat file imports/exports combined with supporting tools such as Microsoft Powershell. Integrations typically include basic error logs and basic transformation of data as needed. We have allocated hours for the high-level discovery and scoping for City integration needs during the kickoff meetings. 7. Data Migration: Our understanding is that there will be some data migration, roughly 10GB worth of data. We have allocated hours for a high-level discovery and scoping for the migration 8. Custom User Guides: Hours will be allocated towards the creation of custom user guides. We have pre -built templates to build from. The tool we use to build the custom user guides is called Dr. Explain or Scribe. These are optional 3rd party software. The City may find these tools helpful to further develop and make future changes to these guides. 9. Travel Expenses: We assume the City will want some services performed onsite and some offsite. Travel expenses would be charged for onsite travel and is included in our proposal. City of La Quinta — RFP Project Management Software P b Page 183 IP1+1Wb End User License Agreement This End User License Agreement (this "Agreement") governs the use of the PWeb, Inc. ("PMWeb") software products ("Software") and accompanying documentation ("Documentation") licensed either directly from PMWeb or through its authorized distributor and the Client identified below (the "Client:' or "you")_ 1. LICENSE. SE. Subject to your payment of the License Fees, PMUIIeb grants to you, solely for your own internal business purposes, a non-exclusive, non- transferable, non -sub licensable, perpetual (except as set forth in Section 4 below) license to use the Software, in object code form. Additional technical support and subscription update coverage may be obtained by you for the Software in accordance with PMWeb's then -current plans and procedures, and at PMWeb's then -current published prices_ PMWeb licenses are specific to a single URL selected by you. You may not request a change to the URL and transfer the licenses to a new URL except at the annual renewal date. 2. INTELLECIUAL PROPERTY OWNERSHIP. The Software and Documentation is owned by PMWeb and its licensors and is protected by United States and foreign copyright laws and trade secret laws as set forth at section 3, below, and related international treaty provisions. You acknowledge and agree that except for your limited right to use the Software as granted in Section 1 above, PMWeb and its licensors have and shall retain the entire right, title and interest in and to all intellectual property rights arising from or relating to the Software whether or not merged into other materials. You shall not use the trademarks, service marks, logos, brand source distinctions and trade names of PMWeb without PMWeb's prior written consent. No license is granted hereunder covering US or foreign patents, if any, of PMWeb or its licensors, except as expressly granted and limited herein. 3. COPY AND OTHER RESTRICIIONS. You shall not copy the Software except to make one copy of the Software exclusively for inactive backup or archival purposes. You may copy the Documentation for your own internal business purposes. You shall not modify, reverse engineer, de -compile or disassemble the Software, or create derivative works based upon the Software_ You shall not use the Software in a timesharing arrangement nor encumber_ rent lease_ transmit, distribute or transfer the Software to any third party for any purpose without PMWeb's prior written consent. Transfer of Software or Documentation outside the country in which it was originally delivered to you is not permitted without PMWeb's prior written consent and is subject to your compliance with all applicable export restrictions. You shall not remove any product identification_ copyright notices or other notices or proprietary restrictions from the Software or Documentation nor disable_ circumvent or misuse any security or access features. Upon reasonable notice to you, PMWeb shall have the right to inspect your use of the Software and audit your relevant records to verify your compliance with the terms of this Agreement. The Software and Documentation contains valuable trade secrets and proprietary know-how that belongs to PMWeb and its licensors and it is made available to you in strict confidence_ ANY use or disclosure of the Software or of its algorithms, protocols or interfaces other than in strict accordI-wre with this agreement is prohibited and may be actionable as a violation of Upright PMWeb 2023 FM71ebEULtvB_1FL Page 14g3 City of La Quinta — RFP Project Management Software P b Page 184 PM Ireb-s or its licensors' proprietary rights. 4. TERMINATION. PMWeb shall have the right to terminate this Agreement and your right to use the Software and Documentation immediately upon your breach of this Agreement by email or other written notice to you. Upon termination_ you shall cease using the Software and Documentation and shall return to PMWeb all copies of the Software and Documentation. Termination of this Agreement shall not limit PMWeb from pursuing any other remedies available to it, including, but not limited to, injunctive relief, andlor damages nor shall termination relieve you of your obligations to pay PMWeb all License Fees and other sums accrued prior to the effective date of termination_ Client is responsible for all fees associated with the collection of amounts due from Client, including filing fees, reasonable artarne' -s fees and disbursements_ 5. LIMITATION- OF LIABILITY AND EXCLUSION OF CONSEQUENTIAL D PALtGES. PMWeb's liability, if any, shall not exceed the amounts Client has paid to PMWeb in the previous twelve (12) months pursuant to this Agreement PMWeb shall not be responsible to you, or any person claiming through you, for any type of incidental, punitive, indirect or consequential damages_ including but not limited to, lost revenue, lost profits, business interruption, replacement goods, loss of technology, rights or services, loss of data or interruption or loss of use of services or equipment,. even if advised of the possibility of such damages, whether arising under theory of contract, tort, strict liability or otherwise. PMWeb shall not be liable for any other damages and of avoidance of doubt, also confirms that it disclaims any warranty of merchantability or fitness for a purpose to the full extent allowable under governing law. G. NON -SOLICITATION. The Client or through any other company shall not offer direct or indirect employment to any employee of PMWeb or any of its affiliates and/or partners, management group or portfolio group at any time during the term of this agreement (or subsequent agreements) or for two (2) years after their last PMWeb engagement_ Violation of this clause can result in termination of the Client's license and right to use the Software. 7. EXTERN AL CUSTOMIZ AIIOI S AND RE P ORTIN G. PMWeb is not responsible to support any external custotuizations via scripts, functions, triggers_ validations, or custom reports that are created utilizing any reporting service (such as SQL) other than PMWeb Reporting_ Additionally_ PMWeb is not responsible to support any modifications to the software created through back -end development including, but not limited to, changing stored procedures, functions and ASP pages. PMWeb disclaims all liability and responsibility for such external customizations and reports and has no liability to fix issues with external customizations and reports_ PMWeb may assist in fixing external issues on a time and materials basis, but such assistance is not covered by the annual support and maintenance_ 8. Bm-D IG ARBITRATION. Any controversy or claim arising out of or relating to this agreement shall be determined by binding and final arbitration in accordance with the International Arbitration Rules of the American Arbitration Association. Class action lawsuits, class -wide arbitrations, private attorney- general actions, and any other proceeding Oagyrigbi0 PMWeb 2023 PMWeb ELJL3. s'B_1FL Page2of3 City of La Quinta — RFP Project Management Software P b Page 185 where someone acts in a representative capacity shall not be allowed. 9. GO E} G LAW. This agreement constitutes the complete agreement between the parties with respect to the Software and Documentation and is governed by the laws of the State of Florida, without giving effect to principles governing conflicts of law. It shall not be governed by the United Nations Convention on the international sale of goods, the application of which is expressly excluded_ ACKNOWLEDGMENT: Authorized representatives of _ (-Client") have read the foregoing and all documents incorporated therein and agree and accept such terms effective as of this date Client: FNMA, Inc 2575 NE 1913' Sh'2et, PH6 Aventara, FL 33180 Signature Signature Print Name & Title Print Narne &. Title Date Date Capyiight 0 PMWeb 2023 P,fNebEULAx231FL Pa=_e3 of3 City of La Quinta — RFP Project Management Software C P b Page 186 • *w 11%...ck‘7\\ rL., r— • i 10. Acknowledgement of Insurance Requirements (Attachment 2) 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. City of La Quinta — RFP Project Management Software C P b Page 187 If selected, PMWeb 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. 4gitutria ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Mast be executed by proposer and subm tted with the proposal Michael demon (name) hereby acknowledge and confirm that PMWeb, 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 General Counsel, Director of Operations of (Title) PMWeb, Inc. (Company) City of La Quinta — RFP Project Management Software 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 51,000,000 (per occurrence) 52,000,000 (general aggregate) City of La Quinta — RFP Project Management Software C Pfini4kb Page 188 11. Non -Collusion Affidavit (Attachment 3) Proposals must include an executed Non -Collusion Affidavit, included as Attachment 3, executed by an official authorized to bind the firm. City of La Quinta — RFP Project Management Software P b Page 189 NON -COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal Michael demon General Counsel Director of Operations I amof PMWeb, Inc_ - wA4III iR M115 - ATTACHMENT 3 (name) hereby declare as follows: (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 i nfomiation 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. Propose r Signature: Proposer Name: Proposer Title: Company Name: Address: Michael Vernon General Counsel, Director of Operations PMWeb, Inc_ 2875 NE 191st Street, PH6 Aventura, FL 33180 City of La Quinta — RFP Project Management Software 12. Acknowledgement of Addenda (Attachment 4) City of La Quinta — RFP Project Management Software PN/Ukkb Page 191 4atiotra ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA Mast be executed by proposer and submitted with the proposal; if no addenda has been issued, mark 'NIA" under Addendum No. indicating Not Applicable and sign ADDENDUM NO. SIGNATURE INDICATING RECEIPT Addendum 1 ` Addendum 2 0� City of La Quinta — RFP Project Management Software C Pfini4kb Page 192 Appendix • PMWeb Disaster Recovery -Business Continuity Plan City of La Quinta — RFP Project Management Software P PMWeb Disaster Recovery — Business Continuity Plan Emergency Notification Contacts Name Address Home Phone Mobile/Cell Phone Emergency Response Activities Purpose The purpose of this network disaster and business continuity recovery (NDR) plan is to prepare PMWeb Hosting Infrastructure in the event of disruptions affecting corporate local area networks (LAN), wide area networks (WAN), Internet access and wireless network services due to factors beyond our control (e.g., natural disasters or man-made events). This plan will also guide restoration of network integrity and normal operations to the widest extent possible in a minimum time frame. All PMWeb Hosting locations that are connected to the WAN are expected to implement preventive measures whenever possible to minimize operational disruptions and to recover as rapidly as possible when an incident occurs. This plan identifies vulnerabilities and recommends necessary measures to prevent extended network outages. It is a plan that encompasses all PMWeb Hosting network operations in all locations. Scope This is a disaster recovery (DR) plan, not a daily problem resolution procedures document. PMWeb Disaster Recovery - Business Continuity Plan / Copyright © 2023 Page 1 of 12 Action Who Performs 1. Identify and assess network outage Systems Administrator 2. Review with IT management Systems Administrator/Network Support 3. Evacuate area if necessary Building security 4. Initiate remedial actions to recover network assets Systems Administrator / IT Director 5. Decision to invoke network DR plan IT Director 6. Initiate DR plan activities IT Staff 7. Contact appropriate vendors and carriers IT Staff/Tech Support 8. Follow through on recovery procedures IT Staff 9. Report to senior IT management Systems Administrator Purpose The purpose of this network disaster and business continuity recovery (NDR) plan is to prepare PMWeb Hosting Infrastructure in the event of disruptions affecting corporate local area networks (LAN), wide area networks (WAN), Internet access and wireless network services due to factors beyond our control (e.g., natural disasters or man-made events). This plan will also guide restoration of network integrity and normal operations to the widest extent possible in a minimum time frame. All PMWeb Hosting locations that are connected to the WAN are expected to implement preventive measures whenever possible to minimize operational disruptions and to recover as rapidly as possible when an incident occurs. This plan identifies vulnerabilities and recommends necessary measures to prevent extended network outages. It is a plan that encompasses all PMWeb Hosting network operations in all locations. Scope This is a disaster recovery (DR) plan, not a daily problem resolution procedures document. PMWeb Disaster Recovery - Business Continuity Plan / Copyright © 2023 Page 1 of 12 PMWeb Disaster Recovery — Business Continuity Plan Plan Objectives Serves as a guide for PMWeb's IT voice, data, internet and wireless network recovery teams References and points to the location of network operational data outside this document Provides procedures and resources needed to assist in network recovery Identifies vendors and customers that must be notified in the event of a network outage Assists in avoiding confusion experienced during a network disruption by documenting, testing, and reviewing recovery procedures Identifies alternate sources for network equipment, network services, power supplies and other resources Documents storage, safeguarding and retrieval procedures for vital network records and other relevant data Assumptions Key network people (Systems administrator, administrators, team leaders, technicians and alternates) are available following a disaster This plan and critical network documents are stored in a secure off-site location and not only survived the disaster but are accessible immediately following a disaster Other IT departments and support organizations will have their own DR plans Disaster definition Any loss of carrier services (such as local access, wide -area network channels or Internet access), voice/data connectivity (such as routers, switches, firewalls, etc.), or natural or man-made disaster that causes an interruption in network connectivity relating to data, Internet and wireless technologies provided by PMWeb IT operations. This plan identifies vulnerabilities and recommends measures to prevent extended network outages. Recovery teams Emergency Management Team (EMT) Disaster Recovery Team (DRT) IT Technical Support (IT) for Networking See Appendix A for details on the roles and responsibilities of each team. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 2 of 12 PMWeb Disaster Recovery — Business Continuity Plan Team Member Responsibilities • Each team member will designate an alternate/backup. • All team members should keep an updated calling list of team members' work, home and cell phone numbers both at home and at work. • All team members should keep this plan for reference at home in case a network disaster happens after normal work hours. All team members should familiarize themselves with the contents of this plan. Instructions for Using the Plan Invoking the Plan If an initial assessment of the network disruption indicates a potentially prolonged outage (e.g., longer than eight hours), this plan becomes effective when approved by senior IT management. The plan will remain in effect until network operations are resumed at all affected locations. Disaster Declaration The Senior Management Team, with input from the Emergency Management Team, Disaster Recovery Team and IT Technical Support, is responsible for declaring a disaster and activating network recovery teams as outlined in this plan. In a major disaster situation affecting multiple company locations, the decision to declare a disaster is determined by PMWeb senior management. The Emergency Management Team and Disaster Recovery Team will respond based on the directives specified by senior management. Notification Regardless of the network disruption circumstances, or the identity of the person(s) first made aware of the disaster, the Emergency Management Team (EMT) and Disaster Recovery Team (DRT) must be activated immediately in the following cases: • Two or more systems and/or sites are down concurrently for three (4) or more hours. • Five or more systems and/or sites are down concurrently for three (4) or more hours. Any problem involving a voice/data/Internet/wireless network facility that would cause either of the above conditions to be present or there is certain indication that either of the conditions is about to occur. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 3 of 12 PMWeb Disaster Recovery — Business Continuity Plan Emergency Management Standards Backup Policy Full system snapshot backups protect and preserve corporate network information and should be performed on a regular basis for system logs and technical documents that are not easily replaced, have a high replacement cost or are considered critical. Backup media should be stored in a secure and geographically separate location from the original and isolated from environmental hazards. Backup network components, cabling and connectors, power supplies, spare parts and relevant documentation should be stored in a secure area on-site as well as at other corporate locations. Network -specific data and document retention policies specify what records must be retained and for how long. All network organizations are accountable for carrying out instructions for records management in their organization. IT Technical Support follows these standards for data backup and archiving, particularly for networks: Full System Backups Virtual Machine Backup All production systems are backup nightly using full system AMIs (Amazon Machine Images) and are stored across regions for redundancy with an RTO of 2 hours and an RPO up to 24 hours Backup Retention Policy Backup media is stored at locations that are secure, isolated from environmental hazards, and geographically separate from the location housing network components. Backups are retained for 14 days; Clients can request a backup of their databases to be kept by the client System backup restores are tested quarterly. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 4 of 12 PMWeb Disaster Recovery — Business Continuity Plan Emergency management procedures The following procedures are to be followed by network administration and operations personnel and other designated PMWeb employees in the event of a network disruption or related outage. Where uncertainty exists, the more reactive action should be followed to provide maximum protection and personnel safety. These procedures are furnished to PMWeb's management personnel to take home for reference. Several pages have been included to supply emergency contacts. In the event of any situation where access to a building housing network infrastructure equipment is denied, personnel should report to alternate locations or contact security for access if the location is not damaged or quarantined. Primary and secondary locations are listed below. Alternate Locations PMWeb Main Office • Attempt to contact your immediate supervisor or management via telephone. PMWeb Andover Office • Attempt to contact your immediate supervisor or management via telephone. In the event of a natural disaster In the event of a major catastrophe affecting PMWeb's network operations, immediately notify the IT Director/IT Staff. Procedure PM eb STEP ACTION 1 Notify EMT and DRT of impending event as time permits. 2 If impending natural disaster can be tracked, begin launching network DR plans within 48 hours as follows: • Deploy network technical and admin personnel on standby. • Deploy vehicles with replacement workspace, internet access, power, computers, network connectors and phones. • Facilities department on standby for replacement shelters. • Basic necessities are acquired by support personnel when deployed: • Cash for one week • Food and water for one week • Gasoline and other fuels • Supplies, batteries, flashlights, medical supplies, etc. PMWeb Disaster Recovery - Business Continuity Plan / Copyright © 2023 Page 5 of 12 PMWeb Disaster Recovery — Business Continuity Plan 3 24 hours prior to event: • Create an image of network and system databases and other relevant files. • Back up critical network and system elements. • Initiate Replication of Storage/Active Directory/etc... • Ensure backup routers, switches, file servers, etc. are operational at Disaster Recovery Alternate Site. • Fuel emergency vehicles. • Notify senior management. In the event of a network services provider outage In the event of a network service provider outage, the guidelines and procedures in this section are to be followed. Procedure STEP ACTION 1 Notify senior management of outage. Determine cause of outage and timeframe for its recovery. 2 If outage is greater than one hour, route all calls via alternate services. If it is a major outage and all carriers are down and downtime is greater than 24 hours, initiate DR failover to alternate site. Plan review and maintenance This network disaster recovery plan must be reviewed semi-annually and exercised on at least an annual basis. The test may be in the form of a walk-through, mock disaster, or component testing. Additionally, considering the dynamic environment within PMWeb, it is important to review the listing of personnel and phone numbers contained within the network DR plan regularly. The hard -copy version of the network DR plan is stored in a common location where it can be viewed by site personnel and the EMT and DRT. Electronic versions are available via PMWeb network resources as provided by IT Technical Support. Each recovery team will have its own directory with change management limited to the recovery plan coordinator. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright © 2023 Page 6 of 12 PMWeb Disaster Recovery — Business Continuity Plan Alert/verification/declaration phase (1-3 hours) Plan checklists Network response and recovery checklists and plan flow diagrams are presented in the following two sections. The checklists and flow diagrams may be used by Technical Support members as "quick references" when implementing the network DR plan or for training purposes. Check connectivity to routers/firewalls Check Connectivity to Websites, HTTP/HTTPs and ping. Check connectivity to ESX Management Server Verify that storage devices (SANs) are up and running and that data redundancy is operational Once connectivity is established, the following procedures should be followed: • Ensure availability of IIS Services on shared/dedicated Virtual Machines • Ensure SQL Server is up and running on shared/dedicated Virtual Machines • Ensure Reporting Services are running on shared/dedicated Virtual Machines Once all above operations are verified, verify that scheduled maintenance including but not limited to: Database re -indexing, integrity checks and backups, VM snapshots and backups, etc... are operating and on -schedule. Plan checklists Initials Task to be completed PI: eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 7 of 12 PMWeb Disaster Recovery — Business Continuity Plan Notification of incident affecting the site On -duty personnel responsibilities If in -hours: Upon observation or notification of a potentially serious network disruption at a company location, ensure that personnel on site have enacted standard emergency and evacuation procedures if appropriate and notify the EMT and DRT. If out of hours: IT Technical Support personnel should contact the EMT and DRT. Provide status to EMT and DRT 1. Contact EMT and/or DRT and provide the following information when any of the following conditions exist: (See Appendix B for contact list) Network performance has sufficiently degraded to where normal operations are not possible for three or more hours. Any problem at any network infrastructure asset, system or location that would cause the above condition to be present or there is certain indication that the above condition is about to occur. The EMT will provide the following information: Location of incident. Type of incident (e.g., fire, hurricane, flood). Summarize the damage (e.g., minimal, heavy, total destruction). Meeting location that is a safe distance from the disaster scene. An estimated timeframe of when a damage assessment group can enter the facility (if possible). The EMT will contact the respective team leader and report that a disaster involving network operations has occurred. The EMT and/or DRT will contact the respective PMWeb team leader and report that a disaster affecting network operations has occurred. Decide course of action Based on the information obtained, the EMT and/or DRT decide how to respond to the event: Mobilize IT Technical Support, repair/rebuild existing network operations with network technical and admin staff or relocate to a new facility. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 8 of 12 PMWeb Disaster Recovery — Business Continuity Plan Inform team members of decision If a disaster is not declared, the location response team will continue to address and manage the situation through its resolution and provide periodic status updates to the EMT/DRT. If a disaster is declared, the EMT and/or DRT will notify IT Technical Support immediately for deployment of network DR plans. Declare a disaster if the situation is not likely to be resolved within predefined time frames. The person who is authorized to declare a network disaster must also have at least one (1) backup who is also authorized to declare a disaster in the event the primary person is unavailable. Disaster declared: mobilize incident response/technical support teams/report to command center Once a network outage disaster is declared, the Disaster Recovery Team (DRT) is mobilized. This team will initiate and coordinate the appropriate recovery actions. Network technical and administrative employees should assemble at a designated location as soon as possible. Conduct detailed damage assessment (This should be performed prior to declaring a disaster) 1. Under the direction of local authorities, IT Technical Support and/or EMT/DRT, assess the damage to the network and related assets. Include vendors/providers of installed network services and equipment to ensure that their expert opinion regarding the condition of the network is determined ASAP. A. Participate in a briefing on assessment requirements, reviewing: (1) Assessment procedures (2) Gather requirements (3) Safety and security issues NOTE: Access to the facility following a fire or potential chemical contamination will likely be denied for 24 hours or longer. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 9 of 12 PMWeb Disaster Recovery — Business Continuity Plan B. Document assessment results using Assessment and Evaluation Forms contained in Appendix G: Building access permitting: • Conduct an on-site inspection of affected areas to assess damage to essential network records (files, manuals, contracts, documentation, etc.) and electronic data. • Obtain information regarding damage to the network, e.g., environmental conditions, physical structure integrity, furniture, and fixtures) from the DRT. 2. Develop a Restoration Priority List, identifying facilities, vital records and equipment needed for resumption of network operations that could be restored and retrieved quickly. 3. Recommendations for required resources. Contact DRT: Decide whether to continue to business recovery phase The EMT and DRT gather information regarding the event; contacts senior management and provides them with detailed information on status. Based on the information obtained, senior management decides whether to continue to the business recovery phase of this network DR plan. If the situation does not warrant this action, continue to address the situation at the affected site(s). Network recovery phase (4 hours - full recovery) This section documents the steps necessary to activate network recovery plans to support full restoration of systems and network functionality at either 1) the original company location or 2) an alternate/recovery site that would be used for an extended period of time. Coordinate resources to re-establish network operations at the primary site and reconstruct network operations at a temporary/permanent system location, and to deactivate recovery teams upon return to normal network operations in either scenario. PMWeb System and facility operation requirements The system and facility configurations for each location are important to re- establish normal network operations. Notify IT technical support staff and coordinate return to primary facility/location See Appendix A for IT Technical Support staff associated with recovery of network operations at the original site. Secure funding for return to work Make arrangements in advance with network service carriers and equipment vendors to recover network operations at the primary site. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 10 of 12 PMWeb Disaster Recovery — Business Continuity Plan Notify IT technical support staff/coordinate relocation to new facility/location See Appendix A for IT Technical Support staff associated with configuring network services at an alternate location (replacement for original site). Notify EMT and corporate business units of network recovery Using the call list in Appendix B, notify the appropriate company personnel. Inform them of any changes to processes or procedures, contact information, hours of operation, etc. (may be used for media information). Operations recovered Assuming all relevant network operations have been recovered either to the original location or to an alternate site with employees in place to support network operations, the company can declare that its network is functioning normally. Appendixes Appendix A: PMWeb recovery teams Emergency Management Team Note: See Appendix B for contact list. Members include senior management, Human Resources, Corporate Public Relations, Legal Department, IT Technical Support, Risk Management and Operations. Charter: Responsible for overall coordination of the network disaster recovery effort, evaluation and determining disaster declaration and communications with senior management. Support activities: The Emergency Management Team: Evaluates which recovery actions should be invoked and coordinate with the corresponding network recovery teams. Analyzes network damage assessment findings. Sets restoration priority based on damage assessment reports in collaboration with IT Technical Support. Provides senior management with ongoing status information. • Acts as a communication channel to corporate teams and major customers. • Work with vendors, carriers and IT Technical Support to develop a rebuild/repair schedule. PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 11 of 12 PMWeb Disaster Recovery — Business Continuity Plan Disaster Recovery Team (DRT) Note: See Appendix B for contact list. Charter: Responsible for overall coordination of the network disaster recovery effort, establishment of the emergency command area (if needed) and communications with senior management, the Emergency Management Team, and IT Technical Support teams. Support activities: Coordinate with EMT, senior management and IT Technical Support Assist with determination of network recovery needs with IT Technical Support. Establish command center and assembly areas. Notify all company department heads and advise them to activate their plan(s) if applicable, based upon the disaster situation. If no network disaster is declared, take appropriate action to return to normal network operations using regular network operations staff. Determine if carriers, vendors and other teams are needed to assist with detailed damage assessment. Prepare post -disaster debriefing report. Coordinate the development of revised network recovery plans and ensure they are updated semi-annually. Appendixes Appendix B: PMWeb Contact List Senior Management Team: Kevin Nguyen, Michael Vernon, David Stone Human Resources: Kevin Nguyen Corporate Public Relations: Michael Vernon Legal Department: Michael Vernon IT Technical Support: David Stone Risk Management and Operations: David Stone Emergency Management Team: IT Director David Stone and IT Staff IT Technical Support Team: IT Director David Stone and Support staff E-mail michael.vernon@pmweb.com kevin.nguyen@pmweb.com david.stone@pmweb.com PM eb PMWeb Disaster Recovery - Business Continuity Plan / Copyright O 2023 Page 12 of 12