2020/12/02 Council Agenda Packet

The party responsible for leading the effort or providing significant decisions is identified under G. Roles and Responsibilities. The parties required to assist in the deliverable are identified under the "Assist" column. The City deliverables are also listed as they are critical to the overall success of the project and acknowledge the partnership required to get the Solution into production. Monthly progress payments are contingent upon the City acceptance of the monthly status report. 15.1 Acceptance of Project Deliverables Acceptance of deliverables by either party is critical to keeping the project on schedule; therefore, there must always be a sense of urgency around the review and approval of every deliverable. Thus, both parties will adhere to the following steps for deliverable review and acceptance: • Timmons Group completes the deliverable and delivers it, in the specified format, to the City Project Manager as per the Project Schedule. • A walkthrough of the deliverable (as appropriate) will occur within 10 business days, unless mutually agreed otherwise, of it being received, with Timmons Group providing an orientation of the deliverable and responding to questions. • The City will review each deliverable in detail and determine whether it conforms to the deliverable specifications. The time period for the City review of each deliverable will be as mutually agreed between Timmons Group and the City in the detail set forth in the Project Schedule. In the event that the review period is not specified in the Project Schedule, then the length of time necessary or appropriate for such review may vary in accordance with the size and scope of the deliverable, however, the City will conduct each review promptly in good faith In the event Timmons Group believes that the City is not conducting its review promptly it may request a meeting of the PMs to resolve the cause of the delay • In the event that the deliverable is incomplete, unclear or deficient the City will provide a detailed list in writing of the deficiencies and questions regarding the deliverable within the time period set forth above. • Timmons Group will provide a response resolving the deficiencies and/ or concerns within five (5) business days from receipt of the list of questions/deficiencies. If the deficiency cannot reasonably be resolved in such timeframe, then Timmons Group will provide a written summary of the steps being taken for resolution and an estimate of when the resolution will be complete A review meeting maybe scheduled as appropriate to expedite the approval process. • The City and Timmons Group may initiate a Change Order to extend the Project Schedule as appropriate and taking into account responsibility for the delay or to provide for the conditional acceptance of the deliverable subject to a written plan of resolution. The Change Order may or may not have associated additional expense, if delays are caused by Timmons Group. • The City shall not unreasonably encumber the review and approval process as to slow down the process without accepting responsibility for the potential schedule impact that may result. • The City is also considered to have deliverables, and scheduled activities as defined in the Project Schedule and the City will be responsible for delays resulting from the City's failure to provide such deliverables on schedule. • Mods and Interfaces are considered deliverables and will conform to these same procedures. • Forms, Bill, S/O, reports, letters and portals are considered deliverables and will conform to these same procedures, within reason; if several reports forms, s/o etc., are delivered at once, expectations for review and response will be negotiated. • Deliverable and associated sign -offs are considered deliverables and will conform to these same procedures. • Change Orders are considered deliverables and will conform to these same procedures. 411Page