===== PDF PAGE 1 ===== [Extraction: OCR (rendered-page OCR)] WEST CHICAG WHERE HISTORY & PROGRESS MEET NOTICE PUBLIC AFFAIRS COMMITTEE Monday, October 21, 2024 6:15 P.M. — Council Chambers AGENDA Call to Order, Roll Call, and Establishment of a Quorum Approval of Minutes A. Public Affairs Committee of August 19, 2024 Public Participation / Presentations tems for Consent Installation of Downtown Murals Contract for Demolition of Buildings Contract for Cloudpermit Software Setup and Subscription Draft Contract for Proposed Community Park Rideshare Access Program Reimbursement Agreement BOARS Items for Discussion Unfinished Business New Business Reports from Staff A. West Chicago Police Department Monthly Reports Adjournment 475 Main Street T (630) 293-2200 West Chicago, Illinois F (630) 293-3028 Ruben Pineda 60185 westchicago.org MAYOR Michael L. Guttman CITY ADMINISTRATOR ===== PDF PAGE 2 ===== [Extraction: OCR (rendered-page OCR)] MINUTES PUBLIC AFFAIRS COMMITTEE Monday, August 19, 2024, 6:15 P.M. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Chassee called the meeting to order at 6:15pm. Roll Call found Alderman Brown, Hallett, Birch Ferguson, Smith, Short and Banas. Approval of Minutes. A. Public Affairs Committee Minutes of July 15, 2024. Alderman Banas made a motion, seconded by Alderman Short to approve the minutes of the Public Affairs Committee. Voting Aye: Chairman Chassee, Alderman Hallett, Birch Ferguson, Smith, Short and Banas. Voting Nay: 0. Abstain: Alderman Brown. Motion carried. Public Participation / Presentations. Items for Consent. A. West Chicago Park District Spooky Trail. Alderman Banas made a motion, seconded by Alderman Hallett to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Smith, Short and Banas. Voting Nay: Abstain: 0. Motion carried. B. Resolution 24-R-0062. A Resolution Approving a Service Agreement with Andy Frain Services, Inc., for School Crossing Guard Services. Alderman Banas made a motion, seconded by Alderman Hallett to direct this item to City Council for approval. Voting Aye: Chairman Chassee, Alderman Brown, Hallett, Birch Ferguson, Smith, Short and Banas. Voting Nay: Abstain: 0. Motion carried. Items for Discussion. Unfinished Business. New Business. Chairmen Chassee two concerning issues: Increase of Solicitation and George Street parking. There has been in increase of solicitors on public way Joliet Road, Route 59, Washington Street and North Ave. These solicitors are either asking for money or selling water or candy. Chief Fleury explained there is a Supreme Court Ruling that allows these solicitors to be on the roadways and solicit as long as they are not being aggressive. Our city attorneys are also looking further in to this issue. ===== PDF PAGE 3 ===== [Extraction: OCR (rendered-page OCR)] Chairmen Chassee has received many calls on Ann Street residents parking on George Street. Additional parking enforcement has been requested for George Street. Chief Fleury has instructed the CSO’s to check and issue all parkers citations if they are not displaying a George Street permit. Chairmen Chassee asked for a count of citations issued at the next Public Affairs Meeting. 8. Reports from Staff. 9. Adjournment. Alderman Birch Ferguson made a motion to adjourn, seconded by Alderman Hallett. The motion was approved by voice vote, and the meeting adjourned at approximately 6:34pm. Respectfully submitted, Yahaira Bautista Administrative Assistant to Chief of Police West Chicago Police Department ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] Item # 4.A. CITY OF WEST CHICAGO MEMORANDUM TO: Michael Guttman, City Administrator FROM: Daniel Peck, Marketing & Communications Manager SUBJ: Installation of Downtown Murals DATE: October 15, 2024 City staff, with a positive recommendation from the Cultural Arts Commission, seeks City Council approval for the installation of several murals in West Chicago's downtown area. This initiative aims to enhance the community's artistic landscape, promote local culture, and create a regional attraction that activates the City's downtown. Project Overview City staff proposes the installation of seven 8'x12' aluminum frames to host artwork that is digitally printed on vinyl banners at the following locations: • (1) 225 Main Street (AT&T) • (2) 200 Main Street (Gallery 200) • (1) 132 Main Street (West Chicago Museum) • (3) 103 W. Washington Street (Gallery 200) This initiative intends to revive a similar project that was initially presented to the Public Affairs Committee on November 23, 2020, by People Made Visible and the West Chicago Museum. The Committee reached a consensus to advance the proposal to the City Council, but the project did not proceed, likely due to disruptions caused by COVID-19. Additionally, for reference, a similar project utilizing the same process was installed in the City of Peoria. As part of this revived project, the City established an agreement with local artist Giovanni "Gio" Arellano to create a series of artwork themed around the Illinois Prairie Path. His artwork­ in-progress is included in this memorandum. This series aims to celebrate and showcase the features of the Illinois Prairie Path, which connects communities across DuPage County, including the City of West Chicago, as it weaves throughout the region. ===== PDF PAGE 5 ===== [Extraction: OCR (rendered-page OCR)] After the concept was confirmed and preliminary artwork was created, the project was presented to the Cultural Arts Commission for initial feedback and direction during its September meeting. A formal recommendation to seek approval to proceed was subsequently made at its October meeting. As the Commission members work toward completing the Public Art Master Plan for the City in 2025, this new addition to the City’s public art is recommended for incorporation as a rotating program that features changing artwork at set intervals. As part of this program, the Commission will establish timelines for installations, define themes, and outline the process for soliciting artists to provide fresh exhibits every few years. Installation Frames will be installed using 1-3/4” Tapcon concrete screw anchors spaced two feet apart along the exterior for facilities with brick and mortar. For the location at 103 W. Washington Street, self-tapping screws of appropriate length will be used. Once the frames are installed, the banners will be positioned within the frames and stretched along the edges until taut. The cover plate of the frame will then be closed, and screws will be inserted into the plate to secure the banner tightly. For frames installed at higher elevations, a 64-foot crane will be utilized, gaining access from Turner Court. The installation of these frames will be completed within one day but may require assistance from the Police Department and/or Public Works Department personnel to facilitate a partial or full road closure due to the size of the vehicle and location. Cost & Funding The total cost for the project is $28,007.50, which includes $8,400.00 for the artist and $19,607.50 for the production and installation of the banners and frames. The City has received a $14,900 grant from the DuPage Foundation’s JCS Arts, Health, and Education fund, designated for the initial implementation of a rotating mural program. To fulfill the grant requirements, the City has matched the funds, establishing a total budget of $29,800. After the installation of the frames, the estimated cost to replace the artwork for all seven locations is approximately $9,800, based on current cost estimates. Future artist fees would need to be determined and approved by the City Council. Conclusion The proposed mural project represents a vibrant addition to West Chicago’s cultural landscape. By investing in this initiative, the City can enhance community pride and attract visitors, further solidifying our downtown as a regional destination. City staff respectfully requests the Public Affairs Committee’s endorsement and the City Council's approval to move forward with this exciting project. ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] Prairie Path Mural Placement L.lllinois Prairie Path 2. Monarch Butterfly & Athanasia 3.Humming Bird & Bee Balm 4.Cardinal & Sunflower 5. Dragonfly & Coneflower 6.Invasive Species (Feral Cat;Wild Parsnip) 7.Endangered Species (Rusty Patched Bumblebee; Leafy Prairie Clover ===== PDF PAGE 7 ===== [Extraction: no text detected] [No text detected on this page; page may be blank, photographic, or graphical.] ===== PDF PAGE 8 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Contract for Building Demolition and Site Restoration for 126 Wood, 302 High, 314 High and 446 Main with Anthem Excavation & Demolition, Inc. FILE NUMBER: COMMITTEE AGENDA DATE: October 21, 2024 Resolution No. 24-R-0074 COUNCIL AGENDA DATE: STAFF REVIEW: Tom Dabareiner AICP SIGNATURE Z 5 > APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE ITEM SUMMARY: Staff seeks to proceed with building demolition and site restoration for four properties, the recently acquired 126 Wood Street, plus three residential properties located at 302 High Street, 314 High Street, and 446 Main Street. In August, Staff invited proposals from eight qualified firms. Three provided cost estimates, with Anthem Excavation & Demolition, Inc. providing site-by-site the lowest cost estimates. The added benefit with Anthem is they have on staff the ability test for asbestos and the testing is included in their proposal, unlike the other firms. Utility shut offs will be managed by Public Works. The cost figures are estimates as the presence and amount of substances like asbestos, which requires additional demolition precautions, is unknown. Arthur J Lootens, Inc. proposed a total cost of $190,037.00. Rizzi Brothers Excavating estimated a cost of 168,470.00. The total cost estimate for this work from Anthem is $105,500.00. Staff recommends the lowest qualified bidder. ACTIONS PROPOSED: Consideration of Resolution No. 24-R-0074 authorizing the demolition agreement for 126 Wood and three residential properties, with Anthem Excavation & Demolition, Inc., for an estimated $105,500.00 plus an amount within the City Administrator's signing authority to cover asbestos or other toxic clean-up costs. COMMITTEE RECOMMENDATION: ===== PDF PAGE 9 ===== [Extraction: OCR (rendered-page OCR)] RESOLUTION NO. 24-R-0074 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A FUNDING AGREEMENT WITH ANTHEM EXCAVATION & DEMOLITION, INC. FOR DEMOLITION AND SITE RESTORATION OF 126 WOOD AND THREE RESIDENTIAL PROPERTIES BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled that the Mayor is hereby authorized for building demolition and site restoration between the City of West Chicago and Anthem Excavation & Demolition, Inc., attached hereto, and incorporated herein as Exhibit “A”, for an amount not to exceed $105,000.00 plus an unknown amount within the City Administrator’s signing authority for asbestos or other toxin removal. APPROVED this day of October 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 10 ===== [Extraction: OCR (rendered-page OCR)] Anthem Excavation & Demolition, Inc. PO Box 496 Itasca, IL 60143 Office (630) 250-8212 CONTRACT THIS AGREEMENT made and concluded this 24th day of September 2024 by and between the CITY OF WEST CHICAGO, hereinafter called the OWNER or the CITY and Anthem Excavation & Demolition, Inc. hereinafter called the CONTRACTOR. WITNESSETH that the OWNER and the CONTRACTOR in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1: WORK The CONTRACTOR shall perform all work and shall provide and/or furnish all labor, materials, equipment, tools, machinery and all other incidentals necessary to complete in a workmanlike manner all work required for demolition and removal of all property buildings, concrete foundations, slabs, footings, driveways, walkways and parking lot at 126 Wood St; backfill all properties with clean fill to 6” above grade, final grade then seed and straw blanket all properties and maintain erosion control during and after demolition at all properties listed below hereinafter called the PROJECT in these contract documents, all in strict accordance with the specifications and other contract documents as prepared by the City of West Chicago, dated September 24, 2024. e Commercial Building at 126 Wood St PIN 04-09-210-011, 04-09-210-009, 04-09-210-005 Bid Price $39,500.00 e Residential Home at 302 High St PIN 04-10-113-004 Bid Price $22,000.00 e Residential Home at 314 High St PIN 04-10-113-005 Bid Price $22,000.00 e Residential Home at 447 Main St PIN 04-10-119-040 Bid Price $22,000.00 **Asbestos sampling/testing will be completed at all properties prior to demolition to determine if asbestos is present. Dan Bos is a licensed asbestos inspector. If asbestos is present at any of the properties, Anthem Excavation & Demolition, Inc. will provide a quote for the removal and legal disposal of any detected asbestos.** ===== PDF PAGE 11 ===== [Extraction: OCR (rendered-page OCR)] ARTICLE 2: CONTRACTOR COMPLIANCE The CONTRACTOR shall comply with all applicable laws, regulations and rules promulgated by any Federal, State, County, Municipal and/or other governmental unit or regulatory body now in effect or which may be in effect during the performance of the work. Included within the scope of the laws, regulations and rules referred to in this paragraph but in no way to operate as a limitation, are all forms of traffic regulations, public utility and Intrastate and Interstate Commerce Commission regulations, Workmen’s Compensation Laws, Prevailing Wage Laws, the Social Security Act of the Federal Government and any of its titles, FEPC or FEOC statutory provisions and rules and regulations. ARTICLE 3: CONTRACT PRICE The OWNER will pay the CONTRACTOR for performance of all work under this contract, the final contract amount as computed in accordance with the prices as set forth in the CONTRACTOR’S PROPOSAL, hereto attached, and in accordance with all approved changes or modifications thereto. ARTICLE 4: CONTRACT CHANGES The prices as contained in the CONTRACTOR’S PROPOSAL will apply to additions or deductions from the work to be performed, and if unit prices are not contained in the proposal, then additions or deductions from the work shall be in accordance with authorized and approved change orders. ARTICLE 5: PAYMENTS The OWNER shall make, to the CONTRACTOR, progress payments and final payment in accordance with the provisions as set forth in the General Requirements portion of the contract documents. ARTICLE 6: CONTRACT TIME This contract work shall be completed by December 2, 2024 for all work. Work shall commence upon Notice to Proceed. The CONTRACTOR fully understands and agrees that the completion time is an essential part of this contract and for each day, calendar day, that elapses between the CONTRACT COMPLETION DATE and the date on which the work is completed, including the removal of all equipment and obstructions, the CONTRACTOR will pay to the OWNER, as liquidated damages, the sum as set forth in the General Requirements of the contract documents. ARTICLE 7: INSURANCE Successful bidders shall procure and maintain for the term of the agreement or contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, his agents, representatives, employees or sub-contractors. The cost of such insurance shall be included in CONTRACTOR'S bid. A. Minimum Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability Occurance form number CG0001 (Ed. 11/85) with the City named as additional insured; and ===== PDF PAGE 12 ===== [Extraction: OCR (rendered-page OCR)] 2. Insurance Services Office Business Auto Liability Coverage form number CA 0001 (Ed. 10/90) or newer as amended covering Automobile Liability, code 1 “any auto”; and 3. Worker’s Compensation as required by the Labor Code of the State of Illinois and Employer’s Liability Insurance. B. Minimum Limits of Insurance CONTRACTOR shall maintain limits NO LESS than: 1. Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate shall be twice the required occurrence limit. Minimum General Aggregate shall be no less that $2,000,000 or a project specific aggregate of $1,000,000. 2. Business Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers’ Compensation and Employers’ Liability: Workers’ Compensation limits as required by the Labor Code of the State of Illinois and Employers’ Liability limits of $1,000,000 per accident. 4. Builder’s Risk: Shall insure against “All Risk” of physical damage, including water damage (flood and hydrostatic pressure not excluded), on a completed value basis where applicable. C. Deductible and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officials, agents, volunteers and employees; or the CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigation, claim administration and defense expenses. D. Policy Provisions The policies are to contain, or be endorsed to contain the following provisions: 1. General Liability and Automobile Liability Coverages a. The City, its officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the CONTRACTOR; products and completed operations of the CONTRACTOR; premises owned, leased or used by the CONTRACTOR; or automobiles owned, leased, hired or borrowed by the CONTRACTOR. The ===== PDF PAGE 13 ===== [Extraction: OCR (rendered-page OCR)] coverage shall contain no special limitations on the scope of protection afforded to the City, its officials, employees or volunteers. b. The CONTRACTOR'S insurance coverage shall be primary insurance as respects the City, its officials, agents, employees or volunteers. Any insurance or self-insurance maintained by the City, its officials, agents, employees or volunteers shall be excess of CONTRACTOR’S insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officials, agents, employees or volunteers. d. Coverage shall state that CONTRACTOR'S insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. 2. Workers’ Compensation and Employers’ Liability Coverages The insurer shall agree to waive all rights of subrogation against the City, its officials, agents, employees and volunteers for losses arising from work performed by CONTRACTOR for the City. 3. All Coverages Each insurance policy required by the clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with insurers with a Best’s rating of no less that A: VII and licensed to do business in the State of Illinois. F. Verification of Coverage CONTRACTOR shall furnish the City with certificates naming the City, its officials, agents, employees and volunteers as an additional insured and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to request full certified copies of the insurance policies. G. Sub -Contractors ===== PDF PAGE 14 ===== [Extraction: OCR (rendered-page OCR)] CONTRACTORS shall include all sub-contractors as insured under its policies or shall furnish separate certificates and endorsements for each sub-contractor. All coverages for sub- contractors shall be subject to all of the requirements stated herein. ARTICLE 8: CONTRACT DOCUMENTS The Contract Documents which comprise the Contract between the OWNER and the CONTRACTOR, and which are as fully a part of this Contract as if herein set out verbatim, or, if not attached, as if attached hereto are as follows: 8.1 This Agreement 8.2 Request for Proposal Bid Package 8.3 Certificate of Insurance 8.4 CONTRACTOR’S Proposal 8.5 Modifications, including change orders duly executed after completion of this Agreement. ARTICLE 9: INDEMNITY HOLD HARMLESS PROVISION To the fullest extent permitted by law, the CONTRACTOR hereby agrees to defend, indemnify and hold harmless the city, its officials, agents and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, cost and expenses, which may in anywise accrue against the city, its officials, agents and employees, arising in whole or in part or in consequence of the performance of this work by the CONTRACTOR, its employees, or sub-contractors, or which may in anywise result therefore, except that arising out of the sole legal cause of the city, its agents or employees, the CONTRACTOR shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connection therewith, and, if any judgment shall be rendered against the city, its officials, agents and employees, in any such action, the CONTRACTOR shall, at its own expense, satisfy and discharge the same. CONTRACTOR expressly understands and agrees that any performance bond or insurance policies required by this contract, or otherwise provided by the CONTRACTOR, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the municipality, its officials, agents and employees as herein provided. ARTICLE 10: CONTRACTOR’S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following representations: 10.1 CONTRACTOR has examined and carefully studied the Contract Documents and other related data identified in the Bid Invitation Package including “technical data.” 10.2 CONTRACTOR has visited the site and become familiar with and is satisfied as to the general, local and site conditions that may affect cost, progress, performance or furnishing of the PROJECT. 10.3 CONTRACTOR is familiar with and is satisfied as to all federal, state and local law and regulations that may affect cost, progress, performance or furnishing of the PROJECT. ===== PDF PAGE 15 ===== [Extraction: OCR (rendered-page OCR)] 10.4 CONTRACTOR is aware of the general nature of work to be performed by OWNER and others at the site that relates to the PROJECT as indicated in the Contract Documents. 10.5 CONTRACTOR has correlated the information known to CONTRACTOR, information and observations obtained from visits to the site, reports and drawings identified in the Contract Documents and all additional examinations, investigations, explorations, tests, studies and data with the Contract Documents. 10.6 CONTRACTOR has given the OWNER written notice of all conflicts, errors, ambiguities or discrepancies that CONTRACTOR has discovered in the Contract Documents and written resolution thereof by OWNER is acceptable to CONTRACTOR, that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the PROJECT. 10.7 CONTRACTOR warrants and represents that it is not in arrears to the OWNER upon debt or contract, and that it is not a defaulter as surety, contractor, or otherwise, to any person, firm or entity. 10.8 CONTRACTOR warrants and represents that CONTRACTOR is financially solvent, that CONTRACTOR has the financial resources necessary to perform and complete the PROJECT in accordance with the Contract Documents, that CONTRACTOR is sufficiently experienced and competent to complete the PROJECT and that the facts stated in its Bid and the information given by CONTRACTOR are true and correct in all respects. 10.9 CONTRACTOR warrants and represents that CONTRACTOR shall hereafter have no claim for payment or additional compensation based upon conditions at the work site or sites, or omissions, ambiguities or conflicts in the Contract Document and CONTRACTOR shall only be entitled to an extension of time as provided in the Contract Documents. 10.10 CONTRACTOR warrants and represents that the statements contained in the CONTRACTOR'S Certification attached hereto and by this reference incorporated herein and made a part hereof are true and correct. ARTICLE 11: MISCELLANEOUS 11.1 Neither the OWNER nor the CONTRACTOR shall, without prior written consent of the other Party assign or subcontract, in whole or in part, his interest under any of the Contract Documents and specifically, the CONTRACTOR shall not assign any money due or to become due without consent of the OWNER. 11.2 The OWNER and the CONTRACTOR each binds himself, his partners, successors, assigns and legal representatives to the other Party hereto in respect to all covenants, agreements and obligations contained in the Contract Documents. ===== PDF PAGE 16 ===== [Extraction: OCR (rendered-page OCR)] 11.3 The CONTRACTOR shall furnish any affidavit or certificate, in connection with the work covered by this agreement as provided by law. ITS MUTUALLY UNDERSTOOD AND AGREED that the CONTRACTOR shall have full control of the ways and means of performing the work referred to above and that the CONTRACTOR or his/its employees, representative or subcontractors are in no sense employees of the OWNER, the CONTRACTOR and any Party employed by the CONTRACTOR bears the relationship of an independent contractor. IN WITNESS HEREOF, the Parties hereto have caused this AGREEMENT to be executed the day and year first above written in two counterparts, which for all intent, and purposes shall be considered as the original. OWNER: CITY OF WEST CHICAGO CONTRACTOR: Anthem Excavation & Demolition, Inc. By: _ By: hag bit pr Its: . Its: Pitsideat Date: Date: ‘I | 20 | 2024 P.O. Box 496 Itasca, IL 60143 ===== PDF PAGE 17 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.C. Authorize Contract with Cloudpermit for Building Permit and Code Enforcement Software FILE NUMBER: COMMITTEE AGENDA DATE: October 21, 2024 Resolution No. 24-R-0075 COUNCIL AGENDA DATE: sicnature_ Zo APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE STAFF REVIEW: Tom Dabareiner AICP ITEM SUMMARY: A new building permit, rental/business registration and code enforcement software was sought out to improve efficiencies for both the applicant and City Staff. The item was budgeted at $200,000 for the first year. The lowest qualified proposal, Cloudpermit, came in at a total of $153,500 for a three-year term. The second lowest was SmartGov at an equivalent proposal of $169,600. Staff recommends Cloudpermit. During the last 12 months, the Community Development Director routinely received marketing calls from prospective permit software firms and a list of these was maintained. Eight permit software firms were interviewed by the Director and the Chief Building Official in August and, while all could perform one or more aspects of the desired work, two stood out: Cloudpermit and SmartGov, both cloud-based systems. Representatives from the two firms were invited back for a second interview with additional representation from the West Chicago Economic Development Coordinator, the Finance Director, GIS and administrative staff. There was overall concurrence that Cloudpermit offered the greatest benefit for the City of West Chicago, not the least due to the fact that an applicant could fill out the online form in Spanish. There was a general concession that the SmartGov software appeared slightly easier to use on the applicant side, if not as much on the City Staff side. Both can interface with our GIS system and Finance. Both can transfer historic permit and code enforcement data for use in the new system. Cloudpermit promises a system that communicates daily with Central Square. References were very strong for both, although Cloudpermit has more clients in Chicagoland than does SmartGov. Tech support is very good for both. Both record the training sessions for our future use. A cost summary is below: Company First Year: Form Second Year: Third Year: Creation, Data Transfer | Maintenance Maintenance and Training, plus Maintenance SmartGov $96,400 $36,600 $36,600 Cloudpermit $84,500 $34,500 $34,500 Again, SmartGov may provide a slightly more intuitive interface for an applicant. However, Cloudpermit offers both Spanish and English interfaces; SmartGov is English-only. With that and the somewhat lower cost, Staff recommends Cloudpermit. A contract and scope is attached. ===== PDF PAGE 18 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO ACTIONS PROPOSED: Recommend the Mayor execute an agreement with Cloudpermit for permit software services for the City for an amount not to exceed $153,500.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 19 ===== [Extraction: OCR (rendered-page OCR)] RESOLUTION NO. 23-R-0094 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT WITH CLOUDPERMIT FOR BUILDING PERMIT AND CODE ENFORCEMENT SOFTWARE BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled that the Mayor is hereby authorized to execute a Contract with Cloudpermit to provide building permit and code enforcement software set up, training and maintenance, as attached hereto, and incorporated herein as Exhibit “A” for an amount not to exceed $153,500 for a three-year contract. APPROVED this day of October 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 20 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit () Order Form Order #: Q-03045-1 Cloudpermit Customer #: CUST-0030132 11911 Freedom Drive, Ste. 720 Date: 9/25/2024 Reston, Virginia 20190 Sales Person: Brian Liszka United States Sales Person Email: brian.liszka@cloudpermit.com Delivery Method: E-Mail Ship To Bill To Stuart Caravello West Chicago West Chicago 475 Main Street 475 Main Street West Chicago, Illinois 60185 West Chicago, Illinois 60185 United States United States (630) 293-2200 scaravello@westchicago.org Subscription Product Invoice 1 Building Annual Total USD 15,000 USD 15,000 USD 15,000 Code Enforcement Annual Total USD 4,500 USD 4,500 USD 4,500 Integration with Annual Total USD 1,500 USD 1,500 USD 1,500 Laserfiche - Subscription Fee Land Use Annual Total USD 6,000 USD 6,000 USD 6,000 Licensing and Annual Total USD 7,500 USD 7,500 USD 7,500 Registration Mobile App for Annual Total USD 0 USD 0 USD 0 Inspections Subscription Total: USD 34,500 USD 34,500 USD 34,500 Subscription start date will be the contract signature date unless otherwise stated in the Terms & Condition section. Service Description Implementation Fee - Building Software Solution Implementation Fee - Code Enforcement Software Solution Implementation Fee - Land Use Software Solution Implementation Fee - Licensing and Registration Software Solution Implementation Fee - Mobile App for Inspections Page 1 Appendix A ===== PDF PAGE 21 ===== [Extraction: OCR (rendered-page OCR)] Description Integration with Laserfiche - Implementation Annual Total USD 3,000 Service Total: USD 15,500 Customer Total First Year: USD 50,000 Page 2 Appendix A ===== PDF PAGE 22 ===== [Extraction: OCR (rendered-page OCR)] ORDER FORM for West Chicago/ Order#Q-03045-1 Terms and Conditions Term: 3 years, billable annually Invoicing: Subscription invoice to be sent after contract is signed and then annually. First invoice (50%) for implementation fee is due upon implementation start (M1) and the second invoice (50%) for implementation fee to be sent after Go Live Milestone (M2) is approved. Payment Term: Net 30 days from Invoice Date Subscription Start Date: Date of contract signature All stated prices are exclusive of any taxes. Customer Name: Signature: Printed Name of Person Signing: Title: Date: Accounts Payable Email: By signing here, the Customer agrees to this Order Form, the Software Service Agreement and any other appendices and documentation expressly referenced in this Order Form, the Software Service Agreement and/or any amendments (together the “Agreement”). The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer. Cloudpermit Signature: Jarkko Turtiainen Printed Name of Person Signing: SVP North America Title: Date: Page 3 Appendix A ===== PDF PAGE 23 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL Cloudpermit Software Service Agreement THIS AGREEMENT is made by and between the “Customer” as identified in the Order Form and Cloudpermit, Inc. a Delaware corporation with its office at 11911 Freedom Drive, Suite 720, Reston, VA, 20190, USA (“Cloudpermit”). 1.1 DEFINITIONS Unless the context otherwise requires, the following words and expressions have the following meanings: “Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with the subject entity. Such control, for purposes of this definition, means direct or indirect ownership or control by agreement or otherwise of more than 50% of the voting interests of the subject entity. “Agreement” means the Order Form, this Software Service Agreement and all appendices and other documents expressly referenced in the Order Form, this Software Service Agreement and/or any amendments. “Business Day” means any day other than a Saturday, Sunday or federal holiday in the USA. “Cloudpermit Software” means the Cloudpermit platform, software applications and any third-party software applications that Cloudpermit will provide access to for the Customer and End Users. “Confidential Information” means any information made available by one Party to the other, in any form or medium, that is proprietary or confidential to a Party or its affiliates, or their respective customers, suppliers, or other business partners, including, without limitation, all documentation, products, tools, materials, inventions, discoveries, works of authorship, programs, derivative works, information, designs, know-how, trade secrets, configurations, technical information, data, ideas, methods, processes, schematics and business plans, whether or not specifically identified as confidential. “Customer Data” means information, data and other content that is provided by the Customer to Cloudpermit, but does not include any content that is publicly available, currently or in the future. "Customer Systems" means the Customer’s information technology infrastructure including computers, software, databases, database management systems, other electronic systems and networks, whether operated directly by the Customer or through the use of third-party services that enable the Customer and/or End Users to access the Cloudpermit Software. “End User” means any individual that Customer has designated or authorized to use the Cloudpermit Software. End Users may include, for example, residents, employees, SA v7 - Aug 2024 1 ===== PDF PAGE 24 ===== [Extraction: OCR (rendered-page OCR)] 2.1 2.2 CONFIDENTIAL consultants, contractors of Customer, and representatives of any other third parties with which Customer transacts business. “End User Data” means the information, data and other content that is provided by an End User to Cloudpermit but does not include any content that is publicly available, currently or in the future. “Fees” means the annual subscription fees, implementation fees and any other fees stated in the Order Form, any Appendix or otherwise agreed to in writing by the Parties. “Force Majeure Event” means any event or occurrence which is outside the reasonable control of a Party and which is not attributable to any act or failure to take commercially reasonable preventative action by that Party, including war, act of foreign enemies, hostilities (regardless of whether war is declared), terrorist activities, strikes, lockouts, pandemics, interruption or failure of electricity, and Acts of God (including fire, flood, earthquake, hurricane, or other natural disaster), but not including insolvency or lack of funds. “General Communications Network” means communication networks owned, and/or leased, and operated by internet service providers which allow individuals to access the internet and access the Cloudpermit Software via the internet. “Identifier” means a user name and password that associates an End User with the End User's account or user ID in the Cloudpermit Software. “Implementation” means the initial configuration and implementation of the Cloudpermit Software for the Customer. “Party” and “Parties” mean Cloudpermit and its affiliates and/or the Customer. CLOUDPERMIT’S RESPONSIBILITIES Cloudpermit will make the Cloudpermit Software available to the Customer pursuant to this Agreement and the additional terms and conditions for use of the Cloudpermit Software by End Users available at www.cloudpermit.com as may be amended from time to time. Cloudpermit will use all commercially reasonable efforts to keep the Cloudpermit Software available for use except for downtime or degradation for maintenance, installation, change, data security risk, requirements of law, regulation by government authorities, a Force Majeure Event, or any other circumstances beyond Cloudpermit’s reasonable control. CUSTOMER’S RESPONSIBILITES The Customer and each End User is required to maintain an internet connection at its own cost to access the Cloudpermit Software. The Cloudpermit Software may be used by the Customer and End Users only in accordance with this Agreement and the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time. SA v7 - Aug 2024 2 ===== PDF PAGE 25 ===== [Extraction: OCR (rendered-page OCR)] 3.3 3.4 3.5 3.6 4.1 4.2 4.3 4.4 4.5 CONFIDENTIAL The Customer will at all times maintain and operate in good repair the Customer Systems and take all actions necessary to secure Customer Data, End User Data and access credentials, including Identifiers. Cloudpermit is not liable or responsible for any delay or performance failure caused by the Customer or Customer Systems. If the Customer becomes aware of any actual or threatened harmful activity with respect to Customer Data, End User Data, Identifiers, unauthorized access to the Cloudpermit Software, unauthorized access to or acquisition of Customer Data or End User Data, or any other breach related to the Cloudpermit Software in any way, the Customer will immediately notify Cloudpermit and the Parties will each mitigate any negative effects of such harmful activity or breach. The Customer will promptly, upon request by Cloudpermit, provide all necessary information and guidelines to Cloudpermit for providing the Cloudpermit Software to the Customer and its End Users. The Customer ensures that the information and guidelines it provides are correct. The Customer shall not, and shall not authorize any other person to, access or use the Cloudpermit Software except as expressly permitted by this Agreement and the Customer shall not: (a) copy, modify or create derivative works or improvements to the Cloudpermit Software; (b) rent, lease, lend, sell, sublicense, assign, distribute, publish, transfer or otherwise make available the Cloudpermit Software to any person, including on or in connection with any time-sharing, service bureau, software as a service, cloud or other technology or service; (c) reverse engineer, disassemble, decompile, decode, adapt or otherwise attempt to derive or gain access to the source code of the Cloudpermit Software; (d) access or use the Cloudpermit Software other than by an authorized End User through the use of his or her own then-valid access credentials; (e) input, upload, transmit or otherwise provide to or through the Cloudpermit Software any content, information or materials that are unlawful or injurious, or contain, transmit or activate any harmful code or content; or (f) access or use the Cloudpermit Software for purposes of competitive analysis of the Cloudpermit Software, or for the development, provision or use of a competing software service or product. SERVICE FEES AND PAYMENT TERMS In consideration of Cloudpermit’s performance of its obligations under this Agreement, the Customer will pay all Fees in the manner provided for in the Order Form. All Fees and other amounts payable by Customer stated in the Order Form and in this Agreement are exclusive of applicable taxes. All amounts payable to Cloudpermit will be paid by the Customer in full without any set-off, recoupment, counterclaim, deduction, debit or withholding for any reason. Any sum not paid by the Customer when due will bear interest from the due date until paid at a rate of 1.5% per month, compounded monthly, or the maximum rate permitted by law. Invoices will be sent to the Customer as provided in the Order Form. SA v7 - Aug 2024 3 ===== PDF PAGE 26 ===== [Extraction: OCR (rendered-page OCR)] 5. 5.2 6.2 6.3 6.4 6.5 6.6 6.7 CONFIDENTIAL CHANGES Cloudpermit reserves the right to make any changes to the Cloudpermit Software that it deems necessary or useful to: (a) maintain or enhance the quality or delivery of the Cloudpermit Software to its customers, the competitive strength of or market for the Cloudpermit Software, or the cost efficiency or performance of the Cloudpermit Software; or (b) to comply with applicable law. Cloudpermit will make reasonable efforts to notify the Customer of any changes in advance. If such advance notice is not reasonably possible, then Cloudpermit will notify Customer after the change without delay. DATA, PRIVACY AND PROTECTION The Parties will each comply with all applicable privacy and data protection laws in force during this Agreement. Cloudpermit warrants that it will employ security measures in accordance with Cloudpermit’s privacy policy available at www.cloudpermit.com as may be amended from time to time. Neither Party is responsible for the data security of the General Communications Network or any disturbance in the General Communications Network. Customer has and will retain sole responsibility for: (a) all Customer Data and End User Data, including its content and use; (b) all information, instruction and materials provided by or on behalf of the Customer or any End User in connection with the Cloudpermit Software; (c) the Customer Systems; (d) the security and use of Customer's and End Users' access credentials, including Identifiers; and (e) all access to and use of the Cloudpermit Software directly or indirectly by or through the Customer Systems or any End Users' systems. Customer will employ all physical, administrative, and technical controls, screening, and security procedures and other safeguards necessary to: (a) securely administer the distribution and use of Identifiers or other credentials to access the Cloudpermit Software; and (b) control the content and use of Customer Data and End User Data, including uploading or other use or processing of Customer Data and End User Data, whether or not related to the Cloudpermit Software. Cloudpermit warrants that it will not cause or permit any Customer Data to be collected, reproduced, stored or otherwise processed in any manner or for any purpose other than performance of Cloudpermit’s obligations stated in this Agreement. As between Customer and Cloudpermit, Customer is and shall remain the sole and exclusive owner of all right, title, and interest in and to Customer Data. Customer hereby grants to Cloudpermit a license to use and process Customer Data as necessary for performance of the Cloudpermit’s obligations stated in this Agreement and the Customer's and End User’s use of the Cloudpermit Software. The Cloudpermit Software may provide external links to other sites on the internet, as a convenience for the Customer and End Users. Cloudpermit is not responsible for such linked destinations and such links do not imply Cloudpermit’s association, affiliation, sponsorship or endorsement of the content, operation or security of any such linked destination. SA v7 - Aug 2024 4 ===== PDF PAGE 27 ===== [Extraction: OCR (rendered-page OCR)] 6.8 6.9 7.1 7.2 7.3 7.4 9.2 9.3 CONFIDENTIAL Cloudpermit will provide a mechanism for the Customer to download and export Customer Data and End User Data during the Term of the Agreement to the fullest extent commercially reasonable in light of the circumstances that required such data recovery and restoration. Upon termination of the Order Form for any reason, whether or not Customer has retrieved Customer Data, Cloudpermit reserves the right to permanently and definitively delete the Customer Data held in the Services thirty (30) days following termination of the Order Form. IDENTIFIERS AND THEIR USE Cloudpermit will deliver to the Customer identifiers necessary for access to and use of the Cloudpermit Software in accordance with this Agreement and any additional terms and conditions for use by End Users. The Customer will be responsible for the use of the Cloudpermit Software by its employees, agents and End Users, including use of Identifiers. The Customer will notify Cloudpermit without delay if an Identifier has been disclosed to a third party or if the Customer suspects that an Identifier has been disclosed or otherwise misused. Upon request by Cloudpermit, the Customer will change any Identifier for access to the Cloudpermit Software. Cloudpermit may change any Customer Identifier and will provide prompt notice to Customer of such change. DATA LOCATION The servers used by Cloudpermit to provide the Cloudpermit Software and all data regarding the Cloudpermit Software will be hosted in the USA. WARRANTIES Each Party represents and warrants to the other Party that it has all required powers and capacity to enter into this Agreement, to grant the rights and license granted under this Agreement, and to perform its obligations under this Agreement. The Customer represents, warrants and covenants to Cloudpermit that the Customer owns or otherwise has, and will have, the necessary rights and consents in and relating to the Customer Data and End User Data so that, as received by Cloudpermit and processed in accordance with this Agreement, neither Party and will infringe, misappropriate or otherwise violate any intellectual property rights, or any privacy or other rights of any third party or violate any applicable law. EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS AGREEMENT, ALL SOFTWARE, SERVICES AND MATERIALS PROVIDED BY ONE PARTY TO THE OTHER HEREUNDER ARE PROVIDED “AS IS”. CLOUDPERMIT HEREBY DISCLAIMS ALL CONDITIONS AND WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE UNDER THIS AGREEMENT, AND CLOUDPERMIT SPECIFICALLY DISCLAIMS ALL IMPLIED CONDITIONS AND WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AND ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE. SA v7 - Aug 2024 5 ===== PDF PAGE 28 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL 10. OWNERSHIP AND INTELLECTUAL PROPERTY RIGHTS 10.1 The Customer acknowledges that, as between the Customer and Cloudpermit, Cloudpermit owns all right, title, and interest, including all intellectual property rights, in and to the Cloudpermit Software. The Customer and End Users are granted only a limited right to use the Cloudpermit Software during the term of this Agreement in accordance with this Agreement and the additional terms and conditions for use by End Users. 10.2 If the Customer or any of its employees or contractors sends or transmits any communications or materials to Cloudpermit by mail, email, telephone, or otherwise, suggesting or recommending changes to the Cloudpermit Software, including without limitation, new features or functionality relating thereto, or any comments, questions, suggestions, or the like, Cloudpermit is free to use and incorporate such feedback irrespective of any other obligation or limitation between the Parties governing such feedback for any purpose whatsoever and without any requirement to pay any compensation to the Customer or to any other person or entity. 10.3 If any part of the Cloudpermit Software is, or in Cloudpermit’s reasonable opinion is likely to be, claimed to infringe, misappropriate or otherwise violate any third party intellectual property right, or if the Customer’s or any End User’s use of the Services is enjoined or threatened to be enjoined, Cloudpermit may, at its option and sole cost and expense: (a) obtain the right for the Customer to continue to use the Cloudpermit Software materially as contemplated by this Agreement; (b) modify or replace the Cloudpermit Software, in whole or in part, to seek to make the Cloudpermit Software (as so modified or replaced) non-infringing, while providing materially equivalent features and functionality, in which case such modifications or replacements will constitute the Cloudpermit Software as provided under this Agreement; or (c) by written notice provided sixty (60) calendar days in advance to the Customer to terminate this Agreement with respect to all or part of the Cloudpermit Software (providing a pro-rated refund for any prepaid access to the Cloudpermit Software) and require the Customer to immediately cease any use of the Cloudpermit Software or any specified part or feature thereof. 11. INDEMNITY 11.1 Each party will indemnify, defend and hold harmless the other Party and its officers, directors, employees, agents, successors, subcontractors, attorneys, affiliates and assigns from and against any and all losses, damages, liabilities, claims, penalties, fines, costs or expenses of whatever kind, including legal fees, disbursements and charges, and the cost of enforcing any right to indemnification and the cost of pursuing any insurance providers incurred by a Party to the extent arising out of or relating to: (a) any claim by a third party that a Party’s acts or omissions with respect to the Cloudpermit Software infringes a third party’s intellectual property right, provided that the foregoing obligation does not apply to any claim arising out of or relating to any access to or use of the Cloudpermit Software in a manner contrary to this Agreement or the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time, or contrary to any instructions provided by Cloudpermit regarding use of the Cloudpermit Software or use of the Cloudpermit Software in combination with any hardware, system, software, network or other materials or service not provided or authorized by Cloudpermit; (b) the indemnifying Party’s breach of this Agreement; or (c) the indemnifying Party’s negligence or willful misconduct in connection with this Agreement. SA v7 - Aug 2024 6 ===== PDF PAGE 29 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL 12. LIMITATION OF LIABILITY 12.1 IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER PARTY IN CONTRACT, TORT OR OTHERWISE, WHATEVER THE CAUSE THEREOF, FOR ANY LOSS OF PROFIT, BUSINESS, REVENUE OR GOODWILL, DAMAGES CAUSED BY DELAYS, OR A FAILURE TO REALIZE EXPECTED SAVINGS, OR ANY INDIRECT, SPECIAL, CONSEQUENTIAL, INCIDENTAL, EXEMPLARY, AGGRAVATED OR PUNITIVE COST, DAMAGES OR EXPENSE OF ANY KIND, HOWSOEVER ARISING UNDER OR IN CONNECTION WITH THIS AGREEMENT OR THE CLOUDPERMIT SOFTWARE, WHETHER OR NOT SUCH DAMAGES, COSTS, LOSSES OR EXPENSES COULD REASONABLY BE FORESEEN OR WHETHER OR NOT THEIR LIKELIHOOD HAS BEEN DISCLOSED. 12.2 NEITHER PARTY SHALL BE LIABLE FOR THE DESTRUCTION, LOSS OR ALTERATION OF THE OTHER PARTY'S DATA OR DATA FILES, NOR FOR ANY DAMAGES AND EXPENSES INCURRED AS A RESULT, INCLUDING EXPENSES INVOLVED IN THE RECON- STRUCTION OF DATA FILES. 12.3. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT, WHETHER ARISING OUT OF OR RELATED TO BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, EXCEED THE AGGREGATE AMOUNT PAID OR PAYABLE TO CLOUDPERMIT PURSUANT TO THIS AGREEMENT DURING THE SIX (6) MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. MAXIMUM LIABILITY SHALL BE SIX (6) MONTHS OF THE ANNUAL SUBSCRIPTION FEE. 12.4 NOTWITHSTANDING THIS SECTION 12, NOTHING IN THIS AGREEMENT SHALL LIMIT EITHER PARTY’S LIABILITY FOR DELIBERATE BREACH, DELIBERATE DEFAULT, WILLFUL MISCONDUCT OR GROSS NEGLIGENCE. 13. CONFIDENTIALITY 13.1 In connection with this Agreement each Party (as the “Disclosing Party”) may disclose or make available Confidential Information to the other Party (as the “Receiving Party”). “Confidential Information” means information in any form or medium (whether oral, written, electronic or other) that the Disclosing Party considers confidential or proprietary, including, information consisting of, or relating to, the Disclosing Party’s technology, trade secrets, know-how, business operations, plans, strategies, customers and pricing and information with respect to which the Disclosing Party has contractual or other confidentiality obligations, in each case whether or not marked, designated or otherwise identified as “confidential”. 13.2 Confidential Information shall not include any data or information: (i) that, at the time of disclosure, is in or, after disclosure, becomes part of the public domain, through no act or failure on the part of the Receiving Party; (ii) that, prior to disclosure by the Disclosing Party, was already in the possession of the Receiving Party, as evidenced by written records kept by the Receiving Party in the ordinary course of its business, or as evidenced by proof of actual prior use by the Receiving Party; (iii) that was independently developed by the Receiving Party, by persons having no direct or indirect access to the Disclosing Party’s Confidential Information provided that the Receiving Party provides clear and convincing evidence of such independent development; or (iv) which, subsequent to disclosure, is obtained from a third person: (A) who is lawfully in possession of the such information; (B) who is not in violation of any contractual, legal, or fiduciary obligation to either Party, as applicable, with respect SA v7 - Aug 2024 7 ===== PDF PAGE 30 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL to such information; and (C) who does not prohibit either Party from disclosing such information to others; (v) is further disclosed with the prior written consent of the Disclosing Party, but only to the extent of such consent; or (vi) is a disclosure required by state or federal open records laws or a disclosure ordered by a court or similar adjudicator or authority. 13.3. Each Party will, and will cause its employees, agents and contractors to hold Confidential Information of the other Party in confidence, and will use the same degree of care by instruction, agreement or otherwise, to maintain the confidentiality of the other Party’s Confidential Information that it uses to maintain the confidentiality of its own Confidential Information, and with at least a reasonable degree of care commensurate with the nature and importance of such Confidential Information. Each Party agrees not to make use of Confidential Information other than for the exercise of rights or the performance of obligations under this Agreement, and not to release, disclose, communicate or make it available to any third person other than employees, agents and contractors of any Party or third party who reasonably need to know it in connection with the exercise of rights or the performance of obligations under this Agreement. 13.4 Inthe event that a Party receives a request to disclose all or any part of the Confidential Information under the terms of a valid and effective subpoena or order issued by a court of competent jurisdiction or by a governmental authority, such Party will: (i) immediately notify the other Party of the existence, terms and circumstances surrounding such a request; (ii) consult with the other Party on the advisability of taking legally available steps to resist or narrow such request; and (iii) if disclosure of such Confidential Information is required, exercise reasonable efforts to obtain an order or other reliable assurance that confidential treatment will be accorded to such portion of the disclosed Confidential Information which the other Party so designates. 13.5 Each Party acknowledges and agrees that any unauthorized use or disclosure by it of any of the other Party’s Confidential Information, in whole or part, will cause irreparable damage to the Disclosing Party, that monetary damages would be an inadequate remedy and that the amount of such damages would be extremely difficult to measure. The Receiving Party agrees that the Disclosing Party shall be entitled to seek temporary and permanent injunctive relief to restrain the Receiving Party from any unauthorized disclosure or use. Nothing in this Agreement shall be construed as preventing the Disclosing Party from pursuing any and all remedies available to it for a breach or threatened breach of this Agreement, including the recovery of monetary damages from the Receiving Party. 13.6 Cloudpermit is entitled to identify the Customer as a user or former user of the Cloudpermit Software without violating any confidentiality obligation. 14. TERM AND TERMINATION 14.1 This Agreement commences on the date of its execution by the Customer and will continue in effect for the term stated in the Order Form unless terminated earlier under any of this Agreement’s express provisions. 14.2 Either Party may terminate this Agreement by giving written notice to the other Party upon the occurrence of any of the following: (a) the other Party defaults with respect to a material obligation under this Agreement and does not remedy that default within SA v7 - Aug 2024 8 ===== PDF PAGE 31 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL ten (10) Business Days after receiving written notice of the default; or (b) the other Party: (i) makes a general assignment for the benefit of its creditors; (ii) has issued against it a bankruptcy order or otherwise becomes subject to any involuntary proceeding under any domestic or foreign bankruptcy law; or (iii) commences or institutes any application, proceeding or other action under any law relating to bankruptcy, insolvency, winding-up, reorganization, administration, plan of arrangement, relief or protection of debtors, compromise of debts or similar laws. Termination related to such assignment or bankruptcy will not result in any penalties or liability to either Party. 14.3. Upon the expiration or termination of this Agreement, except as expressly otherwise provided in this Agreement: (a) all rights, grants of rights, licenses, consents and authorizations by either Party to the other will immediately terminate; (b) notwithstanding anything to the contrary in this Agreement, with respect to Confidential Information then in its possession or control: (i) the Receiving Party may retain the Disclosing Party’s Confidential Information in its then current state and solely to the extent and for so long as required by applicable law, (ii) Cloudpermit may retain Customer Data in its backups, archives and disaster recovery systems until such Customer Data is deleted in the ordinary course of its business, (iii) all information described in this Agreement will remain subject to all confidentiality, security and other applicable requirements of this Agreement; and (c) Cloudpermit may disable all Customer and End User access to the Cloudpermit Software. 14.4 Termination or expiration of this Agreement will be without prejudice to any rights, remedies or obligations of the Parties accrued under this Agreement prior to termination or expiration. 15. FORCE MAJEURE 15.1 Neither Party will be liable for failure to fulfill, or for delay in fulfilling, its obligations required hereunder due to a Force Majeure Event. 15.2 The Party whose performance under this Agreement is prevented or delayed by a Force Majeure Event will advise the other Party by notice in writing of the occurrence of the Force Majeure Event as soon as possible and shall do all things reasonably possible to mitigate any loss being caused to the other Party by reason of the Force Majeure Event, and will notify the other Party of the termination of the Force Majeure Event. 16. NOTICES 16.1 Every notice or other communication between the Parties will be deemed to have been given and made if in writing and if served by personal delivery upon the Party for whom it is intended, when sent by registered or certified mail, return receipt requested, or by a national courier service, or if sent by email (receipt of which is confirmed) to the Customer's and Cloudpermit’s contact persons as stated in the Order form. 16.2 Any such notification will be deemed to have been delivered: (a) upon receipt, if delivered personally; (b) on the next Business Day, if sent by national courier service for next business day delivery or if sent by email and (c) in five Business Days if sent by mail when the actual time of receipt is not otherwise shown by the postal system. Any correctly addressed notice or last known address of the other Party that is reasonably relied upon that is refused, unclaimed, or undeliverable because of an act SA v7 - Aug 2024 9 ===== PDF PAGE 32 ===== [Extraction: OCR (rendered-page OCR)] 17. 17.1 18. 18.1 19. 19.1 20. 20.1 21. 21.1 22. 22.1 CONFIDENTIAL or omission of the Party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities by mail, through messenger or commercial express delivery services. ASSIGNMENT Neither Party may assign or transfer this Agreement or any right under this Agreement without the prior written consent of the other Party, except to an Affiliate or successor in interest by merger, acquisition or reorganization. AMENDMENTS AND WAIVERS No amendment to this Agreement will be valid or binding unless it is made in writing and executed by all Parties. No waiver of any breach of any provision of this Agreement will be effective or binding unless made in writing and signed by the Party purporting to give any waiver and, unless otherwise provided, any waiver will be limited to the specific breach waived. SEVERABILITY If a provision of this Agreement is or becomes invalid, ineffective or unenforceable, the validity, effectiveness or enforceability of the remaining provisions will remain unaffected. The Parties will negotiate in good faith to replace the invalid, ineffective or unenforceable provision immediately with a valid, effective or enforceable provision which comes as close as possible to the spirit and purpose of the provision to be replaced. APPLICABLE LAW AND DISPUTES This Agreement is governed by the laws of the state in which the Customer is located excluding any conflict of law rule or principle of such laws that might refer such interpretation or enforcement to the laws of another jurisdiction. Each Party submits to the jurisdiction of the applicable court(s) in such location with respect to any matter arising under this Agreement. CONTINUING TO PERFORM Except in the event of termination of this Agreement pursuant to its terms, during a dispute or notice or cure period, Cloudpermit will continue to fulfill all its obligations under this Agreement, and Customer will continue to make all payments required by the Agreement. ENTIRE AGREEMENT This Agreement is the complete agreement between the Parties concerning the subject matter of this Agreement and replaces any prior oral or written communications between the Parties. There are no conditions, understandings, agreements, representations, or warranties expressed or implied, that are not specified in this Agreement including, without limitation, the Order Form. In the event and to the extent of an inconsistency or conflict between any of the terms of this Agreement, including its appendices, and any other documents incorporated herein by reference, SA v7 - Aug 2024 10 ===== PDF PAGE 33 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL the conflict or inconsistency shall be resolved by giving those provisions and documents the following order of descending precedence: (1) the Order Form; (2) this Software Service Agreement; (3) any Appendices; (4) any other document referenced by this Agreement or agreed to by the Parties, unless it expressly and specifically replaces or modifies any of the prior documents, in whole or in part. 23. RELATIONSHIP 23.1 The Parties are independent contractors and no other relationship is intended. Nothing herein shall be deemed to constitute either Party as an agent, representative or employee of the other Party, or both Parties as joint venturers or partners for any purpose. Neither Party shall act in a manner that expresses or implies a relationship other than that of independent contractor. Each Party shall act solely as an independent contractor and shall not be responsible for the acts or omissions of the other Party. Neither Party will have the authority or right to represent nor obligate the other Party in any way except as expressly authorized by this Agreement. 24. NO THIRD PARTY BENEFICIARIES 24.1 This Agreement is for the sole benefit of the Parties and their successors and assigns and nothing herein, express or implied, is intended to or shall confer upon any other person any legal or equitable right, benefit or remedy. End Users may benefit from their use of the Cloudpermit Software, but End Users’ relationships to the Parties are not defined by this Agreement because they are defined solely: (a) to Cloudpermit by the terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time; and (b) to the Customer by separate agreement(s), if any, between the Customer and End Users. SA v7 - Aug 2024 11 ===== PDF PAGE 34 ===== [Extraction: OCR (rendered-page OCR)] CONFIDENTIAL 25. EXECUTION 25.1 This Agreement must be executed simultaneously in two separate places: (1) on the Order Form; and (2) in the signature block below (both documents must be signed by the Customer before execution of this Agreement is complete). They may be executed in two or more identical counterparts, or by way of facsimile and electronic transmission without any further exchange of documents containing original signatures, each of which when executed by a Party will be deemed an original and such counterparts together will constitute one and the same Agreement. CUSTOMER NAME: Signature: Printed Name of Person Signing: Title: Date: L] I confirm that I have received and read all applicable product descriptions. By signing here, the Customer agrees to the Order Form, this Software Service Agreement and any other appendices and documentation expressly referenced in the Order Form, this Software Service Agreement and/or any amendments (together the “Agreement”). The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer. Cloudpermit Signature: Printed Name of _ Person Signing: Jarkko Turtiainen Title: SVP North America Date: SA v7 - Aug 2024 12 ===== PDF PAGE 35 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit CLOUDPERMIT IMPLEMENTATION MODEL 1 ===== PDF PAGE 36 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit ® TABLE OF CONTENTS CLOUDPERMIT IMPLEMENTATION DESCRIPTION 2 IMPLEMENTATION TIMELINE 2 IMPLEMENTATION MODEL 3 KiCKOff.....ssccssessssessesesees 3 WOSKSHOP .osssssesesesesescscscscssscscscscsesesssssescsssssescsssesssescsssessacasscssucssucusecssecscecssasacsessesssesseessseessesasesees 3 CONFIGUIATION ..esssssssssssssssessssssssssscsesesssesssesesssssssssssesesesesessscseseseaeseseseaesesssesssecssesssesesesesesessesseees 3 TQiNing & TOStiNG....s.sssseccssssssessssescssesessssssecescscscecesssseseesecessscessesscecsessessesessesasecessssssessecasesesssensess 3 MILESTONES & ACCEPTANCE CRITERIA . CHANGE MANAGEMENT . ADDITIONAL SERVICES COST......c.cssssssscssessssessessesescesessescesceseseesccssessesessesessesessesecseseeessseseeeeesssscesssees CLOUDPERMIT IMPLEMENTATION DESCRIPTION The implementation model, described herein, details the proven model used to implement the various products offered by Cloudpermit for a new public-facing solution for the Customer. This is accomplished through a five-stage implementation process: Stage 1 — Kickoff, Stage 2 - Workshop, Stage 3 — Configuration, Stage 4 - Training & Testing and Stage 5 - Go Live. The product(s) to be implemented is identified on the approved order form and is inclusive of the functionality that is identified in the product specific documentation. Any services not listed on the Order Form are considered out of scope and can only be added through an agreed upon change order. IMPLEMENTATION TIMELINE The implementation schedule for Cloudpermit is mutually agreed upon prior to the Kickoff meeting and documented with a project plan. Any modifications or extensions to the project plan will be requested through the customer's authorized representative and evaluated by Cloudpermit Head of Professional Services for review and discussion. If this modification or extension is granted, Cloudpermit will provide a change order to be signed by the Customer. Cloudpermit standard implementation timeline is detailed below. elle iol. ae stiicieemm Week | Week| Week| Week| Week Week| Week| Week|Week| Week| Week| Week! Week| Week| Week| Week Project Timeline 1 2 3 4 5 7 8 10 11 2 B 14 15 16 17 18 vemos Dae ot TT TTT — || hPa vemewrmem | | 111111 Id ===== PDF PAGE 37 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit © To manage this timeline, Cloudpermit Implementation Specialist will establish a weekly meeting checkpoint to ensure the implementation is on track and weekly action items are achieved. IMPLEMENTATION MODEL As part of the Implementation Model, Cloudpermit and the Customer will be responsible for performing tasks throughout the various stages of the implementation process. The following is a description of tasks needed to successfully complete the implementation of the Cloudpermit Product. For a more detailed description please refer to the Cloudpermit Implementation Methodology documentation. Kickoff A meeting between Cloudpermit and the Customers staff and key stakeholders to provide an overview of the product, discuss the goals and objectives and the agreed upon project schedule to establish a plan for a successful implementation. Workshop Cloudpermit solution is built on standard, out of the box, functionality. The workshop will ensure that the Implementation Specialist has a full understanding of the business processes, the details the municipality needs to collect from the applicant, fee schedules and any templates which needs to be generated. Cloudpermit standard out of the box solution integrates with ESRI ArcGIS through a REST(API) to establish the property location and also integrates with certain Payment Providers to allow for online payments. Cloudpermit encourages the use of 3" party payment providers which are already integrated with Cloudpermit. The Implementation Specialist can provide a full list of the 3" party payment providers, however, if the municipality uses another 3" party vendor, then a custom integration is needed and could impact the schedule. This should be identified as soon as possible to minimize the impact to the schedule. Note: Any Non-Standard Integrations are subject to additional Scope and costs. Configuration Configuration of Cloudpermit with the features and functionalities needed to allow the customer the ability to process applications using the online Cloudpermit solution. Training & Testing Cloudpermit Implementation Specialist will provide two (2) standard training sessions to key users of the system to ensure the customer can successfully test the product. Additional Training: Cloudpermit’s training is built to ensure the customer is ready to utilize the software to its full extent. In some cases, additional training is necessary during implementation or Post Go Live. The customer can order additional training according to Cloudpermit’s price list. Go Live Go Live includes a Go/No Go decision prior to a scheduled Go Live meeting where the training environment configuration will be promoted to the production. At the Go Live meeting the customer will ===== PDF PAGE 38 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit © submit their first Customer permit/application and/or create their first case in Cloudpermit to satisfy the Customers go live. MILESTONES & ACCEPTANCE CRITERIA Milestones are used for acceptance of various steps within the Implementation process. At the completion of each milestone the client will receive a Milestone Acceptance Document to be signed accepting that the tasks provided within each milestone have been completed. It is agreed that the Customer will accept each Milestone, unless such Milestone contains a “go live blocker” defect and Customer so notifies Cloudpermit, in writing, within 5 business days of the Milestone Acceptance Request. Milestones that do not receive notification of non-acceptance within 5 business days will be deemed accepted. Milestone Milestone Description Billable Number Amount M1 Project Plan Acceptance 50% M2 | The kickoff, configuration, and 1* training sessions has been completed | 50% Go Live tasks have been completed and the first permit/application is entered in Cloudpermit production Environment. Once Cloudpermit has provided corrections, Customer will have Seven (7) business days to verify that the corrections are sufficient and to provide written notice of any failure to correct a Go Live Blocker. If no written notification is provided, the corrections and the Milestone will be deemed accepted. Cloudpermit will correct all Go Live Blockers as described above and handle Post Go Live issues within a reasonable Post Go Live window. All other Defects will be tracked for potential future releases. Notice of any Go Live Blocker defect must be provided to Cloudpermit in writing. CHANGE MANAGEMENT Cloudpermit Implementation Model provides a comprehensive, fully inclusive approach to implement the Cloudpermit solution. During the implementation process, additional needs may be identified for the Customer, that are outside of the project scope. These items once identified will be managed through a Change Request. The Change Order will identify the request, detail the requirements and justification and any scheduling or cost implications resulting from the change Request. ADDITIONAL SERVICES COST Additional Services are available from the Professional Services team that may not be included in the previously agreed upon scope. Cloudpermit can provide additional services as per the price list and through a change order For on-site meetings, travel and per diem expenses will be invoiced to the Customer in accordance with Cloudpermit Travel Policy which will include airfare, mileage, hotel accommodations and daily per diem. ===== PDF PAGE 39 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit © Additional Services Price List Prices in USD valid as of March 2024 Category Professional Services Additional Training (remote) Additional Training (Onsite) Additional Training (Onsite) Data Import Data Import Data Import Data Import GIS Hosting Integration - AD (Azure) Integration - Bluebeam Integration - DigEplan Integration - Laserfiche Integration - Online Payments Description of Services Hourly Rate 2 hours with recording First day of Onsite training (recording and travel is included) Second and Third day of Onsite training, up to 3 days max of Onsite training Data import of 1 Product Data import of 2 Products Data import of 3 Products Data import of 4 or more Products Integration ESRI - Implementation Integration ESRI - Subscription AD (Azure) - Implementation AD (Azure) - Subscription Bluebeam - Implementation Bluebeam - Subscription DigEplan - Implementation DigEplan - Subscription Laserfiche - Implementation Laserfiche - Subscription Online Payments - Implementation Online Payments - Subscription Page |1 11911 Freedom Drive, Ste 720 Rate $180 $1,500 $3,000 $1,000 $3,000 $5,000 $6,000 $7,000 Based on Scope Based on Scope $700 $500 TBD TBD $1,500 $1,000 $3,000 $2,500 Based on Complexity $700 Reston, Virginia, 20190 +1 (833) 253-7376 Billable Per Hour Per Session Per Project Per Day Upon Delivery Upon Delivery Upon Delivery Upon Delivery Upon Delivery Annually Upon Delivery Annually Upon Delivery Annually Upon Delivery Annually Upon Delivery Annually Upon Delivery Per Project ===== PDF PAGE 40 ===== [Extraction: OCR (rendered-page OCR)] Integration - SSO Integration - Vizzly Integration - Out of Scope SSO Open ID - Implementation SSO Open ID - Subscription Vizzly - Implementation Vizzly - Subscription Out of Scope - Implementation Out of Scope - Subscription Page | 2 $700 $700 TBD TBD Based on Scope $500 Upon Delivery Per Project Upon Delivery Per Project Upon Delivery Annually ===== PDF PAGE 41 ===== [Extraction: OCR (rendered-page OCR)] Permitting CloudpermitO Software Description Guide 2024 Select category.typeand targetforyour application 品良 CloudpermitO ===== PDF PAGE 42 ===== [Extraction: OCR (rendered-page OCR)] Contents The Cloudpermit Platform . Building Permits Applying for a Permit. Navigating the Permitting Process ......ssssssssssssssssssssssessssessscsssnmeesssssssnsneesseeessnnneeeseeessnseesseeeeessnmmmetseseseeeensnaees 4 Functionality OVErVieW.......sscsssssscssssesssssnsesesssnecssssnssessnusesscsnsessessnsuesecsnnsecssonseescnnseseecnnseessnnsesseunesessennseeesenneseessetanses 4 Descriptions and FUNCctionallity ............ssssssccssseeccsnsesesesnseeecssneesesssnsesssssnssesessusecssnsssessenscessenseesssnseseseensceceeenseeeeeseaneces 5 Application SUBMISSION PrOCESS.......ssccssssssccsnsesseesseeeessnsseceesssseeeseonsseesssnsessssnustescenseesssnseessnssecesseneeeessenueseesesesnees 5 Archive/Inactive View. Attachments ........sscsse 6 Case/Workspace Package Configurable Application NUMbEFING .........cssssssssssscccssssecsssssesessssnsesssssuesssnseesssensscesssnscessnsecessenueesessnneesessesnseees 6 Configurable Standard Phrases .........sssssssssssssscsseecesnsseseessnseseesnnsessesnneesssnssesessnsecessanseersnsecsesensesessenseeseseensneses 7 Dat IMPOrt...esceescsesssseesssssssseesssseessssesssnsecsssessssecsaseccsuessusecsuseessusessaseessnsessasecsueeseuseecsseessuecenseecaseccensecenseessnseesenseeess 7 Document/Templates . Email Notifications.. Fees and Payments GIS Integration .......ssssssessssssseessssnstessesssssecssssneeecsssseesssnsesesssnecsssssusieesssnseessssnseedesuecsecsnseessensesssaneesestanseessenneeseseanueeeeete 8 INSPECTIONS... seeeesssssssesscsssesecconseeeeccsnssecsesnssecssnecsesnsseesesnsesessunssesecsusseceesnsseessanseessnsseescensessssuseesenneeeeseansesessanseeeseeeeneses 8 ISSUCIN CE... ssscsssssseesseccsssssseseessensnssesseeesssnsssssseeesesnsnseersssssssnsseseseeessnsuussessessesssnuseesessssuueesessssnanacesesssssuuuesseeeeeessnnusseneseets 8 Messaging and Notifications .......ccsssssssscssssssssesssssssseessesessssssussssssssssssnusessecssssnsesseesesnsneeseeeeranmmeteeeseeesananmeeeseees 8 Multi-language Support.. Pre-consultation Meeting.. Processing Times Project ViQW........--..ecttssertnosseeonaeesssonusnseceratusteonbussconssesconivaneeolveoseeonsssesconvasenseslutesousssi osueaesTadlielonusiesssbiessessittvorssssensnetle 9 Property VieW.......ssssssscssssssscsssessessnssesesssneescsneesessuseeessnseeessunsesseesueeesseanssessennseessnsesssenseressnssesssnseeeesnueessenseeeeeeeuneeeeesse 9 Report Mand gementt..........ssssssssssssesssssnnsessssnessecsnseeecsnssessssusecssesuseseccnsseteecensesssnsetescnumetescansesesnsseesesnsesseanseeeseansesses 10 Review and Circulation Support Portal and Help Documentation... User Management Violations/Deficien cies .........-aesssssssessecsnseserssseecesnsseecenssecsssnsseescssnsesesenusesssnssesssuuesssensseesssnseccensseessenseeessenseeesseesese 11 Appendix 1: Cloudpermit Third-Party Integrated Systems .......sssssssssssscssssessseseecssneeseesennseesseeceesnnseseseeeees 11 Standard Configurable Third-Party Integrations.........ssssscccssssssssnsesssssssesssneessensescssnseessnssecsssnseesessneseessensnses 11 Customized Integrations (Paid Engagements) .......csssssssssssssccsssesscssessuseesecesesnseesssceensseeeeesesennssseeeeseeetseeeaes 12 ===== PDF PAGE 43 ===== [Extraction: OCR (rendered-page OCR)] The Cloudpermit Platform The Cloudpermit platform offers a comprehensive suite of cloud-based products designed to optimize how local governments manage community development and regulatory compliance. Our platform encompasses various products, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. These products, accessible 24/7 from any browser or operating system, facilitate more efficient and responsive municipal operations. Definitions: Platform: Cloudpermit’s foundational infrastructure and services necessary for deploying and managing various products aimed at streamlining municipal operations. It ensures seamless integration, security, and scalability, supporting the diverse needs of local governments. Product: Our products are specialized applications within the Cloudpermit platform, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. Each product is designed to address specific municipal functions, enabling efficient management of processes such as permitting, inspections, and compliance. Solution: Solutions refer to the combined offerings of our products and add-on features/functionalities, such as the Data Import tool and the Inspector App. These solutions enhance the functionality of the individual products, providing a comprehensive approach to managing municipal operations and regulatory compliance. Key Benefits: Streamlined Processes: Automate and standardize workflows to efficiently manage permits, applications, and enforcement cases, improving turnaround times and reducing manual effort. Enhanced Accessibility: Our cloud-based platform ensures that services are available around the clock, supporting remote and on-site work for greater operational flexibility. Continuous Improvement: Benefit from automatic updates with the latest features and enhancements, keeping your system current without manual installations. Rapid Deployment: Quick and easy setup with minimal impact on municipal resources. Informed Decision Making: Integration with Geographic Information Systems (GIS) providing up-to-date information for better planning and analysis. Collaborative Environment: Facilitate instant communication and collaboration within applications, enhancing efficiency and transparency for staff, citizens and/or contractors. Effortless Updates & Comprehensive Features: Updated automatically, Cloudpermit ensures the latest features and enhancements are seamlessly integrated without any need for manual downloads or installations by users. Below highlights the functionalities across all Cloudpermit products, including Building Permits, Code Enforcement, Licensing, Planning, Contractor Registration, and Land Use. While this product description specifically focuses on the Building Permits product, it's important to note ©2024 Cloudpermit Confidential ===== PDF PAGE 44 ===== [Extraction: OCR (rendered-page OCR)] the comprehensive capabilities of Cloudpermit's suite of products designed to meet a wide range of municipal and contractor needs. Features ae Enforcement Licensing Planning noe Land Use Application Submission 4) Oo 1°) 1°) 1°) ie} Archive/Inactive View 2 @ g 1°] 7] Attachments 17) a Y 1] a Case/workspace package 4) 4 oO oO oO Conditions and Comments. Oo oO Oo a Oo 1°) Configurable Application Numbering 14) 1°] 1°) 4] iv) Configurable Standard Phrases 124} 4] 4 a o iP} Data Import 2 ie} 1°) 1°) Document/Templates 1°) i?) ga 1°} Email Notifications 14} 7) Y 4 Fees and Payments 124) ie} ie} P) iP] iP] GIS integration 14} 1°} Oo 1°] ia} Q Inspections 14) Y iP) Oo 1°) Issuance 1°) oO 1) a a 1) Meeting Process (Committees and Councils) Oo Oo oO i") Oo Messaging and Notifications 14) 4) 1?1} 1°} w Multi-language support 14) 14) 4 1°) ie} iP} Pre-Con Meeting 14) Oo a 1°) oO 1°] Processing times 14) im} oO 1°} oO Y Project view 14] Oo Oo 1°] Oo 4 Property View 24} i?) ir} a 4) Public Notice Qo Oo im} 1°) o °1] Renewal Process oO oO ir} ia} 1°) 5] Report Management 14) 1°74} iP] 1] ie} 1°) Review and Circulation 14) oO i] 1] Oo ie} Support Portal and Help Documentation 14] a iP) 17] 1] w User Management i=} Y a a °4) ie} Violations/Deficiencies 14) a (°1] (B} oO Oo Building Permits Cloudpermit offers a transformative approach for building departments to manage and automate Permitting processes. Designed with flexibility and efficiency in mind, our software ensures a streamlined workflow from application to issuance and beyond. Our Permitting product provides a one-stop solution for managing building permits, offering features like application and issuance processes, fee management, compliance monitoring, and reporting tools. These capabilities ensure building departments can deliver superior service while maintaining control and insight over building data. Key Features: ©2024 Cloudpermit Confidential ===== PDF PAGE 45 ===== [Extraction: OCR (rendered-page OCR)] End-to-End Online Management: Automate your entire permitting process, from initial application to compliance monitoring. Centralized Permit Management: Simplify the management of Building permits, reducing time and effort for both municipalities and applicants. Automatic Updates: Benefit from a system that's always current, with regular updates and enhancements delivered seamlessly. Insightful Reporting: Gain valuable insights into permitting data, making data analysis and forecasting more accessible and actionable. Continuous Improvement and Support: Demonstrating a commitment to continuous product enhancement, Cloudpermit actively incorporates industry standards and user feedback, ensuring the Permitting product stays technologically advanced with regular feature updates and improvements. Designed with both flexibility and efficiency at its core, this product not only simplifies the workflow from application to issuance but also ensures a user-friendly experience for applicants and municipal administrators alike. Our aim is to eliminate the need for time-consuming manual processes and foster a more responsive municipal operation. Applying for a Permit Cloudpermit’s Application Wizard offers an intuitive and streamlined experience for permitting, ensuring that each step from initial application creation to final submission is clear and efficient. Seamless Application Creation: Intuitive User Interface: From the dashboard, the wizard leads users through the entire process of creating and submitting permit applications, tailored to a variety of building needs. State and Municipality Selection: Applicants start by selecting the state and municipality for their application, which automatically tailors the application process to comply with local regulations and available application types. Permit Category and Application Selection: For Building, applicants specify their building category and application, allowing for a customized application process that meets the specific requirements and processes in Cloudpermit. Collaborative and Flexible Drafting: Draft Workspace: A draft workspace with a "Required Tasks" progress bar visually guides applicants through the necessary steps to complete their application, related to the selected permit or registry category. Adding Parties to Applications: The wizard facilitates the addition of individuals and contractors as parties within the application workspace. Invitations are sent via email, and upon acceptance, parties can take part in the application process within designated permissions. ©2024 Cloudpermit Confidential ===== PDF PAGE 46 ===== [Extraction: OCR (rendered-page OCR)] e Automatic invitations: Invitations are sent to email addresses provided, ensuring streamlined collaboration. e Manual entry options: Parties can be activated at once if they lack an email account. e Existing contractor partners: Contractor partners in the user's account database are instantly active in the new application when added. e Inviting a new contractor: Creates a new contractor account, enabling access to application data for all contractor members. Efficient Submission Process: e Customized Application Data: The wizard dynamically adjusts the required application information based on the registry category and trade(s) selected, ensuring that applicants always have the correct form. e Digital Signing and Submission: Upon completing all required information, applicants complete their application with a digital signature before submitting it directly to the municipal department via Cloudpermit, marking a move towards a more transparent and efficient review process. Navigating the Permitting Process Cloudpermit’s Permitting product is designed to facilitate a smooth transition through various phases of the permitting process, ensuring that local governments can manage applications and issuances efficiently and transparently. e Review and Circulation: Upon submission, applications undergo a thorough review by municipal authorities. For specific permit types, applications may be circulated to third- party organizations for additional evaluations. e Inspections: Certain permits require inspections before issuance. Cloudpermit schedules and tracks these inspections, ensuring compliance with municipal standards. e Permit Issuance: After successful review and inspection, the municipal authority issues the permit. Cloudpermit automates the creation of the permit, including setting the issue date, validity period, and expiration date. e Archival Status: Completed permits and all associated data can be assigned an archival status in Cloudpermit. The permit remains available for future reference, ensuring a secure record of all permitting activities. Functionality Overview Cloudpermit's Permitting product elevates the management of municipal permitting through a robust suite of features, designed to optimize every aspect of the workflow. Here's how these features work together to provide a seamless, efficient experience: e Comprehensive Permit Oversight: The "Project View" and "Property View" functionalities offer a panoramic and detailed view of all permits, making management straightforward and transparent. ©2024 Cloudpermit Confidential ===== PDF PAGE 47 ===== [Extraction: OCR (rendered-page OCR)] Automated Alerts System: Notifications and alerts keep all stakeholders up to date on crucial permitting milestones and requirements, reducing the risk of oversight. Streamlined Inspections: The integration of inspections into the permitting process ensures that compliance is maintained without complicating the workflow. Simplified Document Handling: A centralized document management system allows for efficient storage, retrieval, and submission of necessary permitting documents. Seamless Data Integration: The data import feature makes migrating existing permit data into Cloudpermit a hassle-free process, enhancing initial setup and ongoing operations. Proactive Fee Management: Late fees management automates the calculation and enforcement of penalties, ensuring accuracy and fairness in fee assessment. Insightful Reporting: Comprehensive report management tools enable the generation of detailed reports, offering valuable insights into the permitting landscape. These include: o Permit Reports: Generate reports on submitted applications and issued permits, offering a detailed view of permitting activities within selected times and categories. o Payment Reports: Track and analyze online payments and fees, offering insights into financial transactions associated with the permitting process. o Inspection Reports: Facilitate regulatory compliance and public safety through detailed reports on inspections, site visits, open inspections, and orders, ensuring all permitting requirements are met. o Review Reports: Compile data on review activities and events, helping municipalities assess the efficiency of the review process and identify areas for improvement. Together, these features form the backbone of Cloudpermit's Permitting product, ensuring that building department staff and contractors can navigate the permitting process with greater ease, accuracy, and efficiency. More detailed descriptions along with functionality and settings are provided in the following Descriptions and Functionality section. Descriptions and Functionality This section provides an in-depth look at the settings and configuration options available for each feature within the Cloudpermit Permitting product, allowing for tailored setup and optimal performance. Application Submission Process Description: Enables the creation of applications tied to specific projects or properties through a user dashboard and application creation wizard. Functionality: o User Dashboard: Central hub for initiating applications. ©2024 Cloudpermit Confidential ===== PDF PAGE 48 ===== [Extraction: OCR (rendered-page OCR)] o Application Creation Wizard: Guides users through the setup process to create the appropriate workspace. Archive/Inactive View e Description: Allows completed permits and associated data to be set as Archived and stored for future reference, ensuring a secure record of all building activities. e Functionality: o Data Archiving: Disabling workspace features and setting Archive status. o Future Accessibility: Easy retrieval of archived data for reference. Attachments e Description: Supports the attachment of necessary documents during the application process, with visibility control features. e Functionality: o Configurable Requirements: Set necessary attachments based on application type. 0 Visibility Control: Manage who can see the attachments within the workspace. Case/Workspace Package e Description: Enables authority users to generate downloadable packages with information from specific workspaces, tailored for various purposes. e Functionality: o Configurable Packages: Tailor packages for record keeping or legal cases. o Authority-Only Access: Restricts package generation and download to authority users. Configurable Application Numbering e Description: Offers automated and flexible options for assigning application or case numbers. e Functionality: o Manual Assignment: Flexibility without automation. o Cloudpermit Application Number: Automated number generation by Cloudpermit. o Custom Application Number: Combines automation with custom formatting options. ©2024 Cloudpermit Confidential ===== PDF PAGE 49 ===== [Extraction: OCR (rendered-page OCR)] Configurable Standard Phrases e Description: Allows commonly used phrases to be pre-configured for easy selection during application processing. e Functionality: o Phrase Library: Users can select from a list of standard phrases. o Category Organization: Phrases are organized by related categories. Data Import e Description: Supports the importation of necessary data for setting up the permitting system, enhancing initial setup and ongoing operations. e Functionality: o Workspace Creation: Facilitates setup of application workspaces from imported data (tombstone data, inspections, and attachments). o Historical Data Handling: Manages the integration of existing records. Document/Templates e Description: Provides customizable document and template options to fit the specific needs of permitting processes. e- Functionality: o Editable Templates: Diverse user-data driven template options modified using HTML and CSS (various forms for application, sign-off, permit, inspections, fees, payment, and order templates). Email Notifications e Description: Enables configurable email notifications about various events in the permitting process. e Functionality: o Opt-in Settings: Users can choose which notifications to receive. o Event-Based Notifications: Automated alerts for key permitting events. Fees and Payments e Description: Manages fee schedules and facilitates payment processing within the permitting application. e Functionality: o Configurable Fee Schedules: Set fixed or calculated fees. o Payment Notifications: Informs applicants of due payments and confirmation. ©2024 Cloudpermit Confidential ===== PDF PAGE 50 ===== [Extraction: OCR (rendered-page OCR)] GIS Integration e Description: Enhances property identification accuracy by integrating with municipal GIS systems. e Functionality: o Property Data Accuracy: Ensures precise location and property details. Inspections e Description: Manages the scheduling and documentation of required inspections for permit applications. The available add-on option through Cloudpermit’s Inspector App offers offline inspection capabilities. e Functionality: o Inspection Scheduling: Organize inspections according to permit requirements. o Compliance Tracking: Ensures inspections adhere to municipal standards (dispatch, time tracking/management, orders, quick pass, internal notes, deficiencies — phrases). o Offline Inspections: Handled through Cloudpermit Inspector App (add-on). Issuance e Description: Automates the process of issuance after successful application review and/or inspections. e Functionality: o Automated Application/Permit Creation: Streamlines the issuance process. o Validity Tracking: Manages issue dates, validity periods, and expiration dates. Messaging and Notifications e Description: Facilitates communication between all parties involved in the permitting process through an integrated messaging system. e Functionality: o Direct and Public Messaging: Supports both private and public communications. o Email Notifications for Unread Messages: Alerts users to new messages. Multi-language Support e Description: Provides support for multiple languages in citizen-facing functionalities, enhancing accessibility and user experience. ©2024 Cloudpermit Confidential ===== PDF PAGE 51 ===== [Extraction: OCR (rendered-page OCR)] Pre-consultation Meeting e Description: Tracks preliminary meetings with municipal staff to receive detailed information on requirements and potential issues. e Functionality: o Comprehensive Discussion: Communicate and document zoning requirements, building codes, necessary permits, and other regulations. o Documentation Guidance: Outline the required documentation and steps for formal application submission. Processing Times e Description: Defines specific points to start and stop tracking processing time for each application. e Functionality: o Customizable Parameters: Set specific start and end points for various stages. o Automated Tracking: Automatically record timestamps at defined stages. o Dashboard Integration: Set alerts for applications nearing or exceeding time limits. o Customizable Reports: Tailor reports to specific needs and metrics. Project View e Description: Organizes similar workspaces into a single project container, offering a comprehensive view of all related activities. e Functionality: o Consolidated Project Information: Displays all relevant data in one view. o Status and Payment Tracking: Offers updates on project progress and financials. Property View e Description: Offers a detailed view of all workspaces related to a specific property, enhancing oversight and management. e Functionality: o Automated Data Aggregation: Collects and displays information specific to a property. o Condition and Application Tracking: Provides updates on conditions and ongoing applications. ©2024 Cloudpermit Confidential ===== PDF PAGE 52 ===== [Extraction: OCR (rendered-page OCR)] 10 Report Management e Description: Generates comprehensive reports (csv/pdf) on permitting activities, offering insights into application processes and outcomes. e Functionality: o Customizable Reports: Tailors reports to meet specific informational needs (operational reports, payments, inspections, reviews, etc.). o Data-Driven Insights: Supports strategic decision-making through detailed analyses. Review and Circulation e Description: Ensures thorough review of applications and facilitates the circulation of documents to necessary parties for additional evaluation. e Functionality: o Detailed Review Process: Incorporates both internal and external evaluations and task tracking. o Circulation Management: Manages the sharing of applications with relevant stakeholders. Support Portal and Help Documentation e Description: Provides a comprehensive resource hub with guides, videos, and release notes to aid users in navigating the platform. e Functionality: o Extensive Help Resources: Offers detailed articles and video tutorials. User Management e Description: Allows for the administration of user roles and permissions, ensuring that each user has proper access to the platform/product. e Functionality: o Add New Users: Offers the capability to add new users to the system, assigning roles and access levels based on their responsibilities. o. Edit Existing Users: Allows administrators to modify user details, such as first and last names, and update roles and permissions as needed. o Roles/Permissions: Enables control over what each user can access and perform within the system, including granting inspection qualifications and managing inspection-related permissions. ©2024 Cloudpermit Confidential ===== PDF PAGE 53 ===== [Extraction: OCR (rendered-page OCR)] 11 Violations/Deficiencies Description: Manages records of any violations or deficiencies noted during the permitting process, ensuring compliance and accountability. Appendix 1: Cloudpermit Third-Party Integrated Systems Cloudpermit has standard configurable integrations categorized under six different integration types described below. Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may integrate a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract. Standard Configurable Third-Party Integrations Cloudpermit offers integration with a variety of third-party systems, enhancing the functionality and flexibility of its permitting platform. These integrations are designed to streamline processes, improve data accuracy, and enhance user experience for municipalities and their constituents. Integrations: e Geographic Information System (GIS): Cloudpermit integrates with leading GIS providers like ESRI ArcGIS and CartoVista, allowing municipalities to accurately search and retrieve property information, enhancing the precision of permitting processes. e Online Payment: Cloudpermit supports a wide array of online payment providers, ensuring flexibility and convenience for municipalities and their users. The platform integrates seamlessly with leading payment gateways and providers, including but not limited to: e Payment Gateways: Allpaid, ACI, Authorize.net, Bambora, CCP / NIC (PayPort), Clover, Elavon, E-xact, ePay, Government Window, InvoiceCloud, Merchante, Moneris, MSB, OpenEdge / Global, Payeezy, PayNowLink, Paymentus, Paypoint, Payport, PayPal, Point & Pay, PSN, Square, Stripe, Xpress Bill Pay. e = Archival/Markup: e Markup: DigEplans e Archival: LaserFische e Authentication Services: Using Open ID Connect (OIDC), Cloudpermit integrates with authentication systems like Azure AD, ensuring secure and straightforward user access management. e Multi-Factor Authentication (MFA): For added security, Cloudpermit can support MFA integrations, such as Duo, to safeguard user accounts and sensitive data. ©2024 Cloudpermit Confidential ===== PDF PAGE 54 ===== [Extraction: OCR (rendered-page OCR)] 12 Customized Integrations (Paid Engagements) While Cloudpermit provides a comprehensive range of standard integrations, there may be instances where these offerings do not fully meet the specific requirements of a municipality. In such cases, Cloudpermit is equipped to develop custom solutions or adapt existing ones. These customized integrations are outside the standard offerings provided with the platform and are treated as separate, paid engagements. This ensures that each municipality's unique needs are addressed with precision and tailored functionality, enhancing the overall efficiency and effectiveness of the Cloudpermit platform. ©2024 Cloudpermit Confidential ===== PDF PAGE 55 ===== [Extraction: OCR (rendered-page OCR)] Code CloudpermitO Enforcement WIOLATIONSLREAUNS Software Description Guide 2024 Cloudpermit ===== PDF PAGE 56 ===== [Extraction: OCR (rendered-page OCR)] Contents The Cloudpermit Platform.... Cloudpermit Enforcement ........cccssssssssssesesssescsssesesesesesesesesesesesesesescsesesesesssesesesesesessescsceccssaeseaeaeseseseseaeaeseseeeeeeeseaeaees 3 Cloudpermit Application Wizard ..........ssssccssssesessssesescsesssssessssesusscseeucsssecusseseeuesesecseseseeecucsesesucecsescacaeeusaceteeeneeenes 4 Navigating the Enforcement Process ........ssssssssssssesssesssscsssesesesesessesecuesesucacseeucassesucasacsesucacsesecseseeucaeaeeeeneaeeeeeseees 5 Functionality Overview Descriptions and Functionality ............cccssssssssssesessssesesessssesessesssesssesessssssessssesesussesueacacsesseeseceeneaeeucasenensaeeeeneaeeeses 6 Archive/Inactive VieW.......ccccscscscsssescsesesesesssesessssesssssssssesesesssscsesssecssssecssscscscscscscscscsssssesssescsesssesesecsssesesceseceaes 6 Attachment oo... ccccsccccsessssessssssescssscssssessssssssesescsesesuessseseseesecseeseseensaesnssesesecsesesacaeseseeeeaenececucseeeseceeseeeeseeteecaeees 6 Case/workspace Package Configurable Application NUMDELING ..........s.cscsssessesessesecesesssssseescsesscsesesucsesucacsessesusseaesecucseceeseaeeecacseeeeneseenenees 7 Configurable Standard Phrases .........ccsssssessssssssssseesesesesescseseseseseseseesseseessesesessscsesssescseseseseseaeaeseseacaeseaeseacacsenee 7 Data IMpPort ......ccccesscscsessssssesessessssssssesscsssssssesssessesesecsesssseasacsecasseeessasaseeessacesessaeeessesacseeaeaseceeeeseeacaeaeeesaeeeeaeases 7 Document/Templates.........sscsscsssssesssseesscscsesssesesssesecsesesscsesesscsesesaesesuesesessesesuceeseseeseesscscaesessesesscseescecsesesecsesees 7 Email Notifications.........ccccccssesssssssesssssssscssssssssesesscsesessssesessssseseenesesusseseeucsesusassesesecesseaeseceasecesueseceasaeneeneneanes 8 Fees and PayMent ........csesessssssssssseessscseseseceseseseessesesesesesesesessueecscsesescsesesesesesesesesssesessessessusessesseeeescaeeceeereeeeeeees 8 GIS Integration .......cscssscessssesessssesssscscssescsssssssssssssssssssssessssesesssceseasaceseseasaseseaseceaeaseseaceeeseseseeseaceaeaeeecseaeeasatseseees 8 INSPOCTIONS........sccsesessssesesessesesccscesesessessscssescsseeesessessncsssaecessseessesasseseseecessaaeaeacaceceacuaeaeaseasaceaeaseaeacaeeeeseseaeeateceeee 8 Messaging and Notifications .. Multi-language Support... ccscssscecsssesesesesesesessseseessssesesesnsetseeeseenesseesescaeseseseseseseaeseceeseaeseseseaeseaeeeeeseeseeeeeceees 9 Property ViCW .......scsscscssssesesssscsessssessssesssessssesseseecssssesseccsseaesesesasssseseesessseseeacaceceassceaseaeasaseceasaseaeaeeeessseaeeaeeeeaeass 9 Report Management .........ccssccscssesesssesssssssesesessesesssscsssssscsessessesescacsesseesscaesesesaeeeseeseeaeasseeseaceeasaceeeetataeeasaneaeaes 9 Appendix 1: Cloudpermit Third-Party Integrated Systems . Standard Configurable Third-Party Integrations .........cccsccscssscsescsssessescsesesescscsesesescsesesesesesesesescsescsescssscsesceeseaes 10 Customized Integrations (Paid Engagements) ..........sssssssesesssesssesesessseseseseseseceseseseeeseseasseaeseseneaceeseneaeacaeeeaeaeaeats 11 ©2024 Cloudpermit Confidential ===== PDF PAGE 57 ===== [Extraction: OCR (rendered-page OCR)] The Cloudpermit Platform The Cloudpermit platform offers a comprehensive suite of cloud-based products designed to optimize how local governments manage community development and regulatory compliance. Our platform encompasses various products, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. These products, accessible 24/7 from any browser or operating system, facilitate more efficient and responsive municipal operations. Definitions: e Platform: Cloudpermit’s foundational infrastructure and services necessary for deploying and managing various products aimed at streamlining municipal operations. It ensures seamless integration, security, and scalability, supporting the diverse needs of local governments. Product: Our products are specialized applications within the Cloudpermit platform, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. Each product is designed to address specific municipal functions, enabling efficient management of processes such as permitting, inspections, and compliance. Solution: Solutions refer to the combined offerings of our products and add-on features/functionalities, such as the Data Import tool and the Inspector App. These solutions enhance the functionality of the individual products, providing a comprehensive approach to managing municipal operations and regulatory compliance. Key Benefits: Streamlined Processes: Automate and standardize workflows to efficiently manage permits, applications, and enforcement cases, improving turnaround times and reducing manual effort. Enhanced Accessibility: Our cloud-based platform ensures that services are available around the clock, supporting remote and on-site work for greater operational flexibility. Continuous Improvement: Benefit from automatic updates with the latest features and enhancements, keeping your system current without manual installations. Rapid Deployment: Quick and easy setup with minimal impact on municipal resources. Informed Decision Making: Integration with Geographic Information Systems (GIS) providing up-to-date information for better planning and analysis. Collaborative Environment: Facilitate instant communication and collaboration within applications, enhancing efficiency and transparency for staff, citizens and/or contractors. ©2024 Cloudpermit Confidential ===== PDF PAGE 58 ===== [Extraction: OCR (rendered-page OCR)] e Effortless Updates & Comprehensive Features: Updated automatically, Cloudpermit ensures the latest features and enhancements are seamlessly integrated without any need for manual downloads or installations by users. Below highlights the functionalities across all Cloudpermit products, including Building Permits, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. While this product description specifically focuses on the Enforcement product, it's important to note the comprehensive capabilities of Cloudpermit's suite of products designed to meet a wide range of municipal and contractor needs. Building Permits A fs 7 Contractor Enforcement Baecusiad Planning 5 _ Land Use Registration 1°] 4] Features Application Submission oO 8 8 Archive/Inactive View 8 8 Attachments 8 8 Case/workspace package Conditions and Comments SOsgss Configurable Application Numbering § Configurable Standard Phrases 8 SS88o0 88 8 88 Data Import Document/Templates 8 Email Notifications Fees and Payments BSSB8SS8S8S GIS integration Inspections g Issuance uM oO 14} 14) 4} 1°) 4} 1°] 1°/) 1} a Oo Meeting Process (Committees and Councils) Messaging and Notifications 8 SBSESBSHBBSBSBBABHBSBSBOBSHI BSBEHRBSSBSBBSBAB Multi-language support Pre-Con Meeting g 8 Processing times BSE8S8S8 808 g Project view Property View OHROOOSBSBOBOODOBSBBBOSBDUDUBS Public Notice Renewal Process Report Management BBHEBOBOOOBBOABOBSA Review and Circulation Support Portal and Help Documentation ica) User Management BSB8BSBSB8OO8 SR8H8oOkROOkBOOODsB 88 SBHESSBQOSA8S88 QOSS8O88 QOS8SBSBBOSSBSBA Violations/Deficiencies QO Cloudpermit Enforcement Cloudpermit's comprehensive suite of cloud-based solutions, including the Enforcement? product, offers a transformative approach for local governments to manage and streamline the 1Enforcement is referred to as “Code Enforcement” in the United States and “By-Law Enforcement” in Canada. ©2024 Cloudpermit Confidential ===== PDF PAGE 59 ===== [Extraction: OCR (rendered-page OCR)] enforcement of violations of statutes or ordinances regulating public health, safety, public works, and building standards within the municipality. Accessible through any browser or mobile device, municipal enforcement authorities manage citizens' complaints, inspections, and enforcement cases in Cloudpermit to ensure the violations are duly resolved. Key Features: e End-to-End Online Management: Manages the complete lifecycle of enforcement cases from initiation to resolution, ensuring all processes are efficiently handled within a single platform. e Dynamic Public Engagement: Empowers public participation through sophisticated online tools for submitting and tracking enforcement complaints as well as providing feedback. e Robust Complaint and Case Management Tools: Facilitates the management of complaints and enforcement cases, significantly speeding up the review and resolution process. e Comprehensive Conditions and Compliance Tracking: Allows municipal authorities to set and monitor compliance with enforcement conditions, ensuring violations are resolved according to approved standards. e Advanced Reporting and Analytics: Generates insightful reports that aid in decision- making and strategic planning, enhancing the efficacy and accountability of enforcement processes. Cloudpermit Application Wizard Cloudpermit’s Application Wizard revolutionizes the registration process, offering an intuitive and streamlined experience for enforcement applications. This wizard ensures that every step, from initial complaint creation to final resolution, is clear and efficient. Seamless Complaint Creation: e Intuitive User Interface: From the dashboard, the wizard leads users through the entire process of creating and submitting enforcement complaints, tailored to a variety of enforcement needs. e State and Municipality Selection: Complainants start by selecting the state and municipality for their complaint, which automatically tailors the process to comply with local regulations and available complaint types. e Enforcement Category and Complaint Selection: For Enforcement, complainants specify their enforcement category and complaint, allowing for a customized process that meets the specific requirements and processes in Cloudpermit. Collaborative and Flexible Drafting: ©2024 Cloudpermit Confidential ===== PDF PAGE 60 ===== [Extraction: OCR (rendered-page OCR)] e Draft Workspace: A draft workspace with a "Required Tasks" progress bar visually guides complainants through the necessary steps to complete their complaint related to the selected complaint. e Adding Parties to Complaints: The wizard facilitates the addition of individuals and businesses as parties within the complaint workspace. Invitations are sent via email, and upon acceptance, parties can participate in the complaint process within designated permissions. Efficient Submission Process: e Customized Complaint Data: The wizard dynamically adjusts the required complaint information based on the registry category and trade(s) selected, ensuring that complainants always have the correct form. Navigating the Enforcement Process Cloudpermit’s Enforcement product supports a comprehensive lifecycle that covers all aspects of the enforcement process: e Initial Complaint: Begins with complainants submitting a complaint, followed by detailed discussions to ensure all parties have a clear understanding of the violation. e Decision and Compliance Monitoring: Concludes with the final decision and ongoing monitoring of conditions compliance, ensuring violations adhere to approved standards and regulations. Functionality Overview Cloudpermit's Enforcement product elevates the management of municipal enforcement applications through a robust suite of features designed to optimize every aspect of the workflow. Here's how these features work together to provide a seamless, efficient experience: e Comprehensive Enforcement Oversight: The Property View" functionality offers a panoramic and detailed view of all complaints and cases, making management straightforward and transparent. e Complaint and Case Management: Organizes and documents essential complaints and cases within the platform, ensuring transparency and accessible records. e Simplified Document Handling: A centralized document management system allows for efficient storage, retrieval, and submission of necessary complaint documents. e Seamless Data Integration: The data import feature makes migrating existing complaint data into Cloudpermit a hassle-free process, enhancing initial setup and ongoing operations. e Proactive Fee Management: Late fees management automates the calculation and enforcement of penalties, ensuring accuracy and fairness in fee assessment ©2024 Cloudpermit Confidential ===== PDF PAGE 61 ===== [Extraction: OCR (rendered-page OCR)] e Insightful Reporting: Comprehensive report management tools enable the generation of detailed reports, providing valuable insights into the enforcement landscape. These include: o Complaint Reports: Generate reports on submitted complaints and resolved cases, providing a detailed view of enforcement activities within selected time frames and categories. o Payment Reports: Track and analyze online payments and fees, offering insights into financial transactions associated with the enforcement process. By integrating these features into a cohesive solution, Cloudpermit Enforcement not only simplifies the management of enforcement complaints and cases but also ensures that local governments can provide superior service while maintaining control and insight over enforcement data. This approach enhances the overall enforcement process, promoting a more engaged, compliant, and efficient enforcement environment. Descriptions and Functionality This section provides an in-depth look at the settings and configuration options available for each feature within the Cloudpermit Enforcement product, allowing for tailored setup and optimal performance. Archive/Inactive View e Description: Allows completed cases and associated data to be set as Archived and stored for future reference, ensuring a secure record of all building activities. e Functionality: o Data Archiving: Disabling workspace features and setting Archive status. o Future Accessibility: Easy retrieval of archived data for reference. Attachments e Description: Supports the attachment of necessary documents during the application process, with visibility control features. e Functionality: o Configurable Requirements: Set necessary attachments based on application type. o Visibility Control: Manage who can see the attachments within the workspace. Case/workspace Package e Description: Enables authority users to generate downloadable packages with information from specific workspaces, tailored for various purposes. e Functionality: ©2024 Cloudpermit Confidential ===== PDF PAGE 62 ===== [Extraction: OCR (rendered-page OCR)] o Configurable Requirements: Set necessary attachments based on application type. © Visibility Control: Manage who can see the attachments within the workspace. Configurable Application Numbering e Description: Offers automated and flexible options for assigning application or case numbers. e Functionality: o Manual Assignment: Flexibility without automation. o Cloudpermit Application Number: Automated number generation by Cloudpermit. o Custom Application Number: Combines automation with custom formatting options. Configurable Standard Phrases e Description: Allows commonly used phrases to be pre-configured for easy selection during application processing. Functionality: o Phrase Library: Users can select from a list of standard phrases. o Category Organization: Phrases are organized by related categories. Data Import e Description: Supports the importation of necessary data for setting up the Enforcement system, enhancing initial setup and ongoing operations. e Functionality: o Workspace Creation: Facilitates setup of application workspaces from imported data (tombstone data, inspections, and attachments). o Historical Data Handling: Manages the integration of existing records. Document/Templates e Description: Provides customizable document and template options to fit the specific needs of enforcement processes. e Functionality: o Editable Templates: Diverse user-data driven template options modified using HTML and CSS (various forms for violations and notices). ©2024 Cloudpermit Confidential ===== PDF PAGE 63 ===== [Extraction: OCR (rendered-page OCR)] Email Notifications e Description: Enables configurable email notifications about various events in the enforcement process. e Functionality: o Opt-in Settings: Users can choose which notifications to receive. o Event-Based Notifications: Automated alerts for key enforcement events. Fees and Payments e Description: Manages fee schedules and facilitates payment processing within the enforcement application. e Functionality: o Configurable Fee Schedules: Set fixed or calculated fees. o Payment Notifications: Informs applicants of due payments and confirmation. GIS Integration e Description: Enhances property identification accuracy by integrating with municipal GIS systems. e Functionality: o Property Data Accuracy: Ensures precise location and property details. Inspections e Description: Manages the scheduling and documentation of required inspections for permit applications. The available add-on option through Cloudpermit’s Inspector App offers offline inspection capabilities. e Functionality: o Inspection Scheduling: Organize inspections according to permit requirements. o Compliance Tracking: Ensures inspections adhere to municipal standards (dispatch, time tracking/management, orders, quick pass, internal notes, deficiencies — phrases). o Offline Inspections: Handled through Cloudpermit Inspector App (add-on). Messaging and Notifications e Description: Facilitates communication between all parties involved in the enforcement process through an integrated messaging system. e Functionality: o Direct and Public Messaging: Supports both private and public communications. o Email Notifications for Unread Messages: Alerts users to new messages. ©2024 Cloudpermit Confidential ===== PDF PAGE 64 ===== [Extraction: OCR (rendered-page OCR)] Multi-language Support e Description: Provides support for multiple languages in citizen-facing functionalities, enhancing accessibility and user experience. Property View e Description: Offers a detailed view of all workspaces related to a specific property, enhancing oversight and management. e Functionality: o Automated Data Aggregation: Collects and displays information specific to a property. o Condition and Application Tracking: Provides updates on conditions and ongoing applications. Report Management e Description: Generates comprehensive reports (csv/pdf) on enforcement activities, offering insights into application processes and outcomes. e Functionality: o Customizable Reports: Tailors reports to meet specific informational needs (operational reports, payments, inspections, reviews, etc.). o Data-Driven Insights: Supports strategic decision-making through detailed analyses. Support Portal and Help Documentation e Description: Provides a comprehensive resource hub with guides, videos, and release notes to aid users in navigating the platform. e Functionality: o Extensive Help Resources: Offers detailed articles and video tutorials User Management e Description: Allows for the administration of user roles and permissions, ensuring that each user has proper access to the platform/product. e Functionality: o Add New Users: Offers the capability to add new users to the system, assigning roles and access levels based on their responsibilities. o Edit Existing Users: Allows administrators to modify user details, such as first and last names, and update roles and permissions as needed. o Roles/Permissions: Enables control over what each user can access and perform within the system, including granting inspection qualifications and managing inspection-related permissions. ©2024 Cloudpermit Confidential ===== PDF PAGE 65 ===== [Extraction: OCR (rendered-page OCR)] 10 Violations e Description: Manages records of any violations or deficiencies noted during the permitting process, ensuring compliance and accountability. Appendix 1: Cloudpermit Third-Party Integrated Systems Cloudpermit has standard configurable integrations categorized under six different integration types described below. Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may integrate a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract. Standard Configurable Third-Party Integrations Cloudpermit offers integration with a variety of third-party systems, enhancing the functionality and flexibility of its enforcement product. These integrations are designed to streamline processes, improve data accuracy, and enhance user experience for municipalities and their constituents. Integrations: e Geographic Information System (GIS): Cloudpermit integrates with leading GIS providers like ESRI ArcGIS and CartoVista, allowing municipalities to accurately search and retrieve property information, enhancing the precision of enforcement processes. e Online Payment: Cloudpermit supports a wide array of online payment providers, ensuring flexibility and convenience for municipalities and their users. The platform integrates seamlessly with leading payment gateways and providers, including but not limited to: e Payment Gateways: Allpaid, ACI, Authorize.net, Bambora, CCP / NIC (PayPort), Clover, Elavon, E-xact, ePay, Government Window, InvoiceCloud, Merchante, Moneris, MSB, OpenEdge / Global, Payeezy, PayNowLink, Paymentus, Paypoint, Payport, PayPal, Point & Pay, PSN, Square, Stripe, Xpress Bill Pay. e = Archival/Markup: e Markup: DigEplans e Archival: LaserFische e Authentication Services: Using Open ID Connect (OIDC), Cloudpermit integrates with authentication systems like Azure AD, ensuring secure and straightforward user access management. e Multi-Factor Authentication (MFA): For added security, Cloudpermit can support MFA integrations, such as Duo, to safeguard user accounts and sensitive data. ©2024 Cloudpermit Confidential ===== PDF PAGE 66 ===== [Extraction: OCR (rendered-page OCR)] 11 Customized Integrations (Paid Engagements) While Cloudpermit provides a comprehensive range of standard integrations, there may be instances where these offerings do not fully meet the specific requirements of a municipality. In such cases, Cloudpermit is equipped to develop custom solutions or adapt existing ones. These customized integrations are outside the standard offerings provided with the platform and are treated as separate, paid engagements. This ensures that each municipality's unique needs are addressed with precision and tailored functionality, enhancing the overall efficiency and effectiveness of the Cloudpermit platform. ©2024 Cloudpermit Confidential ===== PDF PAGE 67 ===== [Extraction: OCR (rendered-page OCR)] Land Use Permitting = Cloudpermit © e DRAFT 1 2023-01-04 Software Description Guide 2024 ito plans and drawings review ~ Project updates round table ha ato Cloudpermit © ===== PDF PAGE 68 ===== [Extraction: OCR (rendered-page OCR)] Contents The Cloudpermit Platform Cloudpermit Land Use ......ccecccsssesseesssssescsesescsesesesesesesesesesesesescscseseacseseseseseseseseseseseaeaeseseseseseaeaeseaeacseaeneaeaeaeaeseneaeeces 3 Functionality OVErViOW.........sssssssccsssscssssssessssecseseessesestseseseensesesesesessaeaessssseasacecscsesessucucsesesesseseseeeseseeeeeseaeeeseseeeeees 4 Land Use Lifecycle........ccssccsssesssescsssessssscscssssscsssesesescsesesesssseessecssacecssseseseecscseseesaaeceascesuceceauceceaeseseseseesseeenseseeeees 6 Functionality OVErVieW.......ccsssssssssscsssstsssssessssseesssssesscetesscsetessesecesesesescessseeasseseescaeeesaeeceseaeeaeacaeeaeacaeeasaeaeeaeaeenee 6 Descriptions and FUNCtionality ........ccsseessseseseesesecesstsesssessssesssseeesesesseessseesseaseeeseaceassceeeseaseeeasaeeseasaceeeeaeaeeaeees 7 Application Submission Process .......csssssssssssssesssessesssssestcssssesssesesssessesessssssssesescsssesesessessseseseseesesesessseseeaeaeeees 7 Archive/Inactive ViW.......ccccssssssesessssssssscsesesesscssssssssssesssesessessseseseassesesessssesecssseseseasssesesesscsedeeassesesseensecacseeees 7 Attachments .......cccccccsssessesssessssesssesssscssssssssssssssesessssssssescssssessssesessssessssesesesecsesesessssesssssseseseceesessessesesesseseeseaeeegs 7 Conditions and COMMENES ........csscsesssesessssesesesessssessseesesessssessssssesssesscsssssessesssecstsessssssesssessesesssenssetsssenseseeseees 8 Configurable Application NUMDETINg ..........csesesesesseseeeseteescscsescseseseseesseasassescseaeaeaeseueseeceeeseeeeesteeseeteeeeeeeeee 8 Configurable Standard Phrases ........c.ssssssssesesesssesesssceseessesescsesesesesesesesesesesescsesssseseeseuseceseseeeseseeeseseaeseaeeeeeeeeeaes 8 Data IMPOrt «0... ccsecsesesesessesesessesessescsesesessesscsesecsesesscsseseesessscsesssssscsssssesseseseseasssssesscessasassusacessaeassseacseenesessonegeass 8 Document/Templates......c.cccccssssssssssssssssesssesesesesesesesesesesesesesesesesesesesesescsessecsacseseseseaeseseseseseseseaeseasacseseaesesenees 9 Email Notifications........ccccccccesesssessssessessssssssessssscssssssessssssesessssessssesseseseseessssseseessseseseesssssesessssesessesesssessesesaeaeses 9 Fees and PayMents.......cscccscsssssessssessssesssesssesesesecesesssesessseseseseseseseseceseseseseseseseseaeaeaeesacacacacecacasecaceeacaceseaseneeeeees 9 GIS Integration ........ccccscssssessssssessssscssssssssessssessssesessssesessesessssssessssssseseeseseesesessesesesseeeeessedsesssessessesecaseasseaseaeases 9 INSPECTIONS... eessesesesesseseseesesescescsessessseeseacscesssesceasacscsceceseacaceesscscusesessuseaeeseaseceseaesceasaceasaseceasaeeasaeeeeeescaeeaeseees 9 ISSUANCE ....essescseeseseesesesessesessenssesecsescseesessucensssenesessesevacsesessenssensscsssansuasssceasecasaesscassesassesseacadceeseaeescaseseeeasesenease 10 Meeting Process .....cccccsescsesssessssscsssesescssssscssscsssescscscsescscsssessecsssescsssesesesssesesssesesseessessesseeseeeesesessseesseseeeeeseneees 10 Messaging and Notifications .........csesssesesesesesesescscscsesencsescsssesesescsesessssacaeacaeacueacacaeseaeseucecececeeesueeeneaeeeneaesenees 10 Multi-language SUPPOrt.......scscsecesesesesssescssscssssstsecssecesssecssssscssecsssesesessseseseacacscasscsesseseeeseseseseseseeeseeeseeneeeee 10 Pre-consultation MEeting........cssccssesecsssesersesssescesscsesescsesessseseseesseseseseseseseseesseseseseeescssseseesscseacseseasaeseseaeaeaees 10 Processing TIMES ......ccsssscsessssesessesesssssescssesssessesesseecseecnscseeasseacusessscscuaescsceacsceasaceasaceaeaceeeasaceaeacaeeeeaeaeeasaeseeasaes 10 Project ViW.....c.cccccssssssssssssssssssessesesssesssssessssssscssscscssecssscscssscsesesesesesesesesesescsessscesssecsescsesseeseeceaseesesesesecesssseensee 11 Property ViCW ......sccscscsssscsssscscsssscsessssescsesscsssscssssescesssssseseessssasssssaseseseesacescaeesseaessscesessadeeeasaeeasacesessuaeasasaaeasaeaes 11 Report Management ........cccssscsessssssescsscsesssscssessssseessstsesesssssecsasscssessesseseeessesessssedsssesesssseeceseseessseseeesseseeseaes 12 Review and Circulation ........cccscsssssssesssssssssssssesssssssscssssssesssessssssessssessescsessesessseseesssessssssscseseesesesecacsesecessesesaeeess 12 Support Portal and Help Documentation .........cesssesssesesesesesssesesssesececeseseseseseacsescecseceeeeeeesesesestsuseeeeneseeeeeee 12 User Managemennt........ccssccsessssesssssscssssssssssssssesssssseesssescssssescsssesessssessssssessssedeesescesseseceseseeessesseseaeeeesseeeseseanenee 12 Appendix 1: Cloudpermit Third-Party Integrated Systems ........ccssessssesesseeesssseteescseeeseseesesceeeaseeeeaseetacaceeeseeeeaeaes 12 Standard Configurable Third-Party Integrations .........ccccsssssseseeseecseeeseeeteecteeestetetsteteeseseseseeeeeseeeeeeseeeseeeeeees 13 Customized Integrations (Paid Engagement) ...........scsssssssesessssesssesssesscsesesessscsessssssesesessesseesessssessssenseeaseeeeeees 13 ©2024 Cloudpermit Confidential ===== PDF PAGE 69 ===== [Extraction: OCR (rendered-page OCR)] The Cloudpermit Platform The Cloudpermit platform offers a comprehensive suite of cloud-based products designed to optimize how local governments manage community development and regulatory compliance. Our platform encompasses various products, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. These products, accessible 24/7 from any browser or operating system, facilitate more efficient and responsive municipal operations. Definitions: Platform: Cloudpermit’s foundational infrastructure and services necessary for deploying and managing various products aimed at streamlining municipal operations. It ensures seamless integration, security, and scalability, supporting the diverse needs of local governments. Product: Our products are specialized applications within the Cloudpermit platform, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. Each product is designed to address specific municipal functions, enabling efficient management of processes such as permitting, inspections, and compliance. Solution: Solutions refer to the combined offerings of our products and add-on features/functionalities, such as the Data Import tool and the Inspector App. These solutions enhance the functionality of the individual products, providing a comprehensive approach to managing municipal operations and regulatory compliance. Key Benefits: Streamlined Processes: Automate and standardize workflows to efficiently manage permits, applications, and enforcement cases, improving turnaround times and reducing manual effort. Enhanced Accessibility: Our cloud-based platform ensures that services are available around the clock, supporting remote and on-site work for greater operational flexibility. Continuous Improvement: Benefit from automatic updates with the latest features and enhancements, keeping your system current without manual installations. Rapid Deployment: Quick and easy setup with minimal impact on municipal resources. Informed Decision Making: Integration with Geographic Information Systems (GIS) providing up-to-date information for better planning and analysis. Collaborative Environment: Facilitate instant communication and collaboration within applications, enhancing efficiency and transparency for staff, citizens and/or contractors. Effortless Updates & Comprehensive Features: Updated automatically, Cloudpermit ensures the latest features and enhancements are seamlessly integrated without any need for manual downloads or installations by users. Below highlights the functionalities across all Cloudpermit products, including Building Permits, Code Enforcement, Licensing, Planning, Contractor Registration, and Land Use. While this product description specifically focuses on the Land Use product, it's important to note the ©2024 Cloudpermit Confidential ===== PDF PAGE 70 ===== [Extraction: OCR (rendered-page OCR)] comprehensive capabilities of Cloudpermit's suite of products designed to meet a wide range of municipal and contractor needs. Features abet Enforcement Licensing Planning Re bia) Application Submission 7) Oo 1} wi 1°) 14) Archive/Inactive View iP} iP] g 14} u Attachments Y i") a wi 4 14) Case/workspace package =) 17) Oo Oo oO Conditions and Comments Oo oO oO a (| 1) Configurable Application Numbering 4] 174) a iP} 4} 14) Configurable Standard Phrases 4 ic] 4) ie} o ©) Data Import (2) im) ir} 1°) Document/Templates ir) ir) 4 ir} Y Email Notifications ir) im) 14} 1°) 4 Y Fees and Payments YW Yi u Y uw GIS integration ir) 4 im} oO 1°} Inspections 14) 7) a oO Y Issuance i) o 4 Yi 1°71) Meeting Process (Committees and Councils) Oo (a) Oo P) Oo 1°) Messaging and Notifications iv) 174) 1°] 1P4) Multi-language support i) 4 Y iP} Y 1°] Pre-Con Meeting iP] Oo o €] ia] 1° Processing times w oO oO 1°) Oo Project view 1] Qo Oo Yi oO Y Property View i) 1°] 1) i) Public Notice Oo Oo im} a Oo 1) Renewal Process Oo oO ie) Oo Y Oo Report Management 1°] iA) 4) 14] 4) Review and Circulation iP) Oo (a}o 14} Support Portal and Help Documentation 7) ie} a 1°} 4) Y User Management Y im] PA] 1°) 14] Violations/Deficiencies iP) 14] i} Oo Oo Oo Cloudpermit Land Use Cloudpermit's comprehensive suite of cloud-based solutions, including the Land Use product, offers a transformative approach for local governments to manage and streamline urban and regional land use processes. With a focus on flexibility and efficiency, our software facilitates a seamless workflow from initial consultation to final decision-making. Cloudpermit Land Use integrates seamlessly into local government operations to enhance urban and regional land use processes. By offering a digital solution for managing land use applications and engaging public and internal stakeholders, Cloudpermit Land Use streamlines every step from pre-consultation to approval, facilitating a more efficient and transparent land use environment. ©2024 Cloudpermit Confidential ===== PDF PAGE 71 ===== [Extraction: OCR (rendered-page OCR)] Key Features: End-to-End Online Management: Manages the complete lifecycle of land use applications from initiation to decision, ensuring all processes are efficiently handled within a single platform. Dynamic Public Engagement: Empowers public participation through sophisticated online tools for submitting and tracking land use applications, as well as providing feedback. Automated Notifications and Public Notices: Streamlines communication by automating public notices and stakeholder notifications, enhancing community involvement and compliance. Robust Circulation and Collaboration Tools: Facilitates the circulation of applications to relevant stakeholders for feedback and approvals, significantly speeding up the review process. Comprehensive Conditions and Compliance Tracking: Allows municipal authorities to set and monitor compliance with land use conditions, ensuring developments proceed according to approved standards. Advanced Reporting and Analytics: Generates insightful reports that aid in decision- making and strategic planning, enhancing the efficacy and accountability of land use processes. Functionality Overview Cloudpermit’s Application Wizard revolutionizes the registration process, offering an intuitive and streamlined experience for the application process. This wizard ensures that every step, from initial application creation to final submission, is clear and efficient. Seamless Application Creation: Intuitive User Interface: From the dashboard, the wizard leads users through the entire process of creating and submitting permit applications, tailored to a variety of land use needs. State and Municipality Selection: Applicants start by selecting the state and municipality for their application, which automatically tailors the application process to comply with local regulations and available application types. Land Use Category and Application Selection: For Land Use, applicants specify their land use category and application, allowing for a customized application process that meets the specific requirements and processes in Cloudpermit. Collaborative and Flexible Drafting: Draft Workspace: A draft workspace with a "Required Tasks" progress bar visually guides applicants through the necessary steps to complete their application, related to the selected application. ©2024 Cloudpermit Confidential ===== PDF PAGE 72 ===== [Extraction: OCR (rendered-page OCR)] Adding Parties to Applications: The wizard facilitates the addition of individuals and businesses as parties within the application workspace. Invitations are sent via email, and upon acceptance, parties can participate in the application process within designated permissions. Automatic Invitations: Invitations are sent to email addresses provided, ensuring streamlined collaboration. Manual entry options: Parties can be activated at once if they lack an email account. Existing Business Partners: In the user's account database are instantly active in the new application when added. Inviting a new business: Creates a new business account, enabling access to application data for all business members. Guided Pre-Consultation Process: Assists applicants in initiating consultations with municipal staff and external agencies, ensuring all necessary preliminary discussions are held to refine development proposals. Efficient Submission Process: Customized Application Data: The wizard dynamically adjusts the required application information based on the registry category and trade(s) selected, ensuring that applicants always have the correct form. Digital Signing and Submission: Upon completing all required information, applicants finalize their application with a digital signature before submitting it directly to the municipal department via Cloudpermit, marking a move towards a more transparent and efficient review process. Seamless Integration of Meetings and Public Consultations: Manages scheduling and documentation for committee and council meetings directly within the platform, enhancing coordination and documentation. Streamlined Submission and Review Process: Simplifies application submissions and reviews by guiding applicants through each step, ensuring all required documents and information are accurately provided. The Application Wizard is an integral part of Cloudpermit Land Use, designed to guide users through the land use application process with ease and precision: Guided Pre-Consultation Process: Assists applicants in initiating consultations with municipal staff and external agencies, ensuring all necessary preliminary discussions are held to refine development proposals. Seamless Integration of Meetings and Public Consultations: Manages scheduling and documentation for committee and council meetings directly within the platform, enhancing coordination and documentation. Streamlined Submission and Review Process: Simplifies application submissions and reviews by guiding applicants through each step, ensuring all required documents and information are accurately provided. ©2024 Cloudpermit Confidential ===== PDF PAGE 73 ===== [Extraction: OCR (rendered-page OCR)] Land Use Lifecycle Cloudpermit Land Use supports a comprehensive lifecycle that covers all aspects of the land use process: Initial Application and Pre-Consultation: Begins with applicants submitting a pre- consultation request, followed by detailed discussions to ensure all parties have a clear understanding of the proposal. Public Engagement and Notice: Utilizes digital platforms to notify the public and gather feedback, integrating community insights directly into the land use process. Detailed Review and Circulation: Facilitates a thorough review by internal and external stakeholders, ensuring all necessary approvals and comments are collected and considered. Decision and Compliance Monitoring: Concludes with the final decision and ongoing monitoring of conditions compliance, ensuring developments adhere to approved plans and regulations. Functionality Overview Cloudpermit's Land Use product elevates the management of municipal applications through a robust suite of features, designed to optimize every aspect of the workflow. Here's how these features work together to provide a seamless, efficient experience: Comprehensive Land Use Oversight: The "Project View" and "Property View" functionalities offer a panoramic and detailed view of all applications, making management straightforward and transparent. Committee and Council Meetings Management: Organizes and documents essential meetings within the platform, ensuring transparency and accessible records. Public Notice System: Automates the creation and distribution of public notices, enhancing the efficiency and reach of community notifications. Circulation Feature: Streamlines the sharing of applications with necessary parties, enabling real-time feedback and faster processing times. Conditions and Comments Oversight: Manages the stipulation and review of conditions applied to applications, ensuring all requirements are met before final approval. Automated Alerts System: Notifications and alerts keep all stakeholders up-to-date on crucial application milestones and requirements, reducing the risk of oversight. Simplified Document Handling: A centralized document management system allows for efficient storage, retrieval, and submission of necessary application documents. Seamless Data Integration: The data import feature makes migrating existing application data into Cloudpermit a hassle-free process, enhancing initial setup and ongoing operations. Proactive Fee Management: Late fees management automates the calculation and enforcement of penalties, ensuring accuracy and fairness in fee assessment. Insightful Reporting: Comprehensive report management tools enable the generation of detailed reports, providing valuable insights into the land use landscape. These include: ©2024 Cloudpermit Confidential ===== PDF PAGE 74 ===== [Extraction: OCR (rendered-page OCR)] e Application Reports: Generate reports on submitted applications and issued permits, providing a detailed view of application activities within selected time frames and categories. e Payment Reports: Track and analyze online payments and fees, offering insights into financial transactions associated with the application process. e Review Reports: Compile data on review activities and events, helping municipalities assess the efficiency of the review process and identify areas for improvement. e Processing Time Calculator: Provides a clear timeline for each stage of the application process, helping to manage expectations and improve workflow efficiency. By integrating these features into a cohesive solution, Cloudpermit Land Use not only simplifies the management of land use applications but also ensures that local governments can provide superior service while maintaining control and insight over land use data. This approach enhances the overall land use process, promoting a more engaged, compliant, and efficient land use environment. Descriptions and Functionality This section provides an in-depth look at the settings and configuration options available for each feature within the Cloudpermit Land Use product, allowing for tailored setup and optimal performance. Application Submission Process Description: Enables the creation of land use applications tied to specific projects and properties through a user dashboard and application creation wizard. Functionality: e User Dashboard: Central hub for initiating applications. e Application Creation Wizard: Guides users through the setup process to create the appropriate workspace. Archive/Inactive View e Description: Allows completed land use applications and associated data to be inactivated, stored for future reference, and ensures a secure record. Functionality: e Data Archiving: Secure storage of information. e Future Accessibility: Easy retrieval of archived data for reference. Attachments e Description: Supports the attachment of necessary documents during the application process, with visibility control features. ©2024 Cloudpermit Confidential ===== PDF PAGE 75 ===== [Extraction: OCR (rendered-page OCR)] e Functionality: o Configurable Requirements: Set necessary attachments based on application type. o Visibility Control: Manage who can see the attachments within the workspace. Conditions and Comments e Description: Offers users the ability to configure, manage and digitally track conditions and comments for applications and workspaces e Functionality: o Configuration: Configure conditions to assign to applications based on their type o Tracking: Share conditions via circulation requests, sign-off on conditions to verify completeness o Management: Create lists of comments, assign to specific people, manage the status and organize threads so comments and responses are never lost Configurable Application Numbering e Description: Offers automated and flexible options for assigning application or case numbers. e Functionality: o Manual Assignment: Flexibility without automation. o Cloudpermit Application Number: Automated number generation by Cloudpermit. o Custom Application Number: Combines automation with custom formatting options. Configurable Standard Phrases e Description: Allows commonly used phrases to be pre-configured for easy selection during application processing. e Functionality: e Phrase Library: Users can select from a list of standard phrases. e Category Organization: Phrases are organized by related categories. Data Import e Description: Supports the importation of necessary data for setting up the land use system, enhancing initial setup and ongoing operations. e Functionality: e Workspace Creation: Facilitates setup of application workspaces from imported data. e Historical Data Handling: Manages the integration of existing records. ©2024 Cloudpermit Confidential ===== PDF PAGE 76 ===== [Extraction: OCR (rendered-page OCR)] Document/Templates e Description: Provides customizable document and template options to fit the specific needs of land use processes. e Functionality: e Editable Templates: Templates can be modified using HTML and CSS. e Diverse Template Options: Suitable for various Cloudpermit products. Email Notifications e Description: Enables customizable email notifications about various events in the land use process. e Functionality: e Opt-in Settings: Users can choose which notifications to receive. e Event-Based Notifications: Automated alerts for key events within the lifecycle of land use applications. Fees and Payments e Description: Manages fee schedules and facilitates payment processing within the land use application. e Functionality: e Configurable Fee Schedules: Set fixed or calculated fees. e Payment Notifications: Informs applicants of due payments and confirmation. GIS Integration e Description: Enhances property identification accuracy by integrating with municipal GIS systems. Functionality: o Property Data Accuracy: Ensures precise location and property details. Inspections e Description: Manages the scheduling and documentation of required inspections for land use applications. The available add-on option through Cloudpermit’s Inspector App offers offline inspection capabilities. e Functionality: o Inspection Scheduling: Organize inspections according to permit requirements. o Compliance Tracking: Ensures inspections adhere to municipal standards (dispatch, time tracking/management, orders, quick pass, internal notes, deficiencies — phrases). o Offline Inspections: Handled through Cloudpermit Inspector App (add-on). ©2024 Cloudpermit Confidential ===== PDF PAGE 77 ===== [Extraction: OCR (rendered-page OCR)] 10 Issuance e Description: Automates the process of issuance after successful application review and/or inspections. e Functionality: o Automated Application/Permit Creation: Streamlines the issuance process. o Validity Tracking: Manages issue dates, validity periods, and expiration dates. Meeting Process e Description: Supports the management of upcoming public meetings for land use applications. e Functionality: Allows land use departments to assign applications to upcoming meetings and track the outcomes of the meetings. In addition, pre-configured agenda and meeting package templates can be generated and downloaded. Messaging and Notifications e Description: Facilitates communication between all parties involved in the land use process through an integrated messaging system. e Functionality: o Direct and Public Messaging: Supports both private and public communications. o Email Notifications for Unread Messages: Alerts users to new messages. Multi-language Support e Description: Provides support for multiple languages in citizen-facing functionalities, enhancing accessibility and user experience. Pre-consultation Meeting e Description: Tracks preliminary meetings with municipal staff to receive detailed information on requirements and potential issues. e Functionality: o Comprehensive Discussion: Communicate and document zoning requirements, building codes, necessary permits, and other regulations. o Documentation Guidance: Outline the required documentation and steps for formal application submission. Processing Times e Description: Defines specific points to start and stop tracking processing time for each application. ©2024 Cloudpermit Confidential ===== PDF PAGE 78 ===== [Extraction: OCR (rendered-page OCR)] e Functionality: ° ° ° Project View Customizable Parameters: Set specific start and end points for various stages. Automated Tracking: Automatically record timestamps at defined stages. Dashboard Integration: Set alerts for applications nearing or exceeding time limits. Customizable Reports: Tailor reports to specific needs and metrics. e Description: Organizes similar workspaces into a single project container, offering a comprehensive view of all related activities. e Functionality: fo} ° Consolidated Project Information: Displays all relevant data in one view. Status and Payment Tracking: Offers updates on project progress and financials Property View e Description: Offers a detailed view of all workspaces related to a specific property, enhancing oversight and management. e Functionality: e Automated Data Aggregation: Collects and displays information specific to a property. e Condition and Application Tracking: Provides updates on conditions and ongoing applications. Public notice 11 e Description: Empowers building departments to digitalize and streamline several public notice requirements and responsibilities. e Functionality: ° ° Property List Generation: Generate and download a list of property owners within a defined radius of the subject lands. Public Notice Letter: Generate a templated public notice letter that can be sent to nearby property owners. Decision Notifications: Publish a subscribe-able link that allows interested stakeholders to opt-in to automatically receive the decision of the application when it becomes available. The list of subscribers is automatically recorded and can be downloaded. Attachment Management: Manage attachments related to the public notice such as opinion letters, remarks, etc. and control their visibility. ©2024 Cloudpermit Confidential ===== PDF PAGE 79 ===== [Extraction: OCR (rendered-page OCR)] 12 Report Management e Description: Generates comprehensive reports (csv/pdf) on land use activities, offering insights into application processes and outcomes. e Functionality: o Customizable Reports: Tailors reports to meet specific informational needs (operational reports, payments, inspections, reviews, etc.). Review and Circulation e Description: Ensures thorough review of applications and facilitates the circulation of documents to necessary parties for additional evaluation. e Functionality: o Detailed Review Process: Incorporates both internal and external evaluations and task tracking. o Circulation Management: Manages the sharing of applications with relevant stakeholders. Support Portal and Help Documentation e Description: Provides a comprehensive resource hub with guides, videos, and release notes to aid users in navigating the platform. e Functionality: o Extensive Help Resources: Offers detailed articles and video tutorials. User Management e Description: Allows for the administration of user roles and permissions, ensuring that each user has proper access to the platform/product. Functionality: e Add New Users: Offers the capability to add new users to the system, assigning roles and access levels based on their responsibilities. e Edit Existing Users: Allows administrators to modify user details, such as first and last names, and update roles and permissions as needed. e Roles/Permissions: Enables control over what each user can access and perform within the system, including granting inspection qualifications and managing inspection-related permissions. Appendix 1: Cloudpermit Third-Party Integrated Systems Cloudpermit has standard configurable integrations categorized under six different integration types described below. ©2024 Cloudpermit Confidential ===== PDF PAGE 80 ===== [Extraction: OCR (rendered-page OCR)] 13 Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may integrate a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract. Standard Configurable Third-Party Integrations Cloudpermit offers integration with a variety of third-party systems, enhancing the functionality and flexibility of its land use product. These integrations are designed to streamline processes, improve data accuracy, and enhance user experience for municipalities and their constituents. Integrations: e Geographic Information System (GIS): Cloudpermit integrates with leading GIS providers like ESRI ArcGIS and CartoVista, allowing municipalities to accurately search and retrieve property information, enhancing the precision of permitting processes. e Online Payment: Cloudpermit supports a wide array of online payment providers, ensuring flexibility and convenience for municipalities and their users. The platform integrates seamlessly with leading payment gateways and providers, including but not limited to: e Payment Gateways: Allpaid, ACI, Authorize.net, Bambora, CCP / NIC (PayPort), Clover, Elavon, E-xact, ePay, Government Window, InvoiceCloud, Merchante, Moneris, MSB, OpenEdge / Global, Payeezy, PayNowLink, Paymentus, Paypoint, Payport, PayPal, Point & Pay, PSN, Square, Stripe, Xpress Bill Pay. e = Archival/Markup: e Markup: DigEplans e Archival: LaserFische e Authentication Services: Using Open ID Connect (OIDC), Cloudpermit integrates with authentication systems like Azure AD, ensuring secure and straightforward user access management. e Multi-Factor Authentication (MFA): For added security, Cloudpermit can support MFA integrations, such as Duo, to safeguard user accounts and sensitive data. Customized Integrations (Paid Engagements) While Cloudpermit provides a comprehensive range of standard integrations, there may be instances where these offerings do not fully meet the specific requirements of a municipality. In such cases, Cloudpermit is equipped to develop custom solutions or adapt existing ones. These customized integrations are outside the standard offerings provided with the platform and are treated as separate, paid engagements. This ensures that each municipality's unique needs are addressed with precision and tailored functionality, enhancing the overall efficiency and effectiveness of the Cloudpermit platform. ©2024 Cloudpermit Confidential ===== PDF PAGE 81 ===== [Extraction: OCR (rendered-page OCR)] Licensing Software Description Guide 2024 Poa Aeenat anne Pvp evn Pere Cloudpermit © ===== PDF PAGE 82 ===== [Extraction: OCR (rendered-page OCR)] Contents The Cloudpermit Platform.........ssscsecsssssssssssssessssssessssessessessesssessesssesssssssuesuesuessesusssnssessnsaesaesaeaeanesuecueenussueesseensaeaeaneeneeaseneeneensese 2 Cloudpermit Licensing ..........sscscssssssssesesssesesesssscssscscsesesnssenesesesnsuesenesessussesssesesesecsssesesssesessaesesesecsesesesecneasaeeusaesesesesseseseseacacseeneaeeee 3 Applying for a License ...........sesessssssssesesesesesecsssesenssesesucscsesestsssaesesessuesesesesesesueuesesesesesesesesesesucsssesesessesesesessesesesesesesseseaescacseseseee 4 Navigating the Licensing Process ...........sssssssssssssssessessssesssesssssescsesscsessesesuesesnesucsesscsesecsecussesneseenssesaesussucsscassueaseucneeseaeneneeneasene 5 Functionality Overview ..........scsssssssssssssssssssessssssssssessssessesssseesesacseeuesessesessesecsesnesecuesesecuenesuesecaesucsecaeeuecuesecasaeenenecnesueneeseaeeneaeeee 6 Key Personas Explained ..........c.csssssssessssessssesssscssssssesucsusseesssussesseseescsussesessesussucnesecsesesucsesecsesucsecsesucescneencscsessesssscseeaeeees .7 Operational Dynamics................. .7 Descriptions and Functionality Application Submission Process: ........s.ssssssssssssssssssessssessssessesscsesscsessesessesussesuesessesessenesucnessssessesuseesessucaeenseusaesucneeneaeneaeeneaeeee 7 Archive/Inactive View: Attachments:it:..ossrsctnecnSsauzascnodtestooteetsonsooscvedtesnttbvsueciuscurettecssnesedtlsivattaniusitseasTosiegsvsoneeteanstestbetirbartiosenstaettapetcbassdTettMassessssse 8 Configurable Application NUMDEFING...........:ssessesseessessessessesssesessesseesessessesssesussessessesseesecsessuecuecsessuessecsensensesuecseeneeneeaseaneeses 8 Configurable Standard Phrases ........s:sssssssssssssssssesssssessessessesseessessessessessessesscsussussussucsussuesuesseesscuecsnssuecaenenessueaseeneenseneeaenees 8 Datta IMport .......csessssessesssseseesesssssseessseeseseeseseescsesssseesesesscsucsnssessseessssussesussessssusscsnssssesseseasssucseauesesucsecaasesucssensaeensensacenensenenseee 8 Document/Templates ...........sssscsssecsssessssessssecseseencsecnesuesessecuecsssesesnesucsesussesussscassucueaesuesesucsesucssassncasassussecseaesnssesaeseenesesneenenes 9 Email Notifications: .........ccsssessssesessescssescssescescsessesesscssesesseesssesuscesussucsesessecussscsssnsussesecussusnesussesnesucncsesuesesuesesuenessececaeenseeeneens 9 Fees and PayMents........ccssscssssessesessesesscscssssesscsessssessssuesessesussesnssessesscsesussecussscsssececessusussecsesueseesssucneesecucsecsesecsesecsesseseenseneaeees 9 INSP@CTIONS..........cccceesesesesesesessssesssescscsesesssessssssesssssesescsesnssesesesessesesssesesesussasssesesusesucusususasaeaesesusucessesesesisacseeesesesneneatseseaeateneasees 9 ISSUANCE ....sesesesessessesessecnesessesesesseseesesnesesecsesussesenesesnssessesussussssusscsussesassessssncsessssessesssesassuesessssesussessesnssessesuesansenssesseacaneneanene 10 Messaging and Notifications ...........sscssssessesessesessesesesecscsecseesesucsesucsessesesscsssnecucsesucsesesuesesnecessesscsesnssucnessesussesucaeeseaeeseaeeneenes 10 Multi-language Support .........sessessesssssssssssessessessssssesesscssssseesscssessssussussssssessessscnecaseneenesnesseeascnessuessecasenneauesuesaseueeneeneeaeennentes 10 Property ViGW.......sscsssssesesesesessesesssesesssssesescsesesessusssssscssscsessssssesesesssnsscsssssessusesssucussssesssssesuaueesassesnsusseseensuenensasarseaeensueasaeaees 10 Remewal Process.......ssssssessssssssssssssessssessesssssscsscssssssesscsessesusscsucsesussessesessssussesueseseesesssussesueseasesusaeenecucsecuesuesesseneeneeuenecueneenseees 10 Report Managementt..........cscsescsessssesssssssscsesssesessssesescseseseesssssesesesesssesssesesnsesesssensacscsesescseseeueassssesuessseseensesesnsueasseesaeseeneates 10 Review and Circulation ..........csesscsessssessesessssesssssssssessssesssseesessesessssessesesucsessesussesecsesessesesucsesusseesesussessesesssassnsesseneencaseneneeseee 11 Support Portal and Help Documentation..........cccsccsssessssessssssssssseseenssesseesesessssssucsesesussecesscessussecseencsesseneeneseeassueaeeesseeneene 11 User Management. Violations/Deficiencies .............sceee 11 Appendix 1: Cloudpermit Third-Party Integrated Systems 11 Standard Configurable Third-Party Integrations . .12 Customized Integrations (Paid Engagements)...........s.ssessssessessesessssessssesescseseesesceussesucassecusscneeucseesssucnesnecessesesuenesssseeseseneense 12 @2024 Cloudpermit Confidential ===== PDF PAGE 83 ===== [Extraction: OCR (rendered-page OCR)] The Cloudpermit Platform The Cloudpermit platform offers a comprehensive suite of cloud-based products designed to optimize how local governments manage community development and regulatory compliance. Our platform encompasses various products, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. These products, accessible 24/7 from any browser or operating system, facilitate more efficient and responsive municipal operations. Definitions: Platform: Cloudpermit’s foundational infrastructure and services necessary for deploying and managing various products aimed at streamlining municipal operations. It ensures seamless integration, security, and scalability, supporting the diverse needs of local governments. Product: Our products are specialized applications within the Cloudpermit platform, including Building, Enforcement, Licensing, Planning, Contractor Registration, and Land Use. Each product is designed to address specific municipal functions, enabling efficient management of processes such as permitting, inspections, and compliance. Solution: Solutions refer to the combined offerings of our products and add-on features/functionalities, such as the Data Import tool and the Inspector App. These solutions enhance the functionality of the individual products, providing a comprehensive approach to managing municipal operations and regulatory compliance. Key Benefits: e Streamlined Processes: Automate and standardize workflows to efficiently manage permits, applications, and enforcement cases, improving turnaround times and reducing manual effort. Enhanced Accessibility: Our cloud-based platform ensures that services are available around the clock, supporting remote and on-site work for greater operational flexibility. Continuous Improvement: Benefit from automatic updates with the latest features and enhancements, keeping your system current without manual installations. Rapid Deployment: Quick and easy setup with minimal impact on municipal resources. Informed Decision Making: Integration with Geographic Information Systems (GIS) providing up-to-date information for better planning and analysis. Collaborative Environment: Facilitate instant communication and collaboration within applications, enhancing efficiency and transparency for staff, citizens and/or contractors. Effortless Updates & Comprehensive Features: Updated automatically, Cloudpermit ensures the latest features and enhancements are seamlessly integrated without any need for manual downloads or installations by users. Below highlights the functionalities across all Cloudpermit products, including Building Permits, Code Enforcement, Licensing, Planning, Contractor Registration, and Land Use. While this product description specifically focuses on the Licensing product, it's important to note the @2024 Cloudpermit Confidential ===== PDF PAGE 84 ===== [Extraction: OCR (rendered-page OCR)] comprehensive capabilities of Cloudpermit's suite of products designed to meet a wide range of municipal and contractor needs. Features mae Enforcement MLS ir4 Planning ie lanai Land Use Application Submission ie} im] 1°) 4 1°] if} Archive/Inactive View 14) Y ©) Attachments Y 1°) 14} Case/workspace package 4) oO (1) oO ‘ta Conditions and Comments Oo Oo Oo Oo ie} Configurable Application Numbering 14) 14] Y ie) Configurable Standard Phrases Y 1°] 1°] PA) oO Data Import 1°) 7] 4) Document/Templates 7] 4] Email Notifications 4) 1) iP) Fees and Payments ir} 14} Y 4] GIS integration 1°) Oo Oo u Inspections 7 a 14} 1°] Oo 1°] Issuance a Oo 17) 4) 1°] Meeting Process (Committees and Councils) Oo o o 1°] Oo P} Messaging and Notifications 1°) 1°) 14] 1°) Multi-language support 14} u 1] 4) 4) Pre-Con Meeting 4) Oo oOo 14) Oo Processing times iP] Oo Oo ©] Oo 1°) Project view iP} oO Ey iP} Oo Property View 21) 1) YM 7) Public Notice oOo Oo oO ir} Oo a Renewal Process Oo oO 1°1} oO ie} a Report Management 4 1°74} 1°] Yu Review and Circulation °) Oo 14} ira) oO P] Support Portal and Help Documentation iA] i] im) 1°) ©} User Management °1] iw) 14} 1°} ie} iP) Violations/Deficiencies wm ir] 14) o Oo o Cloudpermit Licensing Cloudpermit's suite of cloud-based solutions, including the Licensing solution, offers a transformative approach for local governments to manage and automate business licensing processes. Designed with flexibility and efficiency in mind, our software ensures a streamlined workflow, from application to issuance and beyond. Our Licensing product provides a one-stop solution for managing business licenses, offering features like application and issuance processes, fee management, compliance monitoring, and reporting tools. These capabilities ensure local governments can deliver superior service while maintaining control and insight over licensing data. Key Features: @2024 Cloudpermit Confidential ===== PDF PAGE 85 ===== [Extraction: OCR (rendered-page OCR)] End-to-End Online Management: Automate your entire licensing process, from initial application to renewal and compliance monitoring. Centralized License Management: Simplify the management of business licenses, reducing time and effort for both municipalities and applicants. Automatic Updates: Benefit from a system that's always current, with regular updates and enhancements delivered seamlessly. Insightful Reporting: Gain valuable insights into licensing data, making data analysis and forecasting more accessible and actionable. Continuous Improvement and Support: Demonstrating a commitment to continuous product enhancement, Cloudpermit actively incorporates industry standards and user feedback, ensuring the Licensing module stays technologically advanced with regular feature updates and improvements. Designed with both flexibility and efficiency at its core, this product not only simplifies the workflow from application to issuance but also ensures a user-friendly experience for applicants and municipal administrators alike. Our aim is to eliminate the need for time-consuming manual processes and foster a more responsive municipal operation. Applying for a License Cloudpermit’s Application Wizard revolutionizes the registration process, offering an intuitive and streamlined experience for licensing. This wizard ensures that every step, from initial application creation to final submission, is clear and efficient. Seamless Application Creation: Intuitive User Interface: From the dashboard, the wizard leads users through the entire process of creating and submitting both license and contractor registration applications, tailored to a variety of business and contractor needs. State and Municipality Selection: Applicants start by selecting the state and municipality for their application, which automatically tailors the application process to comply with local regulations and available application types. License Category and Application Selection: For Licensing, applicants specify their license category and application, allowing for a customized application process that meets the specific requirements and processes in Cloudpermit. Multiple trades can be selected in one application, enhancing flexibility. For Individuals and Businesses: The wizard accommodates both private individuals and businesses, with the ability to apply for registrations directly or on behalf of clients, including the option for municipalities to digitize paper or email applications. Collaborative and Flexible Drafting: @2024 Cloudpermit Confidential ===== PDF PAGE 86 ===== [Extraction: OCR (rendered-page OCR)] Draft Workspace: A draft workspace with a "Required Tasks" progress bar visually guides applicants through the necessary steps to complete their application, related to the selected license or registry category. Adding Parties to Applications: The wizard facilitates the addition of individuals and businesses as parties within the application workspace. Invitations are sent via email, and upon acceptance, parties can participate in the application process within designated permissions. Automatic Invitations: Invitations are sent to email addresses provided, ensuring streamlined collaboration. Manual entry options: activate parties immediately if they lack an email account. Existing business partners: Business partners in the user's account database are instantly active in the new application when added. Inviting a new business: Creates a new business account, enabling access to application data for all business members. Efficient Submission Process: Customized Application Data: The wizard dynamically adjusts the required application information based on the registry category and trade(s) selected, ensuring that applicants always have the correct form. Digital Signing and Submission: Upon completing all required information, applicants finalize their application with a digital signature before submitting it directly to the municipal department via Cloudpermit, marking a move towards a more transparent and efficient review process. Navigating the Licensing Process Cloudpermit’s licensing product is designed to facilitate a smooth transition through various phases of the licensing process, ensuring that local governments can manage applications and issuances efficiently and transparently. Application Submission: Applicants initiate the process through an intuitive application creation wizard, guiding them to submit all necessary information and documents. Review and Circulation: Upon submission, applications undergo a thorough review by municipal authorities. For specific license types, applications may be circulated to third- party organizations for additional evaluations. Inspections: Certain licenses require inspections before issuance. Cloudpermit schedules and tracks these inspections, ensuring compliance with municipal standards. License Issuance: After successful review and inspection, the municipal authority issues the license. Cloudpermit automates the creation of the license permit, including setting the issue date, validity period, and expiration date. Renewal: Streamlined license updates through automated notifications and direct links, ensuring timely compliance and a hassle-free renewal experience. @2024 Cloudpermit Confidential ===== PDF PAGE 87 ===== [Extraction: OCR (rendered-page OCR)] Archival Status: Completed licenses and all associated data can be assigned an archival status in Cloudpermit. The license remains available for future reference, ensuring a secure record of all licensing activities. Functionality Overview Cloudpermit's Licensing solution elevates the management of municipal licenses through a robust suite of features, designed to optimize every aspect of the licensing workflow. Here's how these features work together to provide a seamless, efficient experience: Comprehensive License Oversight: The "License Register" and "License View" functionalities offer a panoramic and detailed view of all licenses, making management straightforward and transparent. Business-Centric Dashboard: The "My Businesses" View allows business owners to easily track and manage their licenses, ensuring they stay compliant and informed. Efficient Renewal Processes: With dedicated support for renewal and revoke management, maintaining current licensing statuses is both simple and reliable. Automated Alerts System: Notifications and alerts keep all stakeholders up to date on crucial licensing milestones and requirements, reducing the risk of oversight. Streamlined Inspections: The integration of inspections into the licensing process ensures that compliance is maintained without complicating the workflow. Simplified Document Handling: A centralized document management system allows for efficient storage, retrieval, and submission of necessary licensing documents. Seamless Data Integration: The data import feature makes migrating existing license data into Cloudpermit a hassle-free process, enhancing initial setup and ongoing operations. Proactive Fee Management: Late fees management automates the calculation and enforcement of penalties, ensuring accuracy and fairness in fee assessment Insightful Reporting: Comprehensive report management tools enable the generation of detailed reports, providing valuable insights into the licensing landscape. These include: o License Reports: Generate reports on submitted applications and issued licenses, providing a detailed view of licensing activities within selected time frames and categories. o Payment Reports: Track and analyze online payments and fees, offering insights into financial transactions associated with the licensing process. o Inspection Reports: Facilitate regulatory compliance and public safety through detailed reports on inspections, site visits, open inspections, and orders, ensuring all licensing requirements are met. o Review Reports: Compile data on review activities and events, helping municipalities assess the efficiency of the review process and identify areas for improvement. @2024 Cloudpermit Confidential ===== PDF PAGE 88 ===== [Extraction: OCR (rendered-page OCR)] Together, these features form the backbone of Cloudpermit's Licensing solution, ensuring that municipal staff and businesses can navigate the licensing process with greater ease, accuracy, and efficiency. More detailed descriptions along with functionality and settings are provided in the following Descriptions and Functionality section. Key Personas Explained e Administrator: The cornerstone of a business account, an administrator is created when a user adds a business to an application. This role has full editing capabilities within the business account, allowing them to manage other administrators and members, including inviting new ones or removing existing ones. Administrators play a critical role in maintaining the business's information and ensuring compliance throughout the licensing process. e Member: Members have read-only access within the business account. They can view application workspaces and contribute to the licensing process within their access limitations, making them essential for collaborative efforts without altering critical data. Operational Dynamics e A business account must always have at least one administrator to maintain operational integrity. e Administrators have the flexibility to adjust the business account structure, adapting to changing needs or roles within the organization. e Cloudpermit ensures a secure and hierarchical management system, where the municipality’s initial control over the business information persists until the first administrator is invited and accepts the role. This ensures continuity and security in the management of business licenses. By distinguishing between administrators and members, Cloudpermit Licensing enables efficient and organized management of business accounts, catering to the diverse needs of local governments and businesses in the licensing ecosystem. Descriptions and Functionality This section provides an in-depth look at the settings and configuration options available for each feature within the Cloudpermit Licensing product, allowing for tailored setup and optimal performance. Application Submission Process: e Description: Enables the creation of applications tied to specific projects or properties through a user dashboard and application creation wizard. e Functionality: o User Dashboard: Central hub for initiating applications. @2024 Cloudpermit Confidential ===== PDF PAGE 89 ===== [Extraction: OCR (rendered-page OCR)] o Application Creation Wizard: Guides users through the setup process to create the appropriate workspace. Archive/Inactive View: e Description: Allows completed licenses and associated data to be set as Archived and stored for future reference, ensuring a secure record of all licensing activities. e Functionality: o Data Archiving: Disabling workspace features and setting Archive status. o Future Accessibility: Easy retrieval of archived data for reference. Attachments: e Description: Supports the attachment of necessary documents during the application process, with visibility control features. e Functionality: o Configurable Requirements: Set necessary attachments based on application type. co Visibility Control: Manage who can see the attachments within the workspace. Configurable Application Numbering e Description: Offers automated and flexible options for assigning application or case numbers. e Functionality: o Manual Assignment: Flexibility without automation. o Cloudpermit Application Number: Automated number generation by Cloudpermit. o Custom Application Number: Combines automation with custom formatting options. Configurable Standard Phrases e Description: Allows commonly used phrases to be pre-configured for easy selection during application processing. e Functionality: o Phrase Library: Users can select from a list of standard phrases. o Category Organization: Phrases are organized by related categories. Data Import e Description: Supports the importation of necessary data for setting up the permitting system, enhancing initial setup and ongoing operations. e Functionality: @2024 Cloudpermit Confidential ===== PDF PAGE 90 ===== [Extraction: OCR (rendered-page OCR)] o Workspace Creation: Facilitates setup of application workspaces from imported data (tombstone data, inspections, and attachments). o Historical Data Handling: Manages the integration of existing records. Document/Templates e Description: Provides customizable document and template options to fit the specific needs of licensing processes. Functionality: o Editable Templates: Diverse user-data driven template options modified using HTML and CSS (various forms for application, sign-off, licenses, reviews, fees, payment, and order templates). Email Notifications: e Description: Cloudpermit's automates updates via our email notification system to keep stakeholders informed throughout the application process. e Functionality: o Opt-in Settings: Users can choose which notifications to receive. o Event-Based Notifications: Automated alerts for key licensing events. Fees and Payments e Description: Manages fee schedules and facilitates payment processing within the permitting application. Functionality: o Configurable Fee Schedules: Set fixed or calculated fees. o Payment Notifications: Informs applicants of due payments and confirmation. Inspections e Description: Manages the scheduling and documentation of required inspections for licensing applications. The available add-on option through Cloudpermit’s Inspector App offers offline inspection capabilities. e Functionality: o Inspection Scheduling: Organize inspections according to permit requirements. o Compliance Tracking: Ensures inspections adhere to municipal standards (dispatch, time tracking/management, orders, quick pass, internal notes, deficiencies — phrases). o Offline Inspections: Handled through Cloudpermit Inspector App (add-on). @2024 Cloudpermit Confidential ===== PDF PAGE 91 ===== [Extraction: OCR (rendered-page OCR)] 10 Issuance e Description: Automates the process of issuance after successful application review and/or inspections. e Functionality: o Automated Application/Permit Creation: Streamlines the issuance process. o Validity Tracking: Manages issue dates, validity periods, and expiration dates. Messaging and Notifications e Description: Facilitates communication between all parties involved in the licensing process through an integrated messaging system. e Functionality: o Direct and Public Messaging: Supports both private and public communications. o Email Notifications for Unread Messages: Alerts users to new messages. Multi-language Support e Description: Provides support for multiple languages in citizen-facing functionalities, enhancing accessibility and user experience. Property View e Description: Offers a detailed view of all workspaces related to a specific property, enhancing oversight and management. e Functionality: e Automated Data Aggregation: Collects and displays information specific to a property. e Condition and Application Tracking: Provides updates on conditions and ongoing applications. Renewal Process e Description: Cloudpermit proactively manages renewals by sending automated email notifications to all relevant parties, ensuring that licenses remain current and compliance is maintained without interruption. Report Management e Description: Generates comprehensive reports (csv/pdf) on licensing activities, offering insights into application processes and outcomes. e Functionality: @2024 Cloudpermit Confidential ===== PDF PAGE 92 ===== [Extraction: OCR (rendered-page OCR)] 11 o Customizable Reports: Tailors reports to meet specific informational needs (operational reports, payments, inspections, reviews, etc.). o Data-Driven Insights: Supports strategic decision-making through detailed analyses. Review and Circulation e Description: Ensures thorough review of applications and facilitates the circulation of documents to necessary parties for additional evaluation. e Functionality: o Detailed Review Process: Incorporates both internal and external evaluations and task tracking. o Circulation Management: Manages the sharing of applications with relevant stakeholders. Support Portal and Help Documentation e Description: Provides a comprehensive resource hub with guides, videos, and release notes to aid users in navigating the platform. e Functionality: o Extensive Help Resources: Offers detailed articles and video tutorials. User Management Description: Allows for the administration of user roles and permissions, ensuring that each user has proper access to the platform/product. Functionality: e Add New Users: Offers the capability to add new users to the system, assigning roles and access levels based on their responsibilities. e Edit Existing Users: Allows administrators to modify user details, such as first and last names, and update roles and permissions as needed. e Roles/Permissions: Enables control over what each user can access and perform within the system, including granting inspection qualifications and managing inspection-related permissions. Violations/Deficiencies e Description: Manages records of any violations or deficiencies noted during the licensing process, ensuring compliance and accountability. Appendix 1: Cloudpermit Third-Party Integrated Systems Cloudpermit has standard configurable integrations categorized under six different integration types described below. @2024 Cloudpermit Confidential ===== PDF PAGE 93 ===== [Extraction: OCR (rendered-page OCR)] 12 Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may integrate a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract. Standard Configurable Third-Party Integrations Cloudpermit offers integration with a variety of third-party systems, enhancing the functionality and flexibility of its licensing product. These integrations are designed to streamline processes, improve data accuracy, and enhance user experience for municipalities and their constituents. Integrations: e Geographic Information System (GIS): Cloudpermit integrates with leading GIS providers like ESRI ArcGIS and CartoVista, allowing municipalities to accurately search and retrieve property information, enhancing the precision of permitting processes. e¢ Online Payment: Cloudpermit supports a wide array of online payment providers, ensuring flexibility and convenience for municipalities and their users. The platform integrates seamlessly with leading payment gateways and providers, including but not limited to: e Payment Gateways: Allpaid, ACI, Authorize.net, Bambora, CCP / NIC (PayPort), Clover, Elavon, E-xact, ePay, Government Window, InvoiceCloud, Merchante, Moneris, MSB, OpenEdge / Global, Payeezy, PayNowLink, Paymentus, Paypoint, Payport, PayPal, Point & Pay, PSN, Square, Stripe, Xpress Bill Pay. e = Archival/Markup: e Markup: DigEplans e Archival: LaserFische e Authentication Services: Using Open ID Connect (OIDC), Cloudpermit integrates with authentication systems like Azure AD, ensuring secure and straightforward user access management. e Multi-Factor Authentication (MFA): For added security, Cloudpermit can support MFA integrations, such as Duo, to safeguard user accounts and sensitive data. Customized Integrations (Paid Engagements) While Cloudpermit provides a comprehensive range of standard integrations, there may be instances where these offerings do not fully meet the specific requirements of a municipality. In such cases, Cloudpermit is equipped to develop custom solutions or adapt existing ones. These customized integrations are outside the standard offerings provided with the platform and are treated as separate, paid engagements. This ensures that each municipality's unique needs are addressed with precision and tailored functionality, enhancing the overall efficiency and effectiveness of the Cloudpermit platform. @2024 Cloudpermit Confidential ===== PDF PAGE 94 ===== [Extraction: OCR (rendered-page OCR)] Inspections App Product Description Ee aa REET eae RR RT arz023. 298 ou ppm Smee Cloudpermit © Cloudpermit © ===== PDF PAGE 95 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit Inspections App: Empowering Inspectors Anywhere, Anytime Our app, Cloudpermit Inspections, is designed to enhance the efficiency and effectiveness of building, enforcement, and licensing inspections. Seamlessly integrated with the Cloudpermit platform, this app provides a comprehensive toolset that enables inspectors to navigate their daily tasks with unparalleled ease and precision, directly from their mobile devices. Main Features: Offline Capability: Work without limits. The Inspector App's advanced offline capabilities allow inspectors to perform inspections in any location — even without internet connectivity. Data captured during these offline inspections, including notes, photos, and videos, is synchronized with the Cloudpermit workspaces once connectivity is restored, ensuring no detail is lost. Inspection Management: Stay organized and flexible. Inspectors can view, schedule, and manage their inspections with just a few taps. The app supports the reordering of daily inspections to accommodate changing priorities, adding unscheduled and ad-hoc inspections, and accessing detailed inspection information such as permit numbers, addresses, and inspection types. Data Capture: Inspectors can effortlessly take photos and jot down notes, even when offline. The app also supports adding standard comments, deficiencies, remarks, and violations, to document the inspection process. Map View and GPS Integration: Cloudpermit Inspections provides a visual map view of all scheduled inspections, utilizing GPS functionality for route planning and optimization. This feature enables inspectors to visualize their day’s work and plan their routes between sites. Automatic Email Synchronization: The app ensures that inspection results are automatically emailed to relevant stakeholders for a streamlined communication process. This feature allows for real-time updates and ensures that all parties are promptly informed of inspection outcomes. ===== PDF PAGE 96 ===== [Extraction: OCR (rendered-page OCR)] Features: This appendix provides a concise description of each feature available in the Cloudpermit Inspections App. Integration with the Cloudpermit Platform: Seamlessly connects with the Cloudpermit platform real-time data synchronization and access. View Inspections on a Map: Visualize scheduled inspections on a map to plan routes and manage time effectively. Search for an Address on the Map: Quickly find specific locations on a map using address search functionality. View "My Today" Inspections: Access a daily overview of scheduled inspections for efficient planning and prioritization. Record Inspection Results: Complete inspections by entering results, including status updates, directly through the app. Work Offline in the Field: Perform and record inspections without an internet connection, with data syncing once connectivity is restored. Schedule Inspections: Easily schedule new inspections directly from a mobile device for better time management. Access Key Fields: Enter detailed inspection results, including status, quick pass, notes, and checklist items. Manage Multiple Inspections with the Actions Tab: Perform batch actions such as Quick Pass, reassigning, rescheduling, or route planning for multiple inspections. Access the Inspection Checklist: View and complete the inspection checklist items directly through the app. Add Photos (Take/Edit Photo Names) and Edit Photo Descriptions: Capture and manage photos with the option to edit names and descriptions for detailed documentation. Upload Photos in Bulk: Upload multiple photos simultaneously to save time and document inspections more efficiently. Add Standard Comments: Insert predefined comments into inspection records for faster data entry. Add Deficiencies, Remarks, and Violations: Record detailed findings, including deficiencies, remarks, and violations during inspections. Use Talk-to-Text within Comment Fields: Use voice-to-text functionality for convenient and fast entry of comments and notes. Link Violations to Cases: Connect violations discovered during an inspection directly to the corresponding case. Email Inspection Results Automatically: Send inspection results via email automatically once data syncs with the Cloudpermit platform. Access Permit Details and Associated Inspections: View detailed permit information, including all associated inspections, for comprehensive case management. Add an Additional Visit to a Code Enforcement Case: Schedule follow-up inspections for ongoing code enforcement cases. Schedule Follow-Up Visits for Code Enforcement Cases: Start code enforcement cases proactively based on inspection findings, without a complaint. ===== PDF PAGE 97 ===== [Extraction: OCR (rendered-page OCR)] Access Property Information with Cloudpermit Links: View detailed property information, including links to records within the Cloudpermit platform (this requires mobile connectivity). Access Finalized Attachments: Access and review all finalized attachments and documents stored in the Cloudpermit platform for comprehensive information. ===== PDF PAGE 98 ===== [Extraction: OCR (rendered-page OCR)] Cloudpermit Data lmport March 2023 Cloudpermit ===== PDF PAGE 99 ===== [Extraction: OCR (rendered-page OCR)] Description Cloudpermit Data Import allows the Customer to import the Customer's existing legacy data (applications, permits, inspections, and attachments) into the Cloudpermit system. The information in this document is subject to change without notice aligning with future releases. Data Import Process The data import process includes five (5) steps: 1. Exporting data from the Customer's existing system. 2. Adding the exported data into an Excel spreadsheet. 3. Reviewing the data in the spreadsheet. 4. Correcting possible errors in the spreadsheet. 5. Importing data into the Cloudpermit system. Roles and responsibilities 1. Exporting data from existing system: Customer is responsible for exporting cleansed and normalized data from its existing system into a CSV file format. e Data Cleansing: the process of fixing incorrect, incomplete, duplicate or otherwise erroneous data in a data set. e Data Normalization: the process of organizing data entries so they appear similar across all fields and records, making it possible to find, group and analyse the information. Adding exported data into an Excel spreadsheet. Customer adds the data into the Cloudpermit-provided Excel template. Customer is responsible that the data matches the Excel template's format. Reviewing data. Cloudpermit does one round of reviewing the spreadsheet and provides information to Customer about possible errors in entry of the data to the Excel spreadsheet. Possible correction of errors. Customer corrects possible errors and provides a cleansed Excel spreadsheet back to Cloudpermit. Import data into Cloudpermit system. Cloudpermit and Customer imports the data from the spreadsheet into the Cloudpermit system. After data has been successfully imported to Cloudpermit, the Customer can find and use the data in the Cloudpermit workspace section as if it would have been created in the Cloudpermit system. ©2023 Cloudpermit Confidential ===== PDF PAGE 100 ===== [Extraction: OCR (rendered-page OCR)] Excel Spreadsheet and data requirements In order for the content to operate properly within the Cloudpermit system, the exported data will need to be in certain required column and format. Cloudpermit provides an Excel template to Customers who are importing data. The examples below shows the required formatting for each import and field found within the Import Excel templates: Workspace Import format requirements Column Field Name [i Required v/NIR Field Type [R_—_ Req. Formatting [Rd B Permit Number [TEXT OR NUMBER] N/A c Location YES [TEXT OR NUMBER] Match GIS Format. D Municipality NO. [TEXT OR NUMBER] Ly | E Roll Number/PIN YES [TEXT OR NUMBER] Match GIS Format F emit description NO [TEXT OR NUMBER) N/A G Category NO [TEXT OR NUMBER] to CP Categories 4 Work Type NO [TEXT OR NUMBER] Map to CP Categories 1 Work Target NO [TEXT OR NUMBER] Map to CP Categories J Workspace Status NO [TEXT OR NUMBER| Map to CP Cate ies K Assignee (Workspace) NO [TEXT OR NUMBER, Map to CP Users L Date Submitted NO DATE AND TIME | MM/DD/YYY 00:00:00 M Date issued NO DATE AND TIME |_MM/DD/YYY 00:00:00 N Issued by NO [TEXT OR NUMBER] N/A ° Zoning ~|__No TEXT OR NUMBER| Match GIS Format P Worksia NO [TEXT OR NUMBER] N/A Qa Construction cost NO. NUMBER N/A R Applicant first Name_ I NO [TEXT OR NUMBER] Initcaj s Applicant last name NO [TEXT OR NUMBER| Initcap as Applicant street address NO [TEXT OR NUMBER] LY u Applicant unit number NO. TEXT OR NUMBER| N/A Vv Applicant postal code NO [TEXT OR NUMBER] N/A w Applicant municipality NO [TEXT OR NUMBER] N/A x Applicant province NO. [TEXT OR NUMBER] N/A Y Applicant corporation or partnership NO TEXT OR NUMBER] Initcap z Applicant mobile phone NO. [TEXT OR NUMBER| (009 OOK000C AA Applicant other phone NO TEXT OR NUMBER] (00K) 100-1000 AB Applicant email NO. [TEXT OR NUMBER| N/A AC Owner first name NO TEXT OR NUMBER] initcap AD Owner last name NO [TEXT OR NUMBER| Initcap AE Owner street address NO TEXT OR NUMBER] N/A AF Owner unit number NO TEXT OR NUMBER| N/A AG Owner postal code NO. TEXT OR NUMBER| N/A AH Owner municipality NO [TEXT OR NUMBER] N/A Al Owner province NO TEXT OR NUMBER| N/A AL Owner corporation or partnership NO [TEXT OR NUMBER] Initcay AK Owner mobile phone NO. [TEXT OR NUMBER] 200K) 100-0000 AL Owner other phone NO. [TEXT OR NUMBER] (OO) XXX-2000C AM. Owner email NO TEXT OR NUMBER) N/A AN Builder first name. NO [TEXT OR NUMBER] Initcap AO Builder last name NO TEXT OR NUMBER) Initcap ‘AP Builder street address NO [TEXT OR NUMBER] N/A AQ Builder unit number NO TEXT OR NUMBER] N/A AR Builder postal code NO [TEXT OR NUMBER) N/A AS Builder municipality NO TEXT OR NUMBER] N/A AT Builder province NO. [TEXT OR NUMBER, N/A "AU Builder corporation or partnership NO. [TEXT OR NUMBER} Initeap AV Bullder mobile phone NO TEXT OR NUMBER] (001) 100%-3000 AW Builder other phone NO TEXT OR NUMBER] (0X) 100-2000 AX Builder email NO. [TEXT OR NUMBER] N/A AY Permit Comments NO [TEXT OR NUMBER] N/A *Initcap = replace the first letter of every word in a character string with an uppercase letter. Inspection Import format requirements 8 Permit Number. YES TEXT OR NUMBER. N/A c inspection Type YES TEXT OR NUMBER Map to CP Inspections Do Result for this visit NO TEXT OR NUMBER, Map to CP Results E ‘Site Conditions NO TEXT OR NUMBER. N/A F Internal Notes NO TEXT OR NUMBER. N/A GS Inspection Date NO. DATE AND TIME (MM/DD/YY 00:00:00 | 4 Inspector NO. ‘EMAIL (USER IN CLOUDPERMIT) N/A 1 Inspector Status NO TEXT OR NUMBER Map to CP Statuses 4 Inspection Comments NO TEXT OR NUMBER, N/A K Requested inspection start time NO. DATE AND TIME. MM/DD/YY 00:00:00 L Confirmed inspection start time. NO. DATE AND TIME MM/DD/YY 00:00:00, Attachment Import format requirements 8 File Name YES TEXT OR NUMBER N/A c Permit YES TEXT OR NUMBER N/A D Attachment Type NO. TEXT OR NUMBER. N/A E Description NO TEXT OR NUMBER. N/A ©2023 Cloudpermit Confidential 3 ===== PDF PAGE 101 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.D. Draft Contract between West Chicago and Upland De- sign Ltd. for Professional Services for Phase 0 of the Proposed Community Park FILE NUMBER: COMMITTEE AGENDA DATE: Oct. 21, 2024 Resollinan’ Ze R006 COUNCIL AGENDA DATE: Oct. 21, 2024 APPROVED BY CITY ADMINISTRATOR: Michael SIGNATURE Guttman STAFF REVIEW: Tom Dabareiner, AICP In September of 2023, the City Council adopted the Community Park Plan prepared by Upland De- sign Ltd. for the future community park. The development of the park will occur in 5 phases with the first phase, Phase 0, planned on the narrow northern leg of the site, which the City is working to as- sume ownership from Weston Solutions. Phase 0 will include native vegetation and tree plantings, site furnishings and shelters, and the northern entry of the park’s trail system. The budget for Phase 0 is $2 million which includes survey work, professional fees, and construction. A federal grant has been secured for the funding of this phase. The City is ready to begin Phase 0 and Upland Design has prepared a contract for professional ser- vices associated with its development. The scope of work includes design development, construction plans, specifications, bid proposals and the bidding process, and construction management. Design development is expected to begin in October once the contract is executed. Construction plans, specifications, and bidding will occur over winter. It is anticipated that work for Phase 0 will be com- pleted in fall of 2025. The total cost for Upland’s professional services outlined in the contract is $182,300. The draft contract between the City and Upland is attached for review and discussion. ACTIONS PROPOSED: Review and recommendation to the City Council of the draft contract with Upland Design for profes- sional services associated with Phase 0 of the proposed Community Park for an amount not to ex- ceed $182,300. COMMITTEE RECOMMENDATION: Attachments: Draft Resolution 24-R-0076 Draft Contract with Upland Design Ltd. for Phase 0 ===== PDF PAGE 102 ===== [Extraction: OCR (rendered-page OCR)] RESOLUTION NO. 24-R-0076 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A AN AGREEMENT WITH UPLAND DESIGN LTD FOR PROFESSIONAL DESIGN SERVICES FOR PHASE 0 OF THE PROPOSED COMMUNITY PARK BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled that the Mayor is hereby authorized to execute an agreement between the City of West Chicago and Upland Design Ltd., for professional design services for Phase 0 of the proposed community park, not to exceed $182,300, attached hereto, and incorporated herein as Exhibit “A”. APPROVED this day of October 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 103 ===== [Extraction: OCR (rendered-page OCR)] AGREEMENT BETWEEN CLIENT and FIRM FOR PROFESSIONAL DESIGN SERVICES PARK PLANNING for PHASE 0 SERVICES City of West Chicago 475 West Main Street West Chicago, IL 60185 Phone: 630-293-2200... 0.0 .ecccccecceccec cee ee eae cee ces cosscstsvsvsvsvsrsasssvevevsvsvevssrsasasevevevivevaveravavereasaeees The Client And Upland Design Ltd. 24042 Lockport Street Plainfield, IL 605440000... cece cee ceteeceeces eae cecsseeseeesee ces cesesesuesescuvsssesevsesetesenseeeeeenes The Firm Phone: 815-254-0091 Client and Firm agree as set forth below: Firm’s Basic Services The Firm agrees to provide its professional services in accordance with generally accepted standards of its profession. The Firm agrees to put forth-reasonable efforts to comply with codes, laws and regulations in effect as of the date of this contract. See Attachment A for description of Professional Design Services. Excluded Services Scope of services set forth on Attachment A is included in this agreement. Excluded services include but are not limited the following: Hydrologic/hydraulic modeling the floodplain/floodway, engineering of any kind, wetland mitigation, archeological services, environmental testing, engineering, subsurface conditions and material testing, boundary survey, topographic survey, soil borings, construction layout; construction scheduling; construction work; work-site safety, labor negotiations, permit fees, meetings, tree survey, tree preservation plans, irrigation plans or court appearances as part of these services. Hazardous Materials: The scope of the Firm’s services for this Agreement does not include any responsibility for detection, remediation, accidental release, or services relating to waste, oil, asbestos, lead, or other hazardous materials, as defined by Federal, State, and local laws or regulations. Construction Phase Services The Firm shall have the authority to act on behalf of the Owner only to the extent provided in this Agreement. The Firm shall not have control over, charge of, or responsibility for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction work, nor shall the Firm be responsible for the Contractor's failure to perform the construction work in accordance with the requirements of the Contract Documents. Firm’s Insurance Firm carries a minimum of the following insurance: General Liability: $1,000,000 each occurrence $2,000,000 general aggregate Automobile Liability: $1,000,000 Umbrella Liability: $2,000,000 Worker's Compensation: $1,000,000 Professional Liability: $4,000,000 per occurrence $4,000,000 in aggregate The Firm will provide proof of insurance along with this signed contract with the City of West Chicago listed as a certificate holder and additional insured with approved language and additional insured endorsement forms. Firm will continue to carry insurance throughout the project. Page 1 of 4 Park Planning Services — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 104 ===== [Extraction: OCR (rendered-page OCR)] 5. Client Responsibilities The Client has designated Tom Dabareiner, Community Development Director, as the contact person for this project. The Firm will direct correspondence and information to the contact person. The Client will provide pertinent information to the Firm in a timely manner so as not to hinder or delay the Firm performing their work in a timely and cost effective manner throughout the project. The Client agrees to provide Firm with existing base information for the site and will assist the Firm with obtaining other information as requested. The Firm will rely on this information, without liability, on the accuracy and completeness of information provided by the Client. The Client agrees to advise Firm of any known or suspected contaminants at the Project Site and the Client shall be solely responsible for all subsurface soil conditions. 6. Project Schedule The Firm shall render its services as expeditiously as is consistent with professional skill and care. During the course of the Project, anticipated and unanticipated events may impact any Project schedule. The Firm will attempt to make the Client aware of events that will impact the Project schedule. 7. Compensation and Payments The Client shall pay to the Firm the following lump sum of $182,300 for the work described herein plus reimbursable costs. These fees include scope for Upland Design Ltd, Hey and Associates and Pizzo & Associates along with a topographic survey by JLH Land Surveying. Fee is due within 30 days of submittal to the Client. Survey $ 12,500 Design Development $ 18,500 Construction Plans, Specifications & Bid Proposal $119,375 Permitting $ 11,000 Bidding $ 1,800 Construction Observation $ 19,125 Total Professional Fee $ 182,300 Reimbursable Expenses: Firm will bill direct non-payroll expenses at cost plus 0%. Examples of expenses include printing, boards, plans and handouts, tolls, postage and delivery. Mileage will be billed at current IRS rates. Permit fees will be paid for by the City of West Chicago. HOURLY BILLABLE RATES Principal Landscape Architect $246.00 Project Manager/Sr. LA $189.00 Landscape Architect $163.00 Landscape Designer I! $152.00 Landscape Designer $145.00 Construction Administrator $145.00 Admin or Document Technician $97.00 Intern $77.00 No additional work shall be added to the contract without authorization from the Client. 8. Suspension or Termination of Services If the Client in good faith determines that the Firm prosecutes or fails to prosecute its work in such manner as to hinder or delay the completion of the project, the Client may serve written notice to the Firm setting forth any complaint about Firm's performance of its work. The Firm shall have seven (7) days from receipt of such written notice in which to take corrective action. If the Firm fails to take appropriate corrective action within said seven (7) day period, the Client may exercise the following remedies: Page 2 of 4 Park Planning Services — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 105 ===== [Extraction: OCR (rendered-page OCR)] 2 10. 11. 12. Terminate the Firm's services by a written notice effective on the date such written notice is served on the Firm; and, Order the remaining necessary work be done by another Firm, if desired. If the Client in good faith exercises the above remedies, Client shall be responsible to pay the Firm only for the work performed prior to termination of the contract. The above remedies shall be Client’s sole and exclusive remedies in the event the Client terminates the Firm's services under this provision. The Firm may terminate this Contract upon seven days written notice. If terminated, Client agrees to pay the Firm for all Basic and Additional Services rendered and Reimbursable Expenses incurred up to the date of termination. Upon not less than seven days’ written notice, Landscape Architect may suspend the performance of its services if Client fails to pay the Firm in full for services rendered or expenses incurred. The Firm shall have no liability because of such suspension of service or termination due to nonpayment. Indemnification The Firm agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Client up to the amount of this contract fee for services from loss and expense, including reasonable attorneys’ fees, to the extent caused by Firm’s negligent acts, errors or omissions in the performance of the work under this Contract. Firm shall not be liable for special, incidental or consequential damages, including, but not limited to loss of profits, revenue, use of capital, or for any other loss of any nature, whether based on contract, tort, negligence, strict liability or otherwise, by reason of the work done under this Contract. The Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Firm from any damage, liability or cost, including reasonable attorneys’ fees and costs of defense arising from this project, to the extent caused by the Client's negligent acts, errors or omissions and those of its other Firms, sub-consultants or consultants (whether or not the Client is legally liable for them) or anyone for whom the Client is legally liable. In the event of joint or concurrent negligence, Firm shall bear only that portion of the loss or expense that its share of the joint or concurrent negligence bears to the total negligence (including that of the third parties) which caused the personal injury or damage. Limitation of Liability In any event, in recognition of the relative risks and benefits of the project, the Client and the Firm have allocated the risks such that the Client agrees that to the fullest extent permitted by law, the Firm’s total aggregate liability to the Client for any and all injuries, claims, costs, losses, expenses, damages of any nature whatsoever or claim expenses arising out of this Contract from any cause or causes, including attorney's fees and costs, and expert witness fees and costs, shall not exceed the total Firm’s fee for the work rendered on this project. Dispute Resolution Client and Firm agree to mediate claims or disputes arising out of or relating to this Agreement as a condition precedent to litigation. The mediation shall be conducted by an agreed upon mediation service acceptable to the parties. A demand for mediation shall be made within a reasonable time after a claim or dispute arises and the parties agree to participate in mediation in good faith. Mediation fees shall be shared equally. In no event shall any demand for mediation be made after such claim or dispute would be barred by the applicable law. Ownership of Documents Copies of the final construction documents prepared by Upland Design may be retained by the Client at the completion of the project for their records in both print and digital PDF versions. All instruments of professional service prepared by the Firm, including, but not limited to, drawings and specifications, are the property of the Firm, and these documents shall not be reused on other projects without Firm's written permission. Any reuse or distribution to third parties without such express written permission or project-specific adaptation by the Firm will be at the Client's sole risk and without liability to the Firm or its employees, and subcontractors. Client shall, to the fullest extent permitted by law, defend, indemnify, and hold harmless Client from and against any and all costs, expenses, fees, losses, claims, demands, liabilities, suits, actions, and damages whatsoever arising out of or resulting from such unauthorized reuse or distribution. The Firm reserves the right to include representations of the Project in its promotional and professional materials. Upland Design is responsible for ensuring that an as-built survey is included in the bid documents. Once all improvements have been completed and found to be satisfactory to the City, the contractor to provide an as- Page 3 of 4 Park Planning Services — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 106 ===== [Extraction: OCR (rendered-page OCR)] 13. 14. 15. 16. built survey prepared by an Illinois Licensed Surveyor. The accuracy and applicable fees of the as-built survey is the responsibility of the contractor. The final as-built survey will be provided to the City in digital format. Governing Law This Agreement is governed by the laws of the State of Illinois. Entire Agreement and Severability This Agreement is the entire and integrated agreement between Client and the Firm and supersedes alll prior negotiations, statements, or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both Client and Firm. In the event that any term or provision of this agreement is found to be void, invalid or unenforceable for any reason, that term or provision shall be deemed to be stricken from this agreement, and the balance of this agreement shall survive and remain enforceable. No Assignment Neither party can assign this Agreement without the other party's written permission. Expiration of Proposal If this agreement is not accepted within 120 days, the offer to perform the described services is withdrawn and shall be null and void. IN WITNESS WHEREOF, the parties hereto have executed this agreement this day of : 2024. Client Upland Design Ltd Sign: Sign By: By: MicHelle A. Kelly, President Title: Page 4 of 4 Park Planning Services — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 107 ===== [Extraction: OCR (rendered-page OCR)] ATTACHMENT A upland West Chicago Park Phase 0 Development City of West Chicago August 21, 2024 Project Background: In 2023, the City of West Chicago began a master planning process, with assistance from Upland Design, for a 44.2-acre area located just east of the railroad tracks and south of Ann Street. The City has now determined that they would like to proceed with Phase 0 renovations on the northern portion of the site. Project components include: e Shelters e Site Furniture e Trail system development e Native plantings e Tree plantings e Vegetation maintenance for a duration to be determined by forthcoming contract documents e Potential entry signage, if budget allows construction is $2,000,000. The project will be packaged to group like bid items and prepared for public bidding. Project Scope: Upland Design Ltd, with civil engineering assistance from Hey and Associates and native area consulting from Pizzo & Associates, proposes to accomplish the following work items to assist the City of West Chicago with the Phase 0 development of the master plan. An approximate timeline is indicated, and actual dates will be set to accommodate City needs. Topographic Survey, Soil Borings and Soil Amendment Sampling: A topographic survey will be completed by JLH Land Surveying, an Illinois Registered Land Surveyor. This will be the base plan for the design development and construction documents. Four soil borings will be performed for the paving as well as new shelter locations and will be used by the shelter manufacturer to design a footing size. In addition, the soil will be tested by a soil scientist to determine the soil amendments needed for the successful establishment of the native prairie area and tree health. The soil borings and testing will be completed and submitted as a reimbursable item. Site Visits: Site visits were previously made to review existing conditions during the planning process. Photos were taken for in-office reference. Once the plans are 90% complete, a site visit will be made to review the plans on site. Page 1 of 4 West Chicago Park Phase 0 Development — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 108 ===== [Extraction: OCR (rendered-page OCR)] Design Development Upland Design will prepare a detailed design plan to incorporate the elements listed above. This will include determining the materials, colors, and finishes. The detailed design of the shelters will be completed. Upland will also prepare updated cost estimates. A review meeting will be held to review all the site elements and get feedback from City staff. Upland will update the site plan and cost estimate based on the review meeting. Any necessary adjustments to the design will be made prior to beginning construction documents. (1 review meeting) Construction Plans, Specifications and Bid Proposal Based on the approved design development plans and selections, Upland Design team will prepare two bid packages including construction plans for the items below along with technical specifications. The first bid package will be the native areas and tree plantings, the second bid package focused on all other built elements on site. Construction documents will address the following: e Layout of Amenities and Equipment e Equipment/Amenity Schedules e Landscape Plantings and Lawn Restoration e Construction Details for above e Technical Specifications for above Submittals during the development of construction documents will take place three times (approximately at 50%, 90% and 100%). An updated estimate of construction costs for the landscape architectural elements will be included with each submission. Comments from the review meeting will be incorporated into the documents. Review Meetings: Upland Design will attend two (2) client review meetings in person and one (1) virtual team meeting during this phase. In addition, we will make one site visit with the plans at the 90% stage of plan development to review existing conditions with proposed plans. Native Area Management Plan: As part of the construction document phase, a native area management plan will be prepared to guide the soil preparation, seeding, planting and care during the establishment period for the new plantings. This will be incorporated into the construction documents for bidding and as a guide for future management of the native areas Public Affairs Committee Meeting: After the construction documents are complete, the plan set and specifications will go to the Public Affairs meeting for final review prior to going out to bid. Permits: The civil engineer and landscape architect design team will meet with the Chief Building Official, the Stormwater Engineer, and the City Planner to review permit requirements during the development of construction documents. The following is a permit review showing identified permits to be included based on the current project: Required: 1. Stormwater Permit issued by West Chicago, including post construction BMPs if required. 2. IEPA NPDES Permitting. This task excludes coordination of a Phase 1 study if required by agencies. Page 2 of 4 West Chicago Park Phase 0 Development - City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 109 ===== [Extraction: OCR (rendered-page OCR)] 3. State and Federal Threatened and Endangered Species Consultation 4. State Cultural Resources Consultation (excluding Phase 1 survey or greater) Not Required: 5. At this time we see no conditions that would require a Stormwater Permit for Special Management Areas (wetlands, buffers, and floodplain) issued by DuPage County Stormwater Management. 6. There are no requirements for USACE Nationwide Permit or Letter of No Permit submittals. If the project scope expands or it is later found that additional permits are required, additional professional scope and associated fees will be discussed with the City. No work is proposed in the floodplain nor wetland areas for this project. Permits not specifically listed are excluded from this scope of services. We assume all permit fees will be paid by the City. Any permit follow-up post-construction, including as-built survey and review, is also excluded from this scope of services and can be provided on a time and materials basis. Biddin The bid documents will be distributed through Accurate Repro, Inc., who will provide both digital and paper copies as requested by bidders. Upland Design will contact contractors with an invitation to bid. The City of West Chicago will place the legal ad in a local paper and perform any other procedure as required by local purchasing policies. Upland Design will be available to answer questions and prepare addenda pertaining to landscape architectural items during bidding. Upland will be present at the bid opening. After review of all bids, a summary letter will be prepared for City Council approval. (1 bid open) Construction Observation Once construction is underway, Upland Design staff will make fifteen (15) site visits and prepare site visit reports. Upland will review submittals that pertain to landscape architectural elements. Pay applications and certified payroll will not be reviewed or retained by Upland Design. At project completion, a walkthrough with City of West Chicago staff to develop a punch list will be completed. Upland will also be available by phone to answer questions. (14 site visits and one punch list) LNSWdO1SAR0 NSVd OOVYSIHD LSaAM » MASTER PLAN a = The Firm shall have the authority to act on behalf of the City only to the extent provided in this Agreement. The Firm shall not have control over, charge of, or responsibility for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction work, nor shall the Firm be responsible for the Contractor's failure to perform the construction Page 3 of 4 West Chicago Park Phase 0 Development — City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 110 ===== [Extraction: OCR (rendered-page OCR)] work in accordance with the requirements of the Contract Documents. Timeline ——aS ee Scope Date Design Development October, 2024 Construction Plans, Specifications and Bid Proposal | October — January 2024 Permits January — March 2025 Bidding February — March 2025 Construction Observation April — September 2025 Professional Fees The following professional fees are lump sum for the work described herein for professional services by Upland Design Ltd, along with subconsultants Hey and Associates, and Pizzo & Associates Survey $ 12,500 Design Development $ 18,500 Construction Plans, Specifications & Bid Proposal $ 119,375 Permitting $ 11,000 Bidding $ 1,800 Construction Observation $ 19,125 Total Professional Fee $ 182,300 Estimated Reimbursable Costs: Reimbursable items will include soil borings, soil sampling and reports for amendments, plotting and printing of drawings, tolls, foam core, ECO Cat, and delivery of plans/documents at the direct cost to Upland Design Ltd, and mileage reimbursement at the current IRS reimbursement rate. The following services are not included: The Firm and sub-consultants will not be responsible for the following: Hydrologic/hydraulic modeling the floodplain/floodway, wetland mitigation, archeological services, environmental testing, subsurface conditions and material testing, boundary survey, construction layout; construction scheduling; construction work; work-site safety, labor negotiations, permit fees or court appearances as part of these services. Hazardous Materials: The site was formally a contaminated industrial site which was cleaned and given approval to be used as a park site. The scope of the Firm’s services and the services of its subconsultants does not include any responsibility for detection, remediation, accidental release, or services relating to waste, oil, asbestos, lead, or other hazardous materials, as defined by Federal, State, and local laws or regulations. Page 4 of 4 West Chicago Park Phase 0 Development -— City of West Chicago Upland Design Ltd Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield ===== PDF PAGE 111 ===== [Extraction: OCR (rendered-page OCR)] CITY OF WEST CHICAGO PUBLIC AFFAIRS COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4.E, Rideshare Access Program Reimbursement Agreement FILE NUMBER: Resolution No. 24-R-0077 COMMITTEE AGENDA DATE: Oct. 21, 2024 COUNCIL AGENDA DATE: Oct. 21, 2024 STAFF REVIEW: Tom Dabareiner, AICP SIGNATURE APPROVED BY CITY ADMINISTRATOR: Michael SIGNATURE Guttman In May of 2023, the City approved an agreement with Pace for a pilot program to offer subsidized Ub- er rides for registered Ride DuPage riders at a discounted rate. This was a convenient option for those riders who are physically able to use a passenger vehicle and do not require the use of a Pace bus. The program requires a rider to pay for the first $5 of a trip and anything beyond $25. The City then covers the cost of the trip between $5 and $25. The pilot program has been utilized by riders in West Chicago as a viable alternative to a traditional bus. The pilot program has been in place for one year and Pace has determined it to be successful. The program has now transitioned for it to be a permanent program affiliated with Ride DuPage. The pro- gram will also partner not only Uber but other transportation network companies, such as “Go Go Grandparent’. Pace has submitted a Rideshare Access Program Reimbursement Agreement for execution by the City. ACTION PROPOSED: Consideration of the Rideshare Access Program Reimbursement Agreement between Pace Bus and West Chicago. COMMITTEE RECOMMENDATION: ATTACHMENTS: Draft Resolution Rideshare Access Program Reimbursement ===== PDF PAGE 112 ===== [Extraction: OCR (rendered-page OCR)] RESOLUTION NO. 24-R-0077 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CERTAIN RIDESHARE ACCESS PROGRAM REIMBURSEMENT AGREEMENT BETWEEN THE CITY OF WEST CHICAGO AND PACE, THE SUBURBAN BUS DIVISION OF THE REGIONAL TRANSPORTATION AUTHORITY BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute and the Executive Office Manager is authorized to attest a certain Rideshare Access Program Reimbursement Agreement between the City of West Chicago and Pace, the Suburban Bus Division of the Regional Transportation Authority, in substantially the form attached hereto and incorporated herein as Exhibit “A”, APPROVED this day of » 20 AYES: NAYS: ABSTAIN: ABSENT: Mayor Ruben Pineda Attest: Valeria Perez, Executive Office Manager ===== PDF PAGE 113 ===== [Extraction: OCR (rendered-page OCR)] RIDESHARE ACCESS PROGRAM REIMBURSEMENT AGREEMENT This Rideshare Access Program Reimbursement Agreement (“Agreement”) is between Pace, the Suburban Bus Division of the Regional Transportation Authority, an Illinois municipal corporation (“Pace”), and the City of West Chicago, an Illinois municipal corporation (“Sponsor”). Pace was established under the Regional Transportation Authority Act (70 ILCS 3615/1.01 et seq.) to aid and assist public transportation in the six-county northeastern Illinois area consisting of Cook, DuPage, Kane, Lake, McHenry, and Will Counties. Sponsor is a participating sponsor of Ride DuPage, a coordinated paratransit program operating in DuPage County, Illinois. Article VII, section 10 of the Constitution of the State of Illinois (Ill. Const. art. VII, § 10) authorizes units of local government to contract or otherwise associate among themselves in any manner not prohibited by law or ordinance. The Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.) authorizes and encourages intergovernmental cooperation. The parties are units of local government within the meaning of article VII, section 10 of the Constitution of the State of Illinois (Ill. Const. art. VII, § 10) and have the power and authority to enter into this Agreement. Pace has entered into written agreements with certain transportation network companies (“TNCs”) for reimbursement by Pace to the TNCs for service provided through the Pace Rideshare Access Program or similar program providing for increased access to rideshare options to persons with disabilities (“RAP Agreements”). Each RAP Agreement provides that Pace may incorporate other locally sponsored programs into the RAP Agreement to subsidize non-ADA eligible rider trips with varying fares or co-pays. The participating sponsors of Ride DuPage have established a rideshare access program that began on February 27, 2024 (“Program”). Sponsor wants Pace to incorporate the Program into each RAP Agreement and, in connection therewith, will reimburse Pace for the Sponsor-subsidized portion of the cost of a trip that non- ADA Program riders take with a TNC. In consideration of the foregoing recitals, the mutual promises contained in this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. Effective Date. This Agreement will be in effect beginning on the date that Pace signs this Agreement (“Effective Date”). If a party signs this Agreement but fails to date its signature, the date that the other party receives the signing party’s signature on this Agreement will be deemed to be the date that the signing party signed this Agreement. 2. Term. This Agreement will remain in effect until 11:59 p.m. Central Time on August 31, 2033 unless earlier terminated in accordance with this Agreement. Page | of 7 ===== PDF PAGE 114 ===== [Extraction: OCR (rendered-page OCR)] 3. Program Profile. Sponsor shall establish a profile for the Program, including travel area, fare/co-pay amount, subsidy amount, and trip limits. The Program profile established by Sponsor is specified in Exhibit A. 4. Duties and Responsibilities. (a) Pace. (i) (ii) (iii) (iv) Pace shall set up the Program profile in the platform of each TNC upon the Effective Date, subject to the terms of the applicable RAP Agreement. Within 10 days after receiving a copy of an eligible rider’s completed Program enrollment form from Sponsor pursuant to paragraph 4(b)(i), Pace shall register the eligible rider in the platform of each TNC. Pace shall invoice Sponsor monthly. Each invoice will include the following items for the month covered by the invoice: . a statement of the aggregate amount due from Sponsor to Pace for the Program subsidy and any TNC administrative fees, which fees are currently either $1.50 per trip or, depending on the TNC, $3.00 per trip if the trip is booked through the TNC’s call center (collectively, “Reimbursement Amount”); . a copy of the invoice that each TNC submitted to Pace in connection with the Program; and ° Program trip data. Pace shall send invoices to: City of West Chicago 475 Main Street West Chicago, IL 60185 Attention: John Sterrett Pace shall remove the Program profile and all Program rider registrations from the platform of each TNC upon termination or expiration of this Agreement; provided, however, if this Agreement is terminated in part pursuant to paragraph 8(c), Pace shall remove the Program profile and all Program rider registrations only from the platform of the TNC whose RAP Agreement was terminated. (b) Sponsor. (i) Sponsor shall email a copy of the completed Program enrollment form of each eligible rider who Sponsor has approved for enrollment in the Program to the email address designated by Pace. The completed Program enrollment form must include the eligible rider’s name, email address, and mobile phone number. Page 2 of 7 ===== PDF PAGE 115 ===== [Extraction: OCR (rendered-page OCR)] (ii) Within 30 days after receiving an invoice from Pace pursuant to paragraph 4(a)(iii), Sponsor shall pay the Reimbursement Amount specified in the invoice. Sponsor shall send payment to: Pace, the Suburban Bus Division of the RTA 550 W. Algonquin Road Arlington Heights, IL 60005 Attention: Accounts Payable 5. Independent Relationship. Nothing in this Agreement will be construed as creating an agency, partnership, joint venture, or any other relationship between Pace and Sponsor or Sponsor’s subcontractors, independent contractors, consultants, or subconsultants or between Pace and any employee or agent of Sponsor or Sponsor’s subcontractors, independent contractors, consultants, or subconsultants. 6. Insurance. Throughout the term of this Agreement, Sponsor shall obtain and maintain Commercial General Liability Insurance (Broad Form) with an occurrence limit not less than $1,000,000 and an aggregate limit not less than $2,000,000. Sponsor shall name Pace and the Regional Transportation Authority as additional insureds on the Commercial General Liability Insurance policy. Any company writing insurance that Sponsor is required to maintain under this paragraph 6 must at all times have at least an A.M. Best’s rating of A-VII. Upon Pace’s request, Sponsor shall provide Pace with written proof of the insurance required of Sponsor under this paragraph 6. 7. Indemnification. Sponsor shall indemnify, defend, and hold harmless Pace, the Regional Transportation Authority, and their respective officers, directors, employees, and agents from and against any and all liability, losses, damages, claims, suits, payments, settlements, judgments, demands, awards, expenses, and costs, including attorneys’ fees, resulting from the Program participation of any eligible rider(s) who Sponsor has approved for enrollment in the Program and/or Sponsor’s performance of any of Sponsor’s obligations under this Agreement. Upon written notice by a party, person, or entity claiming indemnification (“Claimant”) to Sponsor regarding any claim which Claimant believes to be covered under this paragraph 7, Sponsor shall appear and defend all suits brought upon that claim using attorneys chosen solely by Sponsor and shall pay all costs and expenses related to that claim, but Claimant has the right, at Claimant’s option and expense, to participate in the defense of any suit, without relieving Sponsor of Sponsor’s obligations under this paragraph 7. 8. Termination. A party may terminate this Agreement upon 30 days’ advance written notice to the other party in the event the terminating party, in its sole discretion, determines that such termination is in its best interest or Sponsor discontinues or terminates its participation in the Program. Notwithstanding the foregoing, Pace may terminate this Agreement: (a) upon 15 days’ advance written notice to Sponsor in the event Sponsor fails to timely pay any amount due from Sponsor to Pace pursuant to this Agreement; (b) immediately upon written notice to Sponsor in the event all the RAP Agreements are terminated; or (c) in part, immediately upon written notice to Sponsor in the event a RAP Agreement is terminated. Page 3 of 7 ===== PDF PAGE 116 ===== [Extraction: OCR (rendered-page OCR)] 9. Force Majeure. A party will not be held liable to another party for damages nor be deemed to have breached this Agreement for failure or delay in performing any obligation under this Agreement if the failure or delay is caused by or results from causes beyond the reasonable control of and without the fault or negligence of the affected party, including war, fire, flood, other acts of God, civil disturbance, a terrorist act, pandemic, epidemic, or a labor strike or lockout. The affected party shall promptly notify the other party of those force majeure circumstances, specifying the cause and the expected duration of the delay, and shall promptly undertake all reasonable steps necessary to cure those force majeure circumstances. If a condition of force majeure continues for more than 30 consecutive days, Pace, in its sole discretion and after written notice to Sponsor, may immediately terminate this Agreement for convenience. Where an event of force majeure occurs after a party’s failure or delay in performance, the breaching party will not be released from liability. 10. Compliance with Laws. The parties shall comply with all local, state, and federal laws, statutes, ordinances, regulations, and rules applicable to this Agreement, including but not limited to section 2-105(A)(4) of the Illinois Human Rights Act (775 ILCS 5/2-105(A)(4)). 11. | Headings. The headings in this Agreement are for reference and convenience only and will not affect the meaning or interpretation of this Agreement. 12. Waiver. Failure of a party to exercise any right or pursue any remedy under this Agreement will not constitute a waiver of that right or remedy. 13. Binding Effect. This Agreement will be binding upon the parties and their respective directors, officers, employees, agents, representatives, successors, and approved assigns. 14. Entire Agreement. This Agreement, including any introductory recitals and any attached exhibits, which are hereby incorporated into and made a part of this Agreement, constitutes the entire agreement between the parties and supersedes any prior written or oral understandings, agreements, or representations between the parties that may have related in any way to the subject matter of this Agreement, and no other written or oral warranties, inducements, considerations, promises, representations, or interpretations, which are not expressly addressed in this Agreement, will be implied or impressed upon this Agreement. 15. | Conflict. In the event of a conflict or ambiguity between the terms and conditions of this Agreement and any exhibit to this Agreement, the terms and conditions of this Agreement will control. 16. Survival. Any provision of this Agreement that imposes an obligation after termination or expiration of this Agreement will be deemed to survive termination or expiration of this Agreement. 17. _ Severability. If any provision of this Agreement or amendment thereto is held invalid or unenforceable by an Illinois court of competent jurisdiction, that provision will be deemed severed therefrom, and the remaining provisions will remain in full force and effect. 18. Assignment. No party may assign, delegate, or otherwise transfer all or part of its rights and obligations under this Agreement without the prior written consent of the other party. Page 4 of 7 ===== PDF PAGE 117 ===== [Extraction: OCR (rendered-page OCR)] 19. Amendment. No changes, amendments, or modifications to this Agreement will be valid unless they are in writing and signed by the duly authorized signatory of each party. 20. Notice. Any notice under this Agreement must be in writing and must be given in the following manner: (a) by personal delivery (deemed effective as of the date and time of delivery); (b) by commercial overnight delivery (deemed effective on the next business day following deposit of the notice with a commercial overnight delivery company); or (c) by registered or certified mail, return receipt requested, with proper postage prepaid (deemed effective as of the third business day following deposit of the notice in the US. mail). Business days are defined as Monday through Friday, excluding federal holidays. Business hours are defined as 8:00 a.m. to 5:00 p.m. Central Time on Monday through Friday, excluding federal holidays. The notice must be addressed as follows or addressed to such other address as either party may specify in writing: If to Pace: If to Sponsor: Pace, the Suburban Bus Division of the RTA City of West Chicago 550 W. Algonquin Road 475 Main Street Arlington Heights, IL 60005 West Chicago, IL 60185 Attention: Executive Director Attention: Director of Community Development 21. Governing Law, Jurisdiction, and Venue. This Agreement will be governed by and construed in accordance with the laws of the State of Illinois without regard to principles of conflicts of law, and the parties shall submit to the exclusive jurisdiction and venue of the state courts of DuPage County, Illinois for any dispute arising out of or related to this Agreement. 22. Counterparts. This Agreement may be executed in counterparts, each of which when so executed and delivered will be deemed to be an original and all of which when taken together will constitute one and the same agreement. 23. Electronic Signatures. This Agreement may be executed through the use of electronic signatures. Electronic signatures and signatures scanned and transmitted via email will be deemed original signatures for purposes of this Agreement. 24. Authorization. The signatories to this Agreement represent and warrant that they have full authority to sign this Agreement on behalf of the party for whom they sign. [REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK. SIGNATURE PAGE FOLLOWS.] Page 5 of 7 ===== PDF PAGE 118 ===== [Extraction: OCR (rendered-page OCR)] The parties have caused this Agreement to be executed by their duly authorized representatives on the dates below. PACE SPONSOR By: By: Signature Signature Print Name: __ Melinda J. Metzger Print Name: Print Title: ___ Executive Director Print Title: Date: Date: Page 6 of 7 ===== PDF PAGE 119 ===== [Extraction: OCR (rendered-page OCR)] EXHIBIT A PROGRAM PROFILE A trip must be completely within DuPage County, Illinois. Eligible riders enrolled in the Program will pay the first $5.00 of the cost of a trip taken with a TNC; Sponsor will subsidize the cost of the trip after the first $5.00 and not exceeding $25.00. Eligible riders will also be responsible for paying: . any portion of the cost of the trip that exceeds $25.00; . any TNC surcharge applicable to the trip (e.g., advance booking surcharge); and . any driver tips. All trip amounts for which an eligible rider is responsible to pay will be charged to the eligible rider’s payment method on file with the TNC. Sponsor will subsidize an unlimited number of one-way trips per day for each eligible rider enrolled in the Program. Page 7 of 7 ===== PDF PAGE 120 ===== [Extraction: OCR (rendered-page OCR)] WEST CHICAGO POLICE DEPARTMENT MONTHLY REPORT AUGUST 2024 ColinFleury, Chief of Police ===== PDF PAGE 121 ===== [Extraction: OCR (rendered-page OCR)] TABLE OF CONTENTS Organizational Chart 2805.3 Department Overview sessseee Personnel meat) Criminal Activities . Sr | Monthly Totals seveseeseenD Officer Activities sessseeee LO 2 ===== PDF PAGE 122 ===== [Extraction: OCR (rendered-page OCR)] Organizational Chart West Chicago Police Department _ West Chicago Police Department Organizational Chart Chief of Police Deputy Chief Investigations/Support Services Commander Community Relations Officer Investigations Sergeant Administrative Sergeant General Case Gang/Narcotics i So School Resource Officers Patrol Commander Training Officer Sergeant Sergeant Sergeant Social Worker ===== PDF PAGE 123 ===== [Extraction: OCR (rendered-page OCR)] Department Overview The Mission of the West Chicago Police Department is to Protect Life and Liberty, Provide Quality Police Services, and Forge Community Partnerships with Integrity and Professionalism. The police department has three divisions: the Office of the Chief of Police, the Patrol Division, and the Investigations/Administrative Division. The primary responsibility of the Office of the Chief of Police is to provide general management direction and control for the Department. The Office of the Chief of Police consists of the Chief of Police, the Deputy Chief of Police, and the Management Analyst. The Patrol Division consists of Uniformed Patrol Officers, a Community Service Officer, and a Training Officer. The Investigations/Administrative Division consists of Detectives, School Resource Officers, Evidence/Property, the Targeted Response Unit, the Community Relations Officer, the Administrative Sergeant, the Records Unit, and Social Services. ===== PDF PAGE 124 ===== [Extraction: OCR (rendered-page OCR)] Personnel On August 6", Department personnel held National Night Out activities at the Police Station. Participants included: the City of West Chicago, AAIM, Association for Individual Development, Boy Scouts of America - Pack 575, Milton Township CERT, West Chicago Community High School District 94, DARE, DuPage County Community Services, DuPage County Sheriff's Office, DuPage Health Coalition, Eagle Academy of Martial Arts, Educare West DuPage, ESDA, Girl Scouts of America, La India Grocery, League of Women Voters of Wheaton, NAMI DuPage, State Representative Maura Hirschauer (Office), State Representative Karina Villa (Office), ThinkFirst Northwestern Medicine, WAYS, WCCHS Cheer, WCPD Social Services, WeGo Together For Kids, West Chicago Elementary School District 33, West Chicago Fire Protection District, West Chicago Park District, West Chicago Public Library and Winfield Township. The Department wishes to thank the following for their donations to our event: DARE, Saint Andrews Golf Course, La India, and the Cheese Merchants. ===== PDF PAGE 125 ===== [Extraction: OCR (rendered-page OCR)] On August 13", the Cadets visited the DuPage County complex and toured the Jail and Crime Lab. On August 21%, the Police Chief swore in its newest patrol officer, Jonathan La Porta. He started at the Suburban Law Enforcement Academy on August 26". ===== PDF PAGE 126 ===== [Extraction: OCR (rendered-page OCR)] Criminal Activities Criminal Defacement: #2401425 Person(s) unknown spray-painted a port-a-potty with gang-related graffiti at Easton Park, 840 E. Washington St. #2401471 Person(s) unknown spray-painted gang-related graffiti on a cement wall and trailer at Pioneer School, 615 Kenwood Ave. #2401476 Person(s) unknown spray-painted non-gang related graffiti on the dugout at Pioneer Park, 615 Kenwood Ave. #2401500 Person(s) unknown spray-painted non-gang related graffiti on a trailer at Pioneer Park, 615 Kenwood Ave. #2401511 Person(s) unknown spray-painted non-gang related graffiti on a wall of the George Street alley. #2401519 Person(s) unknown spray-painted graffiti on the floor of the George St. tunnel. #2401538 Person(s) unknown spray-painted non-gang related graffiti on the north wall of the George St. tunnel. #2401578 Person(s) unknown spray-painted non-gang related graffiti on a fence in the 200 block of Augusta Ave. Criminal Damage to Property: #2401452 Person(s) unknown damaged a residence in the 300 block of W. Stimmel St. A rock damaged a window on the east side of the structure. #2401434 Person(s) unknown damaged a vehicle parked in the 500 block of Yale St. The passenger side tires of the truck were punctured and flattened. #2401468 Person(s) unknown spray-painted graffiti on a building in the 900 block of N. Neltnor Blvd. #2401485 Person(s) unknown damaged a church in the 300 block of George St. A rock damaged a window. Two juvenile suspects were observed running from the area. #2401573 Person(s) unknown damaged a flowerpot and window at a residence in the 400 block of E. Forest Ave. #2401621 Person(s) unknown punctured the tires and damaged the hood of a vehicle parked in the 800 block of Burr Oaks Dr. A symbol of a crown was scratched in the hood of the car. ===== PDF PAGE 127 ===== [Extraction: OCR (rendered-page OCR)] Aggravated Unlawful Use of a Weapon: #2401542 Person(s) unknown fired eleven rounds from a firearm in the 1200 block of Kings Cir. The investigation is ongoing. Retail Theft: #2401503 Staff at Walgreens, located at 125 N. Neltnor Blvd., reported a retail theft in progress. Responding officers received a description of two suspects. Officers located the suspects on the southeast side of the building. The individuals admitted to the theft and had the items on their persons. The items taken totaled $160.73. Management confirmed the suspects had committed thefts and wished to press charges. As juveniles, the suspects were driven to their homes, issued local ordinance citations for Retail Theft, and released to their parents. Residential Burglary: #2401645 Person(s) unknown entered an apartment in the 400 block of W. Washington St. and removed a silver necklace valued at $200.00 and $2,500.00 cash from a bedroom. The occupants left the apartment unlocked when they left the apartment. The investigation is ongoing. ===== PDF PAGE 128 ===== [Extraction: OCR (rendered-page OCR)] Monthly Totals Activities Jul Aug Total 2023 2024 2024 2023 2023 Traffic 1,185 853 7,688 6,615 9,668 Stops ae Traffic 487 275 747 375 3,409 2,949 4,255 Citations Traffic 251 176 211 206 1,989 2,264 3,226 Wanmngs Parking 436 428 471 417 3,213 2,752 4,083 Citations Traffic 74 54 517 524 809 Crashes 298 314 2,486 2,253 3,291 Reports ===== PDF PAGE 129 ===== [Extraction: OCR (rendered-page OCR)] Officer Activities #2401466 On August 8", a "flash dispatch" was broadcast over the radio about a road rage incident that occurred in Warrenville and involved a handgun. The dispatch provided a vehicle description and registration plate number. Officer Sauseda observed the vehicle traveling northbound on Neltnor Blvd. around Dayton Ave. and requested other units. Officers Mielke and Chassagne arrived to assist in a high-risk traffic stop on Neltnor Blvd. near Washington St. The Officer ordered two occupants out of the vehicle and detained them. In plain view on the driver's side floorboard was a loaded Glock 9mm handgun. Warrenville officers arrived and placed the driver under arrest for Aggravated Assault. #2401530 On August 17", Officers Castro, Mielke, Serrano, and Sauseda responded to a burglar alarm at the Boost Mobile store at 517 Main St. The offenders shattered the front door. Officers searched the store for offenders with negative results. The store owners advised they viewed the surveillance camera and knew the offender. The owners provided a video showing the suspect walking in front of the store, throwing rocks at the door, shattering it, entering the store, and removing two phones before exiting the business. Officer Serrano located the suspect later in the day, placed him under arrest, and transported him to the Police Station. The suspect refused to make a statement but did provide a DNA sample. The suspect was also wanted on a Retail Theft warrant out of DuPage County. The DuPage County State's Attorney's Office approved a Burglary charge against the suspect. Officers fingerprinted, photographed, and transported the offender to the DuPage County Jail. #2401285 On July 12", Officer Rigler received information that several stolen vehicles, covered by tarps, may be located in the 2500 block of Enterprise Cir. Officers Solis and Cummings, and Detective Montgomery arrived to assist. A vehicle, not covered by a trap, was in the back of the lot. The uncovered vehicle did not have a registration plate, and a check of the Vehicle Identification Number showed the vehicle as stolen from Peru, IL. Detective Herbert obtained search warrants for the tarped vehicles, which officers executed. All of these vehicles were confirmed as stolen as well. The stolen cars were reported in Naperville, Peru, Glendale Heights, and Palos Hills. Officers also obtained a search warrant to seize a surveillance camera that overlooked the stolen cars. Investigators located evidence on social media accounts of the motor vehicle theft suspects and obtained search warrants for these accounts. Investigators used the surveillance camera video and social media accounts to verify the identity of the suspects and that they had stolen several motor vehicles, including those at the location on Enterprise Cir. On August 14", Detective Herbert observed one of the suspects driving. Detective Montgomery and Officer O'Neil conducted a stop of the vehicle at Dunham and North Ave. in St. Charles and took the suspect into custody. He was transported to the Police Station but declined to make any statements. The DuPage County State's Attorney's Office approved six counts of Aggravated Unlawful Possession of a Stolen Motor Vehicle against the suspect. The juvenile offender was detained at the Kane County Youth Home. 10 ===== PDF PAGE 130 ===== [Extraction: OCR (rendered-page OCR)] #2401424 On August 2", Officer Frommert took a report from the complainant of two subjects attempting to break into gaming machines at Egg Yolk Café, 100 S. Neltnor Blvd. Surveillance video shows the two subjects enter the gaming area, where the first suspect pulls a prybar or screwdriver from his pants and attempts to pry open the gaming machine at which he was sitting. After an unsuccessful attempt, the first subject hands the pry bar to the second suspect, who attempts to pry open the machine at which he is sitting. Unable to access the machines, the suspects left the area after causing damage between $2,000.00 and $3,000.00. Officers learned that one of the suspects drove a red Tacoma pickup truck. On August 12", Officer Frommert stopped the same red Tacoma pickup truck on Brown St. The driver was confirmed to be one of the suspects from the Egg Yolk Café. He was placed in custody, transported to the Police Station, and interviewed, where he admitted to attempting to break into the machine for money with which to gamble. On August 26", Officer Frommert learned that both suspects were in custody at the Police Station on unrelated charges. Officer Solis and Frommert interviewed the second suspect, who admitted the video showed his friend and himself. The offender admitted he was frustrated with not having money and admitted to his actions. The DuPage County State's Attorney's Office approved charges of Burglary and Possession of Burglary Tools against both suspects. Officers fingerprinted, photographed, assigned court dates, and released the offenders from custody. 11 ===== PDF PAGE 131 ===== [Extraction: OCR (rendered-page OCR)] WEST CHICAGO POLICE DEPARTMENT MONTHLY REPORT SEPTEMBER 2024 ColinFleury, Chief of Police ===== PDF PAGE 132 ===== [Extraction: OCR (rendered-page OCR)] TABLE OF CONTENTS Organizational Chart Pens Department Overview sessssee Personnel res) Criminal Activities eel: Monthly Totals sessesesseee LO) Officer Activities vessel 2 ===== PDF PAGE 133 ===== [Extraction: OCR (rendered-page OCR)] Organizational Chart West Chicago Police Department _West Chicago Police Department Organizational Chart Deputy Chief Investigations/Support Services Commander Community Relations Officer Patrol Commander Training Officer Sergeant Sergeant Patrol Officers Patrol Officers Investigations Sergeant General Case Detectives Administrative Sergeant Nights A Sergeant Targeted Response Unit Gang/Narcotics Detectives Patrol Officers School Resource Officers Evidence Custodian (CSO) ===== PDF PAGE 134 ===== [Extraction: OCR (rendered-page OCR)] Department Overview The Mission of the West Chicago Police Department is to Protect Life and Liberty, Provide Quality Police Services, and Forge Community Partnerships with Integrity and Professionalism. The police department has three divisions: the Office of the Chief of Police, the Patrol Division, and the Investigations/Administrative Division. The primary responsibility of the Office of the Chief of Police is to provide general management direction and control for the Department. The Office of the Chief of Police consists of the Chief of Police, the Deputy Chief of Police, and the Management Analyst. The Patrol Division consists of Uniformed Patrol Officers, a Community Service Officer, and a Training Officer. The Investigations/Administrative Division consists of Detectives, School Resource Officers, Evidence/Property, the Targeted Response Unit, the Community Relations Officer, the Administrative Sergeant, the Records Unit, and Social Services. ===== PDF PAGE 135 ===== [Extraction: OCR (rendered-page OCR)] Personnel On September 14", Officers Fuller and Sauseda were at the Turtle Splash parking lot to register bicycles as part of the WeGo Together for Kids Bike Rodeo. On September 11", Officers and West Chicago Fire Protection District personnel participated in a 9/11 memorial. On September 5", Department personnel attended a lunch and a birthday celebration with the Golden Group. Chief Fleury, Commander Reavley, Sergeant Langelan, and Social Services Coordinator Sofia Gonzalez represented the Department. Over Labor Day weekend, the Department participated in a Statewide traffic safety campaign. Sixteen seat belt citations, 12 speeding citations, and 11 uninsured vehicle citations were issued. Additionally, eight suspended/revoked/unlicensed driver arrests and two warrant arrests occurred. 5 ===== PDF PAGE 136 ===== [Extraction: OCR (rendered-page OCR)] The following Officers celebrated anniversaries with the Police Department in September. Officer Levato- 26 years Officer Arms- 22 years Commander Reavley- 17 years Sergeant Bowers- 14 years Officer Schoonhoven- 8 years Detective Montgomery- 3 years Officer McGuire- 3 years Officer Serrano- 2 years ===== PDF PAGE 137 ===== [Extraction: OCR (rendered-page OCR)] Criminal Activities Criminal Defacement: #2401713 Person(s) unknown spray-painted non-gang related graffiti on a brick wall behind a business in the 300 block of S. Neltnor Blvd. #2401729 Person(s) unknown spray-painted non-gang related graffiti on an electrical box in the 600 block of Wood St. #2401746 Person(s) unknown spray-painted non-gang related graffiti on the entrance sign and the bike path at 201 W. National St. #2401768 Person(s) unknown spray-painted gang graffiti on a portable bathroom at Don Earley Park and the awning of a parked vehicle in the 800 block of E. Washington St. #2401770 Person(s) unknown spray-painted non-gang related graffiti on a fence at Hillview Ct and Hillview Ave intersection. #2401771 Person(s) unknown spray-painted non-gang related graffiti on the entrance to the cemetery in the 1N800 block of Arbor Ave. #2401884 Person(s) unknown spray painted a truck parked in the 500 block of Main St. with non-gang related graffiti. Criminal Damage to Property: Person(s) unknown damaged a vehicle parked in the 200 block of S. Neltnor Blvd. A rock had shattered the car’s rear window. #2401754 Person(s) unknown damaged the fence and main building at 1100 E. North Ave. The suspects attempted to tear the siding from the building. #2401739 Person(s) unknown damaged a fence in the 700 block of Wendall Ave. A known person damaged a gaming machine at a business in the 200 block of Main St. The suspect became angry and struck the machine with his fist, breaking the glass above the user interface. #2401816 A known person destroyed the victim’s plants. The suspect believed that the victim’s plants on the patio of an apartment in the 700 block of W. Forest Ave. attracted animals. The suspect admitted destroying the plants, fearing they would attract skunks to his property. The suspect was issued a local ordinance citation for Criminal Damage to Property. #2401885 Person(s) unknown damaged a vehicle parked in the 1200 block of Kings Cross using an unknown object that had scratched the driver’s side. 7 ===== PDF PAGE 138 ===== [Extraction: OCR (rendered-page OCR)] Criminal Trespass: #2401716 A Person(s) unknown entered the owner’s backyard in the 2800 block of Overbeck Ln. and went through the shed. The suspect(s) entered through the unlocked gate. The gate and shed had been left open by the offender. Theft: #2401730 Person(s) unknown removed two flags from a residence in the 500 block of E. Washington St. #2401832 Person(s) unknown removed a flag and flagpole from a residence in the 100 block of N. Oakwood Ave. Retail Theft: #2401776 A known person entered Menard’s located at 220 W. North Ave. and placed numerous items valued at $265.98 in a shopping bag. The suspect then went outside to the garden center. When the suspect returned, he did not have the shopping bag. The suspect paid for three bags of topsoil and left the store. Management advised the suspect later showed up at the Menards in Glendale Heights and returned the items in the shopping bag taken from the West Chicago store for an in-store credit. The investigation is ongoing. Theft by Deception: #2401829 A resident in the 1200 block of Elizabeth St received a popup alert on her computer. The victim called the number from the popup and spoke with an individual who advised of “nefarious” activity on her computer. The victim allowed the offender access to her bank account and created a Bitcoin account. The offender asked to go to her bank, remove $25,000.00, and deposit it in a Bitcoin ATM. The victim later realized she was the victim of a scam. #2401863 A resident on Rhoads Way reported an unknown person hacked his computer. Individuals contacted the victim, who he thought was from the bank, and instructed him to buy $26,000 in gift cards and provide them with the numbers. Additionally, the offenders asked him to withdraw $40,000 more and deposit it into a Bitcoin ATM. The victim later contacted his bank and learned he was the victim of a scam. Identity Theft: #2401732 Person(s) unknown, without authorization, opened a $2,00.00 student loan in the victim’s name. The suspect (s) tried to open a Target and Amazon credit card with negative results. The investigation is ongoing. ===== PDF PAGE 139 ===== [Extraction: OCR (rendered-page OCR)] Residential Burglary: #2401833 Person(s) unknown entered an apartment in the 1200 block of Kings Ct. The offenders entered the apartment through the broken lock on the front door. The resident left the apartment, and when he returned, a bed frame, Jordan sneakers, a PlayStation 4, and a bag of Black and Decker drills were missing, for a total loss of $500.00. ===== PDF PAGE 140 ===== [Extraction: OCR (rendered-page OCR)] Monthly Totals Activities Jun Jul Aug Total 2023 2024 2023 2023 2023 Traffic 784 1,185 853 7,353 9,668 Stops 275 747 375 3,318 4,255 Citations Traffic Traffic 176 211 206 196 2,185 2,500 3,226 Wangs Parking 428 47] 417 389 3,602 3,144 4,083 Citations Traffic 598 601 809 Crashes 302 298 314 323 2,809 7,540 3,291 Reports 10 ===== PDF PAGE 141 ===== [Extraction: OCR (rendered-page OCR)] Officer Activities #2401659 On September 2", Officers were dispatched to the 1200 block of Kings Cross. The caller advised a group of subjects at that location were drinking alcohol and smoking marijuana. The caller stated around three weeks ago, he heard gunshots and believed these individuals were involved in that incident. Detectives Calabrese, Herbert, Moore, and Eversole arrived in an unmarked vehicle to investigate. Detectives located five subjects standing around a car with its door ajar. One subject immediately took off running. Another subject was holding an open beer, and an odor of cannabis was emitting from the vehicle. During the search of the car, lying on the driver’s side floorboard was a handgun. All subjects were placed under arrest and transported to the Police Station and interviewed. The owner of the vehicle admitted the gun was his and stated he forgot he had put it there. The DuPage County State’s Attorney’s Office approved a charge of Aggravated Unlawful Use of a Weapon. Officers fingerprinted and photographed the suspect and transported him to the DuPage County Jail. #2401875 On September 28", Officers Hunt, Bertany, Alaniz, Solis, and Chapman were dispatched to Neltnor Blvd and Washington St. for a crash with injuries. Upon arrival, officers discovered a passenger of one of the vehicles had agonal breathing. West Chicago Fire Protection District personnel arrived and began life-saving measures on the injured passenger. Officers later learned the passenger had succumbed to her injuries. The U-Haul was traveling southbound on Neltnor Blvd approaching Washington Street when a Toyota traveling northbound on Neltnor Blvd. started a left turn toward Washington St. The U-Haul then struck the turning car. While interviewing the driver of the Toyota, officers detected an odor of an alcoholic beverage. Officers located an open bottle of tequila and open beer cans in the Toyota. Officers administered Field Sobriety Tests. Officers place the driver of the Toyota under arrest for Driving Under the Influence of Alcohol. At the Police Station, the subject refused a breath analysis. Officers obtained a warrant for blood and urine from the suspect. The DuPage County State’s Attorney’s Office approved a charge of Aggravated DUI- Causing Death. Officers fingerprinted, photographed, and transported the offender to the DuPage County Jail. 11