HomeMy WebLinkAbout26-091.00 StoneShare Corp. - Sharepoint ImplementationSERVICES AGREEMENT
TERMS AND CONDITIONS
THIS AGREEMENT DATED: June ZS 2026
BETWEEN:
THE CITY OF SPOKANE VALLEY
a municipal corporation of the State of Washington,
(hereinafter referred to as the "City")
OF THE FIRST PART
- and -
StoneShare Corp.
(hereinafter referred to as the "StoneShare")
OF THE SECOND PART
WHEREAS the City wishes to retain the services of StoneShare Corp. to provide certain services to the City
relating to the implementation of an Electronic Document and Records Management system.
AND WHEREAS the parties wish to provide general terms and conditions under which StoneShare will perform
certain services for the City;
NOW THEREFORE in consideration of the mutual covenants contained herein the parties agree as follows;
1.0 Purpose and Definitions
1.1 The purpose of this document is to:
(a) provide general terms and conditions for StoneShare to provide services; and
(b) identify StoneShare as being eligible to provide services to the City.
1.2
1.3 In this Agreement the following terms shall have the following meanings;
A. "Party" shall mean a party to this agreement.
B. "Services" shall mean all services, labor and materials required to complete the work set out in the
StoneShare Corp. Agreement Page 1
C. "SOW" shall mean the Statement of Work which is attached hereto and incorporated herein by this
reference. In accordance with the SOW, StoneShare and City will develop a detailed Project Plan
and Schedule that identifies deliverables, key milestones, timing, and resources.
2.0 Term of Agreement
2.1 The term of this Agreement shall be a period of one (1) year commencing as of the effective date set out
at the beginning of this document.
2.2 Where mutually agreeable between the City and StoneShare, the term of this Agreement may be
extended or renewed in writing under the same terms and conditions for one (1) year periods, not to
exceed four (4) additional years. Unless or until either party gives at least thirty (30) days written notice
of its intent to not renew or extend the Agreement prior to any of the first four (4) anniversary dates of
the commencement date, the extension or renewal will be automatic without any further
documentation or confirmation being required. Any renewals or extensions contemplated herein will
not result in additional costs, unless the City requests additional services beyond the SOW, and such
costs are agreed to in writing by both Parties. If a notice of nonrenewal is timely provided pursuant to
this section 2.2, the Agreement shall expire on the upcoming anniversary date of the commencement
date.
3.0 Performance
3.1 StoneShare will undertake the SOW as set out in the attached Schedule "A" and Services as scheduled
by the City and thereafter carried out by StoneShare to completion with due diligence and in a proper
professional manner in accordance with generally accepted professional, industry standards.
StoneShare shall make no change or alteration in the SOW or perform any additional Services without
the City's written authorization.
4.0 Duties of StoneShare
4.1 In the performance of the Services, StoneShare, where applicable, shall:
(a) Before starting the Services, appoint a competent, authorized representative acceptable to the City
to represent and act for StoneShare, and inform the City in writing of the name and address of such
representative, together with a clear statement of the individuals scope of authority to represent
and act for StoneShare, and specify any and all limitations of such authority.
(b) Furnish at its own expense and cost any and all necessary labor, equipment, tools, transportation,
materials, and such other items or work as may be necessary in the performance and completion of
the Services other than such items the City specifically agrees to furnish in writing.
(c) Comply with all applicable legislation, regulations, codes and rules of any governmental body having
jurisdiction, including without limitation Washington's Industrial Insurance Act, Title 51 RCW. In
addition to the foregoing and not in substitution, StoneShare must fully comply with all applicable
cybersecurity and safety rules, legislation, regulations, codes and ordinances, whether federal, state,
or local. In case of any overlap the more stringent will apply. It is the responsibility of StoneShare
to ensure that all subcontractors, suppliers, and employees employed by StoneShare in the
performance of its obligations herein are aware of and conform to all applicable federal, state and
StoneShare Corp. Agreement Page 2
local cybersecurity and safety rules legislation, regulations, codes and rules, and the requirements
of this Agreement.
(d) Ensure a minimal interference or disruption with the City's day today operations and the operations
of other agents, representatives or contractors on the premises.
(e) Pay and discharge all valid taxes, lienable claims, charges or other impositions imposed or to be
imposed by law on StoneShare or the City arising out of, in connection with, or resulting from the
Services performed. StoneShare agrees to indemnify the City against any and all liability for any such
taxes, lienable claims, charges or impositions except taxes imposed on Services that the City has
specifically agreed to pay for.
5.0 Fees Payable
5.1 The following fee structure will apply in relation to the Services:
(a) The City will pay StoneShare for its reasonable fees and disbursements in connection with Services
performed. The method of billing fees and disbursements will be as set out in the SOW and agreed
between the City and StoneShare as confirmed in writing.
(b) The fees payable will not exceed a total agreed amount unless the City has provided prior written
approval. If there is to be a contingency amount in addition to the total amount payable, no amount
of such contingency may be paid to StoneShare as fees or otherwise without prior approval in writing
from the duly authorized representative of the City.
(c) Invoices will be payable by the City for Services provided hereunder to the satisfaction of the City,
within thirty (30) days of receipt of an invoice in a form and with supporting documentation
satisfactory to the City. Fees will be paid in accordance with the Milestone Payment Schedule in the
SOW.
(d) Taxes are excluded from the prices herein. Washington State and local retail sales tax, to the extent
applicable, will be shown separately on all invoices and will be paid by the City to StoneShare.
StoneShare is responsible for collecting and remitting all applicable retail sales taxto the Washington
State Department of Revenue and for paying its own business and occupation (B&O) tax and any
other taxes imposed on StoneShare by law, pursuant to Title 82 RCW, as amended from time to time.
StoneShare agrees to include its Washington Unified Business Identifier (UBI) number on all invoices
where required.
6.0 Time
6.1 In the event of any Force Majeure, reasonable time extensions or adjustments will be allowed by the
City.
6.2 "Force Majeure" means an event that results in either party being delayed or unable to perform any part
of its obligations under this Agreement due to labor disputes, strikes, walkouts, fire, unusual delay by
common carriers, unavoidable catastrophe, or circumstances of any kind beyond the control of such
party including without restricting the generality of the foregoing, acts of God, fire, war, state or federal
governmental regulations in the case of the City and all governmental regulations in the case of
StoneShare. In such an event the affected party will be excused from the performance of any obligation
to the extent that performance is prevented, hindered or delayed by such causes. Upon the occurrence
of any such event, the affected party shall notify the other party and use reasonable efforts to remedy
or correct the delay or failure to perform as soon as possible. The party delayed, hindered or prevented
StoneShare Corp. Agreement Page 3
from performing any part of its obligations will not be liable to the other party for any damages, however
sustained by the other party, or for any failure to perform any act, or nonperformance of any obligations
due to any of these circumstances.
7.0 Insurance
7.1 StoneShare shall, prior to commencing provision of the Services, deposit with the City proof of a
comprehensive general and public liability insurance policy satisfactory to the City in the amount not less
than Five Million ($5,000,000.00) Dollars, under which the City shall be additional insured and shall
thereafter maintain the same during the term of this Agreement. Certificates of insurance shall be
delivered to the City at least ten (10) days before the commencement of the Services being provided.
All insurance coverage shall contain a term that the coverage will not be cancelled or materially altered
without a minimum of thirty (30) days written notice being given to the City of the proposed cancellation
or change.
7.2 StoneShare shall, prior to commencing provision of the Services, deposit with the City proof of a
comprehensive Technology Errors and Omissions insurance policy satisfactory to the City in the amount
not less than Two Million ($2,000,000) Dollars per occurrence and Four Million ($4,000,000) Dollars
annual aggregate and coverage shall be underwritten by an insurer licensed to conduct business in the
State of Washington. The policy shall include coverage for claims resulting from network risks such as
data breaches, unauthorized access, theft of confidential information, invasion of privacy, destruction,
alteration or damage to electronic information, intellectual property infringement such as copyright,
trademarks, service marks and trade dress. The policy shall be renewed for 3 years after contract
termination. Evidence of coverage must be provided to the City. If the policy is to be cancelled or non -
renewed for any reason, 90-day notice of said cancellation or non -renewal must be provided to the
City. The City has the right to request that an Extended Reporting Endorsement be purchased by the
contractor at the contractor's sole expense.
7.3 StoneShare's insurance shall be primary coverage and not additional to and shall not seek contribution
from any other insurance policies available to the City.
8.0 Indemnity
8.1 StoneShare shall, at its sole expense, defend, indemnify, and hold harmless City and its officers, agents,
and employees, from any and all claims, actions, suits, liability, loss, costs, attorney's fees, costs of
litigation, expenses, injuries, and damages of any nature whatsoever relating to or arising out of the
wrongful or negligent acts, errors, or omissions in the services provided by StoneShare, StoneShare's
agents, subcontractors, subconsultants, and employees to the fullest extent permitted by law, subject
only to the limitations provided below.
8.2 However, should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to
property caused by or resulting from the concurrent negligence of the StoneShare and the City, its
officers, officials, employees, and volunteers, StoneShare's liability, including the duty and cost to
defend, hereunder shall be only to the extent of the StoneShare's negligence. It is further specifically
and expressly understood that the indemnification provided herein constitutes the StoneShare's waiver
of immunity under Industrial Insurance, Title 51, RCW, solely for the purpose of this indemnification.
This waiver has been mutually negotiated by the parties.
StoneShare Corp. Agreement Page 4
8.3 The City will not be liable nor responsible for any bodily or personal injury or property damage of any
nature that may be suffered by StoneShare, its employees, agents or subcontractors in the performance
of the Agreement, except to the extent of any gross negligence or willful act on the part of the City.
8.4 This Section 8.0 (Indemnity), and the indemnity and waivers contained herein, shall survive the
termination or expiry of this Agreement, regardless of whether such termination may occur.
9.0 Independent Contractor
9.1 Nothing in this Agreement shall be construed so as to create or imply a partnership as between the City
and StoneShare. The Parties agree that StoneShare at all times will be acting as an independent
contractor with respect to all of the Services performed under this Agreement, and neither StoneShare,
including its agent contractor or employee, may be deemed for any purpose, to be the agent, servant or
representative of the City in the performance of such Services or in any matter dealt with herein.
10.0 Conflict of Interest
10.1 During the term of this Agreement, StoneShare must not engage in or provide, to any other person or
company or entity, any service or act which would be reasonably perceived to be in direct conflict with
the interest of the City in respect of the Services being provided by StoneShare to the City.
10.2 StoneShare must provide timely disclosure of any actual or potential conflict of interest for this project
or any of the Services provided, including any arising from any common ownership or association with
any party that has worked on or is working on any part of the project.
10.3 Any failure to provide timely disclosure of any potential conflict of interest, or failure to avoid engaging
in or providing to any other company or entity any service or act which could be reasonably perceived
to be in conflict with the interest of the City in respect of the services being provided by StoneShare to
the City or in violation with any legislation regarding fair competition, will be grounds for terminating
any engagement of StoneShare. Any such failure may also be noted on the performance record
maintained by the City for StoneShare.
10.4 No officer, employee or agent of StoneShare or its subcontractors may give to, or receive from, any
official, officer, employee or agent of the City, or a spouse or relative of any such person, any
commission, fee, rebate or gift, other than courtesies of a nominal value, in connection with any
Agreement for the performance of Services. Further, no director, employee or agent of StoneShare or
its subcontractors may enter into any business arrangement with any official, officer, employee or agent
of the City that is not related to the City's business. Without limiting the general audit rights under this
clause, the City may audit any and all records of StoneShare and its subcontractors in connection with
this Agreement and the Services performed, and all transactions related thereto, for the purpose of
determining whether there has been compliance with this clause.
StoneShare Corp. Agreement Page 5
13.0 Confidentiality and Privacy Legislation
13.1 All information including, without limitation, any technology of a proprietary or novel nature, disclosed
to StoneShare by the City, or by a third party to StoneShare as a representative on behalf of the City
(which, in addition to the confidentiality requirements hereunderwill be kept confidential by StoneShare
in accordance with the terms of its disclosure by such third party) or obtained or developed by
StoneShare in the performance of Services under an Agreement, other than that which is common
knowledge orwithin the public domain, will be the confidential property of the City must not be divulged
by StoneShare, except to duly authorized representatives of the City. Such confidential information or
property is not to be employed other than in the performance of Services for the City unless otherwise
duly authorized by the City in writing. These provisions will remain binding obligations on StoneShare
after the completion, expiration or termination of the applicable Agreement until the City reasonably
determines that the confidential information referred to herein has become part of the public domain
other than by the divulgence or use prohibited herein. This requirement does not prohibit StoneShare
from complying with an order to provide information or data issued by a court or other authority with
proper jurisdiction.
13.2 All documents submitted to or received by the City are subject to and governed by applicable privacy
legislation, including, but not limited to the Washington Public Records Act, chapter 42.56 RCW, as
amended.
14.0 Reporting
14.1 StoneShare shall provide to the City on a timely basis such deliverable or deliverables, or written
confirmation of delivery thereof, in respect of the Services as set out in the Proposal and is agreed to by
the parties and confirmed in writing. A deliverable may be in any form that is mutually agreed to,
including without limitation a design, plan, set of record drawings, or report.
15.0 Intellectual Property
15.1 Unless otherwise agreed and confirmed in writing:
(a) All material, including but not limited to programs, reports, notes, calculations, drawings, data, forms
and other records prepared, created, written or recorded by StoneShare or the City, will be and
remain the property of the author or party who formulated such material.
(b) During the term of the relevant Agreement, StoneShare shall have a non-exclusive, non -transferable
license to use such material of the City for the sole purpose of providing and completing the Services.
Upon the termination or completion of this Agreement, StoneShare will promptly return such
material to the City whether completed or not; and
(c) The City shall hold a non-exclusive, non -transferable license to use such material of StoneShare
developed or used in accordance with this Agreement and the Services developed hereunder.
(d) Every invention, discovery or improvement developed by StoneShare in the course of, or in
connection with, performing the Services under an Agreement where the invention, discovery or
improvement has been initiated or directed or specifically requested by the City, will be the property
of StoneShare.
15.2 The parties acknowledge and confirm that any intellectual property that was developed prior to the
relevant Agreement, or that was developed by StoneShare independently from such Agreement with
the City, or that was developed at the sole initiative of StoneShare without any prior initiation or
StoneShare Corp. Agreement Page 6
direction or request from the City, will be outside the scope of subsection 15.1.
15.3 In the event StoneShare's documents are subsequently reused or modified in any material respect by
the City without the prior written consent of StoneShare, the City agrees to indemnify StoneShare from
any claims resulting from such unauthorized reuse or modification.
15.4 The parties acknowledge that any electronic files provided by StoneShare are largely for ease of use and
convenience. However, as StoneShare is notable to ensure the authenticity or integrity or completeness
of information provided in electronic format, the parties agree that in the event of any inconsistency
between information provided by way of hard copies that have been stamped or sealed or both and
information in electronic files, the information in hard copy that has been stamped or sealed or both will
govern.
15.5 If StoneShare needs access to data of the City in order to carry out a specific project described in detail
in an Agreement incorporating this Agreement, the City may on receiving such request grant a non-
exclusive, non -assignable license to have access to and to use the data.
16.0 Records and Audit
16.1 To support all charges invoiced to the City with respect to Services performed hereunder, StoneShare,
for a period of seven (7) years after the performance of such Services, shall maintain a true and correct
set of records pertaining thereto including, without limiting the generality of the foregoing the date and
time worked, the location of the Services and the type of Services and invoices issued to the City.
StoneShare shall allow the City to audit such records upon reasonable request provided however, that
StoneShare shall have the right to exclude any trade secrets, formulas, or processes from any such audit.
StoneShare must require each of its subcontractors to keep such records which similarly are to be open
to inspection and audit by or on behalf of the City.
16.2 StoneShare's obligations pursuant to subsection 16.1 shall survive the termination or expiry of this
Agreement, howsoever it occurs.
17.0 Termination of an Agreement
17.1 This Agreement will continue in full force and effect from the date it is effective until it expires pursuant
to section 2.2, or until terminated by either party for material breach after 30 days' prior notice and an
opportunity to cure the breach.. The City may, in addition, terminate this Agreement for any reason by
30 days' written notice to StoneShare. The termination of this Agreement will not relieve either party of
its respective obligations and liabilities arising from or incidental to Services performed prior to the time
of such termination.
18.0 Insolvency
18.1 Should StoneShare become insolvent or make an assignment for the benefit of creditors or be
adjudicated bankrupt or admit in writing its inability to pay its debts generally as the same became due
or should any proceedings be instituted by StoneShare under any state or federal law for relief of debtors
or for the appointment of a receiver, trustee or liquidator of StoneShare, or should a voluntary petition
in bankruptcy or for a reorganization or for an adjudication of StoneShare as an insolvent or a bankrupt
be filed, or should an attachment be levied upon StoneShare's equipment, then upon the occurrence of
StoneShare Corp. Agreement Page 7
any such event the City will have the right to terminate this Agreement immediately together with all
Services then being performed by StoneShare.
19.0 Assignment or Sub -consulting
19.1 StoneShare must not assign any obligations under this Agreement, or any part thereof, including any
remuneration due to it, to any third party without the prior written consent of the City, which consent
will not be unreasonably withheld or conditioned. The assignment of this Agreement, if so permitted by
the City, or the sub -contracting of any Services to be performed under the Agreement, will not relieve
StoneShare of any obligations hereunder. StoneShare shall ensure that its subcontractors, if any; comply
with the terms and conditions of each Agreement.
20.0 Successors and Assigns
20.1 This Agreement will be binding upon and endure to the benefit of the parties and their respective heirs,
executors, administrators, receivers, trustees, successors, and approved assigns.
21.0 Legislation and Jurisdiction
21.1 This Agreement and the Services contemplated under the Statement of Work, will be subject to all
relevant legislation, regulations, codes, and rules, whether federal, state or local pertaining to the
location or locations where the Services are performed or furnished. In the event any provision of any
Agreement incorporating this Agreement is found to be contrary to, or inconsistent with, any such
legislation, regulation, code or rule, such provision will be conclusively deemed to be modified
accordingly, but in all other respects the remainder of the Agreement will continue in full force and
effect. It is agreed that any legal interpretation given to this Agreement will be governed by the laws in
force in the State of Washington, without regard to its conflict of laws principles.
21.2 No action at law or in equity may be commenced or continued on any matter arising out of or connected
with this Agreement other than in the Superior Court of the State of Washington in and for Spokane
County, or, where federal jurisdiction exists, the United States District Court for the Eastern District of
Washington.
22.0 Waiver
22.1 No previous waiver or course of dealing will affect either party's right to strict performance of any
Agreement, or any work order or request for services.
23.0 Notices
23.1 All communications and notices required or permitted to be given under an Agreement, unless otherwise
specifically provided for, must be given in writing to the parties at the numbers set out below, emailed
to the individuals set out below, mailed (postage prepaid), or delivered to that party at its address as
follows:
For the City:
City of Spokane Valley
StoneShare Corp. Agreement Page 8
10210 E. Sprague Avenue
Spokane Valley, WA 99206
Attention: Chad Knodel, IT Manager
Phone: (509) 720-5000
e-mail: cknodel@spokanevalleywa.gov
For StoneShare:
StoneShare Corp.
1455 NW Leary Way
Suite 400
Seattle, WA 98107
Attention: Keith Carter, Chief Executive Officer
Phone: (613) 355-9339
Any notice or other communication given by delivery will be deemed to have been given as at the
commencement of the next following business day, and any notice or other communication given by
prepaid mail will be deemed to have been received on the fifth (5th) business day following deposit in
the mail. In times of labor strikes or slow -downs affecting the mail delivery, notice will be effective only
if delivered or given by other effective means or upon actual receipt. Any party may change its address
for service by notice served as set out above.
24.0 Alteration of Terms
The parties hereto may only amend this agreement on consent, in writing.
25.0 Dispute Resolution
25.1 Disputes between City and StoneShare as to the interpretation of, subject matter of, or in any way
related to, this Agreement or documents incorporating this Agreement, that cannot be resolved by
informal negotiation or discussions, shall be resolved in the Superior Court of the State of Washington
in Spokane County.
25.2 The prevailing party in any litigation or arbitration arising out of this Agreement shall be entitled to its
attorney's fees and costs of such litigation or arbitration (including expert witness fees).
26.0 Entire Agreement
26.1 This Agreement embodies the entire Agreement between the parties, superseding any prior Agreement,
either oral or in writing, and may only be amended by a subsequent written instrument signed by both
parties hereto.
27.0 Licensing of City Data
27.1 Subject to the terms of the Agreement, the City grants and StoneShare accepts a non-exclusive, non -
assignable license for access to and use of data of the City for the project, in accordance with the terms
and conditions set out in this Agreement and including the Statement of Work.
StoneShare Corp. Agreement Page 9
27.2 StoneShare may only use the data of the City necessary for the project identified in the Agreement (the
"Data"), and only for the purpose of the project. Any documentation provided by the City may be used
only as needed in accordance with the authorized use of the Data.
27.3 StoneShare acknowledges that there are no limits to the number of licenses or rights that the City may
grant to City in respect of the Data.
27.4 Title to and ownership of the Data and any modifications made to the Data will at all times remain with
the City.
27.5 StoneShare does not have any right or interest in the Data except as specifically provided in the
Agreement.
27.6 Warranty Regarding Data
(a) Warranty regarding Data — The City does not represent or warrant that the Data will be correct or
that use of the Data will be uninterrupted or error free.
(b) The City disclaims any and all warranties and conditions concerning the Data, including any and all
warranties and conditions of merchantability and fitness for any particular purpose, performance,
and any and all warranties or implied warranties that might arise during the use of the Data,
IN WITNESS WHEREOF the parties hereto have executed this document as of the day and year first above
written.
SIGNED, SEALED AND DELIVERED
THE CITY OF SPOKANE VALLEY
l�-
Per: :Tok- t%r!<.r►�
City Manager
Date: (o-- 25 — 2C-
STONESHARE CORP.
Per: Keith Carter
Chief Executive Officer
Date: June 26, 2026
StoneShare Corp. Agreement Page 10
StoneShare Corp. Agreement Page 11
Schedule "A" — Statement of Work
StoneShare Corp. Agreement Page 12
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OTTAWA-GATINEAU (NCR)
TORONTO (GTA)
SEATTLE (WA)
Suite 101, Tower 1 Suite 352 Suite 1400
200 Rue Montcalm 13-3120 Rutherford Road 506 Second Avenue
Gatineau, Quebec Vaughan, Ontario Seattle, Washington
18X 3B5 L4K OB2 98104
NEW YORK (NY)
Suite 800
100 Church Street
New York, New York
10007-2621
sto n e share. Co.
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1.888.624.5086
Oc om p antis tone s h a re
stoneshare_inc
The City of Spokane Valley stun esh are
Electronic Document and Records Management System
COMMERCIAL STATEMENT
This document is the copyright of StoneShare Corp. (StoneShare) and is issued in confidence for the
purpose for which it is supplied. It may only be reproduced solely in connection with this procurement. It
must not be reproduced, in whole or in part, for any other reason without the written consent of
StoneShare and then only on condition that this note be included in such reproduction.
TRADEMARKS
All trademarks are acknowledged.
BID VALIDITY
This proposal will remain valid and open for acceptance by the City of Spokane Valley for a period of 120
days from submission.
PROPONENT CONTACT
Keith Carter
Chief Executive Officer
StoneShare Inc.
Office: 1.888.624.5086 ext.222
Cell: 613.355.9339
kcarter@stoneshare.com
The City of Spokane Valley ston esh are
Electronic Document and Records Management System
TABLE OF CONTENTS
1. CORPORATE PROFILE......................................................................................
1.1. SOLUTION ACCELERATORS.............................................................................
1.1.1 COMMUNICATION AREAS........................................................................
1.1.2 COLLABORATION AREAS...........................................................................
1.1.3 RECORDS MANAGEMENT AREA...............................................................
1.2.TOWNSQUARE BENEFITS................................................................................
1.2.1 SPEED AND ACCURACY OF DEPLOYMENT ................................................
1.2.2 EASE OF ADOPTION..................................................................................
1.1.1. REGULATORY COMPLIANCE..................................................................
1.2.3 SCALABILITY..............................................................................................
1.2.4 ONGOING COSTS......................................................................................
1.2.5 PROVEN SUCCESS.....................................................................................
2. METHODOLOGY AND WORK PLAN.................................................................
2.1. METHODOLOGY OVERVIEW............................................................................
2.1.1 READINESS PHASE (CHANGE MANAGEMENT FOCUS) ..............................
2.1.2 ONBOARDING PHASE (MAPPING & RE -ORGANIZATION FOCUS) ..............
2.1.3 STABILIZATION PHASE (CHANGE MANAGEMENT FOCUS) ........................
3. PROPOSED IMPLEMENTATION PLAN..............................................................
3.1. TASKS AND DELIVERABLES..............................................................................
3.2. PROJECT SCHEDULE........................................................................................
3. PRICING...........................................................................................................
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The City of Spokane Valley stoneshare
Electronic Document and Records Management System
1. CORPORATE PROFILE
StoneShare has been providing information governance and compliance services, on the Microsoft
platform for more than seventeen years and currently employs more than forty, expert -level consulting
staff. Since its inception, StoneShare has risen to prominence as a leading Microsoft -certified Consulting
Firm and Systems Integrator, specializing in the implementation of best -practice -based information
governance and compliance solutions.
StoneShare completed its first municipal, Microsoft -based, Electronic Document and Records System
(EDRMS) implementation in 2014. This project, in combination with more than ten years of practical
EDRMS implementation experience within municipal government, has honed our expertise in guiding
municipalities through the intricate processes of planning, developing, implementing, and adopting
Microsoft -based EDRMS.
Our unwavering focus on the municipal sector, combined with our deep knowledge of information
governance and compliance best -practices, and the Microsoft 365 platform, ensures that we possess a
rare and valuable understanding of the unique information management challenges commonly faced by
local governments. This specialized knowledge enables us to deliver tailored solutions that allow our
municipal clients to improve operational efficiency, content -driven processes, and records compliance
while reducing the overall cost of effectively managing their information assets.
StoneShare boasts an impressive track record of successfully executing more than ninety municipal
EDRMS projects, which are similar in scope and complexity to that of the City's EDRMS project. Our over-
growing clientele includes a diverse array of municipal government entities, both large and small, across
the United States and Canada.
1.1. SOLUTION ACCELERATORS
Drawing on insights from seventy municipal EDRMS projects, StoneShare has developed a pre -configured
Solution Accelerator called TownSquare. A solution accelerator is a pre -configured, best -practice -based
framework designed to expedite the deployment of complex technology solutions. It typically includes
templates, tools, and methods that address common requirements and challenges within a specific
domain or industry.
Solution accelerators leverage existing technologies and incorporate common elements to streamline the
implementation process, reduce complexity, minimize risks, and reduce the costs associated with
implementation.
TownSquare combines the native capabilities of SharePoint and Purview with standardized metadata and
pre -configured elements for rapid site creation and deployment. Excitingly, TownSquare is not a licensed
1 1 Page
The City of Spokane Valley �����
Electronic Document and Records Management System
software with recurring fees but a one-time, best -practice -based Solution Accelerator that works
seamlessly with the City's M365 licensing to minimize the time, expenses, and risks typically involved in
implementing an EDRMS.
TownSquare boasts over eighty ready -to -use municipal government site templates that feature dedicated
sections for communication, collaboration, and records management. These templates come equipped
with predefined libraries, metadata, security measures, and records workflows.
Additionally, TownSquare encompasses a unique implementation methodology that enables StoneShare
to swiftly deploy the solution Citywide while ensuring elevated levels of user adoption. Central to this
approach is a best -practice philosophy that endorses M365 platform configuration over customization
and builds on established processes and documented best practices to lessen planning and management
efforts.
To achieve the requirements defined in the City's Request for Proposal (RFP) TownSquare will leverage
the City's existing Microsoft to provide a comprehensive, integrated solution. SharePoint Online will serve
as the backbone of the EDRMS, providing robust document management capabilities. It will facilitate
centralized storage, version control, metadata tagging, and advanced search functionalities, ensuring that
all documents are easily accessible and well -organized. Microsoft Purview will be instrumental in
managing compliance, eDiscovery, and data protection requirements. Its advanced compliance features
include data loss prevention (DLP), information governance policies, and audit trails that ensure all records
are managed according to regulatory standards. Purview's eDiscovery capabilities will enable efficient
retrieval of documents in response to Freedom of Information (FOI) requests or legal inquiries,
significantly reducing response times and ensuring thoroughness.
1.1.1 COMMUNICATION AREAS
TownSquare leverages the native features of SharePoint Online to create dynamic Communication Areas
designed for publishing information to users in a modern, widescreen format that is both visually
appealing and highly functional. These Communication Areas utilize SharePoint's responsive design
capabilities, ensuring that content is accessible and engaging across all devices, from desktops to mobile
phones.
At the heart of TownSquare is its home page, or landing page, which serves as a central hub for all
Communication Sites. This landing page is meticulously designed to be the go -to destination for
departmental news, updates, and important announcements. By integrating SharePoint Online's robust
content management features, TownSquare enables departments to effortlessly share information
through rich text, images, videos, and interactive elements. This centralized communication platform
fosters a cohesive information flow and ensures that all staff members are kept informed and engaged.
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StoneShare's clients frequently use TownSquare to replace outdated intranet sites with this modern
solution, significantly enhancing their internal communication capabilities. The intuitive interface and
customizable web parts of SharePoint Online allow municipalities to tailor their Communication Sites to
reflect their unique branding and organizational structure. Features such as news web parts, event
calendars, and document libraries are seamlessly integrated into these sites, providing a comprehensive
suite of tools for effective communication.
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1.1.2 COLLABORATION AREAS
TownSquare's Collaboration Areas are meticulously designed to provide City staff with a centralized
location for storing their content in a manner that promotes findability and adheres to exemplary records
management practices. Leveraging the robust capabilities of SharePoint Online, these Collaboration Areas
ensure that information is not only easily accessible but also securely managed.
The Information Architecture of TownSquare is crafted from industry best practices and enriched by
insights gained from numerous successful municipal implementations. This architecture is thoughtfully
organized to reflect the hierarchical structure of municipal operations, with Collaboration Sites
categorized by Department, Branch, and Teams. This logical organization enhances navigability and
ensures that users can quickly locate the information they need.
SharePoint Online's advanced metadata features are employed to further enhance findability. By tagging
documents with relevant metadata, TownSquare enables powerful search functionalities that allow staff
to retrieve information swiftly and accurately. Additionally, version control and document history features
ensure that users have access to the most current and authoritative versions of documents, thereby
supporting sound records management practices
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Security is paramount in TownSquare's design. Collaboration Sites are customized to meet stringent
security requirements, utilizing SharePoint Online's granular permission settings to control access at
various levels. This ensures that sensitive information is protected while still being accessible to
authorized personnel. Role -based access controls and audit logs provide an additional layer of security,
allowing administrators to monitor and manage user activities effectively.
TownSquare also facilitates content -driven business processes through its integration with SharePoint
Online's workflow automation capabilities. Custom workflows can be designed to streamline routine tasks
such as document approvals, notifications, and task assignments. This automation not only increases
efficiency but also ensures consistency and compliance with established procedures.
Moreover, TownSquare's Collaboration Areas support seamless collaboration among staff members.
Features such as co-authoring, real-time editing, and integrated communication tools like Microsoft
Teams enable staff to work together more effectively, regardless of their physical location. This fosters a
collaborative culture where information sharing, and teamwork are seamlessly integrated into daily
operations.
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1.1.3 RECORDS MANAGEMENT AREA
TownSquare leverages the powerful records management capabilities inherent in Microsoft Purview,
providing a dedicated workspace for the City to manage compliance, eDiscovery, and privacy with
unparalleled efficiency.
Microsoft Purview offers a comprehensive suite of tools designed to meet the stringent requirements of
municipal records management. TownSquare's integration with Purview allows the City's records
managers to perform a variety of critical tasks from a centralized, intuitive interface:
The City of Spokane Valley stun esh are
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MANAGE THEIR FILE PLAN
Records managers can easily create, organize, and maintain a comprehensive file plan that aligns with
regulatory requirements and organizational policies. The file plan can be dynamically updated to reflect
changes in regulations or internal processes.
CREATE RECORDS MANAGEMENT POLICIES
Records managers can develop and enforce robust records management policies. These policies ensure
consistent handling of records across the organization, including retention schedules, access controls, and
disposition rules.
REVIEW RECORD CLASSES AND DOCUMENT CLASSIFICATION
TownSquare enables detailed review and classification of record classes and documents. Utilizing
advanced metadata tagging and automated classification features within Purview, records managers can
ensure accurate categorization and easy retrieval of documents.
MANAGE DOCUMENT AND RECORDS DISPOSITION
Efficiently managing the Iifecycle of documents is crucial for compliance. TownSquare leverages Purview's
capabilities to automate document retention and disposition processes, ensuring that records are
retained for the appropriate duration and securely disposed of when no longer needed.
PERFORM EDISCOVERY TASKS RELATED TO FREEDOM OF INFORMATION REQUESTS
Native eDiscovery tools allow records managers to quickly locate and retrieve documents in response to
Freedom of Information (FOI) requests. Advanced search functionalities and legal hold capabilities ensure
that all relevant information is identified and preserved.
VIEW A DASHBOARD OF MEANINGFUL STATS AND REPORTS
TownSquare offers a customized interface provides access to a dashboard displaying key metrics and
reports. This dashboard offers insights into records management activities, compliance status, policy
enforcement, and other critical data points, enabling informed decision -making.
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1.2. TOWNSQUARE BENEFITS
Municipalities are increasingly recognizing the transformative impact of implementing TownSquare. This
innovative platform is designed to address the unique challenges faced by local governments, providing a
comprehensive solution that enhances efficiency, security, and collaboration. By leveraging the advanced
capabilities of Microsoft 365 and SharePoint Online, TownSquare delivers a range of tangible benefits that
drive operational excellence and improve service delivery.
Using TownSquare would bring the following benefits to the City's EDRMS project:
1.2.1 SPEED AND ACCURACY OF DEPLOYMENT
TownSquare significantly reduces the effort and duration required to effectively implement a municipal
EDRMS. By incorporating department -specific functionality, reflecting content -driven processes, and
standardized metadata into pre -configured templates that are deployed through automation,
TownSquare significantly streamlines implementation. This means that the City can reduce complex
requirements -gathering processes, and labour-intensive configuration efforts while taking advantage of
the cumulative knowledge and experience of more than ninety municipalities that have implemented it
previously.
By drawing on this collective wisdom, the City can implement a EDRMS that is finely tuned to address
common pain points, regulatory demands, and operational needs specificto municipal environments. This
approach ensures that best practices are integrated into every aspect of the system, from metadata
structures to user interfaces, resulting in a solution that is both robust and user-friendly. Additionally, this
wealth of knowledge allows StoneShare to anticipate potential issues and implement initiative -taking
measures to mitigate them, thereby enhancing system reliability and user satisfaction.
1.2.2 EASE OF ADOPTION
TownSquare is meticulously designed with user adoption at its core, ensuring that City staff can quickly
and seamlessly adapt to the new system. It features intuitive interfaces that are user-friendly and easy to
navigate, reducing the learning curve and enhancing user experience from day one. Comprehensive
documentation accompanies every aspect of TownSquare, providing clear, step-by-step guides that
empower users to understand and utilize the system's full capabilities.
Moreover, TownSquare includes extensive training materials tailored to various user roles within the City.
These materials cater to different learning styles, ensuring that all staff members can confidently engage
with the EDRMS. By prioritizing user adoption through these thoughtful design elements, TownSquare not
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only facilitates smooth onboarding but also fosters long-term engagement and proficiency among City
staff.
1.1.1. REGULATORY COMPLIANCE
Meeting stringent legal and regulatory requirements is non-negotiable for municipalities, and
TownSquare is engineered to ensure full compliance with these critical standards. TownSquare leverages
built-in M365 compliance features, such as advanced data protection, audit trails, and access controls, to
safeguard sensitive information and maintain transparency. These features are seamlessly integrated into
the platform, providing robust mechanisms to meet the highest standards of data security and regulatory
adherence.
1.2.3 SCALABILITY
TownSquare is architected with scalability at its forefront, empowering the City to seamlessly expand their
use of M365 functionality as their needs evolve. This inherent scalability ensures that the solution can
grow in tandem with the organization, accommodating increased data volumes, additional users, and new
functional requirements without necessitating significant rework or additional investment.
As the City expands their operations or encounter new challenges, TownSquare's flexible design allows
for the effortless integration of advanced M365 features such as enhanced collaboration tools, advanced
analytics, and AI -driven insights. This adaptability means that municipalities can continuously leverage
innovative technology to improve efficiency and service delivery.
1.2.4 ONGOING COSTS
One of the most significant cost benefits of adopting TownSquare is that it is not licensed software,
thereby eliminating the need for annual ongoing support and maintenance charges typically associated
with traditional software solutions. Instead, TownSquare is a one-time use Solution Accelerator that
leverages the City's existing Microsoft 365 (M365) licenses. This approach ensures that the City can
maximize their current investments in M365 without incurring additional EDRMS-specific licensing costs.
By utilizing the robust capabilities already available within M365, TownSquare provides a comprehensive
EDRMS without the financial burden of continuous licensing fees.
The absence of recurring costs associated with TownSquare translates into substantial long-term savings
for the City. Traditional licensed software often requires annual payments for updates, support, and
maintenance, which can accumulate significantly over time. In contrast, TownSquare's one-time
implementation cost means that the City can allocate their budgets more efficiently, directing funds
towards other critical initiatives or improvements.
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Furthermore, TownSquare's integration with M365 ensures that the City benefits from continuous
improvements and updates provided by Microsoft as part of their existing subscription. This means that
as Microsoft enhances its suite of tools with new features and security updates, TownSquare users
automatically gain access to these advancements without incurring extra costs. The seamless integration
also reduces the learning curve for staff members who are already familiar with M365 applications,
thereby minimizing training expenses and promoting quicker adoption.
1.2.5 PROVEN SUCCESS
TownSquare was developed by drawing on insights gleaned from over ninety successful projects within
municipalities. This experience has provided a wealth of practical knowledge and nuanced understanding
of the unique information management challenges and requirements faced by municipal governments.
Each implementation has contributed valuable lessons, enabling TownSquare to evolve into a robust and
highly refined framework.
This accumulated knowledge translates into a solution that is not only theoretically sound but also proven
in real -world applications. The iterative refinement process has allowed TownSquare to incorporate best
practices, address common pain points, and optimize performance based on actual municipal use cases.
As a result, new implementations benefit from a framework that has been rigorously assessed and
validated across diverse scenarios.
Moreover, TownSquare's development has been guided by direct feedback from municipal stakeholders,
ensuring that the platform is finely tuned to meet their specific needs. This collaborative approach means
that TownSquare is equipped with features and functionalities that are directly relevant to municipal
operations, enhancing its effectiveness and end user satisfaction.
2. METHODOLOGY AND WORK PLAN
This section highlights our proprietary, best -practice -based, and proven methodology for implementing
municipal EDRMS. Built on a foundation of industry standards, experience, and an unwavering
commitment to excellence, our methodology is designed to deliver exceptional results. With more than
ten years of municipal EDRMS implementation experience and certifications in project management,
change management, and Microsoft technologies, we bring unique and valuable expertise to every
EDRMS project.
Our approach is further strengthened by implementation accelerators for documentation, configuration,
testing, and training that leverage insights from more than sixty successful municipal EDRMS
implementations. These accelerators streamline the process, ensuring efficiency and consistency while
reducing risk. By integrating these learnings into our methodology, we provide a robust framework that
supports seamless planning and execution.
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From initial needs assessment to final deployment, our methodology emphasizes stakeholder
engagement, comprehensive analysis, strategic alignment, and rigorous testing protocols. We develop
scalable information architectures and governance frameworks that ensure data security and compliance
with regulatory requirements. Our commitment to excellence ensures that the City can achieve its goals
of improved information management, enhanced data security, and streamlined operations with
confidence.
2.1. METHODOLOGY OVERVIEW
The following outlines StoneShare's proprietary implementation methodology for implementing M365-
based EDRMS projects, meticulously tailored to meet the specific needs of the City. Our approach is built
on a foundation of industry best practices, experience, and a commitment to delivering exceptional
results. We have encapsulated our proposed strategy in a comprehensive Project Activity Table (below),
which provides a detailed roadmap for project execution.
The following graphic provides a high-level visual representation of StoneShare's three -phased EDRMS
Implementation Process, which underscores the critical importance of employee readiness by integrating
Organizational Change Management throughout each phase.
This structured approach not only ensures a seamless implementation but also fosters a culture of
continuous improvement and user empowerment.
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To summarize the graphic above, during the Readiness Phase dedicated staff are responsible for ensuring
staff properly prepared for a move to the EDRMS; during the repeatable Onboarding Phase dedicated
staff are responsible for moving staff and their content to the EDRMS; during the Stabilization Phase,
dedicated staff are responsible for ensuring that the EDRMS is well managed and that staff receive the
necessary guidance and support to fully adopt the solution and use it efficiently for its intended purpose.
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2.1.1 READINESS PHASE (CHANGE MANAGEMENT FOCUS)
The Readiness Phase is intended to improve awareness and departmental preparedness while generating
positive interest and engagement in the EDRMS. Structured communications, preparation workshops and
ongoing support for preparation activities are used to address organizational change management
concerns and ensure that departments are well -positioned, with the necessary knowledge and capability
to transition through the repeatable Onboarding Phase with a high potential for success.
Key objectives of the Readiness Phase are:
• Secure Sponsors who understand how the EDRMS will benefit their staff and operations.
• Improve understanding of the need for change.
• Increase engagement in the Project.
• Increase employee comfort with a EDRMS implementation.
• Minimize resistance to EDRMS efforts and activities.
• Assist departments with formulating new ways of working in advance of Onboarding.
• Positively influence EDRMS adoption.
Pre -requisites to entering this Phase:
• A Project Team, including an actively engaged Sponsor, has been selected and Roles clearly
defined and understood.
• Project Team training completed (where appropriate).
• Project Planning activities are complete.
• Initial Organization Change Management communications sent.
• Readiness meetings and workshops scheduled.
Criteria for exiting this Phase include:
• Leadership support to dedicate the required resources for onboarding activities.
• A clear understanding of the business problem the EDRMS is intended to solve for them.
• Sufficient motivation to participate fully in the onboarding process.
• Operating procedures that have been updated or formalized for using the EDRMS (if required).
• Content Experts are identified and understanding the content; and
• Content Clean-up has been completed.
AWARENESS AND DEMONSTRATIONS
Awareness includes activities designed to improve the overall awareness for the EDRMS Project and
control the messaging around its benefits. Multiple approaches including websites, targeted
communications and solution demonstrations should be used to outline the "what's in it for me" for
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Business Staff and neutralize any known opposition to the EDRMS. Potential Awareness tasks can be found
in the diagram below.
SAMPLE AWARENESS OPTIONS
Communications Site;
• Communications (emaiis,print
materials, video, etc.);
• Meetings / Presentations
SAMPLE • OPTIONS
• -Road-show" Demonstration;
• Specific feature Demo's 1 Videos; and
• Webinar's (live or recorded)
PREPARATION
Preparation activities should be tailored to the differing needs of each Department with the time allotted
for completion being proportionate to the degree of change required. The activities themselves should
include training and workshops designed to increase understanding of EDRMS content management
concepts and technologies with the goal of reaching a pre -defined level of readiness before onboarding.
Potential Preparation tasks can be found in the diagram below:
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• Content clean-up workshops;
• Content Driven (SOP) workshops;
• Information Architecture workshops;
• SharePoint Basic training; and
ASSESSMENTS
Detailed Assessments may be used to further validate readiness information previously collected and
itemize the impact of operational changes associated with adopting the EDRMS. This activity is used to
identify potential gaps and risks that will need to be addressed prior to onboarding. The assessments are
the primary drivers in determining the Preparation activities for each group. Assessments are performed
for each Department during the Readiness phase to:
• Identify where risks are likely to occur.
• Identify actions required to build commitment.
• Identify enablers and barriers to adoption.
• Identify and plan the awareness and preparation activities that are most needed; and
• Measure the effectiveness of Awareness and Preparation activities.
The results of Assessment are used to:
SAMPLE ASSESSMENT CRITERIA
• Assess the following:
• SharePoint knowledge;
• SharePoint buy -in and support;
• Content Driven SOP changes;
• Content Organization Changes;
• Technology Changes
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• Increase the willingness to adopt the EDRMS.
• Mitigate risks associated with onboarding.
• Provide input for training, preparation, and communications, as appropriate; and
• Confirm that a team has reached sufficient level of Readiness to be successful in the repeatable
Onboarding Phase, or whether additional readiness activities should take place.
PLANNING
Additional Planning for targeted Readiness Tasks may be initiated if/when a Department Assessment
indicates the need for additional effort prior to Onboarding. The Planning task should be executed on a
case -by -case basis with Departments receiving additional Readiness activities tailored specifically to their
needs.
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Planning
• Customized workshops;
• Customized training;
• Assistance with Preparation tasks;
• Sponsor or Leadership intervention.
2.1.2 ONBOARDING PHASE (MAPPING & RE -ORGANIZATION FOCUS)
The Onboarding Phase is a repeatable phase that can be followed for each Department/Branch in
succession.
The Onboarding Phase leverages an iterative process designed to move staff and their content to the
EDRMS in a compressed and efficient manner that respects staff availability without sacrificing the
effectiveness of the overall experience. Planned timelines for each Onboarding are influenced by four
interrelated factors:
• Number of Documents and Records.
• Number of Business Staff in the Department.
• Number of content -driven Standard Operating Procedures (SOP's).
• The degree to which the Department File Share is currently structured.
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The recommended Onboarding process is illustrated in the diagram below.
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CONTENT
REORGANQATION
CLASSIFICATION
CONTENT
SOLUTION MIGRATION
CONFIGURATION END USER
SOP TRAINING
VALIDATION VALIDATION
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Key objectives of the Onboarding Phase are to:
• Migrate active documents into the EDRMS.
• Organize the documents according to M365 best practices for collaboration, document
management and records management.
• Tailor the EDRMS to the Department's unique business enablement needs.
• Demonstrate to staff how to apply their training in the context of their M365 site.
Pre -requisites to entering this Phase:
• Pre -defined readiness levels have been achieved.
• Leadership is committed to the onboarding schedule.
• Participants are motivated to dedicate time to Onboarding activities.
• Staff have completed basic M365 training.
• Content Driven SOPs are well -understood by the Department.
• Content is cleaned up according to prescribed standards.
• User technical requirements for licenses, network, security, and equipment are met.
Requirements for exiting this Phase include:
• Migration QA confirms that content has been successfully and correctly migrated into the EDRMS.
• Content Experts have validated the content is organized and structured as intended.
• Staff validate that they can navigate their M365 sites and find and collaborate on content; and
• Staff know how to access on -going support.
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CONTENT REORGANIZATION
Content Reorganization Workshops are used to guide and assist staff in the reorganization, classification,
and movement of Active Content from previously unstructured repositories to the EDRMS. Content
Reorganization workshops are a valuable step to ensuring that all content migrated to the EDRMS is
organized in a manner that increases "findability" and collaboration.
To prepare for the Content Reorganization workshops, a temporary Staging File Share is created that
reflects a Baseline Information Architecture for the Department and is used to reorganize, relocate, and
manage documents until they are migrated to the EDRMS. Content Reorganization follows best practices.
Below is an example of how folders are used represent sites, libraries, and metadata within a Staging File
Share:
site level
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During this process, the Baseline Information Architecture will evolve to become a final Information
Architecture. At the end of Content Reorganization, the structure of the Staging File Share enters "Change
Freeze." Staff may still add, update, and delete documents in the Staging File Share, but the final
Information Architecture may not change again until after Content Migration is complete and validated in
the production environment.
SOLUTION CONFIGURATION
Solution Configuration involves the execution of development and quality assurance activities required to
implement the final Information Architecture from the previous step. During Configuration, the following
high-level M36S elements should be configured and validated:
• Site(s) creation.
• Site Collection feature enablement.
• Library creation.
• Content Type creation.
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• Metadata creation.
• Associate the Columns to the Content Types (make all columns Optional).
• Library settings configuration (Name, Navigation, Versioning).
• Content Type association to Libraries.
• Remove default content types (if required).
• Index columns.
• Views creation; and
• Permissions configuration.
CONTENT MIGRATION
Content Migration involves executing a pre -defined Migration Plan to migrate content to the EDRMS.
Once all the files that are deemed 'to be migrated' have been organized into the staging File Share,
StoneShare will execute the content migration. During this migration, content is moved from the staging
File Share to the EDRMS document libraries, and the metadata specified in the staging area is applied to
the content. Migration includes the following high-level steps should be performed and validated:
• Initial migration to move the bulk of content to the EDRMS.
• Qualitative and quantitative quality assurance to confirm that all files were migrated without
errors and with specified metadata and security settings.
• Validation by Content Experts that files were migrated as intended and security is appropriate.
• Completely remove permissions to update or view the content of the staging File Share.
• A final migration and QA to capture changes since the initial migration; and
• Final validation by Content Experts for content and usability of the new EDRMS site(s).
USER TRAINING
User Training involves a combination of instructor -led classroom training, drop -in sessions, and over -the -
shoulder coaching with the goal of orienting staff in how to apply their training to their day-to-day
activities. During Training, the following high-level steps should be completed:
• Virtual classroom training focused on Standard Operating Procedures.
• Provide access to multiple training resources (manuals, online resources, training schedules, etc.).
• Over -the -shoulder coaching to answer questions and address any initial issues.
• Staff validate that they can navigate their site(s) and find and collaborate on their content.
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2.1.3 STABILIZATION PHASE (CHANGE MANAGEMENT FOCUS)
The Stabilization Phase is intended to provide the necessary "care and feeding' to Business Staff for up to
90 days following Onboarding to positively influence the adoption of the EDRMS within the City.
Stabilization activities are provided by the City, with support from StoneShare and include on -going
governance, communications, information management workshops, additional solution training and
support to address OCM concerns and encourage the natural evolution of EDRMS usage.
It is expected that the City's internal resources, with assistance from StoneShare, will be responsible for
this phase of the project.
Key objectives of the Stabilization Phase are:
• Proactively reach out to staff to uncover and address issues.
• Provide on -demand and scheduled support options for EDRMS staff.
• Provide on -demand and scheduled training and reinforcement options for all roles.
• Perform on -going configuration changes based on user feedback.
• Proactively review adoption, search, and usage statistics to identify and address potential issues.
• Maintain a EDRMS roadmap; and
• Provide on -going communication and change management support.
Pre -requisites to entering this Phase:
• Stabilization -related roles are established.
• Stabilization Team has been trained.
• Successful completion of the Onboarding Phase; and
• Internal user support procedures and systems have been set up to include EDRMS support
requests.
Criteria for exiting this Phase include:
Upon completion of the Stabilization Phase, it is expected that the City's Stabilization Team would
complete a structured transition to the City's existing Operational Support teams.
• Executive decision to hand -over ongoing operations Operational Support teams; and
• Confirmation that Operational Support teams are prepared to accept ownership of the platform.
Stabilization tasks can be found in the diagram below:
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COACHING
In the days and weeks after go -live, Business Staff should be provided with 360°, highly responsive "over -
the -shoulder" support to ease the transition to the EDRMS and answer key early questions, helping staff
to be successful in their early experience with the system. Coaching involves several activities:
• Scheduled visits the Business Staff's workplace to provide over -the -shoulder coaching and advice.
• Review of Content driven SOP's and additional training sessions, as necessary.
• Log support tickets for fast resolution; and
• Provide opportunities for additional training.
TRAINING
During Stabilization, the City may choose to provide additional training options to all staff to ensure that
knowledge of the solution is not the barrierto EDRMS adoption. The City should utilize all forms of training
(Computer Based Training, Classroom Training, Drop -in sessions, and Coaching) to assist staff with
securing the necessary knowledge and experience to efficiently execute Content Driven SOPS.
I.T. SUPPORT
During the stabilization phase, the City's Stabilization Team should monitor the adoption of the EDRMS
by conducting a satisfaction survey, as well as by reviewing adoption statistics in M365, support tickets,
search queries and statistics. Identified gaps are addressed through a combination of training, and
configuration.
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Through interaction with the Business Staff, the City's Stabilization Team should ensure that Business Staff
are correctly following EDRMS conventions, and that the Information Architecture meets their needs,
specifically looking for instances where staff fall back on old ways of managing and sharing content or are
working around the system to identify gaps in the solution or training opportunities. The Stabilization
Team will also look for opportunities for advanced configuration that may be appropriate and may benefit
Business Staff, for instance the use of metadata to manage work and opportunities for automation.
RM SUPPORT
The configuration of compliance policies in the form of File Plan classifications and retention settings
occurs during the stabilization period, after Business Staff have gone live with their EDRMS sites.
Once a group or section has been live for approximately 6 weeks, new records should be reviewed for
classification accuracy and completeness to ensure that Business Staff are correctly following the
Information Architecture conventions and that the configured sites correctly reflect their requirements.
GOVERNANCE
Governance is intended to confirm each participant's commitment to their roles as outlined in a
Governance Plan, and their ability to execute on their responsibilities for the on -going support and
management of the EDRMS, and includes an official handoverto the City's permanent support teams:
Business Staff:
• Understand how to access on -going support and training.
• Understand opportunities and procedures for making changes to metadata, libraries, sites,
search, etc.
Content Experts:
• Can access on -going support in the role of EDRMS champion.
• Are provided with resources for self -guided learning options.
Leadership:
• Understand how to influence a EDRMS roadmap.
Disposition Authorities:
• Understand their on -going role and commit to processing disposition according to policy.
Support Teams:
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The City of Spokane Valley Stoll es /.mare
Electronic Document and Records Management System ,
• Have received all necessary training on the technology and processes.
3. PROPOSED IMPLEMENTATION PLAN
The City has invested heavily in Microsoft 365 (M365), as such, it is the City's preference that the resulting
EDRMS operate seamlessly with the document management, indexing, searching, and storage
functionality provided by M365 Online.
StoneShare understands that the services provided must include:
• Project Planning and Management
• Current state assessment
• Design Documentation
• Configure and Test the EDRMS
• Complete a Pilot Implementation including migration
• System Validation
• Training and Support
3.1. TASKS AND DELIVERABLES
In the pages that follow, StoneShare has provided a table containing key activities (tasks, deliverables, and
descriptions), specific assumptions / constraints, and anticipated effort. A RACI model has been
incorporated to assist the City in understanding its responsibilities in the completion of each item.
For clarify, the following applies:
R = Responsible to performs the action/task.
A = Accountable that the action/task is completed.
C = Consulted before performing the action/task.
I = Informed after performing the action/task.
20 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
StoneShare will provide the City with access to a SharePoint site,
to be accessed via a supported browser or device, called the
Project Site. The Project Site will be used to centralize and maintain
all Project information (Project Contacts, Calendars, Documents,
Lists, Templates, Forms, and Checklists) and support project
processes such as deliverable review and approval.
Assumptions/Constraints:
• User access will be determined jointly between the City and
StoneShare.
PROJECTSITE The Project Site will be managed and maintained by
StoneShare.
The Project Repository will remain open until contract close.
All Project Site contents will be provided to the City within 30
days of contract close.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
No anticipated tasks for the City.
StoneShare will lead a Project Kick -Off with the City for the
PROJECT KICK-OFF purposes of introducing the project, reviewing the Scope of Work,
MEETING reviewing the Project Schedule, and meeting the City's Project
Team.
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The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
Assumptions/Constraints
• StoneShare will prepare for, and attend, one (1) meeting of
up to one (1) hour.
• This task will be completed remotely.
i
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
jThe City's Project Team members will attend the meeting
Working from the Project Schedule in this document and the
findings from the Information Technology Review, and
Departmental Consultation, StoneShare and the City will develop a
detailed Project Plan and Schedule that that identifies deliverables,
key milestones, timing, and resources.
Assumptions/Constraints:
I
PROJECT PLAN AND The Information Technology Review, and Stakeholder
SCHEDULE Interviews have all been completed.
• StoneShare will review the Project Plan with the City and
address questions and concerns until such time as the Project
Plan and Project Schedule are finalized.
• StoneShare will provide a copy of the Project Plan in MS
Project and/or PDF to the City.
• The detailed Project Plan will be managed and maintained by
StoneShare throughout the Project.
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22 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
i StoneShare will monitor the conformance of project activities
to the Project Plan throughout the course of the project,
making updates and adjustments to the Plan as required.
This deliverable will be completed remotely.
• This deliverable requires formal acceptance or sign -off.
Anticipated City Task Assignments:
• The City's Project Manager will iterate with StoneShare to
finalize the Plan and Schedule.
StoneShare will provide a detailed Information Technology
I Questionnaire to the City's Information Technology (I.T.) staff to
capture critical information related to the City's current IT
environment. Upon completion of the questionnaire, StoneShare
will lead meetings with the City's I.T. staff to review results and
identify future configuration requirements.
INFORMATION
Assumptions/Constraints:
TECHNOLOGY
REVIEW StoneShare will conduct one (1) meeting ofupto two (2) hours
to facilitate this task.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
j Anticipated City Task Assignments:
The City's I.T. team will Complete the Information Technology
Questionnaire
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Scheduled
Sessions
6 hours /
Participating I.T.
Member
23 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
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TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
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• The City's I.T. team will answer clarification questions as
necessary; and j
The City's I.T. team will attend meetings as required
StoneShare will conduct Stakeholder interviews with designated
members of the City's Records Management Team to gain clarity
on any information previously provided by the City, capture
additional information related to information management
policies and processes, and offer context for recommendations
and under development.
Assumptions/Constraints:
i
• StoneShare will review and analyse all information provided
i
RECORDS by the City prior to interviews.
Scheduled
2 hours /
MANAGEMENT Interviews will be designed to capture "current state"
C R+A
Participating Records
REVIEW information.
Sessions
Team member
• StoneShare will conduct up one (1) interview sessions of up to
two (2) hours in length.
This task will be completed remotely.
This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• The City s RM representatives will attend the interviews.
• Designated members of the City's RM Team will answer
j
clarification questions as necessary; and
24 Page
The City of Spokane Valley
Electronic Document and Records Management System
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Designated members of the City's RM Team will attend meetings
as required.
StoneShare will conduct interviews with the management and
administrative assistants from the City's Pilot Departments (City
Attorney and Public Works) to gain clarity on any information
previously provided and provide context for recommendations
under development.
Assumptions/Constraints:
StoneShare will conduct up to two (2) sessions of up to two (2)
hours in length.
Survey &
PILOT DEPARTMENT. Stakeholder interviews will be designed to capture "current
Scheduled
CONSULTATION state" information. C
R+A
Sessions
This task will be completed remotely.
This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• The City will provide background information to StoneShare
prior to interviews.
Content Experts will answer clarification questions as
necessary; and
• Content Experts will attend meetings as required.
2 hours /
Participating Content
Expert
STATUS MEETINGS
StoneShare will conduct weekly Status Meetings to report on the I R+A Scheduled 12 hours / Core Team
' overall status of the project, discuss current and upcoming ' !Virtual Sessions Member
25 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
deliverables, highlight risks or issues, identify and review action
items, and answer questions.
Assumptions/Constraints:
• StoneShare will conduct one (1) weekly Project Status Meeting
of up to thirty (30) minutes in length.
• StoneShare will record all meeting minutes and will use our !,
own format for this activity.
• StoneShare will post meeting minutes to the Project
Repository Site upon completion.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• The City's Project Team will attend weekly status meetings;
and
• The City's Project Team will identify Risks and Issues, as
necessary.
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StoneShare will produce a Solution Design document that
describes the logical and physical architectures by which the
solution will be implemented to meet the City's stated 6 hours / Core Team
SOLUTION DESIGN I I C R+A MS Word
requirements. This document will include, where appropriate, ( Member
detailed architectural documentation, configuration parameters,
details of all components of the solution, licensing requirements,
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
firewall and other security related rules, system and end user
accounts and permissions.
Assumptions/Constraints:
• The Information Technology Review has been finalized.
• As TownSquare leverages native Microsoft 365,
documentation specifying resources (CPU, memory, disk
space, etc.) will not be required as part of the Solution Design.
• Future/ Possible System Integrations will not be included in
this document.
• StoneShare will conduct two (2) review meetings of up to two
(2) hours to present and finalize the deliverable.
• StoneShare will use its format for this deliverable.
• The City will have 5 days to review and approve the final
deliverable.
• This task will be completed remotely.
• This deliverable requires formal acceptance or sign -off.
Anticipated City Task Assignments:
• Designated members of the City's I.T. team will attend review
meetings as required.
• The City's Project Team will review, comment, and approve
this deliverable.
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27 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE
CONFIGURATION
AND VALIDATION
SYSTEM
ADMINISTRATOR
TRAINING
KEY ACTIVITY DESCRIPTION
StoneShare will configure Pilot Department sites, in accordance
with the City's approved Solution Design.
Assumptions/Constraints:
• The City has approved all previous deliverables.
• The City will provide StoneShare with secure, independent
remote access to the City s tenant and sufficient privileges to
perform the required activities.
This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• The I.T. Manager will provide StoneShare remote access, and
sufficient privileges.
StoneShare will provide training and training materials to the City's
I.T. Department related to Environment set-up, SharePoint Online
and M365, and Purview to help team members understand the
environment setup and prepare them for future system
maintenance and administrative support of the system. Training
will include:
• Training Objectives I
• Terminology
• System Overview
• Logical Architecture I
• Information Architecture Overview
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The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
Security Configuration
• System Administration
• Audit Logs
• Search Service Application
• Application Catalogs
• Content Type Management
• Case Document Management
• Column Management
• Term Set Management
• Content Type Management
Assumptions/Constraints:
• StoneShare will prepare and present one (1) session of up to
six (6) hours in length.
• This session is intended for the City's Technical Staff and will
be tailored to that audience.
• The session will be limited to fifteen (15) attendees.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
The City's I.T. will attend the session.
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StoneShare will prepare and deliver System Demonstration
sessions. Each session will be structured to provide relevant
information pertaining to functionality, the Onboarding process .
and key Roles and Responsibilities (including effort estimates). The
purpose ofthese sessions will be to break down potential adoption
barriers caused by uncertainty and establish a "what's in it for me"
for the staff in attendance.
SYSTEM
Assumptions/Constraints:
Scheduled
1 hour/
DEMONSTRATION
• StoneShare will conduct up to one (1) session of one (1) hour
C R+A
Virtual Sessions
Pilot Team Member
SESSIONS
in length
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
i
Anticipated City Task Assignments:
• The City's Project Manager will work with StoneShare to
schedule sessions
• Pilot Department Staff will attend the session.
StoneShare will deliver a working session focused on Content
Clean-up. The goal of the session is to provide knowledge transfer
pertaining to the identification and remediation of redundant,
CONTENT CLEAN-UP
obsolete, trivial ("ROT") and duplicated content.
Scheduled
2 hours /
WORKSHOPS
C R+A
Virtual Sessions
Content Expert
Assumptions/Constraints:
• StoneShare will present up to one (1) session of up to one (1)
1
hour in length.
30 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
CONTENT
REORGANIZATION
AND CLASSIFICATION
The session will be limited to ten (10) attendees.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• Content Experts will attend the sessions and conduct clean-up
exercises as necessary.
StoneShare will facilitate Content Experts in staging content to be
migrated. Staging involves selecting the content to migrate,
additional clean-up of redundant, obsolete, and trivial documents,
and re -organizing content according to the Information
Architecture. StoneShare will introduce the process, tools and
timeline, and guide Content Experts in the process of preparing
and staging their content.
Assumptions/Constraints:
• StoneShare will conduct up to five (5) sessions of up to eight
(8) hours in length.
• StoneShare assist in identifying metadata elements related to
the structure and organization of the record.
This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• Content Experts will participate in these workshops; and
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The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
• The City's Records Manager will participate in these
workshops as required.
StoneShare will implement any changes to the City's initial
configuration resulting from Content Reorganization and
Classification activities.
CONFIGURATION Assumptions/Constraints
CHANGE(S) This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
j Anticipated City Task Assignments:
• No anticipated tasks for the City.
StoneShare will execute the planned content migration in
accordance with the approved Migration Plan. Upon completion
StoneShare will verify that all in -scope content was successfully
migrated.
Assumptions/Constraints:
CONTENT StoneShare will provide the migration software required to
MIGRATION migrate electronic documents and their metadata to the
newly configured M365 EDRMS Platform environment.
• StoneShare will migrate up to 150,000 documents for each in -
scope department.
• For the City's Public Works Department, the City will migrate
any content in excess of 150,000 documents.
• StoneShare will migrate from Network Drives
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32 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE
DELTA MIGRATION
KEY ACTIVITY DESCRIPTION
StoneShare will not migrate personal drive, including
OneDrive, contents to the EDRMS Platform.
• StoneShare will not migrate from specialty software, external
drives, or CD to the EDRMS Platform.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• No anticipated tasks for the City.
StoneShare will perform one (1) delta migration to migrate any
recent documents that were added or modified in the Staging area
since the initial Migration.
Assumptions/Constraints:
• The City will be responsible for removing access to the Staging
file share prior to delta migration and for providing access to
the live M365 sites after delta migration is complete.
• The City's Content Experts will validate the delta migration
upon completion of Training.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• No anticipated tasks for the City.
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StoneShare will apply the final configurations to Collaboration Sites I 3 hours /
VALIDATION in the Cit 's tenant and demonstrate the use of the sites to Content . C R+A N/A
Y Content Expert
33 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
Experts. StoneShare will then facilitate Content Experts in
validating that all content scheduled for migration was migrated
and that they are able to find, access and upload their content in
the new sites.
Assumptions/Constraints:
The validation session will include up to six (6) Content
Experts.
• StoneShare will conduct one (1) session of up to three (3)
hours to complete validation.
• This deliverable will be completed remotely.
• This deliverable requires formal acceptance and sign -off.
Anticipated City Task Assignments:
Content Experts will participate in these sessions; and
The City's Project Team will approve this deliverable.
StoneShare will deliver Standard Operating Procedure (SOP) -based
Training sessions for Pilot Department staff covering the following
elements:
Training Objectives
END USER TRAINING Terminology
• EDRMS Platform Overview
• Collaboration Site Navigation
• Document Management
Creating folders
• Creating Case document sets
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The City of Spokane Valley
Electronic Document and Records Management System
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Uploading a Document
Opening an existing document and saving as a new document
Classification of Documents
• Searching for Documents
• Creating Views and Alerts
Emailing links and attaching documents
Uploading email
Assumptions/Constraints:
StoneShare will provide one (1) SOP -based Training sessions of
up to three (3) hours.
Maximum of twenty-five (25) attendees in each session.
This task will be completed remotely.
This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
• Pilot Department staff will participate in these sessions.
StoneShare will provide support and coaching to Pilot Department
staff for the first one (1) business day of live operation. StoneShare
will:
GO -LIVE SUPPORT Provide direct response to staff with respect to problems or C
R+A
Scheduled
N/A
Virtual Sessions
issues with the EDRMS Platform.
• Resolve staff problems or issues in the EDRMS Platform
Assumptions/Constraints:
35 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE
KEY ACTIVITY DESCRIPTION u
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StoneShare will establish an open MS Teams session to allow
staffto "walk in" as required.
This task will be completed remotely.
This task does not require formal acceptance or sign -off.
Anticipated City Task Assignments:
Pilot Department staff will attend as required.
StoneShare will deliver Records Management Training for the
City's Records Managers, covering the following elements:
Training Objectives
Terminology
• EDRM$ Platform Overview
• Content Type Management
Case Document Management
RECORDS
Column Management
MANAGEMENT
Managed Term Set Management
TRAINING
Records Management
RM Compliance Overview
• Records Declaration
Records Disposition
• File Plan / Retention Schedule Management
IM Policy Management
I Policy Association
Reporting and Auditing
eDiscovery
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R+A Records Team
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The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
LESSONS LEARNED
SESSION
• Holds
Assumptions/Constraints:
• StoneShare will prepare and present one (1) session of up to
six (6) hours in length.
• The session will be limited to fifteen (15) attendees.
• This task will be completed remotely.
• This task does not require formal acceptance or sign -off
Anticipated City Task Assignments:
• The Cit 's Records Managers will attend the session.
StoneShare will gather lessons learned from participating Pilot
Department staff and any other representatives the City deemed
necessary to be incorporated into future iterations that will inform
a lesson learned review session.
Assumptions/Constraints:
• StoneShare will conduct up to one (1) session of one (1) hour
in length
• This task will be completed remotely.
• This deliverable requires formal acceptance or sign -off.
Anticipated City Task Assignments:
• The City's Project Team will approve this deliverable.
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MS PowerPoint
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37 1 Page
The City of Spokane Valley
Electronic Document and Records Management System
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StoneShare will produce an initial Information Architecture
document that describes the structural design of content and
security aspects of the system for the City's remaining
departments.
I
Assumptions/Constraints: j
The Information Architecture will outline structure, including
all Sites, Libraries, document types, metadata elements in a
hierarchical (parent/child) structure. At a minimum, metadata
elements will include:
INFORMATION Document title, author, date, and subject
C R+A MS Excel
N/A
ARCHITECTURE Classification category
• Retention period timeframe
• Retention trigger event
• StoneShare will conduct two (2) review meetings of up to two
(2) hours to review the deliverable.
• This task will be completed remotely.
• This deliverable requires formal acceptance or sign -off.
Anticipated City Task Assignments:
i
• The City's Project Team will review, comment, and approve
this deliverable.
StoneShare will create a Migration Plan that details the approach
MIGRATION PLAN to migrating the City's electronic records, as required for the files
C R+A MS Word
' N/A
to be covered within the functionality of the Solution. The plan will
include timelines for migration and clean-up, as well as the
The City of Spokane Valley
Electronic Document and Records Management System
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identification of the appropriate systems and records for inclusion
in this task.
Assumptions/Constraints:
• The City does not require automated fixing of links between
documents.
• StoneShare will conduct two (2) review meetings of up to one
(1) hour to present and finalize the deliverable.
StoneShare will use its format for this deliverable.
• The City only requires migration to SharePoint Online.
• This task will be completed remotely.
• This deliverable requires formal acceptance or sign -off.
i
Anticipated City Task Assignments: j
• The City's Project Manager will provide a detailed inventory of
i
documents to be migrated; and
• The City's Project Team will review and approve the Migration
i
Plan.
— --
StoneShare will provide the City with a Governance Framework
—4
template intended to accelerate the City's development of a fully
GOVERNANCE customized M365 Governance Plan. The deliverable will include I
R+A (
SharePoint
N/A
FRAMEWORK any, or all, of the following:
Site(s)
• Roles and Responsibilities (user roles, compliance roles and
administration roles)
The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
• Governance Policies for (M365, SharePoint, Teams, OneDrive,
Exchange Online and Power Platform) includingthe following:
• AD Groups for SharePoint
• Auditing in M365
• Authentication for M365 Applications
• Authorization for OneDrive content
• Authorization in Exchange Online
• Authorization in Power Platform
• Authorization in SharePoint
• Authorization in TEAMS
• Backup in M365
• Branding
• Content Ownership
• Data Classification and managing sensitive content
(sensitivity labels)
• Data Loss Prevention (DLP)
• Data Privacy
• Decommissioning a TEAM
• Decommissioning a Mailbox
• Decommissioning a OneDrive Site
• Decommissioning a Power App or Workflow
• Decommissioning a SharePoint Site
• Device Management and Mobile Device
Management (MDM)
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Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
• External Staff Policies (guest staff vs creating user
accounts)
• Governance Controls and Settings
• Governance Tasks and Monitoring
• Information Security in M365
• M365 Groups
• Managing changes for M365 applications
• Managing the SharePoint Information Architecture
• Microsoft Search
• Multi Factor Authentication (MFA)
• Password creation and management
• Permission Model in OneDrive
• Permission Model in SharePoint
• Provisioning a new Power App or Power Automate
• Provisioning a new Team
• Provisioning a OneDrive Site
• Provisioning a SharePoint site
• Provisioning an Exchange Online Mailbox
• Retention and disposition in Exchange
• Retention and disposition in OneDrive
• Retention and disposition in Power Apps and Power
Automate
• Retention and disposition in SharePoint
• Retention and disposition in TEAMS
• Sharing content in Power Apps and Power Automate
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Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
Sharing in OneDrive
• Sharing in TEAMS
• Sharing in SharePoint
• Social Media and Communications
• Support for M365 applications.
• Training and Awareness
• Acceptable Use Policy
• User Provisioning
• Basic Training Resources for M365, SharePoint, Teams,
OneDrive, Exchange Online and Power Platform.
Assumptions/Constraints:
• StoneShare will migrate all governance content "as is", from
StoneShare's environment.
• The City will be responsible for modifying templated content,
as desired.
• Any request to change or update information will result in a
cost change request.
• StoneShare will not provide anytraining orwritten documents
pertaining to deployment or the governance sites.
This deliverable does not require formal acceptance or sign -
off.
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METHODOLOGY StoneShare will train the City's Project Team on its proprietary I R+A Scheduled N/A
TRAINING implementation process to prepare the City for executing future ( Virtual Sessions
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The City of Spokane Valley
Electronic Document and Records Management System
TASK/DELIVERABLE KEY ACTIVITY DESCRIPTION
onboardings. The session will cover but is not limited to the
following topics:
Purpose and Objective
Overview
Prerequisites
Planning Considerations
• Roles and Responsibilities
• Content Clean Up
Information Architecture
Content Reorganization
Migration
End User Training
• Post Go Live Support
Assumptions/Constraints:
• StoneShare will use its own format for this activity.
StoneShare will prepare and present up to two (2) Onboarding
Training sessions of up to eight (8) hours in length.
• Attendance is limited to the City's Project Team. Maximum of
ten (10) attendees.
• The City may record these sessions at its own cost.
• The City is responsiblefor identifying internal onboarding roles
prior starting onboarding activities.
The City will receive a copy of the Onboarding presentation.
Due to the confidential nature of the intellectual property
being presented, the City will not share any materials or
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information from this workshop with individuals outside of
the City's project team.
This task does not require formal acceptance or sign -off.
StoneShare will provide the City with Migration Training. The
session will cover but is not limited to the following topics:
• Installation and Configuration of Sharegate
• How to set up staging file folders
• How to create spreadsheets using metadata generation
• Running Sharegate
Migration CA
Fixing Migration Errors
Assumptions/Constraints:
MIGRATION StoneShare will use its own format for this activity. Scheduled
TRAINING The City will purchase at least one (1) Sharegate license. I R+A Virtual Sessions N/A
• StoneShare will prepare and present one (1) Migration
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Training session of up to three (3) hours in length.
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• Attendance is limited to the City's Project Team only.
Maximum often (10) attendees.
• The City may record these sessions at its own cost.
• Due to the confidential nature of the intellectual property
being presented, the City will not share any materials or
information from this workshop with individuals outside of
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• This task does not require formal acceptance or sign -off.
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StoneShare will provide the City with up to one hundred (100) pre-
paid credits (1 credit = 1 hour) of Post Launch Support services on
an as requested basis and in accordance with a mutually
acceptable Service Level Agreement. Post Launch Support services
include:
• Help desk support beyond Tier 1.
• User Training and Refresher Training
• Governance and Compliance monitoring
• Performance and Health monitoring
• Feature updates and Solution Enhancements
j Adoption Analytics and Reporting
POST LAUNCH Change Management Support
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R+A
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SUPPORT Assumptions/Constraints:
• Support credits will become available upon project completion
• Support is provided remotely
• Unused support credits expire one (1) year after the day of
purchase.
• The City will designate and maintain a list of individuals who
are permitted to create tickets on behalf of the OIAA.
• The City will designate and maintain a list of individuals who
are permitted to approve issue escalation, and issue
resolution above the threshold.
• The City will provide access, accounts, and permissions as
required to perform support activities.
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45 Page
The City of Spokane Valley
Electronic Document and Records Management System
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The City of Spokane Valley
Electronic Document and Records Management System
3.2. PROJECT SCHEDULE
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StoneShare's Project Schedule is the output of one of our earliest activities because it is a deliverable that
is tightly influenced by the final Project Plan and the City's availability.
At this stage StoneShare does not provide a detailed Project Schedule with set dates as we have not yet
had an opportunity to ensure those dates and timelines will work for the City.
3. PRICING
PROJECT COSTS
PROJECT ACTIVITY
Milestone 1: Project Planning and Management Phase Complete
Milestone 2: Design Phase Complete
Milestone 3: Configuration Phase Complete
Milestone 4: City Attorney's Onboarding Complete
Milestone 5: Public Works Onboarding Complete
Milestone 6: Global Information Architecture Complete
Milestone 7: Migration Plan Complete
Milestone 8: Governance Template Complete
Milestone 8: Methodology & Migration Training Complete
Milestone 10: Pre -Paid Post Launch Support Credits (100 hours)
Total Cost
PRICING ASSUMPTIONS
FEE ($)
$5,250
$ 6, 000
$6,000
$12, 501
$12, 501
$2,50C
$1, 000
$2,OOC
$7,50C
$18,50
$73,750
• All pricing in US Dollars
• Prices are exclusive of applicable taxes
• Any requested changes would be billed at a blended hourly rate of $185/hour.
• All project costs, including all fees, disbursements, and any other expenses included.
• No travel and expense required, as proposed.
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