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Home My WebLink About25E - AMEND AGMT FOR POJECTDOXREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 15, 2020 TITLE: APPROVAL OF SECOND AMENDMENT TO AGREEMENT WITH AVOLVE SOFTWARE CORPORATION FOR THE PURCHASE AND IMPLEMENTATION OF PROJECTDOX ELECTRONIC PLAN SUBMITTAL SOFTWARE TOTAL NOT TO EXCEED $629,215 (GENERAL FUND AND NON -GENERAL FUND) CITY MANAGER CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute addendum to agreements with Avolve Software Corporation for the purchase and implementation of ProjectDox, an electronic plan submittal, review, tracking, and archiving system, for the Planning and Building Agency and Public Works Agency for a period of two years ending December 31, 2022, with the option to renew for up to three additional years. This project will increase customer service levels with paperless plan review, while decreasing costs of issuing permits and storing plan documents. The aggregated not to exceed amount is $629,215, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The City currently receives paper plans, applications, and other documents from permit applicants who are applying for building permits for development projects. Due to the current COVID-19 safety precautions, the City purchased and implemented a six-month pilot program for an electronic plan review system, called PaperlessNOW, from Avolve Software in July 2020. The Avolve Software system was chosen based on customer service integration, speed of implementation, pricing, and their willingness to integrate with current and other future land management systems. This system allows customers to submit plans digitally without having to come to City Hall, and has a customer portal that allows automated tracking of their respective project's progress. With the implementation of this six-month pilot system, the City has been able to receive, review, and communicate electronically with customers, saving time and effort, as well as providing a safe way to submit projects during the pandemic. The pilot PaperlessNOW system contract is set to expire in January 2021 and the purchase of the full electronic review system called ProjectDox from Avolve Software would allow the City to move closer to offering a fully on-line permitting services system. This software will greatly streamline 25E-1 Avolve Service Agreements December 15, 2020 Page 2 the permitting process by providing a safe, time -saving, and more convenient customer service option for all of our permit applicants. Currently, the pilot project is limited to building permits. However, the digital submittal process can be expanded to Planning and Public Works since the implementation of the full version of ProjectDox includes workflow processes for the electronic submittal and review of all plans related to Planning, Building, and Public Works permit applications. Plan submittals for development review, Planning Board hearings, and building, electrical, plumbing and mechanical permits, and other permit applications will all be available on-line. ProjectDox will allow all plan submittals to the City to be electronically reviewed, approved and stored without any paper copies changing hands. Applicants would be able to submit plans, retrieve corrections, and verify project status on-line at any time, 24 hours a day, 7 days a week, reducing, or eliminating, travel time for applicants during business hours. The ProjectDox system provides a wide array of benefits to both customers and applicants, as well as to the City in cost savings and streamlining process efficiencies. The ProjectDox system allows residents, architects, and developers to submit plans for review entirely online. ProjectDox offers applicants the convenience to check the status of their projects online at any time, in addition to saving travel and printing costs. In conjunction with future cloud -based land management system, a ProjectDox system will allow all new permits and projects to be submitted online, helping meet safety protocols for customers and employees in response to the COVID-19 pandemic. During this global pandemic, this online plan submittal process has allowed our development community, as well as homeowners, to safely and efficiently continue getting new and existing projects approved and constructed. Printing costs for construction projects can vary based on the complexity of the project, with small projects costing several hundred dollars, to large complex developments averaging over $25,000. The travel time and cost savings from the reduction of multiple trips to physically deliver the plans at each phase of the project can be substantial, while at the same time reducing the City's environmental footprint and improving the environmental impact from paper and fuel savings. The transition to electronic plan submittal is a part of the City's efforts to create more efficient and effective City operations by using technological advances in online and cloud based systems to improve our performance and transparency. The City typically issues more than 9,000 building permits a year and more than 1,300 utility and street works permits a year, with over $400 million in construction valuation permitted in the 2019- 20 Fiscal Year. The ProjectDox system allows seamless submittal and routing of plans to all the relevant agencies that must review the projects such as Building Safety, Planning, Public Works, Police Department, Orange County Fire Authority (OCFA), and third -party consultants. The electronic process greatly reduces processing and routing times, as well as allowing for a more cohesive plan review with all agencies reviewing the same electronic plans concurrently. 25E-2 Avolve Service Agreements December 15, 2020 Page 3 Due to state -mandated document retention laws, the City uses fiscal resources to archive approved paper plans every year. The new ProjectDox system can greatly reduce this cost as the submitted plans are already in electronic format and can be archived within the City's recently approved electronic archiving system. In addition, the ProjectDox system will greatly reduce the time to manage and the space to store all of our paper plans and documents. The ProjectDox system is a part of the City's initiative to modernize our workplace systems and cost-effectively leverage technology to improve productivity and improve service delivery to customers. This system will streamline government processes and save businesses money, while allowing for safe continuity of operations during this current pandemic. FISCAL IMPACT Funds will be recorded in account numbers 01116510-62300, 01116520-62300, 01116530-62300, 15816500-62300, 10117605-62300, and 06017645-62300 and will be made available from FY2020-2025 contingent upon annual budget approval. The fiscal year breakdown is an estimate and the actual amounts per year may vary depending upon project needs. Fiscal Accounting Unit Fund Accounting Unit, Amount Year Description Account Description 01116510 -62300 General Fund PLNG & BLG AGY - $20,000.00 Planning Contract PLNG & BLG AGY- 01116520-62300 General Fund PERMIT & INS SV— $20,000.00 Contract 01116530-62300 General Fund PLNG & BLG AGY- $69,031.25 PERMIT & PLN CK FY2020-21 SB 2 GRANT 15816500-62300 SB 2 Grant $61,694.80 PROGRAM Pub Wks — PUB WKS- 10117605-62300 Admin & DEVELOPMENT $42,044.48 Planning ENGNRING - Contract WATER 06017645-62300 Water ADMIN/ENGINEERING $42,044.48 - Contract 01116510 -62300 General Fund PLNG & BLG AGY - $20,904.00 Planning Contract FY2021-22 PLNG & BLG AGY- 01116520-62300 General Fund PERMIT & INS SV— $20,904.00 Contract 25E-3 Avolve Service Agreements December 15, 2020 Page 4 01116530-62300 General Fund PLNG & BLG AGY- $20,904.00 PERMIT & PLN CK Pub Wks — PUB WKS- 10117605-62300 Admin & DEVELOPMENT $15,444.00 Planning ENGNRING - Contract WATER 06017645-62300 Water ADMIN/ENGINEERING $15,444.00 - Contract 01116510 -62300 General Fund PLNG & BLG AGY - $20,904.00 Planning Contract PLNG & BLG AGY- 01116520-62300 General Fund PERMIT & INS SV— $20,904.00 Contract FY2022-23 01116530-62300 General Fund PLNG & BLG AGY- PERMIT & PLN CK $20,904.00 Pub Wks — PUB WKS- 10117605-62300 Admin & DEVELOPMENT $15,444.00 Planning ENGNRING - Contract WATER 06017645-62300 Water ADMIN/ENGINEERING $15,444.00 Contract 01116510 -62300 General Fund PLNG & BLG AGY - $20,904.00 Planning Contract PLNG & BLG AGY- 01116520-62300 General Fund PERMIT & INS SV— $20,904.00 Contract FY2023-24 01116530-62300 General Fund PLNG & BLG AGY- PERMIT & PLN CK $20,904.00 Pub Wks — PUB WKS- 10117605-62300 Admin & DEVELOPMENT $15,444.00 Planning ENGNRING - Contract WATER 06017645-62300 Water ADMIN/ENGINEERING $15,444.00 Contract 01116510 -62300 General Fund PLNG & BLG AGY - $20,904.00 Planning Contract PLNG & BLG AGY- FY2024-25 01116520-62300 General Fund PERMIT & INS SV— $20,904.00 Contract 01116530-62300 General Fund PLNG & BLG AGY- $20,904.00 PERMIT & PLN CK 25E-4 Avolve Service Agreements December 15, 2020 Page 5 Pub Wks — PUB WKS- 10117605-62300 Admin & DEVELOPMENT $15,444.00 Planning ENGNRING - Contract WATER 06017645-62300 Water ADMIN/ENGINEERING $15,444.00 Contract TOTALI $629,215.00 Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management Services Agency Submitted By: Minh Thai, Executive Director/Planning and Building Agency Nabil Saba, Executive Director of Public Works Agency Jack Ciulla, Chief Technology Innovations Officer Exhibit: 1. First Amendment to Agreement with Avolve 25E-5 a ✓o"\IV e, software AVOLVE SALES ORDER Addendum to Original PaperlessNOW Contract Signed 5/12/2020 ProjectDox/OAS Subscription Licensee EXHIBIT I After signing this Avolve Software Order From ("Software Sales Order"), please either mail or fax to Avolve Software Corporation, 4835 E. Cactus Road, Suite 420, Scottsdale, Arizona 85254, or e-mail scanned image to paosselin@avolvesoftwore.com Order Date: CUSTOMER INFORMATION Customer Name: Customer Mailing 20 Civic Center Plaza, M-19 Address: City: Santa Ana State: CA Zip: 92701 CUSTOMER CONTACTS PRIMARY Name: Jason Kwak Name: Phone: (714)647-5866 Phone: E-mail: ikwak@santa-ana.org E-mail: SECONDARY Licenses and Services Fees* SaaS ProjectDox $81,600.00 SaaS OAS (Optional) $12,000.00 On Premise to SaaS Migration, Building Workflow Configuration and Training $7,675.00 OAS Implementation (Optional) $25,875.00 ProjectDox Advanced Integration to LMS (Optional) $19,800.00 Planning Implementation and Training $37,035.00 Public Works Implementation and Training (Optional) $20,205.00 Other Professional Services —Assurance Services* $50,625.00 Total Fees: $176,935.00 Total Optional Fees: $77,880.00 25E-6 Page 1 of 19 a ✓o"\IV e, software Total Fees Invoiced on Signing: $81,600.00 Authorized Business Unit(s): Santa Ana, CA Initial Maintenance Term (if applicable): N/A Initial Hosting Services Term (if applicable): 12 months, renewal calculated from test server install date License Term (if applicable): Subscription Payment Method: EFT "Go Live Date" is defined as the date that the Software is first made available by Avolve to the Customer to release and use in a live, production mode. PaperlessNOW Contract Amendment: Under this Proposal, all existing Terms and Conditions associated with the attached Software as a Service Agreement and related Software Sales Order, dated May 12, 2020, between the City of Santa Ana and Avolve are to remain in place. The City is exercising its option for a one (1) year ProjectDox subscription, as noted in the Software Sales Order. Additionally, the City is committingto a second year of the ProjectDox subscription, and will have three (3) optional one (1) year renewal terms. At the time of purchase, any remaining credit of the unused portion of the PaperlessNOW 6-month Subscription Fee shall be applied toward the purchase of the ProjectDox SaaS System. The parties acknowledge that the Pricing Proposal Quotation #18818887, which was omitted from the Agreement, is to be replaced by the pricing quotation below. The parties also acknowledge that the Implementation Services provided under the prior Agreement are terminated, and now transitioned to the new Implementation Services listed below. The parties agree that should the City cancel the OAS subscription during the midde of a subscription term, it will be entitled to a refund equal to the unused portion of the annual OAS subscription fees which total $12,000. Renewals: ProjectDox SaaS — 5 Year Renewal ProjectDox SaaS Renewals Subscription Renewal Year 1 $81,600.00 Year 2 $81,600.00 Year 3* $81,600.00 Year 4* $81,600.00 Year 5* $81,600.00 YEAR 3,4,5 ARE OPTIONAL SAAS RENEWALS 2 5 E -7 Page 2 of 19 a ✓o"\IV e, software Schedules: The following Schedules are hereby incorporated by reference into this Software Sales Order. Schedule Implementation SOW Signature IN WITNESS WHEREOF, the parties hereto, each by a duly authorized representative, have executed this Software Sales Order Addendum as of the Order Date first set forth above: Santa Ana, CA Avolve Software Corporation Signature: Signature: Printed: Printed: Jay Mayne Title: Title: CFO Date: Date: 12/4/2020 Approved as to form: Rya Assistant City Attorney 2 5 E -8 Page 3 of 19 a✓ol e- software a aI e' software Avolve® ePlan Life Cycle Solution Proposal November 24th, 2020 aVol Vle software Prepared by your Avolve Software Representative Paul Gosselin Director of Sales 4835 East Cactus Road Suite 420 Scottsdale, AZ 85254 www.avolvesoftvvare.com Telephone: (651) 249-9344 Email: posselin@avolvesoftware.com 2 5 E -9 Page 4 of 19 aVol e- software Jason Kwak Building Safety Manager City of Santa Ana, CA 20 Civic Center Plaza, M-19 jkwak@santa-ana.org (714) 647-5866 Santa Ana, CA Date of Quote: 12/1/2020 Quote Valid Until: 12/31/2020 AVOLVE PROJECTDOX - SOFTWARE AS A SERVICE (SAAS) Product Name Product Code Description p Qt . Y Unit Price Total Price Software as a Service (SaaS) for ProjectDox on a Production Environment with 6 virtual server -configuration. Designed for organizations who will do up to 3,000 projects per year. Software included for SaaS Production: • ProjectDox Software Subscription • Unlimited Workflow license Services included for SaaS Production: Production • Set up and installation of ProjectDox Environment Light- • Managed services Level Capacity SAAS.PDOX • Annual ProjectDox upgrades ProjectDox SaaS -P.L 12.00 $6,000.00 $72,000.00 License Technical Support Production Environment Safeguard: Avolve security policy limits access to the Production environment. External users including the customer's IT will not be allowed direct access to the Production servers and database. Any development or testing can be performed on the Test environment. See Hardware Configuration section. Additional capacity requirements are available upon request.. Software as a Service (SaaS) for ProjectDox on a Test Environment with 3 virtual server - configuration. Designed for organizations who plan to use the system for development and/or testing with approximately 25 concurrent users and approximately 2,000 projects per year. Software included for Production: Test Environment SAAS-T.E ' ProjectDox Software Subscription 12.00 $2,000.00 $24,000.00 • Unlimited Workflow license Services included for SaaS Production: • Set up and installation of OAS & ProjectDox • 24x7 Managed services • Annual ProjectDox and OAS upgrades • Technical Support Test Environment Safeguard: Avolve security policy limits access to the Test environment. 2 5 E -1 0 Page 5 of 19 a Vo"\IV e, software External users including the customer's IT can be provided limited VPN access to the Test servers and database such as creation and testing of custom reports. VPN access will be made available upon request. See Hardware Configuration section. Additional capacity requirements are available upon request. SaaS Sub -Total: $96,000.00 Discount: $14,400.00 SaaS Total: $81,600.00 PROFESSIONAL SERVICES Product Name Product Code Description Qty. Unit Price Total Price ProjectDox integration to Land Projectflow, Management System Advanced PS-PF.AINT ProjectDox"Advanced Integration" is 1 $19,800.00 $19,800.00 Integration Services defined below and will be reflected within a Statement of Work. SAPIN must have APIs for an integration to ProjectDox. ProjectDox PS-225 PaperlessNOW Migration to ProjectDox 8 $225.00 $1,800.00 Services ProjectDox PS 225 ProjectDox Configuration Design and 8 $225.00 $1,800.00 Services Scope Assurance Services to assist with the ProjectDox PS -AS additional design, configuration, training, 5 $10,125.00 $50,625.00 Services and post Go -Live Support of a complete workflow in ProjectDox. Professional Services Sub -Total: $74,025.00 *INTEGRATION TO LAND MANAGEMENT APPLICATION IS OPTIONAL. WE WILL WORK WITH SANTA ANA TO TRY AND CONNECT PROJECTDOX "PROJECT CREATE" THROUGH A DATABASE CALL. TRAINING Product Name Product Code Description Qty. Unit Price Total Price ProjectDox Training TES -SA Introduction to System Administration 1 $2,500.00 $2,500.00 ProjectDox Training TES -PA Project AdminTraining 1 $1,575.00 $1,575.00 Trainin Sub -Total: $4,075.00 First year annual SaaS and 20%of Planning Services shall be invoiced upon execution of Year 1 SaaS $81,600.00 Agreement. Integration and the Public Works Professional Services and Training are optional. Payment for the total amount is due net thirty days (30) from the date of Initial Invoice and delivery of software. Professional $23,400.00 This best approach package to implementation relies on partnership with the jurisdiction to Services: achieve desired go -live and pape less goals. To that end a not to exceed 122 hours have been Assurance $50,625.00 allocated to services and training on this project. In the event scope expands or delays account Services: for incremental hours to be required, a Change Request(s) will be issued for the incremental costs associated with delay or expansion. Training: $4,075.00 2 5 E -11 Page 6 of 19 a ✓o"\IV e, software Yearly SaaS usage audit may result in an increase or decrease in subscription based on cloud consumption. 1-tYear Total $185,575.00 Payment via EFT. See notes for details. Travel and Expenses are not included in this total and will be invoiced as incurred. Annual SaaS Renewal = $81,600.001 year AVOLVE OAS - SOFTWARE AS A SERVICE (SAAS) - OPTIONAL Product Name Product Code Description p Qt . y Unit Price Total Price Software as a Service (SaaS) for OAS on Production SOFT -OAS- Production and Test Environments. Avolve Environment OAS S4 Hosting Security Compliance Includes. • SOC 12.00 $1,000.00 $12,000.00 2 Audited • SSAE 18. 100% Network Uptime • 99.9% Hardware Uptime Includes: - OAS Software Subscription SaaS OAS Total: $12,000.00 SaaS Total: $12,000.00 PROFESSIONAL SERVICES OAS - OPTIONAL Product Name Product Code Description Qty. Unit Price Total Price Setup Services: PS-OAS.SUT - System Setup Professional - Database Table Population - mapping Services Package control id's to export records 1. $4,275.00 $4,275.00 for OAS - Admin Training - not to exceed 5 hrs BIC Permit Processor PS-OAS.PP Payment Processorto Elavon 1 $9,000.00 $9,000.00 Integration Professional Services Package PS- Fixed Fee Calculations for OAS 1 $3,600.00 $3,600.00 for OAS OAS.FCB Professional Ps- S Advanced OAS Widget 1 $5,400.00 $5,400.00 Services Package for OAS OAS.VW.A Professional PS Advanced OAS eForm 1 $3,600.00 $3,600.00 Services Package < 75 fields —w/ intelligent conditional for OAS OAS.BeS entry/display Professional Services OAS Sub -Total: $25,875.00 PROFESSIONAL SERVICES - PLANNING AND PUBLIC WORKS WORKFLOW Product Name Product Code Description of . Unit Price Total Price ProjectDox PS- 1 $30,600.00 $30,600.00 Services BIC.L1PLUS 2 5 E- 1 2 Page 7 of 19 a Vo"\IV e, software Best -in -Class Level 1 Project Flow PLUS Services — Planning Workflow ProjectDox gIC: PS- Best -in -Class Level 1 Project Flow CORE 1 $15,750.00 $15,750.00 Services Services — Public Works Workflow Professional Services Sub -Total: $46,350.00 Professional Service Discount: $4,635.00 Professional Service Total: 1 $41,715.00 Public Works Professional Service work is optional and will need to be agreed upon before any Professional Services work starts. TRAINING FOR PLANNING AND PUBLIC WORKS WORKFLOW Product Name Product Description Qty. Unit Price Total Price Code Package Includes: 2 Introduction to ProjectDox 1 Workflow and Markup Training for ProjectDox Bundle PKG- Reviewers 1 Workflow and Project Administration for 1 $10,550.00 $10,550.00 Services PDOX.TRN Coordinators 1 Community Training Package is limited to 12 Unique Users ProjectDox Training TES -INTRO Introduction to ProjectDox Public Works 1 $1,125.00 $1,125.00 ProjectDox Training TES -PA ProectAdmin Public Works 1 $1,575.00 $1,575.00 ProjectDox Training TES-BICPR Workflow Training for Plan Reviewers (Public 1 $2,000,00 $2,000.00 Works ProectDox Trainin g TES- Workflow Training for Coordinators (Public 1 $2,000,00 $2,000.00 BICCOR Works Training Sub -Total: $17,250.00 Training Discount: $1,725.00 Training Total: $15,525.00 Public Works Training is optional and will need to be approved on before any training happens. 20%of the Planning Services shall be invoiced upon execution of Agreement. Integration and the Public Works Professional Services and Training are optional. Payment for the total amount is due net thirty days (30) from the date of Initial Invoice and delivery of software. This best approach package to implementation relies on partnership with the jurisdiction to Professional ServICeS $41,715.00 achieve desired go -live and papedess goals. To that end a not to exceed 282 hours have been allocated to services and training on this project. In the event scope expands or delays account $15,525.00 for incremental hours to be required, a Change Request(s) will be issued for the incremental Training: costs associated with delay or expansion. Planning and $57,240.00 Yearly SaaS usage audit may result in an increase or decrease in subscription based on cloud PW Total: consumption. Payment via EFT. See notes for details. 25E-13 Page 8of 19 a✓ole- software Project Electronic Document Management & Collaboration Solution 25E-14 Page 9 of 19 a ✓o"\IV e, software Santa Ana, CA Statement of Work for ProjectDox/OAS Deployment December 1st, 2020 a Vol e profcasional scrvices 4835 East Cactus Road Suite 420, Scottsdale, Arizona 85252 Phone: 602.714.9774 www.avolvesoftware.com This Statement of Work will focus on the Deployment of Production and Test Environments and the implementation of ProjectDox Best in Class workflows addressing the Customer's needs with regards to Three (3) Best in Class plan review process. (Public Works is optional) The goal is to implement ProjectDox and an Advanced Land Management integration for ProjectDox utilizing web services, in a standardized, off the shelf manner. We will leverage Avdve best practices and built-in configuration and modifications features, to meet the most effective functionality required to achieve the highest business value for the customer (the "Project"). Installation Offsite I Remote Installation of a single environment for the applicable products is required prior to orientation and configuration onsite assessments being conducted. Project pre -planning, including draft project plan, communication plan etc. are associated to this stage of the project. Additional environments to be implemented will be factored into the project plan and based on the sales order/agreement. • Provisioning of all applicable products and modules as specified on the Purchase Agreement/Sales Order. The date of acceptance for this milestone is the Software Acceptance Date Orientation and Configuration Requirements Session* 2 persons I Offsite Review features and design options available for Best -In -Class configuration of the designated OAS application forms and related workflow processes. The output of these sessions will be compiled into a requirements document referred to as the Configuration Requirements Document (CRD). This will include using standard templates and design to expedite the project while providing the 25E-15 Page 10of19 a ✓o"\IV e, software best business value to the customer. Any design requirements not available to the core system and/or requiring development will be scolded and presented in a separate Statement of Work. Assurance services afforded the project maybe leveraged for work identified as outside the scope of the project. ProjectDox Configuration Requirements Document Advanced Integration permitting system touchpoint discussion for Land Management System Includes: o Project Creation — Required application data is pushed from the permitting system to the ProjectDox application using the Avolve provided REST API and configuration of the ProjectDox Windows Service Process. Required field for project creation: o Permit Number/Project Name (Key value) o Description o Applicant/Submitter First Name o Applicant/Submitter Last Name o Applicant/Submitter Email Address o Permit/Project Type o Application Data — Pull of data from the permitting system to display of up to 18 read-only permit application data fields within the plan review process. o Review Status — Push of data to provide the permitting system the following data related to the plan review: o Reviewer Name o Reviewer Department o Review Cycle o Review Status (Approved, Rejected) o Date Completed o Final Approval Status — Push final status or log event of approved to permitting system API indicating to the permitting system that all reviews are approved in ProjectDox. • Project Plan (task list/schedule/resource assignments) not to exceed budget Configuration & Integration * Offsite I Remote Configuration of applicable software products, forms and the workflows based on the configuration requirements document findings. This includes the development of the integration work defined in this Statement of Work and confirmed during requirements discussions. Configured Working products and modules as specified in the Purchase Agreement/ Sales Order o Configured Working ProjectDox and OAS Application (OAS Optional) • 3 BIC Workflows • Building • Planning • Public Works (optional) • Advanced Integration • 1 OAS Advanced Application Form o Form design contains between 75-150 fields • 1 Avolve Payment Processor (Elavon, Paymentus, Global Transport, Authorized.net) o Design the OAS application to interface with Customer's payment processor to allowfor online payments through OAS. • 1 OAS Advanced Integration o Defined application data to be pushed to the target permitting system API to allow for creation of the permit and triggering of the Project Creation process into ProjectDox. Design requires API's to be available for customer permitting system. Direct database calls from OAS to the target system are not supported. • 1 OAS Advanced Validation 25E-1 6 Page 11 of 19 a ✓o"\IV e, software 0 1 Advance Validation Widget to allow for multi field validation, data retrieval and display from the target system on the OAS application form. May include field concatenation and progressive/auto complete search (pulling back the data for display in the form). Some abilities are limited to API's being available from the customers target permitting system • 1 Basic Fee 0 Allows for a fixed fee or simple calculation of a percentage of a field in the OAS application form to be displayed to the end user to communicate a cost. PaperlessNOW migration to ProjectDox SaaS User Acceptance Training (UAT) 1 Person I Offsite The Avolve project manager will provide user acceptance training and guidance to the client on methods to test the designed process and system to work towards user acceptance. The Avdve project manager will work with the client to schedule time to be on or offsite per process and based on available professional service hours for the project. Customer will validate the system configuration, forms, emails and integration and document any identified issues in the RIT (Risks, Issues and Tasks) document and provide to the Avolve project manager. Avdve will resolve any identified issues to allow the customer retest to gain acceptance. • Completion of User Acceptance Testing (UAT) • Implementation of the Production Environment • Code Promotion from Test to Production Training 1 Person I Offsite Avolve education specialists will deliver the below courses to the Customers staff. The courses will train approximately 12 persons and will be delivered based on the project plan rollout. A maximum of 12 persons per course is enforced with the exception of the Community Outreach (TES -OUT). This demonstration/lecture session is targeted for the design community and is intended to be conducted for larger audiences (25+) to educate and promote the new processes. It is recommended that training sessions be organized with participants of similar technological abilities to allow for the most efficient delivery and retention of the materials. Additional training above and beyond the below may be added or additional training performed post go -live by leveraging the assurance services funds afforded the project. • Delivery of classes for all products/modules as purchased (Planning Training) Quantity Course Name Est. Length 2 Introduction to ProjectDox 3 hrs. 1 Workflow and Markup for Plan Reviewers 6 hrs. 1 Workflow and Administration for Coordinators/Techs 8 hrs. 1 Proiect Admin 4 hrs. 1 Community Outreach 1-2 hrs. • Delivery of classes for all products/modules as purchased (Public Works) Quantity Course Name Est. Length 1 Introduction to ProjectDox 3 hrs. 1 Workflow and Markup for Plan Reviewers 6 hrs. 1 Workflow and Administration for Coordinators/Techs 8hrs. 1 Proiect Admin 4 hrs 25E-17 Page 12of19 a ✓o"\IV e, software Launch/Project Close Out 1-2 Person lOffsite Deployment of the accepted workflow processes and a transition to Move support to close out the project. Assurance Services The assurance services fund may be leveraged at any time during or post project completion to cover additional integration requirements, newly identified out of scope requirements, training, and software not included in this statement or work. The funds may also be used post go-live4aunch of a process to keep the project management team engaged to assist with change management and user adoption assistance. Assurance services hours are billed on an hourly basis at a rate of $225.00 an hour. The use of hours requires a change order or an assurance services agreement that defines the work and has signatures of agreement for use by the Customer. There will be Key Deliverables, as identified in the Project Activities/Deliverables Payment Schedule which will be subject to acceptance by the Customer ("Acceptance"). Upon completion of each Key Deliverable, Avolve will request from the Customer a written response within five (5) business days after receipt thereof. Notwithstanding the foregoing or anything to the contrary in the Purchase Agreement, all other Deliverables provided under this Statement of Work shall be deemed to have been accepted by the Customer upon delivery. If Customer does not approve, reasons for rejection must be clearly noted. Move will then work with the Customer to come to agreement on obtaining approval. The Customer shall be deemed to accept any such Key Deliverable which Customer does not accept or reject within such period. This acceptance will initiate the invoice of the applicable milestone. Promptly following execution of this Statement of Work, the parties shall meet to discuss the general project schedule, which will be generally organized around the standard Avolve project On -Boarding process. Within 2 weeks, the initial project plan will be created and sent to Customer. The Project Plan contains a schedule, a list of tasks in a schedule format, assignments of specific team members over specific times and communication status reporting processes. The Project Plan is a living document that will be reviewed throughout the term of this Agreement and may be adjusted as reasonably necessary, as agreed to from time to time by the parties. 1. This Project was scolded based upon purchase of ProjectDox Best In Class, understanding that the site will be hosted by the Avolve and configured per established Best -In -Class standards. This understanding forms the basis for Avolve's pricing and the Deliverables to be provided under this Statement of Work. Any deviation from these requirements will require a change order and may increase cost or estimated time of Project completion. 2. Avolve will have full access to all Project team members from the customer as needed to complete the successful implementation and roll out of ProjectDox and OAS. This access may require the team members of the customer to dedicate specific time to specific detailed tasks within the Project Plan. Team member tasks will be more clearly defined during the kickoff and planning sessions and documented in the Project Plan. 25E-18 Page 13of19 a ✓o"\IV e, software 3. Customer and its third parties and/or subcontractors will fulfill any hardware/software requirements, as identified to allow communication between Avolve Software and the Customer's permitting system in a timely fashion in order to keep the Project Plan on schedule. 4. Customer and its third parties and/or subcontractors will fulfill the hardware requirements, as outlined in the System Implementation Guides (standard end user document(s) that accompany each version of the Software) in a timely fashion in order to keep the Project Plan on schedule. 5. This best approach package to implementation relies on partnership with the jurisdiction to achieve desired go -live and pape less goals. To that end, a not to exceed 314 hours (+178 hours if all optional services are purchased) have been allocated to services and training on this project. In the event scope expands or delays account for incremental hours to be required, a Change Request(s) will be issued for the incremental costs associated with delay or expansion. Should the customer cause or contribute to the delay of any Deliverable, Avdve may elect to revise the Project Plan accordingly to compensate for the delay and invoice for any applicable milestone payments to that point of the project. 6. Al parties will reasonably prioritize their efforts to meet the Project Plan schedule in order to achieve a rapid roll out model. In doing so, it is understood by all parties that multiple tasks may be in process at one time and Avdve may have more than one Professional Services team member working on the project at one time. 7. Client will provide adequate Project management for their own resources, and/or third parties, to collaborate with Avolve's project manager. Client subject matter experts and applicable users will be accessible and available in a timely fashion and for adequate and reasonable durations. Avdve will make sure that scheduling of interviews and meetings are adequately in advance of these resource allocations. 8. Customizations/Extensions required may result in increased schedule and budget, but only if documented and approved within Assurance Services ancilor a Change Request. 9. Avolve is planning to fully leverage ProjectDox as is, utilizing all built in configuration features to meet the business needs. 10. Any optional items chosen in the Purchase Agreement/Sales Order are not included here and would require a modification to this Statement of Work. 11. Customer understands that an ePlan Life Cycle implementation is a very significant digital transformation enterprise project that requires dedicated change management from the Customers staff. This will be key for the success of the Customer. 12. Work will not begin until an executed copy of all paperwork is complete. Work will begin at the earliest possible date at which Avolve resources and Customer resources are available or as otherwise agreed to. 13. Avolve and Customer agree to cooperate in good faith to complete the Services and Deliverables in a timely and efficient manner. 14. Recording of Avolve provided training or UAT (user acceptance testing) sessions is not permitted. 15. Al training classes unless otherwise noted are limited to 12 persons maximum per class "Configuration options are as described by ProjectDox documentation and as evidenced by ProjectDox administration screens. Minor changes to Avolve ProjectDox Best Practices (Best in Class) workflows are changes to activate/deactivate and/orparametrize with variables, existing steps in the Best Practices workflows. Customization of additional products and modules are to be within the bounds and scope of the respective core product(s) and modifications are limited to those that are allowed by core product design. 25E-19 Page 14of19 a ✓o"\IV e, software The "Change Control Process" is that process which shall govern changes to the scope of the Project during the life of the Project. The Change Control Process will apply to new components and to enhancements of existing components. The Change Control Process will commence at the start of the Project and will continue throughout the Project's duration. Additional procedures and responsibilities may be outlined by the Project Manager identified on the signature page to the Agreement and will be included in the Project Plan if mutually accepted. Under the Change Control Process, a written "Change Request" (attached) will be the vehicle for communicating any desired changes to the Project. It will describe the proposed change, the reason for the change and the effect the change may have on the Project. The Project Manager of the requesting party will submit a written Change Request to the Project Manager for the other parties. Al parties must sign the approval portion of the Change Request to authorize the implementation of any change that affects the Project's scope, schedule or price. Furthermore, any such changes that affect the scope of this SOW, schedule or price will require an amendment to the SOW ancl/or any other part of the Purchase Agreement. Pricing and payment terms are as set forth in Purchase Agreement/Sales Order. Travel and Expenses are estimated to be $0 due to the pandemic. Al implementation and training will be remote. Should that change all actual travel expenses will be invoiced to the City, but only if approved by City prior to incurring any actual travel expenses. 2 5 E -20 Page 15 of 19 O O O O O O K O m m K m K m K K cn cn cn ti O - N cn �pnCC tG cp = tp ,M m cn m cL G Q m O d O O y O O FIL N CJ a v a p o 0 0 0 0 o a S �. m o y x m y y a m cn m o m C a o (D n C n N � n n O T C n 0 m �n cn N O o. _ lCn 0 O a = cCn m 'G N �. 0 cn (D n y C c m m a cM M ao Z n 0= 0_ _OmN m OD cn O C Mo cn Z -i 0- _0� yO cn M. y p � CE —0.3 n N a �a c m n m v m m n x O c. 0. > > Ca c o O p (D O cp (D O d x x O m D 0 O a N p �O m a m n m (D (D O_ • • • • • cn cn • • • • • • • • • • • • n p p O cn cn cn cn cn cnD,Z0J cn NDA ND �a NCO CO CO �c `m O a 0 y o_ cn D D D o D a a > a <' D D 3< > D c m m m= o m p m m m �mn� m n� a. C ;cam 0Dcn n m m m m m m o m g m m m Q. B o m 0 > > > D. a m mM a m' A N T V V W W A W ED IV _t�0 D d 15t-Zl 25E-22 a ✓o"\IV e, software Once fully executed, this document will become the Statement of Work for the Project defined in this document. Avolve and Customer's signatures below authorizes Avolve to begin the services described above and indicates Customers agreement to pay the invoices associated with these services delivered as described. Any services or term extensions denoted as optional will require further written acceptance and approval from the City. Avolve will invoice Customer for Software Maintenance following the Software Acceptance Date and Customer shall pay such invoiced amount pursuant to the terms of the Purchase Agreement/Sales Order. For all subsequent years of Software Maintenance purchased by Customer, invoicing and payments shall be as set forth in the Purchase Agreement/Sales Order. Avolve Software Corporation By Name: Jay Mayne Santa Ana, CA By: Name: Title: CFO Title: Date: Date: Approved as to form: Q4V- Rya 4dge Assk ant City Attorney 2 5 E -23 Page 18 of 19 GENERAL INFORMATION Change Request W )C a) ProjecrlClty,cwnty Requester Name CesnnpWn of Change Dale Submitted Prb* Reason For Change Request ProjectAmfmix Impacted Avoi SaFturxe Change Regrwix Fnrm Coy of5mnevntte J J [Enter a detailed d2scripUm of dw ciha WE being requesmdJ � J Low � Madam 1 .�-t Required I`EnrarBdetaded de3el>pbGllda�IJ+�Ia ferMVgl 1a86YNg Rgl1@3,}ed,_ ri.iat ocher artitachr aReded by gee chave Assumptions�Risks �loarrwr/aaorwtp&aar orootteneands rrgardYrgl lha ,agrwalad el4ngaj �nteral�� J Commen�lConsideratioas AtlachmerrusiReferenoes E STIMATE S Total Estimated Development Hours pkWXiihn-111a hour errpacl at the requested change] I Tool Estimated Development Duration PIK" [Enterihe duration ampool of Me nequeabed dtange]J Schedule Impact g� X)piad hire impact thus chonga mtay 1i on schedules] Cost Impact ,PC sq Meo' Ii Mtped!is chmw atayhaua as odd] ComnrentJReoonunendations PM Approval Sgnature Date Signed IDS Approval Signature Cafe Signed CITY OF SOMEWHERE AUTHORIZATION Customer Approval Signature Cate Signed AW MI aWMl III tM 5 page i at 1 25E-24