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HomeMy WebLinkAboutCity of Tamarac Resolution R-2019-102 Temp. Reso. 13289 October 7, 2019 Page 1 of 4 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2019- /007.4 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA APPROVING THE UPGRADE OF THE CITY'S ELECTRONIC PLAN REVIEW SYSTEM SOFTWARE FROM AVOLVE SOFTWARE CORPORATION, THE SOLE SOURCE PROVIDER OF THE SOFTWARE AND SERVICE; AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE ASSOCIATED CONTRACT DOCUMENTS; AUTHORIZING AN EXPENDITURE FOR AN AMOUNT NOT TO EXCEED $84,593.25; AUTHORIZING BUDGET AMENDMENTS FOR PROPER ACCOUNTING PURPOSES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, technology is one of the key components in the efficient delivery of City services, and the City's enterprise software applications are critical to ensuring continued operations; and WHEREAS, the City implemented an Electronic Review Plan system in December 2013, using ProjectDox ePlan software from Avolve Software Corporation, in order to streamline Building Permitting, Planning and Zoning and Inspection Services; and WHEREAS, regular software upgrades are required in order to properly maintain the software, and to receive new software enhancements and benefits; and Temp. Reso. 13289 October 7, 2019 Page 2 of 4 WHEREAS, Microsoft Corporation has deprecated use of its Microsoft Workflow Engine, a critical component of the Electronic Plan Review software, and the City, has received notice from Avolve Software Corporation of a required software upgrade, which will replace the Microsoft Workflow Engine with the Avolve Software Corporation's ProjectFlow workflow engine, that is necessary for the City to continue to receive software support from Avolve Software Corporation; and WHEREAS, funds for this project are available in the Information Technology FY2020 budget; and WHEREAS, the City is upgrading existing software provided by Avolve Software Corporation, and compatibility with the original software is required; therefore, it is necessary to award this as a sole source transaction; and WHEREAS, Purchasing and Contracts Manager determined that this purchase meets the sole source requirements under the City Code 6-148, Paragraph B; and WHEREAS, it is the recommendation of the Director of Information Technology that the proposed software upgrade, with quote attached as Exhibit 1 and a Scope of Work (SOW) attached as Exhibit 2, be purchased from Avolve Software Corporation at a one-time cost of $80,565.00, allowing for a 5% contingency of $4,028.25, having a total project cost of$84,593.25; and Temp. Reso. 13289 October 7, 2019 Page 3 of 4 WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to purchase the software upgrade for the Electronic Plan Review system from Avolve Software Corporation. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. All exhibits attached hereto are incorporated herein and made a specific part hereof. SECTION 2: The City Commission hereby approves the software upgrade of the City's Electronic Plan Review System, for a total contract amount not to exceed $84,593.25, and further authorizes the appropriate City Officials to execute all necessary documents to effectuate this Agreement, including the ProjectDox ePlan Solution Proposal, attached herein as Exhibit 1, and Proposed Statement of Work, attached herein as Exhibit 2, with Avolve Software Corporation, the sole source provider of the software and service. SECTION 3: Funding is available for purchase of the Electronic Plan Review system software upgrade from Avolve Software Corporation, for an amount not to exceed $84,593.25. SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Temp. Reso. 13289 October 7, 2019 Page 4 of 4 SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 7.0 day of6.% 4(--'1-- , 2019. /4-71k,k/ -761: 1,1) MrCHELLE J. GOME`2, MAYOR ATTEST: PATRIGiIA TEUFEL,/ C CITY CLERK RECORD OF COMMISSION VOTE: MAYOR GOMEZ 4' DIST 1: COMM. BOLTON DIST 2: COMM. GELIN DIST 3: COMM. FISHMAN 4�d � DIST 4: V/M PLACKO I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM r j/ /0 , SA UEL S. GORE CITY ATTORNEY Project Cit of Tamarac FL ProjectDox® ePlan Solution Proposal Monday, December 17, 2018 a o I 've software Prepared By Your Avolve Software Representative Amy Brim Director, Customer Relationship 4835 East Cactus Road Suite 420 Scottsdale, AZ 85254 www.avolvesoftware.com Telephone: 615-772-4378 Email: abrim@avolvesoftware.com Quote Ref#201806-1253 a o L e software ProjectDox® Price Quotation PURCHASER INFORMATION City of Tamarac, FL Date of Quotation: 1 211 712 01 8 Luanne Christiano Quotation Valid Until: 10131/2019 6011 Knob Hill Rd Tamarac,FL 33321 TRAINING Product Product Name Code Description Qty Unit Price Disc Total Price The course will review new features and updates to the ProjectDox application,server and services configuration on the back-end, as well,as updates to the administration and features of the ProjectDox Workflow product. The course is an instructor led Project Dox New demonstration/lecture based presentation and Features 8.6—9.1 TES-NF.2 is offered only via the web unless purchased 1.00 $1,350.00 $1,350.00 with an onsite Course. Skills learned include but are not limited to understanding new features or changes in the server environment,new features related to administrators,as well as end users to allow the team to determine use and leveraging of these new tools. Package includes 1 of each of the following on-site classes with 12 participants: -PA Training(4hrs with focus on Project Administration) BIC ProjectFlow TES- -SA Training(4hrs with focus on ProjectFlow Upgrade Training UPFTRAINP Administration) 1.00 $5,850.00 $5,850.00 Package K BICWFPRNF(2hrs Best In Class WF for Plan Reviewers-reviews new features of ProjectDox and layout of ProjectFlow eForm) -BICWFCORNF(2hrs Best In Class WF for Coordinators/Techs-reviews new features of _ProjectDox and layout of ProjectFlow eForm) Additional Class Price for 2 hours Best In BIC ProjectFlow TES- Class Workflow for Plan Upgrade WF UPFWFADD Reviwers/Coordinator/Techs—reviews new 2.00 $800.00 $1,600.00 Training features of ProjectDox and layout of ProjectFlow eForm. Training Sub-Total: $8,800.00 Page 2 of 4 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 201806-1253 a , o l v e software ProjectDox® Price Quotation PROFESSIONAL SERVICES Product Name Product Description Qty Unit Price Disc Total Price Code Upgrade v8.6 to Production and Test Environment v9.1 PS-225 Upgrade from for v8.6 to v9.1,Project 1.00 $4,950.00 $4,950.00 Management Included. Advanced Integration with ProjectFlow, additional quote may be required after full requirements Analysis.Currently includes: Advanced 1. Project Creation ProjectFlow PS-PF.AINT 2. Permit Application Information 1.00 $9,000.00 $9,000.00 Integration 3. Get Assigned Reviews 4. Write Review Status and Comments 5. Write Final Approval Status 6. Fee Check ProjectFlow ProjectFlow Migration Migration PS- • Best In Class Building Professional PF.ONBRD Review Workflow 2.00 $19,800.00 $39,600.00 Services • Best In Class Planning DRC Review Workflow Assurance Services PS-AS Assurance Services Package 1.00 $10,125.00 $10,125.00 Professional Services Sub-Total: $63,675.00 Software,Maintenance and 20%of Services shall be invoiced upon execution of Agreement. Payment for the total amount is due net thirty days(30)from the date of Initial Invoice and Total: $72,475.00 shipment of software. Payment via EFT. See notes for details. Travel and Expenses are not included in this total and will be invoiced as incurred. Estimated travel is expected to be$8,090.00 for 4 onsite trips as stated in the section"High Level Scope of Work". Expenses will be billed to the customer as incurred. Contingency Funds: For any unforeseen customer related delays including(but not limited to)time for environment readiness delays,customer related rescheduling and loss of login information. Avolve will invoice up to$990.00 only as hours are incurred. Page 3 of 4 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 201806-1253 (**-\\ aol soft ProjectDox® Price Quotation Notes: EFT Remittance: Avolve Software/Compass Bank Routing#: 122105744 Account#: 2519753300 NAME: Michael C. Cernech TITLE: Cit Mana er SIGNATj DATE: /0 —I By signing this Order Form customer acknowledge and agrees to, if purchasing (a) licenses and/or support and maintenance, Avolve's Software License and Support Agreement General Terms and Conditions and Avolve's Maintenance and Support Level Agreement;(b)professional services,Avolve's Professional Services Agreement;and (c)training services,the Avolve University Training Terms and Conditions; and (d)hosting services,Avolve's Hosting Service Level Agreement. Customer acknowledges that it has been provided reasonable access to the applicable documents listed herein online at www.avolvesoftware.com and knowingly consents to the same. Resellers acknowledge that they will have end users formally acknowledge and be bound by all applicable Avolve Terms and Conditions as described above. Page 4 of 4 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 201806-1253 a of e Project Electronic Document Management & Collaboration Solution City of Tamarac, FL ("Customer") Proposed Statement of Work 12/17/2018 a of e professional services 4835 East Cactus Road Suite 420,Scottsdale,Arizona 85252 Phone: 602.714.9774 www.avolvesoftware.com 12072018 Page 1 of 8 a of e ;frwar EXECUTIVE SUMMARY This Statement of Work will focus on the upgrade of the City of Tamarac's production ProjectDox site to the latest version of 9.1 available at the time of installation. The project will include streamlining the number of plan review workflow processes from four(4) to two(2)to include a building workflow and a planning(DRC)workflow with integration to the City's new Trak-it permitting system. The goal is to implement ProjectDox and a permitting system integration utilizing web services,in a standardized,off the shelf manner.We will leverage Avolve 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"). HIGH LEVEL SCOPE OF WORK(MILESTONES • Upgrade (Offsite/Remote) o Provisioning of all applicable products and modules as specified on the Purchase Agreement/Sales Order. o Production Environment Upgrade to 9.1 • Orientation and Configuration Requirements Session* (2 Staff/Onsite/3Days) o ProjectDox Configuration Requirements Document o Permitting system custom integration touchpoint discussion • Configuration of the Avolve Project Creator Service to create a project in ProjectDox based on defined value from the permitting system. These include: • Permit/Project Number ▪ Project Description a Applicant/Submitter First Name a Applicant/Submitter Last Name • Applicant/Submitter Email a Project/Case Type • Permit Application Data • Display of single field permit application data in a read-only format on the eform within the plan review process. Get Assigned Reviews • Call the Trak-it API to retrieve required reviews and select those reviews for assignment in ProjectDox. • Write review status and Comments a Reviewer disposition,review completion date, reviewer name, reviewer group and comments are written back to the Trak-It system at the completion of each review and done per review cycle. • Write Final Approval Status a When all reviews are complete and approved a final approval status or log entry will be provided to the Trak-it land management system. • Validate if a fee balance is due by the applicant and prevent the applicant from completing the activity until the fee balance is equal to 0. o Redesign discussions • BP_StartWorkflow(Building) a Price Verification Activity and Process a Awaiting Final Payment • PE_StartWorkflowDRC(Planning and Zoning) • DRC conditional activity and process • DRC formlet design o Project Plan(task list/schedule/resource assignments)not to exceed budget 12072018 Page 2 of 8 a of e software • Configuration&Custom ProjectDox Integration* (Offsite/Remote) o Configured Working ProjectDox Application o Configured Working products and modules as specified in the Purchase Agreement/Sales Order • 1 —BIC Building Workflow • 1—BIC Planning DRC Workflow • Custom Integration to ProjectFlow • Project Creation • Permit Application Data • Get Assigned Reviewers • Write back review status and comments • Write Final Approval to Trak-it • Fee Validation • User Acceptance Testing(UAT) (1 Staff/Onsite/2 days/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 Avolve 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. Avolve will resolve any identified issues to allow the customer retest to gain acceptance. The date of acceptance for this milestone is the Software Acceptance Date. o Completion of User Acceptance Testing(UAT) o Promotion of Code from Test to Production • Training (1 Staff/Onsite/3 days) o Delivery of classes for all products/modules as purchased—See Purchase Agreement/Sales Order. • 1 package of TES-NF.2 includes two 2 hour sessions conducted remotely. The sessions are divided into one 2 hour session for administrators and another 2 hours session for non-admin users. The course reviews the new features and enhancements associated to an upgrade from 8.6 to 9.1. As the course is conducted remotely there is an unlimited number of attendees that may attend. O 1 package TES-UPFTRAINPK is limited to 12 persons per course listed below. • PA Training(4hrs with focus on Project Administration) • SA Training(4hrs with focus on ProjectFlow Administration) • BICWFPRNF(2hrs Best In Class WF for Plan Reviewers-reviews new features of ProjectDox and layout of ProjectFlow eForm) • BICWFCORNF(2hrs Best In Class WF for Coordinators/Techs-reviews new features of ProjectDox and layout of ProjectFlow eForm) O 2 TES-UPWFADD. These are 2 additional courses are available to train on additional workflows and or extend training of a specific workflow for either plan reviewers or coordinators. Each course is limited to 12 persons per course. • Launch (1 Staff/Onsite/2 Days) o Go-Live o Transition to support 12072018 Page 3 of 8 a of e software ACCEPTANCE PROCESS There will be Key Deliverables,as identified below in the list of Project Key Deliverables,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.Avolve 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. PROJECT KEY DELIVERABLES 1. Configuration Requirements Document(CRD)*including applicable productslmodules • ProjectDox Configuration/Modification Session Output 2. ProjectDox Application Configuration for Production Environments • Upgrade Production to ProjectDox 9.1 3. Configured,Working ProjectDox Application and applicable products/modules from sales order • Configuration/Modification Effort Output for ProjectDox O 1—BIC Building Workflow O 1—BIC Planning DRC Workflow o Custom Integration to ProjectFlow • Project Creation • Permit Application Data • Get Assigned Reviewers • Write back review status and comments • Write Final Approval to Trak-it • Fee Validation 4. Training • 1 package of TES-NF.2(New Features 8.6 to 9.1) • 1 package TES-UPFTRAINPK(ProjectFlow Upgrade Training) • 2 TES-UPWFADD(Additional Training Sessions for ProjectFlow) 5. Launch • Transition to Support • Project Completion For the avoidance of any doubt,all right,title and interest in and to the Deliverables(including without limitation the above Key Deliverables),as well as the intellectual property rights to such Deliverables,shall belong to Avolve,subject to the limited license granted to the Customer pursuant to the Licensing Agreement. AVOLVE PROJECT PLAN AND PROCESS 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 12072018 Page 4 of 8 a of e software reviewed throughout the term of this Agreement and may be adjusted as reasonably necessary,as agreed to from time to time by the parties. PROJECT ASSUMPTIONS AND CAVEATS 1. This Project was scoped based upon purchase of ProjectDox Best In Class,understanding that the site will be hosted by the Customer 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.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. 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 land management system in a timely fashion in order to keep the Project Plan on schedule. 4. Customer is responsible for validating updates/upgrades performed against the existing permitting system with the ProjectDox application. Changes applied to the permitting system API or system that affects the developed integration communication points between the applications and requires Avolve Software support to resolve will be billable to the customer. Those services may use assurance services,if available or purchase of a new purchase order. 5. Customer and its third parties and/or subcontractors will fulfill the hardware requirements,as outlined in the ProjectDox/OAS Implementation Guide(a standard end user document that accompanies each version of the Software)in a timely fashion in order to keep the Project Plan on schedule. 6. Should the customer cause or contribute to the delay of any Deliverable,Avolve may elect to revise the Project Plan accordingly to compensate for the delay. 7. All 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 Avolve may have more than one Professional Services team member working on the project at one time. 8. 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.Avolve will make sure that scheduling of interviews and meetings are adequately in advance of these resource allocations. 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. 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. 12. Avolve and Customer agree to cooperate in good faith to complete the Services and Deliverables in a timely and efficient manner. 12072018 Page 5 of 8 a ol e software 13. Recording of Avolve provided training or UAT(user acceptance testing)sessions is not permitted. 14. All 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/or parametrize 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. CHANGE CONTROL PROCESS 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. All 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 and/or any other part of the Purchase Agreement. PROJECT ACTIVITIES I DELIVERABLES PAYMENT SCHEDULE This is a preliminary deliverable and payment schedule that is subject to change based on discussions to occur post the kick-off of the project,provided that both the City and Avolve Software agree to the new terms in writing. Deliverable Deliverable Description Acceptance Criteria Milestone Payment MSS Amount MSO Contract Execution 20%of services Contract Signature $10,710.00 Define Configuration Compile agreed configuration Avolve delivered CRD Orientation& MS1 and Design and design requirements document Configuration $11,664.00 Deliver functional Delivered and review the Workflows delivered for Configuration MS2 ProjectDox application design as defined in the CRD use by project team in Test &Integration $11,664.00 document. User Acceptance training is conducted with core project User MS3 User Acceptance Test team and User Acceptance User Acceptance Acceptance $11,664.00 Testing is performed by client Test users.Defects are logged and addressed. MS4 Environment Upgrade Delivered 9.1 upgraded Environment available for Installation $3,960.00 Environment use by project team MS5 Training Conduct New Features Deliver New Features Training $1,350.00 Training Training MS5 Training Conduct End User Training Deliver End User Training Training $7,450.00 and Admin Courses Promotion of code from Test Promotion of code and Code MS6 Code Promotion Environment to Production configuration from test to promotion $3,888.00 Environment production. 12072018 Page 6 of 8 a of e software Available for use for out of Change Order and MS7 Assurance Services scope work,additional Customer signature for use N/A $10,125.00 training etc. of funds. Total Services $72,475.00 PRICING Pricing and payment terms are as set forth in Purchase Agreement/Sales Order. Estimated travel is expected to be$8,090.00 for 4 onsite trips as stated in the section"High Level Scope of Work". Expenses will be billed to the customer as incurred. STATEMENT OF WORK ACCEPTANCE 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 Customer's agreement to pay the invoices associated with these services delivered as described. AUTHORIZED SIGNATURES Avolve Software Corporation City of Tamar Name: Name: Michael C.Cemech Title: Title: City Manager Date: Date: 1b_7_ n 12072018 Page 7 of 8 Copyright 2015 Avolve Software Corporation. ProjectDox is a registered trademark of Avolve Software Corporation.