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°q`,FO % CITY COUNCIL STAFF REPORT
DATE: April 20, 2011 Consent Calendar
SUBJECT: Project System Software and Data Services for the Building &
Safety Department and Development Services
FROM: David H. Ready, City Manager
BY: Director of Building & Safety
SUMMARY
The City's existing permitting system is outdated and does not meet the Building
Department's current technological requirements. The recommended new system will
allow for application permitting, processing, access to property records, issuing building
permits and other related activities.
RECOMENDATION:
1. Award a master software and services agreement for a new permitting
software system, in a form acceptable to the City Attorney, to BUILDERadius
Inc. of Asheville, NC in the amount of $88,500, including 5 years of
maintenance.
2. Authorize the City Manager to execute all necessary documents.
BACKGROUND:
Pursuant to section 7.04.080 (a)(2), the acquisition of high technology products may be
acquired via competitive negotiations due to their complex proprietary nature, technical
details and limited number of sources. The product review process started with a
review team made up of staff including the Director of Building & Safety, Information
Technology Manager, Building & Safety Supervisor, and Plans Examiner. Members of
the review team visited (13) thirteen cities including Big Bear Lake, Riverside, San
Bernardino, Palm Desert, Coachella, Redlands, Rancho Mirage, Beaumont, Indian
Wells, Cathedral City, Indio, La Quinta and Corona to get an actual view and feel for the
systems that other cities are currently operating.
The proprietary software systems previewed at the cities visited included:
Accela/Permits Plus, HDL, Eden, Black Bear, Salesforce, Basic.Gov, Sierra/Permits
Plus, CRW/Track it, Blue Prince/Builderadius, and Paladin Data System s/Sma rtGov.
The systems were previewed with the following criteria in mind: ability to import
information from an outdated system into a new software database, implement the
programming needed for permit issuance and plan check tracking, the system's
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upgrade capability in the future; the time impact to staff on training and operation; and
the cost of hosting servers, back-up systems, yearly maintenance and upgrades given
our limited financial resources.
The review team narrowed the field and conducted interviews and presentations with
the following 4 (four) system providers: Accela/Permits Plus, CRW/Tracklt, Blue
Prince/Builderadius, and Paladin Data Systems/SmartGov. The costs submitted
(including 5 years of maintenance) were as follows:
Blue Prince/Builderadius $ 88,500
CRW/Trackit $108,550
Accela/Permits Plus $165,000
Paladin Data Systems $212,900
Based on the review team's due diligence, system functionality, ease of system
implementation, training, staff time commitment and affordable cost, the Blue Prince
software system from BUILDERadius Inc. of Ashville, NC was the unanimous choice for
recommendation of award. Of the cities visited, City of Big Bear Lake also utilizes the
Blue Prince software system and is extremely satisfied with the product and service.
FISCAL Impact:
The contract amount of $88,500 which includes the (5) five-year maintenance
agreement is currently budgeted in the Development Services Technology Fee fund.
This fund is credited by fees collected by Developmental Services through the Building
Permit issuance process according to Resolution 20849; and as such no General Fund
budget money will be used to acquire this system.
Terry Tatu, Thomas J. Wilso
Director of Building & Safety Assistant City Manager
David H. Ready, D.
City Manager
Attachment:
(1) Master Software and Services Agreement
Memorandum
Date: 4/12/2011
To: David Ready, City Manager; Tom Wilson, Assistant City Manager
From: Terry Tatum, Director of Building & Safety
Subject: Permit System Software
NEED A SYSTEM THAT WILL:
• Process permit applications
• Access property records
• Issue building permits (calculate valuation and fees)
• Import information/data
• Plan check and permit tracking (accessible on line)
• Automatically number permits in predetermined format
• Generate notification letters
• Create all required reports (annual and monthly)
• Automatically update parcel data information
• Holds and Notices feature
SYSTEM CAN DO THE FOLLOWING:
• All of the above mentioned items plus additional
• Online permits—ability to pay invoices through accredited processor
• Online results for inspections
• Online interface for developers and contractors
• Land management system, includes zoning permits and business license
• Code Enforcement module—track, manage, create code and zoning
complaints
• Customize all documents to fit user needs
• Ability to make fee or valuation changes— add any new categories
• Licensed Contractor database
• Building inspection module— request, assign and track isnpections
BluePrince® Monarch
Master Software and Services Agreement
for City of Palm Springs, CA
April 1, 2011
BluePrince
Software and 'Services for Community Development
Table of Contents
Master Software and Services Agreement Signature Page.....................................................3
Master Software and Services Agreement...................... ..... ..... ..............................4
EXHIBIT A: Software and Services Pricing and Payment.....................................................9
EXHIBIT B: Description of Modules and Services ........................................................... 11
1. Program Products(Modules) ....................... ........ ............................... 11
2. Professional Services.......................... ................................................ 12
3. Support and Maintenance Services................. ....... ............................... 12
EXHIBIT C: Professional Services Statement of Work...... ........................... ................... 13
1, Technical Environment for Solution............
2. Scope:of B1uePrince Monarch Solution Implementation....................................... 13
3. Scope of Data Import.......................................I.....I..... ......... ................... 14
4. Scope of Custom Training....................................... ............................... 15
5. Implementation Consulting ......................................... .............................. 15
6. On-Site Consulting..................................................... ............................. 15
EXHIBIT D Support and Maintenance Services.................................I.................I.......... 16
1, Software Support Overview....:. ... . 16
2, Software Maintenance Overview .................................................................. 17
3. Software Support Restrictions... .................. ..... ................................... 18
4. Software Maintenance Restrictions ................ ........ ............................... 18
EXHIBIT E: Customer Obligations ........................... . ....... .. ............................... 19
EXHIBIT F: Project Methodology. ........ ..... ..........................................................1. 21
1. Implementation Timeline......... ...... ...................................................... 21
2. Implementation Phases........................:...................................................... 22
3, Project Meetings.................... .............................................. ................... 23
CROSS-PHASE MEETINGS:......................................................................... 23
PHASE 1 MEETINGS:................................................................................. 23
PHASE 2 MEETINGS:................................................................................. 24
PIIASE 3 MEETINGS:................................................................................. 24
PHASE 4 MEETINGS:............................ ......!:::...................................... 25
PHASE.5 MEETINGS: ....................................... ... .............................. 25
PHASE 6 MEETINGS:............................................... ............................... 25
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BluePrinceCR)
Software and Services for Community Development
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Master Software and Services Agreement Signature Page
Effective as of the date that this Agreement is last signed by either party(the"Effective Date").
By and Between And
BUILDERADIUS, INC. City of Palm Springs,CA
16 Biltmore Avenue, Suite 300 3200 E. Tahquiti Canyon Way
Asheville, NC 28801 Palm Springs, CA 92262
("BUILDERadius") ("Customer")
Attention: Attention: David H. Ready
Telephone No.: Telephone No.: 760-322-8362
Fax No.: Fax No.: 760-323-8207
E-mail Address: E-mail Address: CityManager@palmspring ca,gov
This Master Software and Services Agreement sets forth the terms and conditions under which
BLIILDERadius shall provide Software and Implementation Services described in this document, as well as
all exhibits attached hereto or subsequently signed by the parties.
The parties have executed this Agreement as of the dates set forth below their respective signatures.
BUILDERADIUS, INC. City of Palm Springs,CA
By: By:
(Signature) (Signature)
Its: Its:
(Type or Print Position) (Type or Print Position)
Date: Date:
Witnessed: Witnessed:
BluePrince Monarch Master Software and Services Agreement Page 3 of 25
April 1,2011 BPM2011-04-01.04
Master Software and Services Agreement
THIS MASTER SOFFWARE AND SERVICES AGREEMENT (the "Agreement") is made and entered
into as of April 1, 2011 by and between BUILDERADIUS, INC., a North Carolina corporation having its
principal place of business located at 16 Biltmore Avenue, Suite 300, Asheville, NC 28801
("BUILDERadius"), and CITY OF PALM SPRINGS, CA a city having its principal place of business
located at 3200 E. Tahyuitz Canyon Way, Palm Springs, CA 92262 (the "Customer"). This agreement
supercedes any prior Agreement between these parties.
BUILDERadius is in the business of licensing the Program Products (as defined in Exhibit B)for commercial
use and providing associated professional services. The Customer desires to license from BUILDERadius
and BUILDERadius desires to license to the Customer, the Program Products, all upon the terms and
conditions of this Agreement. Now therefore, in consideration of the mutual promises contained herein,
the parties hereto agree as follows:
1. Agreement Use. This Agreement and the exhibits attached hereto contain the entire agreement of the
parties with respect to the subject matter of this Agreement, and supersede all prior negotiations,
agreements, and understandings with respect thereto. This Agreement may only be amended by a written
document duly executed by all parties.
2. Grant of License. Subject to the terms and conditions of this Agreement, BUILDERadius grants to
Customer a non-exclusive and non-transferable license to use the object code to the computer software
program(s) identified and described within the Program Products section of Exhibit B attached hereto (the
"Description of Modules and Services").
3. Limitation on the Use of the Program Products. The Customer shall not: (a) sell, transfer, publish,
disclose, display, sub-license, assign or otherwise make available the Program Products or any copies
thereof to any third party; (b) reverse assemble, reverse compile, reverse engineer or otherwise translate
the Program Products; (c) use the Program Products in any way for creating or designing any derivative
works, including, without limitation, any competitive software package; (d) modify the Program Products
beyond the configuration and personalization allowed; (e) make any copies of the Program Products or any
part thereof or any documentation related thereto; (f) remove any copyright, legal, restrictive or other
proprietary rights notice contained on or included in the Program Products or any part thereof; (g) use the
Program Products for any purpose other than the Customer's own internal business purposes; (h) sabotage
the use of or purposefully alter the configuration of the program; or (i)install or use the Program Products
at any site other than the primary Customer site. Customer agrees to secure and protect the Program
Products and each part thereof in a manner consistent with the maintenance of BUILDERadius' rights
hereunder, and to take all necessary action to ensure that its employees, officers, directors, agents, and
consultants comply with the terms of this Agreement.
4. Services.
a) Professional Services. BUILDERadius will provide Customer with the professional services set
forth in the Professional Services Statement of Work ("SOW") attached hereto as Exhibit C. The
terms and conditions of the SOW are hereby incorporated by reference into and made a part of this
Agreement.
b) Support and Maintenance Services. BUILDERadius will provide Customer with the support and
maintenance services described in Exhibit D (Support and Maintenance Services) attached hereto,
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April 1,2011 BPM2011-04-01.04
BluePrince'�' Software and Services for Community
al9
as long as the Customer maintains continuous coverage for the Program Products via a Support and
Maintenance Agreement with BUILDERadius. Customer may be required to pay additional costs
for Professional Services beyond the delinquent Support and Maintenance payments to renew a
Support and Maintenance Agreement with BUILDERadius after a lapse in continuous coverage for
the Program Products. The terms and conditions of support and maintenance are hereby
incorporated by reference into and made a part of this Agreement.
5. Updates and New Releases. During the term of this Agreement, BUILDERadius will provide
Customer with all updates to the Program Products listed in Exhibit A ("Software and Services Pricing and
Payment"), provided these Program Products are under Warranty or Support and Maintenance Agreement
with BUILDERadius as defined in Exhibit D ("Support and Maintenance Services"). BUILDERadius will not
be obligated to provide Customer with any New Program Products or modules, defined as those separately
marketed and priced by BUILDERadius, unless Customer purchases these New Program Products at
additional cost.
6. Pricing and Payment. Pricing and payment for this agreement are laid out in Exhibit A ("Software and
Services Pricing and Payment") and attached hereto.
7. Term. The term of this Agreement shall commence on the effective date hereof and continue for sixty
months thereafter (the "Initial Term"). Following the Initial Term, this Agreement shall automatically
renew for successive 12-month terms unless either party delivers written notice of non-renewal to the
other party no less than 30 days prior to the end of the then-current term.
8. Termination.
a) Right to Terminate. Each party shall have the right to immediately terminate this Agreement if: (i)
the other party materially breaches this Agreement and does not cure the breach within 10 days of
receiving written notice thereof; (ii) the business of the other party is terminated or suspended; (iii)
a petition in bankruptcy is filed by or against the other party; (iv)a receiver is appointed on account
of the insolvency of the other party; (v) if any assignment is made of the other party's business for
the benefit of its creditors; or (vi) Customer provides a 30-day written notice of termination to
BUILDERadius. A material breach of this Agreement shall include, but not be limited to,
Customer's failure to pay BUILDERadius any amounts due hereunder.
b) Effect of Termination. Upon termination of this Agreement for the reasons set forth in Section 8(a)
above, the license granted in this Agreement shall terminate and the Customer shall immediately
cease using the Program Products and return to BUILDERadius the Program Products, any copies
thereof, and all diskettes, CD-ROMs, DVDs, object codes, operating instructions, operating
manuals and documentation related to the Program Products. In addition to any other rights or
remedies BUILDERadius may have, upon termination of this Agreement, the Customer
acknowledges and agrees that BUILDERadius may terminate Customer's access and use of the
Program Products via electronic means. The termination of the Agreement shall be in addition to
and not in limitation of any other rights or remedies to which either party is or may be entitled.
Termination of this Agreement, for any reason other than termination for BUILDERadius' material
breach of this Agreement, shall not relieve Customer of liability for payment of sums due or to
become due to BUILDERadius hereunder. The provisions and covenants contained in Sections 9,
10, 13, 15, and 16 shall survive and shall not be affected by the termination for any reason of this
Agreement.
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April 1,2011 BPM2011-04-01.04
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BluePrince Software and Services for C4
9. Ownership of Intellectual Property. The Program Products, all applicable rights to patents, copyrights,
trademarks, and trade secrets in the Program Products, any enhancements or modifications to the Program
Products, and all copies of any of the foregoing are and shall remain the sole and exclusive property of
BUILDERadius, and all title thereto shall remain with BUILDERadius. In addition, BUILDERadius shall be
the sole and exclusive owner of all copyrights, patents, trade secrets, trademarks, and other proprietary
rights, as well as all rights in all reports, analyses, letters, memoranda, documentation, know-how,
techniques, lists, information, and materials developed by BUILDERadius in the course of performing the
services under the SOW (the "Work Product"). BUILDERadius shall retain all rights in all preexisting
copyrights, patents, trade secrets, trademarks, and other proprietary rights, and all preexisting rights in all
reports, analyses, letters, memoranda, documentation, know-how, techniques, lists, information, and
materials, which have been previously developed or acquired by BUILDERadius and that are used in
connection with the performance of the services under the SOW(the"Preexisting Work"). Should any rule
of law or court of competent jurisdiction provide or declare that any Work Product or Preexisting Work
should not be owned by BUILDERadius, the Customer hereby expressly assigns all rights in any such Work
Product and Preexisting Work to BUILDERadius. Upon receipt in full of all payments required under this
Agreement, BUILDERadius hereby grants the Customer, for the Customer's own benefit, a non-exclusive
license to use during the term of this Agreement all Work Product delivered to the Customer by
BUILDERadius.
10. Data Management. The Customer agrees that (a) BUILDERadius hosts a separate and complete copy
of the data contained in the B1uePrince Monarch database; (b) BUILDERadius may use the data for
commercial purposes; and (c) that BUILDERadius shall have all rights to all of the fees it collects pursuant
to the services described above.
11. Certain Responsibilities of Customer. The Customer shall be exclusively responsible for the
supervision, management, and control of its use of the Program Products, including, but not limited to: (a)
ensuring proper machine configuration., program installation, audit controls, password protection, and
operating methods; (b) establishing adequate backup plans, based on alternate procedures, in the event of a
licensed program malfunction; (c) implementing sufficient procedures and checkpoints to satisfy its
requirements for security and accuracy of input and output as well as restart and recovery in the event of a
malfunction; (d) maintain a dedicated Internet connection; and(e)provide BUILDERadius full access to the
B1uePrince Monarch database for the purposes of software support and backup. It is understood that it will
be the Customer's responsibility to enter into the Customer's system the data necessary for the operation of
Program Products and to ensure the accuracy of said data and to update and monitor the accuracy of the
Program Products. The Customer's failure to provide sufficient oversight to the use of the Program
Products, which results in B1uePrince staff intervention, will be subject to Professional Support Charges as
noted in Exhibit A.
12. Indemnification.
a) Indemnification for Negligence and Willful Misconduct. BUILIERadius shall indemnify and hold
harmless Customer and its officers, agents, and employees from any and all claims, demands, suits,
actions, proceedings, losses, costs, damages, and expenses of every kind, including attorney fees,
which arise pursuant to the Agreement and are brought or made against Customer or its officers,
agents or employees on account of bodily injury, including death, or property damage caused by
the negligence or willful misconduct of BUILDERadius. Customer shall indemnify and hold
harmless BUILDERadius and its officers, agents, and employees from any and all claims, demands,
suits, actions, proceedings, losses, costs, damages, and expenses of every kind, including attorney
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April 1,2011 BPM2011-04-01.04 J
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fees, which arise pursuant to the Agreement and are brought or made against BUILDERadius or its
officers, agents or employees on account of bodily injury, including death, or property damage
caused by the negligence or willful misconduct of Customer.
b) Indemnification for Intellectual Property Infringement. BUILDERadius agrees to defend,
indemnify, and hold harmless Customer and its officers, agents, and employees from and against
any claim, suit, demand, or action and the costs and expenses incident thereto (including costs of
defense, settlement, and reasonable attorney's fees) alleging that the Program Products or any
component thereof infringe a United States patent, copyright, trademark, or trade secret. In
addition, if a temporary or a final injunction is obtained against Customer's use of the Program
Products or any component thereof by reason of infringement of a United States patent, copyright,
trademark, or trade secret, BUILDERadius will, at its option and expense, either: (i) procure for
Customer the right to continue to use the Program Products or such component or (ii) replace or
modify for Customer the Program Products or such component so that it no longer infringes such
rights, so long as the utility or performance of the Program Products is not materially impaired and
the Program Products continue to conform to their applicable specifications and / or
documentation in all substantial respects. If BUILDERadius is unable to provide either of the
remedies described in clause (i) or (ii), then Customer shall have the option to terminate this
Agreement. Notwithstanding the foregoing, BUILDERadius shall have no liability to Customer for
any infringement action that is based upon or arises out of(A) Customer's negligence or misuse of
the Program Products, (B) Customer's modification or other change of the Program Products,
other than changes made or authorized by BUILDERadius, (C) the combination of the Program
Products with any other system, equipment, hardware, or software, (D) failure or breakdowns of
any third-party hardware or software, or (E) failure of Customer to install any update to the
Program Products provided by BUILDERadius. This Section constitutes the entire liability of
BUILDERadius, and Customer's sole and exclusive remedy with respect to, any third-party claims
of infringement of such intellectual property rights.
c) Indemnification Procedures. With respect to indemnification claims made under this Agreement,
(i) the party making an indemnification claim (the "Indemnified Party") shall give the other party
(the "Indemnifying Party") prompt written notice of such action and all prior claims relating
thereto, (ii) the Indemnified Party shall reasonably cooperate with the Indemnifying Party in the
defense and settlement of such action, and(iii) the Indemnifying Party shall have sole control of the
defense of such action and all negotiations for its settlement or compromise.
13. Limited Warranty. BUILDERadius warrants that for a period of one year after the Program Products
have passed the first Go Lave milestone for the Customer, the Program Products shall operate in all material
respects with BUILDERadius' then current specifications for the Program Products. If BUILDERadius
breaches the foregoing warranty and Customer promptly notifies BUILDERadius in writing of the nature of
the breach, BUILDERadius shall make commercially reasonable efforts to promptly repair or replace the
non-conforming Program Products without charge. If, after a reasonable opportunity to cure,
BUILDERadius does not repair or replace the non-conforming Program Products, Customer shall have the
right to terminate this Agreement, BUILDERadius shall have no liability under this Agreement for the
failure of the Program Products to conform with the warranty in this Section if such failure is the result of
(a) Customer's negligence or misuse of the Program Products, (b) Customer's modification or other
change of the Program Products, other than changes made or authorized by BUILDERadius, (c) the failure
of data supplied by Customer to conform to the applicable formats of BUILDERadius, (d) failure or
breakdowns of any third-party hardware or software, or (e) the combination of the Program Products with
any other system, equipment, hardware, or software. This is Customer's sole and exclusive remedy for
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April 1,2011 BPM2011-04-01.04 1
breach of the warranty in this Section. THIS LIMITED WARRANTY IS IN LIEU OF ALL OTHER
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF
MERCHANT ABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
14. Limitation on Liability and Damages. BUILDERADIUS SHALL HAVE NO LIABILITY UNDER
THIS AGREEMENT FOR INDIRECT, CONSEQUENTIAL, EXEMPLARY, PUNITIVE, OR
INCIDENTAL DAMAGES, OR LOSS PROFITS, EVEN IF BUILDERADIUS HAS BEEN ADVISED
OF THE POSSIBILITY OF SUCH DAMAGES. CUSTOMER AGREES THAT BUILDERADIUS'
TOTAL LIABILITY ARISING OUT OF THIS AGREEMENT OR OTHERWISE SHALL NOT
EXCEED THE AMOUNTS ACTUALLY PAID BY CUSTOMER TO BUILDERADIUS UNDER
THIS AGREEMENT.
15. Miscellaneous.
a) Relationship of the Parties. BUILDERadius and Customer are independent entities engaged in the
operation of their own respective businesses. Neither party is, or is to be considered as, the agent
or employee of the other party for any purposes whatsoever. Neither party has authority to enter
into contracts or assume any obligations for or on behalf of the other party or to make any
warranties or representations for or on behalf of the other party.
b) Entire Agreement. This Agreement and Exhibits A thru. F, attached hereto (which Exhibits are
incorporated herein and made a part of this Agreement) include all agreements and understandings
with respect to the subject matter hereof and supersede all previous or contemporaneous
agreements and understandings relating to the subject matter hereof, whether oral or in writing.
This Agreement constitutes the final and entire agreement of the parties hereto. This Agreement
cannot be amended or modified except by a subsequent written agreement (designated as such)
manually executed by duly authorized representatives of both parties.
c) Severabillty. If any term or other provision of this Agreement is invalid, illegal, or incapable of
being enforced by any rule of law or public policy, all other conditions and provisions of this
Agreement will nevertheless remain in full force and effect so long as the economic or legal
substance of the transactions contemplated is not affected in any manner materially adverse to any
party. Upon such determination that any term or other provision is invalid, illegal or incapable of
being enforced, the parties will negotiate in good faith to modify this Agreement so as to effect the
original intent of the parties as closely as possible.
d) No Waiver; Remedies Cumulative. No failure or delay on the part of any party in the exercise of
any right hereunder will impair such right or be construed to be a waiver of, or acquiescence in,
any breach of any provision of this Agreement, nor will any single or partial exercise of any such
right preclude other or further exercise of any other right, All rights and remedies existing under
this Agreement are cumulative to, and not exclusive of, any rights or remedies otherwise available.
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EXHIBIT A: Software and Services Pricing and Payment
The prices below will remain valid through April. 30'h, 2011 with Project Kickoff as soon as possible after
June 1, 2011. Implementation Schedule is expected to require between 12 and 18 months, depending
upon the scope of the workflows and features requested by the customer.
BluePrince Monarch Pricing Proposal
Palm Springs, CA
1.Software Licenses Fees
BluePrince Monarch Land Management Suite: 20 users S 85,000
•Project Management
•Land Use Management
•Permit Management
•Licensing Management
•Code Enforcement
•Inspections
Site Hosting License'(Cloud Deployment-see footnote): Tva
Licensing Subtotal: $85,000
Licensing Subtotal:
2.Implementation Services
A Software Implementation
Project Reviews&Audits $ 12,000
Worldlowand Configuration $ 50,000
•Building Permitting-BluePrince Monarch(Early Adopter Pricing)
•Code Enforcement-BluePrince Monarch(Early Adopter Pricing)
•Planning/Zoning-BluePrince Monarch(Early Adopter Pricing)
System Installation(Cloud Deployment-see footnote): waived
Subtotal: $62,000
B.Data Conversion and Import Services
Legacy Property Data(sample received) $ 5,000
Legacy Permit Data(sample received) $ 5,000
Subtotal: $10,000
C.Training Services
User Training(On-Site) 8 days $ 5,000
Subtotal: $5,000
D. Travel Expenses
Subtotal: S38,000
E.Customizations and System Integrations
Subtotal: n/a SO
Implementation Subtotal: $115,01)0
BluePrince Monarch Initial Term Total(Early Adopter) $200,000
3.Annual Support and Maintenance'
Per Year Amount Years 1-2(per agreement) 20 users $ 4,800
Incremental Per Year Amount:Years 3-5 20 users $ 13,300
Support for Integrations n/a $
Initial Term Total based an 2.8 Offer $63,000
Incremental Cost of Monarch Support Years 3-5 $25,500
Adjusted Initial Term Years I-5 Total Per Agreement $88,500
A$10,000 license charge applies if deployment is at the customer site rather than in the cloud
2 A$2,0D0 installation charge applies If deployment Is at the customer site rather than in the cloud
3 Annual rate adjusted based on previous negotiation of pre-payment of Support&Maintenance at BluePrince 2.8 rate
BluePrince Monarch Master Software and Services Agreement Page 9 of 25
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1. Payment Terms. The Customer agrees that all invoices are due within 30 days of the date of the
invoice. The Customer has two payment options for the cost of licenses and services for the initial term
of this contract and for subsequent 12-month Support and Maintenance Terms, Fifty percent of the
above"Adjusted Initial Term Total Per Agreement"will be invoiced upon the signing and execution of
this Agreement. The remaining 50 percent will be invoiced 12 months from the signing and execution
of this Agreement or at the Project Closeout date, whichever occurs first. An invoice for the Annual
Support and Maintenance will be generated at least 30 days prior to the end of the initial term and a full
payment for the annual cost will be expected.
2. Support and Maintenance Term. The Support and Maintenance payments for the first two years have
been pre-paid. Subsequent Support and Maintenance periods are for one full year and renew annually,
As previously noted, the rates quoted for Support and Maintenance Services only apply for continuous
coverage from BUILDERadius.
3. Payment for Annual Recurring Costs after Initial Term. In order to avoid a lapse in services or
coverage, the payment for Annual Recurring Costs will be invoiced annually prior to expiration of
services. Annual Recurring Costs are recalculated on a yearly basis and only apply for continuous
coverage from BUILDERadius.
4. Change Orders. This is a fixed price based on the scope outlined in this document and will only be
adjusted through a written change order agreed to and signed by both parties.
5. Late Fees. BUILDERadius will invoice Customer for all amounts due under this Agreement. All
invoices are due within 30 days of the invoice date. With respect to any invoice not paid in full within
10 days of the due date set forth in the invoice, Customer shall pay BUILDERadius a late fee calculated
as 5%of all past clue amounts. If the invoice remains unpaid in full for over 30 days, the Customer shall
pay BUILDERadius an increased late fee of 10%of all past due amounts. In addition, if Customer fails
to pay any amount that is past due for over 90 days after notice from BUILDERadius, then Customer
acknowledges and agrees that BUILDERadius may terminate Customer's access and use of the Program
Products via electronic means.
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EXHIBIT B: Description of Modules and Services
1. Program Products (Modules)
BUILDERadius will provide the following modules. A prototype screen is provided as an illustration:
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a) BluePrince Monarch Land Management Suite Core Features: The BluePrince Monarch Land
Management Suite enables users to manage projects across departments, facilitating the flow of
required approvals and tasks. Users across municipal departments may perform various daily tasks
(e.g., approvals, assess fees, send letters). The core features of the Land Management Suite include
Workflow Management, Automated Alerting, Accounting and Fees, User Access Security, Real
Time Maintenance, Information Access, and Reporting.
b) BluePrince Monarch Project Management Module: Within Project management, each project step
may be automatically initiated once all the completion criteria of the previous step are complete.
Alternatively, control may be provided to a user responsible for reviewing the results of the analysis
prior to signaling completion. Auditing rules may be created such that a sampling of projects
requires review, either selected randomly or via project criteria. Review notes at each step in the
work flow may be carried forward and stored with the final work product. If a project is completed
with exceptions or approval conditions, automated monitoring and review processes can be
initiated and traced so that follow-up is enforced. The relationship between projects :may be
hierarchical, with multiple subprojects being associated with the primary project. Likewise, data
and business rules from the primary project may either apply to or be copied into subprojects.
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Feedback, comments, and approval notes may all be gathered and retained with the application
data.
c) BluePrince Monarch Land Use Management Module: Users can issue zoning permits, handle
zoning relief reviews, log variances, handle an infinite number of checklists, and adapt to
departmentally-customized work flows for each of an unlimited number of project types impacted
by land use. Multiple layers of Zoning and Planning Districts may be defined within the
community, with business rules addressing those that apply for each particular work flow.
d) BluePrince Monarch Permit Management Module: BluePrince Monarch Permitting allows a
jurisdiction to create very simple permits as well as to manage levels of master and sub-permits on a
large-scale commercial multi-property project. The requirements of the customer determine the
work flow. Community planners will be able to define and customize as many different permit
types and related fees as they desire. BluePrince Monarch allows users to improve the speed and
accuracy of issuing permits by identifying relevant fields for each permit type, as well as providing
customized options from which to select. The clerk can have complete control over the permit,
including the ability to make whatever changes are necessary at any point in the process. The
jurisdiction can set security levels for users so that only authorized users have the ability to override
initial selections. Users can also reinstate expired permits and enforce fees required for
reinstatement.
e) BluePrince Monarch Code Enforcement Module: BluePrince Monarch Code Enforcement allows
jurisdictions to create, manage, and track code enforcement cases and zoning complaints. Users can
manage code enforcement cases according to statute by ensuring required actions are completed in
their proper order, based on a customized action sequence. BluePrince Monarch calculates and
tracks code enforcement fees and generates and assigns tasks, automatically notifying the
responsible parties that their input is needed.
2. Professional Services
BUILDERadius will provide the following professional services:
a) BluePrince Monarch Solution Implementation: The BUILDERadius staff will provide installation,
configuration, training, and User Acceptance Testing, as described in Exhibit C.
b) BluePrince Monarch Legacy Data Export, Conversion and Import Services: The BUILDERadius
staff will take existing data from the sourcc(s) listed in Exhibit C, convert the data and import it for
use in BluePrince Monarch.
c) BluePrince Monarch Custom Training: The BUILDERadius staff will provide training for all
modules and services through advanced online training techniques, telephone calls, and on-site
implementation and / or training-support as described in Exhibit C.
3. Support and Maintenance Services
Customers under Warranty or who have Service and Maintenance Agreements have access to the Support
and Maintenance Services defined in Exhibit D. These customers also have the opportunity to purchase
additional Software and Professional Services unavailable to other customers.
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EXHIBIT C: Professional Services Statement of Work
This section describes the scope of the project. As the project progresses, any additional items that are not
included in this section will require a change order for additional software modules or professional services
and associated fees.
1. Technical Environment for Solution
The technical environment provided for the Solution can be critical to the success of the Implementation.
As such, agreements have been documented in this section on how the solution will be hosted and the
technical capabilities that will be provided to it.
a) Hosting Environment: Cloud-based, supplied and maintained by BUILDERadius
b) Client Recommendations:
The customer agrees to provide each client with this set of capabilities or greater.
• Browser: Internet Explorer 8, Firefox 3.6
• NET 4.0 architecture for desktop tools
• Dedicated Internet access
2. Scope of BluePrince Monarch Solution Implementation
This section identifies the organizational impacts of the BluePrince Monarch Implementation, in terms of
customer departments, workflows, and user group needs. The information will be used to identify and
estimate the installation, configuration, training, and User Acceptance testing required during
Implementation. It will characterize the workflows and configurations required to be delivered and tested
by BUILDERadius and the configuration requirements of end users that are required to be delivered by
BUILDERadius and tested during User Acceptance Testing. User Groups that are impacted by workflows,
system interfaces, and data integration will be identified and characterized. The anticipated size of each
impacted user group will be defined so that training resources can be estimated.
Existing documentation of organizational workflows and other configuration material can be provided and
incorporated as baselined documents for the Project to contribute to the estimation process. The scope of
anticipated changes to existing workflow documents is also required to aid in estimating.
a) Organizational Impacts: Table 1 lists all Customer Departments that may be impacted by this project.
The scope of Implementation Services provided to the departments will become part of the Statement
of Work. Any customer department not explicitly listed in this table is outside the scope of the
Implementation.
Each customer department listed in Table 1 will have Subject Matter Experts (SMEs) identified who
will participate in the BluePrince Monarch Implementation during business analysis, workflow review
and documentation, change control, and/or testing. Each department's business process scope and
project scope will become part of the Statement of Work.
b) Customer Responsibilities: The customer is responsible for providing a SME for each customer
department planning to utilize the system. The SME must support the definition, review, and change
control on any workflows or configuration needs identified and must actively participate in the
definition and execution of User Acceptance Testing. All users must be available for training. Any new
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departments or modifications beyond identified in the Statement of Work will require a Change Ordcr,
Please note the required activities and deliverables documented in the Implementation Schedule.
Table 1:Workflow Definition
Department Name Module(s)Required SME S of Users
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Building&Safety TBD TBD
Finance&Treasury TBD TBD
Information Technology TBD TBD
Planning Services TBD TBD
Public Works& TBD TBD
Engineering
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3. Scope of Data Import
This section identifies the legacy data required to be exported, converted, and imported into B1uePrince
Monarch as part of the Implementation Project. Note that a sample of each source of legacy data must be
provided to BUILDERadius prior to execution of this agreement and any changes to the number or format
of legacy data files after the agreement will result in additional costs.
1, Property Data. Legacy property data will be imported from Source System to be identified.
a) Data Description: to be defined
b) Timing and Mechanism(s) of Import: One-time, pre-Go-Live import using B1uePrince Property
Importer tool and periodic, past-Go-Live updates using the B1uePrince Property Importer tool.
c) Data Objects to be Imported from this Source: To be determined during analysis of sample data
—may include: Properties, Owners, Structures, Variances
d) Exceptions/Special Conditions of Import: To be determined during analysis of sample data —
may include: ident fy/eliminate duplicates, Properties use unique PINS
a) Sample of Data Source has been provided to BUILDERadius: Yes, on March 8, 2011. Data
mapping will be a joint responsibility.
2. Permit and Inspection Data. Legacy permit and inspection data will be imported from Source System
to be identified
b) Data Description: to be defined
c) Timing and Mechanism(s)of Import: One-time, pre-Go-Live import using custom scripts, Scripts
and results of import will be tested and reviewed by customer prior to Go Live.
d) Data Objects to be Imported from this Source: To be determined during analysis of sample data
— may include: Building Permits, Zoning Permits, Code Enforcement Cases, Inspections,
Contractors, Properties, and Owners
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e) Exceptions/Special Conditions of Import: To be determined during analysis of sample data —
may include: identify/eliminate duplicates, Properties use unique PINS
f) Sample of Data Source has been provided to BUILDERadius: Yes, on March 8, 2011. Data
mapping will be a joint responsibility.
3. Customer Responsibilities: The customer is responsible for providing a Subject Matter Expert (SME)
for the customer organization(s)planning to utilize the data imported into B1uePrince. The customer is
also responsible for maintaining the legacy system and data schema from the first time the data export is
analyzed until the import is complete. Any modifications to the data schema not included in the
Statement of Work will require a Change Order to the Statement of Work. Please note the required
activities and deliverables documented in the Implementation Schedule for system and data integration.
In particular, these are steps we have found critical to successful export, conversion, and import and
unless removed from this Statement of Work will be expected from the customer:
a) Customer's IT contact must upload a sample of all legacy data sources to the BUILDERadius FTP
site and allow preliminary analysis and review of the data prior to the execution of this contract.
b) Customer's IT contact must upload complete backups of all requested legacy data sources to the
BUILDERadius FTP site during critical checkpoints during the Data Import Test Plan and during
the Data Import prior to Go Live.
c) Data must be provided in at minimum a tab or comma delimited ASCII format, if a full database
structure is not available,
d) Data must have descriptive file headings or be accompanied by an additional file giving a description
of each field.
e) Data for the final import into B1uePrince Monarch must be provided in the exact format and
schema as the data from all previous samples and backups. If the data provided for the final import
is in a different format than the data originally provided, a minimum charge of $1,500 will be
applied for each modified file format, a Change Order will be generated for the Project, and any
expenses to BUILDERadius due to the delay of going live will be invoiced to the customer,
including any non-refundable travel expenses and additional work to accommodate the modified
file format and extend the Project.
4. Scope of Custom Training
The BUILDERadius staff will provide training for all modules and services through advanced online training
techniques, telephone calls, and on-site implementation and / or training support as described in Exhibit C.
A detailed training plan will be defined during Implementation,
5, Implementation Consulting
Total Consulting Hours: BUILDERadius, Inc. has estimated its project costs based on the data in this
Statement of Work. Changes to the scope of work may increase the project costs and require a change
order.
On-Site Days: The number of on-site training days included in this project is specified in Exhibit A.
Additional on-site training may be purchased by the customer.
6. On-Site Consulting
BUILDERadius Engineers will schedule site visits to the Customer during B1uePrince Monarch
Implementation as necessary. Any milestones for which on-site visits are required by either BUILDERadius
or the Customer will be identified in the Statement of Work.
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EXHIBIT D: Support and Maintenance Services
BUILDERadius will provide both Support and Maintenance for the life of this Agreement for the BluePrince
Monarch software products integrated by the BUILDERadius Team and the accompanying online services.
The descriptions of Support and Maintenance are listed in the sections below.
1. Software Support Overview
As part of this Support, the Customer is entitled to the following services:
1. Support Specifics
a) E-mail support via trouble ticketing system and unlimited telephone answering service with a
guaranteed response time of two business hours(Mon- Fri, Sam- 8pm Eastern Time).
b) Full shared screen support using GoToMeeting, enabling support engineers to remotely see the
Customer's computer screen and execute commands when needed.
c) The opportunity to purchase:
i) Customized training programs
ii) BluePrince Monarch optimization consultations
iii) Custom programming (System/Database interface, Data Export, Reporting)
2. System Defect Classifications
a) Blocker—System failure that halts business operations. This failure is due to a BluePrince Monarch
software failure and is not related to hardware, network, or other infrastructure difficulties. No
workaround exists.
b) Critical--- Component failure. One or more pieces of the BluePrince Monarch software suite does
not work as intended and no workaround exists. In this case, core functionality remains, but the
system is not fully operable. Web services might not function, for example.
c) Major—Failure or defect that may impede but does not prevent business operations and for which a
workaround exists.
d) Minor — Defect such as a misspelling or an incorrect link is encountered. Full or usable
functionality remains.
e) Enhancement—Request for development that will improve functionality or usability.
3. Response Goals and Documentation
a) Response goals for all support issues will be within two hours of initial reporting and within two
hours of each subsequent customer correspondence (during BUILDERadius customer support
hours). BUILDERadius will provide e-mail and / or telephone support as needed and may use
screen sharing using GoToMeeting to resolve the problem.
b) All tickets and calls will be logged into the system,identified according to severity and immediately
dispatched to the appropriate support work groups. If performance is not satisfactory, please direct
complaints to the BUILDERadius Account Manager.
c) The Customer will be notified through the automated trouble ticketing system as soon as an issue is
logged, and the BluePrince Support Team will personally document a response within two hours
via e-mail. There may be more information requested if this initial response cannot resolve the
issue. BUILDERadius will communicate with the Customer to gather all information to correctly
resolve or identify and escalate the system issue'. All e-mail correspondence should include
appropriate trouble ticketing information to correctly route communication according to the
appropriate issue and support work group.
In order to properly prioritize each issue,BluePrince will assign a defect classification after consulting with the Customer.
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4. Service Escalation
a) In cases where a solution cannot be provided to restore major functionality after identification of
Blocker and Critical defects, BUILDERadius support will escalate the issue to the BluePrince
Development Team to resolve the difficulty as quickly as possible. Major functionality will be
restored as soon as possible via an emergency patch release. The Customer will provide technical
support to assist system engineers and product development staff to diagnose and resolve the
problem,
b) Major defects will be resolved as rapidly as practical and will be distributed through planned
releases. Fixes will be delivered according to when they were received and prioritized based upon
importance. Premium Support customers take preference over Standard Support customers in
these issues. BUILDERadius may contact the Customer through phone or e-mail to gather
additional information to help resolve these issues and to provide consultation on available
workarounds.
c) Minor and Enhancement defects will be reviewed and resolutions will be distributed through
planned releases. Feature requests and enhancements should be made in writing to the
BUILDERadius Support Team through the BluePrince trouble ticketing system. Feature requests
will be prioritized according to feasibility and anticipated value to the entire BluePrince Monarch
user base.
S. Contacting BluePrince Monarch Support
All reports of system problems should be submitted through one of the following means:
a) BluePrince Monarch: Create a trouble ticket directly through BluePrince Monarch.
b) E-mail: Create a trouble ticket by sending an e-mail to Support&bluepri rice.coin
c) Phone: Call 888-592-5336/828-350-9950, and follow the prompts for"Technical
Support" to speak to a technical support engineer (if available) or to create a trouble ticket via our
24 hour answering service.
d) BluePrince Community: Register for access to our BluePrince Community Forum, and submit a
trouble ticket directly from the website.
2. Software Maintenance Overview
As part of this Maintenance, the Customer is entitled to the following services:
a) Preferred Notification. Preferred notification priority and upgrade support for all planned updates
to the Program Products purchased.
b) Forum News. All news regarding updates will he documented on the BluePrince Community
Forum. The Customer may receive automatic notifications by subscribing to the BluePrince
Community News Forum.
c) Release Access. Access to all maintenance / bug fix updates to the Program Products purchased.
A maintenance release is a planned release that addresses non-critical system defects. An
emergency bug fax is an unplanned type of maintenance release used to fix Blocker and Critical
system defects.
d) Beta Site Option. Option to apply for beta site status prior to official release of major upgrade. A
major upgrade adds and / or changes significant modules or functionality to the BluePrince
Monarch software suite and entails a change in system architecture that requires a full
implementation cycle.
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3. Software Support Restrictions
BUILDERadius will provide support and maintenance for BluePrince Monarch and all associated software
developed and released by BUILDERadius.
a) Third Party Programs. The BluePrince Support Team does not support or maintain any programs or
interfaces built by the Customer or third party providers. While any provided BluePrince Monarch
API is supported, applications, integrations, or interfaces built using the API are not supported by
the BluePrince Support Team.
b) Support Limitations. If, however, the Customer chooses to develop such an interface, the following
limits on this support agreement will be in effect:
i. BUILDERadius will not provide support or maintenance for such an interface.
ii. BUILDERadius will not provide BluePrince technical support for problems caused by such
customer developed integration.
iii. Beyond providing access to historical database backups (up to two months of weekly backups
archived on the BluePrince Monarch servers), BUILDERadius will not provide assistance in
data recovery, restoration, or repair that may be necessary to resolve an issue caused by such
an interface.
4. Software Maintenance Restrictions
BUILDERadius will provide support and maintenance for BluePrince Monarch and all associated software
developed and released by BUILDERadius. With the following restrictions:
a) Updates. BUILDERadius will provide the described maintenance as a part of this service in order to
provide the most stable software available in a proactive manner. If the Customer chooses not to
install specific minor or maintenance releases, BUILDERadius will not be responsible for any
system defects that arise as a failure to move to the latest version.
b) Update Limits. BUILDERadius will attempt to keep all customers on the latest stable version of
BluePrince Monarch and will not be responsible for system defects that arise as failure to upgrade
because of the Customers' inability to receive updates for reasons outside of BUILDERadius'
control, including but not limited to, loss of Internet connection or outdated contact information.
c) Product Sunset. BUILDERadius may choose to discontinue maintenance releases to older versions
of BluePrince Monarch. At that time, the Customer will be offered the opportunity to upgrade to a
newer version of BluePrince Monarch, for a fee, or continue to run their existing version. The
Customer must understand that technical issues that exist or arise in a non-maintained version will
not be fixed by BUILDERadius. Enhancements and new features will also not be developed for
non-maintained versions of BluePrince Monarch. All customers will be given at least 180 days'
notice of any decision to discontinue maintenance on a product. Note that should BUILDERadius
choose to stop selling Support contracts on an older version, when any Support contract expires,
BluePrince Monarch will no longer operate as a software solution.
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EXHIBIT E: Customer Obligations
Based upon BUILDERadius' experience, in order to successfully implement the BluePrince Monarch
software solution for the Customer by the Go-Live date, the Customer must meet the following
obligations. Please communicate these obligations to the appropriate art within your organization
I. Project Manager. Customer will assign a Project Manager as the single point of contact and escalation
for all project related issues, This Project Manager will be the primary interface for the BluePrince
Monarch Implementation Project Manager and will be responsible for facilitating the efforts and
escalations with the jurisdiction's employees and departmental stakeholders to ensure that the project
milestones and deadlines are met. Additionally, this Project Manager will ensure participation by
departmental stakeholders in regularly scheduled status review meetings hosted by the BluePrince
Monarch Implementation Project Manager.
2. Cooperation. In order for BUILDERadius to properly implement BluePrince Monarch software, every
department that interacts with BluePrince Monarch software shall actively assist BUILDERadius in
defining the workflow, data, system interface, testing and training requirements of the customer,
participating in training and User Acceptance Testing, and in implementing the complete BluePrince
Monarch installation.
3. Documentation. The Customer will actively.participate in defining the detailed the workflow, data,
system interface, testing and training needs critical to success of the Implementation and will review
and participate in change control of baselined documentation on which the implementation is based.
This should include all user perspectives and activities expected to be supported by BluePrince
Monarch.
4. Legacy Data for Import. The Customer acknowledges that the list of data sources specified in Exhibit C
is a complete list of legacy data to be imported to BluePrince Monarch. The customer will provide a
sample or complete set of the relevant data in the source data format specified to BUILDERadius at
each Milestone defined in the Implementation Schedule and in the Data Integration Test Plan.
BUILDERadius will make its best efforts to import as much of the legacy data provided by the
Customer and to do so as cleanly as possible. However, 100% data conversion cannot be guaranteed,
and BUILDERadius is not required to resolve data integrity / cleanliness issues that are native to the
legacy system. BUILDERadius and the Customer will work cooperatively to test, review, and analyze
imported data so that conversion issues are identified and resolved as quickly as possible.
5. Mobile Hardware. Unless specifically stated, no customized support for mobile wireless hardware will
be provided. If required, specific Mobile Hardware must be identified as a system interface and
included in all system interface testing plans.
6. Process Optimization. The Customer will actively direct and take ownership for any business process
optimization enabled by BluePrince Monarch.
7. Training. The Customer will dedicate uninterrupted time of appropriate personnel for training.
Customers who choose to reduce BluePrince Monarch training requirements by participating in"Train
the Trainer" sessions agree to take ownership of the associated training hours. The Customer will make
its best effort to maximize attendance in the training sessions and cooperate with the BluePrince Team
so that training is as effective as possible.
8. Enable Online Collaboration Tools. The Customer will make its best effort to enable GoToMeeting for
the purposes of shared desktop functionality needed for training and configuration tasks.
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9. Enable Communication. The Customer will allow for e-mail communications to and from
builderadius.com and its domain aliases. The Customer will allow outbound Internet access to the
BUILDERadius website and its aliases from each client and the server.
10. Deadlines. The Customer will commit all appropriate resources to meeting the deadlines.
11. Changes and Enhancements. The Customer understands that while BluePrince Monarch is a highly
configurable software package, it is not custom software. Any and all changes to the Project or
BluePrince Monarch enhancement requests will need to be considered by BUILDERadius for
incorporation. Change/Enhancement requests will be submitted to the BluePrince Monarch Project
Manager during the Implementation Project utilizing the change order request, or to the Support Team
during Support and Maintenance utilizing the trouble ticket process. Depending upon the urgency,
complexity and anticipated cost of the requested enhancement, a Project Impact Statement, with a
quote, may be generated and provided to the customer.
12. Third Party Software. The Customer is responsible for obtaining, prior to the Project Kick-Off(late, all
third party software necessary for this BluePrince Monarch installation, as listed in the table below and
consistent with the Technical Environment noted in Exhibit C.
Relevant Third Party Software
Operating System Licenses(for each workstation)
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EXHIBIT F: Project Methodology
This section describes the methodology and timeline the BluePrince Monarch Implementation Team will
utilize in the implementation of the BluePrince Monarch software solution for the Customer. Evaluation,
planning, and training are based on industry best practices that have been identified and fine-tuned by
BUILDERadius based on our cumulative understanding of customer needs and operational procedures. The
times and durations of tasks listed below (in hours or days) are provided as indicators of approximate level
of effort and are only rough estimates.
1. Implementation Timeline
Both parties recognize the importance of meeting the targeted Go-Live date. Achieving the Go-Live date is
dependent upon thorough contract negotiation, a successful project kick-off and both parties meeting the
responsibilities outlined in this Agreement. Six phases of Implementation are defined, each with a set of
deliverables. Deliverables are baselined work products that are mutually signed and placed under change
control for the remainder of the Implementation. It is critical to the success of an implementation that
thoughtful planning and alignment takes place at each step in the process. At each phase, alignment on any
outstanding issues or tasks is defined, The resolution of issues or outstanding work items that could impact
subsequent phases must be aligned before proceeding to the next phase of implementation.
The phases are:
• Phase 1: Business Process Analysis
• Phase 2: Integration Analysis
• Phase 3: Integration Testing and User Needs Analysis
• Phase 4: Training, Customization, and User Acceptance Test Planning
• Phase 5: User Acceptance Testing
• Phase 6: Go Live, Support and Maintenance
Standard Tlmellne: The BluePrince Monarch Implementation Team has defined a standard implementation
timeline that involves several months of detailed analysis, planning, and execution, This implementation
timeline will be adjusted according to the detail and scope of the contract and the best interests of the
Customer,
Tlmellne Changes prior to Baselined Implementation Schedule: This contract defines several critical
milestones for this project. The list of milestones will be translated into a detailed implementation schedule
that will be aligned and baselined as a result of the analysis in Phase 1 of Implementation. The goal of the
schedule will be to identify detailed dependencies and deliverables that enable the project to achieve the
critical milestones and target Go Live date of the contract. If the detailed schedule requires a modification
of any critical milestone or a change in the target Go Live date, an amendment of the contract will be made
to align these documents, If the detailed schedule achieves all critical milestones and the target Go Live
date, no amendment will be necessary. Any subsequent changes in the details of the schedule that do not
impact the milestones in the contract will not warrant amendments to the contract. Until the schedule has
been baselined, any adjustment of the critical milestones or target Go Live date that are mutually agreed to
in writing by both parties will have no penalties associated with them.
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Penalties for Missed Deadlines: Once the Implementation Schedule has been baselined and agreed to by
both parties, if any critical milestone is missed as a result of delays on the part of the Customer, then
BUILDERadius reserves the right to propose a modification of the Implementation Schedule, amendment to
the contract, and postpone the implementation to a later date. The contract amendment may also result in
an additional cost to the Customer.
Change Control Process: The BluePrince Monarch Implementation includes the definition of deliverables
that are signed off by both the Customer and BluePrince and placed under formal change control. The first
instance of each deliverable is termed a Baseline, and changes to each deliverable after it is baselined will be
reviewed and agreed to by both the Customer and BluePrince prior to becoming effective. Documents that
have been Baselined may be re-issued as needed to incorporate the changes reflected by change decisions.
An efficient and effective change control process will enable the project to proceed smoothly without
conflicts in assumptions, and is not intended to be an onerous process.
2. Implementation Phases
PHASE ALIGNED DELIVERABLES INTERVAL
• Baselined Workflow Definition
1 Business Process Analysis • Baselined Implementation Schedule 8-12 Weeks
• Phase 1 Issue Resolution Alignment
• Baselined Data Integration Mapping
• Baselined Data Integration Test Plan
2 Integration Analysis 8-12 Weeks1
• System Integration Test Plan (optional)
• Phase 2 Issue Resolution Alignment
• Data Integration Testing Results
Integration Testing,
• System Integration Testing Results (optional)
3 • Baselined User Training Plan 8-12 Weeks
User Needs Analysis
• Baselined Customization Plan
• Phase 3 Issue Resolution Alignment
• Training Completion Results
Training, Customization, • Customization Completion Results
4 User Acceptance Test • Baselined User Acceptance Test Plan 8�12 Weeks
Planning P
• Phase 4 Issue Resolution Alignment
• Pre-Live Audit Results
5 User Acceptance Test 8-12 Weeks
• phase 5 Issue Resolution Alignment
• Live Audit Results
Go Live,
6 • Project Closeout Documentation 8-12 Weeks
Support and Maintenance
• Phase 6 Issue Resolution Alignment
2 Inclusion of system integration may extend this interval,depending on complexity.
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3. Project Meetings
CROSS-PHASE MEETINGS:
Phase Kick-Off Meetings — each phase has a defined set of deliverables and milestones. The kickoff
meeting for each phase will review these deliverables and milestones and any processes to be used to
report progress or issues to the Project Managers. Throughout each phase, any changes to the scope,
milestones, responsibilities, deliverables, and processes in the Statement of Work will be handled
according to the BUILDERadius change control methodology.
Project Management Meetings — There will be regularly scheduled meetings between the Customer
and BUILDERadius Project Managers to checkpoint on progress and identify any roadblocks or issues.
This meeting will focus on reviewing critical deadlines and dependencies and raising issues that need to
be worked, rather than a lengthy status review or review of any detailed documentation. Any
additional meetings required to discuss and resolve issues, plus the key stakeholders required to be in
attendance, will be identified and prioritized during these meetings. It is critical that Project Managers
effectively identify stakeholders required for the resolution of open issues.
Working Meeting(s): Issue Resolution — these meetings will be identified and defined as necessary to
discuss and resolve any issues that impact the Project. All stakeholders identified by Project
Management are required to be in attendance and to align on the resolution of the issue.
Phase Closeout Meetings — these meeting will be held to formalize alignment that the next project
phase may begin with the set of Project deliverables baselined to date and with the current set of issues.
Issues that have critical impact to the work in the next phase should have alignment on documented
resolutions prior to this meeting.
PHASE 1 MEETINGS:
Project Statement of Work Meeting — Once the contract is signed, the Statement of Work meeting is
the first official meeting for the project. It is used to review the details of the Statement of Work from
the contract. The Statement of Work defines the scope, milestones, responsibilities, deliverables, and
processes to be used during Implementation. The BluePrince Monarch Project Manager will lead this
meeting and will use the Statement of Work as a baseline to affirm the above for this project. Key
stakeholders from the Customer organization will be identified and any issues related to project
schedules that should be noted from the offset (e.g., vacation/holiday schedules, accounting
constraints) are identified. Any changes to the scope, milestones, responsibilities, deliverables, and
processes defined in the Statement of Work will be handled according to the BUILDERadius change
control methodology.
Project Kick-Off Meeting—The Kick-Off meeting is the first official meeting for all stakeholders of the
project. It is used to review the scope, milestones, responsibilities, deliverables, and processes to be
used during Implementation. The BluePrince Monarch Project Manager will lead this meeting and will.
use a Project-specific checklist generated from the Statement of Work as a baseline. The milestones
and deliverables created and discussed during the Kick-Off meeting may be more detailed than the
milestones and deliverables in the Statement of Work, Any changes to the scope, milestones,
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responsibilities, deliverables, and processes impacting the Statement of Work will be handled according
to the BUILDERadius change control methodology.
Working Meeting(s): Project Plan Review- During this meeting the first detailed Project Plan will be
also be reviewed and the process for baselining it will be discussed; it will be baselined as part of the
first phase of the Project.
Working Meeting(s): Business Process Analysis Review— depending on the complexity of the Project,
the Project Meeting may also include a review of the plans for baselining the Business Process
Workflows, If no initial documentation exists, B1uePrince staff will work closely with Customer staff
to customize and detail the workflow. The work flow will also identify data and system interface
dependencies, define any required 3rd party components/services, and define data to be imported from
legacy systems prior to providing live service.
PHASE 2 MEETINGS:
Working Meeting(s): System and Database Integration- During this meeting the baselined workflows,
configuration requirements identified and in particular their assumptions and dependencies on system
and database integration, will be reviewed. The process for moving forward to document and plan
system integration will be discussed; integration documents for all systems and databases will he
baselined as part of Phase 2, including database source data schema, Database Integration Mapping,
System Interface Specifications, System Interface Test Plans, Database Integration Test Plans,
Configuration Requirements to support System and Database Integration testing and User Acceptance
Test Cases related to Database and System Integration.
Working Meeting: Legacy Data Export, Conversion, Mapping, and Import — During this meeting the
baselined workflows, configuration requirements identified and in particular their assumptions and
dependencies on legacy data export, conversion and import, will be reviewed. The process for moving
forward to document and execute this work will be discussed; several documents related to legacy data
export will be baselined as part of Phase 2, including legacy database schema, Data Mapping, Data
Import Test Plans, Configuration Requirements to support Data Import testing and User Acceptance
Test Cases related to Data Import.
PHASE 3 MEETINGS:
Working Meeting(s): Technical Testing Sessions - During these sessions the stakeholders for each set
of test scenarios will coordinate in executing tests and reviewing the results to identify any issues.
Issues identified during testing will documented, prioritized, the impact on additional test progress
assessed, and will be forwarded to the Project Managers. The cumulative results of testing and issues
noted during testing will be baselined as part of Phase 3.
Working Meeting(s): Training and Configuration Planning - During these meetings, the baselined
workflows, configuration requirements, System, Database, and Data Import Test Plans are reviewed to
prepare the Training Plan and the Configuration Plan. Configuration of B1uePrince Monarch for the
customer workflows must be completed prior to training on the workflows, so these efforts are worked
closely in parallel. Attention must be paid to any changes in the baselined documents arising frorn the
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technical testing in progress. The process for moving forward to document, plan, and execute these
Plans will be discussed; and they will be baselined as part of Phase 3.
PHASE 4 MEETINGS:
Working Meeting(s): Training Sessions - During these sessions, the Training Plan is executed. Issues
identified during training are documented, prioritized, the impact on additional training progress
assessed, and forwarded to the Project Managers. The intermediate results of training and issues noted
during training will be baselined as part of Phase 4. Note that training will likely continue into Phase 5.
Working Meeting(s): User Acceptance Test Planning - During this meeting existing baselined
documents are reviewed to prepare the User Acceptance Test Plan. Attention must be paid to any
changes in the baselined documents arising during this planning. The process for moving forward to
document, plan, and execute this Plans will be discussed; and it will be haselined as part of Phase 4.
PHASE 5 MEETINGS:
Working Meeting(s): Training Sessions - During these sessions, the Training Plan is executed. Issues
identified during training are documented, prioritized, the impact on additional training progress
assessed, and forwarded to the Project Managers. The intermediate results of training and issues noted
during training will be baselined as part of Phase 5. Note that training may continue into Phase 6,
Working Meeting(s): User Acceptance Testing - During these sessions, progress on the User
Acceptance Testing is compared to expected progress. Issues are identified, documented, prioritized,
the impact on additional testing progress or Go Live assessed, and forwarded to the Project Managers.
Note that part of the User Acceptance Testing may continue into Phase 6, after"Go Live"; in this case
these tests are also referred to as"Audit Tests".
PHASE 6 MEETINGS:
Working Meeting(s): Preparation for Go Live — During this meeting, the list of open issues is reviewed
to create the"punch list"for Go Live. Milestones leading to Go Live are also reviewed, as are any post-
Go Live Audit plans.
Working Meeting(s): Post Go Live Audit Sessions - During these sessions, progress on completing the
Post- Go Live User Acceptance Testing is compared to expected progress and any issues are identified,
documented, prioritized, the impact on live service or additional testing progress assessed, and
forwarded to the Project Managers.
Project Closeout Meeting — the primary goal of this meeting is to introduce the Customer to our
RluePrincc Support Team and the Support and Maintenance processes they will use after the
Implementation Project is complete. While there may be a few action items remaining that the
Implementation team will finish, any problems related to live service at this point should begin using
the Support Team processes.
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