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HomeMy WebLinkAboutAvolve Software Corporation/DOCS/$10,912.50/Upgrade to ProjectDox Software - ASA DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E Avolve Software Corporation Department of Community Services-2021 `APPROVE Appropriation# 1192 43-515.02 0;P.O.#105379 By Jon Ober!anderat9:22jr,,Jul14,2021 Contract Not To Exceed$10,912.50 AMENDMENT TO SOFTWARE LICENSE &SUPPORT AGREEMENT THIS AMENDMENT TO THE AGREEMENT FOR SOFTWARE LICENSE & SUPPORT AGREEMENT ("Agreement") entered into by and between the City of Carmel and Avolve Software Corporation (the "Professional"), as dated March 16, 2016 shall amend the terms of the Agreement by adding the additional services to be provided by Professional consistent with the Scope of Work attached hereto and incorporated herein as Exhibit "A". The terms and conditions of the Agreement shall not otherwise be affected by this Additional Services Amendment and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment as follows: CITY OF CARMEL, INDIANA Avolve Software Corporation by and through its Board of Public Works and Safety By: By: f ` ( 7 rDocuSigned by: -;;;,„.....„. , ., 97 6F8218D64 1 James Tralnarc,-Presiding Officer Authoriz d'Signature Date: 7/21/2021 Jay S Mayne -Docu Signed by: kairy Q Printed Name '-6E37C�C068E4 4 Mary Ann Burke, Member Date: 7/21/2021 CFO r—DocuSigned by: Title Novi 01afSaln, S19a"Mgbn, Member FID/TIN: 26-4081788 Date: 7/21/2021 DocuSigned by: Last Four of SSN if Sole Proprietor: ATTEST: Ste. , - Date: 7i13i2o21 Sue Wol a3ngei8t4y-- Clerk -£pristine•Pauiey;Cierk-reasurer-- Date: 7/21/2021 [CnUsers1clivingston/AppData/I.ocalPMicrosofNWindows1INetCache1Content.Outlook1562V7GSG1Avolve Software Corporation ASA Revised.doc:7/13/2021 12:07 PM] DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E 0,1100ec II 0000001 0001 01101 10 do Ohl 000000001 00000000°01001 0001 1111111 00010000000000000 0001 1 110 00110010000000 • rs'- i • ' sr. - r• 0 . • r• • • . 1 2/4/2021 OF CA444„ PI III tsse I lib our 1,114 ,0 4,1 h§hhop,hie 4141140114° M °°°iiii11°11" 01 At Prepared by your Avolve Software Representative Paul Gosselin Director of Sales 4835 East Cactus Road Suite 420 Scottsdale,AZ 85254 www.avolvesoftware.com Telephone: (651) 249-9344 Email: pgosselin©avolvesoftware.com EXHIBIT A 1 OF 5 DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E rjtl � �. a pp pppp pp kk111111 ul�liiu,ur Vmoumu V, a III IIIml1u11 ur IIIII_ This Statement of Work will focus on the upgrade of a single production and test environment for ProjectDox from version 9.1 to 9.2 for your Building and Planning workflow. The upgrade will allow Carmel, IN to take advantage of key new features that will make the internal and external processes more efficient. IN ouogNh"° N bW� nn UU�u uuHrvar NN u IIII ., um. lu o�� u V i l lu i uul umi I li i hiuo•uuou m lumen Alexia Lopez Planning Administrator Carmel, IN One Civic Square alopez@carmel.in.gov (317)571-2417 Carmel, IN 46032 Date of Quote:2/11/2021 Quote Valid Until: 4/18/2021 11111111111111 it puull ul a cull awe d1116111 "'n� Vino m 1 111,"16 I o IW 1� L H I III ProjectDox Upgrade from 9.1 to 9.2 (PS-225) Avolve will upgrade Carmel, IN production and Test environment software from ProjectDox 9.1 to ProjectDox 9.2. In addition,as part of the upgrade the below configurations will be discussed and conducted by the Avolve project manager as part of the included services. These configuration updates will go into effect for workflows started post the upgrade and moving forward. • Completion button standardization to"Submit"for all applicant facing steps of the workflow. • Inclusion of step-by-step instruction on all applicant steps of the workflow • Configuration for consolidation of the review comments into a single web page referred to as Review Comments • Standardization of resolution statutes when using Checklist and Changemark Comments(Info Only, Resolved, Unresolved, Question) • Display of a download icon on the Project's tab allowing for easy access to download final approved plans A summary of the scope is below: • Technical Services for upgrade from ProjectDox • Site reconfiguration for SQL Server 2016 • Project Management • Avolve Testing • Customer Testing Training(TES-NF) Training is conducted remotely in a lecture/demonstration style broken into multiple sessions including a session for new features broken into features for end users and administrators for the project team,a session for the plan reviewers and a session for coordinators on the new system features and display of ProjectDox 9.2. Limitation of class size is a function of the webinar technology that Avolve Software leverages estimated at 100 users. A recording of the sessions will be available post completion for a period of 15 days via an Avolve internal site for the customer to review and can be extend a single time for an additional 30-day period upon request. Launch/Project Close Out Customer will be transitioned back to support post 5 business of the go-live date. EXHIBIT A Page 2 of 5 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E arej-ctiox p rai ^ Assurance Services The assurance services fund may be leveraged at any time during or post project completion to cover additional integration requirements, identified out of scope requirements,training,and/or software not included in this statement or work. The funds intent is be used to extend the post go-live/launch care to keep the project management team engaged to assist with change management and user adoption assistance. Assurance services hours are billed on an hourly basis at a rate of$225.00 an hour. The use of hours requires a change order or an assurance services agreement that defines the work and has signatures of agreement for use. There will be Key Deliverables,as identified in the Project Activities/Deliverable Payment Schedule,which will be subject to acceptance by the Customer("Acceptance"). Upon completion of each Key Deliverable,Avolve will request from the Customer a written response within five(5)business days after receipt thereof.Notwithstanding the foregoing or anything to the contrary in the Purchase Agreement, all other Deliverables provided under this Statement of Work shall be deemed to have been accepted by the Customer upon delivery. If Customer does not approve,reasons for rejection must be clearly noted.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. 1111111 II ill ""''ii ,nun uuuuoouuuu uumumuuuumuuuuuuulllP ��� u u m uu uuum a u u uu ouu m.lino." 1.2114 uu Vm uuu um mom m liiiiiiim u a ui 1. 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. 2. Customer and its third parties and/or subcontractors will fulfill any hardware/software requirements,as identified to allow communication between Avolve Software and the Customer's permitting system in a timely fashion in order to keep the Project Plan on schedule. 3. Customer and its third parties and/or subcontractors will fulfill the hardware and network 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. 4. This best approach package to implementation relies on partnership with the jurisdiction to achieve desired go-live goals.To that end,a not to exceed 26 hours have been allocated to services and training on this project.Should the customer cause or contribute to the delay of any Deliverable,extend scope of schedule,a Change Request(s)may be issued for the incremental costs associated with delay or expansion. 5. Cancellation or reschedule requests within 48 hours of the upgrade date may result in a 20%cancellation fee. The 20%fee will be calculated on the total services for the project minus any Assurance Services. 6. All parties will reasonably prioritize their efforts to meet the Project Plan schedule 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. 7. Client will provide adequate Project management for their own resources,and/or third parties,to collaborate with Avolve's project manager.Client subject matter experts and applicable users will be accessible and available in a timely fashion and for adequate Page 3 of 5 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 EXHIBIT A DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E arej-ctiox p ra. ; . and reasonable durations.Avolve will make sure that scheduling of interviews and meetings are adequately in advance of these resource allocations. 8. Any optional items chosen in the Purchase Agreement/Sales Order are not included here and would require a modification to this Statement of Work. 9. Avolve and Customer agree to cooperate in good faith to complete the Services and Deliverables in a timely and efficient manner. 10. A list of decommissioned features and integration touch points associated to the upgrade to ProjectDox 9.2 is available for review upon request. Customer assumes responsibility for reviewing and notifying the appropriate internal and third-party persons about said changes. 11. Formatting,data and/or alterations to customized reports are not covered under this Statement of Work unless explicitly identified in the scope of work. 12. ProjectDox 9.2 includes a 90-day trial for the Avolve Training Video Subscription Service. The trial period will commence on the customer's go-live date and continue for a period of 90 calendar days. After 90 days,access to the subscription service will be turned off. The customer may purchase continued access to the annual subscription service for a fee. Contact your Avolve Project and/or Account Manager for details. 1111111 PROFESSIONAL SERVICES Product Product Name Garde Description Qty Unit Price Total Price ProjectDox Upgrade PS-225 Upgrade Carmel IN to 9.2 includes: 16 $225.00 $3,600.00 • Project Management Services Upgrade Training TES-NF Remote Training of"What's New" in 10 $225.00 $2,250.00 ProjectDox Assurance Services for configuration changes for the workflow,notifications, and any additional changes or Assurance Services PS-AS modifications not included above. 5 $10,125.00 $5,062.50 Assurance Services are to be used on a Time and Material Basis after approval from customer. Professional Services Total: $10,912.50 20%of Services shall be invoiced upon execution of Agreement. Payment for the remaining Grand amount is due net thirty days(30)from project completion. Payment via EFT. See notes for Total: details. Travel and Expenses are not included in this total and will be invoiced as incurred. $10,912.50 Page 4 of 5 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 EXHIBIT A DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E 'rjatl .....114.11111111.11 11Eou� u u� � u! 1111.111111111 u � � u umom � Ilm.�'�d � luuuu M'A.'1'1'1'1'11 1.uumu m 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. MS# Deliverable Description Acceptance Criteria Payment Amount MSO Contract Execution 20%Services • Contract Signature $720.00 MS1 Delivered Test Delivered Functional Test Environment • Sign Off Acceptance $1,440.00 Environment MS2 Training Conduct New Features Training • Sign Off Acceptance $2,250.00 MS3 Launch/Go-Live Delivered and Functional Production • Sign Off Acceptance $1,440.00 System launched into production • Per Signed MS4 Assurance Services Agreement/Change $5,062.50 Order Total Services $10,912.50 111 111.01 11t idll6iii11111llmi itu idlllll 1,11 1!11it iilllmi ii iM ii uti iiiiiiii iiui11 11 it 1i iillllll of 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. u i h 1:111 Ill uPiiiii i1:11111 i11 I i uu ulll h11u.m 1 u:161 m u uiii°i 611111 a ihhhm 2 11111111 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. Page 5 of 5 Avolve Software Corporation 14835 East Cactus Road I Suite 420 I Scottsdale,Arizona 85254 EXHIBIT A DocuSign Envelope ID:468012D0-1851-4FC4-9DFB-29985066822E Page 1 of 1 INDIANA RETAIL TAX EXEMPT 5 City ®f Carmel CERTIFICATE NO.003120155 002 0 PURCHASE ORDER NUMBER FEDERAL EXCISE TAX EXEMPT 105379 ONE CIVIC SQUARE 35-6000972 THIS NUMBER MUST APPEAR ON INVOICES,A/P CARMEL, INDIANA 46032-2584 VOUCHER,DELIVERY MEMO,PACKING SLIPS, SHIPPING LABELS AND ANY CORRESPONDENCE FORM APPROVED BY STATE BOARD OF ACCOUNTS FOR CITY OF CARMEL- 1997 PURCHASE ORDER DATE DATE REQUIRED REQUISITION NO. VENDOR NO. DESCRIPTION 7/8/2021 370234 Upgrade to ProjectDox AVOLVE SOFTWARE Dept of Community Service VENDOR 4835 EAST CACTUS ROAD SHIP 1 Civic Square SUITE 420 TO Carmel, IN 46032- SCOTTSDALE,AZ 85254- PURCHASE ID BLANKET CONTRACT PAYMENT TERMS FREIGHT 57759 QUANTITY UNIT OF MEASURE DESCRIPTION UNIT PRICE EXTENSION Department: 1192 Fund: 101 General Fund Account: 43-515.02 1 Each ProjectDox Software $10,912.50 $10,912.50 Sub Total $10,912.50 FO 601 0 -11`L _ _ 311111111 se It 1 '■ A l „ Send Invoice To: s Dept of Community Service 1 Civic Square ] Carmel, IN 46032- I ► : PLEASE INVOICE IN DUPLICATE DEPARTMENT ACCOUNT PROJECT PROJECT ACCOUNT AMOUNT PAYMENT $10,912.50 SHIPPING INSTRUCTIONS *A/P VOUCHER CANNOT BE APPROVED FOR PAYMENT UNLESS THE P.O. NUMBER IS MADE A PART OF THE VOUCHER AND EVERY INVOICE AND VOUCHER HAS THE PROPER SWORN *SHIP PREPAID. AFFIDAVIT ATTACHED. I HEREBY CERTIFY THAT THERE IS AN UNOBLIGATED BALANCE IN *C.O.D.SHIPMENT CANNOT BE ACCEPTED. THIS APPROPRIATION SUFFICIENT TO PAY FOR THE ABOVE ORDER. *PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPING LABE *THIS ORDER ISSUED IN COMPLIANCE WITH CHAPTER 99,ACTS 194 AND ACTS AMENDATORY THEREOF AND SUPPLEMENT THERETO. ORDERED BY Mike Hollibaugh TITLE Director CONTROL NO. 1 05379 CONTROLLER