HomeMy WebLinkAbout06-15-20 City Commission Packet Materials - C6. Agreements w Avolve Software Corp for Elec Development Review System
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Josh Waldo, Fire Chief
Jeff Mihelich, City Manager
SUBJECT: Authorize City Manager’s signature on agreements with Avolve Software
Corporation for updates to electronic development review system.
MEETING DATE: June 15, 2020
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize City Manager’s signature on agreements.
BACKGROUND: The City of Bozeman has been using ePlan electronic plan review
software from Avolve Software Corporation since 2015. Currently only the Building
Department is using the ePlan program on a daily basis with some limited interaction from other
departments involved in the development review process. The current version of the ePlan
software is two versions behind and is missing several functions that limit efficiencies within the
system.
The proposed update would bring the city’s software up to the most current version while also
moving the system over to a cloud based system making future updates and adjustments to the
system easier. The updated software would allow for all other departments involved in the
development review process (planning, engineering, and fire) to utilize the ePlan electronic
review system. By bringing everyone on board under a single development review system and
adding some additional features that come with the update, the development review process
should see more efficiencies and less redundancy and delay.
The implementation of this software update is expected to take approximately 6 months and
should be completed by the end of the 2020 calendar year. This proposal includes initial and
refresher training for users both internal and external to the city’s review process, something that
has been missing since 2015. This update coincides with other work that is being done in
permitting and field inspections to improve the overall review and construction process.
ALTERNATIVES: As suggested by the City Commission
FISCAL EFFECTS: The Building / Engineering / Planning Funds will cover the initial cost of
$313,962.00 via a 60 / 20 / 20 split in FY-21. Years 2 – 5 have an annual maintenance cost of
$119,118 annually and will be covered via these same funds with percentages adjusted based on
use.
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Attachments: Avolve ePlan Life Cycle Solution Proposal
Avolve Software SAAS Agreement
Avolve ePlan Statement of Work
Report compiled on: June 2, 2020
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Quote Ref #201911-1499
City of Bozeman, MT
Avolve ePlan Life Cycle Solution Proposal
April 22, 2020
Prepared by your Avolve Software Representative
Bruce Crawford
Director NorCal Northwest Sales
4835 East Cactus Road
Suite 420
Scottsdale, AZ 85254
www.avolvesoftware.com
Telephone: 415-272-9435
Email: bcrawford@avolvesoftware.com
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April 22, 2020
City of Bozeman
121 N Rouse Ave
Bozeman, MT 59715
ATT: Josh Waldo
Dear Josh,
We are pleased to offer this proposal to the City of Bozeman to enhance and modernize your current implementation
of Avolve software, bringing further efficiency and ease to the process life-cycle of submitting, reviewing, approving,
storing and accessing building plans and data in your jurisdiction. We appreciate the opportunity to share our
expertise related to the business and technology challenges and desired improvements discussed with you and your
team in recent meetings.
We will help to enable and promote a viable business community by modernizing existing business processes and
service to your citizens with an improved digital plan review system that will provide a seamless integration with your
other applications and systems and help to realize Bozeman’s Economic Strategic Plan.
The City of Bozeman is currently using Avolve ProjectDox and our proposal offers a path to realize a total vision
solution from permit application submission, through electronic plan review approval to accessible record for field
inspectors and emergency response.
We look forward to reviewing with you in detail and appreciate the opportunity to better serve you and your
community.
Regards,
Bruce Crawford
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Executive Summary
The City of Bozeman is using an older version of Avolve ProjectDox implemented on-premises for Building.
The City wishes to modernize, enhance and extend the use of ProjectDox.
We are recommending a move to a SaaS model, thus eliminating the need for Bozeman to manage
backend infrastructure moving forward. The move to SaaS provides many benefits which are
documented in this proposal. Aside from Avolve now assuming complete responsibility for the
management of both infrastructure and applications, moving to a SaaS model provides Bozeman with the
option to utilize any and all Best-In-Class Avolve Workflows which have been carefully crafted using
decades of domain experience, knowledge, and feedback. Avolve workflows are available for a wide
variety of departments and their unique needs, including building permits, planning and zoning, land
development, capital improvement projects, public works projects, parks and planning, and public safety
planning. Our proposal includes implementation services for Planning, Engineering and Fire plan review
workflows.
Our proposal includes Avolve OAS (Online Applicant Services). OAS is an online application services
solution that makes it easy for applicants to interact with your jurisdiction’s building, planning, fire and public
works departments online. The benefits to your customer (applicant) is ease, availability and convenience.
For your jurisdiction it reduces lobby traffic, brings automated efficiency to simple (self-serve) permit
transactions, and it enables jurisdictions to easily change eForms and services as required. Applicants
submitting non-plan review permits fill out the application form online, pay the required fees, and then
download a letter permit. OAS can run standalone or integrated to your current Naviline and/or Cityworks
systems. OAS can validate form entry to external databases, like contractor licensing. Contractors will
appreciate the ease in submitting repetitive permit applications.
We have also included Avolve PlansAnywhere. PlansAnywhere enables field access to view all key site
information, drawings, documents, and genealogy related to a building or structure by a geo-location. Your
inspectors’ efficient mobile access to information, using their Panasonic devices, allows them to do much
more in a day, and that improves community safety.
We look forward to partnering with the City of Bozeman on this important initiative!
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Quote Delivered To
Josh Waldo Fire Chief City of Bozeman, MT
20 E. Olive jwaldo@bozeman.net (406) 582-2350
Bozeman, MT
59771 Date of Quote: 4/22/2020 Quote Valid Until: 6/19/2020
ProjectDox ePlan Solution Pricing Agreement
SAAS
Product Name Product
Code Description Qty Unit Price Total Price
Test Environment Light-Level
Capacity OAS & ProjectDox SaaS
License
SAAS-T.E
Software as a Service (SaaS) for OAS &
ProjectDox on a Test Environment with 3
virtual server-configuration. Designed for
organizations who plan to use the system for
development and/or testing with
approximately 25 concurrent users and
approximately 2,000 permits per year.
Software included for Production:
• ProjectDox Software Subscription
• Unlimited Workflow license
• OAS Software Subscription
• Includes unlimited Application Forms
license • Includes SSA for six base forms
preconfigured
Services included for SaaS Production:
• Set up and installation of OAS & ProjectDox • 24x7 Managed services
• Annual ProjectDox and OAS upgrades
• Technical Support
Test Environment Safeguard: Avolve security
policy limits access to the Test environment.
External users including the customer’s IT can
be provided limited VPN access to the Test
servers and database such as creation and
testing of custom reports. VPN access will be
made available upon request.
Includes SSA for six base forms
preconfigured.
See Hardware Configuration section.
Additional capacity requirements are available
upon request.
12 $2,000 $24,000
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Production
Environment Light-
Level Capacity
OAS & ProjectDox
SaaS License
SAAS-P.L
Software as a Service (SaaS) for OAS & ProjectDox on a Production Environment with
6 virtual server-configuration. Designed for
organizations who have approximately 100 concurrent users and 3,000 permits per year.
Software included for SaaS Production:
• ProjectDox Software Subscription
• Unlimited Workflow license
• OAS Software Subscription
• Includes unlimited Application Forms
license
• Includes SSA for six base forms
preconfigured
Services included for SaaS Production:
• Set up and installation of OAS & ProjectDox
• Managed services
• Annual OAS & ProjectDox upgrades
Production Environment Safeguard: Avolve
security policy limits access to the Production environment. External users including the
customer’s IT will not be allowed direct
access to the Production servers and database. Any development or testing can be
performed on the Test environment.
See Hardware Configuration section.
Additional capacity requirements are available
upon request.
12 $7,000 $84,000
PlansAnywhere
Test License
Subscription (3
Users)
SaaS-PA-
TEST
PlansAnywhere Test License Subscription - Maximum 3 Users
- 1 year term
1 $1,080 $1,080
PlansAnywhere License Pack (20
Users)
SOFT-PALP
PlansAnywhere License Pack
- Maximum of 20 users
- 1 year
- Internet Browser on Chrome, Safari, FireFox
and Internet Explorer - iOS App
- Admin Dashboard and Client
* Sold in packs of 20 users. We are providing two packs priced for 28 users. Avolve
reserves the right to revisit price and usage
on years 2+.
2 $7,680 $10,752
PlansAnywhere
Cloud Storage 2 TBs Cloud Storage 1 $250 $250
File Transport Manager (FTM)
File Transfer utility for plan files and documents, automated PlansAnywhere Site
creation
- Installs on ProjectDox App Server - Maps data fields to PlansAnywhere
- Maps Files to designated PlansAnywhere
categories - Transfers files to cloud storage
1 $5,000 $5,000
VPN-650Mbps VPM-650 Microsoft Azure VPN Gateway allows the customer to connect from their internal
network in to the Avolve Cloud environment.
1 $2,352 $2,352
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The secured VPN Gateway will be used for M2M connections between the Avolve Cloud
and Customer on premises environments
(hybrid environments). 650Mbps
Based on monthly cost of $196/mo., invoiced
annually.
SaaS Sub-Total: $119,118
TRAINING
Product Name Product
Code Description Qty Unit Price Total Price
TES-Video License
Subscription TES-VLS Video License Subscription (annual) 1 $5,400 $5,400
Introduction to
ProjectDox TES-INTRO
The Training and Educational Services course
includes a flexible mixture of lecture and
hands-on lab time to familiarize the user with
the basic features of ProjectDox. This 3 hour
instructor lead course will review how to
access a project, view a file, use the search
feature and communication tools to efficiently
use and communicate using the ProjectDox application. This course is limited to a max of
12 persons per session/course.
1 $1,125 $1,125
Introduction to
Marking Up in
ProjectDox
TES-MARK
This 4 hour course is designed for plan review
professionals responsible for marking up
documents electronically. Skills learned will
include but are not limited to basic viewing
and measurement tools, how to create and
edit markups, overlay and compare files.
This course is limited to a max of 12 persons
per session/course.
1 $1,350 $1,350
Workflow Business
Process Training
for Coordinating Staff
TES-
BICCOR
This course is designed to provide the coordinating staff (intake/permit techs,
coordinators, administrators, etc.) with the
knowledge of the e-plan review process and
their role within it. Skills learned will include
understanding how users will be notified,
accept and complete tasks, check status of the review and provide management of
assigned users (based on defined role).
This course is limited to a max of 12 persons
per session/course.
3 $2,000 $6,000
Workflow PDox
Training for Plan
Reviewers
TES-BICPR
This course is designed to provide the plan
reviewers with the knowledge of the e-plan
review process and their role within it. Skills
learned will include understanding how users
will be notified, accept and complete plan
review tasks.
This course is limited to a max of 12 persons
per session/course.
3 $2,000 $6,000
Annual Credit for perpetual software trade-in -$8,316
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PlansAnywhere -
Group Training
TES-PA-
TRA
PlansAnywhere Training up to 20 Users - 1 training session, scheduled, delivered
online
2 $1,200 $2,400
Training Sub-Total: $22,275
PROFESSIONAL SERVICES
Product Name Product
Code Description Qty Unit Price Total Price
Base Archival
Services PS-BA
Base Archival Services Include : - Automated Export of approved and stamped
plans and documents to a shared directory.
- Includes a maximum two workflow activities to export the plans and documents from two
folders to a shared directory
1 $12,000 $12,000
PlansAnywhere OnBoarding PS-PA-ONBRD
PlansAnywhere/FTM Dev Set-up &
Configuration
- Development instance standard set-up and config
- Initial Training (Dev Org-up to 3 persons)
- FTM standard setup, configuration and test
1 $7,999 $7,999
OAS Setup &
Training Services
PS-
OAS.SUT
Setup Services: - System Setup
- Database Table Population - mapping
control id’s to export records - Admin Training - not to exceed 5 hrs
1 $4,275 $4,275
OAS Advanced
Integration
PS-
OAS.AINT
Acquisition of application data and a push of
required data to the target permitting system
API to allow for creation of the permit and
triggering of the Project Creation process into
ProjectDox. Design requires API’s to be
customer permitting/target system. Direct
database calls from OAS to the target system
are not supported.
1 $6,300 $6,300
OAS eForm Fee
Calc (Basic)
PS-
OAS.FCB
Fix fee or % of entered field values, simple
calculation 1 $3,600 $3,600
OAS eForm Base
Validation PS-OAS.BV Professional Services for eForm Base
Validation Integration 1 $3,600 $3,600
OAS Payment
Processor PS-OAS.PP Integration Dev services & Engineering (core
product changes may be required) 80-100hrs 1 $18,000 $18,000
OAS eForm
Advanced
Validation
PS-OAS.AV Professional Services for eForm Advanced Validation Integration 1 $5,400 $5,400
OAS Basic eForm
Services
PS-
OAS.BeS
< 75 fields – w/ intelligent conditional
entry/display 1 $3,600 $3,600
OAS eForm Paper
to eForm Services
PS-
OAS.P2eF
Existing paper to electronic form design in
OAS with < 75 fields and intelligent
conditional entry/display
1 $1,350 $1,350
OAS Advance
eForm Services
PS-
OAS.AeS
>75 fields to 150 fields –intelligent conditional
entry/display 1 $5,400 $5,400
OAS SSA Template
Setup
PS-
OAS.SSA
Deploy SSA templates/permit letters, assist design and deploy to production – not to
exceed 16hrs
1 $3,600 $3,600
OAS Custom Setup
Services
PS-
OAS.CSU
Deploy ePlan application, assist with design
and deployment to production – not to exceed
18 hrs
1 $4,050 $4,050
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Best-in-Class Level 1 ProjectFlow
CORE Services
PS-BIC.L1COR
E
BIC Core Setup Services Level 1 for Workflows:
- Engineering Review
1 $15,750 $15,750
Best-in-Class Level
1 ProjectFlow PLUS Services
PS-
BIC.L1PLUS
BIC Plus Setup Services Level 1 for
Workflows: - Planning 1 $30,600 $30,600
Best-in-Class Level
2 ProjectFlow
PLUS Services
PS-
BIC.L2PLUS
BIC Plus Setup Services Level 2 for
Workflows:
- Fire Plan Review
1 $22,500 $22,500
Onboarding
Advanced PF
Integration
PS-
PF.AINT.ON
BRD
Cityworks
Initial Services for Onboarding Advanced ProjectFlow Integration includes the below;
additional quote may be required if scope
changes during Analysis: • Project Creation - Configuration of the
Avolve Project Creator Service to create a
project in ProjectDox based on defined values
from the permitting system. These include:
- Permit/Project Number
- Description
- Applicant/Submitter First Name
- Applicant/Submitter Last Name
- Applicant/Submitter Email
- Project/Case Type
- Display of Permit/Application Information
- Configuration of General
Permit/Applicant/Contractor application data
fields for display within ProjectDox via a web
page/formlet.
- Project/Permit Status Update - ProjectDox will notify the permitting system that the plan
review workflow is complete when all reviews are approved
1 $20,000 $20,000
Professional Services Sub-Total: $168,024
HOSTING AND RELATED SERVICES
Product Name Product
Code Description Qty Unit Price Total Price
Avolve Cloud Data
Migration
PS-DATA-
MIG
Migration of existing customer data onto the
Avolve Cloud. 20.2 $225.00 $4,545
Hosting Sub-Total: $4,545
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Unless otherwise stated, pricing does not include any applicable taxes that may be
applied at invoicing. Travel and Expenses are not included in this total and will be
invoiced as incurred.
Five-year commitment. First year SaaS and 20% of Services shall be invoiced upon execution of
Agreement. Payment for the total amount is due net thirty (30) days from the date of Initial
Invoice. Payment via EFT. See notes for details.
This best approach package to implementation relies on partnership with the jurisdiction to
achieve desired go-live and paperless goals. To that end a not to exceed 860 hours has been
allocated to services and training on this project. In the event scope expands or delays account
for incremental hours to be required, a Change Request(s) will be issued for the incremental
costs associated with delay or expansion.
SaaS Cost Year 2: $119,118
SaaS Cost Year 3: $119,118
SaaS Cost Year 4: $119,118
SaaS Cost Year 5: $119,118
* The City of Bozeman will receive an annual trade in credit of $8,316 for previously procured Avolve
software for 5 years. This credit is reflected in the annual SaaS cost listed above.
** The City may need to acquire Fusion license from CentralSquare. Please contact CentralSquare to
discuss licensing.
Grand
Total: $313,962
Notes:
EFT Remittance:
Avolve Software / Compass Bank
Routing #: 122105744
Account #: 2519753300
NAME:________________________________________________
TITLE:________________________________________________
SIGNATURE: __________________________________________
DATE:________________________________________________
By signing this Order Form customer acknowledge and agrees to, if purchasing (a) licenses and/or support and maintenance,
Avolve’s Software License and Support Agreement General Terms and Conditions and Avolve’s Maintenance and Support Level
Agreement; (b) professional services, Avolve’s Professional Services Agreement; and (c) training services, the Avolve University
Training Terms and Conditions; and (d) hosting services, Avolve’s Hosting Service Level Agreement. Customer acknowledges
that it has been provided reasonable access to the applicable documents listed herein online at www.avolvesoftware.com and
knowingly consents to the same. Resellers acknowledge that they will have end users formally acknowledge and be bound by all
applicable Avolve Terms and Conditions as described above.
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Avolve Cloud Infrastructure
Hardware Configuration
Avolve Cloud server configuration is based on best practices from over 150 State and Local Government agency and
implementation of Avolve product suite. The configuration below is based on estimated capacity requirements for your
municipality. It is measured based on 4 types of capacity levels from various customers volume transactions and performance
throughput of the systems. The capacity levels are based on the number of permits processed per year, concurrent users and
system resources utilization for a 24x7 operation. Avolve continues to improve its Avolve Cloud experience through newer
technology and benchmark testing, which could result to changes in the server configurations listed below.
Description Production Environment Test Environment
Web Server
• 2 CPUs
• 4 GB RAM
• 120 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Application
Server
• 2 CPUs
• 4 GB RAM
• 120 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Job Processor
Server #1
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Job Processor
Server #2
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Database Server
• 4 CPUs
• 8 GB RAM
• 2300 IOPs
• 64 GB Premium SSD Drive #1
• 550 GB Premium SSD Drive #2
File Server
• 4 CPUs
• 8 GB RAM
• 1100 IOPs
• 64 GB Premium SSD Drive #1
• 250 GB Premium SSD Drive #2
• 250 GB Premium SSD Drive #3
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Description Production Environment Test Environment
Application and
Job Processor
Server
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Database and
File Server
• 4 CPUs
• 8 GB RAM
• 1100 IOPs
• 64 GB Premium SSD Drive #1
• 256 GB Premium SSD Drive #2
Note: A required annual system review will be conducted to determine if any system resource adjustments are necessary. When
system capacity for CPU,RAM, and IOPs need to be increased for performance improvements or storage capacity has reached
75%, additional resources will be recommended. At 100% storage utilization, additional storage is automatically added, and
billing is initiated.
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Infrastructure Architecture in MS Azure
Avolve OAS and ProjectDox Infrastructure Design
Each Avolve Cloud customer is configured with a single tenant and single subscription on MS Azure. This means each customer
consist of dedicated virtual servers and load balancers for their Production and Test environments. The City’s files and data will
be on separate virtual servers and databases for each environment. Avolve is working with Microsoft to optimize and evolve its
architecture to take advantage of several Azure features such as the elastic cloud, Azure applications, federated active directory,
and Power BI. The customer will be informed of any changes to the infrastructure from Avolve or from Microsoft.
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Backup and Disaster Recovery Configuration
Avolve Cloud Backup Process on MS Azure:
All servers are backed up nightly. All backups are
retained for 30 days at two regions. For the primary
and secondary regions, all backup copies will be
within the closet region from your location. Each
region consists of multiple data centers.
For the primary region, Azure stores 3 copies of the
content across multiple data centers in the
region. This provides uninterrupted access during
disaster events. Transactions are also replicated
synchronously.
Backups are transmitted to the paired secondary region via secure fiber loop. Azure backup process stores 3 extra copies of the
content. The transaction will be asynchronous to the secondary data centers (500+ miles away from the primary location). This
gives the jurisdiction a total of 6 copies of the data backup distributed in the primary and secondary regions.
Avolve Cloud Disaster Recovery Services on MS Azure: Avolve Cloud includes Microsoft Azure Site Recovery (ASR) service in addition to standard Azure Backup Service. Avolve will
manage the replication, failover, and recovery processes through ASR to help keep the jurisdiction’s application running during
planned (excludes software upgrades) and unplanned outages. With ASR, Avolve orchestrates and manages the backup and
frequency of the Hyper-V servers, files, and database. Avolve will be conducting scheduled disaster recovery test on the
jurisdiction’s system to guarantee the RTO is within 24-32 hours recovery for the Production environment. The RPO is > 5 mins
and is dependent on Microsoft’s backup cycle time based on latency and distance of the back systems. Faster RTO and RPO is
available with additional Azure components if required.
Site Recovery is a native disaster recovery as a service (DRaaS), and Microsoft has been recognized as a leader in DRaaS
based on completeness of vision and ability to execute by Gartner’s Magic Quadrant for Disaster Recovery as a Service.
Additional CPU, RAM, IOPs and Storage:
The CPU, RAM, IOPs, and storage are based on the selected capacity level for the jurisdiction. Capacity levels are determined
from the number of concurrent users and number of permits. The capacity is calculated based on Avolve’s historical consumption
results from various customers on Avolve’s Cloud and Microsoft’s recommendations. The selected capacity is a best-case
estimate and is subject to change based on usage and strategic plans of the jurisdiction on the percentage growth for a
paperless system. An annual system review will be conducted to determine if any system resource adjustments are necessary.
When system capacity for CPU,RAM, and IOPs need to be increased for performance improvements or storage capacity has
reached 75%, additional resources will be recommended. To prevent data loss, at 100% storage utilization, additional storage is
automatically added, and additional storage will be invoiced.
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Security & Safeguards
• MS Azure Data Centers are SOC 1-3, Tier 203, SAE 18 compliant
• MS Azure Commercial Cloud is FedRAMP and NIST 800-171 compliant
• Layer 3 and layer 4 firewall security with 1 firewall for the load balancer, 1 firewall for the web tier subnet, 1 firewall for
the app tier subnet and 1 firewall for the data tier subnet.
• Microsoft $1B+ investment in security R&D on MS Azure Cloud. Additional security information is available at
https://azure.microsoft.com/en-us/overview/trusted-cloud/.
• All incoming and outgoing traffic goes through Avolve Cloud Azure load balancer which is protected by a Microsoft’s
network firewall called the Azure network security group (NSG). By default, all NSG’s block incoming and outgoing
traffic that are not related to Avolve software.
• Traffic is forwarded from the load balancer to the web tier subnet via network access translation (NAT). The web tier
subnet has an additional NSG associated to it to filter incoming and outgoing traffic from/to the load balancer. In
addition to the web tier subnet Avolve also has an application tier subnet and a data tier subnet. Each subnet has an
NSG associated to it, so communication between each subnet is filtered via the NSGs.
• Avolve Production Environment Safeguard Guidelines:
Industry best-practices for systems operational control (SOC) and the National Institute of Standards (NIST) are an
integral part of the Avolve Cloud infrastructure, ensuring a very high level of security and system uptime for Avolve’s
customers and their environments. Avolve’s security and operational policies are established in order to safeguard
against any unauthorized access to data and/or potential service disruption that are a constant threat in today’s world
of online commerce. Therefore, the following policies are enforced in the Avolve Cloud:
• Customer will have no access to server infrastructure. Deployment and changes to Production server hardware
and/or Operating System (OS) configuration in Avolve Cloud will be performed by Avolve and qualified partner
staff only. Customers will be notified if modifications to their environments are required at any given time.
• Custom report creation requires direct access to the Production database. For this reason, Avolve Cloud will only
support access to a Test environment where the Production tables for reports can be exported.
• Apart from machine-to-machine (M2M) VPN tunnels required for third-party software integration, no user account-
based VPN access will be granted to Avolve Cloud Production environment infrastructure or software applications.
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Managed Services Operations
Avolve Cloud ensures high system availability and is backed by rock solid infrastructure and service level guarantees. Your
Avolve ePlan Life Cycle licensed software is hosted in a secure, state of the art data center, and most importantly the application
is expertly managed by Avolve. Meticulous attention has been given to security, backup, system redundancy and failover. Your
Avolve ePlan Life Cycle application environment is monitored 24-7 for optimum health and security. And if an issue arises, our
experts have immediate and direct access to your servers and software for quick diagnosis and resolution. Our comprehensive,
Managed Services matrix details what you can expect from the Avolve Cloud:
24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled Hardware and OS/Virtual System Monitoring & Support
Server and network resources (i.e., CPU, RAM, Storage, and bandwidth) monitored
with automated alerts for resource threshold, server failure, internet and WAN
connectivity. Alerts will not be able to monitor issues that occur within less than 1
second failure. Those issues are often discovered during application-level (i.e.,
OAS and ProjectDox) connectivity issues.
• Monitoring Data Points:
o Up/Down Status
o Network Interface Errors
o CPU Warning
o Memory Warning
o Memory Critical
o CPU Critical
o Storage Warning
o Partition Warning
o Partition Critical
o Database Warning
o Database Down
o SSL warning
o SSL expiration
x x x x
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Avolve Cloud Price Quotation
Page 16 of 17 Avolve Software Corporation | 4835 East Cactus Road | Suite 420 | Scottsdale, Arizona
85254 201911-1499
24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled o Webserver Alerts
o DNS
• Custom designed Outage and Alert Plan - adds, changes, & modifications
(add user, update firmware, modification, network configuration)
• Scheduled Hardware Audits
• OS and VMWare proactive management. This includes monitoring of any
system level failure caused by OS and VMWare patches, viruses or other
issues.
• Permission Control (group changes, file/folder permissions, Windows or Linux)
• Optimize backend
x x x x
• Log File analysis
• Best-practices recommendations
• Other services as requested
• Regular reporting based on customer preference.
• VLAN creation/modification
x
• Cyber Security monitoring and automated alerts.
• Regular anti-virus scan and anti-virus removal
• Database Security
x x x x
• Scheduled data recovery, OS & VMware patches and any hardware
replacements
• Critical OS patches and updates
x
• Backup automated services x x x x
• 24x7 Infrastructure Support calls x x x x
Application (OAS, ProjectDox, PlansAnywhere) Technical Support through ticket submissions
• Application Specific Monitoring
o Monitor Web Server Connectivity
o Monitor Web Site Availability
o Monitor Web Site Page Responsiveness
o Monitor Application Specific Services
o Minimalizes Support Issues
x x x x
• Application Performance Reviews x x
• Database Performance Reviews
• Application Administration Assistance x x
• Scheduled Reports x
• System health checks x
• Performance tuning
• ProjectDox DB Tuning and re-indexing (periodic
• ProjectDox configuration tuning and adjustments based on any progressive
performance growth requirements
• Routine cleanup of the DLcache folder
• Restart of ProjectDox services and/or Servers during support or patches
x
• Online Support Tickets: Responding to application issues reported x x
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Avolve Cloud Price Quotation
Page 17 of 17 Avolve Software Corporation | 4835 East Cactus Road | Suite 420 | Scottsdale, Arizona
85254 201911-1499
24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled • Software minor patch updates for Support related issues x
• Software resolution to fix a technical reported issue x
• Application support for system down issues for Standard Support customers
until problem is resolved or a work around has been identified x x x x x
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ProjectDox® ePlan Life Cycle Solution
City of Bozeman, MT
(“Customer”)
Proposed Statement of Work
May 1, 2020
4835 East Cactus Road Suite 420, Scottsdale, Arizona 85252
Phone: 602.714.9774 www.avolvesoftware.com
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EXECUTIVE SUMMARY
This Statement of Work will focus on the setup of a Production and Test Environment and the implementation of ProjectDox Best
in Class workflows addressing the Customer’s needs with regard to Three (3) Best in Class plan review process. The goal is to
implement Online Application Submission (OAS), ProjectDox and PlansAnywhere and an Advanced permitting system
integration for ProjectDox utilizing web services, in a standardized, off the shelf manner. We will leverage Avolve best practices and
built-in configuration and modifications features, to meet the most effective functionality required to achieve the highest business
value for the customer (the "Project").
We will also migrate from an on-premises installation to a SaaS model in Microsoft Azure. The migration to SaaS will include the
migration of the existing Building workflow and all associated data and files to the new hosted environment. The scope will also
include re-establishing the existing Building integration with NaviLine, but will not include any changes to existing functionality within
the process.
SCOPE OF WORK (MILESTONES)
Setup Offsite | Remote
Setup of a single environment (Test) for the applicable products is required prior to orientation and configuration onsite assessments
being conducted. Project pre-planning, including draft project plan, communication plan etc. are associated to this stage of the
project. Additional environments (Production) to be implemented will be factored into the project plan and based on the sales order/agreement.
• The date of acceptance for this milestone is the SaaS Renewal Date
Migration Offsite | Remote
This section will outline the tasks required for both the City of Bozeman and Avolve to migrate to Avolve SaaS from their on-premise
installation. We would perform the following steps:
1. New servers would be provisioned in Azure
2. Installation of the latest version of ProjectDox would be completed
3. Avolve would request a backup of the customer’s ProjectDox database (utilizing Avolve’s encrypted OneDrive
shared file server)
4. Customer’s database schema would be updated from their current version to the latest version
5. The ProjectDox configuration will be updated to match the new environment
6. SyncThing would be installed and configured which creates a point-to-point network between two servers
a. Installation of SyncThing would be performed on the customer’s file server for ProjectDox
i. ProjectDox Share Folders would be configured within the SyncThing application on the
customer’s side
1. UserFilesSource
2. UserFilesPublish
3. WFlowDLLCache
b. Installation of SyncThing would be performed on the new file server in Azure for the customer’s new
environment
i. The same ProjectDox Share Folders are configured within the SyncThing application on the
new environment
1. UserFilesSource
2. UserFilesPublish
3. WFlowDLLCache
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c. Both SyncThing applications have a unique GUID that is created upon installation and the GUID is
configured in each of the corresponding applications so that communication can only occur between
those two servers
d. Synchronization is initiated prior to the cut-over date and the files in the customer’s on-premise
installation are gradually copied to the new environment in Azure in the background
e. Once all the files have been copied from each of the folders, SyncThing will continually monitor in real-
time any changes that occur in the folders keeping the two environments up to date until the cut-over
date
7. On the day of the cut-over to the new Azure environment, access to the customer’s on-premise site will be
disabled
8. A new backup will be performed of the ProjectDox database and provided to Avolve
9. The latest copy of the database will be restored in the new environment and the schema will be updated to the
latest version of ProjectDox
10. The ProjectDox configuration will be updated to match the new environment
11. SyncThing will be disabled on both the on-premise file server and the Azure file server
Orientation and Configuration Requirements Session* 2 persons | Onsite
The Avolve PM will work with the City to perform an initial review of the application with the project team and gather configuration
requirements to complete the design of the OAS application forms and Best in Class workflow processes. The output of these sessions
will be compiled into a requirements document referred to as the Configuration Requirements Document (CRD). This will include using
standard templates and design to expedite the project while providing the best business value to the customer. Any design requirements
identified during this phase outside of the design of the BIC workflow process and/or requiring development will be scoped and presented
in a separate Statement of Work. Assurance services afforded the project may be leveraged for work identified as outside the scope
of the project.
• Configuration Requirements Document
• Advanced Integration permitting system touchpoint discussion for Cityworks PLL Includes:
o Project Creation – Required application data is pushed from the permitting system to the ProjectDox application
using the Avolve provided REST API and configuration of the ProjectDox Windows Service Process. Required field for project creation:
o Permit Number/Project Name (Key value)
o Description
o Applicant/Submitter First Name
o Applicant/Submitter Last Name
o Applicant/Submitter Email Address
o Permit/Project Type
o Application Data – Pull of data from the permitting system to display of up to 18 read-only permit application data
fields within the plan review process.
o Review Status – Push of data to provide the permitting system the following data related to the plan review:
o Reviewer Name
o Reviewer Department
o Review Cycle
o Review Status (Approved, Rejected)
o Date Completed
o Final Approval Status – Push final status or log event of approved to permitting system API indicating to the
permitting system that all reviews are approved in ProjectDox.
• Project Plan (task list/schedule/resource assignments) not to exceed budget
Configuration & Integration * Offsite | Remote
Configuration of applicable software products, forms and the workflows based on the configuration requirements document findings.
This includes the development of the integration work defined in this Statement of Work and confirmed during requirements
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discussions. Integration designs require the City to have or develop web services to allow for integration communication to the target
systems from ProjectDox. Direct database calls from are not supported as part of the design.
• Configured Working products and modules as specified in the Purchase Agreement/ Sales Order
o Configured working OAS, ProjectDox and PlansAnywhere Application
o Self-Service Application (SSA) Forms
▪ Provides up to 16 hours of services to configure the site for use with the delivered SSA forms and
letters, perform a review of the application forms design and features, make minor modifications
and deploy into production.
o 1 OAS Base Application Form
▪ Forms design contains less than 75 fields
o 1 OAS Paper to Electronic Application Form
▪ Existing paper to electronic form design in OAS with < 75 fields and intelligent condition
entry/display
o 1 OAS Advanced Application Form
▪ Form design contains between 75-150 fields
o 1 Payment Processor to Elavon
▪ Design the OAS application to interface with Customer’s payment processor to allow for online
payments through OAS.
o 1 OAS Advanced Integration
▪ Defined application data to be pushed to the target permitting system API to allow for creation of
the permit and triggering of the Project Creation process into ProjectDox. Design requires API’s to
be available for customer permitting system. Direct database calls from OAS to the target system
are not supported.
o 1 OAS Base Validation
▪ 1 Base Validation allows for the validation for up to 2 data fields in the application form against the target system and confirmation of the data on the application form. (only validates) Design requires
web services to be available for integration communication to the target system. Direct database
calls from OAS to the target system are not supported.
o 1 OAS Advanced Validation
▪ 1 Advance Validation Widget to allow for multi field validation, data retrieval and display from the
target system on the OAS application form. May include field concatenation and progressive/auto
complete search (pulling back the data for display in the form). Some abilities are limited to API’s
being available from the customers target permitting system
o 1 Basic Fee
▪ Allows for a fixed fee or simple calculation of a percentage of a field in the OAS application form to
be displayed to the end user to communicate a cost.
o Configured working ProjectDox application
▪ 3 Best In Class Workflows (Engineering, Planning, Fire)
▪ Advanced Integration to Cityworks PLL
o Base Archival System Export provides configuration of two folders per workflow to be configured to
automatically export from the system the approved plans and documents to a shared location on the
customer’s network allowing import by Laserfiche.
o Configured PlansAnywhere application
▪ 40 user licenses maximum
User Acceptance Training (UAT) 1 Person | Onsite
The UAT phase uses an agile methodology consisting of two sprints of ten days each for testing that include the delivery of the
designed process, validation of the design by the Customer and resolution to design issues by Avolve before starting the next sprint.
The Avolve team will provide user acceptance training and guidance to the Customer on methods to test the designed process and
system to work towards acceptance. Customer will validate the system configuration, forms, emails, integration and document any
identified issues in the RIT (Risks, Issues and Tasks) document provided by the Avolve project manager. Avolve will resolve any
identified issues to allow the customer retest to gain acceptance.
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UAT Training is conducted onsite allowing one day per process with the remainder of the UAT phase supported remotely. During
this phase the production environment will be setup. Upon acceptance of the design the Avolve team will coordinate the promotion
of the code to the production environment.
• Completion of User Acceptance Testing (UAT)
• Implementation of the Production Environment
• Code Promotion from Test to Production
Training 1 Person | Onsite
Avolve education specialists will deliver the below courses to the Customers staff. The courses will train approximately 36 persons
and will be delivered based on the project plan rollout. A maximum of 12 persons per course is enforced.
It is recommended that training sessions be organized with participants of similar technological abilities, if possible, to allow for the
most efficient delivery and retention of the materials. Additional training above and beyond the below may be added or additional
training performed post go-live by leveraging the assurance services funds afforded the project.
• Delivery of classes for all products/modules as purchased – See Purchase Agreement
• 1: Introduction to ProjectDox
• 1: Introduction to Marking Up in ProjectDox
• 3: Workflow Business Process Training for Plan Reviewers
• 3: Workflow Business Process Training for Coordinating Staff
OAS Training
• Five (5) hours of remote training on the administrative settings within the OAS application and basic configuration/design of
the application forms.
• PlansAnywhere – Group Training
• Plans Anywhere Training up to 40 users – 2 training sessions, scheduled, delivered online.
Launch/Project Close Out 1-2 Person |Onsite
Deployment of the workflow processes and post go live support for a period of 5 business days. Customer will be transitioned to
support post the 5 business day go live period.
Assurance Services
The assurance services fund may be leveraged at any time during or post project completion to cover additional integration
requirements, newly identified out of scope requirements, training, and software not included in this statement or work. The funds
may also be used post go-live/launch of a process to keep the project management team engaged to assist with change management
and user adoption assistance. Assurance services hours are billed on an hourly basis at a rate of $225.00 an hour. The use of hours
requires a change order or an assurance services agreement that defines the work and has signatures of agreement for use by the
Customer.
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ACCEPTANCE PROCESS
There will be Key Deliverables, as identified in the Project Activities/Deliverables Payment Schedule which will be subject to
acceptance by the Customer ("Acceptance"). Upon completion of each Key Deliverable, Avolve will request from the Customer a
written response within five (5) business days after receipt thereof. Notwithstanding the foregoing or anything to the contrary in the
Purchase Agreement, all other Deliverables provided under this Statement of Work shall be deemed to have been accepted by the
Customer upon delivery. If Customer does not approve, reasons for rejection must be clearly noted. 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 of the applicable milestone.
AVOLVE PROJECT PLAN AND PROCESS
Promptly following execution of this Statement of Work, the parties shall meet to discuss the general project schedule, which will be
generally organized around the standard Avolve project On-Boarding process. Within 2 weeks, the initial project plan will be created
and sent to Customer. The Project Plan contains a schedule, a list of tasks in a schedule format, assignments of specific team
members over specific times and communication status reporting processes. The Project Plan is a living document that will be
reviewed throughout the term of this Agreement and may be adjusted as reasonably necessary, as agreed to from time to time by the
parties.
PROJECT ASSUMPTIONS AND CAVEATS
1. This Project was scoped based upon purchase of ProjectDox Best In Class, understanding that the site will be hosted by Avolve
and configured per established Best-In-Class standards. This understanding forms the basis for Avolve’s pricing and the
Deliverables to be provided under this Statement of Work. Any deviation from these requirements will require a change order
and may increase cost or estimated time of Project completion.
2. Avolve will have full access to all Project team members from the customer as needed to complete the successful
implementation and roll out of ProjectDox. This access may require the team members of the customer to dedicate specific time
to specific detailed tasks within the Project Plan. Team member tasks will be more clearly defined during the kickoff and planning
sessions and documented in the Project Plan.
3. Customer and its third parties and/or subcontractors will fulfill any hardware/software requirements, as identified to allow
communication between Avolve Software and the Customer’s permitting system in a timely fashion in order to keep the Project
Plan on schedule.
4. Customer is moving to a cloud-based implementation of ProjectDox on Microsoft Azure, separate from the existing on-premise
installation of ProjectDox. It is understood that data migration is in the scope of this project and accounted for in the above
project scope.
5. Customer is responsible for providing the NaviLine iSeries Driver information and credentials related to the migration effort.
Customer is also responsible to set up their end of the VPN connection and assisting Avolve with creating and testing VPN
connectivity used for NaviLine integration. Building projects will continue to be integrated with NaviLine.
6. OAS applications the feed into Cityworks PLL are considered in scope int the integration development in this proposal for
applications beyond Building (Engineering and potentially Planning). Integration to allow application taken in OAS to create
permits in NaviLine is not in the scope of the project, but could be added in a subsequent proposal if desired. If that is the desire,
City will also need to be aware that the purchase of Fusion from Central Square is also required.
7. This best approach package to implementation relies on partnership with the jurisdiction to achieve desired go-live and paperless
goals. To that end, a not to exceed 842 hours have been allocated to services and training on this project. In the event scope
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expands or delays account for incremental hours to be required, a Change Request(s) will be issued for the incremental costs
associated with delay or expansion. Should the customer cause or contribute to the delay of any Deliverable, Avolve may elect
to revise the Project Plan accordingly to compensate for the delay and invoice for any applicable milestone payments to that
point of the project.
8. All parties will reasonably prioritize their efforts to meet the Project Plan schedule in order to achieve a rapid roll out model. In
doing so, it is understood by all parties that multiple tasks may be in process at one time and Avolve may have more than one
Professional Services team member working on the project at one time.
9. Client will provide adequate Project management for their own resources, and/or third parties, to collaborate with Avolve’s project
manager. Client subject matter experts and applicable users will be accessible and available in a timely fashion and for adequate
and reasonable durations. Avolve will make sure that scheduling of interviews and meetings are adequately in advance of these
resource allocations.
10. Customizations/Extensions required may result in increased schedule and budget, but only if documented and approved within
Assurance Services and/or a Change Request.
11. Avolve is planning to fully leverage ProjectDox as is, utilizing all built in configuration features to meet the business needs.
12. Any optional items chosen in the Purchase Agreement/Sales Order are not included here and would require a modification to this
Statement of Work.
13. Customer understands that an ePlan Life Cycle implementation is a very significant digital transformation enterprise project that
requires dedicated change management from the Customer’s staff. This will be key for the success of the Customer.
14. Work will not begin until an executed copy of all paperwork is complete. Work will begin at the earliest possible date at which
Avolve resources and Customer resources are available or as otherwise agreed to.
15. Avolve and Customer agree to cooperate in good faith to complete the Services and Deliverables in a timely and efficient
manner.
16. Recording of Avolve provided training or UAT (user acceptance testing) sessions is not permitted.
17. All training classes unless otherwise noted are limited to 12 persons maximum per class
*Configuration options are as described by ProjectDox documentation and as evidenced by ProjectDox administration screens. Minor
changes to Avolve ProjectDox Best Practices (Best in Class) workflows are changes to activate/deactivate and/or parametrize with
variables, existing steps in the Best Practices workflows. Customization of additional products and modules are to be within the
bounds and scope of the respective core product(s) and modifications are limited to those that are allowed by core product design.
CHANGE CONTROL PROCESS
The “Change Control Process” is that process which shall govern changes to the scope of the Project during the life of the Project.
The Change Control Process will apply to new components and to enhancements of existing components. The Change Control
Process will commence at the start of the Project and will continue throughout the Project's duration. Additional procedures and
responsibilities may be outlined by the Project Manager identified on the signature page to the Agreement and will be included in the
Project Plan if mutually accepted.
Under the Change Control Process, a written “Change Request” (attached) will be the vehicle for communicating any desired changes
to the Project. It will describe the proposed change; the reason for the change and the effect the change may have on the Project.
The Project Manager of the requesting party will submit a written Change Request to the Project Manager for the other parties.
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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.
PRICING, TRAVEL AND EXPENSE
Pricing and payment terms are as set forth in Purchase Agreement/Sales Order.
Travel and Expenses are estimated to be $18,000 and will be invoiced to customer as incurred.
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PROJECT ACTIVITIES / DELIVERABLES PAYMENT SCHEDULE
This is a preliminary deliverable and payment schedule that is subject to change based on discussions to occur post the kick-off of the project, provided that both the City and
Avolve Software agree to the new terms in writing.
MS# Deliverable Description Acceptance Criteria Payment
Amount
MSO Contract Execution First Year SaaS costs Contract Signature $119,118.00
MSO Contract Execution 20% Services Contract Signature $33,604.80
MS1 Project Kickoff Project kick off meeting complete and initial
environment installed
• Project Kick Off Meeting Conducted
• Project team can log into installed environment
• Sign Off Acceptance
$11,842.00
MS2 Configuration Requirements
Document (CRD)
Compiled configuration design requirements for
Process 1
• Delivered CRD
• Sign off Acceptance Document $17,763.00
MS3
Deliver functional OAS &
ProjectDox application for
Process 1
Deliver and review the design as defined in the CRD
document.
• UAT scheduled for Process 1
• Sign off Acceptance Document $11,842.00
MS4 User Acceptance Test Process 1 User Acceptance Testing for Process 1 Complete
Delivered Second Environment
• User Acceptance Testing confirms requirement as
agreed to in the CRD
• Cityworks initial integration completed and tested
• Sign Off Acceptance Document
$17,763.00
MS5 Training Conduct End User Training
Access to Video Training Library begins
• Sign Off Acceptance Document
• Access to online video library begins 1st year
subscription
$11,875.00
MS6 Training Conduct OAS Training • Sign Off Acceptance $0
MS7 Launch/Go-Live Process 1 process general availability launch • Migration is complete
• Process is launched $4,545.00
MS8 Configuration Requirements
Document (CRD)
Compiled configuration design requirements for
Process 2
• Delivered CRD
• Sign off Acceptance Document $11,842.00
MS9
Deliver functional OAS &
ProjectDox application for
Process 2
Deliver and review the design as defined in the CRD
document.
• UAT scheduled to start for Process 2
• Sign off Acceptance Document $11,842.00
MS10 User Acceptance Test Process 2
User Acceptance Testing for Process 2 Complete,
including Integration
• User Acceptance Testing confirms requirements as
agreed to in the CRD
• Sign Off Acceptance Document
$5,921.00
MS11 Training Conduct End User Training
• Sign Off Acceptance $4,000.00
MS12 Launch/Go-Live Process 2 process general availability launch • Process is launched $0
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MS13 Configuration Requirements Document (CRD) Compiled configuration design requirements for Process 3 • Delivered CRD • Sign off Acceptance Document $11,842.00
MS14
Deliver functional OAS &
ProjectDox application for
Process 3
Deliver and review the design as defined in the CRD
document.
• UAT scheduled to start for Process 3
• Sign off Acceptance Document $11,842.00
MS15 User Acceptance Test Process 3
User Acceptance Testing for Process 3 Complete,
including Integration
• User Acceptance Testing confirms requirements as
agreed to in the CRD
• Sign Off Acceptance Document
$5,921.00
MS16 Training Conduct End User Training
• Sign Off Acceptance $4,000.00
MS17 Launch/Go-Live Process 3 process general availability launch • Process is launched $0
MS18 PlansAnywhere Launch/Go-Live PlansAnywhere general availability launch
• FTM and PlansAnywhere fully installed and configured
• PlansAnywhere training completed
• Application is launched
$8,799.20
MS19 Base Archival Services Complete Base Archival Services functional
• Base Archival Services development and configuration
complete
• File Testing and UAT complete
• Process live
$9,600.00
Total SaaS, Training & Services $313,962.00
For the avoidance of any doubt, all right, title and interest in and to the Deliverables (including without limitation the above Key Deliverables), as well as the intellectual property
rights to such Deliverables, shall belong to Avolve, subject to the limited license granted to the Customer pursuant to the Licensing Agreement.
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STATEMENT OF WORK ACCEPTANCE
Once fully executed, this document will become the Statement of Work for the Project defined in this document. Avolve and
Customer’s signatures below authorizes Avolve to begin the services described above and indicates Customer’s agreement to pay
the invoices associated with these services delivered as described.
SOFTWARE ACCEPTANCE DATE AND MAINTENANCE
Avolve will invoice Customer for Software Maintenance following the Software Acceptance Date and Customer shall pay such
invoiced amount pursuant to the terms of the Purchase Agreement/Sales Order. For all subsequent years of Software Maintenance
purchased by Customer, invoicing and payments shall be as set forth in the Purchase Agreement/Sales Order.
AUTHORIZED SIGNATURES
Avolve Software Corporation City of Bozeman, MT
By: By:
Name: Name:
Title: Title:
Date: Date:
87
Copyright 2015 Avolve Software Corporation.
ProjectDox is a registered trademark of Avolve Software Corporation.
EXHIBIT A: CHANGE REQUEST FORM
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02092017 Page 1 of 43
AVOLVE SOFTWARE CORPORATION
Software as a Services Agreement
This agreement (“Agreement”) is made this _____________ ________ (“Effective Date”) by and between Avolve
Software Corporation, a Delaware corporation with offices at 4835 E. Cactus Road, Suite 420, Scottsdale, Arizona 85254,
United States of America, (“Avolve” or “Services Provider”) and City of Bozeman, Montana, a self-governing municipal
corporation organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse, Bozeman,
Montana, with a mailing address of PO Box 1230 Bozeman, MT 59771 (“Customer”).
WHEREAS Avolve offers remotely hosted subscription, software-as-a-service access (on hardware owned or operated on
behalf of Avolve by a third party hosting service provider such as Microsoft Corporation) to Avolve’s software
(collectively, such hosted electronic plan review and project information management, collaboration and review system,
including all software applications, application program interfaces, modules, databases, hardware, infrastructure,
documentation and system administration, management and monitoring activities that Avolve provides for the software
shall be referred to herein as the “Avolve SAAS Solution”);
WHEREAS Avolve provides professional services (“Professional Services”) to assist customers with among other things,
implementation of the Avolve SAAS Solution and training;
WHEREAS the Customer desires to purchase use rights for the Avolve SAAS Solution and related Professional Services
(the “Initial Purchase”) from Avolve and, pay for such purchases either directly or pursuant to an agreement between
the Customer and a third party financing source reasonably acceptable to Avolve (the “Financing Company”); and
WHEREAS Avolve and Customer now desire to provide the terms and conditions under which Avolve will provide the
Initial Purchase to Customer, as well provide the terms and conditions for the Customer to purchase other Professional
Services from Avolve, with or without the assistance of Financing Company or another paying agent;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth herein, Avolve
and Customer agree as follows.
SECTION A. – AVOLVE SAAS SOLUTION
1. Avolve SAAS Solution.
a. Use Rights. Subject to Customer’s compliance with all the terms and conditions of this Agreement,
Avolve grants to Customer a non-exclusive, non-transferable, non-sublicensable right during the
subscription term (“Subscription Term”) identified in the Implementation SOW (attached hereto as
Exhibit 2) to permit Users to use the Avolve SAAS Solution identified in the Implementation SOW for
Customer’s internal business operations, solely for the specific Business Unit(s) as further set forth in
the Implementation SOW. Should Customer desire to reorganize any such Business Unit, it shall
provide Avolve written notice as soon as possible following the determination of reorganization, so
that Avolve may review the planned reorganization to determine if it is consistent with the Business
Unit limitation in this use rights grant and, if not, what additional fees will be required due to
Customer’s reorganization to include additional Business Units. As used in this Agreement, “User”
means authorized Customer employees and third parties that require access to the Avolve SAAS
Solution in connection with the Customer’s internal business operations, such as the Customer’s
administrators, contractors, reviewers, and applicants. There may be different types/levels of Users
for the Avolve SAAS Solution, such as administrator Users, if so identified in the Implementation SOW.
b. Storage. The Avolve SAAS Solution will include for the initial Subscription Term the amount of storage
set forth in the Implementation SOW. Customer acknowledges that should Customer exceed the
included storage limits after Avolve has sent notice to Customer in accordance with Avolve's then-
current standard storage limits and data backup practices (available upon request), additional charges
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02092017 Page 2 of 43
will be incurred by Customer. Avolve shall invoice Customer for any such additional incurred charges,
and Customer shall pay such invoices, in accordance with Section C of this Agreement. Avolve may, in
its sole discretion, modify the amount of standard storage included at no additional charge with the
Avolve SAAS Solution, with such modification to become effective upon the effective date of any
renewal term provided that Avolve provides Customer written notice of such modification at least
ninety days in advance of the expiration of the then-current Subscription Term.
c. Restrictions on Use. Customer will not, and will ensure that its Users do not: (i) except as expressly
stated herein, copy, reproduce, distribute, republish, download, display, host or transmit in any form
or by any means, including but not limited to electronic, mechanical, photocopying, recording, or other
means, any part of Avolve SAAS Solution or any other Avolve materials; (ii) use the Avolve SAAS Solution
or any other Avolve materials to provide services to third parties (e.g., business process outsourcing,
service bureau applications or third party training); (ii) assign, sublicense, sell, lease, loan, resell,
sublicense or otherwise distribute or transfer or convey the Avolve SAAS Solution or any other Avolve
materials, or pledge as security or otherwise encumber Customer’s rights under this Agreement; (iii)
make any use of or perform any acts with respect to the Avolve SAAS Solution or any other Avolve
materials other than as expressly permitted in accordance with the terms of this Agreement; or (iv) use
the Avolve SAAS Solution components other than those specifically identified in the Implementation
SOW and then only as part of Avolve SAAS Solution as a whole, even if it is also technically possible for
Customer to access other Avolve SAAS Solution components; or (v) modify, further develop or create
any derivative works of, disassemble, decompile, reverse engineer or otherwise attempt to obtain or
perceive the source code from which any part of Avolve SAAS Solution is compiled or interpreted, or
access or use Avolve SAAS Solution in order to build a similar or competitive product or service; (vi)
allow use of the Avolve SAAS Solution or any other Avolve materials by anyone other than authorized
Users; (vii) publish any results of benchmark tests run on Avolve SAAS Solution; (viii) unless otherwise
expressly authorized in writing by Avolve, use the Avolve SAAS Solution in connection with any software
product or tools, or any other software as a service not provided by Avolve; and (ix) input, upload,
transmit or otherwise provide to or through Avolve SAAS Solution or any systems used by Avolve
anything that is unlawful, injurious, or contains, transmits or activates any harmful code. Customer
acknowledges that nothing herein will be construed to grant Customer any right to obtain or use the
source code from which Avolve SAAS Solution is delivered. Customer shall not tamper with or attempt
to disable any security device or protection used by Avolve SAAS Solution or any other Avolve materials,
nor shall Customer damage, destroy, disrupt or otherwise impede or harm in any manner the Avolve
SAAS Solution or any systems used by Avolve. Customer agrees to take all commercially reasonable
steps to ensure that Users abide by the terms of this Agreement.
d. High-Risk Activities. The Avolve SAAS Solution is not fault-tolerant and is not designed, manufactured,
or intended for use or resale as online control equipment in hazardous environments requiring fail-safe
performance, such as in the operation of nuclear facilities, aircraft navigation or communication
systems, air traffic control, direct life support machines or weapons systems, in which the failure of the
Avolve SAAS Solution or derived binaries could lead directly to death, personal injury, or severe physical
or environmental damage. The Avolve SAAS Solution is also not designed or intended for use with
Federal Tax Information (FTI) as defined in the Internal Revenue Service Publication 1075 (IRS 1075) or
criminal justice information ("CJI"), such as fingerprint records and criminal histories. Customer shall
not use the Avolve SAAS Solution for any of these high-risk activities, including without limitation
transmitting, storing or otherwise processing any FTI or CJI with the Avolve SAAS Solution.
e. Project Administrator. Customer agrees, if not already designed in the Implementation SOW, to
promptly designate in writing one person to be the Customer’s point person responsible for all
communications with Avolve (the Customer’s “Project Administrator”). The Project Administrator is
responsible for project administration duties as documented in the Avolve systems guides, statements
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of work, and documentation (collectively, the “Documentation”), as provided for time to time by
Avolve to Customer.
f. Customer Connection. During the Term, the Customer is responsible for obtaining and maintaining
connection to the Avolve SAAS Solution, including the Internet connection. Avolve shall not be
responsible for any inadequacy or lack of functionality of Customer’s connection to the Avolve SAAS
Solution or the inability of the Customer’s computer, telecommunications provider, or other
equipment and capabilities to access or use the Avolve SAAS Solution.
g. Third Party Service Providers and Components. Notwithstanding anything to the contrary in this
Agreement or any other documents between Avolve and Customer, Customer acknowledges and
agrees as follows.
1. The Avolve SAAS Solution and its component parts are protected by copyright and
other propriety rights of Avolve and Open Text Corporation (OTC), a third party
software vendor. Customer may be held directly responsible to OTC and its licensors
for acts relating to the Avolve SAAS Solution component parts that are not authorized
by this Agreement. Customer’s use of OTC software is limited to only in conjunction
with Avolve SAAS Solution and Customer acknowledges that it is not allowed to
modify such third party software or use it independent from Avolve SAAS Solution.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE CUSTOMER WAIVES, AND WILL
CAUSE ITS USERS TO WAIVE, ALL CLAIMS AND CAUSES OF ACTION AGAINST SUCH
THIRD PARTY SOFTWARE VENDORS THAT ARISE UNDER THIS AGREEMENT.
2. If Customer purchases from Avolve hosting of the Avolve SAAS Solution on the
Microsoft® Windows AzureTM platform, the terms and conditions for such cloud
services as such may be updated by Microsoft Corporation from time to time, are
found online on at https://docs.microsoft.com/en-us/partner-center/agreements.
Customer should review the documents available on this website carefully to be sure
that Customer reviews the appropriate customer agreement. If Customer has
purchased Microsoft Cloud for US Government, review the customer agreement for
Microsoft Cloud for US Government. If Customer is purchasing commercial access,
the customer agreement for commercial access for the United States applies. Upon
Customer's request, Avolve will provide Customer with assistance on finding and/or
a copy of the appropriate Microsoft customer agreement. Customer acknowledges
and agrees THAT (A) THE HOSTED SERVICES WILL BE PERFORMED SOLELY AND
EXCLUSIVELY SUBJECT TO THE APPLICABLE MICROSOFT CORPORATION'S CUSTOMER
AGREEMENT (the "Microsoft Customer Agreement) , (B) THAT AVOLVE DOES NOT
GUARANTY MICROSOFT CORPORATION'S OBLIGATIONS PURSUANT TO THE
MICROSOFT CUSTOMER AGREEMENT, AND (C) NOR CAN AVOLVE GRANT ANY
WARRANTIES OR ADDITIONAL TERMS TO THE CUSTOMER AS TO THE HOSTED
SERVICES UNDER THIS AGREEMENT. THE HOSTED SERVICES ARE SOLELY GOVERNED
BY THE MICROSOFT CUSTOMER AGREEMENT, TO WHICH AVOVLE IS NOT A PARTY.
Microsoft Corporation makes certain service level commitments to its customers,
which are available online in the Microsoft Corporation's SLAs at
https://azure.microsoft.com/en-us/support/legal/sla/summary/. If Customer
desires to make a claim under the Microsoft Corporation SLAs, Customer shall submit
the claim through Avolve. Avolve will escalate the claim to Microsoft Corporation for
review. If Microsoft Corporation determines that a credit is due, Avolve will credit
Customer the amount Microsoft Corporation has paid to Avolve for the SLA credit
promptly after receiving the credit from Microsoft Corporation.
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h. Compatibility Updates. Avolve will make commercially reasonable efforts to update the Avolve SAAS
Solution, if and as required, to cause it to operate under new versions or releases of current operating
systems and internet browsers, within fifteen (15) months of general availability.
i. Passwords, Access. Customer may designate and add Users and shall provide and assign unique
passwords and user names to each authorized User pursuant to Avolve’s then-current protocols. At
Avolve’s discretion, Users may be added either by Avolve or directly by Customer. Customer shall
ensure that multiple Users do not share a password or user name. Customer further acknowledges
and agrees that it is prohibited from sharing passwords and/or user names with unauthorized users.
Customer will be responsible for the confidentiality and use of its Users passwords and user names.
Avolve will act as though any electronic communications it receives under such passwords, user names,
and/or account numbers have been sent by Customer. Customer agrees to immediately notify Avolve
if it becomes aware of any loss or theft or unauthorized use of any of passwords, user names, and/or
account numbers. Customer agrees not to access Avolve Cloud by any means other than through the
interfaces that are provided by Avolve.
j. Transmission Of Data. Customer understands that the technical processing and transmission of
Customer Data is necessary to use of the Avolve SAAS Solution, and consent to Avolve’s interception
and storage of Customer Data. Customer understands that its Users or Avolve may be transmitting
Customer Data over the Internet, and over various networks, only part of which may be owned by
Avolve. Avolve is not responsible for any portions of Customer Data that are lost, altered, intercepted
or stored without authorization during the transmission of Customer Data across networks not owned
by Avolve.
k. Customer Responsibilities. Customer will (a) be responsible for Users’ compliance with this Agreement,
(b) be responsible for the accuracy, quality and legality of Customer Data and the means by which it
acquired Customer Data, (c) be responsible for cooperating and assisting Avolve as reasonably
requested by Avolve to facilitate performance of its obligations and exercising of its rights under this
Agreement, (d) use the Avolve SAAS Solution and any other materials provided by Avolve only in
accordance with the Documentation and applicable laws and government regulations, including
complying with all applicable legal requirements regarding privacy and data protection so as to not
violate the intellectual property, privacy or any other rights of any third parties, and (e) use
commercially reasonable efforts to prevent any security breach, including any unauthorized access to
or use of the Avolve SAAS Solution. Should Customer become aware of any actual or threated security
breach, Customer shall promptly notify Avolve and take all reasonable and lawful measures within its
control that are necessary to stop the activity or threatened activity and to mitigate its effects
(including, where applicable, by discontinuing and preventing any unauthorized access to the Avolve
SAAS Solution). Customer shall provide sufficient notice to, and obtain sufficient consent from, its
Users and any other party providing personal data to Avolve and its suppliers (including the Microsoft
Corporation) to permit the processing of data by Avolve and its supplier, and their respective affiliates,
subsidiaries, and service providers solely to the extent such processing of data is expressly allowed for
under this Agreement, including for the purpose of disclosing it to law enforcement or other
governmental authorities as directed by Avolve solely to the extent Avolve is required to do so by law,
or otherwise mutually agreed to in writing by the parties.
l. Data Backup. The Avolve SAAS Solution is programmed to perform data backups of Customer Data
stored within the Avolve SAAS Solution in accordance with Avolve's then-current standard storage
limits and data backup practices (available upon request). Additional data backups may be purchased
for an additional fee from Avolve and such additional data backup services shall be documented in an
SOW pursuant to Section B of this Agreement. In the event of any loss, destruction, damage or
corruption of Customer Data caused by Avolve or the Avolve SAAS Solution, Avolve, as its sole
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obligation and liability and as Customer’s sole remedy, will use commercially reasonable efforts to
restore Customer Data from Avolve’s most current backup of Customer Data.
m. Ownership. Customer acknowledges and agrees that Avolve owns all right, title, and interest in and to
all intellectual property rights (including all derivatives or improvements thereof) in the Avolve SAAS
Solution and any suggestions, enhancements requests, feedback, recommendations or other
information provided by Customer or any of its Users related to the Avolve SAAS Solution. Customer’s
use rights to the Avolve SAAS Solution and the related materials supplied by Avolve pursuant to this
Agreement are strictly limited to the right to use the proprietary rights in accordance with the terms of
this Agreement. No right of ownership, expressed or implied, is granted under this Agreement.
2. Security. The security, privacy and data protection commitments set forth in this Agreement only apply to
products and services provided by Avolve directly to Customer and do not include any products or services
resold by Avolve hereunder, including any hosting services provided by Microsoft Corporation pursuant to the
Customer's Microsoft Customer Agreement.
a. Security Program. Avolve has implemented and maintains an information security program that
incorporates administrative, technical, and physical safeguards designed to protect the security,
confidentiality, and integrity of the Customer Data provided by Customer and its Users to Avolve in
accordance with this Agreement.
b. Annual Audit. Avolve will use commercially reasonable efforts to conduct an annual security audit of
Avolve using an independent third party selected by Avolve. Upon the Customer’s written request, a
copy of the final report from any such audit shall be promptly provided the Customer. The Customer
agrees that any such reports or other information provided to Customer concerning any audit shall be
the Confidential Information of Avolve.
c. Security Breach. Avolve will notify Customer promptly and in no event later than one (1) business day
following Avolve’s discovery of a Data Security Breach (defined below) and shall (i) undertake a
reasonable investigation of the reasons for and the circumstances surrounding such Data Security
Breach and (ii) reasonably cooperate with Customer in connection with such investigation, including
by providing Customer with an initial summary of the results of Avolve’s investigation as soon as
possible, but in all cases within two (2) business days after the date Avolve discovered or reasonably
suspected a Data Security Breach, and then regular updates on the investigation as it progresses; (iii)
not make any public announcements relating to such Data Security Breach without Customer’s prior
written approval, which shall not be unreasonably withheld; (iv) use commercially reasonable efforts
to take all necessary and appropriate corrective action reasonably possible on Avolve’s part designed
to prevent a recurrence of such Data Security Breach; (v) collect and preserve evidence concerning the
discovery, cause, vulnerability, remedial actions and impact related to such Data Security Breach, which
shall meet reasonable expectations of forensic admissibility; and (vi) if reasonably requested by
Customer, provide notice to individuals or entities whose Confidential Information was or may have
been affected in a manner and format specified by Customer. In the event of any Data Security Breach
is caused by Avolve, Customer shall have, in addition to all other rights and remedies available under
this Agreement, law and equity, the right to terminate the Agreement upon thirty (30) days prior
written notice. For purposes of this Agreement, the term “Data Security Breach” shall mean any of the
following occurring in connection with Customer Data in connection with Customer’s and its Users’
authorized use of the Avolve SAAS Solution: (a) the loss or misuse of Customer Data; and (b) disclosure
to, or acquisition, access or use by, any person not authorized to receive Customer Data, other than in
circumstances in which the disclosure, acquisition, access or use is made in good faith and within the
course and scope of the employment with Avolve or other professional relationship with Avolve and
does not result in any further unauthorized disclosure, acquisition, access or use of Customer Data.
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d. Signatures. The parties shall use electronic signatures for all agreements unless otherwise prohibited
by law. Prior to any public disclosure of any document containing a signature, the signature shall be
redacted by the disclosing party in a manner which renders it illegible and unable to be copied.
3. Suspension Right. Avolve reserves the right to include disabling devices in the service and software provided
under this Agreement and to use such disabling devices to suspend access and/or use when any payment is
overdue or when Avolve believes that Users are using the Avolve SAAS Solution and/or any other materials or
services provided by Avolve hereunder not in accordance with the Documentation, this Agreement and/or
applicable laws and government regulations. In addition, if Customer is using Microsoft Corporation for hosting
services, Microsoft Corporation may terminate or suspend Customer's hosting services in accordance with the
Customer's Microsoft Customer Agreement and, should this happen, Customer will not be able to access the
Avolve SAAS Solution. Customer agrees that Avolve shall not be liable to Customer, Users or to any third party
for any suspension or inability to access the Avolve SAAS Solution pursuant to this Section A(3). If suspended
for failure to pay, upon payment in full of all amounts overdue (including any interest owed), Customer may
request the reactivation of its account. Avolve shall reactivate promptly after receiving in advance all applicable
reactivation fees, provided that Avolve has not already terminated this Agreement.
4. Ownership and Disposition of Customer Owned Data, Hosting Location. “Customer Data” refers to the data
provided by the Customer that resides in the Customer’s Avolve SAAS Solution environment, including any plan
review, project drawings and associated project documents. Customer shall own all Customer Data that may
reside within Contractor’s hosting environment, to include Disaster recovery site, equipment and media.
Contractor is granted no rights hereunder to use the Customer Data except to the extent necessary to fulfill its
obligations to Customer under this Agreement. Unless approved in writing by Customer, Avolve shall host the
Avolve SAAS Solution provided to Customer hereunder from a data center located within the United States.
Upon termination or expiration of Customer’s right to use the Avolve SAAS Solution for any reason other than
Customer’s uncured material breach, for the first thirty (30) calendar days following termination or expiration,
Customer may request in writing that Avolve provide a copy of Customer's then-current Customer Data and, for
no additional cost, Avolve shall provide a copy in Customer’s reasonably requested format on media supplied
by the Customer. Where Customer requests an Avolve non-standard format for return of data, the cost incurred
by Avolve to provide such format will be reimbursed by Customer. If the parties are unable to mutually agree
upon the format or the media supplied by Customer is not acceptable to Avolve, Avolve will use commercially
reasonable efforts to still provide a copy of the Customer Data but Avolve may charge a reasonable professional
services fee for increased costs incurred. After this time period has expired, Avolve has no further obligation to
retain the Customer Data and shall use commercially reasonable efforts to promptly delete all Customer Data
from the Avolve SAAS Solution.
5. Verification. Avolve shall be permitted to audit (at least once annually and in accordance with Avolve standard
procedures, which may include on-site and/or remote audit) the usage of the Avolve SAAS Solution and any
other materials provided by Avolve to Customer. Customer shall cooperate reasonably in the conduct of such
audits. In the event an audit reveals that (i) Customer underpaid fees to Avolve and/or (ii) that Customer has
used in excess of the use rights granted herein, Customer shall pay such underpaid fees for such excess usage.
Reasonable costs of Avolve’s audit shall be paid by Customer if the audit results indicate usage in excess of the
authorized quantities or levels. Avolve reserves all rights at law and equity with respect to both Customer’s
underpayment of fees and usage in excess of the authorized quantities or levels.
SECTION B. – PROFESSIONAL SERVICES AND SOWS
1. Statements of Work. From time-to-time during the Term of this Agreement, the parties may enter into
statements-of-work (each being an “SOW”) for Avolve SAAS Solution use rights (including additional storage)
and/or Professional Services on terms mutually agreed in writing between the parties in the SOW, including,
without limitation, scope of services, expected deliverables, milestone dates, acceptance procedures and
criteria, fees and other such matters. No SOW shall be binding until executed by both parties. Each SOW will
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be incorporated into and subject to this Agreement. In the case of any conflict between the SOW and this
Agreement, this Agreement shall control unless the SOW specifically states otherwise.
SECTION C. – GENERAL TERMS AND CONDITIONS
1. Fees.
a. Implementation SOW and Additional Storage Fees. The Implementation SOW includes the Avolve SAAS
Solution subscription fees, as well as the training and implementation professional services; which,
unless set forth otherwise in the Implementation SOW, shall be invoiced by Avolve in full, in advance
on the Effective Date. Additional storage fees shall be as set forth in the then-current standard storage
limits and data backup practices document, a copy of which is available from Avolve upon request.
Additional storage fees will be invoiced in accordance with the then-current standard storage limits
and data backup practices document.
b. Other SOWs. Any SOWs that Avolve and the Customer may execute from time to time during the Term
of this Agreement shall include within them the applicable fees, including whether the Avolve SAAS
Solution subscription fees and/or Professional Services fees are being paid by Customer through
Financing Company, by Customer through another paying agent, or by Customer directly to Avolve.
Unless otherwise specified in the SOW, Professional Services fees will be invoiced as the Professional
Services are delivered and Avolve SAAS Solution subscription fees will be invoiced yearly, in advance,
in full at the time the SOW is executed.
c. General Terms. Unless set forth otherwise in an SOW, payment on all invoiced amounts shall be due
thirty (30) days from receipt of invoice, with past due amounts accruing interest at the rate of the lesser
of either 18% per annum or the maximum amount as allowed by law.
Avolve will invoice for the Avolve SAAS Solution subscription fees yearly, in advance, with the first invoice being
issued on the Effective Date of this Agreement. The Customer agrees to pay all invoiced subscription fees net
thirty (30) days from receipt of invoice, with past due amounts accruing interest at the rate of the lesser of
either 18% per annum or the maximum amount as allowed by law. All fees are due in advance, irrevocable and
non-refundable (except as expressly set forth otherwise in this Agreement). Customer agrees to provide Avolve
with complete and accurate billing and contact information.
2. Taxes. Fees and other charges described in this Agreement do not include federal, state or local sales, foreign
withholding, use, property, excise, service, or similar transaction taxes (“Tax(es)”) now or hereafter levied, all of
which shall be for Customer’s account. Any applicable direct pay permits or valid tax-exempt certificates must
be provided to Avolve prior to the execution of this Agreement. If Avolve is required to pay Taxes, Customer
shall reimburse Avolve for such amounts.
3. Term. Except if terminated earlier in accordance with this Section C(3), this Agreement shall commence on the
Effective Date and shall continue for the longer of either (a) the expiration of the Subscription Term for the
Avolve SAAS Solution or (b) the completion of all Professional Services under all SOWs. Except as otherwise
provided in any SOW, UPON THE EXPIRATION OF THE INITIAL TERM, THE SUBSCRIPTION TERM SHALL
AUTOMATICALLY RENEW FOR SUCCESSIVE RENEWAL TERMS EACH EQUAL TO TWELVE (12) MONTHS, AT
AVOLVE’S THEN CURRENT FEES FOR CUSTOMER’S THEN CURRENT USAGE, UNLESS EITHER PARTY PROVIDES
NOTICE OF NON-RENEWAL AS SET FORTH IN THIS SECTION C(3). Avolve will provide notice of non-renewal or a
notice of the fees due for each Renewal Term at least sixty (60) days prior to the commencement of the Renewal
Term. If a notice of fees is provided, it will be in the form of an invoice. Customer acknowledges that it is its
responsibility to provide a current email address to Avolve and to monitor such address for such notices.
Customer may elect not to renew a Subscription Term by providing notice to Avolve at least thirty (30) days
prior to the commencement of the Renewal Term.
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4. Termination. In addition to any termination rights that may be set forth in a specific SOW, either party may
terminate this Agreement immediately upon written notice in the event that the other party materially breaches
this Agreement and thereafter has failed to cure such material breach (or commenced diligent efforts to cure
such breach that are reasonably acceptable to the terminating party) within thirty (30) days after receiving
written notice thereof. Without prejudice to either party's rights to terminate set forth in the prior sentence, if
Customer has purchased from Avolve hosting of the Avolve SAAS Solution on the Microsoft® Windows AzureTM
platform, and Microsoft Corporation terminates the Customer's Microsoft Customer Agreement during a
Subscription Term, Avolve and Customer shall act in good faith to determine a mutually acceptable replacement
provider promptly upon receiving notice of Microsoft Corporation's intent to terminate the Customer's
Microsoft Customer Agreement.
5. Force Majeure. Any delay or nonperformance of any provision of this Agreement (other than for the payment
of amounts due hereunder) caused by conditions beyond the reasonable control of the performing party shall
not constitute a breach of this Agreement, and the time for performance of such provision, if any, shall be
deemed to be extended for a period equal to the duration of the conditions preventing performance.
6. Confidentiality. Each party shall use commercially reasonable efforts to hold confidential information
(“Confidential Information”) of the other in confidence. All Confidential Information (including but not limited
to data) shall (i) remain the sole property of the disclosing party and (ii) be used by the receiving party only as
authorized herein. Information will not be considered to be Confidential Information if (i) available to the public
other than by a breach of this agreement; (ii) rightfully received from a third party not in breach of any obligation
of confidentiality, (iii) independently developed by or for a party without access to Confidential Information of
the other; (iv) lawfully known to the receiving party at the time of disclosure, (v) produced in compliance with
applicable law, securities reporting requirement or a government or court order, provided the other party is
given notice and an opportunity to intervene; or (vi) it does not constitute a trade secret and more than three
(3) years have elapsed from the date of disclosure. If Avolve receives a request for Customer Data (either
directly or as redirected to Avolve by the Microsoft Corporation), then Avolve shall redirect the law enforcement
agency to request that data directly from Customer. If compelled to disclose Customer Data to law
enforcement, then Avolve shall promptly notify Customer and provide a copy of the demand, unless legally
prohibited from doing so. To the extent required by law, Customer shall notify individual Users that their data
may be processed for the purpose of disclosing it to law enforcement of other governmental authorities as
directed by Avolve, and shall obtain the User's consent to the same.
7. Indemnification; Limitation of Liability.
a. Indemnification. If a third party makes a claim against the Customer that any Customer’s use of the
Avolve SAAS Solution in accordance with the terms of this Agreement infringes such third party’s
intellectual property rights, Avolve, at its sole cost and expense, will defend Customer against the claim
and indemnify Customer from the damages, losses, liabilities, costs and expenses awarded by the court
to the third party claiming infringement or the settlement agreed to by Avolve, provided that Customer:
(i) notifies Avolve promptly in writing of the claim; (ii) gives Avolve sole control of the defense and any
settlement negotiations; and (iii) gives Avolve reasonable assistance in the defense of such claim. If
Avolve believes or it is determined that the Avolve SAAS Solution has violated a third party’s intellectual
property rights, Avolve may choose to either modify the Avolve SAAS Solution to be non-infringing or
obtain a license to allow for continued use, or if these alternatives are not commercially reasonable,
Avolve may terminate Customer’s use rights and refund any unused, prepaid fees Customer may have
paid to Avolve. Avolve will not indemnify the Customer to the extent that the alleged infringement
arises from (1) the combination, operation, or use of the Avolve SAAS Solution with products, services,
information, materials, technologies, business methods or processes not furnished by Avolve; (2)
modifications to the Avolve SAAS Solution, which modifications are not made by Avolve; (3) failure to
use updates to the Avolve SAAS Solution provided by Avolve; or (4) use of Avolve SAAS Solution except
in accordance with any applicable Documentation or specifications.
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b. Limitation of Liability. In no event will Avolve be liable for special, indirect, incidental, consequential,
or exemplary damages, including, without limitation, any damages resulting from loss of use, loss of
data, interruption of business activities, or failure to realize savings arising out of or in connection with
this agreement, including without limitation use of the Avolve SAAS Solution and the provision of the
Professional Services. Except for direct damages and expenses associated with Avolve’s obligation to
indemnify Customer pursuant to Section C (7) (a), Avolve’s aggregate, cumulative liability for damages
and expenses arising out of this Agreement, whether based on a theory of contract or tort, including
negligence and strict liability, will be limited to twice the amount of fees receive by Avolve under this
Agreement (which fees may have been received by Avolve from Financing Company or directly from
Customer). Such fees reflect and are set in reliance upon this limitation of liability. The limited
remedies set forth in this Agreement shall apply notwithstanding the failure of their essential purpose.
This limitation of liability does not apply to damages and expense arising out a Data Security Breach as
defined in Section A. 2. c. of this Agreement; to the maximum extent permitted by law, Avolve’s
aggregate, cumulative liability for damages and expense arising out of a Data Security Breach, whether
based on a theory of contract or tort, including negligence and strict liability, will be limited to
$1,000,000.
8. Support; Warranties.
a. Support. During the Customer’s Subscription Term, at no additional cost to the Customer, Avolve shall
provide the Avolve SAAS Solution in accordance with Avolve’s Service Level Agreement (attached
hereto as Exhibit 1).
b. Warranties. Customer warrants and covenants that it owns or otherwise has and will have the
necessary rights and consents in and relating to the Customer Data so that, as received by Avolve and
processed in accordance with this Agreement, they do not and will not infringe, misappropriate or
otherwise violate any intellectual property rights, or any privacy or other rights of any third party or
violate any applicable laws or and government regulations, including but not limited to all foreign,
United States federal and United States state recording laws. If Customer is purchasing from Avolve
resold rights to Microsoft Cloud for US Government, Customer further warrants that it is one of the
following: (i) a bureau, office, agency, department or other entity of the United States Government;
(ii) any agency of a state or local government in the United States; (iii) any United States county,
borough, commonwealth, city, municipality, town, township, special purpose district, or other similar
type of governmental instrumentality established by the laws of Customer's state and located within
Customer's state jurisdiction and geographic boundaries; or (iv) a federally-recognized tribal entity
performing tribal governmental functions and eligible for funding and services from the US Department
of Interior by virtue of its status as an Indian tribe.
c. Disclaimer. Avolve AND ITS SUPPLIERS AND LICENSORS DISCLAIM ALL OTHER WARRANTIES
STATUTORY, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF
TITLE, NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO
WARRANTY IS GIVEN AS TO ACCURACY, ERROR-FREE OR UNINTERRUPTED SERVICE. CUSTOMER
ASSUMES ALL RESPONSIBILITY FOR DETERMINING WHETHER THE SERVICES, ANY AVOLVE MATERIALS,
THE AVOLVE SAAS SOLUTION OR THE INFORMATION GENERATED THEREBY IS ACCURATE OR
SUFFICIENT FOR ITS PURPOSES. EACH PARTY DISCLAIMS ALL LIABILITY AND INDEMNIFICATION
OBLIGATIONS FOR ANY HARM OR DAMAGES CAUSED BY ANY THIRD-PARTY HOSTING PROVIDERS.
Avolve makes no warranties or conditions as to any services or products distributed under a third-party
name, copyright, trademark or trade name that may be offered with or incorporated with the Avolve
SAAS Solution or Professional Services provided by Avolve hereunder (such as the Microsoft hosting
services). To the maximum extent permitted by law, Avolve will have no liability in connection with
the third-party services or products.
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9. Notices: Any notices being given by this Agreement shall be in writing and shall be effective if delivered
personally, sent by prepaid courier service, sent by prepaid mail, or sent by facsimile or electronic
communication (confirmed on the same or following day by prepaid mail). All correspondence shall be
addressed to the parties as follows:
If to Avolve: If to Customer:
Mr. Jay Mayne
CFO
Avolve Software Corporation
4835 E. Cactus Rd., Suite 420
Scottsdale, AZ 85254
Scott McMahan
IT Director
City of Bozeman
20 East Olive Street
PO Box 1230
Bozeman, MT 59771
10. Governing Law. This Agreement will be governed by and construed in accordance with the laws of Customer’s
state of domicile. Each party shall comply fully with all applicable state and federal laws, regulations, and
municipal ordinances including, but not limited to, all workers’ compensation laws, all environmental laws
including, but not limited to, the generation and disposal of hazardous waste, the Occupational Safety and
Health Act (OSHA), the safety rules, codes, and provisions of the Montana Safety Act in Title 50, Chapter 71,
MCA, all applicable City, County, and State building and electrical codes, the Americans with Disabilities Act (as
applicable to each party), and all non-discrimination, affirmative action, and utilization of minority and small
business statutes and regulations (as applicable to each party).
Nondiscrimination: Avolve agrees that all hiring by Avolve of persons performing this
Agreement shall be on the basis of merit and qualifications. Avolve will have a policy to
provide equal employment opportunity in accordance with all applicable state and federal
anti-discrimination laws, regulations, and contracts. Avolve will not refuse employment to a
person, bar a person from employment, or discriminate against a person in compensation or
in a term, condition, or privilege of employment because of race, color, religion, creed,
political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation,
gender identity, physical or mental disability, except when the reasonable demands of the
position require an age, physical or mental disability, marital status or sex distinction.
11. Attorney’s Fees and Costs: In the event it becomes necessary for either Party to retain an attorney to enforce
any of the terms or conditions of this Agreement or to give any notice required herein, then the prevailing Party
or the Party giving notice shall be entitled to reasonable attorney's fees and costs, including fees, salary, and
costs of in-house counsel to include City Attorney.
12. Entire Agreement. This Agreement, together with any SOWs, constitutes the entire agreement and
understanding between the parties and supersedes any prior agreements, representation, or understandings,
whether oral or written, relating to the services provided hereunder.
13. Severability. Should any court of competent jurisdiction declare any term of this Agreement void or
unenforceable, such declaration shall have no effect on the remaining terms hereof.
14. Assignment. These services and any other information or rights provided by Avolve, may not be sold, leased,
assigned, sublicensed or otherwise transferred in whole or in part. Customer may not assign this Agreement or
the benefits there from in whole or in part without the prior written consent of Avolve, which consent shall not
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be unreasonably withheld. Any assignment made in conflict with this provision shall be voidable at the option
of Avolve.
15. Independent Contractor. Avolve is an independent contractor and not an employee of the Customer. Any
personnel performing services under this Agreement on behalf of Avolve shall at all times be under Avolve’s
exclusive direction and control. Avolve shall pay all wages, salaries, and other amounts due such personnel in
connection with their performance of services under this Agreement and as required by law. Avolve shall be
responsible for all reports and obligations respecting such additional personnel, including, but not limited to:
social security taxes, income tax withholding, unemployment insurance, and worker’s compensation insurance.
16. Amendment. This Agreement may only be modified by written amendment signed by authorized
representatives of both parties.
17. Hierarchy. The following order of precedence shall be applied in the event of conflict or inconsistency between
provisions of the components of this Agreement: (i) this Agreement and (ii) the applicable Avolve Support SLA
or SOW. Notwithstanding the foregoing, if any part of the Avolve Support SLA or SOW expressly states that it
shall control over the Agreement, it shall so control.
18. Survival: Avolve’s indemnification shall survive the termination or expiration of this Agreement for the
maximum period allowed under applicable law.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the dates set forth below.
Avolve Software Corporation City of Bozeman
By: By:
Name: Name:
Title: Title:
Date: Date:
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EXHIBIT 1 – SERVICES SERVICE LEVEL AGREEMENT (SLA)
SUPPORT PROCESS AND SERVICE LEVEL AGREEMENT
Avolve’s current support process and service level commitments (“Support”) are defined below.
Support Portal. Avolve provides Support through its Support Portal (https://support.avolvesoftware.com). All issues
can be logged using the portal or through an on-call support number. Customer personnel receive Support Portal login
credentials promptly following purchase of rights to use the Avolve SAAS Solution. After a login is received, the Customer
may enter, track, update, and report on trouble ticket, as well as communicate with Avolve helpdesk staff via phone,
email, web meeting, and/or ticket notes. Help, FAQs, Documentation, and a Knowledge-base are also available at the
Avolve support portal.
Support Hours. 8 AM – 5 PM MST.
Planned Downtime. Avolve or its third-party agent may render the Avolve SAAS Solution unavailable in order to perform
upgrades, updated, patches, enhancements and routine maintenance activities, so long as the Avolve SAAS Solution is
only unavailable to Customer and its Customer Users outside of the hours of 8 AM through 5 PM Mountain Standard
Time on business days during the Subscription Term. Avolve shall provide no less than five (5) days advance notice to
Customer of any planned downtime. Customer acknowledges that in the case of emergencies, Avolve or its third-party
agents may render the Avolve SAAS Solution unavailable in order to address the emergency. In such situations, if
reasonably feasible, Avolve will provide notice to Customer in advance of rending the Avolve SAAS Solution unavailable
or, if not reasonably feasible, notice to Customer promptly following the rendering of the Avolve SAAS Solution
unavailable. Customer understands and agrees that Avolve shall not be liable for any such interruption in access to the
Avolve SAAS Solution for downtime occurring pursuant to this paragraph (collectively, referred to herein as “Planned
Downtime”).
On-Site Emergency Support. Customer may request on-site emergency operational support services as a separate and
distinct billable service. In such cases and at its discretion, Avolve will dispatch appropriate technical staff to deliver on-
site technical services.
Problem Determination and Resolution. Avolve resources are allocated to resolve reported problems based on the
severity level as described in the following table. Avolve uses commercially reasonable efforts to provide a prompt
acknowledgement, acceptable resolution, workaround, or a plan for the provision of a resolution or acceptable
workaround in the timeframe set forth below:
Severity
Level Definition Response Time Resolution Commitment
System
Down
An error that causes a
catastrophic failure
substantially impacting
Customer’s business.
1 Hour
The Level 1 Support Engineer will try to
resolve the issue within 15 – 30 minutes. If it
requires further investigation and longer
resolution time, it is escalated to the Level 2
or 3 Support Engineer during business or non-
business hours. Status updates will be
provided periodically, but no less than 4 hour
intervals, on System Down tickets 24x7 until
resolution.
Infrastructure issues are often resolved
quickly by service or system restart. Any
potential system alerts will be promptly
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Severity
Level Definition Response Time Resolution Commitment
addressed in an effort to avoid issues from
occurring.
High
An error that causes Avolve
product to fail without
significant business impact.
Causes a substantial
reduction in performance.
24 Hours
The Level 1 Support Engineer will try to
resolve the issue within 15 – 30 minutes. If it
requires further investigation and longer
resolution time, it is escalated to the Level 2
or 3 Support Engineer during business hours*.
Status updates will be provided periodically
on High Priority tickets during business
hours* until resolution. If a work-around is
provided, the original High Priority ticket will
be closed and a new ticket will be created to
track the progress for a permanent solution
to the issue.
Infrastructure issues are often resolved
quickly by service or system restart. Any
potential system alerts will be promptly
addressed in an effort to avoid issues from
occurring.
Medium
An error that causes only
minor impact on use of the
product.
72 Hours
Avolve and Customer will commit resources
during normal business hours* for problem
resolution.
Low
A service request for a new
feature, additional
documentation, or an
explanation of product
functionality.
5 Days
Avolve and Customer will commit resources
during normal business hours* for problem
resolution. Enhancement requests will be
logged and sent to Avolve Development for
review and possible incorporation into Avolve
products.
*Normal Business Hours: 8:00 a.m. through 5:00 p.m., Monday through Friday (excluding standard holidays), Mountain
Standard Time.
Response Time. Once a problem has been reported, the Customer receives an acknowledgement by email,
phone or the through the support portal. Avolve will begin the process of problem determination and
resolution at this point. The time the ticket is submitted and the response time will be logged to ensure
SLA is met.
Status Updates. During the problem determination and resolution process, Customer may receive regular
communications, via email, phone or the support portal, as to the status of the problem determination and
resolution. All communications should be logged in Avolve’s support system including date, time, and
contact name. This helps Avolve and the customer determine the status and duration of the issue reported.
Resolution. In response to the problem reported, Customer will receive, as appropriate, one of the
following resolutions: an existing correction, a new correction, a viable workaround, or a plan on how the
problem will be addressed.
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Severity Re-classification. If Customer determines that the severity of a previously reported issue should
be re-classified or escalated, it should contact Avolve Support with request.
Unsupported Issues. Avolve does not cover under Support, and the SLA does not include, the following conditions
(collectively, the “Unsupported Issues”).
Any Avolve SAAS Solution use not covered by an active support contract and/or not in compliance with a
valid agreement with Avolve. Authorized users of the Avolve SAAS Solution are entitled to Support as part
of their use fee.
Any Avolve SAAS Solution that is altered or modified other than as approved in writing by Avolve.
Software installed on any computer hardware/software configurations not supported by Avolve.
Problems caused by misuse or misapplication of the Avolve SAAS Solution, including any anomalies and/or
failures in test or production operating environments that impact the Avolve SAAS Solution and are
determined to have their cause due to unwarranted Customer decisions, actions, system configuration/
modification, policies and/or procedures.
Problems caused by Customer’s custom application code authorized to be developed using Avolve APIs as
set forth in the documentation accompanying such API and the Customer’s Agreement.
Problems caused by updates or upgrades of 3rd party applications that are integrated with Avolve products
and/or services.
Services required to implement any updates, upgrades or releases on Customer’s network, as well as all
other operational support issues, are not included with Avolve Support. Such additional services may be
purchased for an additional fee.
All Training programs, regardless of software version updates and/or upgrades.
Operational Support including but not limited to: (a) Windows configuration issues; (b) SQL Database
maintenance and or tuning; (c) VMWare tuning or configuration; (d) Firewall configuration; (e) Network
performance; (f) End-User browser support; (g) User-modified and new workflows or eForms.
Any other reasons set forth in the Customer’s Agreement, including without limitation any down-time due
to Microsoft Corporation.
Avolve, in its sole discretion, shall determine whether any of the foregoing exclusions are applicable to Customer. Any
services provided for exclusions shall be paid by Customer at Avolve’s then-current rates, as well as all travel and other
expenses incurred by Avolve in providing such services.
Customer’s Obligations for Operational Support. To facilitate clear and consistent communication and timely issue
resolution, Customer shall designate up to two contact persons for technical support processes. These individuals are
responsible for initiating support requests, communicating with Avolve technical support personnel, and monitoring the
support process with Avolve. Timely Customer response to Avolve requests for information during issue resolution is a
necessary pre-requisite to Avolve’s providing Support. Avolve also requires remote access to the Customer system for
the purpose of problem determination and analysis. Where reasonably necessary to provide Support, Customer shall
provide Avolve’s technical support personnel reasonable, remote access capabilities into Customer’s systems. Upon
Avolve’s request, Customer will also provide reasonable supporting data to aid in the identification and resolution of the
issue.
Service Level Commitment
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Avolve will use commercially reasonable efforts to make the Avolve SAAS Solution Available with an Annual Uptime
Percentage of at least 99.99%, excluding Planned Downtime. In the event that Avolve does not meet this uptime
commitment, Customer will be eligible to receive a service credit for 1% of the monthly fee for each one (1) hour of
downtime during Customer’s normal business hours, up to 50% of Customer’s Pro-Rated Monthly Subscription Fee.
Definitions
“Annual Uptime Percentage” is calculated by subtracting from 100% the percentage of 10-minute periods
during a calendar month in which the Avolve SAAS Solutions was Unavailable to Customer.
“Availability” means the ability to log into the Avolve SAAS Solution.
“Claim” means a claim for a service credit Customer submits by opening a support case with Avolve, on the
basis that the hosted Avolve SaaS Product infrastructure has been Unavailable to Customer during a service
month.
“Pro-Rated Monthly Subscription Fee” is calculated by dividing the Customer’s applicable annual Avolve
SAAS Solution subscription fee by twelve.
“Unavailability” means the inability to log into the Avolve SAAS Solution.
Service Credit Requests
To receive a service credit, Customer must notify Avolve and submit a Claim within thirty (30) days from the incident that
would be the basis for the claim. To be eligible, the Claim must include (a) the dates, times, description and duration of
each incident experienced; and (b) the Customer’s event logs or any other system telemetry that document the errors
and corroborate the claimed Unavailability (any confidential or sensitive information should be removed). Failure to
provide a timely Claim, which includes all the required information, will disqualify the Claim and Customer from receiving
a service credit. If Avolve validates the Claim, then Avolve will promptly issue the service credit.
Service Credit Provisions
Service credits are Customer’s sole and exclusive remedy for any failure of Avolve to provide the Avolve SAAS Solution in
accordance with the terms of the Agreement. Service credits shall be a credit toward future services only and do not
entitle Customer to any refund or other payment from Avolve. Service credits may not be transferred, applied to another
account, exchanged for, or converted to monetary amounts.
The maximum service credits awarded with respect to Claims the Customer submits in any calendar month shall not,
under any circumstance, exceed in the aggregate 50% of the Customer’s Pro-Rated Monthly Subscription Fee for such
month. Avolve will use all information reasonably available to it to validate Claims and make a good faith judgment on
whether a service credit should be applied to the Claim.
SLA Exclusions
This SLA does not apply to any Availability or Unavailability of the Avolve SAAS Solution:
During Planned Downtime;
Caused by Unsupported Issues;
Caused by factors outside of Avolve’s control, including any force majeure event or interruption or
impediment to Internet access or related problems;
That result from Customer’s equipment, software or other technology and/or third party equipment,
software or other technology, including any third party hosting providers;
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That resulted from Planned Maintenance or associated to beta, evaluation, non-production systems, and
trial services accounts;
That result from any actions or inactions from Customer or any third party, including employees, Users,
agents, contractors, or vendors, or anyone gaining access to the hosted Avolve SaaS Product infrastructure
by means of Customer’s (and its Users’) passwords or equipment;
Arising from Avolve’s suspension and termination of Customer’s right to use the hosted infrastructure in
accordance with the Agreement; and
That result from Avolve application software implementation errors caused by configuration,
customization, installation, or human errors.
Avolve, in its sole discretion, shall determine whether any of the foregoing exclusions are applicable to
Customer. Avolve may, but is not obligated to, issue a Service Credit in Avolve’s sole discretion where
Customer’s use of the Avolve SAAS Solution may be Unavailable due to factors other than expressly
provided here in this SLA.
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EXHIBIT 2 – Form of Implementation SOW
ProjectDox® ePlan Life Cycle Solution
City of Bozeman, MT
(“Customer”)
Proposed Statement of Work
May 1, 2020
4835 East Cactus Road Suite 420, Scottsdale, Arizona 85252
Phone: 602.714.9774 www.avolvesoftware.com
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EXECUTIVE SUMMARY
This Statement of Work will focus on the setup of a Production and Test Environment and the implementation of ProjectDox Best
in Class workflows addressing the Customer’s needs with regard to Three (3) Best in Class plan review process. The goal is to
implement Online Application Submission (OAS), ProjectDox and PlansAnywhere and an Advanced permitting system
integration for ProjectDox utilizing web services, in a standardized, off the shelf manner. We will leverage Avolve best practices and
built-in configuration and modifications features, to meet the most effective functionality required to achieve the highest business
value for the customer (the "Project").
We will also migrate from an on-premises installation to a SaaS model in Microsoft Azure. The migration to SaaS will include the
migration of the existing Building workflow and all associated data and files to the new hosted environment. The scope will also
include re-establishing the existing Building integration with NaviLine, but will not include any changes to existing functionality within
the process.
SCOPE OF WORK (MILESTONES)
Setup Offsite | Remote
Setup of a single environment (Test) for the applicable products is required prior to orientation and configuration onsite assessments
being conducted. Project pre-planning, including draft project plan, communication plan etc. are associated to this stage of the
project. Additional environments (Production) to be implemented will be factored into the project plan and based on the sales
order/agreement.
The date of acceptance for this milestone is the SaaS Renewal Date
Migration Offsite | Remote
This section will outline the tasks required for both the City of Bozeman and Avolve to migrate to Avolve SaaS from their on-premise
installation. We would perform the following steps:
1. New servers would be provisioned in Azure
2. Installation of the latest version of ProjectDox would be completed
3. Avolve would request a backup of the customer’s ProjectDox database (utilizing Avolve’s encrypted OneDrive
shared file server)
4. Customer’s database schema would be updated from their current version to the latest version
5. The ProjectDox configuration will be updated to match the new environment
6. SyncThing would be installed and configured which creates a point-to-point network between two servers
a. Installation of SyncThing would be performed on the customer’s file server for ProjectDox
i. ProjectDox Share Folders would be configured within the SyncThing application on the
customer’s side
1. UserFilesSource
2. UserFilesPublish
3. WFlowDLLCache
b. Installation of SyncThing would be performed on the new file server in Azure for the customer’s new
environment
i. The same ProjectDox Share Folders are configured within the SyncThing application on the
new environment
1. UserFilesSource
2. UserFilesPublish
3. WFlowDLLCache
c. Both SyncThing applications have a unique GUID that is created upon installation and the GUID is
configured in each of the corresponding applications so that communication can only occur between
those two servers
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d. Synchronization is initiated prior to the cut-over date and the files in the customer’s on-premise
installation are gradually copied to the new environment in Azure in the background
e. Once all the files have been copied from each of the folders, SyncThing will continually monitor in real-
time any changes that occur in the folders keeping the two environments up to date until the cut-over
date
7. On the day of the cut-over to the new Azure environment, access to the customer’s on-premise site will be
disabled
8. A new backup will be performed of the ProjectDox database and provided to Avolve
9. The latest copy of the database will be restored in the new environment and the schema will be updated to the
latest version of ProjectDox
10. The ProjectDox configuration will be updated to match the new environment
11. SyncThing will be disabled on both the on-premise file server and the Azure file server
Orientation and Configuration Requirements Session* 2 persons | Onsite
The Avolve PM will work with the City to perform an initial review of the application with the project team and gather configuration
requirements to complete the design of the OAS application forms and Best in Class workflow processes. The output of these sessions
will be compiled into a requirements document referred to as the Configuration Requirements Document (CRD). This will include using
standard templates and design to expedite the project while providing the best business value to the customer. Any design requirements
identified during this phase outside of the design of the BIC workflow process and/or requiring development will be scoped and presented
in a separate Statement of Work. Assurance services afforded the project may be leveraged for work identified as outside the scope
of the project.
Configuration Requirements Document
Advanced Integration permitting system touchpoint discussion for Cityworks PLL Includes:
o Project Creation – Required application data is pushed from the permitting system to the ProjectDox application
using the Avolve provided REST API and configuration of the ProjectDox Windows Service Process. Required
field for project creation:
o Permit Number/Project Name (Key value)
o Description
o Applicant/Submitter First Name
o Applicant/Submitter Last Name
o Applicant/Submitter Email Address
o Permit/Project Type
o Application Data – Pull of data from the permitting system to display of up to 18 read-only permit application data
fields within the plan review process.
o Review Status – Push of data to provide the permitting system the following data related to the plan review:
o Reviewer Name
o Reviewer Department
o Review Cycle
o Review Status (Approved, Rejected)
o Date Completed
o Final Approval Status – Push final status or log event of approved to permitting system API indicating to the
permitting system that all reviews are approved in ProjectDox.
Project Plan (task list/schedule/resource assignments) not to exceed budget
Configuration & Integration * Offsite | Remote
Configuration of applicable software products, forms and the workflows based on the configuration requirements document findings.
This includes the development of the integration work defined in this Statement of Work and confirmed during requirements
discussions. Integration designs require the City to have or develop web services to allow for integration communication to the target
systems from ProjectDox. Direct database calls from are not supported as part of the design.
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Configured Working products and modules as specified in the Purchase Agreement/ Sales Order
o Configured working OAS, ProjectDox and PlansAnywhere Application
o Self-Service Application (SSA) Forms
Provides up to 16 hours of services to configure the site for use with the delivered SSA forms and
letters, perform a review of the application forms design and features, make minor modifications
and deploy into production.
o 1 OAS Base Application Form
Forms design contains less than 75 fields
o 1 OAS Paper to Electronic Application Form
Existing paper to electronic form design in OAS with < 75 fields and intelligent condition
entry/display
o 1 OAS Advanced Application Form
Form design contains between 75-150 fields
o 1 Payment Processor to Elavon
Design the OAS application to interface with Customer’s payment processor to allow for online
payments through OAS.
o 1 OAS Advanced Integration
Defined application data to be pushed to the target permitting system API to allow for creation of
the permit and triggering of the Project Creation process into ProjectDox. Design requires API’s to
be available for customer permitting system. Direct database calls from OAS to the target system
are not supported.
o 1 OAS Base Validation
1 Base Validation allows for the validation for up to 2 data fields in the application form against the
target system and confirmation of the data on the application form. (only validates) Design requires
web services to be available for integration communication to the target system. Direct database
calls from OAS to the target system are not supported.
o 1 OAS Advanced Validation
1 Advance Validation Widget to allow for multi field validation, data retrieval and display from the
target system on the OAS application form. May include field concatenation and progressive/auto
complete search (pulling back the data for display in the form). Some abilities are limited to API’s
being available from the customers target permitting system
o 1 Basic Fee
Allows for a fixed fee or simple calculation of a percentage of a field in the OAS application form to
be displayed to the end user to communicate a cost.
o Configured working ProjectDox application
3 Best In Class Workflows (Engineering, Planning, Fire)
Advanced Integration to Cityworks PLL
o Base Archival System Export provides configuration of two folders per workflow to be configured to
automatically export from the system the approved plans and documents to a shared location on the
customer’s network allowing import by Laserfiche.
o Configured PlansAnywhere application
40 user licenses maximum
User Acceptance Training (UAT) 1 Person | Onsite
The UAT phase uses an agile methodology consisting of two sprints of ten days each for testing that include the delivery of the
designed process, validation of the design by the Customer and resolution to design issues by Avolve before starting the next sprint.
The Avolve team will provide user acceptance training and guidance to the Customer on methods to test the designed process and
system to work towards acceptance. Customer will validate the system configuration, forms, emails, integration and document any
identified issues in the RIT (Risks, Issues and Tasks) document provided by the Avolve project manager. Avolve will resolve any
identified issues to allow the customer retest to gain acceptance.
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UAT Training is conducted onsite allowing one day per process with the remainder of the UAT phase supported remotely. During
this phase the production environment will be setup. Upon acceptance of the design the Avolve team will coordinate the promotion
of the code to the production environment.
Completion of User Acceptance Testing (UAT)
Implementation of the Production Environment
Code Promotion from Test to Production
Training 1 Person | Onsite
Avolve education specialists will deliver the below courses to the Customers staff. The courses will train approximately 36 persons
and will be delivered based on the project plan rollout. A maximum of 12 persons per course is enforced.
It is recommended that training sessions be organized with participants of similar technological abilities, if possible, to allow for the
most efficient delivery and retention of the materials. Additional training above and beyond the below may be added or additional
training performed post go-live by leveraging the assurance services funds afforded the project.
Delivery of classes for all products/modules as purchased – See Purchase Agreement
• 1: Introduction to ProjectDox
• 1: Introduction to Marking Up in ProjectDox
• 3: Workflow Business Process Training for Plan Reviewers
• 3: Workflow Business Process Training for Coordinating Staff
OAS Training
• Five (5) hours of remote training on the administrative settings within the OAS application and basic
configuration/design of the application forms.
PlansAnywhere – Group Training
• Plans Anywhere Training up to 40 users – 2 training sessions, scheduled, delivered online.
Launch/Project Close Out 1-2 Person |Onsite
Deployment of the workflow processes and post go live support for a period of 5 business days. Customer will be transitioned to
support post the 5 business day go live period.
Assurance Services
The assurance services fund may be leveraged at any time during or post project completion to cover additional integration
requirements, newly identified out of scope requirements, training, and software not included in this statement or work. The funds
may also be used post go-live/launch of a process to keep the project management team engaged to assist with change management
and user adoption assistance. Assurance services hours are billed on an hourly basis at a rate of $225.00 an hour. The use of hours
requires a change order or an assurance services agreement that defines the work and has signatures of agreement for use by the
Customer.
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ACCEPTANCE PROCESS
There will be Key Deliverables, as identified in the Project Activities/Deliverables Payment Schedule which will be subject to
acceptance by the Customer ("Acceptance"). Upon completion of each Key Deliverable, Avolve will request from the Customer a
written response within five (5) business days after receipt thereof. Notwithstanding the foregoing or anything to the contrary in the
Purchase Agreement, all other Deliverables provided under this Statement of Work shall be deemed to have been accepted by the
Customer upon delivery. If Customer does not approve, reasons for rejection must be clearly noted. 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 of the applicable milestone.
AVOLVE PROJECT PLAN AND PROCESS
Promptly following execution of this Statement of Work, the parties shall meet to discuss the general project schedule, which will be
generally organized around the standard Avolve project On-Boarding process. Within 2 weeks, the initial project plan will be created
and sent to Customer. The Project Plan contains a schedule, a list of tasks in a schedule format, assignments of specific team
members over specific times and communication status reporting processes. The Project Plan is a living document that will be
reviewed throughout the term of this Agreement and may be adjusted as reasonably necessary, as agreed to from time to time by the
parties.
PROJECT ASSUMPTIONS AND CAVEATS
1. This Project was scoped based upon purchase of ProjectDox Best In Class, understanding that the site will be hosted by Avolve
and configured per established Best-In-Class standards. This understanding forms the basis for Avolve’s pricing and the
Deliverables to be provided under this Statement of Work. Any deviation from these requirements will require a change order
and may increase cost or estimated time of Project completion.
2. Avolve will have full access to all Project team members from the customer as needed to complete the successful
implementation and roll out of ProjectDox. This access may require the team members of the customer to dedicate specific time
to specific detailed tasks within the Project Plan. Team member tasks will be more clearly defined during the kickoff and planning
sessions and documented in the Project Plan.
3. Customer and its third parties and/or subcontractors will fulfill any hardware/software requirements, as identified to allow
communication between Avolve Software and the Customer’s permitting system in a timely fashion in order to keep the Project
Plan on schedule.
4. Customer is moving to a cloud-based implementation of ProjectDox on Microsoft Azure, separate from the existing on-premise
installation of ProjectDox. It is understood that data migration is in the scope of this project and accounted for in the above
project scope.
5. Customer is responsible for providing the NaviLine iSeries Driver information and credentials related to the migration effort.
Customer is also responsible to set up their end of the VPN connection and assisting Avolve with creating and testing VPN
connectivity used for NaviLine integration. Building projects will continue to be integrated with NaviLine.
6. OAS applications the feed into Cityworks PLL are considered in scope int the integration development in this proposal for
applications beyond Building (Engineering and potentially Planning). Integration to allow application taken in OAS to create
permits in NaviLine is not in the scope of the project, but could be added in a subsequent proposal if desired. If that is the desire,
City will also need to be aware that the purchase of Fusion from Central Square is also required.
7. This best approach package to implementation relies on partnership with the jurisdiction to achieve desired go-live and paperless
goals. To that end, a not to exceed 842 hours have been allocated to services and training on this project. In the event scope
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expands or delays account for incremental hours to be required, a Change Request(s) will be issued for the incremental costs
associated with delay or expansion. Should the customer cause or contribute to the delay of any Deliverable, Avolve may elect to
revise the Project Plan accordingly to compensate for the delay and invoice for any applicable milestone payments to that point
of the project.
8. All parties will reasonably prioritize their efforts to meet the Project Plan schedule in order to achieve a rapid roll out model. In
doing so, it is understood by all parties that multiple tasks may be in process at one time and Avolve may have more than one
Professional Services team member working on the project at one time.
9. Client will provide adequate Project management for their own resources, and/or third parties, to collaborate with Avolve’s project
manager. Client subject matter experts and applicable users will be accessible and available in a timely fashion and for adequate
and reasonable durations. Avolve will make sure that scheduling of interviews and meetings are adequately in advance of these
resource allocations.
10. Customizations/Extensions required may result in increased schedule and budget, but only if documented and approved within
Assurance Services and/or a Change Request.
11. Avolve is planning to fully leverage ProjectDox as is, utilizing all built in configuration features to meet the business needs.
12. Any optional items chosen in the Purchase Agreement/Sales Order are not included here and would require a modification to this
Statement of Work.
13. Customer understands that an ePlan Life Cycle implementation is a very significant digital transformation enterprise project that
requires dedicated change management from the Customer’s staff. This will be key for the success of the Customer.
14. Work will not begin until an executed copy of all paperwork is complete. Work will begin at the earliest possible date at which
Avolve resources and Customer resources are available or as otherwise agreed to.
15. Avolve and Customer agree to cooperate in good faith to complete the Services and Deliverables in a timely and efficient
manner.
16. Recording of Avolve provided training or UAT (user acceptance testing) sessions is not permitted.
17. All training classes unless otherwise noted are limited to 12 persons maximum per class
*Configuration options are as described by ProjectDox documentation and as evidenced by ProjectDox administration screens. Minor
changes to Avolve ProjectDox Best Practices (Best in Class) workflows are changes to activate/deactivate and/or parametrize with
variables, existing steps in the Best Practices workflows. Customization of additional products and modules are to be within the
bounds and scope of the respective core product(s) and modifications are limited to those that are allowed by core product design.
CHANGE CONTROL PROCESS
The “Change Control Process” is that process which shall govern changes to the scope of the Project during the life of the Project.
The Change Control Process will apply to new components and to enhancements of existing components. The Change Control
Process will commence at the start of the Project and will continue throughout the Project's duration. Additional procedures and
responsibilities may be outlined by the Project Manager identified on the signature page to the Agreement and will be included in the
Project Plan if mutually accepted.
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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.
PRICING, TRAVEL AND EXPENSE
Pricing and payment terms are as set forth in Purchase Agreement/Sales Order.
Travel and Expenses are estimated to be $18,000 and will be invoiced to customer as incurred.
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PROJECT ACTIVITIES / DELIVERABLES PAYMENT SCHEDULE
This is a preliminary deliverable and payment schedule that is subject to change based on discussions to occur post the kick-off of the project, provided that both the City and
Avolve Software agree to the new terms in writing.
MS# Deliverable Description Acceptance Criteria Payment
Amount
MSO Contract Execution First Year SaaS costs Contract Signature $119,118.00
MSO Contract Execution 20% Services Contract Signature $33,604.80
MS1 Project Kickoff Project kick off meeting complete and initial
environment installed
Project Kick Off Meeting Conducted
Project team can log into installed environment
Sign Off Acceptance
$11,842.00
MS2 Configuration Requirements
Document (CRD)
Compiled configuration design requirements for
Process 1 Delivered CRD
Sign off Acceptance Document $17,763.00
MS3
Deliver functional OAS &
ProjectDox application for
Process 1
Deliver and review the design as defined in the CRD
document. UAT scheduled for Process 1
Sign off Acceptance Document $11,842.00
MS4 User Acceptance Test Process 1 User Acceptance Testing for Process 1 Complete
Delivered Second Environment
User Acceptance Testing confirms requirement as
agreed to in the CRD
Cityworks initial integration completed and tested
Sign Off Acceptance Document
$17,763.00
MS5 Training Conduct End User Training
Access to Video Training Library begins
Sign Off Acceptance Document
Access to online video library begins 1st year
subscription
$11,875.00
MS6 Training Conduct OAS Training Sign Off Acceptance $0
MS7 Launch/Go-Live Process 1 process general availability launch Migration is complete
Process is launched $4,545.00
MS8 Configuration Requirements
Document (CRD)
Compiled configuration design requirements for
Process 2 Delivered CRD
Sign off Acceptance Document $11,842.00
MS9
Deliver functional OAS &
ProjectDox application for
Process 2
Deliver and review the design as defined in the CRD
document. UAT scheduled to start for Process 2
Sign off Acceptance Document $11,842.00
MS10 User Acceptance Test Process 2 User Acceptance Testing for Process 2 Complete,
including Integration User Acceptance Testing confirms requirements as
agreed to in the CRD $5,921.00
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Sign Off Acceptance Document
MS11 Training Conduct End User Training
Sign Off Acceptance $4,000.00
MS12 Launch/Go-Live Process 2 process general availability launch Process is launched $0
MS13 Configuration Requirements
Document (CRD)
Compiled configuration design requirements for
Process 3 Delivered CRD
Sign off Acceptance Document $11,842.00
MS14
Deliver functional OAS &
ProjectDox application for
Process 3
Deliver and review the design as defined in the CRD
document. UAT scheduled to start for Process 3
Sign off Acceptance Document $11,842.00
MS15 User Acceptance Test Process 3
User Acceptance Testing for Process 3 Complete,
including Integration
User Acceptance Testing confirms requirements as
agreed to in the CRD
Sign Off Acceptance Document
$5,921.00
MS16 Training Conduct End User Training
Sign Off Acceptance $4,000.00
MS17 Launch/Go-Live Process 3 process general availability launch Process is launched $0
MS18 PlansAnywhere Launch/Go-Live PlansAnywhere general availability launch FTM and PlansAnywhere fully installed and configured
PlansAnywhere training completed
Application is launched
$8,799.20
MS19 Base Archival Services Complete Base Archival Services functional
Base Archival Services development and configuration
complete
File Testing and UAT complete
Process live
$9,600.00
Total SaaS, Training & Services $313,962.00
For the avoidance of any doubt, all right, title and interest in and to the Deliverables (including without limitation the above Key Deliverables), as well as the intellectual property
rights to such Deliverables, shall belong to Avolve, subject to the limited license granted to the Customer pursuant to the Licensing Agreement.
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STATEMENT OF WORK ACCEPTANCE
Once fully executed, this document will become the Statement of Work for the Project defined in this document. Avolve and
Customer’s signatures below authorizes Avolve to begin the services described above and indicates Customer’s agreement to pay
the invoices associated with these services delivered as described.
SOFTWARE ACCEPTANCE DATE AND MAINTENANCE
Avolve will invoice Customer for Software Maintenance following the Software Acceptance Date and Customer shall pay such
invoiced amount pursuant to the terms of the Purchase Agreement/Sales Order. For all subsequent years of Software Maintenance
purchased by Customer, invoicing and payments shall be as set forth in the Purchase Agreement/Sales Order.
AUTHORIZED SIGNATURES
Avolve Software Corporation City of Bozeman, MT
By: By:
Name: Name:
Title: Title:
Date: Date:
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EXHIBIT A: CHANGE REQUEST FORM
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EXHIBIT B: ORDER FORM
Quote Delivered To
Josh Waldo Fire Chief City of Bozeman, MT
20 E. Olive jwaldo@bozeman.net (406) 582-2350
Bozeman, MT
59771 Date of Quote: 5/1/2020 Quote Valid Until: 6/19/2020
ProjectDox ePlan Solution Pricing Agreement
SAAS
Product Name Product
Code Description Qty Unit Price Total Price
Test Environment
Light-Level
Capacity OAS &
ProjectDox SaaS
License
SAAS-T.E
Software as a Service (SaaS) for OAS &
ProjectDox on a Test Environment with 3 virtual server-configuration. Designed for
organizations who plan to use the system for
development and/or testing with approximately 25 concurrent users and
approximately 2,000 permits per year.
Software included for Production:
• ProjectDox Software Subscription
• Unlimited Workflow license
• OAS Software Subscription
• Includes unlimited Application Forms
license
• Includes SSA for six base forms
preconfigured
Services included for SaaS Production:
• Set up and installation of OAS & ProjectDox
• 24x7 Managed services
• Annual ProjectDox and OAS upgrades
• Technical Support
12 $2,000 $24,000
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Test Environment Safeguard: Avolve security
policy limits access to the Test environment.
External users including the customer’s IT can be provided limited VPN access to the Test
servers and database such as creation and
testing of custom reports. VPN access will be made available upon request.
Includes SSA for six base forms
preconfigured.
See Hardware Configuration section. Additional capacity requirements are available
upon request.
Production
Environment Light-
Level Capacity
OAS & ProjectDox
SaaS License
SAAS-P.L
Software as a Service (SaaS) for OAS &
ProjectDox on a Production Environment with
6 virtual server-configuration. Designed for
organizations who have approximately 100
concurrent users and 3,000 permits per year.
Software included for SaaS Production:
• ProjectDox Software Subscription
• Unlimited Workflow license
• OAS Software Subscription
• Includes unlimited Application Forms
license
• Includes SSA for six base forms
preconfigured
Services included for SaaS Production:
• Set up and installation of OAS & ProjectDox
• Managed services
• Annual OAS & ProjectDox upgrades
Production Environment Safeguard: Avolve security policy limits access to the Production
environment. External users including the
customer’s IT will not be allowed direct access to the Production servers and
database. Any development or testing can be
performed on the Test environment.
See Hardware Configuration section.
Additional capacity requirements are available upon request.
12 $7,000 $84,000
PlansAnywhere
Test License
SaaS-PA-
TEST
PlansAnywhere Test License Subscription
- Maximum 3 Users 1 $1,080 $1,080
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Subscription (3
Users)
- 1 year term
PlansAnywhere
License Pack (20
Users)
SOFT-PALP
PlansAnywhere License Pack
- Maximum of 20 users
- 1 year
- Internet Browser on Chrome, Safari, FireFox
and Internet Explorer
- iOS App
- Admin Dashboard and Client
* Sold in packs of 20 users. We are providing
two packs priced for 28 users. Avolve
reserves the right to revisit price and usage
on years 2+.
2 $7,680 $10,752
PlansAnywhere
Cloud Storage 2 TBs Cloud Storage 1 $250 $250
File Transport
Manager (FTM)
File Transfer utility for plan files and
documents, automated PlansAnywhere Site
creation
- Installs on ProjectDox App Server
- Maps data fields to PlansAnywhere
- Maps Files to designated PlansAnywhere
categories
- Transfers files to cloud storage
1 $5,000 $5,000
VPN-650Mbps VPM-650
Microsoft Azure VPN Gateway allows the
customer to connect from their internal
network in to the Avolve Cloud environment.
The secured VPN Gateway will be used for
M2M connections between the Avolve Cloud
and Customer on premises environments
(hybrid environments). 650Mbps
Based on monthly cost of $196/mo., invoiced
annually.
1 $2,352 $2,352
SaaS Sub-Total: $119,118
TRAINING
Product Name Product
Code Description Qty Unit Price Total Price
TES-Video License
Subscription TES-VLS Video License Subscription (annual) 1 $5,400 $5,400
Introduction to
ProjectDox TES-INTRO The Training and Educational Services course
includes a flexible mixture of lecture and hands-on lab time to familiarize the user with
1 $1,125 $1,125
Annual Credit for perpetual software trade-in -$8,316
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the basic features of ProjectDox. This 3 hour
instructor lead course will review how to
access a project, view a file, use the search feature and communication tools to efficiently
use and communicate using the ProjectDox
application. This course is limited to a max of 12 persons per session/course.
Introduction to
Marking Up in
ProjectDox
TES-MARK
This 4 hour course is designed for plan review
professionals responsible for marking up
documents electronically. Skills learned will
include but are not limited to basic viewing
and measurement tools, how to create and
edit markups, overlay and compare files.
This course is limited to a max of 12 persons
per session/course.
1 $1,350 $1,350
Workflow Business Process Training
for Coordinating
Staff
TES-
BICCOR
This course is designed to provide the
coordinating staff (intake/permit techs,
coordinators, administrators, etc.) with the
knowledge of the e-plan review process and
their role within it. Skills learned will include understanding how users will be notified,
accept and complete tasks, check status of
the review and provide management of assigned users (based on defined role).
This course is limited to a max of 12 persons
per session/course.
3 $2,000 $6,000
Workflow PDox Training for Plan
Reviewers
TES-BICPR
This course is designed to provide the plan reviewers with the knowledge of the e-plan
review process and their role within it. Skills
learned will include understanding how users will be notified, accept and complete plan
review tasks.
This course is limited to a max of 12 persons
per session/course.
3 $2,000 $6,000
PlansAnywhere -
Group Training
TES-PA-
TRA
PlansAnywhere Training up to 20 Users
- 1 training session, scheduled, delivered
online
2 $1,200 $2,400
Training Sub-Total: $22,275
PROFESSIONAL SERVICES
Product Name Product Code Description Qty Unit Price Total Price
Base Archival
Services PS-BA Base Archival Services Include : 1 $12,000 $12,000
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- Automated Export of approved and stamped
plans and documents to a shared directory.
- Includes a maximum two workflow activities to export the plans and documents from two
folders to a shared directory
PlansAnywhere
OnBoarding
PS-PA-
ONBRD
PlansAnywhere/FTM Dev Set-up &
Configuration
- Development instance standard set-up and
config
- Initial Training (Dev Org-up to 3 persons)
- FTM standard setup, configuration and test
1 $7,999 $7,999
OAS Setup &
Training Services
PS-
OAS.SUT
Setup Services:
- System Setup
- Database Table Population - mapping
control id’s to export records
- Admin Training - not to exceed 5 hrs
1 $4,275 $4,275
OAS Advanced
Integration
PS-
OAS.AINT
Acquisition of application data and a push of
required data to the target permitting system
API to allow for creation of the permit and
triggering of the Project Creation process into
ProjectDox. Design requires API’s to be
customer permitting/target system. Direct
database calls from OAS to the target system
are not supported.
1 $6,300 $6,300
OAS eForm Fee
Calc (Basic)
PS-
OAS.FCB
Fix fee or % of entered field values, simple
calculation 1 $3,600 $3,600
OAS eForm Base
Validation PS-OAS.BV Professional Services for eForm Base
Validation Integration 1 $3,600 $3,600
OAS Payment
Processor PS-OAS.PP Integration Dev services & Engineering (core
product changes may be required) 80-100hrs 1 $18,000 $18,000
OAS eForm
Advanced
Validation
PS-OAS.AV Professional Services for eForm Advanced
Validation Integration 1 $5,400 $5,400
OAS Basic eForm
Services
PS-
OAS.BeS
< 75 fields – w/ intelligent conditional
entry/display 1 $3,600 $3,600
OAS eForm Paper
to eForm Services
PS-
OAS.P2eF
Existing paper to electronic form design in
OAS with < 75 fields and intelligent
conditional entry/display
1 $1,350 $1,350
OAS Advance
eForm Services
PS-
OAS.AeS
>75 fields to 150 fields –intelligent conditional
entry/display 1 $5,400 $5,400
OAS SSA Template
Setup
PS-
OAS.SSA
Deploy SSA templates/permit letters, assist design and deploy to production – not to
exceed 16hrs
1 $3,600 $3,600
OAS Custom Setup
Services
PS-
OAS.CSU
Deploy ePlan application, assist with design
and deployment to production – not to exceed
18 hrs
1 $4,050 $4,050
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Best-in-Class Level
1 ProjectFlow
CORE Services
PS-
BIC.L1COR
E
BIC Core Setup Services Level 1 for
Workflows:
- Engineering Review
1 $15,750 $15,750
Best-in-Class Level
1 ProjectFlow
PLUS Services
PS-BIC.L1PLUS
BIC Plus Setup Services Level 1 for
Workflows:
- Planning
1 $30,600 $30,600
Best-in-Class Level
2 ProjectFlow
PLUS Services
PS-
BIC.L2PLUS
BIC Plus Setup Services Level 2 for
Workflows:
- Fire Plan Review
1 $22,500 $22,500
Onboarding
Advanced PF
Integration
PS-
PF.AINT.ON
BRD
Cityworks
Initial Services for Onboarding Advanced
ProjectFlow Integration includes the below;
additional quote may be required if scope
changes during Analysis:
• Project Creation - Configuration of the
Avolve Project Creator Service to create a
project in ProjectDox based on defined values
from the permitting system. These include:
- Permit/Project Number
- Description
- Applicant/Submitter First Name
- Applicant/Submitter Last Name
- Applicant/Submitter Email
- Project/Case Type
- Display of Permit/Application Information
- Configuration of General
Permit/Applicant/Contractor application data
fields for display within ProjectDox via a web
page/formlet.
- Project/Permit Status Update - ProjectDox
will notify the permitting system that the plan
review workflow is complete when all reviews are approved
1 $20,000 $20,000
Professional Services Sub-Total: $168,024
HOSTING AND RELATED SERVICES
Product Name Product
Code Description Qty Unit Price Total Price
Avolve Cloud Data
Migration
PS-DATA-
MIG
Migration of existing customer data onto the
Avolve Cloud. 20.2 $225.00 $4,545
Hosting Sub-Total: $4,545
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Unless otherwise stated, pricing does not include any applicable taxes that may be
applied at invoicing. Travel and Expenses are not included in this total and will be
invoiced as incurred.
Five-year commitment. First year SaaS and 20% of Services shall be invoiced upon execution of
Agreement. Payment for the total amount is due net thirty (30) days from the date of Initial
Invoice. Payment via EFT. See notes for details.
This best approach package to implementation relies on partnership with the jurisdiction to
achieve desired go-live and paperless goals. To that end a not to exceed 860 hours has been
allocated to services and training on this project. In the event scope expands or delays account
for incremental hours to be required, a Change Request(s) will be issued for the incremental
costs associated with delay or expansion.
SaaS Cost Year 2: $119,118
SaaS Cost Year 3: $119,118
SaaS Cost Year 4: $119,118
SaaS Cost Year 5: $119,118
* The City of Bozeman will receive an annual trade in credit of $8,316 for previously procured Avolve
software for 5 years. This credit is reflected in the annual SaaS cost listed above.
** The City may need to acquire Fusion license from CentralSquare. Please contact CentralSquare to
discuss licensing.
Grand
Total: $313,962
Notes:
EFT Remittance:
Avolve Software / Compass Bank
Routing #: 122105744
Account #: 2519753300
NAME:________________________________________________
TITLE:________________________________________________
SIGNATURE: __________________________________________
DATE:________________________________________________
By signing this Order Form customer acknowledge and agrees to, if purchasing (a) licenses and/or support and maintenance,
Avolve’s Software License and Support Agreement General Terms and Conditions and Avolve’s Maintenance and Support Level
Agreement; (b) professional services, Avolve’s Professional Services Agreement; and (c) training services, the Avolve University
Training Terms and Conditions; and (d) hosting services, Avolve’s Hosting Service Level Agreement. Customer acknowledges
that it has been provided reasonable access to the applicable documents listed herein online at www.avolvesoftware.com and
knowingly consents to the same. Resellers acknowledge that they will have end users formally acknowledge and be bound by all
applicable Avolve Terms and Conditions as described above.
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Avolve Cloud Infrastructure
Hardware Configuration
Avolve Cloud server configuration is based on best practices from over 150 State and Local Government agency and
implementation of Avolve product suite. The configuration below is based on estimated capacity requirements for your
municipality. It is measured based on 4 types of capacity levels from various customers volume transactions and performance
throughput of the systems. The capacity levels are based on the number of permits processed per year, concurrent users and
system resources utilization for a 24x7 operation. Avolve continues to improve its Avolve Cloud experience through newer
technology and benchmark testing, which could result to changes in the server configurations listed below.
Description Production Environment Test Environment
Web Server
• 2 CPUs
• 4 GB RAM
• 120 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Application
Server
• 2 CPUs
• 4 GB RAM
• 120 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Job Processor
Server #1
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Job Processor
Server #2
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Database Server
• 4 CPUs
• 8 GB RAM
• 2300 IOPs
• 64 GB Premium SSD Drive #1
• 550 GB Premium SSD Drive #2
File Server
• 4 CPUs
• 8 GB RAM
• 1100 IOPs
• 64 GB Premium SSD Drive #1
• 250 GB Premium SSD Drive #2
• 250 GB Premium SSD Drive #3
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Description Production Environment Test Environment
Application and
Job Processor
Server
• 2 CPUs
• 4 GB RAM
• 240 IOPs
• 64 GB Premium SSD Drive #1
• 64 GB Premium SSD Drive #2
Database and
File Server
• 4 CPUs
• 8 GB RAM
• 1100 IOPs
• 64 GB Premium SSD Drive #1
• 256 GB Premium SSD Drive #2
Note: A required annual system review will be conducted to determine if any system resource adjustments are necessary. When
system capacity for CPU,RAM, and IOPs need to be increased for performance improvements or storage capacity has reached
75%, additional resources will be recommended. At 100% storage utilization, additional storage is automatically added, and
billing is initiated.
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Infrastructure Architecture in MS Azure
Avolve OAS and ProjectDox Infrastructure Design
Each Avolve Cloud customer is configured with a single tenant and single subscription on MS Azure. This means each customer
consist of dedicated virtual servers and load balancers for their Production and Test environments. The City’s files and data will
be on separate virtual servers and databases for each environment. Avolve is working with Microsoft to optimize and evolve its
architecture to take advantage of several Azure features such as the elastic cloud, Azure applications, federated active directory,
and Power BI. The customer will be informed of any changes to the infrastructure from Avolve or from Microsoft.
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Backup and Disaster Recovery Configuration
Avolve Cloud Backup Process on MS Azure:
All servers are backed up nightly. All backups are
retained for 30 days at two regions. For the primary
and secondary regions, all backup copies will be
within the closet region from your location. Each
region consists of multiple data centers.
For the primary region, Azure stores 3 copies of the
content across multiple data centers in the
region. This provides uninterrupted access during
disaster events. Transactions are also replicated
synchronously.
Backups are transmitted to the paired secondary region via secure fiber loop. Azure backup process stores 3 extra copies of the
content. The transaction will be asynchronous to the secondary data centers (500+ miles away from the primary location). This
gives the jurisdiction a total of 6 copies of the data backup distributed in the primary and secondary regions.
Avolve Cloud Disaster Recovery Services on MS Azure:
Avolve Cloud includes Microsoft Azure Site Recovery (ASR) service in addition to standard Azure Backup Service. Avolve will
manage the replication, failover, and recovery processes through ASR to help keep the jurisdiction’s application running during
planned (excludes software upgrades) and unplanned outages. With ASR, Avolve orchestrates and manages the backup and
frequency of the Hyper-V servers, files, and database. Avolve will be conducting scheduled disaster recovery test on the
jurisdiction’s system to guarantee the RTO is within 24-32 hours recovery for the Production environment. The RPO is > 5 mins
and is dependent on Microsoft’s backup cycle time based on latency and distance of the back systems. Faster RTO and RPO is
available with additional Azure components if required.
Site Recovery is a native disaster recovery as a service (DRaaS), and Microsoft has been recognized as a leader in DRaaS
based on completeness of vision and ability to execute by Gartner’s Magic Quadrant for Disaster Recovery as a Service.
Additional CPU, RAM, IOPs and Storage:
The CPU, RAM, IOPs, and storage are based on the selected capacity level for the jurisdiction. Capacity levels are determined
from the number of concurrent users and number of permits. The capacity is calculated based on Avolve’s historical consumption
results from various customers on Avolve’s Cloud and Microsoft’s recommendations. The selected capacity is a best-case
estimate and is subject to change based on usage and strategic plans of the jurisdiction on the percentage growth for a
paperless system. An annual system review will be conducted to determine if any system resource adjustments are necessary.
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When system capacity for CPU,RAM, and IOPs need to be increased for performance improvements or storage capacity has
reached 75%, additional resources will be recommended. To prevent data loss, at 100% storage utilization, additional storage is
automatically added, and additional storage will be invoiced.
Security & Safeguards
MS Azure Data Centers are SOC 1-3, Tier 203, SAE 18 compliant
MS Azure Commercial Cloud is FedRAMP and NIST 800-171 compliant
Layer 3 and layer 4 firewall security with 1 firewall for the load balancer, 1 firewall for the web tier subnet, 1 firewall for
the app tier subnet and 1 firewall for the data tier subnet.
Microsoft $1B+ investment in security R&D on MS Azure Cloud. Additional security information is available at
https://azure.microsoft.com/en-us/overview/trusted-cloud/.
All incoming and outgoing traffic goes through Avolve Cloud Azure load balancer which is protected by a Microsoft’s
network firewall called the Azure network security group (NSG). By default, all NSG’s block incoming and outgoing
traffic that are not related to Avolve software.
Traffic is forwarded from the load balancer to the web tier subnet via network access translation (NAT). The web tier
subnet has an additional NSG associated to it to filter incoming and outgoing traffic from/to the load balancer. In
addition to the web tier subnet Avolve also has an application tier subnet and a data tier subnet. Each subnet has an
NSG associated to it, so communication between each subnet is filtered via the NSGs.
Avolve Production Environment Safeguard Guidelines:
Industry best-practices for systems operational control (SOC) and the National Institute of Standards (NIST) are an
integral part of the Avolve Cloud infrastructure, ensuring a very high level of security and system uptime for Avolve’s
customers and their environments. Avolve’s security and operational policies are established in order to safeguard
against any unauthorized access to data and/or potential service disruption that are a constant threat in today’s world
of online commerce. Therefore, the following policies are enforced in the Avolve Cloud:
Customer will have no access to server infrastructure. Deployment and changes to Production server hardware
and/or Operating System (OS) configuration in Avolve Cloud will be performed by Avolve and qualified partner
staff only. Customers will be notified if modifications to their environments are required at any given time.
Custom report creation requires direct access to the Production database. For this reason, Avolve Cloud will only
support access to a Test environment where the Production tables for reports can be exported.
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Apart from machine-to-machine (M2M) VPN tunnels required for third-party software integration, no user account-
based VPN access will be granted to Avolve Cloud Production environment infrastructure or software applications.
Managed Services Operations
Avolve Cloud ensures high system availability and is backed by rock solid infrastructure and service level guarantees. Your
Avolve ePlan Life Cycle licensed software is hosted in a secure, state of the art data center, and most importantly the application
is expertly managed by Avolve. Meticulous attention has been given to security, backup, system redundancy and failover. Your
Avolve ePlan Life Cycle application environment is monitored 24-7 for optimum health and security. And if an issue arises, our
experts have immediate and direct access to your servers and software for quick diagnosis and resolution. Our comprehensive,
Managed Services matrix details what you can expect from the Avolve Cloud:
24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled Hardware and OS/Virtual System Monitoring & Support
Server and network resources (i.e., CPU, RAM, Storage, and bandwidth)
monitored with automated alerts for resource threshold, server failure, internet
and WAN connectivity. Alerts will not be able to monitor issues that occur within
less than 1 second failure. Those issues are often discovered during application-
level (i.e., OAS and ProjectDox) connectivity issues.
Monitoring Data Points:
o Up/Down Status
o Network Interface Errors
o CPU Warning
o Memory Warning
o Memory Critical
o CPU Critical
o Storage Warning
o Partition Warning
o Partition Critical
x x x x
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24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled o Database Warning
o Database Down
o SSL warning
o SSL expiration
o Webserver Alerts
o DNS
Custom designed Outage and Alert Plan - adds, changes, & modifications
(add user, update firmware, modification, network configuration)
Scheduled Hardware Audits
OS and VMWare proactive management. This includes monitoring of any
system level failure caused by OS and VMWare patches, viruses or other
issues.
Permission Control (group changes, file/folder permissions, Windows or
Linux)
Optimize backend
x x x x
Log File analysis
Best-practices recommendations
Other services as requested
Regular reporting based on customer preference.
VLAN creation/modification
x
Cyber Security monitoring and automated alerts.
Regular anti-virus scan and anti-virus removal
Database Security
x x x x
Scheduled data recovery, OS & VMware patches and any hardware
replacements
Critical OS patches and updates
x
Backup automated services x x x x
24x7 Infrastructure Support calls x x x x
Application (OAS, ProjectDox, PlansAnywhere) Technical Support through
ticket submissions
Application Specific Monitoring
o Monitor Web Server Connectivity
o Monitor Web Site Availability
o Monitor Web Site Page Responsiveness
o Monitor Application Specific Services
o Minimalizes Support Issues
x x x x
Application Performance Reviews x x
Database Performance Reviews
Application Administration Assistance x x
Scheduled Reports x
System health checks x
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24x7 Support and Monitoring for SaaS Customers
US Mountain Time Zone 8am-5pm 5pm-8pm 8pm-6am 6am-8am Scheduled Performance tuning
• ProjectDox DB Tuning and re-indexing (periodic
• ProjectDox configuration tuning and adjustments based on any
progressive performance growth requirements
• Routine cleanup of the DLcache folder
• Restart of ProjectDox services and/or Servers during support or patches
x
Online Support Tickets: Responding to application issues reported x x
Software minor patch updates for Support related issues x
Software resolution to fix a technical reported issue x
Application support for system down issues for Standard Support customers
until problem is resolved or a work around has been identified x x x x x
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