HomeMy WebLinkAboutBlue Prince Community Development Software-Professional Services Agreement-05.29.2007 471/ 7
prin
cc®
Community Development Software PROFESSIONAL SERVICES AGREEMENT
CUSTOMER: SERVICE PROVIDER:
City of Waterloo BUILDERadius, Inc.
715 Mulberry Street Joel Edwards, Territory Manager
Waterloo, IA, 50730 16 Biltmore Avenue, Suite 300
Asheville, NC 28801
(828) 350-9950, ext. 202
DESCRIPTION OF WORK:
BUILDERadius, Inc. will provide installation, configuration, training, data conversion, and support services
as well as BluePrince software licenses to implement the BluePrince software solution for the City of
Waterloo. Based upon the proposal to the City of Waterloo dated September 28, 2006, BUILDERadius
will provide our full-featured, cutting edge municipal software solution as described in the following
Statement of Work.
The implementation project laid out within this document is based on a 16-week schedule to Go-Live.
Project Kickoff is slated to begin on May 29, 2007, Project Go-Live is August 20, 2007, and Project
closeout is scheduled to take place on September 7, 2007. The project timeline will be reassessed within
the first 4 weeks of the project to determine if it's possible to shorten the overall timeline. The City's level
of responsiveness and self-study training progress will be the biggest factors in determining if the timeline
can be abbreviated for an August 6, 2007 Go-Live. Both the City's project manager and the
BUILDERadius project manager must agree upon any alteration to the timeline.
1.0 Project Scope
This section describes the scope of the project. As the implementation progresses, any additional items
that are not included in this section will require a change order for additional professional services and
fees. The following is a more detailed explanation of the scope.
1. Installation of BluePrince 2.0
(1) Evaluation of current infrastructure state and installation recommendations
(2) Assistance in installation of BluePrince Server, Utilities, and Clients
2. Configuration Assistance and Training, to include the following modules
(1) Building Permits and Inspections [20 HOURS]
(a) Engineering
(b) Building
(2) Zoning Permits and Inspections [10 HOURS]
(3) Code Enforcement[6 HOURS]
(4) Simple Project Steps (approval and/or fees only) for the following departments:
(Total of[4 HOURS])
(a) Fire
(b) Plan Review
ON-SITE TRAINING AND GO-LIVE SUPPORT FOR 32 HOURS OVER 4 DAYS.
3. Data Import,to include the following systems
(1) Master Property Record
(a) Source Data: Black Hawk County GIS
(b) One-time, pre-go-live import using BluePrince Property Importer tool
(c) Periodic, post-go-live updates using BluePrince Property Importer tool
(d) Data Objects to import:
1. Properties
BUILDERadius, Inc. Statement of Work Agreement for The City of Waterloo Page 1 of 11
2. Owners
3. Structures
4. Variances
(2) PermitsPlus
(a) Source Data: Microsoft Access
(b) One-time, pre-launch custom import script
(c) Data Objects to import:
1. Building Permits
2. Inspections
3. Contractors
4. Property History
5. Owners
(3) Zoning Database
(a) Source Data: Microsoft Access
(b) On-time, pre-launch custom import script
(c) Data Objects to import:
1. Zoning Permits
2. Zoning Approvals
3. Decisions
4. Variances
4. Contractor Services Launch Support
(1) Setup and Test PayPal Integration
(2) Pre-Launch Usage Audit and Review
(3) JDAdmin (BuildingDepartment.com Configuration) Review
(4) Web Request and Contractor Signup Training — 1 Hour
5. BuildFax Local Public Interface
(1) Personalize BuildFax Portal for the City of Waterloo
(a) Logo
(b) Public Announcement
(c) Disclaimer
(d) City Contact Information
(2) Launch
6. Reports
(1) Requested Reports (customization may be required)
(a) Permit Fees Summary, Building Department
1. Query by address
2. Query by contractor
(b) Permit Status Summary by Contractor, Building Department
(c) Sewer Report
(d) Invoice Payments by Fee Category by Permit Type
(2) Other Requested Reports (included in current architecture— no customization required)
(a) Permits for Date Range (BlueReport)
(b) Single Permit Fees Statement (Invoicing Function and Invoice Summary)
(c) Inspection Letters (Form Designer)
(d) Valuation Report(QuickReports)
(e) Approvals Needed (BlueReport)
(f) Residential Permits for Date Range (BlueReport)
(g) Commercial Permits for Date Range (BlueReport)
7. Support and Maintenance
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 2 of 11
(1) Email support via trouble ticketing system. Available Monday— Friday 8—5 PM Eastern
Time. Responses within 2 business hours.
(2) Live messaging service 24 hours per day. Responses within 4 business hours.
(3) Full VNC (Virtual Network Connection) share screen support with Tech Support.
(4) Additional Reports billed at$500.00 minimum per report*
(5) Onsite support/training billed at$1500.00 per day plus expenses
(6) Support and Maintenance phase begins 2 weeks after Go-Live, independent of Launch
and Project Close-Out events.
*BUILDERadius reserves the right to add additional fees if a reports require more than 4 hours to
create.
2.0 Methodology
This section describes the methodology the BUILDERadius Systems Engineering (SE) team will utilize in
the implementation of the BluePrince software solution for the City of Waterloo. Evaluation, planning, and
training are based on industry best practices that have been identified and fine-tuned by BUILDERadius
based on our cumulative understanding of jurisdictions' needs and operational procedures. The times
and durations of tasks listed below (in hours or days) are provided as indicators of approximate level of
effort and are only rough estimates.
1. Kickoff Meeting — The kickoff meeting is the first official meeting for this project and will be used
to confirm the scope, timeline, roles, and deadlines. The BUILDERadius Implementation
Manager will lead this meeting and will use this Statement of Work as a baseline to affirm the
above for this project. Any changes to the scope, timeline, roles, and deadlines will be handled
according to the BUILDERadius change control methodology.
A. Identify Customer Roles
(1) Project Manager
(2) IT Contact—Jim Quint
(3) Primary and Ultimate escalation contacts
(4) Key Departmental Contacts
(a) Zoning
(b) Building Permits and Inspections
(c) Code Enforcement
(d) Engineering
B. Identify BUILDERadius Roles
(1) Territory Manager(TM)—Joel Edwards, ext 202
(2) Implementation Manager—Colleen Queeney, ext 302
(3) Primary and Ultimate escalation contacts
(4) System Engineers (SE's)
(a) Installation/Upgrade—Craig Fedkenheuer, ext 310
(b) Configuration and Training -Craig Fedkenheuer, ext 310
(c) Data Import—Sam Daniels, ext 309
(d) Launch —Sam Daniels, ext 309
2. Evaluation of Current State—A BUILDERadius SE will work with your IT staff to evaluate your
IT environment and make recommendations to ensure the optimal performance of the BluePrince
solution.
A. Environment
(1) Hardware
(2) Software
(3) Connectivity to Internet and security
(4) Network
B. Usage
(1) Number of proposed departments
(2) Number of proposed users
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 3 of 11
(3) Volume of proposed data
3. Software Installation —A BUILDERadius installation SE will walk your IT contact through the
installation process.
A. Establish a primary, secondary and backup IT Contact responsible for working with
BUILDERadius.
B. Designate the hardware to be used for the BluePrince Server. Preferably a stand-alone
system running no other software.
C. Install will take approximately 1 hour with detailed instructions and full on-line and phone
support from a BUILDERadius systems engineer.
D. Post-Install Configuration will take place directly after the installation of the software and will
take approximately 2 hours.
E. Client installation on each end user machine. BluePrince client installer has a "msi" file
extension for"push" installs on Windows networks.
4. Data Import-A BUILDERadius Data Import SE will help configure existing import utilities and/or
create one-time custom import scripts to convert data from legacy systems to be replaced by
BluePrince
A. Primary IT contact must upload all data to the BUILDERadius FTP site a minimum of 8 weeks
prior to Go-Live Date for initial import into BluePrince. (June 25, 2007)
B. Data must be provided in a tab or comma delimited ASCII format.
C. Data must have descriptive file headings or be accompanied by an additional file giving a
description of each field.
D. If the data cannot be provided to BUILDERadius in the correct format, City of Waterloo must
contact BUILDERadius prior to June 25, 2007 to discuss an alternative.
E. Imported data will be provided in the BluePrince schema to City of Waterloo for review three
weeks prior to the Go-Live Date. (July 30, 2007)
F. Primary IT contact must re-upload all data to the BUILDERadius FTP site by 5:00 PM CST
one business day prior to Go-Live date for final import into BluePrince.
G. Data for the final import into BluePrince must be provided in the exact format as the Data
from the initial import. If the data provided for the final import is in a different format than the
data originally provided, a charge of$1500 will be applied for each modified file format.
Unexpected modifications to anticipated file formats may result in a delay of going live.
5. Software Configuration Assistance-A BUILDERadius Installation and Configuration SE will
help Key Departmental Contacts configure BluePrince to accurately reflect their business
processes through a series of shared desktop configuration sessions:
A. Configure BluePrince basics
B. User Account Config
C. Establish a list of Project Types and their corresponding steps
D. Configure Zoning
E. Configure Building Review
F. Configure Code Enforcement
G. Configure Simple Project Steps
6. Business Process Analysis and Recommendations for Improvement—As part of the
software configuration step, the BUILDERadius SE will evaluate your business processes and
determine how to best represent them in the BluePrince software solution. Additionally, where
practicable, the BUILDERadius SE will offer recommendations on optimizing existing business
processes to eliminate bottlerecks and maximize efficiencies across departments in your
jurisdiction.
A. Capture Building Process from beginning to end for all project types
B. Payment procedures for I3uilding Process
C. Understand the detailed requirements for Contractor participation in Building Process
D. Usage Recommendations (Detail User options and access recommendations)
E. Process and Procedures Recommendations (Who processes what and in what order)
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 4 of 11
7. Customer Training -A BUILDERadius Training SE will help direct users to the appropriate Self-
Service training materials and resources. He or she will also provide Remote Train-The-Trainer
instruction over VNC or GoToMeeting shared desktop technology. Project success depends upon
the successful completion of both Self-Service and Instructor-Led training. On-site training can
also be utilized if desired as part of the four days on-site included in this contract.
Self-Service Training
A. BluePrince University: On-line videos and review quizzes. 5- 15 Hours depending on user
interaction with BluePrince.
B. Certification and Training Mode: 8 Hours per user(at their own pace). Two weeks.
Certification is a prerequisite for items C and D below. Not required for all users.
Instructor-Led Training
C. Remote Train-The-Trainer
(1) Building Department
(2) Code Enforcement
(3) Engineering
(4) Zoning
(5) Simple Project Steps
(a) Fire
(b) Plans Examiner
D. On-Site Training for users and process optimization consulting 32 hours over 4 days.
8. Testing and Pre-Live Audit - While key jurisdiction users test the functionality of the
configuration prior to going live with the BluePrince Software solution, a BUILDERadius SE will
perform a pre-live audit to capture any remaining issues.
A. User Acceptance Test (UAT): Testing of all modules, permits, fees, user access options and
approvals two (2) weeks prior to Go-Live. Key jurisdiction user personnel shall execute this
testing in cooperation with the Training System Engineer.
B. Pre-Live Audit. One day for BUILDERadius System Engineer to perform. One week for
jurisdiction to implement changes resulting from audit.
9. Go-Live: August 20, 2007- On this date all new users and departments covered under the
scope of this project will be "live"with the BluePrince software solution.
A. This is the deadline by which the following conditions are met:
(1) Configuration, Trainirg, Data Import complete
(2) All new departments and users begin using BluePrince full time.
(3) Legacy systems to be replaced are no longer used
B. This date is a commitment by the City of Waterloo to BUILDERadius that if not met could
result in an amendment to this Professional Services Agreement with the potential for
additional Professional Services fees.
C. Support and Maintenance phase begins 2 weeks after Go-Live, independent of Launch and
Project Close-Out events
10. Pre-Launch Audit-A BUILDERadius SE will perform a quality audit to confirm proper and
efficient use of the BluePrince software solution by the jurisdiction staff.
A. Two weeks after going live, BUILDERadius will perform a pre-launch audit. This will take one
day and will require no participation by the City of Waterloo. A list of observations and
recommendations for improvement will then be provided to the City of Waterloo.
B. We propose that you implement any recommended changes within a week to get the benefits
of a BluePrince system that is optimized for best practices and delivery of quality online
contractor services.
11. Launch - On this date, the jurisdiction may begin signing up contractors to use the online Project
Page services
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 5 of 11
A. Jurisdiction users help educate contractors about the services, and initiate the signup
process from the BluePrince toolbar
B. Jurisdiction users distribute pamphlets to contractors giving information about the services to
be provided
C. Contractors start applying for projects and permits as well as managing inspections online.
D. Jurisdiction may choose to support online payments via Pay-Pal to allow contractors to pay
for their permits and other fees online.
3.0 Assumptions
Based upon BUILDERadius' experience, in order to successfully implement the BluePrince software
solution for the City of Waterloo by [go-live date] the following assumptions have been made:
1. The City of Waterloo will assign a Project Manager as the single point of contact and escalation for all
project related issues. This Project Manager will be the primary interface for the BUILDERadius
Implementation Manager and will be responsible for facilitating the efforts and escalations with the
City employees and key departmental contacts to ensure that the project milestones and deadlines
are met. Additionally, this Project Manager will ensure participation by key City employees in a
weekly status review meeting hosted by the BUILDERadius Implementation manager.
2. The City of Waterloo will provide a comprehensive overview of the building project workflow and all
associated documentation. This should include zoning, permitting, inspections, code enforcement,
licensing, property, and departmental approvals relevant to the building process.
3. The City of Waterloo will provide zoning, permitting, inspections, code enforcement, licensing,
addressing, and other relevant data in electronic format to BUILDERadius as early in the
implementation process as possible.
4. BUILDERadius will make its best efforts to import as much of the legacy data provided by City of
Waterloo as possible and to do so as cleanly as possible. However, 100% data conversion cannot be
guaranteed, and BUILDERadius is not required to resolve data integrity/cleanliness issues that are
native to the legacy system.
5. Appropriate minimum system requirements will be in place as defined by the BUILDERadius Project
Manager after the system capabilities assessment and the BUILDERadius engineering team has
completed verification process.
6. For mobile inspection entry to be available to City inspectors, necessary wireless hardware (i.e.
Blackberry or other web enabled phones) with activated service must be in place no less than two
weeks prior to the Go-Live date above. Hardware is not provided as part of this contract.
7. The City of Waterloo will be open to business process optimization enabled by the BluePrince
software solution and recommended by the BUILDERadius systems engineering team. Current
usage standards and practices relevant to PermitsPlus may have to be altered and/or updated in
order to accommodate new process flow inherent in BluePrince 2.0.
8. The City of Waterloo will dedicate uninterrupted time of appropriate personnel for training and
configuration assistance. The jurisdiction users who participate in the"Train-The-Trainer" sessions
with BUILDERadius trainers will lead a large number of the total training hours. The number of hours
of remote training and configuration assistance led by a dedicated BUILDERadius System Engineer
can be found in section 1.2.
A. City of Waterloo will make its best effort to maximize attendance in the training sessions and
cooperate with the BUILDERadius team so the number of training sessions will be kept to a
minimum.
B. Any onsite training requested (not included in this agreement)will be at a$1500 per day rate.
9. The City of Waterloo will make its best effort to enable VNC or"GoToMeeting" for the purposes of
shared desktop functionality needed for training and configuration tasks.
10. The City of Waterloo will allow for email communications to and from builderadius.com and its domain
aliases.
11. The City of Waterloo will allow outbound Internet access to the BUILDERadius website and its aliases
from each client and the server.
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 6 of 11
12. The City of Waterloo will make its best effort to maximize the uptime for the process that
synchronizes the City building department database with the BUILDERadius database. This process
typically runs on the server that hosts the BluePrince database.
13. The City of Waterloo will commit all appropriate resources to meeting the deadlines stated above.
14. The City of Waterloo understands that while BluePrince is a highly configurable software package, it
is not custom software. Any and all enhancement requests will need to be considered by
BUILDERadius for incorporation into BluePrince. Enhancement requests will be submitted to the
BUILDERadius Implementation Manager utilizing the Change Order Request. Depending upon the
complexity and anticipated cost of the requested enhancement, a quote may be generated and
provided to the jurisdiction.
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 7 of 11
4.0 License Agreement
Understanding BUILDERadius, Inc. ("BUILDERadius") currently provides its BluePrinceTM software to
building departments in an effort to facilitate the flow of information between building departments,
contractors and others. In return for the license granted below, you agree to (a) make a good faith effort to
implement the use of BluePrinceTM by engaging in training, testing and software deployment, (b) inform
local contractors of services available at BuildingDepartment.com, (c) maintain your building department's
dedicated Internet connection, and (d) provide BUILDERadius full access to the building department's
database for the purposes of software support, backup and hosting of the online services available through
BuildingDepartment.com. In an effort to open public records to the public, BUILDERadius offers property,
permit and inspection data at BuildingDepartment.com and BuildFax.com. If your city, county or state
requires an open records request to release building department data, this Agreement will serve as an
ongoing request for property, permit, inspection and other data collected and maintained by you in the
BluePrinceTM database. In addition, you agree that (e) BUILDERadius may offer your contractors
convenient services on an opt-in basis at a nominal monthly subscription fee, including, but not limited to,
online permit applications and wireless inspection requests, (f) BUILDERadius may offer its data services
and sponsorships to manufacturers and distributors of building materials, also at a nominal monthly
subscription fee, (g) BUILDERadius may offer its data services to area professionals seeking property
information at a nominal subscription fee, and (h) that BUILDERadius shall have all rights to all of the fees it
collects pursuant to any of the services described above.
License Grant/ Restrictions During the term of this Agreement, and provided you comply with the terms
of this Agreement, BUILDERadius grants you a nonexclusive and nontransferable license to use
BluePrinceTM for your internal business purposes. You may install and use BluePrinceTM on as many
computers as is applicable in your jurisdiction, and make copies of BluePrinceTM for backup and archival
purposes only. You may not (a) lease, transfer, sell or sublicense BluePrinceTM, (b) remove any proprietary
notices or labels on the BluePrinceTM package or within BluePrinceTM, (c) disassemble, decrypt, decompile,
reverse engineer or otherwise tamper with the source code for BluePrinceTM or any part thereof, (d) export
BluePrinceTM, as it is restricted by U.S. Export regulations and laws, or (e) use BluePrinceTM to develop any
product or service that has the capabilities of or competes with BluePrinceTM or BUILDERadius.
Software Ownership and Copyright This Agreement does not provide you with any title or ownership of
BluePrinceTM or any part thereof, but only a right to use BluePrinceTM in accordance with the terms hereof.
All rights, title and interest in and to BluePrinceTM, and all portions thereof, are and shall remain with
BUILDERadius, including, but not limited to, all: (a) copyrights; (b) patents; (c) trademarks; (d) trade
secrets; and (e) other intellectual property rights. BluePrinceTM is a trademark of BUILDERadius and is
protected by applicable trademark laws.
No Liability for Direct or Indirect Damages BluePrinceTM is provided to you "AS IS" and BUILDERadius
makes no warranties with respect to BluePrinceTM, either expressed or implied. You agree that in no event
shall BUILDERadius be liable to you or any other party for any damages whatsoever arising out of your use
of BluePrinceTM or its failure to perform to your expectations, including, without limitation, direct, indirect,
consequential, incidental, or special damages. In addition, in no event shall BUILDERadius be liable to you
or any other party, and you agree to indemnify and hold BUILDERadius harmless, for any damages
whatsoever arising out of errors or inaccuracies contained in your database, including, without limitation,
direct, indirect, consequential, incidental, or special damages.
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 8 of 11
5.0 Timeline
Note: The timeline below may eventually be shortened by one month to allow the City to go live with
BluePrince as soon as possible. This adjustment will be determined four weeks after kickoff. See
"Description of Work"section above.
EVENT RESPONSIBLE PARTY TIMING
BUILDERadius Territory Manager and Implementation Week 1 —
Project Kickoff Meeting Manager; Customer Project Manager and Key May 29, 2007
Departmental Contacts
Evaluation of Current BUILDERadius SE and Customer Project Manager(for Week 1
State Usage) and Customer IT Contact(for Environment)
Business Process Concurrent with
Analysis and BUILDERadius SE and Customer Key Departmental Software
Recommendations for Contacts Configuration and
Improvement Customer Training
Events
Software Installation BUILDERadius Installation and Configuration SE; Week 2 or 3
Customer IT Contact
Data Import BUILDERadius Data SE; Customer IT Contact Week 3-8
Software Configuration BUILDERadius Installation and Configuration SE; Weeks 3-8
Customer Key Departmental Contacts
Customer Training BUILDERadius Training SE; Customer Users Weeks 2 — 12
Testing and Pre-Live BUILDERadius System Engineer; Customer Users Weeks 9-11
Audit
Go-Live BUILDERadius System Engineer; Customer IT Contact Week 13—
August 20, 2007
Pre Launch Audit BUILDERadius Launch Engineer; Customer Project Week 14
Manager
Launch BUILDERadius Launch Engineer; Customer Project Week 15
Manager
Handoff to Technical Primary support transitions from BUILDERadius System
Support Engineer to BUILDERadius Technical Support Week 15
Department.
Project Close Out Review Statement of Work and Change Orders with
Meeting Project Manager and Key Departmental Contacts to September 7, 2007
close the Implementation phase.
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 9 of 11
6.0 Pricing and Payment Terms
One Time Professional Serviices Cost
Item
Permitting and Inspection Module (Development Project
Management)
$48,000.00
Code Enforcement Module
$10,000.00
Zoning Permitting Module
$10,000.00
+ Data Import(2,000.00 per data source, 2 data sources;
Zoning Access data import included at no charge)
$4,000.00
+ Custom Reports
Included
+ Onsite Launch and Training Support(plus expenses)
$3,000.00
Lump Sum Cost for all items above
$75,000.00
For each software module chosen, services include Configuration, Training, Project management,
Testing, and Audits.
Recurring Costs
Item Total Cost
Annual Support
$8,000.00
BuildFax Local
$3,000.00
Unlimited Online Contractor Accounts
$6,000.00
Total Annual Recurring Cost
$18,000.00
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 10 of 11
Terms:
The City of Waterloo agrees to make payment in two payments of$46,000 that total the final contract
price ($92,000). The first payment will be due within two weeks of the project kick-off on June 12, 2007,
and the second payment will be due two weeks after scheduled Go-Live on September 7, 2007. This is a
fixed price based on the scope outlined in this document and will only be adjusted through a written
change order agreed to and signed by both parties.
Both parties recognize the importance of meeting the targeted Go-Live date of August 20, 2007. Hitting
this date is dependent upon a successful project kickoff date of May 29, 2007 and both parties meeting
the responsibilities outlined in this agreement. If the Go-Live date is missed as a result of delays on the
part of the City of Waterloo, then BUILDERadius reserves the right to postpone the launch to a later date
as determined by the BUILDERadius management team. Any delays that are communicated throughout
the implementation process and mutually agreed to in writing by both parties will have no penalties
associated with them. This is the preferred way to manage any change in schedule.
The Support and Maintenance is valid September 7, 2007—September 6, 2008.
Contractor Launch and BuildFax Local services will run from the launch date (September 7, 2007) for a
full year(ending September 6, 2008).
Invoices pertaining to this agreement will be issued on the day BUILDERadius receives a signed copy.
In order to maintain the timelines associated with this project, a copy of this signed agreement is due prior
to 8:00am on May 29, 2007. A signed original is also required to be sent to BUILDERadius but is not
restricted by the above due date.
AUTHORIZED SIGNATURE ACCEPTANCE SIGNATURE
BUILDERadius, Inc. City of Waterloo
0.y a �, �b07
Da Date
thorize ignature Authorized Signature
S- •
Name Printed Name Printed
nc yor
e Title
Purchase Order Number: (If applicable)
BUILDERadius, Inc. Professional Services Agreement for The City of Waterloo Page 11 of 11
c