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Service Agreement with E-Builder for Project Management SoftwareBuilder e-Builder Incorporated 1800 NW 69~ Avenue, Suite 201 Plantation, Florida 33313 Phone: 800-580-9322 For City of Meridian, Idaho February 17, 2012 Version 1.0 Tltis doctnrrerrt is intended only for• the use of Client persomrel under the terms of •tlte NDA on ftle. It rnny not he distr•iliuted outside of the client organization witlrorrt previous authorization fi•orn e-Builder. © Copyright e-Builder, Inc., 2011 Builder Table of Contents Company Bacl<ground ....................................................................... ........... 3 .............................. Product Overview ........................................................................................................................ 5 Implementation Methodology ................................................................................................12 Gate Process ............................................................................................................................14 Implementation Duration ......................................................................................................15 Client Life-Cycle..... Maintenance & Support 16 17 Technical Support ........................................................................... ........................................17 Account Management .................................................................... ........................................17 Release Schedule .............................................................................. .......................................18 Enhancement Release Process ....................................................... .......................................18 Availability & Redundancy ........................................................... .......................................20 Technical Support Access ............................................................... ............................................20 Network architecture ....................................................................... ............................................20 Disaster recovery .............................................................................. ............................................23 Service Stats ...................................................................................... ............................................23 Moiutoring and Alerts .................................................................... ....................................... 23 Hardware /Software Regtiireinents ............................................. ....................................... 24 Framework ........................................................................................ ............................................24 Milumum Recommended Desktop Standards ............................. ............................................24 Client Responsibilities ...................................................................... ....................................... 25 Assurnptions ............................................................................................................................... 26 Implementation Scope ..............................................................................................................27 e-Builder Software Licensing Scope ...................................................................................... 37 Investment Surnrnary ................................................................................................................38 Acceptance ................................................................................................................................... 39 Confidential 2 Solution Overview -Schedule A Builder Company Background e-Builder developed an Online Collaboration and Project Management (OCPM) System that has been meeting the needs of owners and program managers for over fifteen years. Its founders and leadership team were raised and formerly schooled in the design and construction field, implementing practical approaches that might otherwise be overly complicated. Earned Prestige and Trust e-Builder is trusted by some of the biggest Owners and Program Managers in North America (project portfolios in excess of $100 billion) to provide a reliable, cost effective, and flexible platform to strategically manage cost, schedule, and scope information during planning, design and construction. e-Builder also provides these organizations with an auditable control mechanism to meet regulatory requirements. Accessible and Responsive Team e-Builder prides itself in being accessible to our clients, and responding to their needs as part of our product roadmap definition - 75% of our enhancement requests come from clients. Also, e-Builder's leadership team is available to address issues or concerns quickly. Experience in the AEC Space Our team consists of seasoned experts who have been named based on their past experience implementing our software throughout the world. The e-Builder team is experienced in the implementation, deployment, training, and support of complex OCPM systems - we do not subcontract these functions and have built 15 years of best practices experience in how we manage and execute these projects. This experience affords us a unique understanding of what it takes to effect a successful implementation, and results in our clients achieving its stated goals. e-Builder's focus and experience has always been on the AEC space, as opposed to generic project management systems - we have not ventured, nor do we plan to venture, outside of this space. Owner-Focus e-Builder is Owner Driven (vs. Contractor Driven) -Unlike many systems that have been derived from contractor roots, e-Builder has been developed from an owner's perspective. Particularly in the areas of cost and schedule, e-Builder Confidential 3 Solution Overview -Schedule A Builder allows for the ability to manage draft budgets and schedule during the early planning stages as well as during construction. Program Management Focus e-Builder was built as a program management tool. This means users benefit from single project or program-wide Workflow Management, Collaboration, Document Management, Communications, Reporting, Knowledge Management, Performance Management capabilities. The solution is flexible to allow individual users to configure the system to present information according to their role and responsibilities, for instance program manager vs. project manager. The collaborative nature of the system allows for multiple parties to access and update information, tasks, and workflow to decrease the time and resources required to achieve these tasks on traditional, non-collaborative platforms. Fully Integrated System Fully Integrated Cost, Schedule, Scope, Reporting - e-Builder does not use third- party applications to complete its product set. All its modules have been developed by e-Builder as one system on one common platform. Some of the benefits to the client include a) ease of use through consistency; b) the ability to report cost, schedule, and scope information on one single project or across an entire program; c) the ability to configure the reports generated without requiring costly customizations and/or intervention by outside parties. Engineered for Lowest-risk Deployment Rapid Deployment + Reduced Risk - we believe our proposed solution has the right combination of "out of the box" functionality while simultaneously allowing the configuration of the system to mold to a client's processes. This approach reduces our client's time to market, allows the system to be phased in based on the team's absorption, and ultimately reduces the client's risk. Additionally, e-Builder's track record of reliability (0 system outages; documented SSAE 16 Type 2 certified controls; world-class data center, backup, and security features; 99% uptime) provides the Client with a greatly reduced level of risk that could only be achieved through a significant investment. Flexible Platform to Change as Your Needs Evolve e-Builder's flexible platform also affords clients with a way to configure the system to meet existing processes, but also have the capability to adapt the system as these processes are fine tuned over time, without requiring outside intervention and the added costs associated with less flexible platforms. Solution Overview -Schedule A Builder Product Overview e-Builder Enterprise TM is the most innovative capital program and project management system of its kind and the leading system for executing capital construction projects. Whether you are managing a single project, multiple projects, or multiple programs each with several projects, e-Builder Enterprise T`~ provides one integrated system to manage the cost, schedule, and scope of each project as it moves from planning to design, construction and occupancy. The system is modular, and is entirely accessible and configurable via the Internet, making it the fastest system to deploy. Developed, refined and upgraded over 15 years with input from thousands of users ensures that e-Builder Enterprise's capabilities enable you to execute the most complex capital program with ease. Over 5,000 companies involved in facility planning, design, construction, and operations leverage e-Builder to improve capital project execution. The results are increased productivity, accountability, and much tighter control over costs and schedule, which ultimately reduces costs and speeds time to market. e-Builder is an integrated Online Collaboration and Project Management (OCPM) system for owners managing the design and construction of their facilities. The system is designed to address the specific needs of owners who manage capital projects from the planning phase to construction and operations. e-Builder Enterprise TM connects all of the internal and external stakeholders to efficiently manage documents, schedule, and communications across all of the projects in the organization. Key capabilities include: • Cost Mana ement - e-Builder Cost module provides financial control and audit feattres in a secure environment to help you improve how you manage your budgets across one project or your entire capital program. Create and track budgets during planning or construction, and conduct budget reviews, change management and approvals online. Quickly identify past, current, and future costs, commitments and changes as a project progresses. Forecasting features enable you to accurately predict the cost-to-complete and cash flow needs to avoid unpleasant surprises. The Cost module will also provide you with cost summaries across one or multiple projects with a couple of mouse clicks, with drill-down Confidential 5 Solution Overview -Schedule A Builder capabilities for you to access more detailed information. Information can be viewed in many different ways (e.g., by vendor, or by project type). Used in the project planning phase, e-Builder acts as a budget creation and project prioritization tool, which allows you to leverage existing data from completed projects to develop accurate budgets. Coat 53+mmery FOr'~,"Ca!0-Gwa va E~r>: n0 .. ~ ,000 WexMPbu40nxonb ' Il+]Ir f9 OLO .-- ,~ . Lrla, sx.nes i +Lrnf4 em n.~ Pnn'nO CC;r; If 1000:{ i~fG 1:.:,3 =e,:.~, a:, ]000 [omina0on COME exee]Ld.L0 10.00000 .., a r,n.a;n-er.,.: r,~ mreerbsxti mfv:o + -moo [weP.rweallrreXtrpa +.+Ir.cfaro ow Eaxnfm iiefaa«{ om _ .nasbmvram aerisfy ocE i1'] OA C<mm~T ::1:nI _ 1!40C:7ILI 0[] eooo a+aaefanrerdx.wa Inters cn aeoota .. ~eec ~=er.l '. nr.'.Iq oro w°o E~f,er,,,]=er.•.ces ss+,yfq oca ' -.5(00 Y.apece°naliesu r Pamse S1+A56x0 0x9 -.r Ge~Hfn bu[Lf•.~e U=•.q piRC°j OCO ... a-..w~a v++~*ae Pfe: +ar osa<d °ro 4°00 1>rgeLeExweaa+rnYxnl I,sfe.scaca e°bbeom cwuero oca.•rwcos~, octj mooww ... . ~-ro roe °xler o°o .v. ILn PION 4°:1 °oo • Schedule Management -The Schedule module integrates the power of CPM scheduling with the collaborative capabilities made possible with the Internet to provide a program-wide milestone tracking system. Efficiently manage schedule and scope changes from a central location that is accessible by the different project resources online. Integration with common desktop scheduling systems (e.g., Primavera, MS Project) lets you import existing project files. Track performance against a baseline, while the system automatically updates the critical path as you approve schedule changes and tasks are completed. Integrated Gantt views and reports give you a graphical perspective of your project's activities (e.g., Completed, percent --__ _ __ SehOEYle Detalla F°r'.'ac;ar Creel ,.', complete, behind, etc.), o_ J M~,ef~„H•,..,.::...:..,:::: Industries ~"''~"` &"n'"` - - - including the project "°""°°' _~"°""°°' Snrch •~• nasxabn ,. mxs aam ~• bl.)bm0 . 10a5m0 nAm wav.ls xneele milestones that give ' = h.:, ,' art~'~~ "' ,-,,. "' ~"'°° Prolecl Menu _ n 0.0nm NIa 11a0mo you an accurate ~ Hr~L+++~_ ~.. ° s - - -- - e ao~r, fuss. forecast of your project ~R°~1C0f1Stm~^ °"' ~"°""-'°' l'tiawc~rxr. :wpm moo - ipn xmo mu mlz /P+cxciLYerra+ 1+re NE Ni NE ~. HI HI ~ N1 HI III IIE NI i, HI HI completion date, as '°'~"°°"'~"' ' ~""' ' well as an early- ~ s.l~>i .`. L.. 'a e~am~.+, I _ _ x. Rr,nlce„~re. ~ pp e. orre..r 1 w.o.<m Lb'',..bo,. , warning system to alert so P~x ~Q~~;°~,~ II.Errcs.c6~n you about potential 11 °°~" ° Tna"~'~ ~~ 1 JJ J I issues. Confidential 6 Solution Overview -Schedule A Builder • Process Management -The Process module is a sophisticated workflow engine that puts you in control of your processes. With the Processes module you can use rigid processes that make it easier to enforce your policies and procedures. Your project administrators will appreciate the ease with which they can create and configure workflow processes using the graphic Workflow Designer tool. Electronic processes enable you to capture and route information based upon the business rules you define. For instance, route an item to an individual or a group and set rules that permit on a specific action to ~(~, _ _ -=.:~:_ be taken, which can then ~""`' initiate other workflows and -•- i ~~' ~~ include the document -_ ~"°"'~«=~ attachmenfs, other forms, F , schedules, cost approvals and „<«~ ,... more. Processes can be -.`•~'•~~•~~ ~~ i_ standardized across your •..a-{ ~t::° ~-~•~• >}~~~~ -•-• ~~ entire program, or on an ~~ individual, project by project ~' '~`~° basis. • Form Mana eg ment -'The Forms module is a powerful workflow engine that provides you all the power of the Process module, but, in a less rigid environment that allows the users to drive the process. Forms are often used where a strict process is not needed, or is not well "~""~`'°"~`°~'"`~'~`~' cus~om nnas defined. Forms can be used `"° as a starting point to test and refine your processes ^~~e.~«a.a~~ ^nmmemmem m [onuaq and still achieve the benefits of the tracking and reporting. These forms can ~ .__ +.. -Plans?<e'e:f anaCSOn-v then be used to help map • `e~~Y;i°°;'° ~ ~ your defined process and t~~:::., °`' ~'`~"" - ,~._,P.e_.~_:.. moved into the Process ~~= ~ module. Confidential 7 Solution Overview -Schedule A Builder • Document Management -The Document module serves as the central repository of all your project files, including documents, drawings, photographs, CAD files and more. This central repository will help you ensure stakeholders work off the most current file versions, and collaborate ixsing the integrated markup tools. Project teams benefit from improved communications, faster data exchange, and improved collaboration by accessing files from one secure location. e-Builder tracks and records all activities (e.g., upload, view, download, email, etc...) occurring in the system. Built-in version control automatically renames documents and files upon transfer, and a copy of the previous version(s) is automatically generated. View over 250 file types in e-Builder using the integrated viewer without needing to have the _ r,,.~.:. .,. application that created _-,. _.a„_ ,,, the file installed on your ~ ~1~I ~ °«°m•°"`°r_E"',°"' ~N~ raw. °orv~r.a a,ueew.r°om.n atat LJSno:,rea ^ computer. You can Inaustr~es °.,.., :,.,:'°: `_ °,., EaH„°°'"°". ,.~,«e__~,~,,..r..,..~ °'~,~a" ~o:~.,~,R ,. sencn • _Sm- cm,wmmm; ~ 1°°" auuµvna up preview and markup a ~ ~ ,°s.,atp,,: E,n ,,.., .~., r..,,., .,<, ~.,..,..,r.., :., ..,,~_. •JO' <~eaJM Cauaacr.~^,P ~^ANtWk, fHUUein ~,,y< Ot03u3' Pr°.et M.nu '., O. vu:,e,mrr h; ni, t, O.HI PDF version of the ~ ~r..,r.,,>v,H..~~: -,o~;o:'~,~;~a,~; a~~~~:;:aM., a,o.o; ~, T... cm., 'n 0<°mxL F1: tl.^Mee. u,w.,, u.,H °'naf3 . w.y,.re~a-.eat, :. r.-nle.}n:l•.rp nv'~La,MeonW ~.e.ztn 1. _ C.. original without ,"~"„"°" °. •j[v4^am0 ueue wt~L,m, a, plva~Hepac,rwn, xC ` ~ ;h ,elEeat!u..rary rm2El: ~Q .Na.Y [a'.!r~~P.'~.e,u ~. ~~~~-~3 C:~ •.~ i JIJ'. r . _ ~ ~ Ywta lNeuW MIXf RU{eeaM,K . ° °° ° altering the original file. 'h r° _, ,_:~.'`.., '"'~°;~~`~°'~ tt~,Ha.az,~n "'a" ~_~ °«.m.m.ra.ne [e^ :W~w,.m,..n,.. .n<w~ s.et E-mail and fax (in and .«m.~n, tl.;,.yH;e,,:er.,,..~,HaHa<.ea~„e ~;:;;' °„ . R,..~~.,,° out) capabilities and complete integration with the other modules provides users with additional collaboration and communication options that promote use and adoption. • Capital Planning -The Planning module is fully integrated with e- Builder's cost, schedule, workflow and document management, built-in reporting, and third-party integration systems. Simplifying the planning process by creating a capital plan with accurate and up-to-date information and projects prioritized based on your organization's strategic goals. Auser-friendly capital planning dashboard gives you immediate access to summary information you need to analyze and prioritize new projects, and drill down into more detail information. Links to active project data gives you a complete picture on evolving cashflow needs. One database which takes advantage of historical data you can use to develop more accurate estimates of future projects. Confidential 8 Solution Overview -Schedule A Builder • Contact Mana eg ment -The Contact module allows you to easily manage all of your contacts across all of your projects in a central location for easy access by your team. The Contact module provides the ability to associate one or multiple contacts with a company and lets you maintain one master contact list for all of your projects. In addition, the system makes it easy to centrally view integrated project information with each contact (e.g., contracts, change orders, insurance information, etc...) for companies that are vendors. The Contact module also provides you the data to historically report and track vendor capability (e.g., total contracted amount, vendor issues and rating, amount of change orders) with drill-down capabilities for you to access more detailed information. Used with our integrated Reporting module you will have current and historical ~~o~~~.. ®C M E , ~Er~~.~. I d t i ` °"""" : °°"°°" n us r es ., , ,;w vO Search t 9m P .. .:~ AcJON Kca.atn.:aw.c Mnw,«auasaN~a awn asuar ,•atcomw~r a,.cua-.c... chow , amc as s,:w.. a>,m.~ Bran .ns~o ... K,~~aa,~~. CfrMI{NM?f]M T ti C]IMY W IJYatSf IOOCBW a c . .»,,:. C U6tW Cg1CFEtE PC.Rfl1 o ~; ~ aw..s.a.aoxd„oc oax~n.r.s. . ,.a?ne reporting capability to ~ ' manage your vendors and identify who are performing best for your company. • Calendar Management -The Calendar module provides the capability to centrally schedule and maintain project specific meetings. As many project meetings typically involve multiple companies, each with their own company calendar system (e.g., Outlook, Lotus Notes, etc.), the Calendar module provides a central calendar that is accessible by all members on the project to improve the coordination of ~ °° '° ~ ~' " ' ~° ~' ~~ ~ '' "' ° ' _. project meetings with multiple `•°~~.,., ,..,, . ~: .,, . com anies. Additionall this IlndustriesJ ~ ' •' " - `°"f' ~°~ ~ - provides new project team -`~' ' ..' ~ ~ " members with a clear view and ;.>_~.a, ~ ~ °. .. ' access to the necessary key ~' ~ ~ ~~ ~~ ,,:.,~- project meetings they need to . be involved in when they join a °"°` " project as it progresses through - - °':•Yd~-~ Solution Overview -Schedule A Builder each phase. • Bid Mana eg ment -The Bid module provides the capability to invite bidders to a project, distribute plans and specifications to them, manage all communications, and keep track of bid status across all of your projects. Whether you are bidding for a General ~~ Contractor or a Subcontractor, the bidding module helps clients improve bid coverage, reduce printing and shipping costs, standardize the bid noNnewuuq wee. re. ~: . ,. ,f.•i. to :.~ s:ryf.. nNS tra..vf ~ opn~ c.~-4a~ .e._ie,~.s.,..-,q. management process, and maintain historical project data. It also provides easy access for an unlimited number of bidders in your vendor database who can view and download information as well as communicate with you throughout your process. • Non-Licensed Access - e-Builder provides several tools that allow you to interact with individuals who are minimally involved in your project, but provide or need access to key project data. These tools enable access and reduce the training and learning curve that can occur when a new system is introduced as part of your process. Without any training, you can provide non-licensed individuals methods of submitting, responding or accessing key data without changing the process of what they are doing today. Examples of these tools allow you to provide limited access to specific documents within e-Builder, ability to submit documents via email or fax to the correct project folder, and the ability to respond and initiate key project communications (e.g., Field Reports, Change Orders, etc...). This capability is widely used throughout the construction process to provide a way for users to interact without having to log into e-Builder. Alternatively, this capability can be used to inform public stakeholders of progress without requiring a logon into e-Builder. • Reporting and Dashboards Engines - Managing your key project information is only part of the benefit you get with e-Builder. The ability to sift through, extract, and review information that can help you in your decision making process and reporting to project stakeholders is another important benefit provided by e-Builder. Confidential 10 Solution Overview -Schedule A Builder e-Builder includes a powerful but easy-to-use reporting engine that gives you control over how you view your data, without •• ...~-~.r. R.Por[R..vn. FOrl_.::.:a-.~..?.e ~r::.. P:.: ~] requiring third-party ~~P~t applications or programming ~~ V ~ `~ pMnr+.+...:,:.,00130-(L.u.+ba.BA.iP knowledge. There are a flndustrles) AuWtCN, AAfMIM R.n D.scrtc+ 4n6W B..I].1 .CCr Lng~j,~ .r. Pngn arvram~u limitless number of reports [.aw,lf~,.+.],.~ .e~an ev]w ,+f(N<] "2°`N).>N a3 u, a+[e3 o+:°wr..nwwsorer.++»-Prs c 3 v n san, o-] oN u+mN snoN that can be created and u s 9] ~„~,~E.[,e, Drr~q [c•rt +.nrf +6 )63t.3 Pr3 ON ..°,>°° rp>f]W . °°°°.] ] 007 'pushed' to others in your it [cnsus^]~Fr<4ssisYSSr::es [.w~,;.~P.w.,~,.:,>. „pr dC<n;h~t:n-P:':~] !!2N '-0DB:<,N me 1!30J PI] .PiN<C I°°NN .- 1[]P>Y.f °J 1f I99::iN 191iJ N2pp r3!alPY 00 firm especially those that E','~?];!le F~,_.:y^~°`~'~ ~' °"' "'"" ~+n.mcv "' °r> °N +snr>rN °N 3[s sr2m ''° "' only require updates and Fart~..r ~~ ~;e[rt.~.._..~, e.:FPw]wnwscroo. ~e>+.- - c9 o°sm <,~~ IaJarlm oro °t] ~eoo n] ~+ r t.;+f InevrN <.> I-.moo ' i i d d h h - `°'~~~'" on t nee nteract w to t t e system. For instance, email reports to individuals and groups at predefined intervals (e.g., daily, weekly, monthly). You use our existing report knowledge base, or configure new reports based on your individual or organization's reporting needs. Fully configurable executive dashboards provide a graphical representation of your project and program data using charts, graphs, and gauges you configure, and provide excellent visibility into the status of your projects and program key performance indicators. You can also configure dashboards for individual use, or those you distribute across your entire organization. ~` Prol.cl BhP. 1 o AII Ou1.1,rM1n91..w.~Enr+ro Proyun ~ - ov x5a oa t'°~~a~~.r - .r. t<. L~»~~ - [[~F>~a [.~.~.~ ~.,,+.P~ [[~h,., trune[ tH~~[[A, [~_~:~~ - [H1~4Pi '"'- ? v^~ : °~ 265-00 --- - - - - -O°t RN.mC~anP.Pl.l.u,n ~ ..<~Fa'a Fl~ ~,~ ,~ ,~;: - . [-,, .. ir, ,. Pmlec[iYM Propnm C..FwOw •Nb[ S v ~/ .y [.~F ~ _ 1 .~ .- ~ r r F -R P s - - [ ,.~. ~~ .. .... . ~~+~ _ ..,,. i., , . ~ '~ .~ ,f`. .A~ .~ a~ Fr.Pn x.., e~n.e.M Ow.swn. Confidential 11 Solution Overview -Schedule A Builder Implementation Methodology The e-Builder Professional Services team is responsible for implementing the e- Builder solution to address your ongoing business challenges as they relate to the efficient delivery of capital projects. For over 15 years e-Builder has focused exclusively in the construction industry -during this time we've participated in managing hundreds of billions of dollars in capital projects. This valuable experience has enabled us to develop a solid understanding of the processes used and required for effective and efficient capital project delivery, and the best ways to automate the complex chain of processes used by your organization during the planning, design, procurement construction, and operations phases. The resulting set of processes configured for your organization in e-Builder will be: • Repeatable -driving efficiency and productivity gains • Measurable -driving ongoing business process improvement • Auditable -driving accountability and mitigating risk • Efficient - to enable you to do more with less. Whether your organization's processes are mature or in the initial phases of design, we will provide recommendations and tailor solutions that meet your needs so that you get the greatest return on investment possible. e-Builder clients benefit from a successful implementation track record. Part of this success is based on e-Builder's adherence to a proven implementation methodology modeled after the Project Management Institute's (PMI) recommended 5-phase project implementation approach of Initiation, Planning, Execution, Control, and Closure. This approach enables checks and balances that give you visibility throughout the process, provide metrics, and gives you control over the implementation's scope. The e-Builder implementation methodology includes the degree of flexibility required to meet your organization's specific needs and time constraints. Our broad range of deployment tools and our team members' experience allows for rapid deployment to minimize your risk while maximize your return on investment. Our repeatable and measurable implementation process along with e-Builder's unique product capabilities result in: • Phased implementation approach minimizing adoption risk; Confidential 12 Solution Overview -Schedule A Builder • Rapid time-to-market resulting in a faster return on investment; • The highest degree of quality within the implementation lifecycle; • A high adoption rate post implementation resulting in a higher rehirn on investment. Implementation Process Major Milestones Project Kickoff, Planning and Timeline Establishment Success criteria defined Initial Discovery and Requirement Establishment Finalize Requirements Process Definition Requirement and Process Documentation Configuration of e-Builder to achieve process and requirement goals. Development enhancements (if required) Post Implementation adoption plan defined and approved Testing of configuration and processes Testing of Enhancements (if required) E-Builder Admin Training E-Builder User Training (product and processes) Adoption Plan Execution 1-on-1 training as required. Project post-mortem joint review Confidential 13 Solution Overview -Schedule A Builder Gate Process Between each phase of the implementation is a formal gate meeting required to progress to the next phase. The e-Builder implementation gating process ensures the necessary stakeholders have complete visibility into all facets of the implementation and can accurately communicate the status and every step of the project. Each meeting is used as an opportunity to review the current scope and timeline of the project and to openly communicate any and all potential risks and mitigations. Though a formal meeting is not necessarily required, it is often advised to ensure the constant communication is occurring at the executive level of the project. The followvng articulates each gate meeting's goals and objectives. • Gate 1 Prior to the Planning Phase -The goal of this meeting is to approve the timeline for the implementation including remaining milestone dates and onsite meeting schedules for design and training. • Gate 2 Prior to the Execution Phase -The goal of this meeting is to jointly approve the requirements and ensure the scope of the implementation is finalized. Furthermore, the team will jointly review any risks and associated mitigations. • Gate 3 Prior to the Control Phase -The purpose of this meeting is two- fold: 1. To review the e-Builder configuration and ensure that it matches the needs and requirements previously defined, and 2. To review and approve the adoption plan. The adoption plan is a blue-print for the rollout and defines specific user functions, the projects which will benefit from the utilization of e-Builder at launch and the functional rollout of specific modules. • Gate 4 Prior to the Closure Phase -This meeting ensures that the project is complete and the team has been trained and is well versed in performing their specific job function within e-Builder. • Gate 5 After the Closure Phase - By referencing the Adoption Plan approved in Gate 3, the team jointly agrees that the users are utilizing e- Builder as planned and that you are now realizing the return on your investment. At this point, the client is formally introduced to the Account Management and Customer Support functions that are now responsible for ensuring you continuously realize the benefits which resulted in your initial decision to purchase e-Builder. Confidential 14 Solution Overview -Schedule A Builder Implementation Duration Though there are universal benefits to utilizing e-Builder, the specific needs and requirements for utilizing e-Builder can vary widely among different clients. That being said, the e-Builder implementation team has a long history of implementing e-Builder efficiently and effectively. As a result, the typical implementation of e-Builder can be completed within 120 days. The following is a high-level project plan representing a typical implementation. (Task Name Duration Start 1 ~ -Gore hnplementation 95.93 days Fri ~Irl x•10 2 - Planninc~ 0.'13 days Fri •I?L^IO 3 Itickaff Call 1 hr Fri 11`1110 4 Schedule Irnplernentatian Dates 1 hr Fri 1!'1!10 5 -Discovery 99 days Fri 9,`li•10 ~ 6 Discovery Sessions with CIieM 19 days Fri 11111 D T ~ - Desicp~ 5 clays Thu •I X28:90 S I Review Requirements 1 day Thu 1 028110 9 Define Migration Data Mapping 1 Clay Fri 1129110 10 Approve Requirements 1 day Mon 211 M 0 11 Process Responsibilities Matrix 2 days Tue 212110 12 Approve Design D days Thu 21411 D 13 - Gonfi~ruation 3G days Thu a~4~•10 14 Processl5ystern Configuration 10 days Thu 2/4110 15 ' Core Setup 3 days Thu 211811 D i 16 ~I Templates 2 days Tue 2123!`10 17 ~ ReportsNashboards 2 days Thu 2125110; 113 Process Guides 3 days Man 311110 19 -Data Mapping '13 days Tue 2i23r10 20 Receive Client Data 0 days Tue 2123110' 21 Beta Install of Data 5 days Tue 2123110 22 Joint Data Verification 5 days Tue 312110 23 ~ Production Promotion 3 days Tue 319110 '~ 24 ~ Client Review and Testing 1 D days Fri 311211 D 25 - Traininca 33 days Fri 3i?Gi•t0 26 Adrnin Training 5 days Fri 3126110 27 User Training 30 days Fri 412110 26 - Rollout 8 Adoption 30 days Fri 5i~1~~~10 29 Assist with user rollout as required 3D days Fri 511411 D Finish (Predecessors Fri 5r1~#~~10 Fri •U~Ir•10 Fri 111110 Fri 111110 Thu •1:28;10 Thu 1128110 4 Thu 2;x:10 G Fri 1129110 6 Mon 211110 6 Tue 212110 9 Thu 214M 0 10 Thu 2!4!10 11 Fri 3i?G?IO Thu 2118110 12 Tue 2123/10 '14 Thu 2125/10 15 Mon 311110 16 Thu 314110 17 Fri 3,`12,'10 Tue 2123110 15 Tue 312110 20 Tue 3'9110 21 Fri 3M 2110 22 Fri 3126110 18,23 Fri 5rl~l~`IO Fri 412110 24 Fri 5114110 26 Fr i G;?5i90 Fri 6125110 27 As part of the project kickoff, preliminary dates will be set and the actual project plan will be solidified as part of the Gate 1 meeting. Solution Overview -Schedule A Builder Client Life-Cycle e-Builder is more than just a software vendor, we are a partner who will work diligently to ensure unwavering success in your construction program. From the very first contact with e-Builder, there is a specific individual within our organization who is responsible and accountable for your success and continuing to maximize the return on your investment - we refer to this as the `e-Builder client life cycle' as there are specific e-Builder team members responsible for your success from your very first contact with e-Builder into the future. As part of our partnership and as we progress our relationship for years to come, there will always be someone is who directly responsible within e-Builder for your success. Sales - Up until the project kickoff meeting your e-Builder sales rep is your main point of contact at e-Builder. They are responsible for ensuring that all of your questions are answered and that your needs are met. After the contract is signed, the sales rep will facilitate a kickoff call with the professional services team. The purpose of this call is to formally introduce the professional services team as the responsible individuals for you realizing the near term benefits of the e-Builder application. Professional Services -The kickoff meeting marks the handover from sales to the e-Builder Professional Services team as the implementation of e-Builder is now underway. As previously discussed, the team responsible and accountable for the successful implementation of e-Builder is comprised of experienced professionals dedicated to successful rollouts. The implementation is complete after the users are trained and the rollout of the application is complete and adoption is achieved. At this point the implementation team will transition the implementation to the Account Management team for long term sustainability. Account Management -Once the implementation is jointly considered complete, the e-Builder Account Management function is responsible for ensuring the long term utilization of e-Builder. Providing oversight to such functions as Customer Support for issue resolution, Product Management for Enhancement Requests, and Professional Services for additional service related needs, the Account Manager will serve your needs to ensure efficient and effective communication and escalation of issues should they be required. e-Builder Implementation Long Term Accountability Sales Project Professional Project Account Management Kickoff Services Complete Confidential 16 Solution Overview -Schedule A Builder Maintenance 8~ Support Post implementation support is provided by the e-Builder Support and Account Management teams. These teams work with you to address any immediate issues and also proactively assist you in identifying and overcoming future challenges. There is no cost for post implementation support as it is included in your license cost. Any additional modules or fimctionality that you wish to utilize in the future not originally part of your implementation can be quoted through your Account Manager. Maintenance and Support provide assistance throughout your use of e-Builder. Technical Support The Support team is available for any product issue or question. The team will receive any call, email or fax into our designated support lines and address your questions. Every single call or request is logged into e-Builder's Client Relationship Management system, and the client is provided with a unique ticket number to their incident or case. All incidents are logged and tracked by management to ensure timely resolution. e-Builder has a record of resolving 82% of client incidents within the first phone call. Any incident that cannot be answered or resolved on the first call will be researched by one of our Technical Support Analysts. They will provide updates as to the status of the ticket as it progresses through the incident life-cycle. If development involvement is required, the incident will be resolved by our Development team and delivered into the Production environment in our monthly maintenance releases. Once the incident is corrected and released into Production, the individual who reported the incident will be contacted by our Support team notifying them that the incident has been resolved after they have personally tested the resolution. Account Management The e-Builder Account Management team exists to assist our Client's with non- support related issues and is accountable for ensuring the Client's satisfaction with e-Builder. Each account is assigned an Account Manager who will Confidential 17 Solution Overview -Schedule A Builder proactively contact users to ensure that they are achieving the use of e-Builder for which it was purchased, monitoring application and use, and identifying and mitigating any issues with the process or product that may not have been identified or communicated. In summary, e-Builder is setup to be proactive versus reactive to the needs of the Client. Additionally, the Account Manager is key Client contact for any vital communications and is there to assist with processes and business change. If a Client has new processes or other components of e-Builder they wish to utilize, e- Builder will assist in exploring these areas and aid with the direction of implementing any additional component(s). Release Schedule e-Builder provides monthly maintenance releases on the third Thursday of each month, and an Enhancement release on the third Thursday in the third month of each quarter. Installation of the maintenance releases occurs after hours so as not to affect our client's use of the system. The installation process of our maintenance and enhancement releases follows a structured program as documented in the e-Builder SSAE 16 Type 2 to ensure that the proper controls are in place for any new release. Enhancement Release Process At e-Builder, we follow a specific enhancement request (ER) process to ensure that your feedback is considered in the product and to ensure that we address your suggestions quickly. The goal of our ER process is to capture the needs of our clients and users in our product development efforts and to ensure that we are developing the right features in the right order. Like any organization, we have a diverse user base with different and sometimes conflicting priorities, needs and requests. Our challenge is to prioritize and address the diverse needs of our users within defined resource and time constraints. The goals of the Enhancement Release process for each user are: o You know what to expect when you submit a request. o You can communicate the process to other users within your organization. o You can increase the likelihood of getting a request implemented. Solution Overview -Schedule A Builder When you submit a request, you will receive an email confirming receipt. You may also receive a call from our product manager who may want to clarify certain points of your request. You can check the status of any enhancement request by contacting support or account management. We review the requests in detail once a month and prioritize them to be implemented in the product. We cannot guarantee the exact timeframe of the release because external market conditions often cause priorities to shift over time, but we strive to implement features in a 3 to 24 month window. In some cases, the request cannot be implemented at all (e.g., it conflicts with other features) or the request is placed in the low priority category (e.g., it will not be addressed within two years). If this is the case, you will be notified via email within 30 days of submitting your request. We will also assist you in finding an alternative solution. If one of your requests is being implemented, you will receive an email when that feature has been released into beta and you will have an opporhmity to try it and provide feedback before its released to general production. For various reasons, we may solve your problem with an enhancement that is different from the one you suggested. In these cases, we want your feedback so that we can be sure we addressed your need. The enhancement process is a 3-step process consisting of data gathering, analysis, and product development. The data gathering and analysis process is ongoing and it leads to the development and release of four product upgrades per year. • Data Gathering -Collection of input from internal and external sources o Focus of this phase is to determine the goal of the suggested enhancement. The basics we are trying to determine are (1} what will it solve?, and (2) what impact will solving this problem have on your organization? • Data Analysis -Categorization and prioritization of each enhancement request to identify the benefit and level of development effort. • Product Development -Selected features are commtmicated to the development team to be built into the product following our defined Software Development Life-Cycle process. Confidential 19 Solution Overview -Schedule A Builder New features are released into production during one of four scheduled release dates, on the 3r~ Thursday of March, June, September, or December. Four weeks before the enhancements are released to production, a description of the new features and their benefits are communicated first to the administrators and then to the entire user base. And once the new features are released, we offer several online training courses that you can attend to learn about the new features. New features are generally developed so that they are "non-invasive." That means a new feature will not affect how yott currently use the system. Each client can choose to use the feature through its optional use or through a configuration setting in the account set up. In some cases, where a new feature represents a significant change to the way you are currently using e-Builder today, the new feature set will not be automatically deployed. In these cases, the new features are deployed on a per account basis at the direction of each client. Availability & Redundancy '~'IE~'1~~N~~'AL ~UPP~~'~~' ~c~c~lE~~ e-Builder provides support twenty-four hours a day, seven days a week (24/7) and does not subcontract its support and account management services. All support is operated and managed by e-Btulder at our corporate office in Plantation, FL. If support is needed at any time, our Support team can be contacted and we will assist and manage the issue through resolution. To contact Technical Support, you can either: Call: 1-888-288-5717 Email: supportC'e-builder.net Fax: 1-800-576-9322 User Support Case portal: www.e-builder.net/services/support.html l~i1E`ll ~~/`T~1~IS A ~(~F3[t7[']ECTUIC~~ The e-Builder network architecture is designed to ensure maximum security, performance and reliability. Users worldwide, including Fortune 100 companies managing multi-billion dollar construction and development programs depend on e-Builder to provide reliable access to project data. As a result, redundancy is built into every portion of our Solution Overview -Schedule A Builder network. The figure below provides an overview of the network architecture. The e-Builder application and client data are hosted on two geographically distinct data centers. One is located within the AT&T collocation facility in Orlando, Florida. This AT&T facility is a world-class quality center optimized to provide an industry-leading application- hosting environment. The second data center, a disaster recovery facility, is located at Vericenter's Atlanta data center, and is meant to provide additional data security and backup functionality. 4erlundrtnt I n~ui ihnriny Firev,rallr; ;lII ~ly';~~r:rre rti;lrrl: nr~, t;rtl'~,e~r3•;tnr;, Nrdlllr•tlen dl'UUfiiltlll, I_nNtl FJtd<'tncur; I1r:Jt.~ndan!, f~a Swir~at I Ltlnic Itr;;l~,r,~~pnr o f:;hr5le~t i .~ f fGre npuc ~:1N Both centers are designed to stay up and running in the face of possible outages. They are protected from power failure, physical intrusion and network outages by extensive back-up power and coolvng systems, physical security, multi-layered security, and network redundancy and diversity. Confidential 21 Solution Overview -Schedule A Rpplb;.lro•~ k;~+r.~or Ydr.•G ; ann Builder The following is a list of some of the physical facility security controls in place at e-Builder's data centers: • Flexible, on-demand access to network capacity of 7.2 Gigabits on an AT&T Local Services ring that is redundant and diverse. • Sprint dual OC-48 Internet backbone • Multiple third-party carriers • Cisco Gigabit switch routers • Dual access routers connecting the data center to multiple AT&T IP backbone nodes via dual OC-48 connections • 24x7 physical security including guards, closed circuit monitors, alarmed doors with secure card access, biometric scanner, and "man-trap" restricted access to the data floor. • 24x7 monitoring of building and environmental alarms by an in- region staff and remotely by the AT&T Networi< Operations Center. • Dual Uninterrupted Power Supply (UPS) each with multiple modules synchronized to work in unison or independently. UPS systems receive power from both commercial power feeders and "in case of emergencies" by standby generators. • In case of commercial power failure, backup banks of diesel generators are on-site. These generators consume fuel that is also securely stored on-site, and also count on fuel suppliers on standby to provide additional service. • State of the art VESDA (air sampling) smoke detection system and alarm system. VESDA systems are 100 times more sensitive than conventional fire detection systems. Fire suppression is via apre- action dry pipe system. In case of actual fire, water is discharged on the affected area only. • Multiple chillers and redundant Computer Room AC (CRAG) units to maintain a room temperature in the range of 75 F. • Raised floor housing with extensive intra-building cable and wiring to support power cables as well as low voltage Telco wiring. Combined, these two centers provide for real-time replication of client data to a geographically separate location to ensure business continuation and data disaster recovery. Confidential 22 Solution Overview -Schedule A Builder e-Builder performs regularly scheduled, comprehensive backups of all data. Full back-up to tape of all client data is performed according to the following procedures to ensure the security and availability of customer data in the event of a catastrophic failure of the e-Builder data storage system. The full disaster recovery process is contained in our SAS 70 Type II certification and can be provided upon request. ~~f~~IgC~ ~ 1 ~ 1 e-Builder is delivered as a hosted application, meaning customers and users access the application via the Internet. The data center architecture is described in more detail in the sections above. One of the many advantages of using a hosted application is that the customer does not have to purchase software or hardware, or incur the costs associated with operation, maintenance and support. This method of deliver is commonly referred to as the Software-as-a-Service model. In the past it has also been known as the Application Service Provider (ASP) model, with e-builder being the ASP. e-Builder adheres to standards based on industry best-practices to ensure provision of a reliable and scalable system. The reliability and scalability are a result of significant financial investments in the world-class data management facilities. Additionally, e-Builder's security standards are documented and built based on stringent security processes. Both the data management facilities and processes are certified through athird-party audit. Service statistics are monitored and managed by the e-Builder Operations team. Monitoring and Alerts e-Builder Operations team personnel monitor the e-Builder production systems. The overall database health and capacity planning are monitored to ensure the system will meet the needs of our clients. e-Builder utilizes a cross platform server monitoring tool to provide real time monitoring, alerting and reporting on our network equipment. This tool monitors all production servers, critical services, disc utilization, CPU utilization and memory utilization. The software is Solution Overview -Schedule A Builder configured to alert operators when predefined thresholds or critical service failures occur automatically. All alerts are communicated immediately by the sending an email notification and pages to the Operations team mobile devices in addition to a screen notification. All network and security monitoring is performed 24x7x365. The Operations Team responds to any alert and addresses it immediately. Hardware /Software Requirements e-Builder is a web based application that runs in a browser on the client workstation. It utilizes ports 80 and 443 (http and hops) for communications across the Internet. Active X controls are used to provide optional functionality in many of the e-Builder modules. e-Builder was created using the Microsoft .NET framework and is hosted on Microsoft 2003 application servers and MS SQL Server database servers. ~~~ ~~~Eh/`JOR~~ The e-Builder Framework is the heart of our product suite, our proprietary project management and collaboration platform. The Framework includes all of the application capabilities -including document management, business process management, calendars, budgets, and cost and schedule control. In addition, the Framework provides the reporting capabilities including the desktop reports, print reports and email notifications. The e- Builder Framework is developed using Microsoft .NET technology and is .NET certified by Microsoft. The Framework is built using a Services Oriented Architecture (SOA) and uses Web Services and XML to facilitate the transaction and integration of data acrass multiple systems (e.g., ERP, accounting, etc.). 1r~I~l~tMUM I[~E~OI\~/dl~/~ENI_I~~l® ~lt?,~]~S~1COP ~~Al~l][~A~li~~ Use of e-Builder can be easily achieved with a computer and internet connection. Performance is typically driven from the speed of your internet connection as we are aweb-based product versus your computer hardware specifications. However, there is a recommended base minimum desktop standard to maintain optimal performance: Confidential 24 Solution Overview -Schedule A Builder • Operating System: Windows XP or newer • Internet Browser: Internet Explorer 6.01sp2+ (Recommended IE 7.0+) o Note: Additional browsers such as Firefox and Safari do not support the Active X controls required. • Minimum Recommended Connection Speed: 256k or above • Processor Speed: 1 Gigahertz and above • RAM: 512 Mb Client Responsibilities The following is a list of responsibilities necessary for the successful completion of this effort. We have used this information to establish the schedule and pricing for the services articulated within this document. In the event that an item below does not occur in the manner or time frame shown, such circumstance may constitute a change and may require e-Builder and the client to meet and mutually agree upon an adjustment to the schedule, work activities and price. 1. The client will make necessary and knowledgeable team members available as needed during the duration of the project. 2. The client will make best efforts to ensure the timely resolution to all issues that may impact the scope of schedule within two (2) business days. 3. The client will make best efforts to ensure the committed participation of all appropriate technical and user personnel throughout the project, including but not limited to periodic status reviews. 4. All necessary content (data, text and graphics) will be provided to e-Builder prior to the creative processes (if applicable). Confidential 25 Solution Overview -Schedule A Builder Assumptions The following is a list of assumptions for the e-Builder implementation project. e- Builder bases the schedule and pricing of services based in part on these assumptions. In the event, an item identified below does not occur in the manner or time frame shown, such circumstance may constitute a change that will require e-Builder and the client to meet and agree upon equitable adjustment of the schedule and price. 1. Resources provided by the client during the technical and functional sessions must be empowered to make decisions on project direction. 2. The e-Builder implementation team will work jointly with the client team to resolve all issues including those impacting the scope and timeline in a timely manner. 3. Issues that may impact the progress and the schedule will be documented. If the issue is critical, e-Builder will present the issue to the client in writing as quickly as possible. Once the issue is presented in writing the client is expect to respond within two (2) business days. If the issue cannot be resolved within two days, they will notify e-Builder and arrange a meeting with all relevant personnel to resolve this issue. Faih~re to do so could impact the cost and schedule of the e-Builder implementation project. 4. Unless specifically identified as deliverables within this document, data migration, integration development and custom reports are not included within the scope of the e-Builder implementation project. These items can be included through the change management process if identified as required items. 5. The client will reimburse reasonable travel expenses for any travel associated with the engagement. 6. The client will key in any historical data from past projects to enable historical analysis. 7. All change requests received from this document if approved will be listed on a contract Addendum or Work Order. This must be signed and accepted prior to initiating additional work by the e-Builder Professional Services Team. Solution Overview -Schedule A Builder Implementation Scope Implementation Details -The implementation of e-Builder Enterprise TM will consist of these detailed components which will be performed with multiple onsite visits with City of Meridian and remotely from e-Builder corporate offices. The implementation will include use of the following modules by City of Meridian: • Document Management • Form Management • Process Management • Cost Management • Schedule Management • Capital Planning • Contact Management • Calendar Management • Bid Management • Reporting and Dashboard Engines • Data Import Toolkit Implementation Phases • Initiation (Kick-off) -This begins the implementation process. This consists of a conference call between City of Meridian and e-Builder Implementation and Sales teams. Prior to the call the Professional Services team will forward via email the e-Builder Implementation Guide that details the implementation process and steps that will be managed during the implementation. The purpose of the Kick-off call is to: i. Formally transition City of Meridian from the Sales team to the Implementation team. This includes a recap of the purpose for the selection of e-Builder for City of Meridian. ii. Introduce the Professional Services Implementation team that will be performing your implementation. iii. Define the success criteria of City of Meridian to achieve a successful implementation and the metrics in which these will be measured. Solution Overview -Schedule A Builder iv. Discuss potential risks/issues based upon City of Meridian and e-Builder experience. v. Identify City of Meridian project team and their responsibilities. vi. Review the Implementation Guide that outlines the guidelines and assists in the proper data gathering and delivery prior to the Professional Services team arriving at the City of Meridian site. vii. Set dates for the implementation schedule. This Schedule will be maintained by the e-Builder Project Manager in coordination with the City of Meridian Project Manager. Deliverables: (1) Data Gathering Guide (2) Implementation Goals and Specific Metrics (3) Initial Implementation Schedicle • Initiation (Discovery) -The e-Builder team will perform this phase on the implementation remotely. This phase is comprised of several scheduled two (2) hour online sessions with City of Meridian users who have been identified during the Kick-off. These sessions are to introduce e-Builder, discover specific user level process steps, and validate the data gathering information prior to arriving onsite. These sessions assist the implementation team in defining the business and functional requirements. This will help determine how your current processes will fit within e-Builder. Deliverables: (1) Seven (7) scheduled Online Sessions (2) Finalized Project Schedule • Planning (Design) -The e-Builder team typically performs this phase of the implementation onsite with City of Meridian. The implementation team will facilitate a series of sessions over a one to two week period of time. The goal of this phase is the final validation the information gathered in the Discovery phase and confirming the final configuration of e-Builder for City of Meridian. Part of this process is to review and confirm each process to be delivered as part of the implementation. These sessions require the involvement of the necessary City of Meridian team members for each session. A detailed agenda of each session will be provided prior to the onsite visit. At the completion of this phase the implementation team will provide a Solutions Requirement document that defails the e-Builder configuration for City of Meridian. Confidential 28 Solution Overview -Schedule A Builder Deliverables: (1) Design Session Agendas (2) Solutions Requirements Document • Execution (Configuration) -The e-Builder team will perform this phase of the implementation remotely and requires minimal involvement by City of Meridian. This phase includes the configuration of the City of Meridian account per the approved Solutions Requirements document. The City of Meridian defined Administrators will have the ability to modify the configuration and create new items (e.g., Forms, templates, reports, etc.) in the fuhrre without e-Builder assistance upon the completion of Administration Training defined in Training phase of the implementation. The identified e-Builder configuration for City of Meridian is currently defined as detailed below: i. General Settings /Filters -These settings are non-process specific settings that provide City of Meridian with the necessary system procedure and control mechanisms as defined in the Solutions Requirements document. Some key examples as to what is included in this area of configuration are: 1. Logo and color scheme configuration to match. 2. Password Policies -The policy by which you want all users to follow for maintaining their password and password strength. 3. Role-based Views -Throughout e-Builder are views which provide users with the ability to see information by defined criteria instead of viewing all information and having to manually sort or filter. Examples of these views are: Projects in Closeoact, M~ Meetings in next 2 zveeks, Items in M~ Coairt. 4. Project Attributes -These are defined fields which are configured within e-Builder to assist with the Client reporting and project/program management. Examples of these attributes are: Square Footage, Project Nacmber, Building, and Project Type. ii. Roles and Permission Settings - e-Builder security and processes are role-based. As a result, a user is placed into a role(s) and then inherits Confidential 29 Solution Overview -Schedule A Builder the permission access granted to that role(s). The e-Builder team will configure all the identified City of Meridian roles and their defined permission rights. iii. e-Builder Licensed Users -Each user who is provided access to e- Builder by City of Meridian will be required to be configured. The e- Builder team will configure the identified users and assign them to their roles (which provide their permission access rights). iv. e-Builder Non-Licensed Users (Contact Management) -Non-licensed users can be stored and accessed in e-Builder and utilized as a Contact Directory of all the companies and contacts within each vendor that City of Meridian does business. This contact directory will be created from one (or multiple) files imported into e-Builder from the City of Meridian system(s). e-Builder will provide a formatted MS Excel spreadsheet that the client can place all of their contacts into for import into e-Builder. Typically the contact directory is utilized by the Cost and Bid Management modules in addition to providing the ability of creating a project directory of all involved users (licensed and non-licensed). In addition, this contact directory allows licensed users to communicate with non-licensed users. Examples of this communication would be: Send files stored within the Document Management modacle via email, invite a Bidder to view project bid information and respond electronically, and send a report via email. v. Document Management -This is the creation of a document folder structure(s) with associated role based permissions defining the access rights as to who can view, upload, download and add stab-folders. This structure is maintained as a template, which allows it to be easily applied upon the creation of a project to allow project information to be stored in a structured in an ordered manner as defined by City of Meridian. 1. Folder Structure templates to be configured =One (1) vi. Form Management -The Forms workflow engine allows City of Meridian to standardize the field formats required on forms typically Confidential 30 Solution Overview -Schedule A Builder maintained in a MS Word or MS Excel file that are routed via email for communication (e.g., Project Issue, Invoice Approval, Change Order). This form can then be routed within e-Builder utilizing a "ball-in- court" methodology where the initiator of the form determines who needs to take action, where it is then placed in that persons "court". This form is then tracked with an audit trail as it progresses from person to person through completion. This information can then be reported on at the field level providing transparency and real-time reporting. 1. Form Types to be configured =Six (6) 2. Form Types to be provided =Sixty (60) Out-of-the-Box Form Types Potential Form Types identified during the sales process that could utilize this workflow engine are: 1. Architect's Supplemental Instructions (ASI) 2. Request For Information (RFI) 3. Potential Change Order (PCO) 4. Submittals (This will utilize the Submittal Management module) 5. Meeting Minutes (This will utilize the Calendar Management module) These Form Types may be interchanged for other Form Types during the implementation. This will be managed with the City of Meridian and e-Builder Project Managers during the Initiation and Planning phases. The out-of-the-box Form Types may be modified by City of Meridian after the implementation by their designated system administrator(s). vii. Process Management -The Process workflow engine allows City of Meridian to not only standardize the field formats required on forms typically maintained in a MS Word or MS Excel file that are routed via email for communication (e.g., Project Issue, Invoice Approval, Change Order}, but, also automate them to follow a City of Meridian defined workflow. The form is structured to follow this process based upon Confidential 31 Solution Overview- Schedule A Builder City of Meridian defined variables (e.g., approval limit levels, cost or schedule impacts). Additionally, these form types can interact the Cost Management module minimizes duplication of data entry and updating the project cost summary in real-time. This ensures that the process follows this workflow every time which provides an additional level of control and management. As with Form Management, this form is then tracked with an audit trail as it progresses from person to person through completion. This information can then be reported on at the field level providing transparency and real-time reporting. 1. Process Types to be configured =Five (5) Potential Process Types identified during the sales process that could utilize this workflow engine are: 1. TBD During Discovery These Process Types may be interchanged for other Process Types during the implementation. This will be managed with the City of Meridian and e-Builder Project Managers during the Initiation and Planning phases. viii. Cost Management -This is the configuration of the Cost Management module which includes setup of items such as the cost control settings, account codes (budget line items), forecasting and cashflow. The budget structure is maintained as a template(s), which allows it to be easily applied upon the creation of a project to allow the Project Manager to immediately start entering project cost information. The template is structured in an ordered manner as defined by City of Meridian. 1. Cost Structure templates to be configured =One (1) ix. Schedule Management -This is the configuration of the Schedule Management module which includes setup of items such as the work days/hours and milestones. The schedule structure is maintained as a template(s), which allows it to be easily applied upon the creation of a Solution Overview -Schedule A Builder project to allow the Project Manager to immediately start entering project schedule information. The template is structured in an ordered manner as defined by City of Meridian. 1. Schedule Structure templates to be configured =One (1) Capital Planning -This is the configuration of the Planning module which includes setup of items such as plans, scenarios and escalation percentages. This provides the ability to manage capital plan(s) that link into project scenarios and active projects. In addition to the core configuration, the template(s) are structured in an ordered manner as defined by City of Meridian. 1. Planning Scenario templates to be configured =One (1) x. Report and Dashboard Engines -The reporting and dashboard engines are utilized to present information graphically and segmented/grouped based upon requirements defined with City of Meridian in the Discovery and Design phases of the implementation. Unless indicated below, reports and dashboards will utilized the e- Builder Reporting and Dashboard engines. e-Builder provides as a supplement to City of Meridian defined reports/dashboards our best-practice reports and dashboard. T'he reports are a set of approximately seventy (70) reports that have been developed based upon the industry and our experience with our existing clients. These reports can be utilized immediately and require no initial configuration by City of Meridian. Examples of these reports are: 1. Cost Items Requiring My Approval 2. Anticipated Cost Report 3. Contingency Burn Rate 4. Cash Flow (Program Summary, Grouped by Month) 5. % of Total Budget Committed 6. Change Order (Project Sum Grouped by Reason Code) 7. Document Log 8. Critical Tasks (Program Summary, Grouped by PM) Confidential 33 Solution Overview -Schedule A Builder The dashboard e-Builder provides is an Adoption dashboard. This dashboard provides visibility to City of Meridian to ensure the system is being utilized by their team. 1. Number of reports to be configured =Eight (8) 2. Number of dashboards to be configured (Up to 6 graphs per dashboard) =One (1) xi. Data Import Toolkit - e-Builder will provide the Import Toolset, Toolset guides and training on the tool for City of Meridian. These tools and training will provide City of Meridian the ability to import key project information from existing systems (e.g., Lawson, MS Access, etc.). The import tools being included as part of this deliverable are: 1. Project Import -Ability to import core project information (e.g., Project Name, Project Number, project attributes). 2. Form Import -Ability to import form fields and information (e.g., Request For Information, Project Issues, etc.) 3. Cost Import -Ability to import cost detail for project(s) (e.g., budget, budget changes, commitments (contracts), change orders, invoices and journal entries). The provided tools will require City of Meridian to extract the data from their existing system and format the data to the Import Toolset criteria. The Schedule A encompasses the Import Toolset, the associated training and guidance on the mapping of the information from other applications to e-Builder. City of Meridian will perform the data import activities from any other application(s). City of Meridian may decide during the implementation to request e-Builder to perform any identified data transfer or data migration. If requested, the scope of work and associated investment will be determined and presented to City of Meridian. 1.Import Toolset 2.Import Toolset Guides Confidential 34 Solution Overview -Schedule A Builder 3.Import Toolset Training (Up to 3 users) Deliverables: (7} Configured e-Builder Environment per approved Solutions Regtcirements • Control (Training -The e-Builder team typically performs this phase of the implementation onsite with City of Meridian. The success of any software or technology implementation hinges on a quality education program that is tailored to a specific process or processes. The project team will be changing the way they work - so it is critical that we are sensitive to the change and work to make the transition as smooth as possible. The implementation team will educate the team in the features and functions of the software but more importantly how the system is used for your processes. During this phase Administrator and User training will be performed. The Administrator training will be far City of Meridian identified users who will be accountable for maintaining e-Builder post-implementation. These users will be trained on the detailed aspects of the setup and configuration of e- Builder. They will be able to perform such key tasks as: create new projects, users, reports, and workflows. They will have the ability to modify e-Builder as City of Meridian processes change moving forward. User training will be provided to City of Meridian users in a series of sessions over multiple-days. This training is process/role based and users may not have to attend every session. The implementation team will provide a training agenda to City of Meridian which will detail the sessions and users who need to attend each session. Deliverables: (1) Detailed User Training Content ~ Delivery (Up to 20 ccsers) (2) Administrator Training Content F~ Delivery (Up to 3 users) • Closure (Adoption) -The e-Builder team typically performs this phase of the implementation remotely. Following the rollout of e-Builder, our team will review the system use and initiate calls to users to collect any feedback or lessons learned and to provide any additional training as needed. The feedback and lessons learned will be used to modify the process or configuration as needed so that it is optimized. Confidential 35 Solution Overview- Schedule A Builder The implementation team will be coordinating with the City of Meridian Project Manager of any findings and what solutions e-Builder recommends. This phase typically takes thirty (30) to ninety (90) days. This phase is not complete until the City of Meridian success criteria defined in the Initiation phase is agreed upon as achieved. Deliverables: (1) Client Sign-off Confidential 36 Solution Overview - Schedu-e A Builder e-Builder Software Licensing Scope e-Builder EnterpriseTM Software License: The proposal is fora 30 user licenses of e-Builder Enterprise TM and can be used with unlimited projects and unlimited data storage. Users can be City of Meridian employees or partners and vendors that work with Client in the development, and construction of its projects. T`he license includes full use of e-Builder Enterprise TM including all of the modules provided above. Furthermore, the License provides the e-Builder software as a service including: • All hosting, operation, maintenance and data backup of e-Builder Enterprise T~ software as well as your data in our state-of-the-art data centers located throughout the United States. • Unlimited phone, email and web based support 24x7. • Proactive account monitoring and management to drive maximum adoption and ensure that you maximize your return on investment. Solution Overview -Schedule A Builder Investment Summary The following details the investment summary associated with the purchase of e- Builder. Item Scope Variables Price Software License Number of Users 30 $32,265 Additional Cost Per User License $1,195.00 Total Annual License $32,265 implementation Initial e-Builder Implementation $84,118 Total Initial Implementation $84,718 Payment Terms: Payment of the 15t year license cost is dtte upon signing of this agreement. 50% of the Implementation and Additional Services investment is due upon signing and the remaining 50% is due upon completion of the training. Travel and Expenses: Travel expenses and course material reproduction (if requested) are not included in the above investment. These expenses are billed as incurred as achial and will be reimbursed per the City's Travel Policy. Note: The investment summary is considered valid for 90 days from the publication of the Schedule A. Non-approval of the Schedule A by the client within this timeframe will result in the redefinition of the investment summary. Confidential 38 Solution Overview -Schedule A eui~aer Acceptance This Solution Qverview - Schedule A and the Service Agreement constitute the complete understanding between the parties with respect to terms and conditions. The terms and conditions in this Solution Qverview -Schedule A and the Service Agreement will control over any terms and conditions in an Y solicitatYOn, request for proposal, proposal, purchase order, acknowled ement or g other written form, except for a Contract Addendum signed by both artier. p CITY~F MERIDIAN BY: / i~~~~t~ u~ TAMMY de WE AYOR Dated: 3' ZO-2 E-B 'Ider, Incorp ted BY: Dated: 2- i 6 ` ~~ Approved by Council: ~7 4~o~'~ED A UC~ST Attest: Go ,, ~~' ~o City of .. N~ J CEE OLMAN, CITY CLER ~ ,~AHO ~~~ ~~ ti foe fiR~AS~ Purchasing Approved BY; KEITH TT , P RASING MANAGER r Dated: Depart t Ap o al ~ ; ' , ,~,r~ .~'~ NAME: G~~ ~2~z ~'~ ~o~ ~~. TITLE: ~~c-~tir~~i~~~.~~-W1rl~V~i~..~TZ. Dated: /' l ~ Z confidential 39 Solution Overview --Schedule A E-BUILDER SERVICE AGREEMENT e-Builder, Inc. whose address is 1800 NW 69th Avenue, Suite 201, Plantation, FL 33313 ("e-Builder")and City of Meridian, ID whose address is 33 E Broadway Ave # 200 Meridian, Star, ID 83642.2619 ("Customer"} agree Friday, February 17, 2012, as follows: 1. TERM. This Agreement shall continue for a period of 24 months commencing 1131!2011. This Service Agreement shall automatically renew for additional 12 month terms (the "Renewal Term(s)") at the end of the Initial Term or each Renewal Term unless either of the parties shall provide written notice to the other terminating this Service Agreement or the parties shall agree to a different Renewal Term not less than 30 days prior to the end of the Initial Term or each succeeding Renewal Term, as the case may be. Fees for Services for each Renewal Term shall be at e-Builder's standard rates in effect on the first day of each Renewal Term and shall not be increased by more than 5% of the previous 12 month term. 1.2.1 FUNDING. It is expressly understood and agreed that the obligation of the City of Meridian (City) to enter into and to continue this Agreement is conditioned upon the appropriation of funds by the Meridian City Council. If at any time the Meridian City Council fails to appropriate funds the City shall have the right upon ten (10) working days written notice to E-Builder, to terminate this Agreement without damage, penalty, costs or expenses to the City of any kind whatsoever. e-Builder will be entitled to payment for all services rendered up to the date of termination. 2 SERVICES 2.1 Services. e-Builder agrees to provide the services and the equipment described in Schedule A attached hereto (the "Services") to Customer subject to the terms and conditions of this Agreement in consideration for the payments as set out in Section 3 hereof during the initial term and any Renewal Term. Customer acknowledges that e-Builder Enterprisetm software may be modified or upgraded from time to time and that Services and Customer Support shall only include the use of the most recent version of e-Builder Enterprisetm 2.2 License of Software. Customer's right to use the Services (including, without limitation, the limited license to use e- BuilderEnterprise msoftware) is limited to the restrictions contained herein, including those related to the number of users, projects and period of use. The Customer acknowledges that title to and copyright in the software applications supplied by e-Builder (including e-Builder Enterprise m) are reserved by e-Builder. Customer acquires no right in any software, copyrights, patents or any other intellectual property belonging to or licensed by e-Builder other than the specific limited rights to the Services. e-Builder is and shall remain the sole owner of all copyrights, trademarks, patents and other proprietary rights in and to all aspects of the Services (including, without limitation, all software, code and designs used in providing the Services). 3. PAYMENTS. The Customer shall pay to e-Builder the annual fees at the rates outlined in Schedule A attached hereto for the Services and Equipment. Payments more than 30 days overdue shall bear interest at the rate of 1.5% per month. e-Builder shall be entitled to recover its reasonable attorney's fees incurred in the collection of any sum due under this agreement. Unless otherwise indicated on the Schedules, all dollar amounts referred to in this Agreement are in U.S. Dollars. The Customer covenants and agrees to pay all federal, state, and municipal assessments, fees and taxes (collectively called the "Taxes") except those based upon e-Builder's income or net worth, which may now or hereafter be imposed or levied upon the sale, purchase, ownership, maintenance, supplies, transportation, installation, other charges, rental, lease, possession or use of the Services and Equipment. The Customer agrees to reimburse and to indemnify and hold e-Builder harmless from and against all Taxes. 4. WARRANTIES 4.1 Representations. Customer represents, warrants and covenants the following to e-Builder: (i) Customer currently possesses all necessary licenses, permits, insurance and approvals required validly to execute, deliver and perform its duties under this Agreement and is qualified to do business in all jurisdictions where such qualification is required for Customer's performance of its duties under this Agreement, (ii) To the best of its knowledge and ability, Customer will comply with, and will use its best efforts to cause each subcontractor it may engage to comply with all applicable federal and state laws and regulations in performing its and their respective responsibilities under this Agreement and any subcontracts, and (iii) No information provided to e-Builder or disseminated through its software or systems shall infringe on or violate any trademark, copyright, trade secret, right of publicity or privacy (including but not limited to defamation), patent or other proprietary right of any third party. 4.2 Disclaimer of Warranty and Limitations of Liability E-BUILDER DOES NOT AND CANNOT CONTROL THE FLOW OF DATA TO OR FROM E-BUILDER'S NETWORK AND OTHER PORTIONS OF THE INTERNET. SUCH FLOW DEPENDS IN LARGE PART ON THE PERFORMANCE OF INTERNET SERVICES PROVIDED OR CONTROLLED BY THIRD PARTIES. AT TIMES, ACTIONS OR INACTIONS OF SUCH THIRD PARTIES CAN IMPAIR OR DISRUPT CUSTOMER'S CONNECTIONS TO THE INTERNET (OR PORTIONS THEREOF). ALTHOUGH E-BUILDER WILL USE COMMERCIALLY REASONABLE EFFORTS TO TAKE ALL ACTIONS IT DEEMS APPROPRIATE TO REMEDY AND AVOID SUCH EVENTS, E-BUILDER CANNOT GUARANTEE THAT SUCH EVENTS WILL NOT OCCUR. ACCORDINGLY, E-BUILDER DISCLAIMS ANY AND ALL LIABILITY RESULTING FROM OR RELATED TO SUCH EVENTS. Version 1.1(2/5101) E-BUILDER SERVICE AGREEMENT EXCEPT FOR THE WARRANTIES SPECIFICALLY AND EXPRESSLY MADE HEREIN, E-BUILDER MAKES NO WARRANTIES EITHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION, WARRANTIES OF MERCHANTABILITY ORWARRANTIES OF FITNESS, AND ALL SUCH WARRANTIES ARE DISCLAIMED. FOR ANY ONE OR MORE BREACH OF THIS AGREEMENT OR DEFAULT HEREUNDER, THE ENTIRE LIABILITY OF THE PARTY IN BREACH OR DEFAULT, AND THE EXCLUSIVE REMEDY OF THE OTHER PARTY, SHALL BE PAYMENT OF THE ACTUAL DAMAGES PROXIMATELY CAUSED BY SUCH BREACH OR DEFAULT, WHICH SHALL NOT EXCEED THE AMOUNT OF ONE (1) MONTH'S FEES PAID BY CUSTOMER HEREUNDER. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, CONSEQUENTIAL OR EXEMPLARY DAMAGES, LOSSES, OR EXPENSES, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, FAILURE TO REALIZE EXPECTED SAVINGS OR ANY OTHER COMMERCIAL OR ECONOMIC LOSS OF ANY KIND ARISING OUT OF OR RELATED TO THIS AGREEMENT. THESE LIMITATIONS ON THE LIABILITY OF EITHER PARTY SHALL APPLY TO ANY AND ALL CAUSES OF ACTION THAT EITHER PARTY MAY HAVE AGAINST THE OTHER, IRRESPECTIVE OF THE NATURE OF THE CAUSE OF ACTION UNDERLYING A CLAIM, DEMAND OR ACTION, INCLUDING, WITHOUT LIMITATION, WHETHER IT SOUNDS IN CONTRACT OR TORT, BUT SHALL NOT APPLY TO OR LIMIT SUMS DUE HEREUNDER TO E-BUILDER FOR SERVICES. 4.3 Indemnit .Customer agrees to indemnify, defend and save harmless e-Builder, its officers, directors, employees or agents from and against any claims made upon e-Builder by any third party, arising out of information or software provided by Customer or actions of Customer, its employees, agents or invitees. 5. CONFIDENTIALITY. Confidential Information refers to all nonpublic information provided by one party to the other. The Parties agree that, except to the extent necessary to implement the terms and conditions of this Agreement, when authorized in writing by the other Party or when otherwise required by law: (i) each Party will preserve and protect the confidentiality of the other Party's Confidential Information; (ii) neither Party will disclose to any third party the existence, source, content or substance of the other Party's Confidential Information, or make copies of such Confidential Information except as required by this Agreement; (iii) neither Party will deliver the other Party's Confidential Information to any third party, or permit such information to be removed from the premises of the Party receiving such information; and (iv) each Party shall advise any of its employees or agents working on or having access to the other Party's Confidential Information of the confidentiality of such information. 6. MISCELLANEOUS 6.1 Governing Law and Venue. The validity, construction, and performance of this Agreement shall be governed by the laws of the State of Idaho. Exclusive venue for any action arising hereunder shall lie in Ada County, Idaho. 6.2 Notices. All notices required or permitted to be sent pursuant to this Agreement shall, unless otherwise specifically provided, be in writing and shall be deemed given when delivered personally or by facsimile, overnight air courier or certified mail (postage prepaid, return receipt requested), to the addresses shown above or such other substitute address designated in writing. 6.3 Force Majeure. Notwithstanding any other provision of this Agreement, if by reason of Force Majeure, any Party is unable to perform certain of its obligations under this Agreement, it shall be automatically relieved of those obligations to the extent, and for the period of time, that such Party is prevented from meeting them by Force Majeure. <Signatures on Page 3> CITY OF MERIDIAN E-Builder, Incorporated Version 1.2 (12/21/09) Page 2 E-BUILDER SERVICE AGREEMENT CITY QF MERIDIAN BY: TAMMY de WEE AYOR Dated: 3 ' ~ ' ~~ (~- A roved b Council: ~ ~lo~--- PP Y Attest: 44°~~x~p AU~~ST G° r j 90~ ity of CEE OLMAN, CITY CLERK E ~I~~AN~- ,a EDAHO J ~ J Purchasing Approved KEIT ATTS, RC ASIN ANAGER Dated: ~~~-3~/ Z E~Bu' er, Incorpor ted BY: Dated: ~- ~ ~ Sr ~ ~ ~ ~ ~~ w ~~r~ y~yti ~°f rae raEps'~~~ Depart nt Ap ~ a! BY: NAME; C;>'~ ~}~~2 ~,_ TITLE: ~ ~ ~ ~ ~ Dated: ~- % ? r L_.. Version 12 ~1Zl~l/~} Page 3