MARICOPA COUNTY RFP RESPONSE 7.1.2013.PDF

Avolve Software Corporation
RFP Response for
Maricopa County, Arizona
Regional Development Services Agency
Electronic Plan Review Software Replacement Project
ORIGINAL
Primary Contact:
Randall Scheideman
Director, Sales – Western Region
Avolve Software Corporation
4835 East Cactus Road, Suite 420
Scottsdale, Arizona 85254
T: 916.826.3762
F: 602.923.3544
rscheideman@avolvesoftware.com
July 1, 2013

Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Hugh Iseman
Business System Analyst
Maricopa County, Regional Development Services Agency
501 North 44th Street, Suite 100
Phoenix, Arizona 85008
Dear Hugh Iseman and Maricopa County Team,
About seven years ago Maricopa County selected ProjectDox to initiate an electronic plan review solution. In
software years, that is a very long time. Today Avolve Software Corporation has more electronic plan review
customers than all of its competitors combined. ProjectDox continues to lead the industry. We want Maricopa to
remain part of this trend.
Maricopa County is facing an important decision. Over 100 other agencies across the country have already made
that decision and selected ProjectDox. Recently the City of Phoenix selected ProjectDox after a competitive RFP
process. Avolve Software welcomed other agencies this year too: Portland, Oregon; Boston, Massachusetts; City of
Riverside, California; and others. We believe Maricopa County should re-select ProjectDox and join the list of other
major agencies.
One reason these other agencies have selected ProjectDox is that ProjectDox is independent. ProjectDox can
integrate with all the major software solutions. If Maricopa County decides to replace its back office software, for
example, ProjectDox will continue to serve your customers without interruption. More agencies are selecting
ProjectDox because it is a stand-alone solution.
It is time for Maricopa County to update to ProjectDox 8.2. In our Executive Summary we provide several reasons
why Maricopa County should remain with Avolve and upgrade to ProjectDox 8.2. Cost is always a consideration, but
at this critical juncture we urge Maricopa County to invest in a software and services solution that will provide reliable
and relevant service for years to come.
Maricopa County is an important customer to Avolve Software. Early in our company’s history, Maricopa County
selected Avolve and ProjectDox. We are grateful for your loyalty and respectfully ask you to remain a customer.
We look forward to working to with you.
Sincere Regards,
Ronald Loback
CEO/ President Avolve Software Corporation
4835 East Cactus Road, Suite 420
Scottsdale, AZ 85254
Direct: 602-903-3111
Fax: 602-923-3544
rloback@avolvesoftware.com
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Table of Contents
1. Executive Summary ............................................................................................................................................... 4
2. Company Profile .................................................................................................................................................... 6
3. Client References .................................................................................................................................................. 9
4. Business Rules .................................................................................................................................................... 14
5. Business Requirements ....................................................................................................................................... 15
6. Functional Requirements ..................................................................................................................................... 16
7. Other Requirements ............................................................................................................................................ 23
8. Design ................................................................................................................................................................. 24
9. Vendor Additional Response to Request ............................................................................................................. 25
10. Vendor Detailed Quote Information ................................................................................................................... 28
ATTACHMENT A: Salt Lake City, UT Case Study .................................................................................................. 33
ATTACHMENT B: ProjectDox® Implementation Guide ........................................................................................... 40
ATTACHMENT C: Avolve University Training Course Catalog ............................................................................... 57
ATTACHMENT D: GIStream™ ................................................................................................................................ 63
ATTACHMENT E: Avolve Software Maintenance & Support Terms and Conditions .............................................. 64
ATTACHMENT F: ProjectDox Feature/Function Map (PDF) ................................................................................... 68
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
1. Executive Summary
Hugh Iseman
Business System Analyst
Maricopa County, Regional Development Services Agency
501 North 44th Street, Suite 100
Phoenix, Arizona 85008
There are several reasons why Maricopa County needs to remain with Avolve and upgrade to ProjectDox 8.2.
• Integration
o Your RFP heavily emphasizes integration capabilities with Accela Automation and SIRE Document
Management. We have ProjectDox customers using both of these solutions. ProjectDox is also
used as a plan retrieval solution.
o Other agencies use ProjectDox with Accela and SIRE. Please note the attached references, Salt
Lake City, Utah and Hillsboro, Oregon. Both of these agencies conducted thorough research and
selected ProjectDox. Please call them.
o ProjectDox integration uses web services. Please note the included ProjectDox Implementation
Guide (ATTACHEMENT B) that provide clear, technical documentation.
• Workflow
o Maricopa also heavily emphasized a need to “trigger” a workflow either from Accela or from
ProjectDox. ProjectDox 8.2 has a new workflow engine with much more flexibility than your current
version. Please consult Avolve’s Product Roadmap (ATTACHMENT F) attached to this response
for the release of this functionality and others.
o ProjectDox is also a plan retrieval system. Immediate access to plan sets is possible because the
plan sets can be stored within ProjectDox. Later, you can move the files over to another system.
The option of using ProjectDox as a plan retrieval system gives Maricopa County additional
storage options that will affect workflow.
o Avolve’s senior System Engineers work with many other plan review agencies. In our training
courses, we will advise your team on the best possible workflows.
• Timeline:
o To meet your aggressive June 30, 2013 implementation date, Avolve’s local personnel are readily
available. The Project Manager assigned to your project lives in Phoenix. He is also implementing
ProjectDox for the City of Phoenix. Other support personnel are nearby.
o Avolve has a solid history of implementing solutions and delivering success on time.
• Training and Support:
o Avolve University’s training courses are customized for the end user. We appreciate that Maricopa
County understands that specific training on specific tasks dramatically increases long-term
success. Specific training is a significant benefit to the success of your project.
o Your RFP requests a 60-day post-implementation support period. We have provided that in our
project plan. As a plus for you, Avolve’s offices are within easy driving distance located in
Scottsdale, AZ.
o Maricopa may not be totally aware of the potential of all the new features in ProjectDox 8.2. During
training, our trainers will upgrade your knowledge along with the software.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
• Technology:
o Avolve continues to keep pace with modern technology. Today ProjectDox supports the most
popular browsers. Internet Explorer continues to be the supported browser for Administrators.
o Please note our included Product Roadmap and Implementation Guides (ATTACHMENTS B/F).
o Attachment D features GIStream™ information. Your RFP did not request any GIS, but we would
like to suggest that Maricopa County consider adding GIS to their build.
• Costs:
o As existing customers, ProjectDox 8.2 software is at no cost to Maricopa County.
o The services to upgrade the software, migrate and customize your workflows per your new
specifications, extensively integrate to some of your other software packages per your
specifications, and then train your staff is roughly $88,000. Our cost sheet carefully outlines and
defines these costs that we believe are appropriate and necessary for your success.
o ProjectDox 8.2 comes with a universal license for unlimited users. This pricing is a big help to
system administrators who no longer have to worry they are breaking software licensing contracts.
Please reference our Master Agreements for License, Maintenance, and Services.
Years ago Maricopa County chose ProjectDox to implement its vision of an electronic plan review solution. In the
years since, electronic plan review has grown from an add-on software solution to one of the main drivers of
business. Agencies across the country understand that ProjectDox is the leader. We encourage Maricopa County to
remain with Avolve. Our experienced System Engineers, Project Manager, Trainers and Support Staff will ensure that
Maricopa County has the best solution now and the right solution for years to come.
Sincerely,
Randall Scheideman
Account Manager
Avolve Software Corporation
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
2. Company Profile
Avolve Software is the market leader for ePlan submission, review, and tracking solutions. Cities, Counties,
States, and Universities of all sizes across the U.S. and North America work with Avolve Software using the
ProjectDox solution to offer a comprehensive system for electronic plan submittal, plan review including
workflow, plan management and document storage. Avolve/ProjectDox is known for its customer support as
well as its comprehensive product capabilities, flexibility, scalability and ease of use.
The Avolve Professional Services team has logged tens of thousands of man hours working with many
different government departments to design and implement custom workflows and enable data interoperability
between disparate systems. We have amassed unparalleled experience and are completely dedicated to
continuing to deliver the de-facto ePlan standard for state and local government.
Below please note a sample list of Avolve’s ePlan solution and technology services customers:
Salt Lake City, UT City of Las Vegas, NV City of Goodyear, AZ
City of Palm Coast, FL Fairfax County, VA City of Elk Grove, CA
Marion County, FL City of Vancouver, WA Seminole County, FL
City of Atlanta, GA City of Kissimmee, FL City of Sanford, FL
City of Eureka, CA City of Gainesville, FL City of St. Petersburg, FL
City of Ocala, FL Martin County, FL City of Wellington, FL
City of Cape Coral, FL City of Albuquerque, NM City of Boca Raton, FL
State of Idaho Town of Davie, FL City of Pompano Beach, FL
City of Denton, TX City of Winter Haven, FL City of Sandy Springs, GA
City of Burbank, CA City of Hillsboro, OR City of Marietta, GA
City of Beverly Hills, CA San Bernardino County, CA County of Kauai
City of Bonita Springs, FL City of Santa Monica, CA City of Portland, ME
City of Los Angeles, CA City of Portland, OR City of Jacksonville, NC
City of Beaverton, OR City of Palmdale, CA Clark County, NV
Howard County, MD Hillsborough County, FL City of Dublin, OH
Polk County, FL City of Miami Beach, FL City of Gresham, OR
City of Chicago, IL City of Tallahassee, FL City of Medford, OR
Montgomery County, MD Leon County, FL City of Bend, OR
Montgomery County Planning Osceola County, FL City of Corpus Christi, TX
Montgomery County Parks, MD City of Cincinnati, OH City of Santa Clarita, CA
City of Knoxville, TN City of Gillette, WY Lee County, FL
Iowa City, IA West Palm Beach, FL Gwinnett County, GA
City of Boise, ID City of Fullerton, CA City of Cupertino, CA
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
City of Baltimore, MD City of Springfield, MO City of Lincoln, NE
City of Washington, DC Maricopa County, AZ City of Riverside, CA
Washington Suburban Sanitary Commission City of Boston, MA
City of Indianapolis & Marion County, IN City of Phoenix, AZ
City and County of Honolulu, HI City of Edmonton, Alberta CA
Industry Leadership
Avolve Software Corporation and CEO and President Ron Loback are at the leading edge of ePlan technology on a
national scale. Our leadership in the ePlan arena has been and continues to be demonstrated in the following ways:
White papers on ePlan Best Practices
Avolve Software has sponsored and co-written industry white papers that are sanctioned by leading technology and
industry organizations FIATECH and the American Institute of Architects (AIA). These resources are being used by
jurisdictions and competitors alike to educate and lead communities forward regarding ePlan technology in particular
and government streamlining in general. FIATECH Regulatory Streamlining Committee (RSC) Co-Chair
In 2009, Avolve CEO Ron Loback was invited to co-chair a FIATECH national task force dedicated to providing local
and state governments with leading-edge technology solutions and best-practices in the planning, design,
construction and management of land and building assets.
FIATECH is an industry consortium that provides global leadership in identifying and accelerating the development,
demonstration and deployment of fully integrated and automated technologies. FIATECH project goals are to deliver
the highest business value throughout the life cycle of all types of capital projects – of which regulatory review is a
key function. FIATECH membership is comprised of distinguished management and research personnel from federal
agencies, private sector companies (including the Fortune 100/500), and state and local governments. FIATECH
sponsors a work group focused on the implementation of Building Information Models (BIM) and other leading
technologies for the purpose of streamlining the regulatory process. For more information, visit www.fiatech.org.
Through its FIATECH leadership role, Avolve Software is working side-by-side with both commercial and federal
groups, such as the National Institute of Building Sciences, the National Institute of Standards, and the SMART
Building Alliance on next-generation solutions for building regulatory agencies and their constituents.
Among FIATECH projects that Avolve helps to sponsor is the widely-known AutoCodes Project, which seeks
to demonstrate the viability of automated code-checking technology for virtual construction models and establish
processes and methods suited to digital 2D and 3D BIM integration. The initial phase featured the participation of
several Authorities Having Jurisdictions (AHJs – including Avolve customers) in a controlled review process. Using
AutoCodes with BIMs for code review promises to reduce reviewer’s workload and review times, increase accuracy,
consistency and provide superior control and access to critical information contained in the model. The AutoCodes
Project has entered into Phase 2, which addresses Accessibility & Egress as well as Fire & Life Safety Codes for
their suitability relative to machine-language automation.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Also, the Guideline for Replicable Buildings, the “Digital Cornerstone” building lifecycle management program and the
“Code Cloud” integrated, online code database are additional projects that Avolve Software is helping to guide and
bring to fruition on behalf of local governments and their commercial constituents.
International Code Council (ICC) Development & Educational Partnership
Avolve Software is a commercial partner of the ICC eCodes and Digital Transformation integration program. The
International Code Council, a membership association dedicated to building safety, fire prevention and energy
efficiency, develops and maintains a majority of the codes used to construct residential and commercial buildings,
including homes and schools. Avolve has authored an ICC- accredited CEU course titled Transitioning to a 2D/3D
Digital Process — Going Paperless which is used to introduce code officials to the dynamics of electronic plan
technologies, processes and methods. www.iccsafe.org
Association of General Contractors (AGC) BIM Forum
Avolve participates in the BIMForum’s Legal Subcommittee as a means of informing and participating in activities
designed to further the cause of advancing technology that impacts commercial construction processes relating to
legal and regulatory compliance. This also serves as an outlet for Regulatory Streamlining Committee projects such
as AutoCodes and Digital Seals and Signatures.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
3. Client References
Before reading the following references (please pay special attention to Salt Lake City and City of Hillsboro as they
are Accela customers), take three minutes and watch one of the following videos (paper readers, please search
YouTube with words “eplan” and the name of the agency listed below):
Springfield, Missouri Uses ePlan
Chicago Uses ePlan
Bend, Oregon Uses ePlan
Washington Suburban Sanitary Commission
Reference 1 – Salt Lake City, UT
Client Name Salt Lake City, UT
Address: 451 South State Street, Room 215-218
City, State, Zip Code Salt Lake City Utah 84111
Project Manager Orion Goff, Chief Building Official
Nole Walkingshaw, Planning Director
Telephone Number (801) 535-6681
E-mail: orion.goff@slcgov.com, nole.walkingshaw@slcgov.com
Jurisdiction Size 189,899 Unknown
Start/End Date December 2009 October 2010
Project Scope of Services/Goals Automation of the Plan Review Process for standard and
commercial permit types which require approval of complete
building and site plans. The Department of Community and
Economic Development required custom integration with their
existing Permit Management system, Accela Automation. Full 2-
way integration was achieved and the system is fully operational.
Salt Lake City is currently receiving and processing plan reviews
from out-of-state locations, while also using ProjectDox as a
project information management tool for the City’s new Emergency
Services Management Center project in the downtown area, which
will incorporate the use of 3D models as well as 2D drawings.
How this reference project is similar Salt Lake City is one of the pioneers of extensive, enterprise
in size, scope and focus to this Electronic Plan Review and is one of Avolve Software’s key
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
initiative? customers. Salt Lake City has expanded the use of ProjectDox
throughout the city’s departments allowing them to leverage their
investment and the technology across multiple city departments.
Please see the attached Microsoft Case Study on Salt Lake City’s
implementation for additional specifics and project information.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Reference 2 – Washington D.C.
Client Name Washington, D.C. – DCRA
Address: 941 North Capital Street, NE
City, State, Zip Code Washington D.C. 20002
Project Manager Gus Viteri, DCRA Chief Information Officer
Telephone Number (202) 442-8367
E-mail: gus.viteri@dc.gov
Jurisdiction Size 588,292 Unknown
Start/End Date December 2009 October 2010
Project Scope of Services/Goals ProjectDox ePlan submission and review with full, 2-way
integration to Accela Automation permitting in support of the
District’s GreenDC program and Department of Consumer and
Regulatory Affairs online services initiative. Installation
accomplished in May 2010, with soft launch (real-world testing) in
September 2010. Current workflow for construction plan review,
expanding to code-enforcement (inspections), planning and
zoning, business licensing, environmental and water. Project
archive export to FileNET enterprise document management
system.
Reference 3 – City of Hillsboro, OR
Client Name City of Hillsboro, OR
Address: 150 E. Main Street, 4th Floor
City, State, Zip Code Hillsboro OR 97123
Reference’s Name Carol Brown
Telephone Number (503) 681-5432
E-mail: carolb@ci.hillsboro.or.us
Jurisdiction Size/Revenue 92,000 Unknown
Start/End Date May 2012 November 2012
Project Scope of Services/Goals Implemented the Building permit review process that went live
back in April 2012 for an extended Pilot. Engaged with Hillsboro in
Sept 2012 for additional services to include Planning, Engineering
and a special Building Review process for a global technology
development and manufacturing company.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
• Launched special Building Review process in October 2012
• Launched first pilot project for Planning Review process in
March 2013
• Launched first pilot project for Engineering Review process in
April 2013
Avolve continues to provide support and will commence the next
phase of integrating ProjectDox with Hillsboro’s newly- deployed
Accela Automation, with a planned full go live of all processes in
September 2013.
How this reference project is similar Two-way integration with Accela Automation; Workflows and
in size, scope and focus to this eForms for Building permit review process.
initiative
Reference 4 – Montgomery County, MD
Client Name Montgomery County, MD
Address: 8787 Georgia Avenue
City, State, Zip Code Silver Springs MD 20910
Reference’s Name Rose Krasnow - Division Chief, Development Planning
Telephone Number (301) 495-4591
E-mail: rose.krasnow@mncppc-mc.org
Jurisdiction Size/ Revenue 950,000 Unknown
Start/End Date December 2009 December 2010
Project Scope of Services/Goals Montgomery County wanted to implement ProjectDox to expedite
their construction process by reducing paperwork, improving
information flow, and decreasing turnaround time for information,
response and/or documents. The County undertook a multi-year,
far-reaching approach to improving all aspects of permitting and
plan review, and ePlan was a key part of a broad initiative. The
County also desired a robust integration to Hansen 8 as well as
online payment options and electronic applications. Montgomery
County collaborates with over 50 agencies in the United States.
The implementation of 2 electronic plan reviews went live in
September 2012. The remaining business processes are
scheduled for this year.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
How this reference project is similar ProjectDox ePlan submission and review with full, 2-way
in size, scope and focus to this integration to Infor/ Hansen permitting in support of the County’s
initiative Department of Planning & Zoning, and Parks and Recreation
permit business processes. Montgomery County has over 50
agencies included in the review process, and is also responsible
for the permit and plan reviews for all public parks in the United
States.
Reference 5 – Polk County, FL
Client Name Polk County, FL
Address: 330 West Church
City, State, Zip Code Bartow FL 33830
Project Manager Charlotte Fillmore
Telephone Number (863) 534-6488
E-mail: charlottefillmore@polk-county.net
Jurisdiction Size 583,000 Unknown
Start/End Date June 2009 March 2010
Project Scope of Services/Goals Polk County, located in Central Florida, has been one of the
fastest growing counties in the country. This growth made
streamlining the development review process a high priority. Like
many communities in the last few years, adding head count was
not an option so Polk County added ePlan using ProjectDox to
help their existing plan review team work more efficiently and
productively.
How this reference project is similar Avolve has implemented our integration to their Hansen system
in size, scope and focus to this eliminating dual entry and keeping both systems up to date. We
initiative? have also integrated ProjectDox to their EDMS System allowing for
automatic archiving of approved documents.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
4. Business Rules
4.1 Software Replacement must not be implemented into production during normal Business Hours (M-F
8 AM to 5 PM).
4.2 During and 60 day post implementation, Vendor of the new software, must be available with a 24 hour
response to an issue.
4.3 Would be best if the current Electronic Plan Review Software be available and be able to be switched
back into production in case new software has an issue for the first week after implementation.
4.4 Current Projects to be transferred to new EPRS software, linked to AA workflow task and workflow
task status.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
4.1 X In Product Can be Customized Cost $14,400
Cannot Provide Add on module with additional Time 8 days
cost
4.2 X In Product Can be Customized Cost $0.00
Cannot Provide Add on module with additional Time Premium Supp
cost
4.3 X In Product Can be Customized Cost $1,800
Cannot Provide Add on module with additional Time 1 day
cost
4.4 In Product X Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
5. Business Requirements
Below are some general requirements of the Electronic Plan Reviewing Software (EPRS) that Maricopa County
requires.
# Business Requirement Description
5.1 Ability to work with Windows and MAC Computers.
Ability to have two way communications between the Electronic Plan Review Software (EPRS)
5.2
and Accela Automation (AA).
Ability to invite internal staff and external dept. people to the project, globally or on a project basis,
5.3
through your EPRS.
Ability for the customers to invite others to the project, globally or on a project basis, through your
5.4
EPRS and those delegated by submitter in AA .
5.5 The chosen vendor to provide training for Maricopa County staff users and IT staff.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
5.1 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
5.2 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
5.3 X In Product v 8.3 Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
Can be Customized –
5.4 X In Product X Requires Discovery before Cost
Pricing
Cannot Provide Add on module with additional Time
cost
5.5 X In Product Can be Customized Cost $15K Credit
Cannot Provide Add on module with additional Time See Catalog
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
6. Functional Requirements
6.1 System Features
Feature Description and Priority Stimulus/Response Sequences
6.1.1 Simultaneous Multiple Ability for multiple reviewers to This is to give the flexibility that is
Reviewers. review at the same time. currently allowed in Accela
Automation.
This is a High Priority.
6.1.2 Reassignment of existing Need to be able to easily reassign This is to give the flexibility that is
Reviewers. reviewers when they are out of the currently allowed in Accela
office. Automation.
This is a High Priority.
6.1.3 Standard Comments. Need standard comments that can This is to allow the reviewer the
be selected from a drop down list to ability to reuse, standard
be used for markup notation. comments that are repeated
Standard comments will need to be comments commonly used.
segregated by groups for documents
reviewed by multiple groups with
different standard comments.
This is a High Priority.
6.1.4 Work with various file Ability to upload complicated plans in This is to allow the submitters to
formats. various formats, pdf, dwg, doc, docx, upload files in various formats.
jpg, jpeg, jp2, xls, xlsx, ppt, pptx,
Vsd, Vsdx… Also those new formats
are included in updates to software
in keeping the releases from other
major software companies.
This is a High Priority.
6.1.5 Not accept certain file Ability to lockout (not accept) certain This is to prevent the submitters
formats. file formats like Tiff… to upload files in certain formats.
This is a High Priority.
6.1.6 Batch Stamping. Ability to perform Batch Stamping to This will reduce manual stamping
a designated section of the currently performed.
submitted documents.
This is a High Priority.
6.1.7 Auto-archiving of approve Ability to auto-archive approved This will provide a reduction in
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
documents to SIRE EDMS. documents to the SIRE – Electronic labor over what is currently being
Document Management System done.
(EDMS) we have.
This is a High Priority.
6.1.8 Markups on separate Ability to markups on a separate To make certain the replacement
layers. layer on the documents and that process matches the current
those markups are placed on a process.
separate document able to be sent
to the submitter.
This is a High Priority.
6.1.9 Output files that are Ability to convert approved files to To provide submitters enhanced
scalable. pdf or a file format that cannot be flexibility.
altered and able to choose output
size. Standard ANSI paper sizes:
A: 8-1/2" x 11"
B: 11" x 17"
C: 17" x 22" (i.e. 17" x 24")
D: 22" x 34" (i.e. 24" x 36")
E: 34" x 44" (i.e. 26" x 48")
This is a High Priority.
6.1.10 Version Control, no matter Ability to force resubmitted files to To make certain the replacement
what the submitter calls the file versioning format. So reviewers do process cures an issue with the
name. not need to coordinate which files current process.
are version 1, version 2, and version
3 and do not have to be the same
name.
This is a High Priority.
6.1.11 Approved Version – Ability to lock the approved version To make certain the replacement
cannot be altered. of the documents from changes. process matches the current
process.
This is a High Priority.
6.1.12 Compare different Ability to compare different versions This would provide needed
versions of documents in various of documents in various file formats, capabilities for current and future
file formats. such as pdf, dwg, doc, docx, xls, reviews.
xlsx, ppt, pptx, Vsd, Vsdx…
This is a High Priority.
6.1.13 EPRS to trigger from an Ability of EPRS’s workflow to start in This would provide enhanced
AA workflow event. conjunction with AA’s workflow. Not capabilities to what is now able to
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
need a form to start the EPRS be performed and would solve
workflow, but the trigger to start a current issues.
workflow in EPRS be an AA event or
action.
This is a High Priority.
6.1.14 Written documentation of Ability of EPRS to provide a written This would provide enhanced
mark-ups to the drawings that document that has all the mark-up capabilities to what is now able to
can be exported in a pdf format. test and a snapshot of the area of be performed and would solve
the drawing of concern for each current requirements.
mark-up. This document to be able
to be exported into a pdf format for
use to send to the customer.
This is a High Priority.
6.1.15 Create an AA Project from Ability of EPRS’s forms to start This would provide enhanced
an EPRS form submittal (trigger). (Initialize) a new AA project. capabilities to what is now able to
be performed and would solve
This is a Medium-High Priority. future issues.
6.1.16 Sub related issues with If 6.1.15 is able to be done, have the This would provide enhanced
regard to 6.1.15 ability of EPRS to accept Fees* and capabilities to what is now able to
Schedule Inspections so that it acts be performed and would solve
as if these items were done in AA. future issues.
Also have the ability to customize the
web facing user interface.
* Must meet Maricopa County
Financial Approval.
This is a Medium-High Priority.
6.1.17 EPRS to accept and have Ability for EPRS to work with 3D This would provide enhanced
3D drawing review functionality. drawings and provide the capabilities capabilities to what is now able to
of rotation, zooming on x-y-z axis… be performed and would solve
future issues.
This is a Medium Priority.
6.1.17 Several projects using the Ability to perform a review and have This would provide enhanced
same documents. same changes apply to several capabilities to what is now able to
different Project Numbers. be performed and would solve
future issues.
This is a Medium Priority.
6.1.19 Using an EPRS form to Ability for Time Accounting in AA to This would provide enhanced
transfer Time accounting be accessed and performed from capabilities to what is now able to
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
information to AA. EPRS through forms. be performed and would solve
future issues.
This is a Medium Priority.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.1.1 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.2 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.3 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.4 X In Product (does not Can be Customized Cost
support .ppt(x), .vsd)
Cannot Provide Add on module with additional Time
cost
6.1.5 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.6 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.7 X In Product X Can be Customized Cost $5,400.00
Cannot Provide Add on module with additional Time 3 days
cost
6.1.8 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
In Product (do not
6.1.9 X convert to file size Can be Customized Cost
but print to scale)
Cannot Provide Add on module with additional Time
cost
In Product (we
6.1.10 X manage version Can be Customized Cost
differently – training
is the best practice)
Cannot Provide Add on module with additional Time
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
6.1.11 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.12 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.13 X In Product (in the Can be Customized Cost
product roadmap)
Cannot Provide Add on module with additional Time
cost
6.1.14 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.1.15 In Product X Can be Customized (Requires Cost
Discovery before pricing)
Cannot Provide Add on module with additional Time
cost
6.1.16 In Product X Can be Customized (Requires Cost
Discovery before pricing)
Cannot Provide Add on module with additional Time
cost
6.1.17 X In Product (in the Can be Customized Cost
product roadmap)
Cannot Provide Add on module with additional Time
cost
6.1.18 In Product Can be Customized Cost
X Cannot Provide Add on module with additional Time
cost
6.1.19 In Product X Can be Customized Cost $7,200.00
Cannot Provide Add on module with additional Time 4 Days
cost
6.2 External Interface Requirements
6.2.1 User Interfaces Windows 7, IE 9 for Windows OS. Defined in Item 5.1 Yes
6.2.2 Hardware Interfaces 64 Bit hardware Yes
6.2.3 Software Interfaces Work with SIRE EDMS and Accela Automation and Yes
Accela Citizen Access
6.2.4 Communications Interfaces SMTP email (Outlook) Yes
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
6.3 Other, Nonfunctional Requirements
6.3.1 Performance Requirements
6.3.1.1 Vendor has a proven track record with other jurisdiction that also uses their product in conjunction
with Accela Automation and an EDMS such as SIRE.
6.3.1.2 The chosen vendor ‘s maintenance contract to include a level of service agreement that states the
response time on submitted issues from Maricopa County.
6.3.1.3 The chosen vendor ‘s maintenance contract to include training for upgrades, on what are the
differences and what are the new features for the upgrade compared to the previous version.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.1.1 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time SLA
cost
6.3.1.2 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time SLA
cost
6.3.1.3 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time 0
cost
6.3.2 Safety Requirements — N/A
6.3.3 Security Requirements
6.3.3.1 To work with Microsoft Active Directory for authentication and also ability to have users that are not
in the current domain.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.3.1 X In Product (1 Active Can be Customized Cost
Directory at a time)
Cannot Provide Add on module with additional Time 0
cost
6.3.4 Software Quality Attributes
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
The replace product for the current EPRS must be able to show enhanced value over the current EPRS. Specific
areas of concern are:
6.3.4.1 PDF conversion of any eForms and/or files.
6.3.4.2 Auto-achieving of approved and other documentation into SIRE EDMS.
6.3.4.3 Ability to delegate a subset of Administrative capabilities that can be assigned to another role.
6.3.4.4 Global Administration instead of Administration per project of users.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
6.3.4.1 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.3.4.2 X In Product Can be Customized Cost
Cannot Provide Add on module with additional Time
cost
6.3.4.3 X In Product (in the Can be Customized Cost
product roadmap)
Cannot Provide Add on module with additional Time
cost
6.3.4.4 X In Product (in the Can be Customized Cost
product roadmap)
Cannot Provide Add on module with additional Time
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
7. Other Requirements
7.1 Work with the RDSA-IT Staff to implement in a development, training/testing and production
environments.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
7.1 In Product Can be Customized Cost $16,200
Cannot Provide X Add on module with additional Time 72 hrs.
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
8. Design
Design Considerations
8.1.1 Create a singular workflow similar to the one in Accela Automation (AA) and that both will be
updated to the same workflow task or step when an action is done in either product. That any field
that is updated in one is updated in the other product (that is designated to be updated).
8.1.2 Create forms, primarily to use as placeholders for fields that are in AA but used for decision making
in the EPRS.
8.1.3 Create scripts to facilitate workflow, forms and other communication between AA and the EPRS.
Vendor Responses with regard to their product:
If requirement must be customized, please provide cost and time to complete.
8.1.1 In Product X Can be Customized (Requires Cost $18,000.00
Discovery before pricing)
Cannot Provide Add on module with additional Time 10 Days
cost
8.1.2 X In Product Can be Customized Cost $5,400.00
Cannot Provide Add on module with additional Time 3 Days
cost
8.1.3 In Product X Can be Customized (Requires Cost
Discovery before pricing)
Cannot Provide Add on module with additional Time
cost
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
9. Vendor Additional Response to Request
(Please specify request number (ex: 6.3.3.1) when providing additional Information.)
Ability to invite internal staff and external dept. people to the project, globally or on a project basis,
through your EPRS.
5.3
Response: This functionality is on our roadmap and will be available in version 8.3. We currently
provide version 8.2.
Ability for the customers to invite others to the project, globally or on a project basis, through your
EPRS and those delegated by submitter in AA .
5.4
Response: This cross-functionality can be provided as a customized solution. Business Analysis
needs to take place to determine specific requirements, scope, and level of effort.
6.1.4 Work with various file Ability to upload complicated plans in This is to allow the submitters to
formats. various formats, pdf, dwg, doc, docx, upload files in various formats.
jpg, jpeg, jp2, xls, xlsx, ppt, pptx,
Vsd, Vsdx… Also those new formats
are included in updates to software
in keeping the releases from other
major software companies.
This is a High Priority.
Response: This functionality is in the current product and is available now. Please note that ProjectDox does
not publish .ppt(x) or .vsd files except as pass-through files. We are not aware of any agencies that need to
edit or markup PowerPoint or Vizio files as part of their plan review. We can discuss this with Maricopa County.
Avolve does manage over 200 other different file types.
6.1.9 Output files that are Ability to convert approved files to To provide submitters enhanced
scalable. pdf or a file format that cannot be flexibility.
altered and able to choose output
size. Standard ANSI paper sizes:
A: 8-1/2" x 11"
B: 11" x 17"
C: 17" x 22" (i.e. 17" x 24")
D: 22" x 34" (i.e. 24" x 36")
E: 34" x 44" (i.e. 26" x 48")
This is a High Priority.
Response: This functionality is available in the current product. We do not publish the file to size but we do
print the file to size.
6.1.10 Version Control, no Ability to force resubmitted files to To make certain the replacement
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
matter what the submitter calls versioning format. So reviewers do process cures an issue with the
the file name. not need to coordinate which files current process.
are version 1, version 2, and version
3 and do not have to be the same
name.
This is a High Priority.
Response: Avolve’s versioning practice requires that the file maintain the same name. In dealing with third
and fourth, etc. versions of the same file, multiple file names will confuse both reviewer and applicant, dragging
down the process. After a project begins, the software can prohibit any new files, thus forcing the applicant to
maintain the names of all original files. Training is the best solution and practice. Remember, ProjectDox can
compare any two files.
6.1.13 EPRS to trigger from an Ability of EPRS’s workflow to start in This would provide enhanced
AA workflow event. conjunction with AA’s workflow. Not capabilities to what is now able to
need a form to start the EPRS be performed and would solve
workflow, but the trigger to start a current issues.
workflow in EPRS be an AA event or
action.
This is a High Priority.
Response: This functionality is in our product roadmap.
6.1.15 Create an AA Project from Ability of EPRS’s forms to start This would provide enhanced
an EPRS form submittal (trigger). (Initialize) a new AA project. capabilities to what is now able to
be performed and would solve
This is a Medium-High Priority. future issues.
Response: This functionality is available through customization. Discovery and Business Analysis need to be
performed to determine scope, level of effort, and cost.
6.1.16 Sub related issues with If 6.1.15 is able to be done, have the This would provide enhanced
regard to 6.1.15 ability of EPRS to accept Fees* and capabilities to what is now able to
Schedule Inspections so that it acts be performed and would solve
as if these items were done in AA. future issues.
Also have the ability to customize the
web facing user interface.
* Must meet Maricopa County
Financial Approval.
This is a Medium-High Priority.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Response: This functionality is available through customization. Discovery and Analysis are required to
deliver scope and cost.
6.1.17 EPRS to accept and have Ability for EPRS to work with 3D This would provide enhanced
3D drawing review functionality. drawings and provide the capabilities capabilities to what is now able to
of rotation, zooming on x-y-z axis… be performed and would solve
future issues.
This is a Medium Priority.
Response: This functionality is in our product roadmap. Avolve is currently in discussions with a locally-based
company Solibri. Proof of concept has been established. Market-ready technologies are under development.
Demonstrations are possible.
6.3.3.1 To work with Microsoft Active Directory for authentication and also ability to have users that are
not in the current domain.
Response: This functionality is available for one (1) active directory at a time.
6.3.4.3 Ability to delegate a subset of Administrative capabilities that can be assigned to another role.
Response: Functionality is scheduled in our product roadmap.
6.3.4.4 Global Administration instead of Administration per project of users.
Response: Functionality is scheduled in our product roadmap.
8.1.1 Create a singular workflow similar to the one in Accela Automation (AA) and that both will be
updated to the same workflow task or step when an action is done in either product. That any
field that is updated in one is updated in the other product (that is designated to be updated).
Response: Final scope and costs determined after Discover and Analysis.
8.1.3 Create scripts to facilitate workflow, forms and other communication between AA and the
EPRS.
Response: Final costs available after Discovery and Analysis.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
10. Vendor Detailed Quote Information
10.1 Respondent Information
RESPONDENT NAME Avolve Software Corporation
VENDOR NUMBER Federal Tax ID # is 26-4081788
ADDRESS 4835 East Cactus Road
Suite 420
Scottsdale, AZ 85254
P.O. ADDRESS
TELEPHONE NUMBER 602.714.9774
FACSIMILE NUMBER 602.923.3544
WEB SITE www.avolvesoftware.com
REPRESENTATIVE Randall Scheideman, Sales Director – Western Region
REPRESENTATIVE E-MAIL rscheideman@avolvesoftware.com
10.2 Total Implementation Costs
License Cost (please list as applicable to your software)
Software Quantity Module Concurrent / Cost Per Total Cost
Server License License
No Cost for
ProjectDox 1 ProjectDox NA $15,000.00 Upgrade with
(Dev) (Upgrade) Current
Maintenance
No Cost for
ProjectDox 1 ProjectDox NA $15,000.00 Upgrade with
(Test) (Upgrade) Current
Maintenance
ProjectDox 1 ProjectDox NA $245,000.00 No Cost for
(Prod) (Upgrade) Upgrade with
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Current
Maintenance
Are licenses concurrent or single use? (please describe):
ProjectDox is a core application and software framework for enhanced document review and collaboration
built upon a Multi-Tier Cluster hardware architecture consisting of Web Servers(2), an Application Server,
and Job Processors(2) that supports the processing of one or more Workflow Modules, an API to third party
software, and facilitates the implementation of additional functional components.
Locked software requires a Server specific License Key to be issued and applied in order to be installed
and operate.
Organization is a single formally or legally defined commercial or jurisdictional entity. Examples are a
corporation, government, partnership, and any other type of civil or political grouping of people.
Business Unit is a logical element, or segment, within an Organization representing a specific business
function. It is also called department, group, division, or functional area.
In addition to Business Unit scope, we also license ProjectDox for
Limited Enterprise Scope — One or more ProjectDox Instances servicing one or more specified
Business Units within a single Organization.
Enterprise Scope — One or more ProjectDox Instances servicing one or more unspecified Business
Units within a single Organization.
Other 3rd Party software products that must be licensed (list and briefly describe, if applicable): NA
Software Quantity Module Concurrent / Server License Cost /License Total Cost
N/A N/A N/A N/A N/A N/A
Other Software Products for Your Consideration that must be licensed (list and briefly describe, if applicable):
Software Quantity Module Concurrent / Server License Cost /License Total Cost
TBD Based
GIS 1 380-GIS Enterprise $50,000 on Beta Site
Agreement.
Software Maintenance Cost (10 years):
(8AM-5PM) FULL MAINTENANCE AND SUPPORT
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Year 1 Year 2 Year 3 Year 4 Year 5
$22,400.00 $22,400.00 $22,400.00 $22,400.00 $22,400.00
Year 6 Year 7 Year 8 Year 9 Year 10
$22,400.00 $22,400.00 $22,400.00 $22,400.00 $22,400.00
(24 X 7) FULL MAINTENANCE AND SUPPORT
Year 1 Year 2 Year3 Year4 Year5
*Price Available through negotiated contract Terms and Conditions
Year 6 Year 7 Year 8 Year 9 Year 10
** Price quote includes Premium Maintenance for 60 Days following Go-Live date
Briefly describe what is included with maintenance costs listed above:
See ATTACHMENT E: Avolve Software Maintenance & Support Terms and Conditions
Please provide any other costs which are associated to software maintenance:
See ATTACHMENT E: Avolve Software Maintenance & Support Terms and Conditions
What are your 'specific' hours of support based on costs above?
See ATTACHMENT E: Avolve Software Maintenance & Support Terms and Conditions
Resource Cost:
Please list the vendor resource, cost per hour and number of hours below:
Resource Cost per Hour Number of Hours Cost
Project Manager $ 225.00 56 $ 12,600
Implementation $ 225.00 156 $ 35,100
Technologist
Application Developer $ 225.00 92 $ 20,700
Whole Number Upgrade Flat Cost $9,000.00* 0.00
Service from 8.n to 9.n
*This applies to one environment for the upgrade of Total Cost = $68,400.00
ProjectDox 8.n to 9.0.
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Other implementation services that must be purchased (list and briefly describe, if applicable): NA
Service Description Cost
Training Cost:
Please list the class name, type of training (classroom, webinar, train the trainer), who the audience (Administrator,
End User…) is, duration and cost per type:
Training Price Price Days / Students Total Price
Per Class Per Student Method
Workflow Training for Reviewers $2,800.00 NA 1 /Onsite Max 10 $ 2,800.00
System Administration $2,000.00 NA 1 /Onsite Max 6 $ 2,000.00
Workflow Training for NA $ 3,000.00 3 /Web 2 $ 6,000.00
Developers
Visualization Course $2,800.00 NA 1 /Web Max 10 $ 2,800.00
Workflow Training for $2,800.00 NA 1 /Web Max 10 $ 2,800.00
Coordinators/Admin’s
Project Administration $1,800.00 NA 1 /Web Max 10 $ 1,800.00
Total Training $ 18,200.00
Travel Cost:
Please describe any anticipated travel and costs associated with the project implementation, consulting and training
(per Diem cost is AZ per Diem):
Reason Airfare GSA per Diem Duration Number of Cost
(days) Trips
Trainer Onsite
$1,000 $ 199.00 6 1 $ 2,194.00
(if required)
NOTE: Assumes onsite classes are held during 1 contiguous Total Cost = $ 2,194.00
business week.
Other Costs:
Please list and describe any other costs, if applicable:
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
Service Description Cost
Custom Applicant Guide Based on scope and complexity Estimated : $5,700.00
Total Project Cost:
Service Cost
Proposed Upgrade and Services Costs $68,400.00
Training Costs $18,200.00
Travel Costs $ 2,194.00
Applicant Guide (Estimate) $5,700.00
Total $94,494.00
10.3 Hardware Requirement Documentation (Please Attach):
See ATTACHMENT B: ProjectDox Implementation Guide
10.4 Software Documentation (Please Attach):
See ATACHMENT B: ProjectDox Implementation Guide
10.5 Respondent Estimated Project Implementation Time:
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
ATTACHMENT A: Salt Lake City, UT Case Study
(Sponsored by Microsoft)
Salt Lake City Reduces Plan Review Process Time up to 50 Percent; Spurs Economic
Growth
Salt Lake City was one municipality among thousands in the United States to be hit by the
recession. But it was one of the first to respond by streamlining its building permit
process. Making that process faster, simpler, and easier for real estate developers would
attract more of them to the city, officials reasoned. So, the city adopted a Microsoft
technology–based solution featuring a document management interface that was tailored
for the permit process by provider Avolve Software. The results: The time required for the
process has been reduced by up to 50 percent, potentially shaving days or weeks off the
typical schedule. Even the carbon footprint generated by the process has been reduced.
Salt Lake City now points to businesses—from a major retailer to a global manufacturer—
that have launched or expanded in the city as a result.
Situation
The economic recession slowed construction and business development in Salt Lake City, Utah,
as it did in much of the United States. City officials could, however reluctantly, accept that. What
they couldn’t accept was the possibility that they were making matters worse for themselves, their
taxpayers, and the developers and investors who were considering projects in their city—and that
they might be losing major businesses to other locales.
In an economic climate that called for cities to be their most hospitable to developers and their
business clients weighing where to locate a shopping mall, a manufacturing facility, or a car
dealership, Salt Lake City’s approach left something to be desired.
Software from Microsoft and Avolve enable us to partner seamlessly with
private industry in the development review process. Businesses want to go
where government is their enabler, not their impediment.
Lisa Shaffer
Development Review Administrator, Salt Lake City
That was evident when it came time for a developer to obtain building permits. Contractors and
developers had to submit their plans to, and work separately with, as many as six departments—
Planning, Building, Fire, Public Utilities, Transportation, and Engineering—housed in three
separate facilities. Plans could get stalled on a reviewer’s desk, holding up the other reviewers
who needed to approve them. Often, a developer had to continually call each of the departments
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
that was reviewing the plans to ascertain the plan’s status, and then to prod the plan through the
rest of the permit process.
Inaccuracy was always a concern when multiple plans were sitting in multiple city offices, with little
way for anyone to know if reviewers were indeed reviewing the same plans and how comments
made in one department might affect comments in the other departments.
While many factors could affect the length of the permit process, it was possible to see it drag out
for months. That meant lost time for architects, engineers, and others spending time and money
on a necessary but unprofitable part of their development project. It also added uncertainty to a
developer’s plans—would the necessary permits be granted?—at a time when the massive
investments required for major construction projects made everyone particularly risk averse.
And then there was the environmental concern. Developers had to deliver as many as six sets of
plans consuming hundreds or thousands of sheets of paper. The plans for many projects were so
voluminous that each one could fill most or all of the van that was required to transport it to the
city’s offices. When plans were revised, a new vanload of drawings and documents would soon
follow. City officials had scant space to unroll the plans to review them, and virtually no space, or
only very expensive and inconvenient space, to store them where they would be easily accessible
for the duration of a development project and the State-mandated holding period.
Often, developers and their clients would have to fly to Salt Lake City to transport plans and meet
with permit officials, further driving up the environmental costs associated with their projects. Even
when developers or architects were locally based, they often hired engineering consultants or
others who weren’t.
These broadly dispersed members of development teams have been using technology to
communicate effectively among themselves for years, but the city lacked similar technological
resources. When it came time for reviews and revisions of plans for permit approval, no common
technology platform existed for effective communication between the city and the development
teams.
There was no way to separate the economic effects of this process from the broader effects of the
recession, but certainly no one in city hall thought that the permit process was helping to attract
developers and new businesses. “We knew we had to make it quicker and easier for customers to
get through our process and get on with construction on their projects,” says Orion Goff, Director
of Building Services for Salt Lake City.
Solution
The first step in “making it easier for customers” was to integrate the separate islands of
information maintained by each of the departments involved in permit approval into a single,
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Maricopa County RDSA – Electronic Plan Review Software Replacement Project RFP
shared database. For such a mission-critical function, scalability and reliability were crucial.
Fortunately, Goff and his colleagues didn’t have far to look. The city’s IT infrastructure was based
largely on Microsoft technologies, from the desktop to the back-end servers. Microsoft SQL Server
data management software was the data solution of choice, but could it handle the requirements
that would be placed on it by the permit process?
The city adopted SQL Server 2005 (subsequently updated to SQL Server 2008 R2) as part of a
data integration program that included a single, shared database, as well as a web-based
interface easily accessed by staff, elected officials, real estate developers, and the public.
Information about a development project—including land-use petitions, permit applications,
inspections, and zoning cases—is tracked and can be accessed at any time by developers.
We knew we had to make it quicker and easier for customers to get through our
process and get on with construction on their projects.
Orion Goff
Director of Building Services, Salt Lake City
That was the first step. Next, for the city’s solution to meet developers’ needs for an expedited
approval process, the solution had to provide the same support for design/construction plans and
other project information documents. Goff and his colleagues wanted to be able to receive
documents from developers electronically, review those documents with expedited workflow,
collaborate with colleagues during reviews, and share comments with developers to get to an
approvable plan more quickly. Meeting these criteria would also mean meeting the city’s goals for
reducing the use of paper and minimizing the “carbon footprint” (i.e., the environmental impact) of
the permit process.
The solution also had to meet technical requirements, particularly for high scalability—the
planning documents for one major retail project exceeded 1 terabyte by itself—and high
availability, so that developers anywhere could upload and amend documents whenever they
wished. It also had to be compatible with the SQL Server database and the data solution already
in place.
To meet these needs, Salt Lake City adopted ProjectDox® by Avolve Software. The software
contributes to the overall solution with a highly secure, online site for file sharing. The site
provides change notification, threaded discussions, change history tracking, and markup
collaboration for electronic design and construction plan submission. Avolve worked with the city
and the permitting software provider to create a seamless integration and automated workflow
process.
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The workflow of the combined solution starts when a developer goes to the city’s website to apply
for a permit. If the permit request requires the submission of plans, the solution sends the
developer an automated email invitation to do so, including instructions on uploading documents.
The solution gives the developer password-protected, limited access to site folders for uploading
the plans.
Once the plans are received, the solution replicates and archives an un-editable set as a baseline
against which revised versions can be compared. The solution then sends automated notifications
to each of the city departments responsible for reviewing and approving the plans.
Their reviews are coordinated by the customized workflow. Reviewers make their markups and
comments in an overlay, allowing anyone to view the underlying plans independent of the notes.
The solution sends the developer an automated request for additional materials, if needed. The
solution also updates the workflow in the shared permitting database.
When the departments complete their reviews, the solution facilitates the consolidation of their
comments into a report and sends the developer a notification including a link to the report. The
developer reviews the report online, uses hyperlinks to view sections of the plans that need
modification, and uploads revisions. The reviewers use the solution’s compare feature to ensure
that all requested modifications have been made, and that no unrequested changes have been
added. When the reviewers approve the plans, the developer receives notification and the permits
can then be issued.
Benefits
The city’s goal for its new solution was to make it easier for developers and other customers to
“get through” the process. By that measure, Salt Lake City has succeeded—and economic growth
is the ultimate benefit.
Eliminates Steps, Complexity for Building Plan Submissions
One way that the city made it easier for developers to get through its permit process was by
eliminating steps and complexity with which they had to deal before. For example, developers no
longer need to make trips to the city’s offices to deliver stacks, and sometimes a vanload, of plan
review documents. Instead, delivering documents now is a simple online upload from the
architect/engineer to the city. That makes the process faster, simpler, less expensive, and more
convenient for the entire development team.
It’s revolutionary for a city to conduct its permit process this way.
Nole Walkingshaw
Planning Program Supervisor, Salt Lake City
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“The fact that we save our customers the time and trouble of multiple trips to our office is a huge
benefit for them,” says Nole Walkingshaw, Planning Program Supervisor for Salt Lake City. “The
contractors or developers can sit in their offices, and upload their documents to us with a few
clicks on the computer. And they have one place to go when they want to review their
submissions and our comments and reports on them. It’s revolutionary for a city to conduct its
permit process this way. We have customers telling us all the time, ‘Are you sure I don’t need to
bring something down to your office?’”
Goff recalls the example of an architect a continent away, in Washington, D.C., who was working
on a high-profile development project in Salt Lake City. It was late in December, and the architect
had to submit plans before January 1, when changes to building codes would go into effect.
“The architect was in a rush to get the plans in,” says Goff. “She would have had to book and take
a last-minute holiday flight to Salt Lake City, lugging half a dozen very large sets of plans—except
that we had this online solution. The architect sat in her office and seamlessly submitted the
electronic files over the Internet through her computer. It couldn’t have been simpler, and she
couldn’t have been happier. She was even able to pay for the application online with her credit
card. To me, it’s absolutely amazing that we have been able, with the help of our partners, to
provide this capability as quickly as we have.”
Reduces Time for Approvals by up to 50 Percent, Saving Days, Weeks
Beyond the ease and simplicity of the new permit process for developers is the very significant
increase in the process’s speed. While the length of the permit process is still dependent on the
size and complexity of the project being proposed, it’s now common to see the time for that
process reduced by up to 50 percent because of the Avolve and Microsoft solution. The time
needed for the second review—which can be a very time-consuming part of the process because
it includes close scrutiny of a developer’s proposed revisions—has now been reduced by as much
as 70 percent. These reductions can shorten the permit process by days and even weeks.
The time savings accrue in a variety of ways, starting with eliminating the time needed to transport
physical plans. There’s also the time savings that come when city reviewers can instantly spot an
outstanding requirement—for example, a new set of drawings to satisfy an engineer’s concern—
and direct the developer to address it. The steps in the process have been drastically reduced and
some completely eliminated due to the automation provided in the software solution.
The second review process sees substantial time savings because it formerly consumed major
amounts of time as physical plans had to be shared among several reviewers, and as plans could
sit for days or more in a reviewer’s office before the reviewer could review them. Now, reviewers
receive instant notifications telling them when plans are available for review. The online availability
of digital plans eliminates the need to wait for physical plans to be routed among offices.
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In addition to these timesavers, the online process is more accurate, which also expedites work
for reviewers. The increased accuracy comes from the certainty that all reviewers are looking at
the same plans at the same time. Previously, the city had no easy way to confirm that the physical
plans submitted to each department were identical. Similarly, reviewers gain accuracy and speed
from the overlay tool in ProjectDox, with which they can immediately discern any unintended or
unwanted discrepancies between document versions.
“What we’re getting with the ProjectDox solution on SQL Server isn’t just the latest and greatest
technology,” says Kent Overly, Technology Consultant for Salt Lake City. “It’s the latest and
greatest technology applied directly to the business pains we felt as a city government trying to
provide the best possible service to our customers.”
Minimizes Carbon Footprint
Time and complexity aren’t the only measures that have been reduced by the city’s use of its new
solution; the city’s carbon dioxide emissions and energy footprint have also been reduced. That
savings comes from not printing thousands of sheets of paper for each submission, not
transporting them physically (often by air), and not having to store them in offices and
warehouses, consuming electricity and additional resources best used for other purposes.
Goff and his colleagues estimate that as all permit activity moves online, the city and its
customers will drive 360,000 fewer miles, print 512,000 fewer pounds of paper, and spew 2,300
fewer pounds of hydrocarbons into the air each year. “The environmental benefits of the new
system only add to the sweetness of its success,” says Goff.
Attracts and Retains Businesses, Jobs
Salt Lake City set out to make the permit process easier for its customers so it could attract and
retain the businesses that are fueling the city’s economic recovery. The plan seems to be working.
For example, a global manufacturer of heavy equipment that has operations in Salt Lake City
needed to expand those operations, and it needed to confirm government approval quickly to
meet its internal schedules. Fearing that Salt Lake City couldn’t move fast enough to
accommodate their needs, the company’s executives planned to take all their Salt Lake City
operations, including 200 jobs, to another state. City officials responded quickly when they heard
the news, demonstrating the new permit solution and guaranteeing a timely response. The
company got that response. The 200 jobs were saved—and many more were created by the
company’s expansion.
“Businesses tend to locate in jurisdictions where they have the better experience, and they tend to
attract other businesses that also want that better experience,” says Lisa Shaffer, Development
Review Administrator for Salt Lake City. “Getting projects approved quickly helps to deliver that
better experience. Software from Microsoft and Avolve enable us to partner seamlessly with
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private industry in the development review process. Businesses want to go where government is
their enabler, not their impediment. We want to be seen as an enabler. Microsoft and ProjectDox
are helping us to do that.”
Microsoft Government
Microsoft applications, solutions, and services help to empower public servants and government
employees to share critical information and serve their constituents more efficiently.
For more information about Microsoft Government please go to:
www.microsoft.com/industry/government
www.microsoft.com/industry/government/federal
www.microsoft.com/industry/government/state
www.microsoft.com/industry/government/local
For more information about Avolve Software products and services, call (888) 551-0090 or visit the website at
www.avolvesoftware.com
For more information about Salt Lake City, call (801) 535end_of_the_skype_highlighting or visit the website at
www.ci.slc.ut.us/visitors
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ATTACHMENT B: ProjectDox® Implementation Guide
Electronic Plan Solutions
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About this Guide
This guide is intended to assist in planning the implementation of ProjectDox Software. It describes hardware,
operating system, software, and network-related requirements and recommendations for a successful
implementation.
Audience
This guide is intended for use by application engineers, system administrators, integrators, and other IT professionals
responsible for planning the implementation ProjectDox software. Effective use of the guide requires a certain
amount of advanced technical knowledge.
ProjectDox® System Requirements
Server Operating System
The ProjectDox® servers (1 Web Server, 2 Job Processor Servers, 1 Application Server, and 1 Database Server) are
certified on Windows Server 2008R2 64-bit operating system. Additional information is shown in the Server
Specifications below. Microsoft licensing requirements may include purchase of Client Access Licenses (CALs) and
External Connectors.
Microsoft SQL 2005 or 2008 Database Engine
ProjectDox® is formally certified on Microsoft SQL Server 2005 or 2008R2 database engine 32-bit or 64-bit. It is
preferred that SQL Server 2008R2 64-bit is implemented. ProjectDox database can be installed on an existing
database server or a separate dedicated database server with sufficient resources to handle the needs of the
ProjectDox application. In addition, Avolve recommends that the database server be installed on a physical machine
and not virtual machine, due to the demands of Microsoft SQL Server and the nature of the ProjectDox application. It
must not be installed on either the ProjectDox Web Server, Job Processor server, or the Application Server. If you
plan to install the ProjectDox database on an existing SQL Server, you will need to ensure it has sufficient system
resources to support ProjectDox, and that all ProjectDox servers can access it from their location on your network.
Microsoft SQL 2005 or 2008 Reporting Server
ProjectDox now utilizes SSRS for custom flexibility in reporting. The Reporting Server may be installed on the
database engine where the ProjectDox database resides, or on an existing Reporting Server. Again, you will need to
ensure it has sufficient system resources to support ProjectDox, and that the web server has access.
Selecting a SQL Server 2005 or 2008 License
ProjectDox® supports the Enterprise, Standard and Workgroup Editions of SQL Server 2005, 2008. ProjectDox does
not support MSDE because of the need for full-text search capabilities. Purchase of per-processor licensing is often
the simplest method for complying with Microsoft licensing requirements for SQL Server client access. These are
separate from the operating system license requirements.
SSL Certificate
Avolve Software requires secure (SSL) communications between the client’s browser and the ProjectDox® server
with 256-bit encryption. Utilizing standard SSL requires the purchase of an SSL certificate for the ProjectDox Web
Server.
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The SSL certificate can be purchased by making a request from the ProjectDox Web Server utilizing the IIS
Management Console and must be applied to the correct web site (typically the Default Web Site in IIS) prior to the
install of ProjectDox. The SSL certificate purchase is the responsibility of the customer. It may take up to 48 hours
after submitting your purchase to receive your SSL certificates, so please plan ahead. Flash viewing cannot be tested
during install if the certificate is not valid at the time of installation.
DNS Resolution and ProjectDox® Domain
The URL for the ProjectDox® user login should be determined prior to installation. You can select the URL / Domain
name for your ProjectDox site, but if you do not currently own the domain name you plan to use, you will need to
purchase the domain name (required for productions sites, optional but recommended for test sites), and set up
your DNS at least three (3) days prior to the ProjectDox installation. DNS changes can take between 24-48 hours to
propagate across the internet, and must be working prior to the install - otherwise ProjectDox cannot be installed.
The tables below provide fictitious examples of the necessary DNS entries for a ProjectDox site with the URL of
http://example.avolvesoftware.com, and an external IP address of 123.123.123.123 for the Web Server, referred to
as Server 1, the Job Processor servers as Server 2 and Server 2A, the Database server as Server 3, and the
Application server as Server 4. Similar entries will need to be added to your DNS (whether managed in-house or by
your ISP) in order for ProjectDox to be installed.
Continued on next page.
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EXTERNAL DNS RECORDS for example.avolvesoftware.com
ENTRY TYPE VALUE
123.123.123.45
example.avolvesoftware.com A (Resolves Domain to an IP Address, Typically Customer’s
Firewall IP or Public IP for ProjectDox Web Server)
mx1.avolvesoftware.com
(Specifies Domain Name and Host Name, Typically
example.avolvesoftware.com MX
Customer’s Mail Gateway or Spam Filter Serve with
Forwarding Rule to ProjectDox)
example.avolvesoftware.com
45.123.123.123.in-addr.arpa PTR
(Enables Reverse Lookup by Other Mail Servers)
ns1.avolvesoftware.com
avolvesoftware.com NS (Specifies Host Name for Auth Name Server, “A” Record
Required with “NS” Records)
ns1.savvis.net
avolvesoftware.com NS (Specifies Host Name for Auth Name Server, “A” Record
Required with “NS” Records)
123.123.123.2
ns1.avolvesoftware.com A
(Enables Lookup by IP for DNS Server)
209.16.211.42
ns1.savvis.net A
(Enables Lookup by IP for DNS Server)
123.123.123.3
mx1.avolvesoftware.com A
(Enables Lookup by IP for Mail Server)
ns1.avolvesoftware.com
2.123.123.123.in-addr.arpa PTR
(Enables Reverse Lookup by IP for DNS Server)
ns1.savvis.net
42.211.16.209.in-addr.arpa PTR
(Enables Reverse Lookup by IP for DNS Server)
mx1.avolvesoftware.com
3.123.123.123.in-addr.arpa PTR
(Enables Reverse Lookup by Other Mail Servers)
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INTERNAL DNS RECORDS
ENTRY TYPE VALUE
Internal / External IP Address
Server1.”domain if applicable” A (Use External or Internal IP Address for Web Server
Depending on Network Configuration and Security Policies in
Environment)
Internal IP Address
Server2.”domain if applicable” A (Enables Lookup by IP for Internal Network Users and Web
Server)
Internal IP Address
Server2A.”domain if applicable” A (Enables Lookup by IP for Internal Network Users and Web
Server)
Internal IP Address
Server3.”domain if applicable” A (Enables Lookup by IP for Internal Network Users and Web
Server)
Internal IP Address
Server4.”domain if applicable” A (Enables Lookup by IP for Internal Network Users and Web
Server)
“Server1_Reverse_IP”.in-addr.arpa PTR Server1.”domain if applicable”
“Server2_Reverse_IP”.in-addr.arpa PTR Server2.”domain if applicable”
“Server3_Reverse_IP”.in-addr.arpa PTR Server3.”domain if applicable”
“Server4_Reverse_IP”.in-addr.arpa PTR Server4.”domain if applicable”
Most mail servers perform a few checks to verify whether a message is coming from a valid domain on the internet.
Mail you send from ProjectDox will need to pass these checks:
• The first check is typically a reverse lookup on the IP address that the mail was sent from: in our fictitious
example, this is 123.123.123.3 forexample.avolvesoftware.com. To pass this reverse lookup, the PTR
record is required that will resolve the IP address back to the domain name.
• A check is also performed to ensure that at least two Name Server records exist for the sending domain,
and that both of those Name Server records have a corresponding PTR record.
• Additionally the mail server checks that the mail is not being sent from a dynamic IP address.
These are a few typical checks performed by most mail servers; others are possible. The specific DNS records
necessary for your ProjectDox domain depend on your configuration; however, ensuring that you have the at least
the above entries increases likelihood of successful email delivery from your ProjectDox implementation.
The Web Server for ProjectDox requires a static IP address assigned by your ISP in order to function properly.
Dynamic IP addresses are not supported by ProjectDox. Generally, the DNS Server Service should not be installed
on servers that are functioning as Web Servers or Job Processors for ProjectDox.
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General Hardware and Software Information
Server Hardware Specifications
Web Server Specifications
Processor Dual or Quad Core Processors
Memory 8 GB RAM
Hard Drives Disk space: minimum 30 Gigabytes for the C:\ drive, minimum 30 Gigabytes for the D:\ drive for
page files. Additional space will be required for the E:\ drive. The amount varies with the server’s
role. See the following note.
NOTE: Additional information can be found in this document in 6.1 Storage / Partitions and
subsequent sections
Job Processor Server Specifications
Processor Dual or Quad Core Processors
Memory 12 to 16 GB RAM
Hard Drives Disk space: minimum 30 Gigabytes for the C:\ drive, minimum 30 Gigabytes for the D:\ drive for
page files. Additional space will be required for the E:\ drive. The amount varies with the server’s
role. See note above.
Application Server Specifications
Processor Dual or Quad Core Processors
Memory 8 GB RAM
Hard Drives Disk space: minimum 30 Gigabytes for the C:\ drive, minimum 30 Gigabytes for the D:\ drive for
page files. Additional space will be required for the E:\ drive. The amount varies with the server’s
role. See note above.
Client Hardware and O/S Specifications
Client Specifications
Operating System Windows 7 (32\64) with IE8, IE9
Windows Vista SP2 (32\64) with IE8, and IE9
Windows XP SP3 (32\64) with IE8, and IE9
Processor Dual Core or Quad Core Processors 2.0 GHz or faster
Memory 4 GB Ram
Hard Drives 100 GB or More
Graphics Card Minimum 512MB of dedicated video memory (multi-monitor support
recommended)
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Web Browsers Internet Explorer 8 or 9, Chrome 17.0.963.56, Safari 5.1.1, Firefox
10.0.2, Opera 11.6.1
Display 20” or Higher (Dual monitors recommended for plan reviewers)
General Security
The Web Server should be the only outward facing machine in your ProjectDox® configuration. The Job Processor
Server(s), the Database server, and the Application Server should be behind your corporate firewall and use firewall
rules to control access to the Web Server.
Ports 135, 137, 138, 139, 445, 1433, and 1434 should be disabled at the router/firewall. If the Ports listed above
cannot be disabled at the router/firewall then it is critical that IPSec policies be implemented to allow selective access
between the ProjectDox servers ONLY.
NOTE: With the router Ports disabled, File and Printer Sharing connection attempts from the internet bounce off the
router. This is not a requirement but IS recommended.
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ProjectDox Server Specifications
ProjectDox® requires the following minimum 5-server configuration and software, but it is always preferred that the
file store reside on a SAN or a NAS with expandable growth capabilities, or Server Message Block SMB. Avolve
Software will review and discuss possible configurations with you prior to implementation.
Please note that underscores in server names are not supported.
ProjectDox Web Server
Server 1 (1of 5) - ProjectDox® Web Server
Windows Server 2008R2 64-bit. All Service DNS resolution must be implemented prior to Purchased & Installed
Packs and Updates must be installed. ProjectDox install by Customer
.NET 4.0 – All Service Packs and Updates Installed by Customer
must be installed. or Avolve
Hard drive partitioning 30GB (file system) D: 30GB (page files) E: (see Performed by
Storage / Partitions and subsequent sections) Customer
Secure Sockets Layer (SSL) Certificate (port Must be implemented prior to ProjectDox install Purchased & Installed
443) by Customer
IIS 7.5 on 2008 on (port 80) Included with O/S Installed by Customer
SMTP (will require install of some IIS 6 features Included with O/S Installed by Customer
on 2008R2, included with O/S)
Relays to/from main mail server (recommended),
or direct to the Internet
Antivirus Software - Server Edition With latest virus definition updates Purchased & Installed
by Customer
ProjectDox ProjectDox License Server - Port 10116 must be Included with purchase
opened on the web server to receive the view of ProjectDox and
ProjectDox License Server request from the client and the return will be to installed by Avolve
ProjectDox Viewer Server the client on another random port. Software
Client->10116->webserver->some other port-
Process Incoming Service >client.
ProjectDox Viewer Server - Port 8890 must be
opened on the web server to retrieve the Flash
view request to the DLCache and the return will
be on 8889
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ProjectDox Job Processor Servers
Two Job Processors are required if Flash will be supported. One Job Processor server will require an installation of
Microsoft Word and Excel, plus the Tools.
Server 2a and 2b (2 and 3 of 5)- ProjectDox® Job Processor
Windows Server 2008R2 64-bit. All Service DNS resolution must be implemented Purchased & Installed by Customer
Packs & Updates must be installed. prior to ProjectDox install
.NET 3.5 SP1and .NET 4.0 Installed by Customer or Avolve
Hard drive partitioning C: 30GB (file system) D: 30GB (Page Performed by Customer
files) E: (see Storage / Partitions and
subsequent sections.
(Optional) Microsoft Office Applications - for Office requires registration prior to Job Purchased & Installed by Customer
publishing Office documents - Word, Excel. Processor install
Tools, all Service Packs & Updates must be
installed. Office 2007 requires the File Converter
be installed to support Office 2010 files
that are uploaded
NOTE: Currently supported releases of MS
Office are 2007 and 2010. It is recommended Office 2010 32 bit is certified and 2010
that Office 2010 is installed on the Job 64 bit is in the process of being
Processor. certified
Antivirus Software - Server Edition With latest virus definition updates Purchased & Installed by Customer
Job Processor Handles publishing of all files uploaded Included with purchase of
into ProjectDox ProjectDox and installed by Avolve
Software
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ProjectDox Database Server & Reporting Server
NOTE: A separate Database server is not mandatory if the customer has implemented Microsoft SQL Server within
their environment, that can allow ProjectDox to attach the databases required for implementation, and that has
sufficient resources.
Server 3 (4 of 5) - Database Server
Windows Server 2008R2 preferred all Service DNS resolution must be implemented Purchased & Installed by Customer
Packs & Updates must be installed prior to ProjectDox install
Hard drive partitioning C: 30GB (file system) D: (see Performed by Customer
Storage / Partitions and subsequent
sections)
Microsoft SQL Server 2005 or 2008R2, all SP1 Update for SQL 2005 Purchased & Installed by Customer
Service Packs must be installed
SQL Server Reporting Server 2005 or 2008R2 Required to be present but not Installed by customer
preferred required to be on the same server
as ProjectDox database
Antivirus Software - Server Edition With latest virus definition updates Purchased & Installed by Customer
Databases created by Avolve ProjectDox Database Included with purchase of
ProjectDox
Workflow Persistence Database
(sites using ProjectDox Workflow)
NOTE: Changes to the above configuration require written approval from Avolve Software Corp. prior to scheduling
the installation of ProjectDox. Before confirming an installation date, the assigned Avolve Software Professional
Services will conduct a remote review of each of the server’s configuration for the benefit of the customer. Once the
servers are confirmed to meet the above requirements, a firm installation date will be offered to the customer.
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ProjectDox Application Server
Server 4 (5 of 5)– Application Server
Windows Server 2008R2 all Service Packs & DNS resolution must be implemented Purchased & Installed by Customer
Updates must be installed. prior to ProjectDox install
Hard drive partitioning C: 30GB (file system) D: 30GB (page Performed by Customer
files) E: (see Storage / Partitions and
subsequent sections)
.NET 3.5 SP1 and .NET 4.0 Installed by Customer or Avolve
ProjectDox Windows Communications Server Included with purchase of
(WCF) including Search Engine ProjectDox and installed by Avolve
WCF on Port 8879 Software
ProjectDox Windows Workflow Foundation
Server (WWF)
ProjectDox Utility Service
ProjectDox Project Creator Search Engine on Port 8000
ProjectDox® VMware Enterprise Hardware Requirements
ProjectDox® requires a robust server environment for a VMware implementation. The following example should be
used as a guideline for any ProjectDox solution that will be running on VMware software. Please note that Avolve
Software does NOT support any ProjectDox installation using VMware Workstation or VMware Server edition
software. Only VMware Enterprise class software will be considered as a candidate for a VMware implementation:
VMware ESX, VMware ESXi and VMware Infrastructure. Additional information can be found at the end of this
document regarding VMware software editions. Any other type of virtualization software requires approval from
Avolve Software before implementation.
ProjectDox Web Server VM
VM Configuration: The virtual machine requirements are the same as those described above for the physical
server.
Tested MAX Allowable Load: ProjectDox Web Server VM can share this VM Host with a maximum of four
other Windows IIS Servers. It is recommended that the ProjectDox Web Server VM not run on the same VM Host as
the ProjectDox Job Processor or DB Servers.
NOTE: The Tested MAX Allowable Load is not a guarantee that you can run the specified number of servers on
each of the machines, since the purpose and load of each of these servers vary with each customer. This is a
guideline to use as a basis for your planning; individual implementation is decided on a case-by-case basis.
VMware and ProjectDox databases
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NOTE: Avolve does NOT recommend installing the databases for ProjectDox or the ProjectDox Workflow on a virtual
machine running Microsoft SQL Server.
VMware Software General Information
Question: What version of VMware software is required for ProjectDox?
Answer: VMware offers several versions of software, but only the following versions are suitable for ProjectDox:
VMware ESX, VMware ESXi, and VMware Infrastructure. VMware offers a free edition of their software simply
named VMware Server, which cannot be used for ProjectDox implementations due to performance issues. VMware
ESX and VMware ESXi are both bare-metal hypervisors that install directly on the server hardware, do not require an
operating system, and in some instances only create a 32MB footprint. VMware Infrastructure edition is a suite of
three VMware software applications: VMware ESX and two management applications.
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Additional Information
This section includes configuration diagrams showing server roles and communication, and discusses disk space
requirements and options.
Figure 1. Enterprise Configuration Diagram
Note that on the Internal Network, port 8890 must be opened on the web server to retrieve
Flash viewer requests to the DLCache and the return will be on port 8889.
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Figure 2. Enterprise Failover Load Balance Configuration Diagram
Load Balance / Failover
The load balancer can be hardware or software. Avolve does not recommend one or the other; it is the customer’s
selection. This appliance or software is managed by the customer and not Avolve.
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The web servers can be configured to be load balance/failover. The application server is configured to be failover.
The SQL Server should be put into a clustered environment which assures redundancy.
The Job Processors are independent publishing engines, if one goes off line or fails, the others will continue to pick
up the workload. This is accomplished by a common Queue managing the job tickets.
Storage / Partitions
ProjectDox is a minimum five-server installation: one Web Server, two Job Processing Servers, a Database server,
and an Application Server. Installation may be more complex depending upon implementation requirements. The
recommended configuration and size for storage partitions on each of these servers is three drive partitions: two 30
GB partitions for the operating system and page files, and a third partition for programs and other files. The size of
the third partition depends on the location of data storage
NOTE: Your Avolve sales representative or systems engineer will work with you to determine the optimal location
and size of disk storage.
Expandable Growth Option
This option uses Network Attached Storage (NAS) or Storage Area Network (SAN) or Server Message Block (SMB)
that can be expanded as needed without rebuilding the ProjectDox installation. This is the preferred configuration.
Working with San and Nas
There are many ways to get a system to recognize or to connect drive space. There are a few methods that remove
your control over user accounts. You will experience this if you set the share up via SMB.
The primary way we need the share presented is via logical disk. This would allow the web server and associated
servers to connect to the new slice with the proper windows credentials.
Once the slice or logical drive is attached to the server, then launch disk management on the server to format the
new drive and assign it a drive letter.
After the above is completed then you can add the appropriate directory and permissions to the folder set.
If the customer has to use SMB or some other method to share the disk, we need to ensure that the correct
permissions are allocated from the Nas or San.
Microsoft information on San:
You can use any single computer that is connected to its dedicated storage through any topology (point-to-point,
FC-PLDA or FC-FLA, FC-PLA, or Fabric).
You can use multiple computers (cluster computers, isolated computers, or both) on a Fiber Channel system that
uses point-to point Fabric or point-to-point FC-AL connections only. It is a good idea to use zoning because each
cluster or isolated computer and its storage devices must be isolated. Some storage vendors include LUN
masking features (this is sometimes called selective presentation) that you can also use to isolate computers.
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You can use loop attachment for two-node clusters, provided that only one cluster and its storage are attached
on each hub or dynamic point-to-point FC-AL switch; use of partitioned hubs or zoning on these devices will
allow more than one two-node cluster, provided that each cluster and its storage are completely isolated (for
example, no LIP propagation) from any other cluster or computer system.
You can attach a single loop-only storage device to an FL_Port on a Fabric switch, even if multiple hosts are
present on other switch ports, but you must configure all of the hosts for a Fabric connection (point-to-point as
N_Ports). FC-AL switches must have active LIP isolation systems, zoning, or both in place to control the
propagation of LIPs such that hosts are protected from the LIPs of other hosts.
If you use a partition able or zoning hub, you can treat this configuration as if multiple hubs were available. Only
a single computer and its dedicated storage can be connected to each partition.
ProjectDox® Shared Folders
There are a number of Shared Folders used by ProjectDox; the three largest are UserFilesSource ,
UserFilesPublish and DLCache. UserFilesSource is used for storing the original files uploaded by users,
UserFilesPublish is used for storing the published ActiveX version of the files uploaded by users and DLCache is for
storing of published files for Non Internet Explorer browser Support. For an example of the storage requirements from
a live site, refer to the section named ProjectDox Live Site Example. The UserFilesPublish folder is typically a little
larger than UserFilesSource, due to file markups that can be created on the uploaded files. File Markups are
explained below in this document.
Configuration Example 2:
The DLCache, the UserFilesSource, and UserFilesPublish folders are located on a Shared Folder or mapped
Network Drive on a different machine on the network.
Configuration Example 3 (Recommended):
The DLCache, the UserFilesSource, and UserFilesPublish folders are located on a NAS, SAN or SMB.
There are other possible additional shared folders that do not take up much space or that are automatically cleaned
by ProjectDox: Queue, PDoxTemp and BatchStamps. Depending on the purchased modules, there may be
additional required shared folders.
File Markups
The UserFilesPublish folder also is home to any Markups that have been placed on the files, which can increase the
size of the folder, therefore the same amount of room, or more, should be allotted for the UserFilesPublish folder.
Your business needs may require a customized configuration, and should be discussed with the Professional
Services team member assigned to assist you in implementing ProjectDox.
ProjectDox Live Site Example
The following information was obtained from an active ProjectDox permitting customer’s site currently in a production
environment and performing Plan Reviews for their Building and Planning permit customers since November 2007.
As of September 2011, their site has 10,450 Projects, 1,150 Users and 194,631 Files uploaded into the Projects.
This translates to the following:
UserFilesSource Shared Folder Metrics (Physical Drive)
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10,450 Project Folders
0 Markup Folders
371,368 Total Folders
194,631 Files
19.2 Average Space Used Per Project (Megabytes)
1 Average File Size (Megabytes)
201 Hard Drive Space Used (Gigabytes)
350 Disk Partition Size (Gigabytes)
73 Disk Free Space (Gigabytes)
UserFilesPublish & DLCache Shared Folder Metrics (Physical Drive)
Equal amounts of disk space must be allotted to these two shared folders if Flash will be supported. UserFilesPublish
is for Internet Explorer viewing which is the richest viewer and should be used by primary reviewers for accuracy.
DLCache stores the published files to support Flash viewing.
10,450 Project Folders
11,553 Markup Folders
382,241 Total Folders
2,724,525 Files
15.5 Average Space Used Per Project (Megabytes)
59 Average File Size (Kilobytes)
250 Disk Partition Size (Gigabytes)
50 Disk Free Space (Gigabytes)
Database Size Metrics (Physical Drive)
6.3 ProjectDox Database (Gigabytes)
1.1 ProjectDox Log (Gigabytes)
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ATTACHMENT C: Avolve University Training Course Catalog
Avolve University offers both standard and custom training courses in both classroom and virtual classroom (web-ex)
styles as part of its curriculum to serve the end-user community.
STANDARD COURSES
ProjectDox 101 – maximum 10 students per class
Overview
The Avolve Software University course includes a flexible mixture of lecture and hands-on lab time to
familiarize the user with the basic features of ProjectDox. This 4-hour instructor lead course will review how
to access a project, view a file, use the search feature and communication tools to efficiently use and
communicate using the ProjectDox application.
Audience
Course is designed as an introduction class for business professionals wishing to collaborate electronically
on a project.
Prerequisite Knowledge/Skill - NA
Course Objective
Upon successful completion of this course, participants should be able to:
• Understand and Install software component requirements to login
• Understand how to access projects, folders and files
• How to communicate and locate information
• Understand the viewing technology tools
ProjectDox Visualization Course - max 10 students per class
Overview
This Avolve Software course includes an instructor lead lecture and demonstration with hands-on lab time to
practice using the newly acquired skills for the ProjectDox annotation tools. Attendees will learn how to use
the annotation tools to create and edit redlines, print and stamp documents and plans in the ProjectDox
application. Course length: 6-8 hours.
Audience
This course is designed for plan review professionals responsible for annotating documents electronically.
Prerequisite Knowledge/Skill
This course requires completion of ProjectDox 101.
Course Objective
Upon successful completion of this course, participants should be able to:
• Understand how to access annotation tools
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• Understand how to create a new or edit an existing annotation
• Understand annotation print and download capabilities
• Understand Stamp Creation
Project Administration - max 10 students per class
Overview
This Avolve Software course includes a 4 hour instructor-led lecture and demonstration discussing the
management responsibilities of a project administrator followed by a hands-on practice lab time to practice
the newly discussed skills.
Audience
This course is designed for business professionals in a supervisor or lead role in the organization
responsible for management of individual projects in ProjectDox.
Prerequisite Knowledge/Skill
This course requires completion of ProjectDox 101.
Course Objective
Upon successful completion of this course, participants should be able to:
• Understand the project administrator role
• Understand how to add or remove users, add or remove /groups’, and manage permissions.
• Workflow Management
• Create and Manage Stamp and Batch Stamp Templates
System Administration - max 6 students per class
Overview
This Avolve Software course is an instructor lead mixture of lecture, demonstration and hands-on lab to
practice newly acquired skills. The goal of this session is to provide the selected persons the knowledge
required to configure and manage the ProjectDox application. The course will consist of a 5-6 hour lecture
demonstration in the morning followed by hands-on practice in the afternoon.
Audience
Business professionals and IT professionals responsible for management and configuration of the
ProjectDox application.
Prerequisite Knowledge/Skill
Knowledge of business processes is recommended. This course requires completion of ProjectDox 101.
Course Objective
Upon successful completion of this course, participants should be able to:
• Manage and configure Project Templates
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• Configure Reports for system use
• Manage and configure site settings for access to key features
• Understand and assist users in component installation
Advanced Administration - max 6 students per class
Overview
This Avolve Software course is an instructor lead lecture and demonstration discussing the architecture of
ProjectDox, project creation, management and troubleshooting techniques. The course is an interactive 5
hour course.
Audience
This course is designed for IT professionals and business professionals responsible for management of the
ProjectDox application.
Prerequisite Knowledge/Skill
Networking and Infrastructure background, knowledge of business processes, knowledge of IIS and .NET.
Course Objective
Upon successful completion of this course, participants should be able to:
• Locate key folders and services for the application
• Recognize and troubleshoot areas of the application
• Use the ProjectDox Updater software
Basic Workflow Design & Process Overview Training - max 10 students per class
Overview
Instructor-led course will show attendees the basic skills needed to implement and configure the workflow
and eForm in ProjectDox. Course will teach attendees how to install and use the eForm and Workflow
designers to create HTML eForm to be used in your business operation. Attendees will acquire the skills to
create fundamental eForm, Workflows including adding activities, configuring buttons, and custom email
templates based on ProjectDox best in class e-plan review process. Best practices and techniques
demonstrated during the course will enable the attendee to apply the knowledge during their process
development. The course consists of 5 modules and covered over 3 days:
Module 1 – Workflow Process Configuration
Module 2 – Designers
Module 3 - Workflow
Module 4 - EForm
Module 5 - Email Templates
Attendees
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Business Analyst’s and technical staff responsible for development, implementation and maintenance of the
automated solution.
Prerequisites
It is recommended that attendees have an understanding of ASP/ASP.NET web design, Object Oriented
Programming and advanced scripting capabilities in C#, C#.NET, Visual Studio or similar IDE and Windows
Workflow Foundation. An ability to apply business logic to loops is also preferred. The course does cover
scripting for custom solutions.
Course Objective
Upon successful completion of this course, participants should be able to:
• Add Activities to existing workflow design
• Add/Update buttons
• Add Panels to existing process
• Understand Architecture of eForm and Workflow
• Use of WWF designers
• Update/Creation Review Configuration
• Understand relationship of Project Creator, Project Templates and Workflow
CUSTOM COURSES
Additional custom courses can be designed to fit your organizations needs outside of the standard custom courses
listed below. Contact an Avolve University representative to discuss designing a custom course.
Workflow Process Training for the Citizen– max 15 students per class
Overview
The Avolve Software University course includes a flexible mixture of lecture and hands-on lab (depending
on customer training environment) time to familiarize the user with the basic features of ProjectDox. This 2-3
hour instructor lead course will review how to access a project, view a file, view a markup, use the search
feature and communication tools to efficiently use and communicate and how to complete a workflow task in
the ProjectDox application.
Audience
Course is designed as an introduction class for business professionals wishing to collaborate electronically
on a project.
Course Objective
Upon successful completion of this course, participants should be able to:
• Understand and Install software component requirements to login
• Understand how to access projects, folders and files
• How to communicate and locate information
• Understand the viewing technology tools
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Workflow Process Training for Internal End-Users - max 10 students
Overview
This course is customized to the designed workflow process developed for the jurisdiction. It will provide an
overview of the process breaking the training into sessions for key roles in the process (review departments,
intake etc.). Skills learned will include understanding how users will be notified of tasks, how to complete a
task and check status of workflows.
Audience
This course is designed for business professionals involved in the e-plan review process.
Prerequisite Knowledge/Skill
This course requires completion of ProjectDox 101 & ProjectDox Visualization Course.
Course Objective
Upon successful completion of this course, participants should be able to:
• How to complete a task
• How to check status of review
• Understand relationship of markups & eForm
• Understand how task assignments are communicated
Workflow Process Training for Administrators/Coordinators- max 10 students
Overview
This course is customized to the designed workflow process developed for the jurisdiction. It will provide an
overview of the process breaking the training into sessions for key administrators of the process
(coordinators, project managers, project administrators). Skills learned will include understanding how to
manage the project based on the design of the system as well as how to manage the workflow tasks and
the users including how to reassign tasks.
Audience
This course is designed for coordinators or administrators involved in the e-plan review process.
Prerequisite Knowledge/Skill
Recommend completion of ProjectDox 101 & ProjectDox Visualization Course.
Course Objective
Upon successful completion of this course, participants should be able to:
• How to manage group and users
• How to check status of review
• How to reassign a task
• Understand how task assignments are communicated
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Best in Class Workflow Training (Jump Start) - Max 10 students per class (if onsite T & E)
Overview
This Avolve Software course is an instructor led course mixing a combination of lecture, demonstration and
hands-on lab time for attendees to practice the skills learned to complete the steps in the workflow process.
The course duration is 1 day which includes lecture and demonstration followed by lab time for attendees to
practice acquired skills.
Audience
This course is designed for plan review professionals responsible for annotating documents electronically.
Prerequisite Knowledge/Skill - NA
Course Objective
Upon successful completion of this course, participants should be able to:
• How to complete a task
• How to check status of review
• Understand relationship of markups & eForm
• Understand how task assignments are communicated
Customized Video Tutorial (e-learning)
Overview
Create a video to support you e-review software process and documentation providing another means to
educate your end-users on the process implemented. Video tutorials can be designed for your process and
tailored for the citizen end-user or internal staff and will require design discussions with your Avolve
representative to determine content, length and cost.
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ATTACHMENT D: GIStream™
Geographic Information System (GIS) applications have been deployed in thousands of government
jurisdictions nationally and internationally, providing a wide range of mapping, addressing, parcel, route, demographic
and environmental data to multiple agencies, departments and the citizenry.
A new and greater level of power through information is achieved when ProjectDox® ePlan drawings, images and
document resources are combined with GIS mapping and data visualization.
GIStream™ establishes a robust exchange between the leading electronic plan solution for government and the
leading GIS solution for government, Esri ArcGIS. GIStream associates GIS features, map and layer information
contained in ArcGIS databases with ProjectDox project information, allowing users to access ArcGIS data and
associated project information directly from both ProjectDox and the GIStream Viewer. GIStream’s framework and
API’s also support custom configuration to exchange ProjectDox information with existing GIS map viewers.
With GIStream, ProjectDox is transformed into a powerful tool for project-centric GIS data use/reuse. GIStream
delivers value to all project stakeholders:
Regulatory Review — Plan reviewers and code officials can easily check designated and surrounding address and
parcel locations for public infrastructure and additional project activity status that can impact plan and permit
approvals.
CIP Project Management — Government personnel and CIP project commercial partners can use ProjectDox with
GIStream to coordinate design, development and construction activity based on multiple GIS features combined with
plan files.
Agency/Department Decision Support and Response — Departmental and emergency response operations often
require that multiple sources of data converge at a given time in order to make proper decisions and take appropriate
action. GIStream enables ProjectDox to provide both stored plan data and live GIS data together for optimum
contingency planning, awareness and problem resolution.
Features:
• Associate ProjectDox project files and information with GIS locations
• Launch designated project GIS parcel/address from within ProjectDox or in a separate browser window
• Configure project-specific GIS features/layers in the GIStream viewer
• View/select proximate ProjectDox project parcels/features within the GIStream viewer
• Open/view multiple project files (plans, documents, images) within the GIStream viewer
• Capture GIStream map snapshots and save directly to ProjectDox for markup/
compare/print and sharing
• Ability to easily integrate with other GIS map viewers using the GIStream API Framework
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ATTACHMENT E: Avolve Software Maintenance & Support Terms and Conditions
Maintenance and Support Level Agreement
This Maintenance & Support Service Level Agreement (“SLA”) defines the maintenance and support services
(“Support Services”) which Avolve Software, Inc. (“Avolve ″) shall provide to the customer (“Customer”) in accordance
with an order from Customer for such Support Services for the licensed Avolve software (“Software”).
1. Portal. Avolve will provide reasonable portal support for problem determination and resolution for problems
arising during normal operation of the Software. Avolve may require the Customer to provide a written
assistance request describing the problem. All issues MUST be reported via the portal.
1.1. Support Portal: http://www.avolvesoftware.com/index.php/company/technical-support/
2. Avolve Primary Support Contact.
2.1. Definitions.
(a) Professional Services Team: Avolve or certified solution partner personnel responsible for managing
the installation and initial configuration of the Software in accordance with a statement of work.
(b) Technical Support Team: Avolve personnel responsible for providing technical support for the
Software.
2.2. During a service engagement, the Professional Services Team is the primary support contact for the
Customer for technical or other issues related to the service engagement, including but not limited to
implementation and configuration of the Software.
2.3. During a service engagement, if a technical issue is suspected to be a product defect or requires diagnosis
or remediation beyond the capabilities of the Professional Services Team, the Technical Support Team
may become the primary contact for that specific issue. Once the issue is resolved, the primary support
contact for the Customer returns to the Professional Services Team until the completion of the service
engagement.
2.4. During a service engagement, Customers with a premium support contract who have an issue of a Critical
severity level (as defined in Section 6.0) should contact the Professional Service Team during Avolve′s
normal working hours (as defined in Section 3.1) and the Technical Support Team during off-hours.
2.5. Once a service engagement is complete, the Professional Services Team will transfer the primary support
contact to the Technical Support Team.
3. Support Hours.
3.1. Customers with a standard support contract will receive assistance during Avolve′s normal working hours
of 7:00 a.m. through 5:00 p.m., Monday through Friday, Mountain Standard Time (Arizona Time, No
Daylight Savings observed).
3.2. Customers with a premium support contract with issues of a Prioroty1/High severity level will receive
reasonable extended telephone support for operational problem determination and resolution per the terms
as specified on their Sales Order. For all other issues of lesser severity, general support is available during
Avolve′s normal working hours of 7:00 a.m. through 5:00 p.m., Monday through Friday, Mountain Standard
Time (Arizona Time, No Daylight Savings observed).
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3.3. Avolve support services will not be available on US Federal Holidays.
4. On-Site Emergency Support. Customer may request Avolve to provide on-site emergency operational support
services as a separate and distinct billable service.
5. Maintenance Updates and Upgrades. The Support Services purchased by Customer, pursuant to the
applicable order, include updates to major, minor, and maintenance releases at no additional cost (other than
media and handling fees).
5.1. For the purposes of this SLA, (i) “maintenance releases” shall mean such bug fixes and/or platform updates
that are designated as “maintenance releases” by Avolve; (ii) “minor releases” shall mean such bug fixes,
platform updates, and/or minor product enhancements that are designated as “minor releases” by Avolve;
and (iii) “major releases” shall mean such bug fixes, platform updates, and major product enhancements
and/or new features that are designated as “major releases” by Avolve.
5.2. To the extent applicable, all Support Services provided by Avolve to Customer (including all maintenance
releases, minor releases, and major releases that may be provided to Customer by Avolve from time to
time) shall be subject to the applicable license agreement between Avolve and Customer.
6. Problem Determination and Resolution. Avolve resources will be allocated to resolve reported problems
based on the severity level set forth in the table below and Avolve will use commercially reasonable efforts to
provide an acceptable resolution, workaround, or a plan for the provision of a resolution or acceptable
workaround in the timeframe set forth in the table below:
Severity Level Definition Acknowledgement Commitment
Priority 1 An error that causes a 4 Hours Avolve and Customer will commit full-time
High catastrophic failure resources for problem resolution, to obtain
substantially impacting workaround, or reduce the severity of the
Customer’s business. error.
Priority 2 An error that causes 3 Days Avolve and Customer will commit full-time
Medium Avolve product to fail resources during normal business hours for
without significant problem resolution, to obtain a workaround,
business impact. Causes a or reduce the severity of the error.
substantial reduction in
performance.
Priority 3 An error that causes only 5 Days Avolve and Customer will commit
Low minor impact on use of the resources during normal business hours for
product. problem resolution.
Request A service request for a 5 Days Avolve and Customer will provide
new feature, additional resources during normal business hours to
documentation, or an address request.
explanation of product
functionality.
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(a) Acknowledgement. Once a problem has been reported, Customer will receive an acknowledgement via
email, phone or the support portal, as to the receipt of the problem as reported and a confirmation of the
problem severity. Avolve will begin the process of problem determination and resolution at this point.
(b) Status Updates. During the problem determination and resolution process, Customer may receive regular
communications, via email, phone or the support portal, as to the status of the problem determination and
resolution.
(c) Resolution. In response to the problem reported, Customer will receive, as appropriate, one of the following
resolutions: an existing correction, a new correction, a viable workaround, or a plan on how the problem will
be addressed.
(d) Severity Re-classification. If Customer determines that a previously reported and in-progress issue’s
severity needs to be re-classified or escalated, Customer should issue a new call or email to the Technical
Support Team.
7. Exclusions. Avolve will have no obligation to support the following, pursuant to the terms of this Agreement:
7.1. Software not covered by an active support contract and/or not in compliance with a valid license
agreement. A support contract must cover all licenses purchased.
7.2. Software that is altered or modified other than as approved by Avolve or any portion of the Software
incorporated with or into other software not specifically approved by Avolve.
7.3. Any Software that is not the current major release or immediately previous major release with most current
minor update.
7.4. Problems caused by misuse or misapplication of the Software.
7.5. Software installed on any computer hardware/software configurations not supported by Avolve.
Avolve, in its sole discretion, shall determine whether any of the foregoing exclusions are applicable to Customer.
8. Customer’s Obligations for Operational Support.
8.1. Contact Person(s). Customer will designate up to two (2) contact person(s) (or such other replacement
individuals as Customer may designate in writing) (each a “Contact Person”), who shall be the sole
contacts for the coordination and receipt of the Support Services set forth in this SLA. Each Contact Person
shall be knowledgeable about the Software. If Avolve is unable to contact any designated Contact Person
through the specified means for a period of time and such contact would be helpful for performing the
Support Services, Avolve may refuse to perform the Support Services until Avolve is able to contact a
designated Contact Person, in which case the times for resolution set forth in Section 6 will be suspended
for such period of time.
8.2. Remote Access. For the purpose of problem determination and analysis, Customer will provide, as
necessary and at Customer’s discretion, the Technical Support Team with remote access capabilities into
Customer’s system’s running the Software.
8.3. Supporting Data. Customer will provide reasonable supporting data to aid in the identification and
resolution of the issue.
8.4. Installation. Customer will be responsible for installing any error correction, update or upgrade.
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9. Term. The term of this agreement shall commence as of the date of this SOW or Order associated with this
agreement and shall continue unless terminated pursuant to the terms of this agreement.
10. Fees / Termination / Renewal Customer shall pay Avolve the applicable fee as listed in the SOW or Sales
Order for all Software for which Customer purchased (the "Maintenance/Support Fees"). Fees will be either
billed annually or a new, multi-year agreement will be created at the then current rate. Maintenance Fees are
paid in advance of the term and are irrevocable and non-refundable. Maintenance Fees are due thirty (30)
calendar days from the date of the invoice. If Licensee fails to pay all Maintenance Fees by the due date, this
Maintenance Agreement, and all Technical Support provided for under it, may be immediately terminated,
without notice, by Licensor. Alternatively, Avolve, in its sole discretion, may elect to continue to provide Technical
Support and assess interest at a rate of up to 18% per annum, not to exceed the minimum amount allowed by
law. To reinstate or renew the Maintenance Agreement (if reinstatement is allowed by Avolve at its sole
discretion), Customer must pay in advance and in full all Maintenance Fees that were considered in arrears at
that time.
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ATTACHMENT F: ProjectDox Feature/Function Map (PDF)
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