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Agenda 02/24/2015 Item #16A15 2/24/2015 16.A.15. EXECUTIVE SUMMARY Recommendation to approve the purchase of CityView's Electronic Plans Review (EPR) module to improve efficiency and eliminate redundancy in the submission and processing of electronically submitted plans for building and land development projects. Initial software implementation costs totaling $115,974 and annual maintenance cost totaling $8,565 will be funded with budgeted building industry user fees. OBJECTIVE: Dramatically improve the Growth Management Division's ability to accept and review land use and building plans submitted electronically, and increase the number of customers who will utilize the online submission of these plans. CONSIDERATIONS: On June 14, 2011, Agenda Item 16A25, the Board approved the recommendation to waive formal competition, approve and authorize the Chairman to sign Change Order#2 to Contract#08-5009 with Sire Technologies, Inc. to purchase Active Review, their Electronic Plans Review software for accepting building plans electronically. This software was selected at the time based on the County already utilizing Sire's Agenda software, and CityView not having an EPR solution of its own available. Since implementation of Active Review, Sire has stated that they will no longer develop enhancements for the software. CityView has developed their own EPR module that would integrate seamlessly with the Growth Management Division's current CityView suite of land, building, and enforcement management software. The following modules are currently in use by the Growth Management Division: Permitting and Inspections, Planning, Code Enforcement, Licensing, Cashiering, Mobile, Portal, and GIS Integration. The proposed CityView module represents a complete EPR solution that would now allow electronic submission and review of land-use plans in addition to the current building plan submissions. The purpose for this software replacement is to improve efficiency and eliminate redundancy in the submission and processing of electronically submitted plans for building and land development projects by eliminating duplicate entries required in the two current software applications. Because the two current systems are not integrated, all entries made in Sire Active Review are manually reentered into CityView by GMD staff. The manual effort to keep the two systems in sync requires a dedicated full-time equivalent (FTE), who could be redeployed to other duties once the new module were implemented. The purchase of CityView's EPR module is recommended and is in the best interest of the County for the following reasons: • Streamline to one single customer portal logon. Currently customers need to maintain two separate accounts, one for Sire Active Review and one for CityView. Upgrading to CityView's EPR will allow customers to submit plans for review, check status, receive payment information, print documents, and schedule inspections from a single user account. /'■ Packet Page-288- 2/24/2015 16.A.15. • Eliminate duplicate entries into separate software applications. Staff will no longer be tTh required to manually reenter information from one application into the other. • Better integration between current Permitting and Inspection software application. This integration will allow for customers to receive a permit number and the estimated fees at the time of submission without having to wait for feedback from staff. Currently, the customer submits electronic documents via Sire Active Review. Staff reviews documentation for completeness and correct permit type, and if no corrections are required, creates the permit in CityView, adds the appropriate fees, and provides the customer with the permit number and outstanding fees. The interactions between staff and a customer to create the permit number and provide estimated fees would be eliminated with the implementation of this module. • Expand Electronic Plan Review to include planning projects. This will allow more customers to utilize EPR, saving time and money for customers submitting plans for land development. • Expanding the use of EPR will provide better service to the building industry. • Improved quality with reduced opportunity for mistakes and improved communication will be achieved by using only one application. The Procurement Director has reviewed this transaction and believes that it is in the best interest of the County [Purchasing Ordinance Section 9: Formal Competitive Threshold B 4] to secure this product within the current Growth Management software suite of CityView as it continues to streamline services for customers, allows for a consistent portal entry and graphical design, and reduces duplicative entry for staff. This item was presented to the Collier County Building Industry (CBIA) and at the Development Services Advisory Committee (DSAC) meeting on February 4th, 2015. Both provided full support for the purchase of CityView's Electronic Plans Review module to replace Sire's Active Review software. FISCAL IMPACT: There are both implementation costs and ongoing maintenance costs associated with this purchase that are summarized in the following table and presented in detail in the attached proposal. Implementation Costs Software and Licenses $34,899 Implementation and Training Services $68,475 Professional Travel $12,600 Total Implementation Costs $115,974 Operating Costs Annual Software Maintenance $8,565 Packet Page-289- 2/24/2015 16.A.15. Funds for the purchase of this module were identified and approved in the FY2015 budget and are available in Fund 113. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality, and requires majority vote for approval. -JAK GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this action. RECOMMENDATION: That the Board of County Commissioners approves the purchase of CityView's Electronic Plans Review module to replace Sire's Active Review software funded entirely by Fund 113 and having no fiscal impact to the General Fund. Prepared By: James French, Growth Management Division Kenneth Kovensky, Operations&Regulatory Management, Growth Management Division Attachment: l) Proposal Packet Page-290- 2/24/2015 16.A.15. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.A.16.A.15. Item Summary: Recommendation to approve the purchase of CityView's Electronic Plans Review(EPR) module to replace Sire's Active Review software funded entirely by Fund 113 and having no fiscal impact to the General Fund. Meeting Date: 2/24/2015 Prepared By Name: PuigJudy Title: Operations Analyst,Community Development&Environmental Services 1/30/2015 1:36:33 PM Submitted by Title: Manager Financial &Operational Support, Operations&Regulatory Management Name: KovenskyKenneth 1/30/2015 1:36:35 PM Approved By Name: PuigJudy Title: Operations Analyst,Community Development&Environmental Services Date: 2/11/2015 2:47:33 PM Name: HerreraSandra Title: Manager-Procurement, Purchasing&General Services Date: 2/12/2015 10:21:33 AM Name: MarkiewiczJoanne Title:Director-Purchasing/General Services,Purchasing&General Services Date: 2/12/2015 11:35:25 AM Name: FrenchJames Title:Director-Operations Support,Operations &Regulatory Management Date: 2/12/2015 11:52:13 AM Packet Page-291- 2/24/2015 16.A.15. Name: MarcellaJeanne Title: Executive Secretary,Transportation Planning Date: 2/12/2015 1:30:45 PM Name: IsacksonMark Title: Director-Corp Financial and Mngmt Svs, Office of Management&Budget Date: 2/12/2015 1:56:16 PM Name: KlatzkowJeff Title: County Attorney, Date: 2/12/2015 3:17:04 PM Name: OchsLeo Title: County Manager, County Managers Office Date: 2/16/2015 1:18:15 PM Packet Page-292- L 2/24/2015 16.A.15. CityView 4464 Markham Street, Suite 2307, Victoria, BC., V8Z 7X8 Canada Toll-Free: 1.800.665.5647IFax: (613)226.3377 www.municipalsoftware.com Proposal For: CityView Electronic Plans Review To: Collier County, FL County Submitted By: A Division of Harris Computer Systems Primary contact: Steve Favalaro Telephone: 800.665.5647 Ext. 67013 Email: SFavalaroPharriscomputer.com Date: Revised December 29, 2014 A 0 HARRIS t `. Packet Page -293- 2/24/2015 16.A.15. Table of Contents Table of Contents TABLE OF CONTENTS 2 1.TRANSMITTAL LETTER 3 2.CITYVIEW ELECTRONIC PLANS REVIEW OVERVIEW 4 BLUEBEAM REVU 8 BLUEBEAM Q (OPTIONAL) 9 BLUEBEAM STUDIO SERVER(OPTIONAL) 9 3. IMPLEMENTATION SERVICES 10 4. COST SUMMARY 13 4.1 BLUEBEAM OPTIONAL LICENSING 16 ill HARRIS CityView_Collier County, FL December 29, 2014 I— 2 Packet Page-294- 2/24/2015 16.A.15. 1. Transmittal Letter 1. Transmittal Letter CityView, a Division of Harris Computers 4464 Markham Street, Suite 2307, Victoria, BC., V8Z 7X8 Canada Toll-Free: 1.800.665.5647 I Fax: (613) 226.3377 December 29, 2014 Gary Kendall Manager Technical Systems Operations Growth Management Division Collier County Board of County Commissioners 2800 N. Horseshoe Drive Naples, FL 34104 RE: CityView Electronic Plans Review Solution Dear Gary, Thank you for the opportunity to provide this revised proposal for CityView's Electronic Plans Review solution. CityView's Electronic Plans Review solution combines the exceptional submittal, approval routing, version control and workflow capabilities of CityView with the vast capabilities of Bluebeam's flagship product Bluebeam Revu. The result is a paperless procedure that shortens the municipal review process; offers exceptional and convenient service to your contractors, applicants and architects; and saves time, money and the environment. As we have discussed the County's current system (Sire) does not integrate with CityView, and offers limited functionality in comparison with CityView's Electronic Plans Review solution. What's more, you can use Bluebeam's platform solutions to redline and mark up any document—you can even adopt Bluebeam as your corporate PDF creation and management tool across the organization. In preparing this proposal we undertook a review of the County's current configuration as it would pertain to implementing Electronic Plans Review both internally and online. There are several items for the County to consider that will require further discussions that are detailed further in this proposal. As a valued existing customer we are pleased to offer the County a $5,000 discount off the cost of the CityView Electronic Plans Review license. Once again, thank you for the opportunity to provide this proposal If you have any questions please do not hesitate to call me directly. Please note Bluebeam license costs are valid for 30 days. C ityView Steve Favalaro Regional Sales Director Telephone: 1.800.665.5647 ext. 67013 Email: SFavalaro @harriscomputer.com HARRIS CityView_Collier County, FL December 29, 2014 3 Packet Page-295- 2/24/2015 16.A.15. 2. CityView Electronic Plans Review Overview 2. CityView Electronic Plans Review Overview CityView's Electronic Plans Review solution combines the exceptional submittal, approval routing, version control and workflow capabilities of CityView with the vast capabilities of Bluebeam's flagship product, Bluebeam Revu, so you can circulate, mark up and review documents, plans and construction drawings and stimulate online collaboration through the process. CityView receives the electronic plans into its document repository and Bluebeam converts these into high quality, vector-based PDFs for review through a host of markup tools.The result is a paperless procedure that shortens the municipal review process; offers exceptional and convenient service to your contractors, applicants and architects; and saves time, money and the environment. Bluebeam's intuitive markup and editing tools and straightforward interface are meticulously designed to deliver results instantly. Bluebeam invents, develops, and commercializes PDF software intelligently designed to meet the needs of design, engineering and business professionals. Bluebeam produces high-quality, easy- to-use products that allow professionals to improve communication and collaboration immediately with virtually no learning curve. CityView leverages the PDF markup technology inside of CityView's workflow and plan review processes to deliver cost-effective and comprehensive electronic plans review. What's more, you can use Bluebeam's platform solutions to redline and mark up any PDF document—you can even adopt Bluebeam as your corporate PDF creation and management tool across the organization. Our proposal includes CityView's Electronic Plans Review solution,which combines Bluebeam Revu into the solution. Bluebeam Revu is not just the markup tool used for reviewing electronic drawings; it is also a complete PDF Management tool used by thousands of organizations across the continent. We encourage all our Bluebeam customers to use Revu not just for their electronic markup but to make their every-day use of PDFs much more efficient. We also would like the County to consider the potential for making Bluebeam your enterprise Collaboration Tool, either through the inherent capabilities of Bluebeam Revu or by acquiring the Bluebeam Studio license itself. Bluebeam Software makes smart, simple solutions for paperless workflows that leverage the PDF format. Bluebeam® Revu® helps government agencies by increasing employee productivity and streamlining constituent and partner communication. Bluebeam focuses on offering organizations a practical alternative to using paper by expediting workflows with digital PDF collaboration. The award-winning PDF Management, creation, markup, editing and collaboration solutions are used by over 70 local government agencies, as well as 60% of the top US Contractors and 50% of the top US and International Design firms. Adopting Bluebeam as your corporate PDF creation and management tool, Bluebeam empowers the County to create high quality PDFs with one-click from MS Office, digitally redline 2D and 3D PDFs with industry standard annotations and measurements, save custom annotations in a distinctive Tool ChestlM for easy reuse and add security and digital signatures to documents. You can automatically compare documents, integrate with SharePoint®or ProjectWise®, go mobile on a tablet PC or iPad and store your files in the cloud and collaborate with anyone, anywhere at any time using Bluebeam StudioTM. Bluebeam enables you to permanently redact confidential information from PDFs and create PDF forms that include text fields, button, digital signature fields, and more. Together with CityView, the County will benefit from an integrated Electronic Plans Review solution throughout the entire plan review process. 1 HARRIS CityView_Collier County, FL December 29, 2014 4 i — i Packet Page-296- 2/24/2015 16.A.15. 2. CityView Electronic Plans Review Overview CityView is an authorized reseller of Bluebeam products. Bluebeam Revu Powerful PDF creation, markup, editing and collaboration for a paperless workflow. Bluebeam Revu takes what was once impossible and makes it possible. Combining an intuitive PDF editor, viewer and markup__ tool with reliable file creation technology, Revu goes beyond PDF and takes paperless workflows to a whole new level The flexible interface provides the necessary tools for accessing and managing the documents that you need,when you need them. Go mobile on a tablet PC or iPad,and collaborate with project partners around the world in real time using Revu's cloud-based solution, Bluebeam StudioTM Markups list PDF Biueb,a„, ; . , Manage and track Creation a markups in a a Includes direct convenient list that '' plug-ins for E. can be filtered, AutoCAD®, searched, Revit®, imported and Navisworks® exported. Manage, Solid Works®,and P Microsoft®Office, for one button PDFs and batch creation. Tablet PC PDF Markup View and markup Customizable markup s PDF files with the ✓ Customizable such as text, r $�uebea n ease of your tablet , m ttl`+Cevu' pen.Tablet-specific notes,highlighter, eXtreme fir, o functionality makes it lines,clouds,callouts, stamps,and more to 3 easy to go mobile. redline PDFs. J ^ n S i Navigation Dynamic Layers TM .- k ,; Easily tab between Assign markups to ` *0. E PDF files,launch ;° layers,easily toggle .�+ multiple sessions of layers on and off and 1.411 Revu at once and ,, , insert a page as a split your screen up ID' layer. to 16 times with MultiViewTM s Bookmark Stamps 3D PDFs iiii Stamp PDF Create 3D PDFs from, Use documents with date, Revit®,Navisworks® bookmarks time,signatures,and and add markups to 0 to jump to more.Use predefined 3D views r' a specific stamps in Revu or page in a create your own. PDF or Flatten Toolchest .,:. .view,phOtto Markups Save commonly used 9 Flatten all markups,or a markups in the a webpage „ exclusive Tool Chest or open a individual markups,to p make them a part of for easy reuse,and file. your PDF content. import or share tool sets with colleagues. Digital PDF li Signatures Measuremen Electronically sign t PDF documents to Take measurements, support an electronic count from PDFs and workflow and protect perform area cutouts �,, your intellectual electronically.Add property. formulas to the built- 6 � HARRIS . CityView_Collier County, FL December 29, 2014 Packet Page -297- 2/24/2015 16.A.15. k - 1 . 2. CityView Electronic Plans Review Overview in worksheet to "' calculate costs in Revu. Batch Compare Processing „,,.,,,,,..- ju Convert an unlimited Automatically number of files to highlight the PDF.Add security, difference between stamps,headers and two drawing revisions footers or flatten an with clouds,or assign entire folder of PDFs colors to layers with at once. Overlay pages. File Access Search .,z Use the File Access Search for keywords or tab to pin,organize, phrases within PDF re f files and folders,or preview and reopen PDF files with a for symbols regardless of variations mouse click. in color,size and rotation,or intersecting line obstructions using Revu's exclusive VisualSearchTM. Bluebeam Studio Integration Studio allows you to store and manage Revu integrates into g ProjectWise®and files in the cloud, 1 c• Bluebecim.�s,u and collaborate on SharePoint® v. cap Ail document a a project documents in ,” j'' RP. 3 real time,or anytime, management ' u from anywhere. systems so you can ....� € seamlessly retrieve . and check-in documents directly from Revu. n D 0 7 1.9 ,, I Links Spaces Redaction 9. Manage Define spaces within Permanently delete and add Spaces to r or remove text and hyperlinks automatically track graphics from your to PDFs markups. PDF to safeguard that link confidential to information. websites, networke d files,or jump to specific pages and places in a PDF. ''\ HARRIS CityView_Collier County, FL December 29, 2014 I-- 6 Packet Page -298- 2/24/2015 16.A.15. 2. CityView Electronic Plans Review Overview ,..•-•..., Password Flags protection Add flags to PDF files Apply a password to it trx r ., to designate PDFs and set signature lines or permissions to t „_ draw attention to specify what . important recipients of your information. PDF can and can not do. PDF editing Sets NJ': PDF editing tools let Access an unlimited you edit text,apply number of files and headers and footers, view them as a single assemble files,and document, in a add,delete or rotate single tab.Filter and pages. organize files by page label or numeric sequence, and automatically identify addenda. Scripting PDF forms Use built-in script k '` commands to Create and distribute automate your --,----,, --kw, PDF forms with text �---.. desktop process,or ,q r fields,buttons,check integrate your and list boxes,digital programming signature fields and language of choice more. to perform advanced functions. Format Painter Customization Standardize the Store menu and appearance of display settings in markups in one fell Profiles and create swoop by copying custom tool sets, the properties of one toolbars and stamps markup and applying to fit your workflow. them to a similar markup or group of markups. StructuresT" OCR Quickly add complex, Transform scanned hierarchical bookmarks PDFs into text to a file by pulling in searchable and dynamic components selectable files with from a selection of OCR technology. ,„ 1 bookmark templates or create your own. Collaboration Software !s HARRIS CityView_Collier County, FL December 29, 2014 1 7 1 Packet Page-299- 2/24/2015 16.A.15. 2. CityView Electronic Plans Review Overview As eluded to above, the Bluebeam Revu licenses we offer in this proposal have inherent, cloud-based collaboration features. Should the County wish to use the inherent collaboration tools of Revu, no further license costs are charged, and Bluebeam hosts and manages the security of this cloud-based solution. Any Bluebeam Revu user can make use of Bluebeam's powerful Studio technology for collaboration purposes. Studio allows you to store and manage files in the cloud, and collaborate on documents through Sessions and Projects in real time, or anytime(i.e. connected or disconnected), from anywhere. Bluebeam Studio is the ultimate cloud-based solution for collaboration. Included in Bluebeam Revu, Studio allows you to securely manage projects digitally from start to finish anywhere, at any time, from a desktop, tablet PC or iPad, regardless of your Internet connection. Projects and Sessions allow you to store and manage an unlimited number of PDFs and any other file types in the cloud (for free!) using Studio Projects, and manage access rights for project partners to check-out and edit those files. Or, you can also collaborate on the fly by adding 2D and 3D PDFs into online Studio Sessions, where you and your selected attendees can comment on the same PDF together in real time or separately on your own. Should the County wish instead to use Bluebeam Studio for cloud-based collaboration "on-premise," we have included the costs for Bluebeam Studio license as an option. Bluebeam Revu Bluebeam's platform technologies include Bluebeam Revu Standard, CAD and eXtreme. Revu offers high quality PDF creation from CAD and Windows®files, and an easy to use PDF markup and editing application. If you are looking for a complete PDF creation, markup, editing and collaboration solution, then Bluebeam's .--� platform technologies are right for you. Bluebeam® Revu® helps government agencies go paperless at a price point that provides an exceptional return on investment. Easy-to-use markup tools replicate pen and paper, making it second-nature to add symbols and comments to PDFs, even 3-D PDFs. Revu's unique Tool Chest allows examiners to save their markups for repeated use, create custom mark-ups for their tool chest(including building code sections), and import markups from other sources. Revu lets you automatically compare documents using side by side and overlay compare tools. You can even add security, stamps and digital signatures to drawings. Further tools include the option to permanently redact confidential information from PDFs and create PDF forms that include text fields, buttons, digital signature fields, and more. And if that isn't enough, Bluebeam Revu meets Section 508 guidelines, proving its the optimal solution for any leading city, county, state, or federal agency. REVU®Standard With Revu, you can achieve a paperless workflow with powerful PDF creation, markup, editing and collaboration features. Create high quality PDFs with one-click from MS Office, digitally redline PDF drawings with industry standard markups and measurements, and save custom markups in the Tool Chest TM for easy reuse. Automatically compare drawings, integrate with SharePoint or ProjectWise®, go mobile on a tablet PC and collaborate in real time with Bluebeam's hosted collaboration facility. And, with Revu 11, there will be no limits to what you can achieve. Markup 3D PDF views, use Links to easily create and update hyperlinked documents, and create zone awareness for markups with Spaces. Take collaboration further with Studio sessions and projects, giving you more flexibility when sharing and storing files in the cloud. HARRIS CityView_Collier County, FL December 29, 2014 8 --, __— Packet Page-300- 2/24/2015 16.A.15. 2. CityView Electronic Plans Review Overview REVU®eXtreme TM Bluebeam PDF Revu eXtreme is a fully-loaded PDF solution designed for power users. With eXtreme, you get all of Revu CAD's powerful PDF creation, markup, editing and collaboration features, as well as advanced features for taking paperless workflows further. Use OCR technology to transform scanned PDFs into text searchable files. Create PDF forms that include text fields, buttons and digital signature fields, or add advanced form fields that automatically calculate values and define actions. Permanently remove confidential information from PDFs with Redaction. Or, use Scripting to automate simple desktop processes such as adding headers and footers, text stamps, cover sheets and security. Bluebeam Q (Optional) The smart and reliable solution for automated PDF processing and conversion of CAD and Windows files to PDF or 10 other formats. This server-based solution is for an unlimited number of users and includes 4 flexible options: Network PDF Printer, Watched Folders, Script Engine, and API integration. Bluebeam Studio Server(Optional) Studio Server makes it easier and faster than ever for firms to collaborate and share information in a controlled environment. Since the introduction of Bluebeam Studio, users have been able to connect, create and collaborate with anyone, anywhere at any time over a Bluebeam hosted server. Now, with the release of Studio Server you can host all of your online collaboration sessions on your own local server. The difference? With Studio Server security and performance are within your control. IT administrators now have the ability to easily control and monitor all session activity, and set user and file permissions -all behind their own firewalls. . HARRIS CityView_Collier County, FL December 29, 2014 I 9 Packet Page-301- 2/24/2015 16.A.15. 3. Implementation Services 3. Implementation Services The following describes the implementation services provided for adding CityView Electronic Plans Review to your current What follows is a description of each step in the process. Pre-Kickoff Meeting The Project Manager reviews all documentation with respect to the implementation in order to prepare the materials for project kickoff. Following the remote project kick-off meeting, the CityView Project Manager will work with the County's Project Manager to develop a project schedule. Upon completion of the Data Collection/Discovery, a formal scope document will be delivered which will outline the project timelines, deliverables and costs for any additional out-of-scope items. Data Collection/Discovery An Implementation Specialist will attend onsite for 4 days(2 day with Building and 2 day with Planning)to review and document the workflow requirements for Electronic Plans Review. This will include formal discussions pertaining to how the implementation of Electronic Plans Review both internally and online, will impact your current configuration and changes necessary to facilitate Electronic Plans Review. CityView will provide the County an agenda for the data collection no later than 1 week before the scheduled onsite data collection. Items the County will need to consider Currently through CityView Portal, the County does not accept the submission of online Building or Planning Applications, and your current configuration is not efficient in facilitating these online services. Decisions will need to be made regarding changing your process to facilitate online applications. The pricing is based on the County accepting our best practices/recommendations and not requesting customizations to the software. Currently, in your permitting process, subpermits are not automatically added. This will pose a problem with online applications and will need to be discussed with the County. Our recommendation would be that the subpermits be automatically added based on the type of permit being applied for, thereby facilitating further steps in the online process. The County's use of submittal checklists in permitting is limited, hindering the ability to create a streamlined online process and making the Desktop process(for electronic plans review) more complex than it needs to be. Submittal checklists are important in ensuring the applicant is aware of the submittal requirements and internal staff can verify receipt of the required submittal items. Our recommendation would be for the County to consider changing the current configuration as a means to resolve the above problems would get solved through configuration, thereby limiting the need for customizations. If during onsite data collection it is determined that changing the current configured process is not a workable strategy, this can be addressed through a formal change order to replace some of the provisioned configuration time. The current Planning configuration poses some challenges as well. Currently the County has multiple Planning Types per application and separate Submittals per Planning Type. That means that you can have multiple, concurrent submittals going on.This configuration will need to be reviewed with the goal of having one submittal per application with just the combination of the appropriate checklist items. Any other business rules that are in place that are not conducive to a smooth online process with also need to be addressed. Activities Workflow—the existing workflows for Permitting and Planning will be evaluated to determine what new steps are required in order to facilitate the Electronic Plans Review process. This proposal assumes HARRIS CityView_Collier County, FL December 29, 2014 10 Packet Page-302- 2/24/2015 16.A.15. • 3. Implementation Services some changes to the existing workflow in order to make them more suitable for electronic plans review. No new workflows will be created. Business Rules - business rules will be created to facilitate the Electronic Plans Review process, i.e. rules that are needed to control when marked up documents get flattened and routed back to the applicant, rules that notify County staff of resubmitted documents, etc. Upon completion of the onsite data collection, further discussions, and decisions by the County, CityView will deliver a scope document for acceptance by the County of the work to be completed. Any additional customizations to the software that are determined will be quoted separately. Budget Validation The CityView Project Manager reviews any requirements that cannot be met with standard configuration and/or customization, that were not evident prior to this proposal. The CityView Project Manager also validates the estimates made as part of the proposal or as determined during implementation. CityView focuses on the assumptions made prior to the project and measures the design of the final solution against these assumptions. The next steps do not commence until sign off on Budget Validation and data collection occurs. This protects both parties against the risk of unclear expectations. Configuration CityView configures the workflow for Electronic Plans Review with the specifics identified during the data collection and agreed to with formal sign-off. There is no provision for letter configuration in this proposal. It is assumed that any letters required for the plans review process already exist and they won't be changed just because plans review is now being done electronically It is assumed that any corrections notices or other correspondence that might be needed to notify the applicant of changes that are required to their plans already exist in the environment and will be used, as is. No changes to existing letters are included. It is assumed that any other configuration such as fees, security, etc. will not be changing as a result of implementing Electronic Plans Review. Data Conversion Through our review and discussion with the County we have included for the conversion of the Sire "Active Review" document linkages, with the assumption that the files currently stored in the "Active Review" Cabinet folder will be moved to the CityView Document Repository. Customizations CityView creates any customizations identified during the data collection that are agreed to in the sign-off of the data collection materials or appropriate change orders if necessary. No customizations to the software have been included in the pricing. Any customizations will be quoted separately and approved through a formal change order. Validation Training This session provides users with the skills required to test and validate their CityView Electronic Plans Review solution prior to go-live. CityView will provide 2 days onsite validation training which assumes 1 day for Building Permit Applications and 1 day for Planning Applications. HARRIS CityView_Collier County, FL December 29, 2014 I 11 Packet Page -303- 2/24/2015 16.A.15. - 3. Implementation Services Validation Validation involves a review of all the work done to your setup environment including all configurations and customizations. The County starts acceptance testing using self-generated testing scenarios. Should the testing identify any defects, CityView provides in-scope fixes free of charge in parallel to, or immediately subsequent to, the acceptance testing. In Scope Refinements After all fixes deemed essential for go-live are provided and retested, the code is frozen and deployment commences. Provided the acceptance criteria have been met, the customer is asked to formally accept the delivered solution as ready for go-live. The configuration changes are then (remotely) installed at the customer site into the test environment. Final Environment After the final environment receives acceptance and client sign off for go-live the configuration changes are deployed to the production environment. User Training We are recommending a Train the Trainer approach for End User training. This includes 10 days onsite with a maximum class size of 10 students and will focus on the Electronic Plans Review processes. The Train the Trainer training will provide the County in house staff to acquire the knowledge and skills required to train all end users. By taking full advantage of such knowledge transfer and post Go-Live assistance, County Trainers can provide end users with One-on-One, Refresher, and Lab sessions. At the early stages of Go-Live, the Trainers, along with the Project Team members, can act as a frontline support and guidance to the end users. This training would focus on the changes to the workflow configurations that have been made to facilitate Electronic Plans Review, along with Training on the Bluebeam markup tools. The training will cover the workflow from start to finish and allow County staff to be able to then train the users on the new processes. Should the County wish more detailed Bluebeam training provide by Bluebeam staff, we can assist in coordinating and quoting the costs for this through a formal change order. Once the training is complete, County staff would be responsible for training the remaining users prior to go live. Go-Live The CityView Implementation Specialist will attend on-site for 3 days during go-live to provide go-live assistance in co-operation with County staff. HARRIS CityView_Collier County, FL December 29, 2014 12 Packet Page-304- 2/24/2015 16.A.15. 4. Cost Summary 4. Cost Summary The following represents a summary of the prices for the licensing and implementation of CityView PreBuilts for Property Information and Permits and Inspections using our Full Service Implementation model. Below is a detailed breakdown of these costs. This cost is valid for 30 days from the proposal due date. Cost Summary Software and Licenses $ 34,899 Implementation Services $ 68,475 Travel & expenses(Invoiced as incurred for 4 trips and 19 days $ 12,600 onsite) Total $ 115,974 Annual Fees Annual Software Maintenance due upon contract execution (all �.. T . software updates, unlimited support) in addition to the $ 8,565 County's current maintenance contract. (includes Bluebeam Enterprise Licensing—88 licenses© $5 each) The ASM provides: • All major and minor software upgrades to licensed software • Unlimited technical support • Unlimited access to the CityView FTP site • Unlimited access to the CityView Wiki KnowledgeShare • First line of support for Bluebeam Notes: • Travel is fixed price based on the following: o Trip 1 —Data Collection/Discovery(1 person trip -4 days onsite) = $2,700 o Trip 2—Validation Training(1 person trip—2 days onsite) = $2,100 o Trip 3—Train the Trainer(1 person trip— 10 days onsite)= $5,400 o Trip 4—Go Live(1 person trip—3 days onsite)= $2,400 • Bluebeam licenses provided include sixty-six(66) named Bluebeam Revu (Standard)and twenty-five (25) named Bluebeam Revu Extreme. The 66 named Bluebeam Revu Standard licenses are intended for those users involved in the review and markup of drawings that are not prepared in verifying and preparing the documents. The 25 named Bluebeam Revu Extreme licenses are intended for those users involved in verifying and preparing the drawings for review and flattening of the drawings upon review completion —Note: Bluebeam license costs are valid for 30 days from the date of this proposal ;`j. HARRIS CityView_Collier County, FL December 29, 2014 i 13 1 Packet Page-305- 2/24/2015 16.A.15. 4. Cost Summary Detailed Costs The following details the cost of our proposal for CityView Electronic Plans Review: Software Licensing Deliverables. Cost , ;: Payment Terms Software Licenses Include: CityView Electronic Plans Review 25 named Bluebeam Revu Extreme Licenses Invoiced on 66 named Bluebeam Revu Standard Licenses delivery of Software Licensing $39,899 the license CityView will: key • Send the licensing key for CityView Electronic Plans Review and notify Bluebeam of the purchase of Bluebeam licenses Sub-Total Licensing $39,899 Valued Customer Discount ($5,000) Total Licensing $34,899 Implementation Payment Services Deliverables Cost , _° _Terms Ongoing management of all implementation services provided by CityView staff, including but not limited to resource scheduling, invoicing, project Invoiced on Project meetings and overseeing of CityView deliverables. delivery of Quality Assurance throughout configuration and $12,705 Management/QA refinements. Should delays by the County occur the Scope Document and require additional project management, time may be billed at $165/hr. upon authorization by the County. Management of environment through PreBuilt merges, CityView upgrades etc. through the life of Invoiced the implementation. Includes up to 3 installs. Note: completion Environment Due to the extensive amount of configuration that $5,280 of Train the Management will need to be done in this project, the DEV Trainer environment will need to be hosted on the CityView training. servers during initial configuration. An Implementation Specialist with attend onsite for Invoiced on Data 4 days to review the requirements for Electronic delivery of Collection/Discovery Plans Review. Sign off of the scope document will $9,900 the Scope be required prior to commencing configuration. Document Hours include Data Collection prep and follow-up. Configure CityView and deliver any customizations Invoiced 30 Configuration in accordance with the approved Scope Document $14,520 days s following and any approved change orders. delivery 4v4 HARRIS CityView_Collier County, FL December 29, 2014 ; - _ 14 t Packet Page-306-�v 2/24/2015 16.A.15. 4. Cost Summary �-. into production Invoiced 30 Conversion of the Sire "Active Review" document days Data Conversion linkages, with the assumption that the files currently $1 980 following stored in the "Active Review" Cabinet folder will be delivery moved to the CityView Document Repository. into production Perform 2 days of validation Training (on site)to Invoiced on Validation and enable the County to validate the configuration. completion Refinements Gather validation feedback. Identify in-scope vs. out $9,240 of the of scope feedback. Implement any in-scope validation refinements arising out of the validation. training Invoiced on completion Onsite Training 10 days onsite end user training (Train the Trainer) $9,900 of the onsite training Invoiced on completion Go-Live Assistance Provide 3 days onsite go-live assistance $4,950 of the Go- Live Assistance Travel is a fixed cost based on: o Trip 1 -Data Collection/Discovery(1 person trip -4 days onsite)= $2,700 o Trip 2 -Validation Training (1 person trip-2 Invoiced on days onsite)= $2,100 completion Travel o Trip 3-Train the Trainer(1 person trip - 10 $12,600 of each days travel trip onsite)= $5,400 o Trip 4-Go Live(1 person trip-3 days onsite) $2,400 Total Services $81,075 � �� r tear p saP air Mandatory Annual Provides: Invoiced on Software • All major and minor software upgrades are subject completion Maintenance(to be to the same terms and conditions contained as 12- $5,500 of the added to current 5833 which was approved by the Board 16A8 and onsite maintenance dated 11/8/2011. training contract amount) HARRIS CityView_Collier County, FL December 29, 2014 15 Packet Page-307- 2/24/2015 16.A.15. . 4. Cost Summary Invoiced on receipt of Provide: the Annual Software • Provide documentation (via Bluebeam)to purchase order and Maintenance for download the Bluebeam Software from Bluebeam $2,625 Bluebeam Revu site. annually on the •first line of support for Bluebeam anniversary date of execution Invoiced on receipt of •Automatically releases registered computers that the have failed to communicate with our licensing purchase Enterprise Licensing server for 15 days. $440 order and for Bluebeam Revu • Provides a temporary 5% overage of the total annually on number of allowed installations the anniversary date of execution Summary of Investment Price Total Professional Services(not including travel &expenses) $68,475 Total Licensing $34,899 Travel & expenses(Invoiced as incurred for 4 trips and 14 days onsite) $12,600 Total Project $115,974 ■• • 4.1 Bluebeam Optional Licensing Annual Optional Licensing License Cost Maintenance Bluebeam Q(Server) $ 4,995 $ 1,099 Bluebeam Studio $ 9,995 $ 2,199 Bluebeam Enterprise licensing How does it work? An Enterprise license is a special license key of Bluebeam Revu designed to help manage computer turnover. It does two things: 1)Automatically releases registered computers that have failed to communicate with our licensing server for 15 days and 2) Provides a temporary 5% overage of the total number of allowed installations. in other words, once a machine takes up a seat by registering to an Enterprise license, it will periodically ping Bluebeam's Licensing Server to confirm that it is still active. If the machine fails to communicate with the server for a period of 15 days, it will automatically be released from the Enterprise license key, freeing up the seat to be registered to another machine. The 5% overage, or cushion, allows for the lag time between re- imaging workstations or releasing inactive seats. If you exceed the overage allowance, an "exceeded licenses" warning will appear, and further installations will be restricted. �1 •.tip give HARRIS CityView_Collier County, FL December 29, 2014 Packet Page-308- 2/24/2015 16.A.15. 4. Cost Summary i-� The benefit of Enterprise licensing is that there is no longer a need to manually uninstall or release seats from workstations that are being transferred, phased out or re-imaged.This Enterprise licensing option takes care of that for you, ensuring that your licensed seats are fully utilized. Plus, since it is managed with Bluebeam servers, there is no need to install or maintain anything locally. How do I know if I have used all of my licenses?Is there a charge for going over? A usage report will be provided to you each month. If you are over your seat allowance, we will alert you so that you can purchase additional seats or unregister licenses from computers. As there is a 5% overage allowance provided, additional seats of Bluebeam Revu can be purchased at any time and added to your license. All new seat purchases will be based on the then current pricing with prorated maintenance, including the Enterprise option. How do I qualify for Enterprise licensing? There are a few requirements for Enterprise licensing, which you must fulfill to qualify. First, Enterprise licenses are available to customers with 50 or more cumulative seats of Bluebeam Revu. Second, your licenses must be consolidated into a single license key by product. Third, annual maintenance must be current and maintained. Please note, Enterprise licenses are not intended for Citrix or other terminal server environments. How much does Enterprise licensing cost? The cost for an Enterprise license is an additional $5 per seat annually and is co-termed with your current maintenance date. HARRIS CityView_Collier County, FL December 29, 2014 - j 17 Packet Page-309-