HomeMy WebLinkAboutRESPONSE - RFP - 8167 VOLUNTEER MANAGEMENT APPLICATIONInformation contained in this proposal shall not be disclosed outside of your organization and shall not be duplicated, used, or disclosed in whole or in part,
for any purpose other than to evaluate this proposal. If a contract is awarded to this offer or as a result of or in connection with submission of the data
contained herein, you shall have the right to use or disclose the data to the extent provided in the contract. This restriction doesn’t limit your right to use
information contained in the data if it is obtained from another source without restriction. The data subject to this restriction comprise the whole of this
proposal.
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City of Fort Collins
8167 Volunteer Management Application
Monday, October 05, 2015
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Monday, October 05, 2015
City of Fort Collins Purchasing Division
215 North Mason Street
Fort Collins, CO 80524
We are pleased to submit this proposal in response to your request for proposal. At Squarei we consistently meet project
budgets and timelines and we encourage you to call our references - we are very proud of our partnerships with our
customers.
Squarei provides consulting services for the design, development and deployment of cost effective business applications.
Our services range from systems analysis to the complete development / deployment cycle. Our major practice areas are
cloud based web applications, database design, and interactive web applications using Web 2.0 and .Net technologies. We
have the expertise and use time-tested methodologies and design guidelines to ensure the solutions we provide are
maintainable, scalable, and delivered on time and within budget.
Our Major Goals Are:
• Develop and deliver a comprehensive Volunteer Management Application that meets the needs and requirements
of your departments and programs.
• Complete a design that is reliable, scalable, and flexible allowing for future additions.
• Exceed the expectations defined in this proposal and create an exceptional working relationship with your
organization.
• Use standards based development and widely accepted development techniques.
Also, we understand you may be receiving proposals offering very different approaches sometimes making comparison
difficult. Some inevitably will have lower cost estimates. The solution suggested here is flexible and very scalable but can
be adjusted to meet budgetary constraints. Our proposal is intended to provide a cost estimate for a complete solution
based on extensive experience.
This is an excellent opportunity for Squarei Technologies and we are very excited about your project. If you have any
questions or if I can explain any aspect of the proposal please call 970-377-0077. We look forward to hearing from you.
Sincerely,
Kent Bejcek
kent@squarei.com
970-377-0077
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Table of Contents
SCOPE OF PROPOSAL ........................................................................................................................................................... 4
VENDOR COMPLIANCE .................................................................................................................................................................. 4
SPECIFICATION.............................................................................................................................................................................
5
ASSIGNED PERSONNEL ........................................................................................................................................................ 5
BACKGROUND .............................................................................................................................................................................
5
LOCATION...................................................................................................................................................................................
5
ORGANIZATIONAL CHART .............................................................................................................................................................. 6
PROJECT TEAM PROFESSIONAL PROFILES .......................................................................................................................................... 7
AVAILABILITY ..................................................................................................................................................................... 13
APPROACH ...............................................................................................................................................................................
13
ANNUAL MAINTENANCE AND SUPPORT .......................................................................................................................................... 13
ANTICIPATED SCHEDULE .............................................................................................................................................................. 14
SUSTAINABILITY ................................................................................................................................................................ 15
COST ..................................................................................................................................................................................
16
IMPLEMENTATION COST .............................................................................................................................................................. 16
DATA IMPORT / CONVERSION....................................................................................................................................................... 16
SUPPORT & ONGOING COSTS ....................................................................................................................................................... 16
FIRM CAPABILITY ............................................................................................................................................................... 17
QUALIFICATIONS ........................................................................................................................................................................
17
DEMONSTRATED EXPERIENCE ....................................................................................................................................................... 17
ADDENDUM 1: WORK PLAN .............................................................................................................................................. 20
ADDENDUM 2: REFERENCES .............................................................................................................................................. 22
ADDENDUM 3: TESTIMONIALS .......................................................................................................................................... 23
ADDENDUM 4: ARCHITECTURE AND DEVELOPMENT PHILOSOPHY .................................................................................... 24
ADDENDUM 5: PROJECT MANAGEMENT TOOLS & PROCESS ............................................................................................. 25
ADDENDUM 6: TERMS AND BILLABLE ACTIVITIES .............................................................................................................. 28
ADDENDUM 7: SOFTWARE SUPPORT AGREEMENT ........................................................................................................... 30
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Scope of Proposal
Vendor Compliance
Squarei Technologies maintains the required level of insurance and can make the certificate available upon
request.
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Specification
Our response to section B. VOLUNTEER MANAGEMENT APPLICATION SPECIFICATION is contained in the
attached Microsoft Excel sheet “Squarei_VolunteerManagementApplicationSpreadsheet_RFP8167.xlxs”.
Please note we have responded in the ‘COMPLY Y/N?’ column with the following:
• Y-Yes: Offero complies with the Application Feature
• N-No: Offero does not comply with the Application Feature
• P-Partial: Offero partially complies with the Application Feature
• T-To Be Added: You can consider this item a Yes. Offero does not currently comply but the Application
Feature will be added as a part of our implementation fee.
Assigned Personnel
Background
Squarei Technologies, Inc. was founded in 1996. We provide cost effective, user friendly application and design
solutions ranging from interactive internet applications to database driven business process and information
tracking systems. Our areas of expertise include cloud based web application, mobile applications, content
management systems, project management solutions, business process automation, database driven
applications, websites, customized e-mail generation, and customer service tracking all in order to increase your
revenues and add value.
Our customer-centered approach, ability to listen and a wealth of experience in custom software development
are what make us different. We work with you to determine your needs, establish your goals and offer a
strategy that is rooted in your unique business, not just technology. Years of industry experience allow us to
implement the best possible technology solutions as determined by your business requirements.
We believe that every project must begin with a total understanding of the project purpose and goals. We
develop software applications using industry standard technologies, techniques and architecture, planning for
future development and scalability as business needs dictate.
Location
Fort Collins, Colorado – Headquarters
1315 Oakridge Drive
Fort Collins, CO 80525
Office: 970-377-0077
Fax: 970-377-8488
Website: www.squarei.com
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Organizational Chart
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Project Team Professional Profiles
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Availability
Approach
In the fall of 2012 Squarei Technologies contracted with the City of Fort Collins Natural Areas (CFCNA)
department to build a volunteer management system. The solution was released in the spring of 2013 and has
been an overwhelming success since release. During the past year and a half we have made enhancements for
the department as well as worked to build the product into a commercially viable solution. The system
developed for CFCNA was originally branded as NatureTracker. In September of 2015 we rebranded the
software as Offero.
As evidenced in our attached spreadsheet response the Offero solution already meets a great deal of the
requirements outlined in Section B – VOLUNTEER MANAGEMENT APPLICATION SPECIFICATIONS. It does not
meet all of the functional requirements and our intention is to enhance the Offero application to meet or
exceed the majority of your specified requirements through a nine month application development process.
In order to meet your specification we will work with the City of Fort Collins (CFC) team to deliver a world class
Volunteer Management System based on the latest Microsoft Azure cloud technologies. While this approach
does not meet the proposed timeline in your RFP it will deliver the most comprehensive and cost effective
solution available.
The final delivery model will be as a Software as a Service (SAAS) solution. This means you own all of your data
and can request it at any time. It is very much like using any of the thousands of SAAS solutions available today
such as SalesForce.com, GoToMeeting, Constant Contact, Workday, etc.
One thing of particular note regarding our approach. There are no per user fees so you will not have to worry
about managing licenses or escalating costs as your programs expand. Our ongoing maintenance and support
agreement fee covers all types of City of Fort Collins users.
See Addendums for an explanation of how we execute the software development portion of the project.
Annual Maintenance and Support
See Addendum 7: Software Support Agreement
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Anticipated Schedule
The proposed timeline is based on the currently defined scope. It is difficult if not impossible to create an
accurate schedule at this point in the project. The projected timeline is shown in weeks from Contract Singing.
Milestone Projected
Timeline (weeks)
Contract Signed TBD
Project Kickoff Meeting 1
Systems Analysis, Specification Refinement 2
Conceptual Review 1
Development Phase 1 4
Development Phase 2 4
Development Phase 3 4
Development Phase 4 4
Alpha Release 1 2
Development Phase 5 2
Alpha Release 2 2
Testing and Refinements 2
Beta Release 2
Training 1
Testing Refinements 4
Production Release Weeks from Contract Signing: 36
If there are significant revisions to the scope of the project the timeline will be adjusted via work orders.
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Sustainability
We recognize our services go beyond delivering world class technical solutions. As a corporate citizen with a
major presence in the regions we serve, we take seriously the role we play in the region’s economic
development and the importance of ensuring that all benefit from that growth. We are dedicated to meeting
the needs of our customers and partners while giving back to the communities we serve and protecting the
environment.
Environment
Environmental responsibility is the core aspect of our sustainability program. Squarei’s sustainability policy
expresses our commitment to taking care of the long-term economic, social and environmental health of our
company and the communities in which we operate. The place we can most effectively take action is through
the use of cloud solutions as our primary delivery model. Cloud computing is an actionable mechanism where
we can help our customers contribute serious savings related to electricity and water.
Our objective is to gain measurable improvements regarding sustainable development. This is achieved by
developing approaches for reducing the environmental impact of software assets, reducing the impact of
hardware through software (cloud computing), and seeking new applications for other green industries. The
concrete deliverables are tools and paradigms that help our developers estimate the impact of the design
choices but also new architectural and algorithmic patterns.
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Cost
The cost is based on the currently defined scope. Any revisions to the scope of the project will require an
adjustment to the cost via work orders.
Implementation Cost
Description Cost
Development & Implementation Services $92,000
On site Administrator Training, Department Setup $8,000
Active volunteer user subscriptions $0
Volunteer Manager Subscriptions $0
Volunteer Services Program Coordinator $0
Registration System for Public $0
Total $100,000
Data Import / Conversion
$125/hour
Support & Ongoing Costs
In order to be successful over time the web application must be regularly monitored and maintained. See
Addendum 7 for a sample of our comprehensive support agreement.
Support Costs Cost
See Software Licensing, Support, & Maintenance Agreement (Cost per Month) $3,000
TOTAL PER YEAR $36,000
Hourly rate for enhancements - $125 (valid for 3 years from contract signing as long as support agreement is in
affect).
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Firm Capability
Qualifications
Our staff has been designated as professionals in the field through certification and long term commitments to
the technology community both locally and nationally. We have renowned software architects and developers
on staff having developed over 80 highly complex systems in the past 19 years. See addendum for professional
profiles.
Demonstrated Experience
Squarei Technologies has significant demonstrated experience with projects similar in nature to the proposed
applications. Over the past nineteen years we have completed over two-hundred projects. From these we have
selected several projects that demonstrate our capabilities as they relate specifically to your project.
Project 1
NatureTracker.FCGov.com – Web Application and Cloud Solution
natureTracker.FCGov.com – Demo available on request
Description
Before NatureTracker the City of Fort Collins Natural Areas Department (NAD) was using 4 different
antiquated systems as well as numerous spreadsheets; this was not only inefficient for staff but a frustrating
experience for the public. The primary goal with the development of the new website and mobile application
was to give the public an easy way to find and sign up for activities. NatureTracker also allows users to keep
track of and provide feedback on activities developed by the NAD staff. Furthermore, NAD staff needed a
way to effectively manage the 500+ volunteers that help with the activities annually.
The NAD had been struggling with systems that made getting things done efficiently next to impossible for
years. Squarei and NAD staff prioritized the list of items that would be included in the first phase of
development.
As with most projects, this project called for Squarei engineers to select a technology and architecture that
would best meet the needs of the NAD today and in the future. With a limited budget and aggressive
timeline the project was broken into development sprints allowing teams to constantly be working on some
aspect of the project.
The new NatureTracker.fcgov.com application was developed over the course of nine months and was
delivered on-time and within budget. The application was delivered at an accelerated schedule to meet the
seasonal demand of the NAD. Data conversion was completed from 3 legacy systems into the new system to
ensure almost no downtime (3 days). The new application allows the staff to work smarter with the same
resources.
Technologies
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HTML 5.0, AJAX, XML, XSLT, CSS, JavaScript, .Net Framework 5.0, Object Oriented Architecture, Model
View Controller, Web Services, Microsoft Azure, SQL Azure, C#, LINQ, Mobile Design & Development,
GitHub, Active Reports.
Contacts
Zoë Shark - Community Relations Manager
City of Fort Collins - Natural Areas Department
Fort Collins, CO
970-221-6311
Project 2
Colorado State University – College of Veterinary & Biomedical Sciences
VetPoint Medical Records System
Description
Colorado State University – College of Veterinary & Biomedical Sciences (CVMBS) engaged Squarei
Technologies to work with their development team in the design and development of a mobile
enabled version of their VetPoint Electronic Medical Records system. The system was originally
developed using Microsoft Windows technology and Squarei engineers redesigned the user interface
and navigation to support a myriad of web enabled mobile devices thereby allowing CVMBS clinical
staff the ability to seamlessly use mobile devices.
Squarei engineers worked with CVMBS’s highly complex infrastructure to build a secure application
that meets the high availability demands and complex business requirements.
Technologies
HTML 5.0, Responsive Design, CSS, JavaScript, .Net Framework, AJAX, Object Oriented Architecture,
Mobile Application, Model/View/Controller Pattern, Web Services, SQL Server, Team Foundation
server, C#, Data Dynamics Active Reports.
Contacts
Thom Hadley – Chief Business Officer
Colorado State University – College of Veterinary & Biomedical Sciences
Fort Collins, CO
Thomas.Hadley@colostate.edu
970-491-5618
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Project 3
The Group Inc., Real Estate – Cloud based Real Estate Transaction
Management System
thegroup.corepath.com – Demo available on request
Description
Squarei Technologies and The Group Inc (TGI) entered into a business partnership in 2014 to develop a
real estate transaction management system. TGI was using three disparate systems to manage and
track their transactions. The existing systems were very cumbersome requiring several layers of
duplicate entry and performance was slowly deteriorating. The plan called for Squarei analysts and
engineers to work closely with a small team of power users from TGI to finalize the detailed
requirements and create a new system.
The new cloud based web application (CorePath) was built from the ground up in just over twelve
months. We converted records from two highly complex legacy system into one new comprehensive
system. The system now supports several hundred TGI realtors, over sixty high volume TGI
administrators, and over two thousand third party users.
Since CorePath was launched in May of 2015 TGI has experienced a twenty plus percent increase in
productivity. CorePath has been extremely well received and we continue to enhance and adjust the
application in order to add value for their realtors and home buyers.
Technologies
HTML 5.0, AJAX, XML, XSLT, CSS, JavaScript, .Net Framework 5.0, Object Oriented Architecture, Model
View Controller, Web Services, Microsoft Azure, SQL Azure, C#, LINQ, Mobile Design & Development,
GitHub, SmartAdmin, BootStrap, Active Reports.
Contacts
Susan Orth – Managing Broker/Partner
The Group Inc., Real Estate
375 E Horsetooth Rd
Fort Collins, CO 80525
sorth@thegroupinc.com
970-377-6002
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Addendum 1: Work Plan
Services will include the following:
• Project Kickoff Meeting
a. Introduction of project teams
b. Role definitions
c. Identify key contact points
d. Discussion
i. Initiative Goals and Objectives Analysis
ii. Systems Analysis and Design (Discovery)
iii. Content Inventory & Functional Requirements
• Conceptual Review and Requirements Analysis
a. We will work with your staff to ensure we fully understand all of the requirements and will
present designs and the functional elements for review and approval. After the design is
accepted, prototypes of the primary web pages will be developed to ensure that all content,
fields and functionality are present and their usability is addressed. During this stage your
staff will have the opportunity to refine requirements as well as address any navigation or
process flow issues. Upon acceptance, development of working applications and web pages
will begin using the prototypes as the final requirements documentation in conjunction with
any supporting written materials or diagrams.
b. Define requirements with project and user team to develop and implement a standard user-
friendly interface.
c. Define set of tools for user interface (MVC/AJAX/HTML5/etc.).
d. Develop and implement regular exception and tracking reports.
• Development
a. Our development methodology calls for putting discreet units of software in front of our
clients as soon as possible and at regularly scheduled intervals.
b. Process Steps
i. Mockup user interface
ii. Mockup review and adjustments
iii. Database design
iv. Application coding and development
v. Alpha Release
vi. Iterate over steps i v until functionally complete
vii. Adjustments and Systems Testing
viii. Beta Release
ix. Adjustments and Testing
x. Production Release
• Project Management
a. Assignment of a dedicated project manager
b. We will establish regular project management meetings and throughout the project will
meet and deliver project status reports.
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c. Project management includes the following activities: Project meetings with client and
Squarei staff, project meetings between Squarei staff members, project reviews, budget
planning and review, design reviews, development reviews, after action reviews, project
portal configuration and management, 3rd party product evaluation, communications,
meeting documentation.
• Project Closeout Meeting
a. A closeout meeting is held to formally closeout the project with the team.
b. Identify the roles of responsibility for ongoing maintenance
c. Identify future work
d. Capture “lessons learned”
• On-going Maintenance and Support
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Addendum 2: References
Katie Zwetzig – Verified Volunteers
Executive Director
Fort Collins, CO
kzwetzig@verifiedvolunteers.com.com
http://www. verifiedvolunteers.com/
Office: 970-232-3550
Zoë Shark – City of Fort Collins Natural Areas
Community Relations Manager
P.O. Box 580
Fort Collins, CO 80522
zshark@fcgov.com
https://naturetracker.fcgov.com/
Office: 970-221-6311
Susan Orth – The Group Inc., Real Estate
Managing Broker/Partner
375 E Horsetooth Rd
Fort Collins, Colorado 80525
970-223-0700
sorth@thegroupinc.com
http://www.thegroupinc.com/
Office: 970-223-0700
Greg Eslick – Director of Rapid Technologies
Colorado State University - Morgan Library
Fort Collins, CO 80523
greg.eslick@colostate.edu
http://rapidill.org/
Office: 970-491-6578
Mobile: 970-691-8640
Tom Hadley – Director / Chief Business Officer
Colorado State University - College of Veterinary Medicine
Fort Collins, CO 80523
http://csu-cvmbs.colostate.edu/
thomas.hadley@colostate.edu
Office: 970-491-5618
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Addendum 3: Testimonials
Squarei was a pleasure to work with! They learned how our organization operates, learned our lingo and
created a computer application that is tailored specifically for us. They even thought of better ways to do things
and found ways to add features that we hadn’t even thought of in the beginning.
Zoë Shark
City of Fort Collins Natural Areas Department
Squarei delivers! Not only do they deliver during the software development process but I am truly amazed at
how quickly they respond to questions and address support issues. Squarei's wonderful service is what any
company should strive towards…
Susan Orth
The Group Inc., Real Estate
Squarei has been an excellent development partner. They have listened carefully to our needs; communicated
concepts in a clear, unambiguous manner; delivered interim builds in a timely manner; and they have been
exceptionally responsive to troubleshooting during the roll-out phase of a new product.
Ken Blehm
College of Veterinarian & Biomedical Sciences
Associate Dean for Academic and Student Affairs
Colorado State University
I have worked with many IT programming groups, both on staff and outsourced. Squarei is the most responsive
and comprehensive of all. They continually go above and beyond what we request of them in the work they
deliver. Additionally, they are responsible about meeting deadlines and fully engaged in the development of
the project. I have recommended them in the past and would continue to in the future.
James Hall
Deputy Program Manager
KeyPoint Government Solutions
The staff at Squarei was quick to understand the subtleties of our profession and was therefore able to design
and implement difficult quantitative applications within the software that we needed. It was exciting to see 20
years of data become truly useful again to better understand ecological trends.
Mindy Wheeler
Wheeler Ecological Services
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Addendum 4: Architecture and Development Philosophy
Squarei realizes there is more to programming a successful application than simple code. Equipped
with the knowledge to leverage existing components, architectures, and frameworks Squarei is able to
create eloquent solutions that are easily extended and maintained.
Squarei employs layered n-tier architecture principles when creating applications to solve most
business requirements. In its simplest form, an n-tier application applies three high level components:
Presentation (UI), Business Logic, and Data Access. Each component can reside within the same
application instance, across application domains, or even across different networks. Separation of
components solves many application design issues such as scalability, security, and stability. A layered
architecture spans the full spectrum of development disciplines allowing developers with all skills to
effectively contribute to the application.
Presentation (UI) Tier
Presentation logic includes the interfaces an end user interacts with. Such interfaces can include
ASP.NET Web Forms, Model View Controller, HTML5, AJAX and JavaScript. In addition to page layout
logic, coding for user input validation, navigation, UI events such as clicks, and business tier coupling
exists. Business process logic and all data access logic exist in their respective tier.
Business Logic Tier
This tier is where the brains of the application reside. Some of the components within this tier are
business rules, processes, and detailed calculation. The business tier reside separately from any UI
logic allowing for different user interface constructs to utilize the same set of business logic.
Data Access Tier
Data access is a layer of application logic that provides persistence to the backend data store. All CRUD
(Create Read Update Delete) operations are contained within the Data Access Tier. When designed
properly, this tier can communicate with different data stores such as SQL Server, Oracle, and file
storage.
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Addendum 5: Project Management Tools & Process
Squarei Technologies believes that strong and effective project management is the key to successful
projects. We’ve invested a lot into our project management staff, tools and process to ensure that the
deliverables are successfully delivered on time and on budget. We have managed projects across the
country from Colorado to Boston. All of our projects leverage the following project management tools
and processes:
Dedicated Project Manager
Each project we will have a dedicated project manager who will serve as the single point of contact. To
the greatest extent possible we will maintain a single project manager for all ongoing projects.
Project Status Reports
All projects are managed through a single Collaboration Portal and status reports are sent to the entire
team that clearly describe recent deliverables, upcoming action items and activities as well as the
status of both the timeline and budget.
Web Conferencing
Even though in-person meetings are important, for quick discussions and brainstorming sessions, we
sometimes rely upon our online conferencing tool for quick project discussions. The tools
(GoToMeeting or GoToMyPC) allow for remote meetings, file sharing, video, notes and online
collaboration.
Project Methodology
Squarei Technologies is a strong believer in establishing a solid blueprint for each project based on
research, time and people constraints, and economics. The following describes our strategic process
for mid to large web development projects.
Strategic Blueprint
Requirements analysis focuses on obtaining the information necessary to develop the strategy for
designing and developing new websites. Following the project kickoff meeting, we meet with key
stakeholders to define and outline the goals, objectives and success metrics. Subsequent meetings will
help define and plan the content and functionality requirements. This information is used as the
foundation to plan the site architecture, measurement strategy and functional requirements.
Objectives
• Define how the project will support your objectives and goals.
• Specify the needs of your audiences including staff, constituents, and partner organizations and
departments.
• Define the content needed.
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• Determine if a content management system is needed.
• Define and prioritize functionality.
• Define the measurable success metrics of the project.
• Define the relationships between key content.
• Confirm the budget, timeline and scope.
Key Activities & Deliverables
• Project Kickoff Meeting
• Initiative Goals and Objectives Analysis
• Systems Analysis and Design (Discovery)
• Content Inventory & Functional Requirements
• Project Plan
Project Closeout Meeting
A closeout meeting is held to formally closeout the project with the team. It will also identify the roles
of responsibility for ongoing maintenance or future work, and capture “lessons learned” for future
projects. It should be a celebration of a job well done with all team members.
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Web Measurement Strategy
It is critical to build a measurement plan into the early stages of developing new sites. Squarei typically
recommends a measurement strategy early in the project to define the key performance indicators.
This approach ensures the new sites are built for analysis as we plan the interface architecture and
perform site development.
Measurement Approach & Objectives
Our measurement approach is based on the following principles:
• Identify Objectives - Key objectives defined in the business analysis will serve as the foundation
for the measurement planning.
• Define Key Performance Indicators - Key Performance Indicators (KPIs) represent metrics that
align with your objectives. KPIs are identified based on your goals and user requirements.
Key Activities & Deliverables
• Analytics Review
• Measurement Plan
Information Architecture
Information architecture refers to the organization of a website’s structure and content, the labeling
and categorization of information and the design of navigation. The information architecture, when
combined with the creative interface design, provides an organization with a meaningful
representation of the new website.
Objectives
• Define the top level structure and organization of the site.
• Define the proposed navigational structure.
• Develop a persuasive site architecture which effectively moves users through the key tasks.
• Define key wireframes (diagrams) which describe layouts and demonstrate the relationship
between content on pages.
• Define the interaction design for any application functionality (ex. End user creating an
Account).
Key Activities & Deliverables
• Site Map Review, Wireframe Review
• Navigation Standards
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Addendum 6: Terms and Billable Activities
Project Management
Project Management consists of four key life cycles: Initiation, Planning, Execution and Closure. Key activities
included in project management are:
Initiation: Develop a Business Case or Feasibility Study, Project Meeting, Perform Phase Review
Planning: Create a Project Plan, Create a Resource Plan, Create a Quality Plan, Create a Risk Plan,
Create an Acceptance Plan, Create a Communications Plan, Create a Statement of Work, Create a
Work Order (Change Request), and Perform Phase Review
Execution: Build Deliverables, Monitor and Control, Perform Phase Review
Closure: Perform Project Closure, After Action Review
Typical Activities: Project meetings with client and Squarei staff, project meetings between Squarei staff
members, project reviews, budget planning and review, design reviews, development reviews, after action
reviews, project portal configuration and management, 3rd party product evaluation, communications,
meeting documentation, project status reporting.
Systems Analysis
Domain Analysis: Investigating the ‘domain’ of the software, gather requirements from subject matter
experts and understanding what is being said by these people.
Typical Activities: Requirements gathering, definition of scope, diagramming, use case definition,
usability requirements definition, scalability requirements gathering, research, data analysis, review &
planning competitive analysis, comparative analysis.
Design
Website and Software Design: The process of conceptualizing, planning, modeling, and executing
delivery of content and functionality. Typically, graphic design is a key component of website and
software design but it is important to consider and evaluate design for accessibility.
Typical Activities: Graphic design, mockups, review & planning, persona development, navigation
development, comparative analysis, research, creative brainstorming, meetings.
Programming/Development
Coding: Developing the application code, objects, database structures, web services, etc.
Testing: Building unit tests, testing functional units, systems testing.
Maintenance: Maintaining and enhancing software to cope with newly discovered problems or new
requirements.
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Typical Activities: Software development, report development, review & planning, coding, test
harness development, testing, review, research, installation/setup, release planning/deliver,
documentation.
System Architecture
System architecture: Systems architecture refers to an abstract representation of that system.
Architecture is concerned with making sure the software system will meet the requirements of the
product, as well as ensuring that future requirements can be addressed. The architecture step also
addresses interfaces between the software system and other software products, as well as the
underlying hardware or the host operating system. In addition, certain high level fundamentals
defined in Programming/Development are included as software architecture.
Typical Activities: Information architecture design, research, use case evaluation, planning, patterns
and practices mapping, diagramming, object modeling, database design and planning, code template
development, review & planning, communications framework development, 3rd party tools testing.
Copywriting / Content Development
Copywriting / Content Development: The art of creating meaning through words
Typical Activities: Writing, editing, research, persona development, review and planning, typography
evaluation, layout.
System Setup and Configuration
System Setup and Configuration: The process of setting up and configuring different environments for
testing and ongoing development.
Typical Activities: Software installation, system troubleshooting, research, etc.
Support
Support: Systems support traditionally becomes active after a system has been released to the
production environment. Support includes work items related to transaction analysis, troubleshooting,
small bug fixes, system configuration, research and ongoing help/training.
Typical Activities: Phone support, data analysis, functional troubleshooting, database optimization,
maintenance, etc.
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Addendum 7: Software Support Agreement
The following is a Software Support Agreement between _________________________. (‘Client’) and Squarei
Technologies (‘Squarei’). The term 'Software' as used in this agreement means: __________________________.
1. SUPPORT
Squarei will establish and maintain an organization and process to provide support for the Software to Client.
Support shall include (i) diagnosis of problems or performance deficiencies of the Software and (ii) a resolution
of the problem or performance deficiencies of the Software. Squarei will provide telephone software support on
a business day basis. Business day is defined as 9:00 AM through 5:00 PM mountain standard time, excluding
holidays and weekends.
Squarei will use its best efforts to cure, as described below, reported and reproducible errors in the Software.
Squarei utilizes the following four (4) severity levels to categorize reported problems:
SEVERITY 1 CRITICAL BUSINESS IMPACT
The impact of the reported deficiency is such that the Client is unable to either use the Software or reasonably
continue work using the Software. Squarei will commence work on resolving the deficiency within two (2) hours
of notification and will engage staff during business hours until an acceptable resolution is achieved.
SEVERITY 2 SIGNIFICANT BUSINESS IMPACT
Important features of the Software are not working properly and there are no acceptable, alternative solutions.
While other areas of the Software are not impacted, the reported deficiency has created a significant, negative
impact on the Client's productivity or service level. Squarei will commence work on resolving the deficiency
within four (4) hours of notification and will engage staff during business hours until an acceptable resolution is
achieved.
SEVERITY 3 SOME BUSINESS IMPACT
Important features of the Software are unavailable, but an alternative solution is available or non-essential
features of the Software are unavailable with no alternative solution. The Client impact is minimal loss of
operational functionality. Squarei will commence work on resolving the deficiency within two (2) business day of
notification and will engage staff during business hours until an acceptable resolution is achieved.
SEVERITY 4 MINIMAL BUSINESS IMPACT
Client submits a Software information request, software enhancement or documentation clarification which has
no operational impact. The implementation or use of the Software by the Client is continuing and there is no
negative impact on productivity. Squarei will provide an initial response regarding the request within one (1)
business week.
This agreement is not intended as a consulting agreement for Client services. With respect to severity one (1)
reported deficiencies, Squarei may, with the concurrence of the Client, elect to send senior support or
development staff to the Client location to accelerate problem resolution. Client will be responsible for the costs
associated with this escalated problem resolution and agrees to pay reasonable travel and lodging expenses in
addition to Squarei's standard consulting rates. Travel time will be charged at consulting rates.
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2. DEVELOPMENT & TEST ENVIRONMENTS
During the term of this agreement, Squarei will maintain the appropriate development and test environments
thereby allowing Squarei engineers to quickly respond to issues, test, troubleshoot, and ramp into project
development or enhancements when required. These environments are typically maintained on Squarei
hardware.
3. SOFTWARE SUPPORT & MAINTENANCE
During the term of this agreement, Squarei will provide the Client with patches, updates, releases and new
versions of the Software along with other generally available technical material. Systems support and
maintenance become active after a system has been released to the production environment. All patches,
updates, release and new versions shall be subject to any license agreement related to the Software. Support
and maintenance include:
1. Patches due to changes to the current operating system.
2. Patches due to changes in the current core development framework (.Net, MVC, Entity Framework,
JavaScript).
3. Troubleshooting issues with data in the production application.
4. Troubleshooting issues with bugs in the production application.
5. Monthly performance monitoring and reporting.
6. System configuration.
7. Database administration and maintenance activities (ex. re-build indexes, update statistics, managing
archives).
8. Maintaining test and development software support environments.
9. Maintaining and licensing all software required by the application development process.
4. ENHANCEMENTS & OTHER SERVICES
Enhancements and other services are not included as a part of this agreement. The agreement does however,
establish enhancement pricing at $125/hour for one year from the date of the Software Support Agreement.
Enhancements and other services include:
1. Adjustments to production application functionality
2. Training
3. Development of new features
4. Development of new reports
5. Design adjustments
6. Data structure modifications
7. Data migration
8. Data conversion
9. Systems analysis
10. Requirements planning
11. Additional documentation
12. Migration to new hardware
13. Migration to new hosting provider
14. Adjustments required to move to new hosting provider
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5. WARRANTY
Squarei will undertake all reasonable efforts to provide technical assistance under this agreement and to rectify
or provide solutions to problems where the Software does not function as agreed to or as described in the
Software documentation. This agreement is only applicable to Squarei Software running under the certified
environments specified in the release notes for that product. Squarei will provide the Client with substantially
the same level of service throughout the term of this agreement. Squarei may from time to time, however,
discontinue Software products or versions and stop supporting Software products or versions one year after
discontinuance, or otherwise discontinue any support service. THE FOLLOWING WARRANTY IS IN LIEU OF ALL
OTHER WARRANTIES, CONDITIONS OR PROMISES TO CLIENT OR ANY THIRD PARTY, EXPRESS OR IMPLIED,
INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, OR
ARISING BY STATUE, LAW, COURSE OF DEALING, CUSTOM AND PRACTICE OR TRADE USAGE EXCEPT AS
PROVIDED ABOVE, THE SERVICES AND MAINTENANCE ARE PROVIDES 'AS IS'. Squarei is not liable for incidental,
special or consequential damages for any reason (including loss of data or other business or property damage),
even if foreseeable or if Client has advised of such a claim. Squarei's liability shall not exceed the fees that Client
has paid under this agreement. Client agrees that the pricing for the services would be substantially higher but
for these limitations.
6. TERM
The support agreement goes into effect as of the production release of the software application. This agreement
shall start on the date stated in the ‘Contract Terms’ below. This agreement shall run for a period of one (1) year
from the Effective Date and shall automatically renew for consecutive one (1) year periods unless either party
provides written notice of termination within sixty (60) days prior to the anniversary date of the Effective Date.
Payment for each renewal term shall be due on the renewal date at the current rates for support of the
Software. This agreement may be terminated for non-payment or material breach. Fees paid or due are non-
refundable unless Squarei has materially breached this agreement and has failed to cure the breach after 30
days written notice.
7. GENERAL
a. Each party acknowledges that it has read this Agreement; they understand the agreement and agree to
be bound by its terms. Further, both parties agree that this is the complete and exclusive statement of
the Agreement between the parties, which supersedes and merges all prior proposals, understandings
and all other agreements, oral and written, between the parties relating to this Agreement. This
Agreement may not be modified or altered except by written instrument duly executed by both parties.
The Software and the use thereof are subject to the license agreement related to the Software.
b. Times by which Squarei will perform under this agreement shall be postponed automatically to the
extent that we are prevented from meeting them by causes beyond reasonable control.
c. This agreement and performance hereunder shall be governed by the laws of the State of Colorado.
Venue shall be in Larimer County, Colorado.
d. No action, regardless of form, arising out of this Agreement may be brought by Client more than one (1)
year after the cause of action has arisen.
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e. If any provision of this Agreement is invalid under any applicable statute or rule of law, it is to that
extent, deemed to be omitted.
f. The prevailing party in any action related to this agreement shall have the right to recover its reasonable
expenses including attorney's fees.
8. FEES & SCHEDULE
Squarei will provide software support services on an annual basis. An annual review of this agreement will be
performed and the appropriate contractual adjustments will be made.
Client will pay to Squarei a Support fee of $_____________ per month or $________________ per year.
9. CONTRACT TERMS
In the event of purchaser cancellation of this assignment, purchaser shall pay for expenses and work completed
as of the cancellation date. This software support agreement is entered into on this ____ Day of
___________________, in the State of Colorado.
X X
Kent Bejcek
President/CEO
Squarei Technologies Inc