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SystemmatesProjectmates Construction Program Management Software 412d4fra RFP Response PREPARED FOR City of la Quinta CA RFP for Project Management System Prepared By: Heather Cline phone 1 214.217.4100 ext 113 cell 1 469.895.9800 email 1 heather.cline@systemates.com Systemates, Inc. 2435 N. Central Expy, Suite 640 Richardson, Texas 75080 website 1 www.projectmates.com Proposal Issued: Aug 16, 2024 Projectmates Systemates, Inc. Contents Cover Letter 1 Executive Summary 2 Systemates Background, Qualifications and Experience 4 Unique Qualities 4 References 6 Scope of Services 8 Complete Pricing List (or Fee Schedule) 16 List of Complementary Services Offered by Proposer along with Corresponding Prices 18 Setup and Training Options/Procedure 19 Integration Services/Options 21 Disclosures 22 Acknowledgement of Insurance Requirements (Attachment 2) 23 Non -Collusion Affidavit (Attachment 3) 24 Acknowledgement of Addenda (Attachment 4) 25 Agreement for Contract Services — Clarifications Needed 26 Projectmates Systemates, Inc. Cover Letter Aug 15, 2024 Carley Escarrega (cescarrega@LaQuintaCA.gov) RE: RFP for Project Management Software Dear Carley, Systemates is pleased to offer City of La Quinta CA the following information for a project management software solution. Having worked with City of Waco (TX), City of Yuma (AZ) and City of Aurora (CO) among many other municipalities, we believe a partnership with Systemates and the use of our software, Projectmates, will deliver The City of La Quinta a similar positive impact on your construction program and bottom line. Since first releasing the software in 2000, Systemates has implemented, maintained, and supported billions of dollars in capital construction projects in Projectmates. In early 2023, Systemates joined Hexagon, the global digital reality construction technology leader. This new partnership will help Systemates strengthen its already feature -rich application with new, state-of-the-art technology from fellow Hexagon partners. As part of Hexagon, Systemates joins an organization that's focused on fostering scalable and sustainable technologies. Clients can confidently manage projects knowing that Systemates is backed by a $5B company with a stellar performance history. City of La Quinta CA will see immediate value by partnering with Systemates. We offer you: ■ Owner -focused software that is designed to meet the needs of all project stakeholders ■ Extensive experience in the capital construction industry for municipalities ■ One of the fastest software implementation timelines in the industry, balanced with rich functionality ■ A dedicated private cloud option that provides you with higher levels of data control and privacy ■ Reduced learning curve for your users due to the easy-to-use, logical software interface ■ Direct support and software accountability from your Systemates team. Systemates' ability to deliver for our clients is reflected in our results. We have maintained outstanding client satisfaction and retention rates for more than 20 years, as reflected in our customer satisfaction scores. The combination of our experience, technical expertise, and past performance guarantees the highest rate of success with the least amount risk to the city. We are excited to share our passion for technology -enabled construction program management with City of La Quinta CA and look forward to the opportunity to work as your success partner. We have read and will comply with all terms and conditions of this RFP. Sincerely, Hemant Bhave, AIA Vice President 214.217.4100 x113 Hemant.Bhave@Systemates.com Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Executive Summary As the City of LA Quinta continues to grow its capital program to deliver on its multi-year capital plan as part of their Strategic Priorities, the need for a better project management approach backed by solid technology has become clear. Built on collective industry knowledge and best practices, Projectmates is scalable, quick to implement and easy to configure. Projectmates contains all the mission -critical functionality needed to unite and streamline complex capital construction programs. Systemates' software delivers a comprehensive platform for City to: • Collaborate in real time, from anywhere • Manage all funds and budgets in one place • Report on project and overall program results • Create digital bid packages • Forecast and plan capital projects • Streamline and automate workflows and approvals • Track scope creep and impacts of changes • Minimize construction delays • Produce a clear and concise audit trail, complete with version controls • Securely house all project data, documents and designs on Microsoft Azure Experiences Drive Best Practices Our strong portfolio of clients in the government have leveraged Projectmates to track and manage construction programs to avoid delays, save money, and mitigate the uncertainties inherent in capital projects. At Systemates, we develop strategic partnerships with our clients to help bring *GARLAND them to the forefront of innovative project management practices. It's because of their Newport News EOidoklahoma BEAUM©NT TEXAS valuable support and feedback that we've been able to honeNOM ICUS ouni {pkifrs t� our software into the intuitive ®"�f�" TpjU� and highly functional owner - JERSEY CITY focused project managemen„��.. PORT HOUSTON solution it is today. us City of St h Missouri 9LR OPT 14 TEXAS FACILITIES COMMISSION 11 NUECESCOUNT` .)/ STATE OF TEXAS The Projectmates Implementation Difference Our time -tested implementation process ensures your team is set up for project management success and includes capturing current state, best practice, and future state for each identified key business group. Typical enterprise software can take more than a year to implement. With Systemates' well-defined proven workflow with measurable results at each milestone, we provide full and seamless integration into an organization in an 8 to 12 week time frame. And, whatever software you use, Projectmates can easily integrate with it and maintain your data integrity—even your legacy systems. This puts the City in the best position to quickly make the most of your investment. Not only can we support the City with the tools needed for better project portfolio management, your team also gets best -in -class software training and support. Your Systemates team of highly qualified specialists will partner with you to quickly onboard project stakeholders and help with the internal adoption of Projectmates, ensuring City gains the maximum possible value for your investment. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Out -of -the -Box Features List Projectmates provides over 40 different modules right out of the box, making it one of the most all-inclusive construction software solutions. Document Management Construction Management ■ Store and Share any File Type ■ Do -It -Yourself Folder Structures ■ BIM/CAD/Revit/PDF Mark-up Tool ■ Version and Revision Control ■ Smart Folders—Email file uploads ■ RFIs (Issue Tracker) ■ Submittals ■ Bulletins ■ GC and A/E Field Reports ■ Photo Albums Time & Task Management Cost Tracking ■ Multiple Schedules within Project ■ Schedule Gantt Chart ■ Punch Lists ■ Close Out Checklists ■ Meeting Minutes ■ Budgets ■ Contracts/PCOs/Change Orders ■ Purchase Orders ■ Invoices/Pay Applications ■ Digital Two -Way Bidding Team Management Dashboards & Reporting ■ Contact Manager ■ Team Directory ■ Discussion Forums ■ My Work ■ Do -It -Yourself Ad Hoc Dashboards ■ Do -It -Yourself Ad Hoc Reports ■ Pre -Built Reports ■ Automatic Email Delivery Planning Apps Mobile Accessibility & Native Apps ■ Capital Project Planning (Add-on) o CIP Gantt Chart o Fund Tracking o Funding Summary ■ Asset Planning (Add-on) ■ Project Requests ■ Real -Time Notifications ■ Team Communication ■ Document and Photo Management ■ Construction Management ■ Schedule Management/Punch Lists Additional Features Integration Options ■ Do -It -Yourself Ad Hoc Apps ■ 2 -Factor Authentication ■ Private Cloud/Total Control ■ Easy -to -Use Client Admin Pages ■ GIS Integration (Add-on) ■ Single Sign -On Integration (Add-on) ■ BI Integration (Add-on) ■ Instant Integration (Add-on) ■ API Integration (Add-on) ■ DocuSign Integration (Add-on) In partnering with Systemates, City can expect: ■ Ease of use — Projectmates is easy to understand and stakeholders can quickly learn to use it. ■ Configurable software — Easily set up Projectmates to suit the preferred way that your teams work. • Fast and easy implementation — Be up and running on Projectmates in 8 to 12 weeks instead of a year or longer. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Systemates Background, Qualifications and Experience a) Number of years in business REPLY: Founded in 1995, so 29 years in business b) Taxpayer identification number REPLY: 75-2862943 c) Number of years performing Software Management REPLY: First released Projectmates (Project Management software) in 2000. 24+ years of performance, specifically servicing owners of construction programs with a variety of government and commercial clients. d) Firm ownership and if incorporated, list the state in which the firm is incorporated and the date of incorporation REPLY: In Jan 2023, Systemates was acquired by Hexagon AB (www.hexagon.com). Prior to Jan 2023, Systemates was privately owned by Varsha and Hemant Bhave, founders. Systemates is incorporated in the state of Texas on Jan 1, 1995. e) If the firm is a subsidiary of a parent company, identify the parent company REPLY: In Jan 2023, Systemates was acquired by Hexagon AB (www.hexagon.com). Hexagon (Nasdaq Stockholm: HEXA B) has approximately 24,500 employees in 50 countries and net sales of approximately 5.4bn EUR. Learn more at hexagon.com and follow us @HexagonAB. Unique Qualities The following aligns to the scoring criteria provided by the City: 1. Anything Above Minimum Requirements REPLY: The City has profiled a wealth of needed services which align well with Projectmates base functionality. Going above the "minimum", based on our 20+ years of experience, would align to more of a "how" versus "what" for Projectmates: Configurable Application — leverage the robust services as pre -defined based on years of experiences with 100's of clients spanning over 300,000 projects. Minimize heavy customizations while benefiting from ease- of-use capabilities for both internal and external users. Full Project Lifecycle — structure processes to align to a project lifecycle from concept to close-out. Incorporate project stages such as planning, design, construct, close-out with management tools for documents, schedules, budgets and check lists. Owner Focused Services — Projectmates was designed to meet the specific needs of an owner while ensuring ease-of-use for diverse users, both internal (employees) and external (contractors). Driven by 4 key tenants of single source of truth, visibility, collaboration and dynamic data management. Capital Planning Services — specific to our legacy with government clients, Projectmates provides advanced project financial management during the full lifecycle. As such, government clients leverage an ability to construct multiple year capital plans through funding associations well before any construction work begins. As well, these services allow for active project to be linked to capital plans to gauge execution of said plans at budget, contract and invoice levels. 2. Locals (U.S.) REPLY: Not only is Systemates based in the USA, we do not utilize sub -contractors in any aspect of our client relationship. Meaning the City will always interface directly with a Systemates employee for any and all matters. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. Through our relationship with Microsoft Azure for cloud hosting services, the City data and information will never leave the continental USA geography. 3. Support Hours REPLY: Our standard support service center operates from 8:30 AM to 5:30 PM Central Time. Emergency support is available 24x7 for service outages. Self serve options for knowledgebase contents and training reference materials are also available 24x7. Our support approach has consistently scored high with our clients regardless of their geographic location. 4. Cloud Base Server REPLY: As referenced, Systemates has partnered with Microsoft Azure to provide Projectmates as a cloud based SaaS offering. Our approach provides optimal security for our clients in that each client has a private cloud instance, effectively isolating their projects, users and information. This will result in lower risks for user latency issues, service outages and data security breaches. 5. Mobile Options REPLY: As a standard feature with no additional license fee, Projectmates supports a native Mobile App on iOS and Android devices. Projectmates Mobile App will optimize the user experience depending on the device type (phone vs tablet). Mobile App is built to optimize real-time information capture on the job site as well as enable real-time collaboration between office and job site personnel. Services for Inspection Reports, Punchlist Management and Design Document Review benefit from mobile services for digital capture (photo/video) and voice -to -text comments. 6. Creating schedules in software REPLY: Projectmates support a host of schedule services such as: • Ability to support multiple schedules per project, aligning to project phase or contractors • Import/export a variety of schedule file formats such as MS -Project and Primavera P6 • Link schedules to project financials for cashflow and earned value analysis • Align common milestones for analysis of performance across a portfolio of projects • Assign resources to specific tasks enabling accountability through notification and reminders 7. Customizations a part of base price REPLY: As a configurable application, heavy customizations are not needed with Projectmates and therefore no additional costs are applicable. We have proposed fees for implementation services to support the initial configuration process in tandem with City personnel. "Customizations" are also effective through the toolkit structure of Projectmates. For example: • Custom Reports — built with Ad Hoc Reporting Tools with drag -n -drop approach • Integration — configurable file format export services for file exchange integration • Unique Business Process — automated form builder with field definitions and workflow enabled 8. Core business is with government agencies REPLY: 50% of Projectmates clients are government agencies, with a majority being municipalities such as City of La Quinta. Projectmates legacy with government agencies originated with one of our founders, Varsha Bhave, who served as a City Planner on several occasions before building Systemates. Her experiences as a planner have directly influence the design of Projectmates as Varsha continues act as our Chief Development Executive. Please review the extensive list of government clients under the following References section Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. References Our clients engage with Systemates on an intimate level to ensure the successful implementation and adoption of the solution. We treat implementations as a joint venture and provide direct support to our new clients (no 3rd party contractors used). We acknowledge the degree of change management needed when adopting an application such as Projectmates, can will leverage "lessons learned" form the variety of other clients that have used Projectmates. Our implementation and support personnel average over 5 years of experiences with our solution, applying "best practices" captured from other clients spanning the last 20+ years and over 300,000 projects. We offer the fastest implementation process in the market by leveraging these experiences with our configurable application to avoid heavy customization processes. Our clients can realize benefits of software from the first day of subscription by applying the modular nature of the software in a phased deployment. Our approach has lead to relationships with several of our clients that exceed 10 years in length. Public Sector Experiences — see the following for more examples of work in this space: State of Idaho Case Study Santa Fe County Case Study City of Waco Case Study Port of Houston Case Study Trinity River Authority Case Study Infrastructure Projects Infograph Project Lifecycle — Software for Every Phase Solution for Government Construction Projects Here is the current client list of Civil Construction Entities using Projectmates: Santa Fe County NM TX Facilities Commission National Guard Columbus OH Metro Housing Union Sanitary District (CA) City of Aurora CO City of Enid OK City of Grapevine TX City of Portsmouth VA City of South Bend IN City of Yuma AZ Beaufort County, SC Client References City of Waco, TX Contact Person: Summary: Timing: Details: Nueces County TX TX Military Department Fair Park (Dallas) N TX Municipal Water District Port of Houston City of Avondale AZ City of Garland TX City of Irving TX City of Richardson TX City of St Joseph MO City of Conroe LA Washoe County (NV) TX Dept of Health Trinity River Authority Santa Clara Valley Water Port of Corpus Christi City of Beaumont TX City of Grand Rapids MI City of Newport News VA City of Shoreline WA City of Waco TX Town of Matthews NC Hope Kurtz, Utilities CSR / hopek@wacotx.gov / phone: 254-750-8076 Projectmates for 105 users with Capital Planning services, supporting $200M -$260M in annual construction budgets. Customer since Sep 2018 City of Waco Case Study State of Idaho, Dept of Public Works Contact Person: Summary: Timing: Details: Peggy Birk, Project Coordinator / peggy.birk@adm.idaho.gov / phone: 208-332-1902 Projectmates for over 500 users with Capital Planning services, supporting over $200M in annual construction budgets. Customer since Jun 2017 State of Idaho Case Study Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Santa Clara Valley Water District Contact Person: Summary: Timing: Details: Sarah Berning, Program Administrator / sberning@valleywater.org / phone: 408-425-4852 Projectmates for over 450 users supporting over $1B in annual construction budgets. Services include financial system integration, Single Sign -On user security, PowerBl integration and ESRI ArcGIS integration. Customer since Nov 2021 Valley Water Case Study Testimonials / Quotes — here are a host of comments from some of our clients: JDAT-10 CITY OF WACO TEXAS "Projectmates' user interface is intuitive, which has helped the staff get past the initial intimidation often associated with new software." — Ben H., State of Idaho *GARLAND The more I use the software the more I like it. It's really simple the way they've laid it out. Projectmates hit the sweet spot between ease of use and functionality. —Alexis L., City of Garland "Everything with Projectmates is great. If I ever need anything, their support has been super quick to respond. It's really just a great program." — Hope K., City of Waco t� "I love the fact that every project added to PM can keep everyone on the same page. Once you become part of the project and get the necessary rights, you'll always be in the loop." — Gracie Y., Trinity River Authority Newport News "Through the COVID situation, we didn't really experience any change in the way we run projects. Projectmates' was there for us in the office. And since it's web -based, it's here for us now." — Everette S., Newport News 11.10. WEI "Projectmates is used as he new standard for management and delivery of all NTMWD planning, design and construction projects." — Tyanna H., North Texas Municipal Water District In addition to the differentiators already provided, the City should consider the following: • Extensive experiences with civil construction applied as "best practices" with new clients • Robust product services both horizontal and vertical project types in a common environment • Direct relationship with product developer avoids "finger pointing" with contractors • Configurable solution supports robust functionality AND rapid deployment • Optimal security via private cloud environments • Systemates support their clients via 100% employees in this office (no subcontractors) • Tenured personnel who will engage in an implementation process to provide guidance and council based on best practices utilized with other Projectmates clients • Our implementation process is a "joint venture" with clients enabling a high degree of independence once baseline system is "go live". • Partners with Microsoft Azure for optimal data center hosting services and security • Hexagon provides both financial ($5B annual revenue) and technical support as a parent company • Visionary partner with client -driven roadmap, supported by Hexagon portfolio of construction relative technology (BIM, video, AI, Sustainability, Autonomy) - https://hexagon.com/products Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Scope of Services Minimum requirements of the Project Management/Construction Management software solution are as follows: — Project Management REPLY: Projectmates was designed as an owner -focused solution for construction program management, spanning all relative phases of a project lifecycle. An ability to support pre -construction (planning & design) and post -construction (FF&E & close-out) along with the construction phases provides a consolidated project profile with integrated workflows. Here are some of the typical processes enabled by Projectmates, broken down by specific phase: Planning • Capital Planning • Project Requests • Project Ranking • Project Funding • Fiscal Year Planning • Letter of Intent (L01) • Handover from Real Estate • Legal Documentation/ Requirements • Site Selection and Surveys • Real Estate Committee (REC) Approvals Design • Permitting • Collaboration • Discussions • Design Development • Construction Documentation • Schematic Design • Design RFIs • Protect Planning • Register Creation • Design Review and Revisions • Cost Estimation h Bidding • Drawings • Specifications Bid FOrms • Addendums • Submitted Bids • Bid Leveling • Scope Documents • Request for Qualifications (RFQs) • Public and Private Invites Contractor Software Is Limited Cost Tracking • Contracts • Purchase Orders • Change Orders • Pay Applications and Invoices • Earned Value Analysis • Fund Tracking • Pre -Built and Ad -Hoc Reporting • Vendor Summary • Cashflaw Forecasting Construction • RFIs • Submittals • Photos and Design Documents • Program Reporting • Project Management • Budget Management • Scheduling • Risk Management • Meeting Minutes ►I Closeout • Punch Lists • Asset Inventory • Final Accounting • As-builts • Turnover to Facilities • Record Sets • Final Shop Drawings • Manuals and Warranties • Extra Supplies/ Attic Stock FF&E • Merchandising • Fumiture • Lighting Fixtures • Equipment • Signage • Displays • End Caps • Art and Decor Projectmates — Manage Your Entire Construction Program, From Planning to Opening Contract Management REPLY: Within Projectmates, all your project financial data is related. As you send out bids, receive change requests, and pay vendors, this all feeds back to your budget in real time. You'll immediately see anticipated costs and an updated budget. To keep construction on schedule, vendors submit change requests as needed from their device, and your decision makers get notified as they happen. invoice/Pay Apps Contracts With Projectmates you can quickly create contracts from your project bid packages or directly from line items in your budget. With one click, start the approval process. Responsible parties are automatically notified and can approve or reject contracts via email, web, or the Projectmates app. Close the loop with digital signatures using the DocuSign integration. Projectmates auto populates the schedule of values and retainage hon corresponding connects. Once approved, push them seamlessly Into your ERP system. Change Orders Responsible team members are immediately notified of change orders through an automated Workflow. And, once approved, change orders are linked directly to corresponding contracts and budgets. Budget Your construction budget In Projectmates provides real-time vsssblltty into every project cost. Roil -ups are automatically calculated and Projecunates flags any items that conflict with your approved budget. RFIs & PCOs As tlFls are received, easily link them to potential change orders (PCOs) to see budget Impact. Then roll all PCOs Into one change order. Bidding Create bud packages directly from the approved budget. The two-way Bids & Plan Room allows bidders to download documents, submit bid RF)s, and upload proposals. The platform then automatically levels bids for you to award the contract. Contracts Quiddly create contracts directly from your winning bid packages or Ram items within your budget. And, with one click, start the automated approval process. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Purchase Orders (POs) Your team can create and track POs in Projectmates. Once a PO is created, push it out to all responsible stakeholders for digital approval. From there, your field personnel can verify delivery from their mobile device. You'll be able to track committed costs with a dynamic link to the project budget. Any unused construction materials? Your team can also track those in Projectmates once a job is complete. Change Management Throughout the construction cycle, owners know as well as anyone that nothing is going to go 100% as planned. Change is inevitable, and Projectmates makes it easy to manage. RFIs are a breeze to create and route. If your team needs to pivot, quickly create a change order. Decision makers see the potential change reflected in the budget before approval. Once approved, your contractor is notified in real time, so teams won't be delayed. Budget Tracking (Progress Payments, Different funding sources, Invoice tracking) REPLY: Your budget within Projectmates is a live record of all project costs. You can view and manage by groups, cost accounts, funding sources, or WBS. Roll -ups are calculated automatically, and items that conflict with your approved budget are immediately flagged. From your main budget page, you see a real-time snapshot of all anticipated, committed, and actual construction costs as they come through. Invoicing and Pay Applications Projectmates helps you pay your consultants and contractors faster. Projectmates auto -populates the schedule of values and retainage from the corresponding contract. The only thing your vendors have to do is to submit the percentage of work completed, materials stored, and backup files your organization requires. The system safeguards you against double billing and overpayment. All your team needs to do is review and approve the invoice and push it through to your ERP system. Complete Status of all Your Funds Projectmates gives you the ability to track and manage each of your funds, grouped by what arrangement best fits your team's workflow. You'll be able to track every allocation, commitment, and actual in real-time. Even narrow down fund sources by phase, project, fiscal year, and more. Scheduling (Critical Path Method, MS Project) REPLY: With Projectmates managing schedules is easy. Multiple users can collaboratively set task predecessors, assign responsibilities, and even set reminders. Everyone on your team can access schedules and critical milestones from anywhere on any device. Compatibility with Other Software Bulk import from other scheduling software or create schedules from scratch. If your team uses Microsoft Project or Primavera, they can import it in Projectmates. In fact, import schedules from 10 scheduling formats. You can then export all tasks in Microsoft Excel in a single click. View the Schedule the Way You Want Filter your schedule as a 2- or 3 -week look -ahead to see what's just around the corner, or use a custom date range. The critical path Gantt chart gives you primary dates that must be observed. You can also quickly check milestones across your entire portfolio of projects. Advanced Construction Scheduling Save time by creating predecessor relationships between schedule tasks to update your timeline as your project progresses. Quickly see the percent complete for task groups and the entire project. At close out, you Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. can create close out checklists and punch lists. Linking action list items to a schedule task automatically updates schedule completion as the action list items are completed. Earned Value Analysis and Cash Flow Forecasting at Your Fingertips Your team can easily track earned value analysis (EVA) and cash flow forecasting by linking schedule tasks to budget line items. As schedule tasks are completed and commitments and actuals are updated, Projectmates calculates your EV by schedule, EV by invoice, and EV forecast charts that showcase the health of your projects. In addition, cash flow forecasting gives you the power to predict future cash needs with straight line, s -curve, and last month payout generation models. - Task Tracking REPLY: Every user of Projectmates will leverage a 'Ball In Court" dashboard to view assigned tasks. Your team can assign tasks to and request approvals from individual users throughout Projectmates. Assigned tasks and approval requests across all projects display in Ball -in -Court for each user with color coding to provide easy detection of overdue items. Your team can effectively manage work and financial approvals for dozens of projects at once. Assignment of a task can be manual or automated via a pre -defined workflow. All activity is track with an audit log which can be used for reporting purposes. For instance, this report is based on schedule milestones as common phases of a variety of projects. Schedule Milestones Thursday, June 20, 2024 Show By: Chart Mlles -tones 13- Complete Summary Show All Project Number Project Name Tnursday, June 20, 2024 Project Milestones (17) WP -014 Primary Diaaster No. 8 Feasibility Study WP -013 Plant MLncelleneous Improvements 130-000 San Lorenzo River Railroad Bridge Repair WP -003 Central Avenue Grade Separation Project WP -010 No. 1 and NO 2 Renabilltatlon WP -002 Odor Scrubber Improvements WP -012 Purified Water Feasibility Evaluation WP -011 Calcium Thlosutfate Chemed Tank WP -005 Primary Digester No. 2 Rehabilitation WP -009 Gravity Sewer Repair1Rehebililation Project- Phase 7 WP -004 Newark Pump SIoIran Wehvell Improvements Project WP -007 Plant Paving Protea WP -006 Plant Network Arcntieclure Study WP -016 Energy Resiliency Study WP -000 Santa, Sewer LID Stations and Rehab Water Project WP -001 Force Main Corrosion Repairs Project Phase 3 WP -015 Pump Station Assat Condition Assessment Study sway 13 Nov 2020 15 Jan 2021 35 Jan 2021 05 Mar 2021 29 Mar 2021 06 Apr 2021 03 May 2021 13 Aug 2021 16 Sep 2021 08 Nov 2021 25 Feb 2022 25 Jun 2024 04 Jul 2022 04 Aug 2022 13 Sep 2022 23 Mar2023 23 Mar2023 15 Sep 2023 Design 50% Design 50% Design 106kt Resign Bid Pre Bld Bio opening Award Preconslrucbpn Partnering BeginlAdverBsement Conference Conference Workshop 24 Aug 2021 26 Oc12023 30 Ocl 2024 14 Dec 2021 05 Jan 2022 13 Jan 2022 17 Nov 2021 24 May 2322 27 Jun 2022 17 Aug 2022 05 Dec 2022 12 Apr 2023 15 May 2023 22 Jun 2623 01 Jan 2024 01 Jan 2024 30 Mar 2021 22 Jun 2021 24 Aug 2021 08 Sep 2021 21 Oct2021 03 Dec 2021 17Jan2022 01 Mar2022 01 Jun 2021 24 Aug 2023 26 0012021 10 Nov 2023 23 Dec 2021 04 Feb 2022 21 Mar 2022 03 May 2022 30 001 2024 13 Aug 2024 15 Oct 2024 30 Oct 2024 12 Dec 2024 21 Mar 2022 21 Mar 2022 03 May 2022 20 201 2021 1200[2021 14 Dec 2021 29 Dec 2221 10 Feb 2022 25 Mar 2022 09 May 2022 21 Jun 2222 11 Aug 2021 03 Nov 2021 05 Jan 2022 20 Jan 2022 04 Mar 2022 18 Apr 2022 31 May 2022 13 211 2022 19 Aug 2021 11 Nov 2021 13 Jan 2022 28 Jan 2022 14 Mar 2022 26 Apr 2022 00 Jun 2022 21 211 2022 23 Jun 2021 15 Sep 2021 17 Nov 2021 02 Dec 2021 14 Jan 2222 28.0002022 12 Apr 2022 25 May2022 28 Dec 2021 22 Mar 2022 24 May 2022 08 Jun 2022 21 Jul 2022 02 Sep 2022 17 Oct 2022 29 Nov 2022 31 Jan 2022 25 Apr 2022 27 Jun 2022 12 Jul 2022 24 Aug 2022 06002022 18 Noy 2022 02 Jan2023 23 Mar 2022 15 Jun 2022 17 Aug 2022 01 Sep 2022 14 0[1 2022 28 Nov 2022 10 Jan 2023 22 Feb2023 12 Jul 2222 04 0012022 05 Dec 2022 21 Dec 2022 02 Feb 2023 17 Mar 2023 01 May 2023 13 Jun2023 15 Nov 2022 08 Feb 2923 12 Apr 2023 27 Apr 2023 09 Jun 2023 24 Jul 2023. 05 Sep 2023 10 06[21123 19 Dec 2022 13 Mar 2023 15 May 2023 30 May 2023 12 Jul 2023 24 Aug 2023 06 Oct 2023 20 Nov 2023 26 Jan 2023 20 Apr 2023 22 Jun 2023 07 Jul 2023 210092023 03 0012023 15 Nov 2023 28 Dec 2023 07 Aug 2023 30 Oct 202]- 01 Jan2024 16.1an 2024 26 Fab 2024 11 Apr 2024- 24 May 2024 08 J01 2024 07 Aug 2023 3006[202 08 Juf 2024 30 Jan 2024 23 Apr 2 Cal 25 Jun 2024 10 Jul 2024 22 Aug 2024 04 Oct2024 18 Nay 2024 31 Dec 2024 28 Mar 2022 30 May 2022 30 May 2022 18 Jul 2022 09 Aug 20231 17Aug 2022.11 21 Jun 202211 26 Dec 20221 27 Jan 2023:1 211010r2023- 102012020 Mar 14 Nov2023 15 Dec 2023 24 Jan 2024 02 Aug 2024 02 Aug 2024 27 Jan 2025 — Workflow REPLY: The workflow tools in Projectmates keeps the team on track for success. The checklists and action lists link to the schedule which triggers assigned users to the work flow process in their ball -in -court to alert the assignee to complete tasks. Project Managers and owners have oversight to the process to be alerted of any delays. Projectmates works as a role -based software making it a seamless process for tracking workflows and approvals. • Streamlined workflows for document approvals • Robust 2 -way bidding system — dispersing bid invitations, managing bid RFIs, issuing addenda, leveling responses • Construction Management tools — RFIs, submittals, ASIs, field reports • Invoice Management — progress payments, retainage, lien waiver tracking, final payments Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. • Task Management–schedules, action lists, meeting minutes • Closeout Management–checklists, as-builts, and more - Document Control (Keeping track of Submittals, RFI's, Reviews, Plans and Specs, Correspondence, Inspection logs, Photos, Reports, Bid Documentation, Council Reports, Contracts and Agreements, Utilities, Environmental, Invoices, Meetings, Change Orders/Work Directives, Maintenance Files, Outreach – Notices, Exhibits) REPLY: Projectmates provides a central location for all your construction documents that you can access from anywhere, making real-time team collaboration effortless. Whether it's a CAD file or drawing set, your team can securely log in and make changes from their device. Designed to be Easy Projectmates document management is intuitive and easy to use. Simply drag and drop any file you need to share. Then quickly email a link. Projectmates notifies your team of uploads for watched folders. Projectmates audit log tracks notifications, uploads and downloads, so you always know who has viewed or touched a file. Configure the File Structure to Your Needs Your file management tool should intuitively make sense to you and your project stakeholders. Projectmates configures the folder structure to your needs. You can easily organize folders by phase, division—whatever works best for your team. Built -In Version Tracker Projectmates automatically tracks new document versions. You can easily identify who made what revisions and when. BIM/CAD/PDF Mark-up Tools PDF Markups: Whether you're managing one or a dozen construction projects, it's no secret that coordinating with architects, engineers, and GCs can be challenging. To make sure your team stays up to date and on task, use the real-time collaborative PDF markup capabilities in Projectmates. Even if your architect or Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. another team member is remote, they'll be able to address drawing clarifications in real time with your GC on site. BIM/Revit 2D and 3D Markups: View, change, and markup your 3D files just as you would with a PDF. Review layers, walkthrough, and comment on views of BIM models and other 3D files within the Projectmates integrated viewer—no additional software required. - Ability to have different file system templates REPLY: Projectmates supports templates to profile project structures, including document file systems (i.e., cabinet/folders). Each project will originate from a template, with Project Admins being able to add new cabinets or folders at a project level when needed. Multiple templates are provided to support various project types (road vs facility) and structures (new build vs renovation vs repair). - Ability to export reporting in formats readable by Microsoft Excel, text files, csv, and/or Portable Document Formats. REPLY: Reports can be produced in a multitude of ways within Projectmates. Each process can render a transaction as a report such as Daily Field Report, Punchlist, PayApp, RFI and so on. These reports can be exported as PDF and another file format supported by your printer drivers. Reports are exportable in multiple formats including MS Excel, CSV, HTML, PDF, JPG, XML, and TXT. A library of over 100 pre -defined reports is available to reflect various status across a multitude of projects. These are available for ad hoc delivery or scheduled delivery. As well, Projectmates provides an "ad hoc report tool" for clients to build reports through a simple drag -n -drop configurator where no programming is required. These reports can also be configured for format, publication sequences and distribution rules. - Integration with other software REPLY: See section on Integration below. - Train city staff on software REPLY: Systemates will provide training to City personnel based on their role. There are 2 days for System Administration and Power User training, supporting all administration services such as project configuration, report generation and user access management. Training Agenda hours) Projectmates 101 1.5 hrs. Logging in, navigation, team directory, document sharing, photos & more Construction Operations 1 hr. RFIs, submittals, daily field reports, field reports, checklists/punch lists Schedules & Meetings 30 mins. Schedule updates, editing and viewing dates; meeting minutes Budget 30 mins. Budget overview, setup and editing Bid Management 1 hr. Bid documents, publishing and managing bids & RFQ, analysis grid Cost Tracking 1.5 hrs. Contracts, change orders, pay apps & invoices Creating New Projects 45 min. Creating new projects, setting up the project, adding users to projects Project and Site Admin 1.25 hrs. Project administration, site administration, troubleshooting Reporting 1 hr. Creating portfolios, viewing reports, dashboards, ad-hoc reporting Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. As well, Users are provided a 3 -hour online session to cover the functionality available for specific roles. You will receive training for internal users that covers all relevant areas of the software, which are broken out by user group so that you can have appropriate people attend each session. A high adoption rate of software correlates strongly with how knowledgeable and efficient a project team is at using the software. Because of this, and since your internal teams are still new to the software, initial Projectmates trainings are conducted by our expert trainers. Your admins should attend all sessions to get familiar with all of Projectmates' tools. This knowledge will help them train future users being onboarded. All trainings are instructor led with hands-on exercises. Each session is recorded for post -training refresh. - Software setup and customizations REPLY: While our implementation process is the fastest on the market, we take the time to understand your needs and configure the software to fit your unique requirements, terminology, workflows and even forms. Our implementation specialist will lead multiple meetings, including kick-off, discovery, and touch -bases, with each department who will be utilizing the software. Once the software is configured, we meet with your team to hold a proof -of -concept workshop to confirm the configuration. We don't anticipate any required changes to the timeline or scope following this workshop because changes are quick to implement. Training will be performed by your implementation specialist since he or she is already familiar with your unique configuration. Clients who plan to use the software immediately following training experience the highest ROI, most user buy -in, and greatest overall satisfaction with the product. You will derive substantial value from our aggressive implementation efforts and dedicated implementation resources. Unlike other systems that can require many months to years to implement, Projectmates can be deployed with 8-12 weeks, which minimizes risk while maximizing return on investment. Phase€: Initiation Phase 2: Planning Phase 3: Execution Phase 4: Monitor& Control Projectmates is selected Contract executed Timelines are approved Determination of implementation team Acquire private cloud; load and test software Issue licenses, get URL, security certificate Portal design and development Assessment, needs and gap analysis Configuration Create your templates, roles, and assign rights Process development Launch training Activation period Existing software transit)n Launch projects Escalated support Phase 5: Partnership, Continuing Education & Ownership Confirm requirements completed Annual performance and analytics report Index and archive records Review and archive ail lessons learned "Customizations" will also be a configuration process versus programming efforts. Projectmates supports a Custom Business Process toolkit to build input forms, workflows and data elements for processes not already defined in Projectmates. - If software does not meet one of the listed minimum requirements, please describe in proposal and response to RFP REPLY: We believe Projectmates is ideally suited to meet the City's needs based on our standard services as well as proven success with other municipalities. Describe the software, its platform and/or its delivery: - - Is software desktop/local or cloud -based? REPLY: Projectmates is cloud -based SaaS. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. - How frequently is the software updated? REPLY: Systemates releases, on average, one to two minor upgrades per month and one major version upgrade annually. Projectmates minor upgrades don't cause downtime. Projectmates major version upgrades occur on weekends to reduce inconveniences. For major version upgrades, the servers are offline for about one to two hours. We schedule major version updates in advance and post notifications on the Projectmates My Projects page to assure that all users are aware of the scheduled maintenance one to two weeks in advance. - Describe the technology or system requirements including servers/memory/storage if applicable. REPLY: As a SaaS offering. Projectmates is hosted via Microsoft Azure. No internal hardware is required. Users access through any one of many common browsers available in the market utilizing a high speed internet connector, Our Mobile App is built to support on -job -site processes through iOS and Android devices, which again to not require internal server nor network equipment. - If cloud-based/hosted, please list how many times over the past two years the system was unavailable to clients. Describe the back-up system in place, including disaster recovery or business continuity plans. REPLY: Projectmates features state-of-the-art disaster recovery protocols and active geo-replication to ensure that client data is never in jeopardy. The Microsoft Azure data centers that Projectmates uses are one of the most secure and fastest performing platforms available for enterprise systems today. 90% of Fortune 500 companies rely on Azure data centers such as ours. Secure and highly redundant file storage: • There are 3 file replicas in the same data center. • There are 3 more file replicas in a paired data center. • Encryption in transit with TLS 1.2. • Encryption at rest with AES 256. • Backup servers store deleted files for 180 days to recover accidentally deleted files. Active Geo -replication for Databases: • Databases have Point -in -Time restoration up to 35 days. • Databases actively replicate to a secondary data center at least 300 miles away. • Data syncs to the secondary data center in real-time. • Traffic automatically switches to the secondary data center in case of a failure. • Encryption at rest with AES 256. • Masking of sensitive fields. Projectmates has maintained above 99% availability over the past two years. No significant outage has occurred during this time. - Describe all security measures and disclose any hosting partners if applicable. REPLY: Systemates has partnered with Microsoft Azure for their hosting services. Trusted by 90% of Fortune 500 companies, Microsoft's industry-leading Azure data centers span the globe in over 42 regions. Azure offers the most comprehensive compliance offerings. U.S. government institutions recognize it as the most -trusted cloud environment. Azure's reliability, consistency, and ease of use made it a simple decision over End User with Web Browser Interfaces Built on Microsoft Azure PaaS mu: C a HTTPS W▪ V ME J Azure App Service 4 3 2 Arure File Storage Imo tro Azure Database Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. other providers, such as AWS, to house your Projectmates cloud. We leverage Microsoft Platform as a Service (PaaS) for hosting Projectmates applications. We offer a dedicated private cloud for clients with a dedicated database which provides the highest security, speed, and reliability. With PaaS, there are no servers (even virtual) to be maintained, no patches to be applied, and no vulnerabilities that come with servers. Microsoft N -tier Architecture: Projectmates Enterprise Application is engineered per Microsoft's N -tier Architecture that provides an extremely secure, highly scalable, and fast responding application. — Describe the historical data the software maintains. REPLY: Clients are in control on how to manage historical data within Projectmates. Projects that have been completed can be retained in Projectmates with a status of "parked'. Any and all data elements can be exported and deleted based on authorized Admin discretion. Data beyond the project contents such as audit trail are inherently connected to project and will follow those store, archive and purge criteria. - Provide an estimated implementation timeline and describe how existing data will be imported into the software. REPLY: Based on our experience with other like -sized municipalities, we would expect an implementation of Projectmates at City of La Quinta to require 8-12 weeks of time. Implementation should be considered a joint venture, meaning key contributors from the City will need to be readily available to complete process in stated timeframe. Depending on scope and structure of existing data, City will have a host of options available to support import of such. Projectmates provides standard import utilities for most data elements, including documents, budgets and schedules. Projectmates also supports an API toolkit which can be sued to import from external databases and systems given development of appropriate middleware. - What integrations are a part of the service, and which require additional fee REPLY: See section on Integration below. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Complete Pricing List (or Fee Schedule) The following outlines the investment requirements for software licenses and implementation services for Projectmates. Annual Subscription: License Total Named User seats Users with Reporting access (requires named user acct) Users with Site Admin access (requires named user acct) Upgrades, updates and 24/7 server monitoring 20 5 2 Included Subtotal $24,375 Initial Setup One -Time Set up dedicated private environment in Microsoft Azure • All of your data is housed on a private dedicated cloud, meaning each client has their own cloud, that way your data is never co -mingled with any other clients'. Custom web address (https://laquintaca.Projectmates.com) Customized portal page to reflect your corporate branding Provisioned for 100 projects and 500 GB storage $5,800 Subtotal $5,800 Implementation Quantity One -Time Implementation Technical Services Number of technical services hours up to: Includes: • Discovery meetings with client team and departmental SMEs • Collect sample documents, budgets, schedules, etc. • Discuss workflows, approval paths, routing, etc. • Configuration of Projectmates software, creation of client -specific project templates • Real-life simulation and client role play • Walk through a project from planning to close out in software Training 80 $14,800 $5,810 Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. 20 Users r-, Projectmates Systemates, Inc. Site Admin and Power User Training 2 days User Training: 3 -hour web -based training for up to 10 Users 1 Session Escalated Support and Monitoring following Implementation 1 month Does not include travel, lodging, meals and communication expenses. Subtotal $20,610 First Year Totals 20 Users Annual Licensing Fee Initial Private Cloud & Portal Setup Implementation Services — 80 hours (Discovery, Configuration, Proof -of -Concept, Go Live) Training Program and Escalated Support Service $24,375 $5,800 $14,800 $5,810 Total for First Year $50,785 2nd Year Renewal Fees Annual Licensing Fee — 20 users Annual Review and Training (3 hour for up to 10 attendees) $24,375 $1,750 Annual Subscription 2nd year $26,125 Note: This message and any attachments are intended only for the use of the individual or entity to which it is addressed, and may contain information that is PRIVILEGED and CONFIDENTIAL. Prices are valid for 90 days and subject to change without notice. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. List of Complementary Services Offered by Proposer along with Corresponding Prices The following provides for optional services available with Projectmates. Each service requires a one-time setup fee and an annual license fee on a site level. User access to these services is provided through role -based access management configured by System Administrator. Optional Modules One -Time Setup Annual License DocuSign Integration (required Docusign license) GIS/Arc GIS ESRI Integration (requires ESRI license) Capital Planning — Funding Allocations $6,600 $6,000 Asset Planning — capture Asset parameters $3,300 $3,000 Single Sign On (SSO) — user access security $3,700 $6,000 PowerBI Integration — Business Intelligence Analytics $5,850 $5,400 Batch File (SFTP) Integration — Financials $7,400 $6,000 API Access —Tools & Training (no development included) $14,800 $10,000 Additional User (block of 10 minimum) per User $100 $750 Additional Report User (User License required) $100 $375 Block of 10 hours non -programming consulting $1,850 N/A Block of 10 hours custom development services $2,500 N/A $1,200 $3,300 $1,000 $3,000 Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Setup and Training Options/Procedure While our implementation process is the fastest on the market, we take the time to understand your needs and configure the software to fit your unique requirements, terminology, workflows and even forms. Our implementation specialist will lead multiple meetings, including kick-off, discovery, and touch -bases, with each department who will be utilizing the software. Once the software is configured, we meet with your team to hold a proof -of -concept workshop to confirm the configuration. We don't anticipate any required changes to the timeline or scope following this workshop because changes are quick to implement. Training will be performed by your implementation specialist since he or she is already familiar with your unique configuration. Clients who plan to use the software immediately following training experience the highest ROI, most user buy -in, and greatest overall satisfaction with the product. You will derive substantial value from our aggressive implementation efforts and dedicated implementation resources. Unlike other systems that can require many months to years to implement, Projectmates can be deployed with 8-12 weeks, which minimizes risk while maximizing return on investment. LIVE PERSONALIZE Phase: Live • Initiation - Once the contract is executed, project kick-off begins. Project Manager (PM) is assigned. Initial phone interviews are conducted to get a high-level view of your current state, key stakeholders, and expectations of the software. • Scope & Budget Definition - The PM meets with your stakeholders to establish the project timeline as well as to get a better understanding of your current state and expectations of the software. ■ Installation - Systemates establishes the dedicated server, new web address, branded portal page, and SSL security certificate. We then configure the new server, install Projectmates, and test the new site to ensure it functions as expected. You can now use the software without configuration. Phase: Personalize ■ Assessment/Needs Analysis - The PM meets with your key departments, such as Design, Construction, and Upper Management and performs current state vs future state assessment to define your current processes and how they will be implemented. ■ Work Breakdown Schedule - Based on the project requirements, the PM outlines the WBS using Projectmates software. This not only meets the need for project transparency, it also provides accountability when the tasks are assigned to team members. • Risk Management - The PM works with your team to identify any potential risks associated with the project, including risks that can affect the timeline, completion of tasks, and cost of the project. Mitigation strategies will be assessed and utilized. ■ Communications Plan - The PM compiles contact details for each team member assigned to the project and schedules weekly or bi-weekly touch -base meetings to review performance and resolve any project conflicts. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. • Configuration - The Projectmates site is configured to ensure the software is tailored to meet your needs so that it gets the greatest return on investment possible. For example, existing projects and users are added, templates developed, workflows tailored, terminology customized, and web forms developed. We then review the site with key stakeholders and refine as needed. Phase: Refine • Quality Assurance & Gap Analysis - The PM meets with your core team for a Proof -of -Concept workshop where the teams run through a project from start to finish in the software. This workshop is an opportunity to solidify how processes will run in Projectmates and identify if there are any remaining issues prior to onsite training. In our experience, very little needs to be changed between the Proof -of -Concept workshop and training. Because Projectmates is highly configurable, adjustments and corrections can be completed with little to no cost or schedule impact. • Measure and Report Performance - Rapid deployment is one of our strongest differences from the competition. From the time the contract is signed, the first project is typically launched in as quickly as 4-6 months. The PM continuously tracks performance to ensure tasks are completed on time and on budget. Status updates as well as any roadblocks are reported back to you during weekly touch -base meetings. • Take Actions to Control Variances - The PM works with your team to mitigate risk from budget and schedule variances to ensure goals are met on time and on budget. The continuous tracking processes utilized by Systemates keep projects on track for successful completion. • Project Handoff to Operations - The PM holds a meeting with your team to introduce the Client Relationship Manager (CRM) who works with the Projectmates Support team to provide escalated support during the first 3 months of project rollout that includes addressing questions about the functionality of the system, guiding your team in best practices for using Projectmates, and offering mini ad-hoc trainings as needed. The CRM also conducts your annual reviews. • Assure Completion - At this point, you have multiple projects up and running on Projectmates. You manage the system and launch new projects more or less independently of Systemates. A joint review of the project requirements and documentation is conducted to verify all items are complete. Phase: Train Internal Users You will receive training for internal users that covers all relevant areas of the software, which are broken out by user group so that you can have appropriate people attend each session. A high adoption rate of software correlates strongly with how knowledgeable and efficient a project team is at using the software. Because of this, and since your internal teams are still new to the software, initial Projectmates trainings are conducted by our expert trainers. Your admins should attend all sessions to get familiar with all of Projectmates' tools. This knowledge will help them train future users being onboarded. Trainings can be performed over the web or in-person, depending on your wishes and any health-related protocols at that time. Trainings focus on specific tools so you can include those who will actually be using the tools being covered in that training session. Trainings are also hands-on with assignments to give users actual experience and confidence. At the end of each training, trainees will be invited to ask any questions they have. External Users We also provide trainings for your external users, such as general contractors and architects, that focus specifically on their responsibilities in the system. These trainings are recorded to assist in onboarding new externals going forward. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Integration Services/Options Projectmates supports integration with external software systems with pre -configured utilities, flat file exchanges and seamless API interaction. Pre -Configured Utilities Projectmates supports integration with several key software systems as "out-of-the-box" services: 1. Procore — RFI and Submittals with pull/push services for download and update services 2. PlanGrid — Documents and RFI with pull/push service for download and update services 3. MS -Project Schedule — import and export schedule data to/from a Project file 4. Primavera P6— import and export schedule data to/from a Project file 5. PowerBl (fees) — push Projectmates information into PowerBl for BI analytics and reporting 6. DocuSign (fees) — activate a Docusign digital signature process directly from Projectmates 7. Single Sign -ON (fees) — enable user access credentials through a host of standard utilities 8. ESRI ArcGIS (fees) — embed Projectmates information into a GIS map for publication Flat File Exchanges (fees) Projectmates provides a host of pre -defined file exchanges for export/import to a shared network location or secured public domain site. Clients are responsible for polling and ingesting any such file into the external software system, typically financial. Clients will work with Systemates on the file format specifications and file formats (usually XLS or CSV). Clients are also responsible for posting updates and/or status files into the same domain such that Projectmates can access and update project information accordingly (i.e., Payapp status for payment — dates, amounts, etc.). API Interaction (fees) Projectmates has developed a "RESTfuI" Application Programming Interface (API) to provide a framework for comprehensive programmatic access, outside of the Graphical User Interface (GUI). Projectmates offers this advanced functionality as a supplemental service. The Projectmates API uses the "Swagger" API design containing built-in documentation. Projectmates API is designed to retrieve information from various modules in the software as well as update specific information on created items in the application. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Pro ectmates Systemates, Inc. Disclosures Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal litigation or investigation pending, which involved the proposer or in which the proposer has been judged guilty or liable within the last five (5) years. If there is no information to disclose, proposer must affirmatively state there is no negative history. REPLY: No such agreement failure, litigation or investigation are applicable to Systemates. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Acknowledgement of Insurance Requirements (Attachment 2) Proposals must include a written statement that, if selected, the proposer will provide the minimum insurance coverage and indemnification noted in Exhibits E and F, respectively, of the City's Agreement for Contract Services included as Attachment 1. r, that ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Mast be executed Hernant Bhave Systernates_ Inc. y Pfroser and submitted with rhe proposal (name) hereby acknowledge and confirm (name of company) has reviewed the City's indemnification and minimum insurance requirements as listed in Exhibits E and F of the City's Agreement for Contract Services (Attachment 1); and declare that insurance certificates and endorsements verifying compliance will be provided it an agreement is awarded_ I am Vice President (Title) of Systemates, Inc. (Company) Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence): $2.000,000 (general ag g regate) Must include the following endorsements: General Liability Additional Insured General Liabikity Primary and Noncontributory _ Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident} Personal Auto Declaration Page if applicable Errors and Omissions Liability $1,000,000 (per clairri and aggregate) Worker's Cvrnpensaticn (per statutory requirements} Must include the following endorsements: Worker's Compensation WaiverofSubrogation Worker's Compensation Declaration of Sole Proprietor if applicable Cyber Liability $1,000,000 (per occurrence) 52,000,000 (general aggregate) Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. Non -Collusion Affidavit (Attachment 3) Proposals must include an executed Non -Collusion Affidavit, included as Attachment 3, executed by an official authorized to bind the firm. NON -COLLUSION AFFIDAVIT FORM Must be executed by pmposer and submitted with the propos& tiemanE Bhave I am Vice President (Title) of ATTACHMENT 3 (name) hereby declare as follows; Systemeles. Inc_ (Company) the arty making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of. any undisclosed person, partnership, company, association, organization, or corporation: that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal. anti has not directly or indirectly colluded, conspired, connived. or agreed with any proposer or anyone else to put in a sham proposal. or that anyone shall refrain from proposing: that the proposer has not in any manner. directly ar Indirectly, sought by agreement, communication, or conference with anyone to Fix the proposal price of the proposer or any other proposer, ar to fix any overhead. profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof. or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay. any fee to any corporation. partnership. company. association, organization. proposal depository, or to any memor agent thereof to effectuate a collusive or sham proposal, declare under penalty of perjury under the laws of the State of California that the foregoing is tare and correct. Proposer Signature: Proposer Name: Proposer Title; Company Name: Address: Hernant Bhave Vice President Systernates. Inc, 2435 N Central Expy,. Suite 640 Richardson_ TX 75080 Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Acknowledgement of Addenda (Attachment 4) If any addendum/addenda are issued, the proposer shall initial the Acknowledgement of Addenda, included as Attachment 4. ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA Must be ex outed by proposer and submitted with the proposal; If #10 adafenda has been iSsued, mark "N/A" under Addendum No. indicating Not Applicable and sign ADDENDUM NO. SIGNATURE INDICATING RECEIPT 7 1 - Jul 25. 2024 # - Aug 7, 2024 16A le - Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Agreement for Contract Services — Clarifications Needed Systemates will require clarifications and possible revisions for the following elements of the City's provide contract. 1.1 Scope of Services (Exhibit A) Alignment for software services (product) versus implementation services (setup, training) will be required. Provided recommended Schedules (see below) from our SaaS agreement for such clarity. 1.3 Wage and Hour Compliance Relevance of all Systemates' employees align with Texas labor laws based on residence. Will any/all reference to "State laws" be relative to CA, TX or both? 1.4 Licenses, Permits, Fees and Assessments Clarify where in agreement will City owned elements will be defined. I.e., external software systems, browsers, computing devices, etc. 2.2 Method of Billing & Payment Proposed pricing in RFP for SaaS subscription is based on annual pre -paid fees as defined scope (licenses). Options for monthly payment terms are available at different pricing levels. 4.4 Independent Contractor Relevance of all Systemates' employees align with Texas labor laws based on residence. Addendum to Agreement — Scope of Servies Will request clarification that this addendum is not material to this engagement. Software will be used to assist in the management of construction projects, but relevance of this addendum is for actual construction vendors and suppliers. "Schedules" to be added The following content is our recommendation for clarity on deliverables for both subscription software (product as "application services") and implementation services Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. (Th, Projectmates Systemates, Inc. Schedule A - Services 1. Implementation Services. Implementation Services consist of discovery sessions, configuration of the Software, and training. Systemates will notify Customer when the Application Services are accessible for normal use on a date mutually agreed by the Parties. The Application Services are subject to a reasonable acceptance period by Customer that will be five business days, unless otherwise indicated on Schedule B. Customer shall evaluate the Application Services and indicate its acceptance or rejection to Systemates. If the Service or Software is deemed not acceptable by Customer within this acceptance period, then Customer may, at its option, request that Systemates correct the error or defect within the mutually agreed period. If Customer does not reject the Application Services within the acceptance period, they will be deemed accepted. 2. Application Services. 2.1 The Application Services, commonly referred to as "Projectmates", is an online project management software designed to automate construction processes, promote collaboration, and simplify workflows. The Application Services help manage projects from pre -design activities, through selection of the architect, design, acquisition of construction, management of move -in, and post -construction activities. The appearance, terminology and workflow processes can be customized. Authorized Users can share drawings, documents, meeting minutes, discussions, project budgets, invoices and other management processes through a web browser. 2.2 Systemates will make the Application Services available to each of Customer's employees, agents, representatives, contractors, and/or consultants who are permitted to use the Application Services under the terms of this Agreement ("Authorized Users"). 2.3 Customer will access and manage the Application Services by means of user accounts assigned to each Authorized User (each, a "User Account"). Customer shall assign appropriate passwords to each User Account and shall keep the passwords secure. Customer shall, and shall cause the Authorized Users, to: (i) notify Systemates immediately of any unauthorized use of any password or User Account or any other known or suspected breach of security; and (ii) not impersonate another person or provide false identity information to gain access to or use the Application Services. Systemates may remove or suspend any User Account affected by the activities described in this Section 2.3. 3. Professional Services. Systemates offers a variety of professional services, including building custom reports, integration, supplemental training, and implementation configuration (collectively, "Professional Services"). If Customer requests Professional Services, the Parties will mutually agree upon the terms of the Professional Services under a statement of work or work order. 4. Escalated Support. If Customer purchases escalated support, during the initial period of the rollout, Systemates will meet with the core implementation team monthly (or more if needed) to address questions about the functionality of the system, review user adoption, provide guidance in best practices for usage, and offer impromptu mini trainings as reasonably needed. 5. Customer Responsibilities. Customer will appoint a "Site Administrator" whose duties include adding or removing User Accounts, adding or removing User Accounts from projects, creating and changing passwords related to User Accounts, assigning user roles to User Accounts, adding and managing company profiles, adding and managing vendors, general managing the Application Services, providing Tier 1 support and training to Authorized Users, creating and managing projects, managing project templates (including access rights and structure), managing financial approvals, configuring project Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. r-, Projectmates Systemates, Inc. information fields and site layout, modifying the dashboard in the report module, and building and maintaining custom business processes. Each Site Administrator must complete the Site Administrator Training detailed on Schedule B. If Customer appoints a Site Administrator who has not completed the training, Systemates may suspend Technical Support until the training is completed. Tier 1 support means that Authorized Users contact Customer's Site Administrator for initial support. If the Site Administrator cannot resolve the issue after using reasonable efforts to do so, the Site Administrator will contact Systemates for Tier 2 support, and Systemates will work with the Site Administrator to resolve the issue. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Schedule B - Fee Schedule 1. Initial Setup One-time Annual - Set up dedicated private environment in Microsoft Azure cloud - Custom web address (https://CityofLaQuinta.Projectmates.com) - Customized portal page to reflect your corporate branding - Provisioned for 100 projects and 500 GB storage $5,800 Sub -Total $5,800 2. Annual Licensing Fee Quantity One-time Annual - Total Named User Seats 20 $24,375 - Users with Reporting Access (requires named user acct) 5 - Users with Site Admin Access (requires named user acct) 2 - Upgrades, Updates and 24/7 server monitoring Sub -Total $24,375 3. Implementation* Quantity One-time Annual Implementation Technical Services - Number of Technical Services Hours up to: 80 Discovery/ Fact Finding Meeting - Meetings with client team and departmental SMEs - Collect sample documents, budgets, schedules, etc. - Discuss workflows, approval paths, routing, etc. Configuration - Configuration of Projectmates software, project templates - Validation Workshop - Role Play with client team, day in the life of a project - Walk through project from planning to close out in software *All services performed online. Addional time and expenses will be billed for on-site meetings. Sub -Total $14,800 $14,800 4. Training* Quantity One-time Annual - Admin & Power User training: 3 -hour web -based trainings 2 $2,450 - User Training: 3 -hour web trainings (up to 10 users) 1 $1,110 - Escalated Support following implementation 1 Month $2,250 *All services performed online. Additional time and expenses will be billed for on-site meetings. Sub -Total $5,810 5. Add -On Menu (Not Included) One-time Annual - Additional User licenses up to 75 users (5 user block) price per user $100 $750 - Additional User licenses over 75 users (5 user block) price per user $100 $675 - Additional Report Users (project user license purchased separately) per user $100 $375 - Additional 3 -hour web -based training session (up to 10 attendees) $1,110 - Additional pack of 10 hours of non -programming consulting (pre -paid) $1,850 - Additional pack of 100 GB storage $600 Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Rate Amount 6. Additional Features Setup Annual Quantity One-time Annual - 2D/3D/BIM/PDF Viewer & Markup module $0 Included - Asset Planning $3,300 $3,000 - Single Sign -On (SSO) $3,700 $6,000 - Capital Planning $6,600 $6,000 - Flat -file Integrations - Budget, Invoice, CO (Separate SFTP or Amazon S3 Account required to be hosted by client) $7,400 $6,000 - Power BI Integration (Separate Power BI Account is Reqd.) - Access to API - DocuSign Integration (Separate DocuSign Account is Reqd.) - GIS/ArcGIS ESRI Integration** $5,850 $5,400 $14,800 $10,000 $1,200 $1,000 $3,300 $3,000 1 0 0 0 0 0 0 0 0 $0 Included N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A **Cost for Discovery/ Setup may vary based on requirements. Sub -Total $0 $0 Note: Technical Services are billed at $225 per hour. Billable hours for custom integrations and custom reports vary by Customer requirements. Actual Technical service hours will be determined after a SOW or work order is complete. A typical custom integration takes between 80-100 hours to complete. 7. Maintenance & Support Included Annual Software maintenance for free product updates, and upgrades, as well as live technical support for Site Admins (tier -2) via email, support portal or phone during support hours (Monday to Friday 8:30 am to 5:30 pm CST). Totals One-time Annual 1. Initial Setup $5,800 2. Annual Licensing Fee $24,375 3. Implementation $14,800 4. Training $5,810 6. Additional Features $0 $0 Note: TX, NJ and WA Companies must pay sales tax, to be added to the invoice. Sub -Total $26,410 $24,375 Payment Plan 1st Year - Due at the time of signing Total $50,785 2nd Year - annual recurring - Annual Licensing Fee (Actual amount will be based on number of users at time of renewal.) $24,375 - Annual Additional Features Fee $0 - Annual Review & Training (One 3 -hour web -based training - up to 10 users) $1,750 Total $26,125 Note: Initial Term: 2 years. After the initial term, no more than annually, Systemates may increase the fees by no more than seven percent (7%) of the then -current fee, unless otherwise agreed by the Parties. Agreement will automatically renew unless cancelled in accordance with the Agreement by either Party. Client will receive an invoice for the annual renewal with payment terms and actual amount due. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Schedule C — Service Levels 1. Service Levels. Service Availability is computed using the following definitions. a. Application Services: Systemates Application Service, accessible over the network via web protocols, up to and including Systemates' Internet connection. b. System Outage Hours: Total time during a given month in which the Application Service is unavailable, excluding Schedule Maintenance and time during Force Majeure events. Network problems beyond that point, such as ISP problems, Internet backbone problems or Customer network problems, are excluded. Problems caused by software running on Customer's computers are also excluded. c. Total Hours: Number of hours contained in a month. d. Service Availability: The percentage of Total Hours during a given month in which the System was available is computed by multiplying 100 by the following calculation (expressed as a percentage): (Total Hours — System Outage Hours) Total Hours 2. Service Level Credit. Where Service Availability is below 99% but above 97%, Systemates will issue a service level credit equal to 5% of the pro -rata portion of the annual subscription fee for that month. Customer will receive a service level credit of an additional 5% of the monthly subscription fee for each percentage point Service Availability falls below 97%, up to a maximum of 25% of monthly portion of the annual subscription fee for that month. To receive a credit, Customer must submit a request to Systemates within 15 days after the month in which Service Availability was below 99%. Any credit will be applied against subsequent subscription fees due to Systemates. 3. Customer Service. For general service or support issues, Customer may contact Systemates' Customer Support Center at support@systemates.com or 214.217.4100 Extension 2. Systemates will use reasonable efforts to provide an acknowledgement within eight hours during regular support hours Monday to Friday 8:30 AM to 5:30 PM US Central Time. If the issue cannot be resolved within a 24-hour period, we will continue to update you with additional information as it is available. In case of a "Server Down" situation beyond our regular support hours, Customer can contact Customer Support by calling 214.217.4100 ext. 211. If issues are encountered with the Application Services, Systemates will address reported issues according to the following priority levels: Priority Description Action & Response Systemates will work continuously until resolved. Target resolution goal is within 4 hours of a reproducible case being Red: System Down: Site not reported. operational and no System Down workaround is available. (Excludes system outages caused by force majeure, i.e. acts of God, war, civil unrest, acts of government and any other circumstances beyond Systemates' reasonable controls). Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared. Projectmates Systemates, Inc. Orange: Severe Impact Severe Impact: A major function is not working (unable to utilize a specific portion of the application). Reproducible Errors which result in a lack of application functionality or intermittent system failure. Good faith efforts by Systemates to provide: A workaround within 24 hours of notification. If a workaround is provided, then a plan for correction of the Error will be provided within 10 business days of notification, with a target for completion within 30 business days; or If a workaround is not provided, then a plan for correction of the Error will be provided within 5 business days of notification for completion within 10 business days. Yellow: Moderate Impact Reproducible Errors causing malfunction of non-critical functions. Customer is able to use the application with the issue outstanding. Good faith efforts by Systemates to provide: A workaround within 10 business days of notification. If a Workaround is provided, then a plan for correction of the Error will be provided within 20 business days of notification for completion within 60 days; or If a workaround is not provided then a plan for correction of the Error will be provided within 20 business days of notification, with a target for completion within 30 business days. Blue: Enhancement Request Request to add new feature or write custom code. Enhancement requests will be reviewed by Systemates. Customers will be notified of the outcome of the review. If customer desires to sponsor the enhancement request, Systemates will provide detailed scope of work document and cost estimate within 14 days. Certain data contained herein is considered to be confidential information belonging to Systemates, Inc. The confidential information shall not be disclosed to any third party other than the client for whom this document has been prepared.