VTS Deployment Services Statement of Work and Term Conditions

VTS Deployment Services Statement of Work and Term Conditions

Below lays out the statement of work that VTS agrees to perform for the Client in association with the Standard and Institutional Deployment and Add On services. The Client agrees to pay VTS the compensation set forth in the Order form for the performance of the Consulting Services in accordance with the terms of the Order. Subject to Client’s timely payment of fees and fulfillment of any Client responsibilities set forth herein, VTS will perform the Consulting Services in accordance with any milestones and/or deadlines to be mutually agreed to by the parties per Order Form.

Client will provide resources to support the Consulting Services and to help with Client collaboration, data collection and escalation. VTS and Client may establish a steering committee representing product, technical and business constituents to guide delivery of the Consulting Services. VTS will not be responsible, and will not be deemed in breach of this SOW and/or the Order, for any delay in the Consulting Services, including but not limited to failure to adhere to any Due Dates, arising from Client’s failure to provide VTS with all cooperation and data reasonably requested by VTS to perform the Consulting Services. Client is solely responsible for ensuring all data provided to VTS for VTS’s performance of the Consulting Services is complete and accurate in all respects. VTS’s integration services extend only to Client’s systems. Client shall be solely responsible for any third-party costs associated with integrating any of Client’s systems with VTS.

1. Standard Deployment Services

In accordance with our Standard Deployment Service Package, VTS will provide the following services:

 
Services Deliverables
Description

1

Kick Off and Goal Setting Working Session

Client Kick Off working session that lays out the proposed deployment approach, finalizes the client VTS working team and kicks off the deployment process

2

Deployment Manager, Deployment Plan and a Standard Integration

Client will have a Deployment Manager for guidance throughout the deployment process. Deployment Manager will provide guidance to client on timeline, integration of systems, and data collection and onboarding of their portfolio.

VTS will support one standard integration as part of the services. See section 3 for more details on definition of standard.

3

Portfolio Onboarding & Configuration

Basic support to understand the current state of Client’s leasing and asset management data and collateral and how this can best be configured in VTS

  • Building & Space Pictures / Flyers / Floorplans
  • Historic Leasing Activity (up to 3 months of history)
  • Manual Rent Roll Upload (for any buildings not included in an integration)
  • Includes Projects, Buildings, Floors, Spaces, Leases, Options/Rights data
  • Budget Upload
  • Site Plan Creation (for retail or industrial sites)
  • Sales Data Upload (for retail tenants)
  • TIMs and Comps (if structured in way that supports VTS upload template

4

Access to VTS Learning & Academy

Access to the VTS Learning & Academy web-portal for guided self-learning.

5

Live Webinar Training for Users/Super Users

Live webinar sessions that will provide training for all Client Users and Super Users. VTS Account Manager and/or Trainer will work with Client to schedule and perform trainings that are catered to Client best practices.

6

Client Deployment/ Roll-Out Plan

VTS will provide a client roll-out plan and periodic engagement reports that outline adoption and usages of VTS across Client’s organization

7

Creation of Tailored Adoption Tracking Report

Client will have an adoption tracking report

8

1-Day Onsite Training

1 day of onsite training (excluding T&E) for software contracts > $50K in 12 month software subscription

2. Institutional Deployment Services

In accordance with our Institutional Deployment Service Package, VTS will provide the following services:

 
Services Deliverables
Description

1

Kick Off and Goal Setting Working Session

Client working session that lays out the deployment approach, finalizes the client VTS working team and kicks off the deployment process

2

Deployment Manager, Deployment Plan and a Standard Integration

Client will have a Deployment Manager for guidance throughout the deployment process. Deployment Manager will provide guidance to client on timeline, integration of systems, and data collection and onboarding of their portfolio.

VTS will support one standard integration as part of the services. See section 3 for more details on definition of standard.

3

Portfolio Onboarding & Configuration

Basic support to understand the current state of Client’s leasing and asset management data and collateral and how this can best be configured in VTS

  • Building & Space Pictures / Flyers / Floorplans
  • Historic Leasing Activity (up to 3 months of history)
  • Manual Rent Roll Upload (for any buildings not included in an integration)
  • Includes Projects, Buildings, Floors, Spaces, Leases, Options/Rights data
  • Budget Upload
  • Site Plan Creation (for retail or industrial sites)
  • Sales Data Upload (for retail tenants)
  • TIMs and Comps (if structured in way that supports VTS upload template

4

Access to VTS Learning & Academy

Access to the VTS Learning & Academy web-portal for guided self-learning.

5

Live Webinar Training for Users/Super Users

Live webinar sessions that will provide training for all Client Users and Super Users. VTS Account Manager and/or Trainer will work with Client to schedule and perform trainings that are catered to Client best practices.

6

Workflow Mapping and Configuration

Tailored workflow mapping outlining processes related to VTS and Client subscription choice such as lead to lease, approvals, tenant relationship management, and best practices.

7

TRM Deduplication and Ongoing Clean Up

Identify and merge duplicate tenant records for data clean up and streamlined reporting. Performed first during initial onboarding and then as ongoing clean up.

8

Client Deployment / Roll-Out Plan

VTS will provide a client roll-out plan and periodic engagement reports that outline adoption and usages of VTS across Client’s organization

9

Adoption Tracking Report

Client will have a dedicated Account Manager that will create a tracking report to be presented to Client as update on platform usage.

10

1-Day Onsite Training

1 day of onsite training (excluding T&E) for software contracts > $50K in 12 month software subscription

3. Deployment Service Add Ons

VTS can provide the following additional add-on services that are subject to additional fees.

  • Dedicated Webinar Training with a Professional Trainer
  • Additional Onsite Training
  • Additional Advisory Services
  • Non-standard Integration Property Management System or Enterprise Resource Planning System Integration(s)
  • Additional Standard Property Management System Integration(s)

4. Expansion Services

VTS provides additional expansion services. These are services associated with provisioning and configuring a asset/building on VTS that a client wants to add to the platform. Expansion services are for clients who have 90% of their portfolio on the platform and do not require a property management integration. The services provided are listed below.

 
Services Deliverables
Description

1

Kick Off and Goal Setting Working Session

Client working session that lays out the deployment approach, finalizes the client VTS working team and kicks off the deployment process

2

Deployment Support

Client will have a deployment support to coordinate onboarding withs.

3

Portfolio Onboarding & Configuration

Basic support to understand the current state of Client’s leasing and asset management data and collateral and how this can best be configured in VTS

  • Building & Space Pictures / Flyers / Floorplans
  • Historic Leasing Activity (up to 3 months of history)
  • Manual Rent Roll Upload (for any buildings not included in an integration)
  • Includes Projects, Buildings, Floors, Spaces, Leases, Options/Rights data
  • Budget Upload
  • Site Plan Creation (for retail or industrial sites)
  • Sales Data Upload (for retail tenants)
  • TIMs (active tenants in the market)
  • Comps

5. Integrations

Below outlines the 4 types of standard integrations that VTS supports. Any integrations that are different from below are non-standard and are subject to additional service fees.

VTS Portfolio Import API v2 Integration – Yardi ETL

  1. Description of integration services:
    • VTS will facilitate Yardi integrations on a recurring schedule, using the Yardi ETL product files below:
      • CommProperties
      • CommBuildings
      • CommUnits
      • CommFloors
      • CommSQFTs
      • CommLeases
      • CommLeaseClauses
      • CommOptions
      • CommPropAttributes
      • CommUnitXrefs
      • CommChargeSchedules
    • The integration will populate property, space, lease, and option/encumbrance* data per the attached Appendix A
    • VTS will provide a Sandbox environment for integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will schedule imports of the Yardi ETL data to Production on a nightly basis
    • Include(s) integration via the standard mappings provided in Appendix A. Any additional integrated data or changes to the standard mappings between Yardi and VTS fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Prepare Sandbox environment for integration testing
    • Facilitate import and processing of Yardi ETL export files
    • Provide Egnyte (secure file share platform) access and SmartFile (SFTP platform) credentials
    • Provide timely feedback to Client regarding data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate Client’s acceptance testing of data as imported into VTS Sandbox
    • Push approved integration into VTS Production and configure recurring import job
  3. Client Responsibilities:
    • Maintain a valid license to Yardi’s ETL tool and Yardi’s Task Runner
    • Provide Yardi ETL files via secure file share (VTS-provided Egnyte or SmartFile folder)
    • Coordinate with VTS resource to resolve data or integration issues impacting the portfolio import
    • Complete acceptance testing of VTS Sandbox data and provide timely feedback for any data discrepancies found
    • Facilitate setup of nightly TaskRunner delivery of ETL files to the provided SmartFile folder

VTS Portfolio Import API v2 Integration – Yardi DB Tables via Third Party (Syllogistic Management Solutions)

  1. Description of integration services:
    • VTS will facilitate Yardi integrations on a recurring schedule using the Yardi tables outlined in the attached Appendix A, in conjunction with certified third-party Yardi consultant Syllogistic Management Solutions (“Syllogistic”)
      • Syllogistic will provide their own agreement and fee schedule for their services in installing the packages that create the database table files outlined in the attached Appendix
    • The integration will populate property, space, lease, and option/encumbrance* data per the attached Appendix
    • VTS will provide a Sandbox environment for integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will schedule imports of the Yardi ETL data to Production on a nightly basis
    • Include(s) integration via the standard mappings provided in Appendix A. Any additional integrated data or changes to the standard mappings between Yardi and VTS fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Provide client with required information needed ahead of Syllogistic package install
    • Coordinate communication between client and Syllogistic throughout the integration project
    • Prepare Sandbox environment for integration testing and facilitate import and processing of Yardi ETL files
    • Provide Egnyte (secure file share platform) access and SmartFile (SFTP platform) credentials
    • Provide timely feedback to Client regarding data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate Client’s acceptance testing of data as imported into VTS Sandbox
    • Push approved integration into VTS Production and configure recurring import job
  3. Client Responsibilities:
    • Execute Syllogistic agreement covering package install & support
    • Provide VTS with required information ahead of install
    • Along with VTS, schedule and accommodate installation of Syllogistic package
    • Coordinate with VTS resource to resolve data or integration issues impacting the portfolio import
    • Complete acceptance testing of VTS Sandbox data and provide timely feedback for any data discrepancies found
    • Request that Yardi schedule the nightly TaskRunner job to run the package installed by Syllogistic
      • Syllogistic will cover any required information for this step on the installation call

VTS Portfolio Import API v2 Integration – MRI Partner Connect API

  1. Description of integration services:
    • VTS will facilitate MRI API integrations on a recurring schedule, using the below MRI Partner Connect APIs:
      • MRI_S-PMCM_CommercialBuildingWithSuitesByBLDGID
      • MRI_S-PMCM_CommercialLeasesLeasByBuildingID
      • MRI_S-PMCM_CommercialLeasesCmreccByBuildingID
      • MRI_S-PMCM_CommercialLeasesLeasOptsByBuildingID
      • MRI_S-PMGL_EntityListing
      • MRI_S-PMCM_IncomeCategories
    • The integration will populate property, space, lease, and option/encumbrance* data per the attached Appendix
    • VTS will provide a Sandbox environment for integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will schedule import calls of the MRI API data to Production on a nightly basis
    • Include(s) integration via the standard mappings provided in the Appendix A. Any additional integrated data or changes to the standard mappings between MRI and VTS fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Prepare Sandbox environment for integration testing and facilitate import and processing of MRI API data
    • Provide Egnyte access for secure file sharing (mapping documents, QA references, etc.)
    • Provide timely feedback to client with regards to data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate Client’s acceptance testing of data as imported into VTS Sandbox
    • Push approved integration into VTS Production and configure recurring import job
  3. Client Responsibilities:
    • Provide VTS access to the following MRI API Credentials:
      • Web Services User ID
      • Web Services Password
      • Client Database Name
      • Client ID
      • MRI Version
      • API Farm URL
    • Coordinate with VTS resource to resolve data or integration issues impacting the portfolio import
    • Complete acceptance testing of VTS Sandbox data and provide timely feedback for any data discrepancies found

VTS Portfolio Import API v1 Integration – MRI Flat-file

  1. Description of integration services:
    • VTS will facilitate of MRI flat-file integrations on a recurring schedule, using the below MRI flat-file exports:
      • Entity
      • Bldg
      • Floors (optional)
      • Suit
      • SSQF
      • Leas
      • CMRECC
      • Leasopts *
    • The integration will populate property, space, lease, and option/encumbrance* data per the attached Appendix
    • VTS will provide a Sandbox environment for integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will schedule import jobs of the MRI file data to Production on a nightly basis
    • Include(s) integration via the standard mappings provided in the Appendix A. Any additional integrated data or changes to the standard mappings between MRI and VTS fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Prepare Sandbox environment for integration testing and facilitate import and processing of MRI file data
    • Provide documentation outlining the MRI File integration process
    • Provide Egnyte access for secure file sharing (mapping documents, QA references, etc.)
    • Provide SmartFile (SFTP platform) credentials and automation configuration packages
      • Packages are to be installed in client’s local environment to facilitate file delivery automation between MRI and SmartFile
    • Provide timely feedback to client with regards to data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate client’s Acceptance Testing of data as imported into VTS Sandbo
    • Push approved integration into VTS Production and configure recurring import job
  3. Client Responsibilities:
    • Provide VTS the above mentioned files from MRI (shared via Egnyte for initial testing)
    • Map MRI rent, space, and option types to available VTS values per the integration documentation
    • Coordinate with VTS deployment manager to resolve data or integration issues impacting the portfolio import
    • Complete Acceptance Testing of VTS Sandbox data and provide timely feedback for any data discrepancies found
    • Install & set up automation program in local environment per documentation in order to facilitate automation of file delivery between MRI and SmartFile

VTS Portfolio Import API v2 Integration – VTS Template

  1. Description of integration services:
    • VTS will facilitate flat-file integrations on a recurring schedule, using .CSV templates as outlined in the attached Appendix
    • The integration will populate property, space, lease, and option/encumbrance* data per the attached Appendix
    • VTS will provide a Sandbox environment for integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will schedule import jobs of the MRI file data to Production on a nightly basis
    • Include(s) integration via the documentation provided in the attached Appendix A. Any additional integrated data or changes to the documented fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Prepare Sandbox environment for integration testing and facilitate import and processing of template file data
    • Provide documentation outlining the template file integration process
    • Provide Egnyte (secure file share platform) access and SmartFile (SFTP platform) credentials
    • Provide timely feedback to client with regards to data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate client’s Acceptance Testing of data as imported into VTS Sandbox
    • Push approved integration into VTS Production and configure recurring import job
  3. Client Responsibilities:
    • Provide VTS the above mentioned files from [system]
    • Coordinate with VTS deployment manager to resolve data or integration issues impacting the portfolio import
    • Complete Acceptance Testing of VTS Sandbox data and provide timely feedback for any data discrepancies found
    • Install & set up report automation of file delivery between [system] and SmartFile

VTS Portfolio Import API v2 Integration – Direct to VTS API

  1. Description of integration services:
    • VTS will facilitate API integrations per the Developer Documentation
    • The integration will populate property, space, lease, and option/encumbrance* data per the Developer Documentation
    • VTS will provide a Sandbox environment for client’s integration testing purposes ahead of go-live within the VTS Production environment
    • VTS will provide credentials for access to integration documentation via the VTS Developer Portal (read.me site and password). Any additional integrated data or changes to the documented fields may be subject to additional fees.
  2. VTS Responsibilities:
    • Prepare VTS Sandbox environment for integration testing and provide client with API Key and Secret to use when hitting Portfolio Import API v2
    • Provide Developer Documentation access (read.me site & password)
    • Provide Egnyte (secure file share) access for QA materials
    • Provide timely feedback to client with regards to data or integration issues impacting the portfolio import
    • Host weekly project calls to review outstanding integration tasks and next steps
    • Facilitate client’s Acceptance Testing of data as imported into VTS Sandbox
    • Provide Production API Key and Secret and facilitate data push to production, including any required mappings ahead of go-live
  3. Client Responsibilities:
    • Develop calls from [system] to VTS per the Developer Documentation provided
    • Coordinate with VTS deployment manager to resolve data or integration issues impacting the portfolio import
    • Complete Acceptance Testing of VTS Sandbox data and provide timely feedback for any data discrepancies found
    • Update integration to use VTS Production API Key and Secret and set regular imports at go-live

Anything outside the scope of what was detailed above will be considered non-standard and may be subject to additional service fees.

Appendix A
VTS Record Type
VTS Field
VTS Subfield
Yardi ETL Table
Yardi ETL Field*Yardi ETL fields may not reflect the same naming convention as Yardi front end or table field names.

Office Park Information
Name
CommProperties

Addr1-4

Office Park Information
Properties
CommBuildings

Building_Code

Property Information
Name
CommProperties
CommBuildings

b.building_name
b.address_1-4
p.addr1-4

Property Information
Address
Street Address
CommProperties
CommBuildings

b.addr1-4
p.addr1-4

Property Information
Address
City
CommProperties
CommBuildings

b.city
p.city

Property Information
Address
State
CommProperties
CommBuildings

b.state
p.state

Property Information
Address
Zip Code
CommProperties
CommBuildings

b.zip_code
p.zipcode

Property Information
Address
Country
CommProperties
CommBuildings

b.country
p.country

Property Information
RBA
CommProperties
CommUnits

MLA

  (sum of space sq ft)

Property Information
Fund

Property Information
HasOffice

Property Information
HasRetail

Property Information
HasIndustrial

Property Information
LeasingCompany

Property Information
ManagingCompany

Property Information
NumberofFloors
CommFloors

(count of floor_code)

Property Information
Owner

Property Information
Submarket

Property Information
VacantSquareFeet

Property Information
YearBuilt

Property Information
Market

Floors
Floor Name
CommFloors

floor_code

Floors
Rentable Area
CommUnits
CommSqfts

(sum of unit sq ft)

Space Information
Areas
Value / Measurement
CommSqfts

dsqft0-10

Space Information
Areas
Start Date
CommSqfts

dtdate

Space Information
Areas
End Date
CommSqfts

dtdate-1

Space Information
Description

Space Information
Suite Name/Number
CommUnits

unit_code

Space Information
Availability Date

Space Information
Floor Name
CommUnits

floor_code

Space Information
Floor Composition

Space Information
Listing Date

Space Information
Maximum Contig

Space Information
Price Negotiable

Space Information
Remeasured Space Available

Space Information
Removed
CommUnits

exclude

Space Information
Rental Pay Type

Space Information
Rental Rate Max

Space Information
Rental Rate Min

Space Information
Space Available
CommSqfts

dsqft0-10

Space Information
Space Condition

Space Information
Space Type
CommUnits

unit_type
rental_type

Space Information
Subtitle

Space Information
Transaction Type

Space Information
VacantOnDate

Space Information
Minimum Divisible

Space Information
Market Rent

Lease Information
Tenant
Tenant / Company Name
CommLeases

lease_name

Lease Information
Tenant
Industry
CommLeases

ics_code

  per client mapping – could be different column

Lease Term Information
Space Id
CommUnitXRefs

unit_code

Lease Term Information
Commencement Date
CommUnitXRefs

unit_start_date

Lease Term Information
Expiration Date
CommUnitXRefs

unit_end_date
unit_move_out_date

Lease Term Information
Execution Date
CommLeases

sign_date

Lease Term Information
Lease Structure
CommLeases

lease_type

Lease Term Information
Contract Area
CommLeases

contracted_area

Lease Term Information
Security Deposit
CommLeases

security_deposit

Lease Term Information
Misc Description

Lease Term Information
Charges/Rents
Start Date
CommChargeSchedules

rent_increase_start_date
schedule_from_date

Lease Term Information
Charges/Rents
End Date
CommChargeSchedules

rent_increase_end_date
schedule_to_date

Lease Term Information
Charges/Rents
Amount
CommChargeSchedules

amount

Lease Term Information
Charges/Rents
Units
CommChargeSchedules

amount_period + estimate_type

Lease Term Information
Charges/Rents
Free Rent Type
CommChargeSchedules

charge_code

Lease Term Information
Charges/Rents
Other Revenue Type
CommChargeSchedules

charge_code

Lease Term Information
Rights/Options
Type
CommOptions

option_type

Lease Term Information
Rights/Options
Description
CommOptions

brief_description_of_the_option
notes

Lease Term Information
Rights/Options
Effective Date
CommOptions

expiration_date + 1
break_date

Lease Term Information
Rights/Options
Notice Start
CommOptions

expiration_date - earliest_notice_days

Lease Term Information
Rights/Options
Notice End
CommOptions

expiration_date - latest_notice_days

Lease Term Information
Rights/Options
Role Type
CommOptions

who

Lease Term Information
Rights/Options
Fee
CommOptions

penalty

Lease Term Information
Rights/Options
Term
CommOptions

term_in_months

Lease Term Information
Rights/Options
Number of Options

Lease Term Information
Rights/Options
Rate Type
CommOptions

fixed_rent_type

Lease Term Information
Rights/Options
Rate Note
CommOptions

percent_fair_market_value

Lease Term Information
Rights/Options
Min Sq Ft
CommOptions

required_area

Lease Term Information
Rights/Options
Max Sq Ft
CommOptions

required_area

Lease Term Information
Rights/Options
Tenant Improvement

Lease Term Information
Rights/Options
Expansion End Date

Lease Term Information
Rights/Options
Targets
CommOptions

encumb_property_code
encumb_building_code
encumb_floor_code
encumb_unit_code