Objectives: Understand client workflows, data sources, BIM integration needs, cost code structure, and reporting requirements.
Deliverables: Project plan, defined success criteria, high-level walkthrough of current processes, list of required integrations.
Typical duration: 1–3 weeks.
System design and planning
Objectives: Define CostX data model (cost codes, BOQ templates, measurement rules), templates for quantities, takeoff sheets, and reports; plan BIM model alignment.
Objectives: Set up CostX environment (roles, permissions, company structure), import projects, configure cost libraries, units, currencies, and measurement rules.
Measurement rules: Distance/area/volume takeoff rules, shelling rules, and rule-based calculations.
Template-driven reports: Customizable reports and export formats (Excel, PDF, etc.).
Cost data and libraries
Cost databases: Localized cost data libraries, rate cards, and labor/material costs.
Custom cost codes: Ability to define a company-specific cost coding structure and mapping.
BIM and data integrations
Model linking: Configure how BIM models (IFC, Revit exports, etc.) attach to CostX items.
Data exchange: Custom mapping for attributes, quantities, and takeoff results between CostX and ERP/finance or workflow tools.
Workflows and user experience
User roles and permissions: Fine-grained access control (who can takeoff, modify templates, approve quantities, export data).
Custom dashboards: Tailored views and KPIs for project teams.
Automation: Scripting or rule-based automation for repetitive tasks (where supported by CostX version).
Additional Costs
Licensing and core costs
Software licenses: CostX license(s) per user or per concurrent user, plus any additional modules (e.g., BIM integration, advanced reporting).
Version/edition differences: CostX may have standard vs. professional/enterprise editions with different capabilities.
Setup and implementation fees
Initial implementation: Fees for discovery, configuration, template creation, data cleaning/migration, BIM setup, and training.
Onsite vs. remote: Some partners offer on-site setup; otherwise, remote setup with check-ins.
Customization and integration services
Templates and libraries customization: Fees for creating/adjusting BOQ templates, measurement rules, and cost libraries.
BIM integration: Fees for integrating with Revit/IFC models, model authoring workflows, and data mapping.
ERP/finance integrations: Fees for connecting CostX to ERP or project controls systems.
Data migration
Historical data import: Costs to migrate existing BOQs, cost data, and project templates.
Training
End-user training: Sessions for estimators, quantity surveyors, and project managers.
Admin/Power-user training: Training for administrators and template developers.
F. Maintenance and support
Annual maintenance/Support: Typically a percentage of the license cost (e.g., 15–25% annually, though this varies by vendor and region). Includes updates, patches, and access to support portals.
Support levels: Basic, standard, premium support with varying response times and SLAs.
Software updates: Major version upgrades may incur a separate cost or be included in maintenance, depending on the agreement.
Training
End-user training: Targeted sessions for estimators, quantity surveyors, and project controls to perform takeoffs, populate templates, and run BOQ/valuation reports.
Admin/Power-user training: Focused on template design, rule configuration, libraries management, user roles, permissions, and system maintenance.
Onboarding training: Guided onboarding when a project or team starts using CostX, often including best-practice templates and example workflows.
Live training formats:
Instructor-led virtual sessions
On-site workshops (depending on partner availability)
Recorded training modules or self-paced e-learning where offered
Training materials: User guides, quick-start cheatsheets, templates, sample datasets, and reference manuals.
Train-the-trainer support: Some partners provide a program to empower your internal admins to train others.
Security Measures
User authentication: Role-based access control (RBAC) to restrict who can view, modify, or export data.
Strong authentication options: Support for strong passwords, and in some deployments, SSO/SAML integration for enterprise identity management.
Data encryption:
In transit: TLS/SSL for data transmitted between client and server or cloud services.
At rest: Encryption of stored data in databases or cloud storage where applicable.
Data segregation: Multi-tenant or isolated data storage in cloud deployments; project and user data separation.
Updates
Regular releases: CostX typically follows a semi-regular release cycle with minor patches and security fixes in between major updates. Many customers see quarterly or semi-annual updates, but this can vary by region and partner.
Major vs. minor updates:
Minor updates: Bug fixes, security patches, small feature improvements.
Major updates: New features, redesigned components, or significant changes to templates or data models.
Delivery model: Updates are usually delivered through the partner network or through a cloud-service channel if a cloud deployment is used. On-premise installations generally receive update packages that admins install.
Release notes: Each update includes release notes detailing new features, fixes, and any migration considerations.
Data Ownership and Portability
Data ownership
Client-owned data: In typical enterprise software arrangements, the client owns the data you input into CostX (cost libraries, BOQs, templates, project data, BIM associations, and export results).
Licensee responsibility: The customer is responsible for the creation and governance of your data within the CostX environment.
Data portability
Data extraction rights: Most agreements provide rights to export or retrieve your data in common formats (e.g., Excel, CSV, XML, PDF, BIM export formats) upon request or at contract termination
Data format stability: Vendors usually commit to providing data in open, machine-readable formats to facilitate migration to another system.
Data retention post-termination: Contracts often specify a window during which you can access your data after termination (e.g., 30–90 days) and a process for final data delivery.
Data localization and residency
Cloud deployments may offer data residency options by region to comply with local data protection regulations.
On-premises deployments inherently keep data within your environment, with potential offload options for backups or DR.
Data security during transfer
Data transfer uses encryption in transit (TLS/SSL) and often encryption at rest within storage solutions.
Access controls and audit trails apply to data exports and data movement.
Scaling Up / Down
Licensing model impact
Flexible licensing: Most CostX agreements allow scaling by adding or removing named or concurrent licenses as teams grow or shrink.
Tier adjustments: Organizations can move between editions or modules (e.g., standard vs. enterprise) if supported by the contract.
Usage-based considerations
Usage metrics: Some contracts track concurrent users or named users; scaling requires updating the license count.
Pro-rated adjustments: Additions or reductions typically take effect at the next billing cycle, sometimes with mid-cycle recalculation.
Implementation impact
Additional onboarding/training may be needed for new users; conversely, reducing users may require de-provisioning and potential data access revocation.
Bim/ERP integration scope
If additional integrations are required due to scaling, there may be new configuration work and potential integration fees.
Lead time and planning
Plan scaling requests with a notice period (e.g., 30 days) to align procurement, provisioning, and onboarding/offboarding activities.
The terms & conditions for contract renewal and cancellation
Renewal terms
Renewal cadence: Typically annual or multi-year terms, with options for automatic renewal unless canceled.
Price adjustments: Renewals may include price updates (fixed, capped, or CPI-based increases) per the contract.
Renewal negotiation: Opportunities to renegotiate scope, SLAs, support levels, and included services at renewal.
Cancellation rights
Early termination: Most contracts include terms for termination with notice; penalties may apply if terminating before the end of a term.
Data return obligations: Upon termination, obligations to provide data export and ensure data portability.
Decommissioning: Process for disabling access, returning assets, and ensuring secure data purge where required.
Notice periods
Typical notice: 30–90 days prior to term end for non-renewal or renewal discussions.
De-escalation of services: Some contracts outline post-termination support windows or sunset periods.
Fees and refunds
Upfront payments: Potential non-refundable components if applicable.
Outstanding charges: Any remaining dues or prorated charges for partial periods.
Transition support: Optional paid services to assist with migration or offboarding.
Post-termination rights
Data access window: A defined window to retrieve data after termination.
Continued compliance: Any residual obligations (confidentiality, IP rights, return of proprietary assets).
Compliance
ISO/IEC standards
Data security management (ISO/IEC 27001) and information security controls are commonly pursued or targeted.
Software development or quality processes may align with ISO 9001 or ISO/IEC 27034 (application security).
Data protection and privacy
GDPR (EU/UK) or other regional privacy regulations with data processing agreements (DPA) and data handling commitments.
CCPA or other regional privacy laws may be relevant depending on location and user base.
Security frameworks
Industry-standard best practices such as NIST or CIS controls may be referenced in security documentation or audits.
SOC 2 or ISO 27001 certification evidence is typically pursued or provided via partner disclosures or procurement artifacts.
BIM-specific and industry alignment
Compliance with BIM standards and interoperability guidelines (e.g., IFC, COBie) as part of data exchange capabilities.
Data residency and cross-border data transfer
Mechanisms for lawful cross-border data transfers (e.g., Standard Contractual Clauses) when data moves between regions or cloud regions.
