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System Size Assessment

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System Size Assessment Agreement

This System Size Assessment Agreement (the "Agreement") is entered into by and between:

Recitals

WHEREAS, Client seeks a professional technical assessment to determine an appropriate system size and configuration for the energy generation or storage system at the Client premises identified above; and

WHEREAS, Assessor is qualified to perform site evaluation, energy use analysis and system sizing calculations and is willing to perform such services under the terms set forth in this Agreement; and

WHEREAS, the parties desire to set forth the scope, compensation, schedule and other terms and conditions under which the assessment will be performed.

Effective Date

Effective Date:

Scope of Work

Assessor shall perform a professional System Size Assessment at the Client premises. The assessment shall include, at a minimum:

Typical deliverables include: site inspection report, measured or estimated available roof/ground area, shading analysis summary, historical energy consumption analysis, recommended system capacity (in kW), expected annual production (kWh), equipment sizing recommendations, and a written assumptions and limitations statement.

Site Information

Available Roof/Ground Area:

Main Service Size:

Shading Condition:

Energy Usage & Performance Data

Provide the following data for the most recent 12 months. If monthly values are not available, provide best estimate or baseline.

Proposed System Summary

Recommended System Size (AC) (kW):

Estimated Annual Production (kWh):

Suggested Inverter Size (kW):

Payment Terms

Client shall pay Assessor the fees set forth below in consideration for the services described in this Agreement.

Late Payment: Unpaid amounts shall accrue interest at the rate of applied monthly on outstanding balances. Client shall also be responsible for collection costs and reasonable attorneys' fees incurred to recover delinquent amounts.

Term and Termination

Term: This Agreement shall commence on the Effective Date and shall continue until completion of the assessment deliverables unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon written notice to the other party at least days prior to the effective date of termination. Termination for cause may be effected immediately if the other party materially breaches this Agreement and fails to cure such breach within 14 days after receipt of written notice of breach.

Effect of Termination: Upon termination, Client shall pay Assessor for services performed and reasonable expenses incurred through the effective date of termination, together with any non-cancellable obligations incurred by Assessor in connection with performance.

Confidentiality

Each party shall maintain in confidence all proprietary or confidential information disclosed by the other party in connection with this Agreement and shall not disclose such information to third parties except as required by law or with the prior written consent of the disclosing party. Confidential information shall not include information that is publicly available through no breach of this Agreement, independently developed, or rightfully obtained from a third party without restriction.

Warranties and Disclaimer

Assessor warrants that the services will be performed in a professional and workmanlike manner consistent with industry standards. Except as expressly set forth in this Agreement, Assessor makes no other warranties, express or implied, including any warranty of merchantability or fitness for a particular purpose. Client acknowledges that the assessment provides estimates and recommendations and does not guarantee system performance, permitting outcomes, or incentive availability.

Indemnification

Each party agrees to indemnify, defend and hold harmless the other party and its officers, directors and agents from and against any third-party claims, liabilities, losses, damages and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's negligent acts or willful misconduct in connection with performance of this Agreement.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles.

Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings and communications, whether written or oral. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

Acceptance of Assessment

The parties acknowledge that execution of this Agreement indicates Client's authorization for Assessor to commence the System Size Assessment as described herein and confirms Client's agreement to the terms and conditions set forth above.

Client

Print Name:

By:

Date:

Assessor / Consultant

Print Name:

By:

Date:

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What a System Size Assessment Is and When It Matters

The System Size Assessment is a structured technical report that documents an application's or infrastructure's current capacity, expected workloads, and recommended resource allocations to meet performance and availability targets. It combines measured metrics, projected growth, and configuration details to justify hardware, cloud, or licensing choices. A professional assessment includes baseline measurements, peak and steady-state scenarios, scalability margins, and assumptions that affect capacity planning. Organizations use it to align procurement, architecture, and operations teams around quantifiable requirements and to reduce the risk of underprovisioning or excessive overprovisioning.

Why a System Size Assessment Adds Value

System Size Assessments provide evidence-based guidance for sizing compute, storage, and network resources. They reduce procurement uncertainty, improve uptime forecasting, and support compliance by documenting assumptions and methods used to calculate capacity needs under anticipated workload scenarios.

Why a System Size Assessment Adds Value

Who Typically Prepares and Uses This Assessment

Typical users include architects, capacity planners, procurement officers, and operations leads who require documented sizing recommendations.

  • IT architects and system engineers responsible for capacity planning and architecture validation.
  • Procurement and finance teams estimating capital or cloud operating expenses tied to capacity.
  • Operations and SREs monitoring performance trends and agreeing on scalability margins and runbooks.

The report supports vendor selection, budget planning, and SLA negotiations by providing measurable capacity targets.

Core Components of a Professional System Size Assessment

Essential components of a System Size Assessment ensure measurable baselines, repeatable methodology, and clear recommendations for capacity, scaling, and monitoring.

Executive Summary

Concise statement of objectives, summary sizing conclusions, total recommended capacity, cost implications, and next steps so stakeholders can quickly evaluate procurement and implementation impact.

System Inventory

Detailed list of hardware, virtual instances, storage volumes, network interfaces, and third-party services with current utilization figures and configuration parameters for reproducibility and auditing and serial numbers.

Workload Profile

Documented transaction types, request rates, concurrency, batch processes, and seasonal peaks with measured samples and projected growth rates to model future demand scenarios accurately and with confidence intervals.

Performance Metrics

Collected latency, throughput, error-rate, CPU, memory, I/O, and storage metrics across representative periods, annotated with measurement methods, toolchain used, and sampling frequency details for repeatability.

Scalability Plan

Practical scaling options with horizontal and vertical strategies, estimated thresholds, automation triggers, testing plans, and cost trade-offs to support capacity decisions under various growth paths.

Risks & Assumptions

List of assumptions, single points of failure, third-party limits, data retention impacts, compliance constraints, and contingencies that materially affect sizing and operational resilience and mitigation steps.

Security and Compliance Data to Document

Data in Transit: TLS 1.2/1.3 encryption
Data at Rest: AES-256 encryption
Certifications: SOC 2 Type II, ISO 27001
Healthcare Compliance: HIPAA-compliant; BAA required
Regulatory Acts: ESIGN, UETA, 21 CFR Part 11
Accessibility: WCAG 2.0 Level AA

Step-by-Step: Performing the Assessment

Follow these steps sequentially to perform a System Size Assessment and deliver a final, auditable report suitable for procurement and operations.

  • 01
    Gather Inventory: Collect hardware, VM, storage, and network configuration data.
  • 02
    Measure Baseline: Record throughput, latency, and utilization over representative windows.
  • 03
    Model Scenarios: Create peak, average, and growth scenarios with assumptions.
  • 04
    Deliver Report: Summarize findings, recommend capacity, and note assumptions.

How to Configure an Online Assessment Workflow

Configure an online template and automation to collect inputs, run calculations, and route the assessment for review and signature.

Workflow configuration fields and settings Configuration and default values for automation and routing
Signer authentication and access controls Email link, SMS code, or SSO
Template fields and conditional logic Magic fields, conditional show/hide, validation rules
Approval routing and reviewer assignment Role-based routing, sequential or parallel approvals
Notifications and audit trail retention Email notifications, completion logs, exportable audit trail

Where to Send or File the Completed Assessment

Typical submission flow for the completed System Size Assessment including review, approval, and archival steps.

  • Submit to PMO: Upload final report to project management office repository.
  • Share with Stakeholders: Distribute PDF or secured link for review and comments.
  • Archive Record: Store signed report in records management system with retention metadata.
  • eSignature Delivery: Route to authorized signers for electronic signatures and timestamps.

Technical Requirements and Integration Notes

Platform requirements cover supported file formats, authentication strength, integration points, and audit capabilities necessary for automated collection, routing, and electronic signing of assessments.

  • File formats: PDF, DOCX, and XLSX supported
  • Integrations: Salesforce, NetSuite, Google Workspace, and Box
  • Authentication options: Email, SMS code, SSO, and advanced methods

Recommended Timelines and Review Deadlines

Typical timelines for an end-to-end System Size Assessment from kickoff to final delivery and periodic reviews.

Initial kickoff and data collection:

2 weeks to gather inventory and metrics.

Draft analysis and modeling phase:

2–4 weeks depending on data complexity.

Stakeholder review, feedback, and revisions:

Allow one week for comments and edits.

Final approval, sign-off, and distribution:

Typically completed within one business day.

Periodic reassessment cadence and updates:

Annual or quarterly reviews recommended for high-change environments.

Common Preparation Mistakes to Avoid

  • Incomplete asset inventories lead to underestimated capacity needs and hidden single points of failure; verify instance IDs and configuration snapshots to avoid gaps.
  • Using short sample windows misses seasonal or burst traffic patterns; include representative peak and off-peak intervals for accurate modeling.
  • Mixing units (IOPS, MB/s, requests/sec) without normalization introduces calculation errors; document units and conversion factors clearly.
  • Assuming linear scaling without testing under realistic concurrency can result in cost spikes or outages; plan load tests to validate assumptions.

Practical Risks and Consequences

Underprovisioning: Service outages and SLA breaches
Overprovisioning: Unnecessary recurring costs
Compliance Gaps: Regulatory exposure for records
Procurement Delays: Missed delivery timelines
Invalid Baselines: Incorrect capacity targets
Vendor Lock-in: Limited migration flexibility

Examples: How Organizations Use Assessments and eSignatures Together

Real-world examples show how assessments paired with eSignature and workflow automation reduced turnaround time and clarified procurement needs.

Optica Ventures — COO

Optica Ventures used a formal sizing assessment to consolidate infrastructure choices and present clear capacity needs to investors and partners.

  • This enabled a single, justified procurement decision.
  • After completing the assessment and standardizing templates, the team reported improved adoption. As Brian Fitzgibbons, COO, said: "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Founder

A regional property manager used a System Size Assessment to replace aging systems and ensure tenant portal scaling during leasing peaks.

  • Resulted in reduced downtime and faster leases.
  • Tim Martin, Founder, reported operational improvements: "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

eSignature Vendor Pricing and Feature Comparison

Compare common eSignature vendors for executing and managing signed System Size Assessments, focusing on price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope limits.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no card required Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Premium+) Varies by plan Varies by plan Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Best Practices to Improve Accuracy and Reuse

Adopt consistent procedures and documentation standards to ensure System Size Assessments are accurate, auditable, and useful for future capacity planning decisions.

Standardize measurement windows, units, and tools
Define sampling periods, units (requests/sec, IOPS), and the tools used to collect metrics. Ensure all team members understand normalization methods and include raw data exports to support external validation and future reanalysis.
Document assumptions, confidence intervals, and margins
Explicitly list growth assumptions, headroom margins, and error bounds. Tie each assumption to data or stakeholder input, and indicate which assumptions were tested versus estimated to preserve auditability.
Validate with load testing and verification
Run representative load and failover tests to confirm that modeled scaling behaves as predicted. Capture results, discrepancies, and corrective actions so stakeholders can evaluate risk and plan mitigations.
Use eSignature and version control
Require electronic signatures on finalized reports and keep versioned archives with change logs. An immutable audit trail simplifies disputes, demonstrates consent, and supports compliance with ESIGN and record retention policies.

Frequently Asked Questions and Troubleshooting

Answers to common questions and troubleshooting tips for preparing, validating, signing, and submitting a System Size Assessment to stakeholders and record systems.


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