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HomeMy WebLinkAboutCity Council Committees - Operations - 03/20/2012 (3) • Operations Committee Agenda KENTCouncilmembers: Les Thomas, Chair * Jamie Perry * Dennis Higgins WASH NOTON March 20, 2012 4:00 p.m. Item Description Action Speaker Time Page 1. Approval of Minutes YES 1 dated March 6, 2012 2. Approval of Check Summary Reports dated YES Bob Nachlinger February 16 through February 29, 2012 3. Lodging Tax Advisory Committee Appointment YES Kurt Hanson 5 Min. 3 4. ImageSource Annual Service Agreement YES Curt Ryser 10 Min. 5 5. ShoWare Center Economic Impact Study NO Ben Wolters 15 Min. 27 (INFORMATION ONLY) Unless otherwise noted, the Operations Committee meets at 4:00 p.m. on the Is' and 3r' Tuesdays of each month. Council Chambers East, Kent City Hall, 220 4th Avenue South, Kent, 98032-5895. Dates and times are subject to change. For information please contact Pam Clark at (253) 856-5723. Any person requiring a disability accommodation should contact the City Clerk's Office at (253) 856-5725 in advance. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388. This page intentionally left blank 1 KENT WASHINGTON OPERATIONS COMMITTEE MINUTES March 6, 2012 Committee Members Present: Les Thomas (chair), Dennis Higgins, Jamie Perry The meeting was called to order by L Thomas at 4:04 p.m. 1. APPROVAL OF MINUTES DATED FEBRUARY 21, 2012. J. Perry moved to approve the Operations Committee minutes dated February 21, 2012. D. Higgins seconded the motion, which passed 3-0. 2. APPROVAL OF CHECK SUMMARY REPORTS DATED FEBRUARY 1 THROUGH FEBRUARY 15, 2012 D. Higgins moved to recommend Council approve the Check Summary Reports dated February 1 — 15, 2012. J. Perry seconded the motion, which passed 3-0. 3. MOVE TO RECOMMEND THE AMENDMENT OF THE LIFEWISE ASSURANCE COMPANY CONTRACT FOR THE CITY'S STOP LOSS COVERAGE. The City's current administrator for our individual and aggregate stop loss coverage is LifeWise Assurance Company. To be competitive in the market and for the city to contain stop loss costs, the city went out to bid for the 2012 contract at the end of the year. After reviewing the city's large claims LifeWise Assurance Company was the only provider who agreed to continue the city's stop loss coverage for 2012. The premium was increased for 2012 by 19.8% and is budgeted in the Health &Wellness fund. B Fowler anticipates this cost will increase annually. J. Perry moved to recommend the amendment of the LifeWise Assurance Company contract for the city's stop loss coverage. D. Higgins seconded the motion, which passed 3-0. 4. TECHNOLOGY FEE UPDATE (INFORMATION ONLY) J. Hodgson started the technology fee update by distributing a copy of the Year-to-Date revenue, which is on target after two months. J. Watling explained a small glitch with the recreation fee process, specifically the online registration. Other registration options are walk up and by phone. The Active Network software, which is the same used for utility billing does not have the capacity to tack on the $1.00 fee at the end of the online registration transaction. A software upgrade would be required, which the company does not have scheduled at this time. An upgrade would cost $25,000 versus the loss of revenue to the city of $5,000. J. Hodgson feels the 20% reduction in recreation fees will be made up with increased permitting and utility fees. Staff have worked with I.T. on workarounds and there is nothing aside that wouldn't be labor intensive or a breach of the agreement with Active Network. J. Perry has concerns of recreation fees being charged more in some areas and less in another (online). Ultimately, Council proposed to leave it as it is. D. Higgins will follow up with the I.T. director for further discussion. The meeting was adjourned at 4:19 p.m. by L. Thomas. I/ ✓/J� ,,, F .. Pamela Clark Operations Committee Secretary z Technology Fees Year-to-Date Budget Thur2/29/12 Recreation 25,000 81 Utility Billing 175,000 28,617 Permitting 40,000 8,473 240,000 37,171 3 ECONOMIC and COMMUNITY DEVELOPMENT Ben Wolters, Director Phone: 253-856-5454 KENT Fax: 253-856-6454 WASH INGTON Address: 220 Fourth Avenue S. Kent, WA 98032-5895 March 20, 2012 TO: Chair Les Thomas and Operations Committee Members FROM: Kurt Hanson, Economic Development Manager RE: Lodging Tax Committee Appointment of Blane Webber MOTION: Recommend Council approve the appointment of Blane Webber to the Lodging Tax Advisory Committee. SUMMARY: The Lodging Tax Advisory Committee recommends Blane Webber be appointed to the Lodging Tax Advisory Committee. Mr. Webber has asked to be considered for the position vacated by Aaron Watne formerly from Marriott TownePlace Suites in Kent. Blane Webber is currently the General Manager at the Marriott TownePlace Suites in Kent. He grew up in Everett and graduated from Washington State University in the Hospitality Business Management program. This position is to be filled by a representative whom represents businesses required to collect lodging tax. Mr. Webber's position would be for a 3 year term, which would expire December 31, 2015 If you have any questions prior to the meeting, please call Kurt Hanson, 253-856-5706 or Ben Wolters, 856-5703. BUDGET IMPACT: None 4 This page intentionally left blank 5 INFORMATION TECHNOLOGY Curt Ryser, Systems Manager Phone: (253) 856-4642 1 Fax: (253) 856-4735 KENT Address: 220 Fourth Avenue S. WASHINOVON Kent, WA 98032-5895 DATE: March 20, 2012 TO: Kent City Council Operations Committee FROM: Curt Ryser, Systems Manager SUBJECT: Approve Purchase Order and Associated Documents for ImageSource Inc., Who Supports the City's Imaging and Records System. MOTION: Move to recommend City Council authorize the Mayor to enter into a contract with Image Source Inc., for the annual software and maintenance, in an amount not to exceed $53,976.29. SUMMARY: The Information Technology Department needs to renew the annual support and maintenance agreement with ImageSource Inc. who provides primary support for the city's records and imaging system. The renewal cost for this year is $53,976.29 and must be approved by the City Council. BUDGET IMPACT: No impact to the budget as the funding for the annual support and maintenance contract with ImageSource Inc. has been approved as part of the 2012 budget. BACKGROUND: While the 2012 budget does include the funding for these maintenance contracts, Information Technology is asking for approval of this support and maintenance renewal as the annual cost requires city council approval per city purchasing guidelines. ATTACHMENTS: ImageSource invoice and Support Services Agreement. 1 6 ImageSource, Inc INVOICE 612 Fifth Avenue SW j Olympia,WA 98501 Invoice Number: P30985 Invoice Date: Feb 7,2012 Page: 2 Voice: 360-943-9273 Fax: 360-943-4449 bill To; CITY OF KENT CITY OF KENT 2204TH AVENUE SOUTH 2204TH AVENUE SOUTH ATTN:JIM MCKENNEY ATTN:JIM MCKENNEY KENT,WA 98032-5895 KENT,WA 98032-5895 USA USA customer]❑ Customer 04yrnent Iertns Sates Red 1363 F.O.B.ORIGIN Net30 Days 2208 Quantity Ifem LleseriptFom unit Prfce.. Amount E C-I D-1002 1.00 EC-IS-1000-MS SOFTWARE ASSURANCE FOR 736.00 736.00 CAPTOVATION IMPORT SERVER 1.00• MR1800.0100 UPGRADE ASSURANCE-FOR KOFAX 179,10 179.10 CAPTURE VERSION 8.X 5K LICENSE - TEST SN: PB61541 1.00: ILINX RS-MS SOFTWARE ASSURANCE FOR ILINX 1,650.00 1,660.00 RELEASE SCRIPT 1.00 IS.RAS REMOTE ACCESS SERVICE 968.00 968.00 i I Subtotal 49.377.40 Sales Tax 4,598.89 TOTAL 53,976.29' 7 ImageSource, Inc INVOICE 612 Fifth Avenue SW Olympia,WA 98501 Invoice Number: P30985 Invoice Date: Feb 7,2012 Page: 1 Voice: 360-943-9273 Fax: 360-943-4449 Bill To: CITY OF KENT CITY OF KENT 2204TH AVENUE SOUTH 2204TH AVENUE SOUTH ATTN: JIM MCKENNEY ATTN:JIM MCKENNEY KENT,WA 98032-5895 KENT,WA, 98032-.5895 USA USA Custamerl6 Custarr Rayment7erms Sales Rep 1363 F.O.B.ORIGIN r 4et30 Days 2208 Quantity Iteri = Description Unit Price Amount COVERAGE BETWEEN 4/1/12 TO 3/31/13 60.00 BA-101 SOFTWARE ASSURANCE FOR ORACLE 401.00 24,060.00 IMAGE MANAGEMENT 1.00 BA-CL-121 SOFTWARE<ASSURANCE-FOR ORACLE 5,047..00 5,047.00 IM& BPM PRODUCTION CLIENT SITE LICENSE 1.00 EBP-ERP-001 SW ORACLE ADAPTOR FOR ONE WORLD 6,180.00 6,180.00 SOFTWARE ASSURANCE 1.00 EBP-LOB-001 MAINT ORACLE LINE OF BUSINESS LINK 2,884.00 2,884.00 SOFTWARE ASSURANCE 1.00 AFT-MOD-025 MAINT SOFTWARE ASSURANCE FOR ORACLE 1,031.00 1.031.00 FULL TEXT INDEX/OCR SERVER LICENSE,25K 1.00 AFT-OVF1000-MS ORACLE FULL TEXT OVERFLOWIMIL 577.00 677.00 SOFTWAREASSURANCE 5.00'AFT-CLIENT MAINT SOFTWARE ASSURANCE FOR ORACLE 22.66 113.30' FULLTEXT ENHANCEMENT LICENSE 2.00 EC-ISIS-11-MS SOFTWARE ASSURANACEESCANFOR 307.00 614.00 ISIS CONCURRENT USERS LEVEL 11 (126-225 IPM) 6.00 EC-ISIS-11-MS SOFTWARE ASSURANACE ESCAN FOR 307.00 1,842.00 ISIS CONCURRENT USERS LEVEL 11 (126-225 IPM) 3.00 EC_ID.-1001-MS SOFTWARE ASSURANCE FOREC INDEX 437.00 1,311.00 2-4USERS 5.00 EC-ID-1002-MS SOFTWARE ASSURANCE FOR 437.00 2,185,00 Subtotal Continued Sales Tax Continued TOTAL Continued' i g Imagcsourt—c- Support Services Agreement Annual Software Assurance Professional ices and Maintenance Annual Hardware Maintenance i 9 lni±age5ourcie I ADDENDUM/AMENDMENT TO IMAGESOURCE SUPPORT SERVICES AGREEMENT The following is part of the SUPPORT SERVICES AGREEMENT dated April 1s', 2012 between ImageSource, Inc. ('ImageSource") and City of Kent("Licensee'or"Customer") IT IS AGREED BETWEEN IMAGESOURCE AND LICENSEE AS FOLLOWS: Page 6:ESCALATION—Change in contact information i 7T — I Ion Sutherland 360.239.2661 jons@ agesourceinc.corn , — Terry Sutherland 360.239.3461 terrys@imagesourceinc.com ALL OTHER i TH R TERMS AND CONDITIONS NDI ONS of said Agreement remain unchanged 1 A�GESOURCE, C. City of Kent By: By: Its: Its: Date, = Date: Support Services Agreement Authorized Addendum a 03 rr 200 Page 1 ©ImageSource,Inc. 10 Locations, and Notifications this"Agreement" consists of this Support Services Agreement and all exhibits and other materials expressly referred to in this Support Services Agreement, Agreement Anniversary Date Start Date: .Per individual Schedule in Exhibit A Agreement Date: April 1,2012 Licensee Physical Location City of Kent Attention: Jim McKenney 2220 4"Ave SO Title: Sr, Systems Analyst Kent,WA 98032-5805 Phone: 253-856-4606 - Licensee Billing Information 'City of Kent Attention: Jim McKenney 2220 4"Ave SO Title: Sr. Systems Analyst Kent,WA 98032-5895 Phone: 253-856-4606 Notices to ImageSource, Inc. LnageSource's address for notices pursuant to the General Provisions of this Agreement ix ImageSource,Inc, Attention: Contracts Office 6125'h Avenue SW Title: Contracts Admvustrator Olympia,WA 98501 Phone: (360)943-9273 Fax: (360)943-4449 Submitting Support Requests ImageSource encourages its customer partners to submit support requests via our support web form. The LrageSource support web form is directly linked to IrnageSource's internal ProSync support tracking systems. By using the support web form the Licensee can dramatically reduce the amount of time spent gathering fundamental information regarding the support request. In the event that the support request form is unavailable or otherwise cannot be accessed, Licensee may use, and ImageSource will respond to,any of the following methods to submit support requests. Support Web Form: htt�: r+wut.inia u5uurueinrci"Surnil('untact.�np ort'indeT_171ri Support Email s l r't2cvimn tLopreeinc.asztr Malin Support Request: 360-943-9273 Support Services Agreement vovraro Page 2 ©Imagesource, Inc. 11 i iw,b 1. Annual Software Assurance ImageSource, Inc. ("ImageSource")will provide Software Assurance for the Solution subject to Licensee's payment of applicable Annual Software Assurance. Software Covered tinder This Agreement ImageSource shall provide Software Assurance only on the items set forth in Exhibit A — "Annual Software Assurance Coverage". Software Assurance Services ImageSource shall provide the following services as part of Software Assurance: Software Assurance Services provides Customers with minor fixes,upgrades and updates(right-of-decimal)to licensed Software released during the maintenance period. Software Assurance is NOT an extension of the warranty period; rather it runs concurrently with any warranty. Software assurance does not provide major releases(left-of-decimal)except where provided by the manufacturer. All support services for the Customer current on this plan and made available to ImageSource directly by the "Licensors"which include but are not limited to:Oracle,Legato,Kofax,Ceptaris,Cardiff, EMC, ImageSource, or Captovation. ImageSource agrees to make these services available to Customer as the same are made available to ImageSource by Licensors. These support services,where available, will include: 1) Access to RSS feeds from support Blogs 2) Twitter feeds hkkp:j/ttvlttcr mntlermsrtr�pnrt 3) User Community resources made available through Linkedin Group http;7/www.l'nedUz.cc7mleC 11s?hnnre &gi(H83h164 4) Access to any ImageSource released utilities and patches available htiplLd hvvnkhads- xcaplcnee,cam%t_h„ rlbijey.asox 5) Secure Access to ImageSource SharePoint Support Portal 6) Additional services provided by ImageSource are provided only through the ProSAM Program as defined later in this section. 2. Professional Services & Maintenance (ProSAM) Professional Services&Maintenance("ProSAM")is a program that allows Licensees to purchase support hours '.. at a reduced rate for the support of their Software or Solution. ProSAM services include the provision of information and assistance on technical incidents related to the installation,administration and operation of the Licensee's Software or Solution,as well as assistance in determining why the product may not be performing in accordance with the documentation(hereinafter and "Incident").ImageSource will provide PtoSAM services for the Software or Solution subject to Licensee's purchase of the number of hours indicated in Exhibit A— "Professional Services&Maintenance', '. Support Services Agreement vANWO Page 3 ©ImageSource,Inc. 12 Professional Services- Generally During the period of time covered by the Agreement, ImageSource will make available on CD-ROM, I'TI' Download or other machine-readable media any new.Licensor minor update(right-of-decimal)releases that are included in the Software Assurance Agreement. ImageSource will provide telephone,email and on-site support to maintain the Solution and other customization provided by ImageSource, Remote diagnostics, as specified in Exhibit A,may be provided as well. Reasonable working space at the Licensee's site will be provided to ImageSource as required. All time spent will be deducted from the relevant Pro.SAN1 balance account and are recorded in the 'Image5ourcc ProSyni;Incident Tracking^System. Except as otherwise provided for in the Agreement, Licensee will be billed in one-half(.5)hour increments for all PeoSAATservices, A minimum one-hour charge is billed for on-site support. All hours used will be tracked by the assigned,and/or onsite technician. If a problem occurs which significantly impacts Licensee's usage of the Licensed Program and remains unidentified or unresolved either by workaround or permanent correction after Licensee has taken the ImageSource prescribed action,ImageSource will dispatch a representative to the system location during regular Business Days and Hours,8:30am-5:00pm,Pacific Time,Monday through Friday,excluding ImageSource holidays which are listed on Exhibit B,ImageSource Holiday Schedule. The representative wit]arrive in one business day orless for all supported locations within a 100 mile radius of any local ImageSource office location, hnageSource will provide or make available: 1) Advice and assistance in diagnosis and identification of errors or malfunctions in the Licensed Program, 2) On-site consultation on correction or detour of identified errors or malfunctions. 3) Advice and assistance on completion of form to report errors or malfunctions to ImageSource as specified in the reporting procedure. The Licensee will bear the full responsibility for backing up its databases and/or data files according to 'industry standard practices. The Licensee will not hold ImageSource, its agents, successors or assigns Gable in any way for consequences resulting from lost data caused by the unavailability of appropriate back-up data. The support provided under this program does not include(unless.specifically stated in the written agreement) duties normally associated with on-going LAN Administrator tasks, recovery of databases and/or data files that were not property backed up,and normal data base administration tasks(reorganizing data base, running backups,restoring data bases,reviewing logs,updating statistics,capacity planning,etc.). Determining Severity and Response Commitments.When reporting an Incident,the Licensee will make the Initial determination of priority and include it in the request.ImageSource's initial response to an incident will be based on the Customer's assessment of priority. After the initial response,any changes to the incident priority will be determined by ImageSource's support staff.Below are the guidelines used to establish severity and ImageSource's response commitments: Support Services Agreement '.avrmro Page 4 OlmageSource, Inc. i 13 An incident is classified ss An incident is classified as A Severity 3 Incident is A Severity 4lncident is Severity I if the problem Severity 2lncldent where defined as an Incident that one that has low to affects production and (the htcident affects has low mpact. Customer minimal impact. Tlus demaads'immediate production systems and or IT service has not been evolves system attention. Normal service demands mmediate affected. Business risk is enhancements,upgrades has been disrupted, iattention. Customer or IT I low. Customer receives a 'and minor problems not Business risk is high. service has been affected, status report within 24 impacting production. Customer receives a status Business risk is moderate hours. Problem should be Resolution is deferred and report within the first to low. Customer receives resolved within five is to be addressed when hour. Problem should be a status report within four working days. If Licensor =time allows, if Licensor resolved within four hours. Incident should be !,escalation is required for 1 escalation is required for hours, If Licensor resolved within two days, resolution, the time to resolution, the time to escalatiom is required,for .?fLicensor-escalation is 1 resolve lies with the resolve lies with the resolution, the time to required for resolution, the j Licensor• Licensor. resolve lies with the time to resolve lies with Licensor. Customer the Licensor. Customer I receives a status report receives a status report I every four business hours ievery four business hours. 1 ImageSource will make commercially reasonable efforts to respond to support requests within the timeframes outlined above,provide periodic status updates to the Customer,and resolve incidents to the satisfaction of the Customer.ImageSource's inability to meet the response times set forth above due to Customer's availability (e.g.,phone busy,no answer,out of the office,etc.)does not constitute a failure to comply with these Support Policies, For incidents that ImageSource(working with input from Customer)determines to be Licensor Product Errors, ImageSource will assign an error priority level. Error priority levels are classified on similar criteria used to classify incidents, the difference being that product errors have been determined to reside in the Licensor Software. ImageSource will use commercially reasonable efforts to provide the following solutions: a ImageSource will work in earnest Support management will review Will be asses�forsible with the Licensor to provide an the error to determine whether it inclusion in normal product release t adequate workaround or patch to will be fixed in a patch release or in l cycles correct the problem. a scheduled new version release of the licensor software. Support Services Agreement voviano Page 5 O ImageSource, Inc. 14 I Professional Services- fours of Coverage Except as otherwise provided herein,]mageSource shall provide the maintenance between the hours of 8:30am- 5:00.pm,Pacific Time, Monday through Friday, excluding ImageSource holidays as indicated in Exhibit B. All work performed outside the outlined support hours,wdl be billed at ImageSource most current overtime rate (not to exceed 150%of the then-current standard rate), one(1)hour minimum. Software Maintenance — Appointment of Contact and Access .Methods In order to rationalize the process of providing support to customers and to protect the integrity of confidential information belonging to our customers and:to ImageSource,Customer must designate support services contact(s) ("Support Services Contact") who will be the only persons authorized to contact ImageSource with Support Services requests. Support Methods Remote Diagnostics-ImageSource utilizes Webex©to enable remote diagnostic and support. ImageSource executes on-linediagnostics,from a remote ImageSource location to assist in the identification and isolation of suspected Software or Solution errors or malfunctions. In the event Licensor requires the use of another remote diagnostic tool or service the Customer must provide access to the required tool at no cost to ImageSource. Any Security configuration(s)needed to achieve remote connectivity and/or access to Licensor's computer network will be used only for the purposes of diagnosing"error"or malfunction as described in section"General Provisions', Email Support-Licensee may request support services via email Telephone Support-In the event Licensee Internet connectivity cannot be established hageSource will provide,telephone support to maintain the Solution and other customization pursuant to this Agreement. For the highest level of service,we recommend Customers submit incidents through the Web-based form. In the event email or telephone contact is used to initiate a support incident the initial ImageSource contact will fill out the Web-based support form prior to initial triage. The time associated with this task will be billed in one- half(.5) hour increments. Escalation If for any reason the Customer is dissatisfied with the progress of an incident, or feels that ImageSource has not responded in a timely manner.according to the severity of its case, the Customer may escalate its concerns to and through LnageSource's management structure. It is important to note that escalation does not necessarily mean the transferal of ownership,but is simply a way to help in prioritizing incidents that are currently being worked on. e - Tier i 'Jon Sutherland 360.239.1661 jonsrimagesourceinc.com C `I'icr 2 Shad White 360.239.2142 shadw�.nimagesourceinc.com Tier Terry Sutherland 360.239,3461 terrys(mlimagesourceinc.com Suppod Services Agreement o.oXWO Page 6 b ImageSource, Inc. 15 Other Professional Services Available Under ProSAM The1ieensee-may,request, that ProSANI hours be utilized for any of the following services,and ImageSource will work with customer to schedule the requested services: Consultation Reinstallation Training Customization &Reconfiguration Design Analysis Project Management Minor Projects Solution Enhancements Upgrade Installation Update Installation WEB Development Documentation TmageSource reserves the right to add to or delete any or all of the above professional services without further notice to Licensee. ImageSource reserves the right to provide fixed-bid quotations for services requested. Error and Malfunction Service ImageSource will use commercially reasonable measures to either: 1) Provide Licensee with workaround or code correction to the program error or malfunctions. Each workaround or code correction will be made available in the form of either a written correction notice or machine-readable media and will be accompanied by a level of documentation adequate to inform Licensee of the problem resolved and any significant operational differences resulting from the correction which is known by ImageSource;or 2) Provide Licensee with a written response describing ImageSource' then existing diagnosis of the error or malfunction and generally outlining lmageSource'then existing plan and timetable for correcting or working around the error or malfunction. rravel Expense On site support that may be required,or other on-site work performed by ImageSource employees for any Licensee located outside of the east and south Puget Sound area from Marysville to Olympia in the State of Washington,may be impacted by travel and/or living expenses incurred by ImageSource. Such actual expenses will be billed,as they are incurred, outside the scope of this Agreement. Automobile and air travel time will be deducted from the ProSA+tlprogram at50%of the normal rate. Documentation /Software Media Updates Upon request of Licensee ImageSource shall provide one machine readable copy of any revised or additional documentation describing the Licensed Program, which ImageSource makes generally available to other entities receiving Software Assurance from ImageSource. Support Services A reement royioim Page 7 PP 9 9 ©ImageSource, Inc. 16 I 3. Annual Hardware Maintenance ImageSourcc,.in consideration of.the annual maintenance charge provided for herein,agrees to provide Hardware Maintenance only to those items asset forth in Exhibit A "Annual Hardware Maintenance Coverage", Service Hours and Response Times Except as ptherwise provided herein,ImageSource shall provide,suppprt between the hours of 8:30am-5:00pm Pacific Time,Monday through Friday,excluding hnageSource holidays as indicated in Exhibit B. All work performed outside the outlined support hours will be billed at ImageSource most current overtime rate(not to exceed 150%of the then-current standard rate), one (1)hour minimum. What is Covered Hardware maintenance is defined to mean the physical repair of computers and related hardware covered j under this agreement. ImageSource will provide qualified representatives or authorized service providers to maintain your hardware equipment. Coverage includes all travel time, mileage,labor, and parts. What is Not Covered The services provided under this Agreement do not include furnishing or replacement of consumables. hnageSource will install supply items without charge if fmageSource's Service Representative is present for regular service reasons. A regular service charge will be made if a special call is requested only for the purpose of installing supply items. Lamps,glass,print kits,paper, toner,starter toner,fuser oil,fuser rollers,imaging uiuts(at ter warranty), optical disk media,cleaning kits and drums are considered expendable supply items. The services provided under this Agreement do not include service, repairs, or parts necessary because of accident,misuse,abuse,neglect, theft,vandalism,electrical power failure,alteration, fire,water,or other casualty,acts, or omissions in performance or repairs or service by non-hnageSource personnel, malfunction of parts or attachments not supplied by ImageSource,or use of supplies or spare parts not meeting ImageSource' specification, farts required to make a repair will also be charged to include their handling,shipping and replacement cost. The services provided under this Agreement do not include the restoration of lost or damaged data or data files in any manner. The services provided Under this Agreement do not include periodic or automatic preventative,maintenance to clean or adjust any hardware item. Operators will be trained to perform such tasks,as required,at the time the hardware is installed,or may request such instruction when the technician is present or by use of die ProSAM program for professional services. Coverage Eligibility Prior to placing equipment under this agreement,it will be certified by diagnostic testing,physical 'inspection and/or inventory to ensure that it is in proper working order and can be supported under this Agreement. The equipment must be in good working condition on the commencement date of this Agreement. ImageSource's Support Services Agreement mavr000 page g ©ImageSource, Inc, 17 I hynige.56urce charges for parts include their handling and shipping costs,and labor required to place the equipment in such condition, will be invoiced to the Licensee at ImageSource's then-current rates. This Agreement shall become effective on the date of equipment installation or, if the equipment is already in place'from a prior implementation;on the date of this Agreement. Relocation Service Relocation Services are not covered under Section 3 of this Agreement. However, Pr4SAM services may be utilized for this purpose and the time utilized for the relocation service will be deducted from the ProSAt' account. Upon receipt of at least thirty (30)days prior written notice,ImageSource will perform reinstallation service for equipment to be relocated by Licensee. In this case,all Travel Time to and from the ImageSource facility in Olympia will also be deducted at 50%of the regular rate under ProSAM. In addition, any expenses or materials used by ImageSource in providing the reinstallation will be billed to the Licensee. All zone and extended maintenance uplifts,will apply during relocation. Stal7dardS ImageSource will maintain the equipment or have tine equipment maintained so that the equipment conforms to its published specifications and is in good working order. ImageSource and the Licensee agree that equipment may not be.available during periods where it requires maintenance. It is the responsibility of the Licensee to ensure that all of its files are adequately duplicated and documented and that the licensee conforms to the terms and conditions of all software and equipment manufacturer- licensing provisions as applicable. ImageSource will not be responsible for Licensee's failure to comply with the terms and conditions of all software and eyuipmentmanufacturer-licensing provisions. ImageSource reserves the right to replace any part with new or refurbished parts of equivalent functional specification. Limitations of Liability EXCEPT IN THE CASE OF GROSS NEGLIGENCE OR WILLFUL MISCOUNDUCT IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR INCIDENTAL, INDIRECT, SPECIAL, OR CONSEQUENTIAL DAMAGES OF ANY KIND, HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY; ARISING OUT OF OR IN CONNECTION WITH THE SERVICES OR PROGRAM OR SOLUTION PROVIDED PURSUANT TO THIS AGREEMENT,WHETHER OR NOT SUCH PARTY WAS ADVISED OF THE POSSIBILITY OF SUCH LOSS. IMAGESOURCE EXTENDS NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, ON PARTS SUPPLIED OR SERVICES PERFORMED UNDER THIS AGREEMENT, INCLUDING, BUT.NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS OF ANY COMPONENT, MODULE OR EQUIPMENT FOR A PARTICULAR PURPOSE. Support Services Agreement vovrono Page 9 0 ImageSource, Inc. 18 General Provisions Definitions (a) "Software Assurance shall mean the level of confidence that software is free from vulnerabilities,either intentionally designed into the software or accidentally inserted at anytime during its lifecycle, and that the software functions in the intended mariner." (b) "Annual Maintenance Fee" shalt be as set forth in Exhibit A (c) "Documentation" shall mean the manual(s)relating to the use of the SOLUTION delivered by ImageSource. (d) "Error means an error/malfunction bug in the Solution which degrades the Solution or the customer's use of the Solution. (e) "Correction" means the use of reasonable commercial efforts. (f) "Licensor Product Errors" Shall mean the failure of Licensor Software to conform in a material respect to the licensor Product Documentation, (g) "Solution" means the software and/or hardware provided by,or supported by ImageSource and specifically listed in Exhibit A (h) "Workaround" means a change in the procedures followed or data supplied by Customer to avoid an Error without substantially impairing Customer's use of the Solution. (i) "Customer" or"Licensee"means the entity or person identified as the Customer in Exhibit A. (j) "Software" is a r< r.S or programs that enables a corct rn ucr to perform a specific task, including a U- Ir.ation software,which enables a user to perform a task,and.5y!s,# ,t-ia sLLftw�ire which enables other software to run properly,by interfacing with hardware and with other software (k) "Licensor"means the manufacturer of the Software, (1) "Incident" means Software or Solution is not performing in accordance with the documentation. (m) 'Licensed Program"Software licenses covered under the terms&conditions of the licensor. r (n) "Third Party Licensor" Software that is developed by a third party. Automatic Renewal This Agreement shall renew automatically on the Anniversary Date indicated on Page 2. ImageSource will bill the Licensee for a one-year renewal of all programs indicated in this Agreement, Rates at renewal time for Professional Services,Software Assurance,and Hardware Maintenance may be adjusted in accordance with publisher and manufacturer adjustment percentage in the same rates due to any determining factor in the publisher or manufacturer calculation methodology. If the Licensee desires to cancel any portion of this Agreement upon thenext Anniversary Date,a notification to ImageSource at the address stipulated on Page 2 must be mailed to ImageSource 60 days prior to the Anniversary Date. If desired by the Licensee, htrageSource will meet with the Licensee at any time prior to this to discuss the renewal. Support Services Agreement ,.ovraw Page 10 O Imagesource,Inc. 19 Third Parties ImageSource,Inc,does not warranty work done by unauthorized third party vendors or contractors. ImageSource will not be held responsible for any malfunction or error resulting from third party services. in the event that Licensee,engages a third-party,m perform maintenance,upgrades and/or performs-services of any kind on items listed in Exhibit A the terms and conditions set forth in this agreement will be considered mull and void. ImageSource will not be responsible to refund any monies paid for services listed in Exhibit A. Cancellation During Term This Agreement may be cancelled Upon•60-days written notice. All monies paid shall be retained by ImageSource and shall not be refunded to Licensee. Use of Licensee Solution and Computer When ImageSource performs services pursuant to this Agreement which require the use of the Licensee's computer system(s), the Licensee agrees to make it available at reasonable times and in reasonable time increments,and in no event will the Licensee charge ImageSource for such system use. If the Licensee wants to add new..software.to,the.w.orkstations.orServers,.the,Licensee should contact ImageSource to be advised if the new software will affect the performance of the system. Failure to do so could result in billable support to the Licensee if service is required. Licensee agrees to furnish ImageSource access to the software modules whenperforming service,subject to Licensee's reasonable industrial security and safety Hiles. Licensee must provide the necessary data communications equipment-and,operating software at its location to support remote problem diagnosis and maintenance. Licensee Responsibilities Licensee agrees to furnish ImageSource reasonable access to the supported Equipment when performing service subject to Licensee's reasonable industrial security and safety rules. If applicable, Licensee shall provide the necessary data communications equipment and operating software at its location to support remote problem diagnosis and maintenance. Upon installation of any Software or Hardware upgrades,Licensee agrees to follow reasonable, release installation instructions,review system operations after installation,and report any problem detected as soon as possible. Reasonable storage and/or workspace at the Licensee's site will be provided to fmageSource as required.Licensee acknowledges it has reviewed and accepts the software license agreements) (including those of Third Party Licensors) for all products listed in Exhibit A which has been provided to Lirensee in electronic form. Licensee agrees it shall be solely responsible for the compliant use of the products listed in Exhibit A according to those software Gcense(s)agreement(s)terms and conditions. Se verability and Waiver If any term or provision of this Agreement shall be found by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable, the same shall not affect the other terms or provisions hereof or the whole of this Agreement,but such terms or provisions shall be deemed modified to the extent necessary in the court's opinion to render such terms or provisions enforceable, and the rights and obligations of the parties shall be Support Services Agreement vav+oirc Page i t ©ImageSource,Inc. 20 construed and enforced accordingly,preserving to the fullest permissible extent the intent and agreements of the parties herein set forth. Either party's failure to exercise a right available to it by reason of the other party's breach shall be taken as an isolated instance and shall not be deemed to be a permanent waiver of such right. Notice All notices, requests and other communications permitted or required under this Agreement must be in writing, and shall be delivered as follows with notice deemed given as indicated; (i)by personal delivery upon suet) personal delivery;(ii)if by nationally recognized courier or mail service with real-time or near-real-time tracking, when the courier or mail service's tracking system indicates that the notice was delivered to the " recipient's premises. All notices for both parties shall be sent to the addresses set forth on Page 2 of this Agreement. Nexas Annual Conference Nexus is an Annual Technology Conference conducted by hnageSource. As a Customer Partner we encourage attendance and participation. During this annual event customers gain insight into complimentary technologies. We incorporate attendance from product manufacturers, customer peers and industry experts so that valuable technical information and networking opportunities are provided. ImageSource offers a reduced Conference Fee and group hotel rates for customers who elect to have Nexus added to Exhibit A. Force Majeure Neither party shall be liable by reason of any failure or delay in the performance of its obligations hereunder on account of strikes,riots, insurrections,fires,floods,storms,explosions, earthquakes,acts of God, war, governmental action, or any other similar cause,which is beyond the reasonable control of such party, if any force majeure event occurs, the party delayed or unable to perform shall give immediate notice to the other party. Governing Law This Agreement will be governed and construed in accordance with the laws of the State of Washington as applied to transactions taking place wholly within Washington. The courts of the State of Washington located in the County of Thurston and the United States District Court for the State of Washington shall have exclusive jurisdiction of any legal proceeding regarding this Agreement,and the parties expressly submit to the jurisdiction of said courts. No Assignment This Agreement shall be binding upon the parties'respective successors and permitted assigns. Neither party may assign this Agreement,or any of its rights and obligations, without the written consent of the other party, which is not to be tuureasonably withheld. Any internal corporate reorganization by Licensee that does not involve any entity other than Licensee which results in a change of name or form of legal organization of Licensee('Reorganization")shall not be considered an assignment hereunder,and Licensee may engage in such Support Services Agreement e ovrmm Page 12 0 ImageSource, Inc. 21 AN lPnage butce Reorganization without the consent of ImageSource and without affecting its rights and obligations under tl»s Agreement. Licensee acknowledges and agrees that any reorganization of ImageSource that results in a change of name or ownership shall not be considered an assignment for purposes of this Agreement. In the event of the occurrence of such an event,the Licensee shall receive Services of a quality no less than Licensee received prior to the change of name or ownership. ,Entire Agreement This Agreement, and its appendices,set forth the entire understanding between the parties hereto and supersede all prior agreements,arrangements, and communications,whether oral or written,with respect to the subject matter hereof. No other agreements, whether oral or written,shall be deemed to bind the parties hereto with respect to the subject matter hereof. This Agreement may not be modified or amended except by the mutual written agreement of the parties. However, Exhibit A may be changed to reflect additional product coverage as the Licensee may add to the Solution or implemented additional Solutions. Exhibit B will change annually as ImageSource Holidays and relevant dates change every year. Countersignature This Agreement is void if not countersigned and returned by ImageSource to Licensee within five(5)business days-after.Licensee,hassigned and-.delivered.it.tolma.geSource. Schedules issued subsequent.to this Agreement (and its initial Schedule(s)) will be void if not countersigned within five(5)business days after Licensee has signed and delivered it to ImageSource. support Services Agreement .ovrmro Page 13 ImageSource,Inc, 22 Authorization IN WITNESS WHEREOF, the parties have executed this Agreement in duplicate counterparts,each of which shall be deemed an original but both of which together shall constitute but.one instrument. 49 ImayeSource City of Kent Authorized 'gnature Authorized Signature 1` Afi Print Name J Print Name Ti Ile Title nut - ! Date Date I , Support Services Agreement 'oviaio Page 14 ©ImageSourae, Inc. 23 I EXHIBIT ,AI City of Kent Software Assurance Coverage —Coverage between 4/1/12 to 3/31/13 m M� Oracle 60 CC-101 Image Management License $401.00 $24,060,00 Oracle 1 CL-121 Client Site License $5,047.00 $5,047,00 EBR-ERP-001 Oracle 1 SW Adapter for JDE One World $6,180.00 $6,180.00 Oracle 1 EBP-1-013-001 Line of Business Link $2,884.00 $2,884.00 Oracle 1 - AFT-MOD-025 -Full Text Module 25KPPM $1,031.00 $1,031.00 Oracle 1 AFT-OVF-000 Full Text Overflow 1 Mil PPC $577.00 $677.00 Oracle 5 AFT-CLIENT - Full Text Concurrent Client $22,66 $113.30 OraclelCaptovation 2 EC-ISI$-11 Scan for ISIS Level 1 $307,00 $614.00 0ra11e1Captovation 6 EC-ST-0011 Scan for Adrenaline Levell $307,00 $1,842,00 Oracle/Captovation 3 EC-I0-1001 Index $437,00 $1,311.00 OraclelCaptovation 5 EC-ID-1002 Index $437,00 $2,185.00 OraclelCaptovation 1 EGI5-1000 Import Server $736,00 $736.00 T� Capture 5K—Test System V9 Kofax 1 AWM01-005K $179.10 $179.10 P061541 Release Script for Kofax Capture to Oracle IS 1 ILINX RS-V7.x V9.2.0 $1,650,00 $1,650.00 Total for Annual Software Support $48,409.40 Support Services Agreement OY10n0 Page 15 ImageSoorce, Inc. 24 I Profs sslonal Services and Maintenance ProSAM —Hours do not expire until used ProSAM 10 Professional Support Hours $195,00 NA Total for Annual Software Professional Support Not Applicable Remote Diagnostic Service Coverage between 4/1/12 to 3/31/13 IS.RAS Remote Access Service $968:00 Total for Annual Software Professional Support $ggg,00 Nexus Annual Conference —2013 Dates To be confirmed MMIM,, a IS.NEXUS 1 1 Attendee& 1 Night Hotel Accommodation $4': 00 Not Applicable Total for Annual Software Professional Support Not Applicable Hardware Maintenarnce Coverage —Coverage between 4/1/12 to 3/31/13 Not Applicable Total for Annual Hardware Maintenance Declined L This Support Services Agreement will auto renew yearly. Support Services Agreement J ovrono Page 16 ©ImageSource,Inc. 25 EXHIBIT B asmommoom NewYears Day------------------------------------------------------------------------------------------ PresidentsDay------------------------------------------------------------------------------------------ GoodFriday---------------------------------------------------------------------------------------------- MemorialDay-------------------------------------------------------------------------------------------- IndependenceDay---------------------------------------—-------------------------------------------- LaborDa ------------------------------------------------------------------------------- Thanks ivin Da --------. DayAfter Thanksgiving------------------------------------------------------------------------------ ChristmasEve-------------------- --------------------------------------------------------------------- I Christmas Da ---------------------------------------- Support Services Agreement v.ovlam Page 17 ImageSource,Inc. 26 This page intentionally left blank 27 ECONOMIC and COMMUNITY DEVELOPMENT Ben Wolters, Director Phone: 253-856-5454 KENT Fax: 253-856-6454 WASH INGTON Address: 220 Fourth Avenue S. Kent, WA 98032-5895 March 20, 2012 TO: Chair, Les Thomas and Operations Committee Members FROM: Ben Wolters, Economic and Community Development Director RE: ShoWare Center Economic Impact Study MOTION: Informational Purposes Only SUMMARY: Several City and Community leaders desire a study that quantifies economic impacts associated with the ShoWare Center's activities. The study will provide an analytic foundation for City strategies to continue growing the ShoWare Center's positive impact on City's economy and quality of life. BUDGET IMPACT: Yes BACKGROUND: Community Attributes completed analysis and facilitated identification of strategic themes for an update of the City of Kent economic development plan in late 2011. As part of the economic development plan update process, CAI performed interviews with business leaders in Kent and facilitated a business forum in collaboration with City Economic Development Division staff. Through the interviews and the business forum, the importance of ShoWare Center emerged as a critical asset for local economic development. Business leaders citywide cited ShoWare's importance as an iconic landmark and regional draw. However, City leadership and stakeholders alike feel that ShoWare has even more potential for economic and fiscal benefits to the City. Current survey data does not capture ancillary spending of ShoWare visitors, but many in the business community feel that its economic impact is positive. As a publically managed and financed facility, the City is interested in understanding the full economic and financial benefits of the ShoWare Center and supporting its long-term sustainability and independence as an enterprise fund. With ShoWare Center now having been in operation for three years, there is now a solid base of data from which to develop a refined and useful assessment of ShoWare Center's past and future economic benefit to the City of Kent. RECOMMENDATION: Proceed with a contract with Community Attributes Inc. to produce an analysis of the economic impact of the ShoWare Center. The contract for 36,400 will be brought to the Operations Committee for review and approval at a later date. EXIBITS: Proposed scope of work from Community Attributes Inc. 28 JX `t „h " IIIIIIIII ShoWare Center Economic Impact Analysis DRAFT Scope of Services March 15, 2012 PROJECT UNDERSTANDING Community Attributes completed analyses and facilitated identification of strategic themes for an update to the City of Kent economic development plan in late 2011. As part of the economic development plan update process, CAI performed interviews with business leaders in Kent and facilitated a business forum in collaboration with City Economic Development Division staff. Through the interviews and the business forum, the importance of ShoWare Center emerged as a critical asset for local economic development. Business leaders citywide cited ShoWare's importance as an iconic landmark and regional draw. However, City leadership and stakeholders alike feel that ShoWare has even more potential for economic and fiscal benefits to the City. Survey data are not currently captured on ancillary spending of ShoWare visitors, but many in the business community feel that its economic impact is positive. As a publically managed and financed facility, the City is interested in long-term sustainability of the facility and supporting its independence as an enterprise fund. City economic development leaders desire a study that quantifies economic impacts associated with its activities. The study will provide analytic foundation for City strategies related to ShoWare. The following section includes a proposed scope of work to provide this economic impact assessment of the ShoWare Center for the City of Kent. PROJECT APPROACH The approach to this work leverages existing data from the ShoWare center, combined with primary data collection in the form of ShoWare attendee surveys and business interviews, along with impact modeling to tell a complete story of the economic impact of ShoWare center. Survey research will attain ancillary consumer spending data to describe visitor and business activity related to ShoWare. The business survey will enhance perspectives on activity before, during and after ShoWare events and impacts on a variety of business types and locations. The business survey should include representatives from retail, restaurateurs and other businesses types and local business associations. The following section presents a detailed Work Program, with options. The tasks are included as a menu of options, offering varying degrees of completeness to tell the ShoWare story. Budget trade-offs are discuss in the subsequent section. SboVare Economic Impact Study Marcb 15, 2012 Page 9 DRAFT 29 WORK PROGRAM This section presents the anticipated tasks and associated level of effort required to complete the analysis. Task 1 . Baseline Information and Data Assembly • Verify ShoWare revenue sources, tax rates, revenues and expenditures to date. • Review current net revenues accruing to the City, by segment, size of event and other data useful for analyzing demand. • Review expenditures, operating and maintenance costs. Deliverable: Technical memorandum Budget: $3,600 Schedule: Weeks 1 through 4 Task 2. Visitor and Business Survey and Profiles Intercept Survey For an intercept survey, Community Attributes is experienced in collaborating with survey research firms to augment quantitative analysis. We are prepared to contract with local firms as a subcontractor for this task (price reflects estimates gathered in developing this scope). Deliverable: Design of intercept survey, Survey analysis and results; Visitor and business profiles Budget: $15,400 ($7,500 for survey, $7,900 for data analysis and reports) Schedule: Depends on schedule for representative events, plus 2 to 4 weeks for draft report Option: On-Line Survey of ShoWare Customers Alternatively, as a substitute for an intercept survey, an online visitor survey with ShoWare attendants could be used to assess the following: • Attendee activities in addition to ShoWare event and spending by type • Frequency of event attendance at other venues and at ShoWare • Demographics, including age, gender, education, occupation, residence, place of work, household size, ethnicity and income • The amount of time spent in Kent associated with ShoWare event(s) • Number and type of visitors by event and number of visitors in party • Average spending per visitor Email contacts for online surveys will be provided by ShoWare (for ShoWare event attendees, via ticket sales) and City staff(for business surveys). Deliverable: Design of online survey; survey analysis and results; visitor and business profiles Budget: $11,400 ($3,500 for survey, $7,900 for data analysis and reports) SbolEare Economic Impact Study Marcb 15, 2012 Page 2 DRAFT 30 Schedule: Weeks 1 through 12 (may vary depending on event schedule, which will drive the length of time for keeping the survey open) Task 3. Local Business Interviews Identify businesses believed to benefit from ShoWare events. Conduct telephone interviews with up to 20 local businesses to assess the following: • Goods and services offered • Dependence on ShoWare events • Revenues and expenses • Marketing efforts currently underway • Needs from City Deliverable: Design interview protocol; Survey analysis and results Budget: $7,500 Schedule: Weeks 3 to 8 Task 4. Economic Impact Model & Capture Scenarios • Combine analysis of ShoWare data and survey data to estimate economic impacts. Benefits quantified will include the following direct and indirect benefits (additional items from the City are welcomed for discussion): — Property tax revenues — Sales tax revenues, including construction-related one-time revenues, on- going sales tax from operations and shared revenues (including Streamlined Sales Tax impacts, to the extent possible) — Parking tax revenues — Hotel/motel tax revenues — Utility tax revenues — Jobs by type — Wages • Estimate indirect and induced benefits using IMPLAN input/output modeling — Quantify impacts for King County as a whole — Estimate impacts captured by City of Kent activity Deliverable: Technical memo with exhibits, charts, graphs and summary findings Budget: $4,900 Schedule: Weeks 8-12 (Depending on survey schedule) Task 5. Draft and Final Reports • Mine and integrate relevant stakeholder input from CAI's update to the Kent Economic Development Plan interviews and business forum input to inform potential strategies to consider. SbolEare Economic Impact Study Marcb 15, 2012 Page 3 DRAFT 31 • Integrate technical memo, survey results and profiles and findings from other tasks into a complete report. • Draft findings in a report format with summary tables of key findings and spreadsheets. (Electronic files will be transferred). Deliverable: Draft and final report Meetings: Two; one to review preliminary findings and one to review draft report Budget: $5,000 Schedule: Weeks 8 through 12 Budget and Schedule All tasks require an estimated $36,400, reflected in the estimate of hours and tasks in the following budget exhibit. Including an on-line survey, in lieu of the intercept survey, would reduce the costs to $32,400. Proposed Budget Hours Costs Task 1. Baseline Information and Data Assembly 36 $3,600 Task 2. Showare Customer Intercept Survey 200 $15,400 Task 3. Business Interviews 70 $7,500 Task 4. Economic Impact Model 48 $4,900 Task S. Meetings & Reports 40 $5,000 Total Labor 394 $36,400 ShoWare Center Requirements ShoWare Center will provide the following to Community Attributes: • Contact information for online surveys • Information on bond service, operations and maintenance for comparison with economic benefits • Information related to current benefits to the City from existing businesses and economic activity SboVare Economic Impact Study Marcb 15, 2012 Page 4 DRAFT 32 References We encourage you to contact the references below who can speak to our expertise in providing fiscal and economic impact models: • Jeff Marcell, President& CEO, enterprise Seattle, (206) 389-8654; jmarcell@enterpriseseattle.org • Lyman Howard, Assistant City Manager/Finance Director, City of Sammamish; (425) 295-0590; lhoward@ci.sammamish.wa.us SboVare Economic Impact Study Marcb 15, 2012 Page 5 DRAFT