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HomeMy WebLinkAboutIT07-167 - Original - Stan Waldrop - KIVA Script Revisions - 01/05/2007 10 Records Manageme, 0 1111Zm KENT Document WASHIHGTOH a / 11 u CONTRACT COVER SHEET This Is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed, if you have questions, please contact Mary Simmons, City Clerks Office. Vendor Name: 1-nIrN k L)rl rn O Vendor Number: 1S I 1 3 I JD Edwards Number Contract Number: .ZT07- /67 This is assigned by Mary Simmons Description: Clint\ Detail: -L V l SL'.t'.i o� o o k c ,nay Project Name: Contract Effective Date: 1 I o5 1 O`1 Termination Date: 1 1 a to I o`j Contract Renewal Notice (Days): C� I Number of days required notice for terminatfon or renewal or amendment Contract Manager: -:Y�up-- \AbQo_ xp utA-4- Department: 7er�tlm� Abstract: ADCL7832 07/02 K E N T W�.111"GTO. CONSULTANT SERVICES AGREEMENT between the City of Kent and Stan Waldrop THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Stan Waldrop organized under the laws of the State of Washington, located and doing business at 2115 Westlake Ave N 9301, Seattle, WA 98109 (hereinafter the "Consultant"). I. DESCRIPTION OF WORK. Consultant shall perform the following services for the City in accordance with the following described plans and/or specifications: KIVA Script Revisions Statement of Work is attached as Exhibit A Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time those services are performed. II. TIME OF COMPLETION. The parties agree that work will begin on the tasks described in Section I above immediately upon the effective date of this Agreement. Upon the effective date of this Agreement, Consultant shall complete the work described in Section I by January 26, 2007. III. COMPENSATION. A. The City shall pay the Consultant. based on time and materials, an amount not to exceed $8,000 for the services described in this Agreement This is the maximum amount to be paid under this Agreement for the work described in Section I above, and shall not be exceeded without the prior written authorization of the City in the form of a negotiated and executed supplemental agreement The Consultant agrees that the hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s) for a period of one (1) year from the effective date of this Agreement. The Consultant's billing rates shall be as delineated in Exhibit B B. The Consultant shall submit monthly payment invoices to the City for work performed, and a final bill upon completion of all services described in this Agreement. The City shall provide payment within forty-five (45) days of receipt of an invoice. If the City objects to all or any CONSULTANT SERVICES AGREEMENT- 1 (Under$10,000) portion of an invoice, it shall notify the Consultant and reserves the option to only pay that portion of the invoice not in dispute In that event, the parties will immediately make every effort to settle the disputed portion IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor- Employer Relationship will be created by this Agreement and that the Consultant has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project, which may be used by the City without restriction. If the City's use of Consultant's records or data is not related to this project, it shall be without liability or legal exposure to the Consultant. VI. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any subcontract, the Consultant, its subcontractors, or any person acting on behalf of the Consultant or subcontractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Consultant shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. VII. INDEMNIFICATION. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Consultant's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER The provisions of this section shall survive the expiration or termination of this Agreement. VIII. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit C "No Insurance Required" attached and incorporated by this reference. CONSULTANT SERVICES AGREEMENT-2 (Under$10,000) IX. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide reasonable accuracy of any information supplied by it to Consultant for the purpose of completion of the work under this Agreement. X. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. Original documents, drawings, designs, reports, or any other records developed or created under this Agreement shall belong to and become the property of the City. All records submitted by the City to the Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents, and files available to the City upon the City's request. The city's use or reuse of any of the documents, data and files created by Consultant for this project by anyone other than Consultant on any other project shall be without liability or legal exposure to Consultant. XI. CITY'S RIGHT OF INSPECTION. Even though Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure satisfactory completion. XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. XIII. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product B. Non-Waiver of Breach The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section VII of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. CONSULTANT SERVICES AGREEMENT-3 (Under$10,000) E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Consultant. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Consultant agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. IN WITNESS, the parties below execute this Agreement,which shall become effective on the last date entered below. CONSULTANT: %,F NT:Y B : l (signature) stgnatu e) Print Name: v$7'.tw Print Name: Mike Carri Its. (Ii 0US6u,7Afj Its: Information Technology (Tine) (Tttle) DATE: /z�� DATE: [I5I®� NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: CONSULTANT: CITY OF KENT: Stan Waldrop John Humphreys Consultant City of Kent 2115 Westlake Ave N #301 220 Fourth Avenue South Seattle, WA 98109 Kent, WA 98032 253-350-7676 (telephone) (253) 856-4644 (telephone) (facsimile) (253) (f acsimile) [In this field,you may enter the electromefilepath where the contract has been saved] CONSULTANT SERVICES AGREEMENT-4 (Under$10,000) DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; The questions are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. Dated this day of Y , 200_1. By: For: Title- Date: EEO COMPLIANCE DOCUMENTS- 1 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS-2 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date) , between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. Dated this day of , 200_ By: For: Title: Date: EEO COMPLIANCE DOCUMENTS-3 4 e� -Un- @e ar. KEN T F = ",- WASH INGTON Kiva Script Revisions j Statement Of Work -- = ° Exhibit A =,�s61E _-- o �— 't' o-- �aasxa f�r y g: a �rtSY -u" - CC!� gi, ,3gttr ' 3 'T— ° io Table of Contents 1. SCOPE OF WORK............................................................................................................1 2. ENGAGEMENT LOGISTICS..............................................................................................1 3. ENGAGEMENT OVERVIEW..............................................................................................1 4. STATEMENT OF WORK TASKS.......................................................................................1 5. TASK: KENT CASHIER PROCESS ..................................................................................2 6. TASK: KENT FIRE PROCESS ..........................................................................................3 ri Exhibit 1 KIVA Migration Engagement— SOW 1. Scope of Work This Statement of Work defines the principal activities and responsibilities of the Contractor and the City of Kent (the "City")for the Kiva engagement This engagement is not to exceed 80 hours 2. Engagement Logistics Unless otherwise agreed to, work shall be performed on site at the City's campus at 220 Fourth Avenue South, Kent, Washington This engagement is expected to be completed in January 2007 The contractor will work under the supervision of Kim Clements (the "City Representative") during this engagement 3. Engagement Overview KIVA is the City's Oracle-based permit system used to support land use permits, budding permits, business licenses This system makes use of scripts to facilitate the transfer of information from the Class (cashiering system) into Kiva The system also uses scripts to enter fire preventions fees into Kiva and produce invoices These scripts are not working as desired This engagement is to revise or rewrite the scripts so that the processes that they support work as desired. 4. Statement of Work Tasks Each task is designed to produce one or more deliverables The completion of each task will be marked by completion of all its subtasks, and the City Representative's approval of each deliverable Each task listed consists of sub-tasks The sub-tasks are described at a high-level, and may not represent all the work that must be carried out to complete the task Additional steps may be required for task completion The tasks, sub-tasks, and additional steps will be detailed in the project schedule to be finalized at the outset of the engagement This Statement of Work is contingent upon both the Contractor and the City fulfilling their respective responsibilities as defined in this Statement of Work. If either party falls behind on the completion of their assigned tasks, the other party's allotted time for completion of dependent tasks shall not be reduced to compensate for the delay The number of days for an extension shall be mutually agreed upon Page 1 Exhibit 1 KIVA Migration Engagement— SOW 5. Task: Kent Cashier Process Description: Payments are made at the Customer Services desk These payments are entered into Class Each day the following sequence of events are launched by an employee in Customer Services 1 ) The payment information is exported to a text file 2 ) The New_Kivaload bat file is run which calls the cs_load ctl which loads the text file into the Kent_Class_Data table in Kiva The bat file also executes the Kivaload sql which starts the Kent Cashier Dailytransfer procedure Currently, the Kent_Cashier package is not successfully applying the payments in Kiva Therefore, the Customer Services employee must manually enter the payment information into Kiva Contractor Responsibilities: a Review the Kent Cashier Process. b Make recommendation to rewrite existing scripts in the Kent—Cashier package or rewrte the entire process c After gaining approval from the City for recommendation make required changes i Changes must be made and tested in test Kiva database first u After successfully testing changes, move changes to Kiva production database. d. Document Kent Cashier Process. e. Tram Customer Services representative on new process f. Work with Customer Services representative as they run the process g. Support testing, trouble shooting and problem resolution as needed City Responsibilities: a Provide workspace, PC and telephone for Contractor Contractor will be responsible for contractor initiated long-distance telephone charges b Coordinate and provide access to City resources(e g , staff, equipment, databases} c. Liaison with KIVA users and Accela d. Coordinate KIVA user testing e Provide KIVA documentation where it exists Completion Criteria: The Contractor will produce the following deliverables as part of this task Documentation of Kent Cashier process including scripts, procedures, and other related files that are part of the process Page 2 Exhibit 1 KIVA Migration Engagement—SOW 6. Task: Kent Fire Process Description: The Kent Fire Package contains procedures that add fees and inspections to permits in Kiva It also adds data to tables and views to facilitate the printing of invoices for these permits Kent Fire is moving part of the billing process out of Kiva This requires modifications to the Kent Fire Package to facilitate these process changes Contractor Responsibilities: a Review Kent Fire Package b. Discuss required changes to process with Kent Fire Department representative Jon Napier and Kent IT representative John Humphreys c Make required changes i Changes must be made and tested in test Kiva database first u After successfully testing changes, move changes to Kiva production datatase. d Document Kent Fire Process e Support testing, trouble shooting and problem resolution as needed City Responsibilities: a Coordinate and provide access to City resources (e g., staff, equipment, databases). b Liaison with Kiva users and Accela c Coordinate KIVA user testing d. Provide KIVA documentation where it exists Completion Criteria: The Contractorwdl produce the following deliverables as part of this task Documentation of Kent Fire process including scripts, procedures, and other related files that are part of the process Page 3 Exhibit B Estimated length of engagement 80 hours Hourly rate• $100 00 Estimated cost of engagement• $8000.00 EXHIBIT C INSURANCE & INDEMNITY REQUIREMENTS No Insurance is required for this Contract.