HomeMy WebLinkAboutCAG2022-189 - Amendment - FileLocal - Service Level Agreement For Washington Multi-City Business License and Tax Portal Agency - 07/21/2022KENT
Agreement Routing Form
For Approvals, Slgnatures and Records Management
This form tombines & replaces the Request for Mayor's Signature and Contract Cover Sheet forms'
(Pfint on pink or cheny colored paper)WasHr{oto{
IE
obe,q
Originator:
Robert Goehring, City Auditor
Department:
Finance
Date Sent:
07t2412022
Date Required:
0712512022
Authorized to Sign:
E Director or Designee E Mayor
Date of Council Approval
Budget Account Number:
N/A
Budget? EYes E No
Grant? D Yes EI No
Type:
tro
*at!
ELor-
E
+tco
EooLgl
Vendor Name:
FileLocal
Category:
Contract
Vendor Number:
2447832
Sub-Category:
Amendment
proiecr Name: CR331 Kent City Specific Questions Update for 2023 Business Licensing' Period
. ^ ,, Provide Filelocal system updates, testing and release costs
ProJect uetails' business license questions'effective with-the 2023 licensing
associated with changes to 11
period.
Agreement Amountl
Start Dare: 0711312022
Easis for Selection of Contractor: Othef ' N/A
Termination Date: 1213112022
Local Business? EYes El No*
*lf meets requirements per KCC 3,70.1.00, please complete yendor Purchase-Local Exceptions" form on Cityspace.
Notice required prior to disclosure?
EYes E No
Contract Number:
c hca 2oz2 _ t
oltr
+a)
-Olc
.E .l-
agEi
IE
E
.9
UI
Date Received by City Attorney:
7 lL3l22
L
Comments:
On April 6, 2021 , Council authorized the Mayor to sign an :
ILA with FileLocal. On April 19,2022 the City executed the
Member City Service Agieement (CAG2O22-189) which
established requirements for service changes. This
Change Order was executed pursuant to the terms and
conditions of the LSA and only requires director-level
approval.
Date Routed to the Mayorb Of1lce:
Date Routed to the City Clerk's Office:
$qWDl73-l-I Visit Documents.KentWA.gov to obtain copies of all agreements
Section l- - Summary
Change lnitiator complete section 1 and submit to Change Manager for review
Section 4 - Cost
Filled out by the Change Managers as part of costing and release planning
Data lnterchange Impact
(check all that a
WSDL
Filelocal PCS
City PCS
x CSV Files
FAQ lmpact
x Ul Download XML
FileLocal Payment API
KUBRA API
SIP alternative - ensure web
service equivalent for SIP
Change Control - Project Change Request #: CR331 Kent City Specific Question Updates
Requestor
Name:
Kevin Fitzpatrick, FileLocal Agency
Request Date 4l2sl2O22
Reason for Change: (Bold applicable reason, delete other options)
Functional Change
Priority Hieh (16)Change lmpact
Need by Date:s/30/2022 Approved for
Analvsis:
Kevin Fitzpatrick, FileLocal Agency
4/2s/2022
Requirements
Finalized:
7l13l2O22 Costing
Provided:
7/8/2022
Functional Area
affected:
Kent City specific questions
Schedule
lmpact:
Approximately 4-5 weeks, not including UAT testing
Cost lmpact:
CR Title PM BA Dev AA Total
Hours
Total Cost
cR331 CR331 Kent City Specific 5 29 39 29 702 S14,u8.oo
Question U - Structural
CR Title Total
cR331 CR331 Kent City Specific
s14,178.00Question U - Structural
T&R Testing and Release Costs -
Structural 57,514.34
StructuralTOTAL $21,692.34
Costs are estimated for Development ond T&R Costs based on informotion provided in Section 7
of this document
Release
Number
Target 2022.3
None
FileLocal SCS
City SCS
x Schema Chanse
(check all that
Edit Existins FAQ (Aeencv Task)X Create new FAQ (Agency Task)x None
7/L312O22 CR331 Kent City Specific Question Updates1
Tool Tip Impact
(check all that a
x None Edit Existing tooltip (Final wording TBD
in spec process.)
Create new tool tip (Final wording TBD in
spec process)
Action Log Impact
allthat
Section 6 -Assumptions:
To be confirmed/completed by vendor
o Ul changes - Application changes
r Batch changes -xml changes
o Print changes - printed application
o Action Log changes - N/A
. Support - N/A
o Meetings - N/A
o Specifications - N/A
Section 7 - Reouirements
The City of Kent would like to update a number of their city-specific questions in Filelocal applicable to the GBL
applications and the renewals.
331.01 City Specific Question - Structural Updates
L. Remove the following question on the Kent City Specific page:
tn an effort to both validate and improve information in its business licensing system, the City of Kent is asking all
businesses re-licensing for 2022 to provide responses to the full set of licensing questions in FileLocal' Businesses
can anticipate fewer questions when they re-license for 2023 and beyond'
tf you are re-licensing your existing City of Kent business license, please enter the seven-digit numeric portion of
your City business license number only. Do not include the letters thot appear before the seven-digit number.
Avenu Note: This requires a change to the xml
2. Current text on Kent City Specific page:
Will your business engoge in selling, giving away, distributing, dispensing, exchanging for onything of volue,
planting, growing, processing, packaging, storing, or any other act reloting to moriiuana as that term is
defined in RCW 69.50.707?'r
o Yes
oNo
2
Create a new action log eventUpdate existing action log eventxNone
7/t3/2O22 CR331 Kent City Specific Question Updates
questions apply regardless of whether Yes or No are selected.
Affected: GBL only
3. Current text on Kent City Specific page:
Are you a Hotel/Motel/Lodge
o Yes
oNo
City Cha
Affected: GBL only
Avenu Note: This requires a change to the xml
Affected: GBL Only
Avenu Note: Question needs to be flagged by Filelocal as mandatory
o
o
Yes
No
71L312022 CR331 Kent City Specific Question Updates3
Avenu Note: This requires a change to the xml
5. Current text on Kent City Specific page:
Willyou operate outside the hours of 7am - 7pm? *
o Yes
oNo
City requested changes:
Will you operote outside the hours of 7am - 7pm? *
o Yes
oNo
Affected: GBL Only
Avenu Note: This requires a change to the xml
6. Current text on Kent City Specific page:
ls your Business subject to the State of Washington B&O Tax (Chapter 82.04 Revised Code of Washington)? *
o Yes
oNo
City Requested Changes:
This question is oNLY E asked if the organization responds "YES" to (ls your business Home
based?)
This question tr be asked immediately AFTER (Marijuana question) because it applies to ALL
applications.
"(Chapter 3.28 Kent City Code) should be added after "Tax"
a
a
a
b yourlusiness subiect to B&O Tax (Chapter 82.04 Revised Code of Washington)? *
o Yes
Noo
Affected: GBL
7. Current text on Kent City Specific page:
ts your Business subject to City of Kent B&O Tox? *
o Yes
oNo
City Requested Changes:
o This question is oNLY E asked if the organization responds "YES" to (ls your business Home
based?)
r This question tr U" asked immediately AFTER (ls your Business subjectto the State of Washington
B&O Tax?l because it applies to ALL applications.
r "(Chapter 3.28 Kent City Code) should be added after "Tax"
r "Business" should be lowercase.
7/7312022 CR331 Kent City Specific Question Updates4
Is yourlusiness subject to City of Kent B&O Tax (Chapter 3.28 Kent City Code)? *
o Yes
No
Affected: GBL Only
8. Current text on Kent City Specific page:
Do you have 700 or more Full-Time employees? *
o 0-99
o 700+
If YES, then (ETC contact information) question applies
tf NO, then (# of full-time employees 32+ AND # of part-time employees <32) questions opply
City Requested Changes:
o Should be a Yes/No question
o Need space before "Total # of Full-Time employees"
Do you have 100 or more Full-Time employees? *
o Yes
oNo
Affected: GBL only
Avenu Note: This requlres a change to the xml
9. Current text on Kent City Specific page:
Pleose provide the ossigned Employer Transportotion Coordinator's (ETC) contact information
Name *
Phone *
Email oddress *
round
City Requested Changes:
Please provide contact information for your "Employer Transportati on Coordinato/' or similar
overseeing the organization's commute trip reduction program
Name *
Phone *
7/t312O22
Emailaddress *
CR331 Kent City Specific Question Updates5
Affected: GBL Only
Avenu Note: This requires a change to the xml
10. Current text on Kent City Specific page:
Please Provide 2 Emergency Contacts:
Name *
Phone *
EmoilAddress *
Owners Driver's License Number
City Requested Changes:
r Remove the Driver's License Number due to Pll for both emergency contacts
o Add Position field for both emergency contacts
Name *
Phone *
EmailAddress *
Nome *
Phone *
EmailAddress *
Affected: GBL and Renewal types 1, 2,3, and 4
Avenu Note: This requires a change to the xml for both Position fields
11. Current text on Regulatory Questions:
Please select all business activities that will be conducted in this location. Check all that apply.
Will your business be operating any of the following
o Food Service
o Short Term Rental
o CommercialResidence
o Mobile Business
o Day Care
o Group Home
717312022 CR331 Kent City Specific Question Updates5
o Solicitor
o Amusement Device
o Arcade License
o Cabaret
o Carnivals
o Circus & Sideshows
o Taxicab or Vehicle for Hire Driver
o Massage Therapy
o Hookah Lounge
o None of these apply
o Does your Business Generate, collect, Transport and Dispose of Wastewater
o Does your Business Manufacture, Process or Package Food or Drink
o Does your Business Prepare, Serve or Make Available Food or Drink for Consumption by the Public
City Requested Changes:
Will I be operating any of the following (check all that apply):
Food Service
Short Term Rental
Commercial Residence
Mobile Business
Day Care
Group Home
Solicitor
Amusement Device
Arcade License
Cabaret
Carnivals
Circus & Sideshows
Taxicab or Vehicle for Hire Driver
Massage Therapy
Hookah Loun
o None of these apply
Affected: GBL only
Avenu Note: This requires a change to the xml for new fields
o
o
o
o
o
o
o
o
o
o
o
o
o
7lL3/2022 CR331 Kent City Specific Question Updates7
Michael ErvickAgency Change Manager
Christv CatoVendor Change Manager
Michael ErvickAgency Program Manager
SignatureApproved DateNameRole
Section 2 - FinalApproval
Completed by Change Manager once the RFC is complete and accurate enough for assessment and evaluation
Review RFC Approval:
Cha Man r, Process Own
Section 3 - Assessment
Completed by Change Manager
The Change Manager will ensure that risk, security, and impact assessments, are completed by those stakeholders
required to assess the Change.
Risk Assessment (Priority)
Changes are prioritized to establish the order in which they should be put forward for consideration. The Priority of RFCs
will be decided in collaboration with the Change lnitiator.
Security Assessment (Risk and Mitigation)
This document has been reviewed to assess security risks and provide mitigation, as follows:
Impact Assessment (Categorization)
All members of the CAB should evaluate the change based on impact, urgency, risk, benefits and costs. ln order to
prepare for authorization decisions, change planning, scheduling, and remediation are also assessed'
8
ResponseCAB lnvolvementCriteriaLevel
CAB review is not
required YesLevel 1
A. ls the change defined as a Standard Change?
B. ls it on the pre-approved list?
CAB review is
needed
No
A. Normal Change
B. Change follows normal timelines and is not escalatedLevel 2
CAB approval is
required NoA. Management CAB needed to approve a violation to the normal
timelinesLevel 3
Risk Assessment: Change Levels (choose one)
- noneData i
Data security - none
MitigationRisk
717312022Karin Deering
N/AN/A
Date
DateX Risk Assessment
Performed by
by
717312022 CR331 Kent City Specific Question Updates
A. High - 5 3A. High - lmpacts multiple cities, system owners
B. Med - lmpacts at least one City; some disruption
to services B. Med-3
C. Low - No impacts to Cities technology or
processes C. Low-0
1. lmpact to Cities
5A. High - Large project (> S10K)A. High - 5
B. Med - Estimate for costs is low (<s10K)B. Med-3
C. Low-0
2. Cost of implementation
C. Low - lncluded as part of base contracted
services (S0)
0A. High - Key functionality will be unavailable A. High - 5
B. Med-3B. Med - Some functions may not be available
C. Low - No or minor impacts to system
functionality C. Low-0
3. lmpact of not implementing
the Change
A. Hich - 5 3A. High - Addresses major compliance or regulatory
concerns
B. Med - Minor compliance or regulatory impacts B. Med-3
C. Low-0C. Low - No compliance impacts
4. Compliance / Regulatory
considerations
A. High - 5 3A. High - 3 or more teams will need to be involved
B. Med-3B. Med - 2 teams will need to be involved
C. Low-0
5. Technology teams required
to implement Change
C. Low - l team will need to be involved
2
5. Scheduling requirements
A. [ow:0 - 5
A. High - 4
C. Low - no outage required
B. Med - during normal maintenance window B. Med-2
C. Low-0
A. High - outside normal maintenance window
B. Medium:6 - 10
C. High: >10
lmpact Assessment {choose one per category and total score at bottom)Score
7/L3/2022 CR331 Kent City Specific Question Updates9
Section 5 - CitvAnnrovals
The Change Advisory Board reviewed the RFC and authorizes and prioritizes the change
Authorize RFC Approval:
Change Advisory Board approval is required after costing, and only applies to the payor(s).
Michael Ervick
e-Signature DateRoleApproved by Cost
Agency I
Average I
Cities Who Ranked ltem Final Ranking Date
CAB Ranki
City Acceptance of Contents
This a ts uired rior to
Decisions otes
and on es to affected Cities.
.]+'r^fiM -------l
lo**tta*tra)Kent Paula Painter
Accepted By e-Signature (Via)Role Date
Date Decision/Notes Originated by Agreed/Approved by
7lL3l2O22 10 CR331 Kent City Specific Question Updates
Section 5 - CitvAonrovals
The Change Advisory Board reviewed the RFC and authorizes and prioritizes the change.
Authorize RFC Approval:
Change Advisory Board approval is required after costing, and only applies to the payor(s),
atu re DateRoleApproved by Cost
Agency t
Averag€1
Cities Who Ranked ltem Final Ranking Date
CAB
City Acceptance of Contents
This ts uired to
otes
ies to affected Cities,and
Kent Paula Painter
Accepted By e-Signature (Via)DateRole
Originated by Agreed/Approved byDateD ecis i o n/N otes
7h"ltn))1n |. Ft?1 Kent iitrr (noeifie nr racii^tl I lndatc<
U*rq'l l*a.w
Goehrinq, Robert
From:
Sent:
To:
Cc:
Subject:
Long, Adam
Wednesday, July 13,2022 3:31 PM
Goehring, Robert
Black, Courtney; Reyes-Selden, Tania
RE: Filelocal Change Request Contract PLEASE DISREGARD
Looks fine to me, Robert. No real legal implication to assess with this
-Adam
From : Goe h ring, Ro be rt < RGoeh ri ng@ ke ntwa.gov>
Sent: Wednesday, July 13, 20223:24PM
To: Long, Adam <ALong@kentwa.gov>
Cc: Black, Courtney <CBlack@kentwa.gov>
Subject: FW: FileLocal Change Request Contract PLEASE DISREGARD
Adam - Please disregard
Robert A. Goehring, CFE, CPA, citv Auditor
Internal Audit and Taxl Finance
220 Fourth Avenue South, Kent, WA 98032
Direct Line 253-856-5262 | Fax 253-856-5255
rooehrinq@KentWA.Gov
CITY OF KENT, WASHINGTON
KentWA.qov Facebook .{ r,Lri-t-tPt YouTube
PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS E-MAIL
From: Goehring, Robert
Sent: Wednesday, July 13, 2022 3:I8 PM
To: Black, Courtney <CBlack@kentwa.gov>
Cc: Long, Adam <Along@kentwa.gov>
Subject: FileLocal Change Request Contract
please see attached. It looks like Adam Long is available this afternoon. Going into a meeting
with Somen shortly
Robert A. Goehring, CFE, CPA, citv Auditor
Internal Audit and Taxl Finance
220 Fourth Avenue South, Kent, WA 98032
Direct Line 253-856-5262 | Fax 253-856-6255
rooehrino@KentWA.Gov
CITY OF KENT, WASHINGTON
KentwA.oov Facebook -l-:ltrltteq YouTube
PLEASE CONSIDER THE ENVIRONMENT BEFORE PRINTING THIS E'MAIL
1