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Home My WebLink AboutCAG2019-320 - Extension - Granicus, LLC - Amanda Subscription Renewal - 05/28/2023 FOR CITY OF KENT OFFICIAL USE ONLY Sup/Mgr: Agreement Routing Form DirAsst: • For Approvals,Signatures and Records Management Dir/Dep: KENT This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional) WASHINGTON Sheet forms. (Print on pink or cherry colored paper) Originator: Department: Lynnette Smith IT Date Sent: Date Required: c 04/22/2023 05/05/2023 QAuthorized to Sign: Date of Council Approval: Q �✓ Mayor or Designee 09/07/2021 Budget Account Numbe • Grant? Yes No�✓ 52001770.64260.1800 Budget?❑✓ Yes qj= Type: N/A Vendor Name: Category: Granicus, LLC Contract Vendor Number: Sub-Category: 1724297 Extension 0 W Project Name: Amanda Subscription Renewal oProject Details: Annual renewal of Amanda subscriptions: Amanda Citizen Portal (1); Amanda Editions Enterprise (100); Amanda Analytics Module c Agreement Amount: $245,994.4 Basis for Selection of Contractor: Direct Negotiation E *Memo to Mayor must be attached .1111 Start Date: ,05/28/2023 Termination Date: 05/27/2024 a Local Business? Yes PINo*If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace. Business License Verification: ❑Yes In-Process F1 Exempt(KCC 5.01.045) FlAuthorized Signer Verified Notice required prior to disclosure? Contract Number: Yes ✓�No OCAG2019-320 Comment W1 As the 09/07/2021 City Council Motion authorized the Mayor to sign subsequent subscriptions i or renewals, we request the Mayor signature for this authorization on page 13/13. 7 C C 'vf 3 3 0 a Date Received:City Attorney: 4/24/23 Date Routed:Mayor's Office 4/25/23L'ty Clerk's Office 4/27/23 adccW22373_7_20 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20221201 City Council Motion 09/07/2021 8.N 1�# KENT DATE: September 7, 2021 TO: Kent City Council SUBJECT: Amanda (KIVA Replacement) Permitting System Deployment Project — Amend Budget and Approve Contract Amendment - Authorize MOTION: I move to authorize establishing a new budget for the Amanda (KIVA Replacement) project at $2,226,483; authorize the Mayor to sign all contract amendments, change orders, and other documents necessary to advance the Amanda project that cumulatively do not exceed the project budget, subject to final terms and conditions acceptable to City Administration and the City Attorney; provide that future change orders beyond the project budget, but within the overall City budget, be authorized according to their amended contract values and in accordance with the Kent City Code; authorize the Mayor to approve subscription or other renewals authorized through previously approved project contracts, and ratify past actions consistent with this motion, subject to final terms and conditions acceptable to the IT Director and City Attorney. SUMMARY: The Amanda project's primary objective is to replace the City's permitting and compliance system (KIVA), which has reached end of life, with a more modern, user-friendly platform. Focus has been placed on streamlining ECD/Economic and Community Development permitting processes while enhancing the customer experience through reductions in lead time, review and overall permit lifecycle processing. The new technology platform/system underpinning this work-known as Amanda-is being implemented with Granicus, LLC, the software vendor and its implementation subcontractor, Vision 33. As the situation over the last sixteen or more months would have it, the project has been significantly impacted by COVID-19 and exceptionally high staff turn-over within the ranks of Vision 33 especially. Couple that with data conversion challenges attributed to the complexity of more than 20 years of historical data stored in the current platform KIVA, and the result is we have the need to revise the project implementation strategy as well as the resulting workplan and budget. On April 16, 2019, Council authorized the original project and at that time it was expected not to exceed a budget of $1,679,120. Thus far, 17 change orders have Packet Pg. 250 8.N been issued concerning the work Granicus and V33 is performing, at an overall net cost of approximately $48,066, which falls within the IT Director's authority to approve. Staff requests Council authorize Change Order No. 18, at a cost of $345,675, for required data conversion analysis, configuration and scripting work. In addition, our request also includes $201,688 for contingency to support potential cost overruns during the remainder of the implementation effort. A resulting revision to Amanda's launch date has the new go-live targeted for late- Q3 2021 based on timeline contingency requirements made by Granicus and Vision 33. BUDGET IMPACT: The new budget for the Amanda project is being reestablished at $2,226,483. Components of that budget include a change order to Granicus, LLC in the amount of $345,675 along with an overall contingency request of $201,688. The total cost increase of the project equates to $547,363. Funding will be sourced from the CRF/Capital Resource Fund's fund balance account. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. ATTACHMENTS: 1. 2021_Granicus-Change Order (PDF) 08/24/21 Committee of the Whole RECOMMENDED TO COUNCIL BY CONSENSUS RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 9/7/2021 7:00 PM Packet Pg. 251 8.M • KENT W A S M I N G T O N DATE: September 7, 2021 TO: Kent City Council SUBJECT: First Amendment to Master License and Services Agreement for Amanda Platform — Authorize MOTION: I move to authorize the Mayor to sign a First Amendment to the Master License and Services Agreement to authorize the assignment and assumption of the original agreement by Granicus, LLC, the successor to CSDC, Inc. and Calytera US, Inc, subject to final terms and conditions acceptable to the IT Director and City Attorney. SUMMARY: The Amanda project's primary objective is to replace the City's permitting and compliance system (KIVA), which has reached end of life, with a more modern, user-friendly platform. Focus has been placed on streamlining ECD/Economic and Community Development permitting processes while enhancing the customer experience through reductions in lead time, review and overall permit lifecycle processing. The new technology platform/system underpinning this work-known as Amanda-is being implemented with Granicus, LLC, the current software vendor and its implementation subcontractor, Vision 33. In October 2019, CSDC Systems Inc. rebranded/changed its corporate name from CSDC, Inc. to Calytera US, Inc., and then the later acquisition of Calytera US, Inc. was executed by Granicus, LLC, which perpetuates the need to formally assign the existing contract to Granicus, LLC. BUDGET IMPACT: None. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Packet Pg. 240 8.M Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. ATTACHMENTS: 1. 2021_CSDC-Calytera-Granicus-Vendor Name Change (PDF) 08/24/21 Committee of the Whole RECOMMENDED TO COUNCIL BY CONSENSUS RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS Next: 9/7/2021 7:00 PM Packet Pg. 241 Granicus Proposal 05/28/2023-05/27/2024 Renewal G GRAN ICUS 408 St. Peter St, Suite 600 THIS IS NOT AN INVOICE Order Form St. Paul, MN 55102 Prepared for Kent, WA Granicus Proposal for Kent, WA ORDER DETAILS Prepared By: Marilyn Fletcher Phone: Email: marilyn.fletcher@granicus.com Order#: Q-260265 Prepared On: 08 Mar 2023 Expires On: 27 May 2023 ORDER TERMS Currency: USD Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Current Subscription End Date: 27 May 2023 Initial Order Term End Date: 27 May 2026 Period of Performance: 05/28/2023 -05/27/2024 Order #: Q-260265 Prepared: 08 Mar 2023 Page 1 of 6 G GRANICUS Order Form Kent, WA PRICING SUMMARY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. Renewing Subscription Fees Solution Billing Quantity/Unit Annual Fee Frequency AMANDA Citizen Portal Subscription Annual 1 Each $13,047.87 AMANDA Editions Enterprise Subscription Annual 100 Each $200,742.00 AMANDA Analytics Module Subscription Annual 1 Each $9,638.33 SUBTOTAL: $223,428.20 Order #: Q-260265 Prepared: 08 Mar 2023 Page 2 of 6 G GRANICUS Order Form Kent, WA FUTURE YEAR PRICING Period of Performance Solution(s) 28 May 2024 - 27 May 2025 28 May 2025 - 27 May 2026 AMANDA Citizen Portal Subscription $13,700.26 $14,385.28 AMANDA Editions Enterprise Subscription $210,779.10 $221,318.06 AMANDA Analytics Module Subscription $10,120.25 $10,626.26 SUBTOTAL: $234,599.61 $246,329.60 Order #: Q-260265 Prepared: 08 Mar 2023 Page 3 of 6 G GRANICUS Order Form Kent, WA PRODUCT DESCRIPTIONS Solution Description AMANDA Citizen Portal Online portal for citizen services Subscription AMANDA Editions Enterprise Case Management bundled product Subscription AMANDA Analytics Module Analytics dashboard for Yellowfin reports. Subscription Order #: Q-260265 Prepared: 08 Mar 2023 Page 4 of 6 G GRANICUS Order Form Kent, WA TERMS & CONDITIONS • Link to Terms: https://granicus.com/legal/licensing • This quote is exclusive of applicable state, local, and federal taxes,which,if any,will be included in the invoice. It is the responsibility of Kent, WA to provide applicable exemption certificate(s). • If submitting a Purchase Order, please include the following language:The pricing,terms and conditions of quote Q-260265 dated 08 Mar 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. Order #: Q-260265 Prepared: 08 Mar 2023 Page 5 of 6 G GRAN ICUS Order Form Kent, WA BILLING INFORMATION Billing Contact: Purchase Order [ ] - No I Required? [ ] - Yes Billing Address: I PO Number: If PO required Billing Email: I Billing Phone: If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote Q-260265 dated 08 Mar 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. AGREEMENT AND ACCEPTANCE By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Kent, WA Signature: Name: Title: Date: 04/26/2023 Order #: Q-260265 Prepared: 08 Mar 2023 Page 6 of 6