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Home My WebLink AboutCAG2020-164 - Extension - CivicPlus, Inc. - SeeClickFix Renewal - 08/01/2023 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: Ikhra Mohamed IT Date Sent: Date Required: c 08/04/2023 08/18/2023 QAuthorized to Sign: Date of Council Approval: Q �✓ Mayor or Designee 08/01/2023 Budget Account Numbe • Grant? Yes No�✓ 52001770.64260.1800 Budget?❑✓ Yes qj= Type: N/A Vendor Name: Category: CivicPlus, Inc Contract Vendor Number: Sub-Category: 2285068 Extension 0 W Project Name: SeeClickFix Services Renewal Agreement 1. Project Details: 0 SeeClickFix Renewal Extension c c _ Agreement Amount: $70,461.21 Basis for Selection of Contractor: Direct Negotiation *Memo to Mayormustbeonached A A— Start Date: $1/2023 Termination Date: 07/31/2024 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 CAG2020-164 ma Comment H <<Signature on attached Services Renewal Agreement p. 3/6>> O i Dana Ralph, Mayor Date: <<Date on attached Services Renewal Agreement p. 3/6>> N O O Note: On 08/01/2023, Council authorized Mayor to sign this Services Renewal Agreement and y authorized the IT Director to sign future renewals that are within established budgets. The amount in � the motion did not include sales tax. a Date Received:City Attorney: 8/7/23 Date Routed:Mayor's Office 8/9/23 6ity Clerk's Office 8/9/23 adccW22373 _20 `:��it Documents.KentWA.gov to obtain copies of all agreements rev.20221201 Cp Service& License Renewal Agreement for Kent,WA Services Renewal Agreement Terms & Conditions 1. CivicPlus,LLC,d/b/a CivicPlus("CivicPlus")will provide SeeClickFix support, maintenance and hosting for Kent,WA ("Client")that includes all functionality as defined in the original services agreement signed between the Parties on or about June 8, 2020("Agreement"). 2. With respect to the term extended through this Services Renewal Agreement, the parties agree that the terms and conditions of the Agreement apply to the renewal terms under this Services Renewal Agreement, except as specifically amended by the terms of this Services Renewal Agreement. Billing&Payment Terms 3. Fees for CivicPlus Annual Support,Maintenance&Hosting services shall be invoiced on August 1 of each Renewal term, beginning August 1, 2023. 4. If the Client's account exceeds 60 days past due, Support will be discontinued until the Client's account is made current. If the Client's account exceeds 90 days past due, Annual Support, Maintenance & Hosting will be discontinued until the Client's account is made current.Client will be given 30 days'advance written notice priorto discontinuation of services for non-payment. 5. The Client will be invoiced electronically through email. Upon Client's request CivicPlus will mail invoices and the Client will be charged a$5.00 convenience fee. Agreement Renewal 6. This Renewal Agreement extends the Agreement for an Initial Renewal Term from August 1, 2023 through July 31, 2024. Thereafter, the Agreement shall automatically renew for a single Renewal Term through July 31, 2025. Should the parties elect to renew or otherwise extend the Agreement beyond July 31, 2025,the parties agree the terms and conditions of the Agreement will apply, except for any fee adjustment as the parties may mutually agree will apply. 7. Either party may terminate the Annual Support, Maintenance& Hosting Agreement at the end of a Renewal Term by providing the other party with 90 days'advance written notice, prior to the start of the following August 1 Renewal Term. 8. In the event that neither party gives 90 days' advance written notice prior to the end of the initial or any subsequent Renewal Term,this Agreement will be renewed for an additional Renewal Term. 9. In the event of early termination of this Agreement by the Client,full payment of the remainder of the then current Renewal Term is due within 15 days of termination. 10. Each year this Agreement is in effect,a technology investment and benefit fee of five percent(5%)of the total Annual Support, Maintenance& Hosting costs will be applied. Signature Page to Follow Page 1 of 3 CivicPlus•302 S.41h Street,Suite 500•Manhattan, KS 66502•www.CivicPlus.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951 C;) Service& License Renewal Agreement for Kent,WA Acceptance We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this Agreement. 08/09/2023 Client Date Jam__� 6/21/2023 CivicPlu Date Sign and E-mail the entire contract with exhibits to: ContractsCcD.CivicPl us.com We will e-mail a counter-signed copy of the contract back to you so we can begin your project. CivicPlus does not require a physical copy of the contract, however, if you would like a physical copy of the contract,mail one(1)copy of the contract with original signature to: CivicPlus Contract Manager 302 S.4t' Street, Suite 500 Manhattan, KS 66502 Upon receipt of signed original,we will counter-sign and return the copy for your files. Page 2 of 3 CivicPlus-302 S.4'h Street,Suite 500-Manhattan, KS 66502-www.CivicPlus.com Toll Free 888-228-2233-Accounting Ext.291 -Support Ext.307-Fax 785-587-8951 C;) Service& License Renewal Agreement for Kent,WA Annual Support, Maintenance and Hosting Fee 2023 Total Annual Support, Maintenance and Hosting Fee Effective August 1, 2023 through July 31, 2024 Includes • SeeClickFix Annual Licenses Unlimited $63,997.47 • Marketplace App • Feature Service within ArcGIS to display your request data in internal reports, public maps and Open Data Portals • SeeClickFix-hosted integration with Cityworks AMS for Service Requests. Annual Support, Maintenance&Hosting Service Include the Following: Support Maintenance of CivicPlus Hosting Application &Modules 7 a.m.—7 p.m. (CST)Monday—Friday Install Service Patches for OS DNS Consulting& (excluding holidays) Maintenance 24/7 Emergency Support Fixes Monitor Bandwidth-Router Traffic Dedicated Support Personnel Improvements Redundant ISP 4-hour Response During Normal Hours Integration Redundant Cooling Usability Improvements Testing Diesel Powered Generator Integration New&Upgraded Services Development Daily Tape Backup Proactive Support for Updates& Fixes Usage License Intrusion Detection&Prevention Online Training Manuals Upgrades Antivirus Protection Monthly Newsletters Upgrade Hardware Routine Follow-up Check-ins Shared Web/SQL Server Page 3 of 3 CivicPlus•302 S.41h Street,Suite 500•Manhattan,KS 66502•www.CivicPlus.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951 8.F • 4es% KENT w n s M 1 N c T o N DATE: August 1, 2023 TO: Kent City Council SUBJECT: Civic Plus SeeClickFix Amendment - Authorize MOTION: I move to authorize the Mayor to sign the Services Renewal Agreement with Civic Plus, LLC, in the amount of $63,997.47, subject to final terms and conditions acceptable to the IT Director and City Attorney; to authorize the IT Director to sign future renewals that are within established budgets; and to ratify past actions consistent with this motion. SUMMARY: SeeClickFix is an online and mobile service request system which allows residents to report non-emergency issues to City staff. This software is used by Communications, Economic and Community Development and Public Works for resident engagement. The City has been contracting with Civic Plus for the SeeClickFix software since May 2020. Our current agreement expires on July 31, 2023 and with this renewal, will be extended for another two years. The extension from August 1, 2023 to July 31, 2024 will cost $63,997.47. Because this renewal will exceed our current contract authority, Council approval is needed. To date, the City has spent $136,221.19. BUDGET IMPACT: The approximate $65,000 annually is being funded by the IT Operating and Maintenance budget. SUPPORTS STRATEGIC PLAN GOAL: Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. ATTACHMENTS: 1. CivicPlus (PDF) 07/18/23 Committee of the Whole MOTION PASSES Packet Pg. 790 8.F RESULT: MOTION PASSES [UNANIMOUS]Next: 8/1/2023 5:00 PM MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Michaud, Thomas, Troutner ABSENT: Marli Larimer Packet Pg. 791