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Home My WebLink AboutCAG2023-408 - Amendment - #1 - Cities Digital, Inc.- Laserfiche Workflow & Recoprds Management Module - 12/19/2023 FOR CITY OF KENT OFFICIAL USE ONLY Sup/Mgr: Agreement Routing Form DirAsst: • For Approvals,Signatures and Records Management Dir/Dep: KE N T This form combines&replaces the Request for Mayor's Signature and Contract Cover (optional) W A S H I N G T O N Sheet forms. Originator: Department: Ikhra Mohamed IT Date Sent: Date Required: > 12/18/2023 12/26/2023 Q Director or Designee to Sign. Date of Council Approval: Q N/A Budqet Account Number: Grant? Yes ZNo Multiple Budget?[z]YesD No Type: N/A Vendor Name: Category: Cities Digital, Inc. Contract Vendor Number: Sub-Category: 1524349 Amendment 0 a Project Name: Amendment #1 to Software & Services Agreement E 0 Project Details:Amendment #1 to the Software & Services Agreement signed on 07/01/2023. Additional services for Laserfiche workflow and configuration of records management *, module with yearly renewal under Director's signing authority. C Agreement Amount: $52 320.41 Basis for Selection of Contractor: Direct Negotiation `Memo to Mayor must be attached a- Start Date: Upon Dir. Signature Termination Date: 06/30/2029 Q Local Business 0YesFv(-]No* If meets requirements per KCC3.70.700,,pleosecompleteVendorPurchose-Local Exceptions"form onCityspoce. Business License Verification:YesElln-ProcessElExempt(KCC 5.01.045) Notice required prior to disclosure? Contract Number: Yes FNo CAG2023-408 Comments: _ <<Signature on attached Amendment 1 pg. 4/9>> 0 3 0 Tara Duckworth, on behalf of Mike Carrington GJ y �> i <<Date: date on attached Amendment 1 pg. 4/9>> M c a� in Date Routed to the City Clerk's Office: 12/28/23 Interlocal Agreement has been uploaded to website: ❑ aa«W22373_1_20 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20210513 DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA KENT FIRST AMENDMENT TO SOFTWARE & SERVICES AGREEMENT BETWEEN THE CITY OF KENT AND CITIES DIGITAL INC. This Amendment ("First Amendment") to the Agency Agreement, dated July 1, 2023, ('Agreement"), is between Cities Digital, Inc. ("Provider"), and the City of Kent, a Washington municipal corporation ("City"). RECITALS A. The City of Kent and Cities Digital, Inc. entered into the Agreement, dated July 1, 2023. B. The City now desires to purchase an additional software and maintenance package. NOW, THEREFORE, the parties amend the Agreement as follows: AMENDMENT 1. Replacement of Exhibit A to the Agreement. Exhibit A to the Agreement is replaced in its entirety by the new Exhibit A attached to this First Amendment. 2. Amendment of Section 4. Section 4 of the Agreement, entitled "Purchase Price, Payments & Renewals", is amended as follows: 4. Purchase Price, Payments & Renewals: Purchase Price, Payments & Renewals: The purchase price for the software products and services being purchased by Buyer from Seller are set forth in the quotation in Exhibit "A" and shall be due and payable from Buyer to Seller as follows: a. In consideration of the initial purchase of products and/or services, the Buyer shall pay Seller commensurate with payment schedule below. Initial invoices for software and services are due upon receipt. Future invoices will be paid within thirty (30) days of invoice date. Invoices not paid within thirty (30) days of invoice may be subject to a one and 1/2 percent (1.5%) monthly interest charge (eighteen percent (18%) per year). b. It is acknowledged that certain items set forth "Exhibit A" if necessary are based on Seller's estimates, including fees from the "Fee Sheet" DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA included in "Exhibit B." The sums payable by Buyer for maintenance and upgrades as described in "Exhibit A" are in addition to being payable as set forth above, payable annually on the anniversary of the purchase date. Such sums may be subject to a price increase after payment for the initial year, provided that, the price shall only be increased by Seller in the event that Seller's costs therefore are increased by Compulink Management Center, Inc. or its successor in interest. Seller will provide Buyer with notice of any such price increase. Buyer shall have no legal obligation to continue paying for the maintenance (software updates) and technical support provided Buyer does not see value in said service and may terminate this service with 90 days advanced written notice. C. It is agreed that the estimates for those items set forth in "Exhibit A" will not be exceeded by Seller without prior written approval by Buyer. In the event that the estimates are exceeded with approval of Buyer, then Buyer shall pay the difference with the payment set forth in "Exhibit A" hereinabove. d. The initial term of this Agreement shall be 1 year (Initial Term), commencing on the effective date of this Agreement and terminating on July 01, 2024, with the option for the City to renew annually thereafter for an additional 5 years (each, a Renewal Term) for a maximum contract term through June 30, 2029. This Agreement shall automatically renew unless City gives written notice of cancellation at least 30 days prior to the expiration of the Initial Term or any Renewal Term. Pa ment Schedule Payment Date Description / Percentage (Software and Payment Amount Maintenance & Services in Exhibit A) (pre-tax Upon Receipt JIS Integration/Consulting Hours $36,334.30 of Licenses Year 2 JIS Integration $1,800.00 Renewal Year 3 JIS Integration $1,800.00 Renewal Year 4 JIS Integration $1,800.00 Renewal Year 5 JIS Integration $1,800.00 Renewal Year 6 JIS Integration $1,800.00 Renewal Upon Receipt Records Management Workflow Activities - Software $2,355.08 of Licenses Year 2 Records Management Workflow Activities $480.00 Renewal Year 3 Records Management Workflow Activities $480.00 Renewal Year 4 Records Management Workflow Activities $480.00 Renewal FIRST AMENDMENT TO SOFTWARE & SERVICES AGREEMENT - 2 (between City of Kent and Cities Digital, Inc.) DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA Year 5 Records Management Workflow Activities $480.00 Renewal Year 6 Records Management Workflow Activities $480.00 Renewal 3. Ratification. All acts of the parties performed pursuant to the Agreement, previous Amendments (if any), and this First Amendment, prior to the effective date of this First Amendment are hereby ratified and affirmed, and the terms of the Agreement, previous Amendments (if any), and this First Amendment will be deemed to have applied. The parties accept all requirements of this First Amendment by signing below. This First Amendment, unless otherwise provided, does not relieve the Provider from strict compliance with the guarantee and warranty provisions of the original Agreement. 4. Remaining Provisions. Except as specifically amended by this First Amendment, all remaining provisions of the Agreement shall remain in full force and effect. The parties whose names appear below affirm that they are authorized to enter into this First Amendment, which is binding on the parties of the Agreement. IN WITNESS, the parties below have executed this First Amendment, which will become effective on the last date written below. PROVIDER: CITY OF KENT: DocuSigned by: �AM& �1t tS&' Tc ZJ e t�020 7 ' is i By B1049741FF5544C.. By Patri ckSiWe 1 scPh) Tara��cuMorth Print Name: Print Name: Its President Its Deputy Director DATE: DATE 12/13/2023 (title) Dec 19,2023 (title) ATTEST: APPROVED AS TO FORM: (applicable if Mayor's signature required) Mee; . Kent City Clerk Kent Law Department FIRST AMENDMENT TO SOFTWARE & SERVICES AGREEMENT - 3 (between City of Kent and Cities Digital, Inc.) /^, DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA KENT EXHIBIT A: Quotation PROJECT BACKGROUND The City of Kent has multiple Laserfiche expansion projects that need to be implemented to support the City's Document Management Needs. The City will be acquiring the CDI JIS Integration License and a Diamond Service Package (160 Hours)to be used for but not limited to the consulting, configuration, and project management of the associated projects. PROJECT GOALS 1. Implement CDI's JIS Integration to increase access and visibility of JIS information to Judges in the Judicial Access Browser System (JABS). Complete training with end users on JIS & JABS integration. 2. Implement Records Management on Contract Files within the City Clerk Department and conduct training with users responsible for Records Management functions. 3. Propose a process to migrate AP Invoices from Laserfiche into Transform AP (SaaS). Assist in or complete migration project. 4. Engage with CDI to scope and complete other projects per the needs of the City. JIS INTEGRATION PROJECT COST ESTIMATE General Scope of Work has been provided. Updated SOW,Deliverables and Hours to be provided after requirements gathering. Time spent is billed per employee,per hour. Task Time estimated Configuration of Integration 20 Configuration of existing Workflows 10 where needed Training with End Users 8 Documentation 4 Project Management 8 **TOTAL HOURS 50 * Development services not covered by a flat-fee are billed at a rate of $300/hr. **If a client has an active Professional Services Package, billable time will be consumed from it. Otherwise, all time will be billed at a rate of $200/hr. for consulting services and $300/hr. for Development services. CDI 20000'Neil Road Suite 150 Hudson,W154016 P. 855.714.2800 F. 866.592.7343 WWW.CDI.support DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA RECORDS MANAGEMENT PROJECT COST ESTIMATE Scope of Work with Deliverables has been provided. Time spent is billed per employee,per hour. Task Time estimated Requirements& Documentation 4 Installation 0 Project Management 16 Consulting 20 Documentation 2 Training 2 Travel Per Current Policy **TOTAL HOURS 44 * Development services not covered by a flat-fee are billed at a rate of$300/hr. **If a client has an active Professional Services Package, billable time will be consumed from it. Otherwise, all time will be billed at a rate of$200/hr. for consulting services and $300/hr. for Development services. LF INVOICE TO TRANSFORM AP MIGRATION PROJECT COST ESTIMATE No Scope of Work has been provided. Project needs requirements gather to provided updated SOW,Hours,and Deliverables. Time spent is billed per employee,per hour. Task Time estimated **TOTAL HOURS 40+ * Development services not covered by a flat-fee are billed at a rate of $300/hr. **If a client has an active Professional Services Package, billable time will be consumed from it. Otherwise, all time will be billed at a rate of $200/hr. for consulting services and $300/hr. for Development services. DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA OTHER PROJECTS COST ESTIMATE Service Package to be used to scope and complete other projects per the needs of the City. Task Time estimated Engage with CDI to scope out and I TBD complete other projects per the needs of the City. **TOTAL HOURS TBD PROJECT EXCLUSIONS 1. Writing of custom workflows for JIS integration is not included. 2. CDI Packaged Workflow Activities are not included. PROJECT ASSUMPTIONS 1. CDI assumes that communications will be responded to in a timely fashion by all parties. 2. CDI assumes that hardware and system architecture required for installation will be ready and available at the start of the project. 3. CDI assumes that sample documents, flow charts, process information and the like, will be provided by the client during the planning phase of the project. 4. CDI assumes that any data cleanup, pertaining to conversions, or migrations, will be performed by the client. PROJECT CONTACTS Client Team Name Title Project Role Contact Info. Brian Rambonga Project Manager& Other BRambonga@kentwa.gov Business Analyst 253-856-4610 Eric Moore Business System Main Contact emoore@kentwa.gov Analysis 253-856-4665 Kim Komoto City Clerk Project Champion kkomoto@kentwa.gov 253.856.5728 Tara Duckworth Deputy Director Other tduckworth@kentwa.gov Information 253-856-4638 Technology DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA CDI Team Name Title Project Role Contact Info. Bee Dishman Account Manager Account Manager Bee.Dishman@citiesdigital.com 855-714-2800 ext. 129 Megan Gregor Records Records Megan.Gregor@citiesdigital.com Management Management 855-714-2800 ext. 144 Solutions Engineer Consultant New Contacts to be Identified per Project DocuSign Envelope ID:27519F8E-199B-4920-BFA1-293D948F5ACA SOFTWARE & SERVICE QUOTE Annual Breakdown $ 7,500.00 - $ 834,30 $1,800.00 $ 1,900.00 $ 1,800,00 $ 1,800.00 $1,80D.0D $28,300.D0 $ $ - $ - $36,334.30 $1,800.00 $ 1,90D.DD $ 1,80D.D0 $ 1,830.DD $1,80D.03 *Renewals encompass Maintenance,Subscription, or Cioud where selected **Tax not included Software & Maintenance Software Software Maintenance Maintenance Prod,— Quantity Unit CGst QuantitV Unit Cost Total CDl JIS Integration(CD3310) 1 1.001 $7,500AD 1 0.55621 $ 1,5 DID.00 $ 8,334.30 Software: $ 7,500.00 Maintenance: $ 834.30 Tax: $ 841.76 Total: $ 9,176.96 Services Service Service Unit Service QuantitV Cost T"Oul Diamond Support package(16D hours)(CD8000) 1 $ 28,000.00 $28,D00.00 Service: $28,DDD.DD Tax: $ Total: $28,D0D.00 annual Breakdown F $ 2,000.00 $ $ - $ - $ - $ - $ a5.os $ 4s .00 $ 480.U3 $ 48 .03 $ 483.03 $ 480.Or? 00 f . " 2,355.08 480.03 $ 480. $ 480.O0 $ 480.OD $ s . `*Tax not imiuded Software & Maintenance SoftwareSoftware Product ist Quantity Unit Cost Tatald CDl Records Management Workflow Activities (CD2117) 1.00 $2,000. 0 0.8M 400.00 $ 2,355.08 Software: 2,060.00 Renewal: $ 355.08 Tax: $ 237.86 Total: $ 2,592.94 TD TO SIGN_CDI Amendment 1 v2 Final Audit Report 2023-12-19 Created: 2023-12-19 By: Ikhra Mohamed(imohamed@kentwa.gov) Status: Signed Transaction ID: CBJCHBCAABAA26I< Y-N84JB3rb2z4nPc8GMPivA0ee1z "TD TO SIGN_CDI Amendment 1 v2" History 71 Document created by Ikhra Mohamed (imohamed@kentwa.gov) 2023-12-19-4:09:42 PM GMT Document emailed to Tara Duckworth (tuckworth@kentwa.gov)for signature 2023-12-19-4:10:19 PM GMT s Email viewed by Tara Duckworth (tuckworth@kentwa.gov) 2023-12-19-6:11:06 PM GMT c:5, Document e-signed by Tara Duckworth (tuckworth@kentwa.gov) Signature Date:2023-12-19-6:11:36 PM GMT-Time Source:server Agreement completed. 2023-12-19-6:11:36 PM GMT Powered by r � Adobe T Acrobat Sign