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Home My WebLink AboutCAG2019-320 - Extension - Granicus, LLC - Amanda Subscription Renewal - 05/28/2024 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) W A S H I N G T O N Sheet forms. (Print on pink or cherry colored paper) Originator: Department: Ikhra Mohamed IT Date Sent: Date Required: 0 02/14/2024 02/28/2024 fl. Mayor or Designee to Sign. Date of Council Approval: a Q Interlocal Agreement Uploaded to Website 09/07/2021 Budget Account Number: Grant? Yes[:] No7 52001770.64260.1800 Budget? Yes ONO Type: N/A Vendor Name: Category: Granicus, LLC Contract Vendor Number: Sub-Category: = 1724297 Extension 0 Project Name: Amanda Subscription Renewal a- Project Details: Annual renewal of Amanda subscriptions: Amanda Citizen Portal (1); Amanda Editions Enterprise (100); Amanda Analytics Module (1), at a cost of$258,294.06, including any applicable = Washington State Use Tax, under Mayor's signature authority per Council approval on 09/07/2021. _ Basis for Selection of Contractor: E Agreement 258 294.06 Direct Negotiation � r *Memo to Mayor must be attached A. Start Date: 05/28/2024 Termination Date: 05/27/2025 Q Local Business? Yes F,/—]No*If meets requirements per KCC 3.70.100,please complete'Vendor Purchose-Locol Exceptions"form on Cityspace. Business License Verification: ❑Yes In-Process❑Exempt(KCC 5.01.045) ElAuthorized Signer Verified Notice required prior to disclosure? Contract Number: Yes ✓❑No CAG2019-320 Comments: a a� Dana Ralph, Mayor 3 O0 Date: 02/26/2024 OC Date Received:City Attorney: 2/15/24 Date Routed:Mayor's Office 2/26/24 City Clerk's Office 2/27/24 adccW2237312Nk%d> i 'Jocuments.KentWA.gov to obtain copies of all agreements rev.20221201 G GRAN ICUS THIS IS NOT AN INVOICE Order Form Prepared for Kent, WA Granicus Budgetary Proposal for Kent, WA ORDER DETAILS Prepared By: Marilyn Fletcher Phone: Email: marilyn.fletcher@granicus.com Order#: Q-328896 Prepared On: 12 Feb 2024 Expires On: 27 May 2024 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 2024 Initial Order Term End Date: 27 May 2025 Period of Performance: 28 May 2024- 27 May 2025 Order #: Q-328896 Prepared: 12 Feb 2024 Page 1 of 3 G GRAN ICUS 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 $13,700.26 AMANDA Editions Enterprise Subscription Annual 100 Each $210,779.00 AMANDA Analytics Module Subscription Annual 1 Each $10,120.25 (Priced per user) SUBTOTAL: $234,599.51 Order#: Q-328896 Prepared: 12 Feb 2024 Page 2 of 3 G GRAN ICUS Order Form Kent, WA TERMS & CONDITIONS • This quote, and all products and services delivered hereunder are governed by the terms located at https://granicus.com/legal/licensing, including any product-specific terms included therein (the "License Agreement"). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction,the terms of the License Agreement are incorporated into such separate agreement or contract vehicle by reference,with any directly conflicting terms and conditions being resolved in favor of the separate agreement or contract vehicle to the extent applicable. • If submitting a Purchase Order, please include the following language:The pricing, terms and conditions of quote Q-328896 dated 12 Feb 2024 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • 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). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. • The terms and conditions set forth in the Agreement effective 28 May 2023 are incorporated herein by reference. Order#: Q-328896 Prepared: 12 Feb 2024 Page 3 of 3 8.N KENT W A S H I N G T O N 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. 55 ] 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. Thrivina 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. 55 ]