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HomeMy WebLinkAbout143-16 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 143-16 File Number: 2016-0348 ICON ENTERPRISES, INC. D/B/A CIVICPLUS: A RESOLUTION TO APPROVE A ONE (1) YEAR AMENDED CONTRACT WITH ICON ENTERPRISES, INC. D/B/A CIVICPLUS FOR WEBSITE CONTENT MANAGEMENT SYSTEM SERVICES IN THE AMOUNT OF $18,228.55 FOR THE FIRST YEAR WITH AUTOMATIC RENEWALS FOR THREE (3) ADDITIONAL ONE (1) YEAR TERMS WITH A PRICE INCREASE OF FIVE PERCENT (5%) EACH TIME THE CONTRACT IS RENEWED, AND TO APPROVE A PROJECT CONTINGENCY OF $5,000.00 EACH YEAR THE CONTRACT IS IN EFFECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a one (1) year amended contract with Icon Enterprises, Inc. d/b/a CivicPlus for website content management system services in the amount of $18,228.55 for the first year with automatic renewals for three (3) additional one (1) year terms with a price increase of five percent (5%) per year, and further approves a project contingency in the amount of $5,000.00 each year the contract is in effect. IffillI"fill r PASSED and APPROVED on 8/2/2016 Page 1 �` •js FAYETTEvILLE Attest:M' •; kq NS1' �•' ��` lo III Sondra E. Smith, City Clerk Treasurer Printed on 813116 r A City of Fayetteville Arkansas 113 West Mountain Street ! Fayetteville, AR 72701 n (479) 575-8323 Text File File Number. 2016-0348 Agenda Date: 8/2/2016 Version: 1 Status: Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number: A. 4 ICON ENTERPRISES, INC. D/B/A CIVICPLUS: A RESOLUTION TO APPROVE A ONE (1) YEAR AMENDED CONTRACT WITH ICON ENTERPRISES, INC. D/B/A CIVICPLUS FOR WEBSITE CONTENT MANAGEMENT SYSTEM SERVICES IN THE AMOUNT OF $18,228.55 FOR THE FIRST YEAR WITH AUTOMATIC RENEWALS FOR THREE (3) ADDITIONAL ONE (1) YEAR TERMS WITH A PRICE INCREASE OF FIVE PERCENT (5%) EACH TIME THE CONTRACT IS RENEWED, AND TO APPROVE A PROJECT CONTINGENCY OF $5,000.00 EACH YEAR THE CONTRACT IS IN EFFECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a one (1) year amended contract with Icon Enterprises, Inc. d/b/a CivicPlus for website content management system services in the amount of $18,228.55 for the first year with automatic renewals for three (3) additional one (1) year terms with a price increase of five percent (5%) per year, and further approves a project contingency in the amount of $5,000.00 each year the contract is in effect. City of Fayetteville, Arkansas Page 1 Printed on 81312018 City of Fayetteville Staff Review Form 2016-0348 Legistar File ID 8/2/2016 City Council Meeting Date - Agenda Item only N/A for Non -Agenda Item Keith Macedo 7/15/2016 Information Technology/ Chief of Staff Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving an amended four (4) year renewal contract with CivicPlus for website content management system (CMS) services in the annual amount of $18,228.55, with a 5% annual escalation, and a $5,000 annual contingency. Budget Impact: 4470.9470.5315.00 1010.170.1710.5315.00 Sales Tax Capital General Fund Account Number Fund 04047 Fayetteville-AR.gov Technical Imps Project Number Project Title Budgeted Item? Yes Current Budget $ 85,776.00 Funds Obligated $ 14,047.13 Current Balance $ !,7:28,87 Does item have a cost? Yes Item Cost $ 18,228.55 Budget Adjustment Attached? No Budget Adjustment Remaining Budget V20140710 Previous Ordinance or Resolution 4 Original Contract Number: Comments: Approval Date: CivicRec lighting integration module City of Fayetteville Staff Review Form 2022-0625 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Keith Macedo 7/11/2022 INFORMATION TECHNOLOGY (170) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends authorizing the attached statement of work with CivicPlus to purchase the CivicRec lighting integration module. 4470.520.8520-5209.00 Account Number 18012.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Sales Tax Capital Fund Parks Recreation Software Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 5,398.00 $ 5,398,00 , $ 2,625.00 $ 2,773.00 V20210527 Previous Ordinance or Resolution # 143-16,153-14,105-18 Approval Date: 7-14-22 CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Chief of Staff FROM: Keith Macedo, Information Technology Director DATE: July 11, 2022 STAFF MEMO SUBJECT: Staff recommends authorizing the attached statement of work with CivicPlus to purchase the CivicRec lighting integration module. RECOMMENDATION: Staff recommends authorizing the attached statement of work with CivicPlus to purchase the CivicRec lighting integration module. BACKGROUND: The city purchased CivicRec in May of 2018 to provide Parks and Recreation a hosted software solution for the management of facility reservations, activity reservations, league management, volunteer management, membership management, and point of sale for facilities and events. Currently the city utilizes Musco lighting control systems to manage the lighting for several Parks and is installing Musco systems at new parks. CivicRec offers a module that integrates the event scheduling module with Musco lighting system to automatically upload CivicRec event times to Musco to turn off and on park lights. DISCUSSION: Parks and Recreation staff recently looked at the CivicRec Musco integration to help manage the lighting of park facilities to reduce the amount of time it takes to manage light schedules. The CivicRec lighting module will auto create schedules within Musco and reduce the amount of manual configuring of park lights. BUDGET/STAFF IMPACT: The CivicRec lighting integration module has a one-time cost of $2625.00 with no annual maintenance cost. Funding is available within the sales tax capital Parks Recreation Software CIP project. Attachments: Staff Review Form, Staff Review Memo, CivicPlus statement of work Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 P CivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 us Client: Fayetteville AR - CivicRec Quote #: Date: Expires On: Product: Bill To: Fayetteville AR - CivicRec Q-26620-1 6/22/2022 5:19 PM 9/20/2022 CivicRec SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Lucas Clark x Iclark@civicplus.com Net 30 CivicRec - Statement of Work CITY Product Name DESCRIPTION PRODUCT TYPE 1.00 CivicRec Lighting Integration CivicRec can schedule lighting at ball fields that are controlled by Musco lighting systems. One-time Total Investment - Year 1 USD 2,625.00 Annual Recurring Services - Year 2 USD 0.00 Total Days of Quote:320 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951 Page 1 of 4 1. This Statement of Work ("SOW") shall be subject to the terms and conditions of the Fayetteville AR - CivicRec Statement of Work signed by and between the Parties ("the Agreement"). By signing this SOW, Client expressly agrees to the terms and conditions of the Agreement, as though set forth herein. 2. Client will be invoiced for the Total Investment - Year 1 (the sum of one-time costs and a prorated portion of the Annual Recurring Services) upon signing and submission of this SOW. The Annual Recurring Services subscription fee for the Products (as described above) included in this SOW are prorated and co -termed to align with the Client's current billing schedule and the Annual Recurring Services amount will subsequently be added to Client's Term and regularly scheduled annual invoices under the terms of the Agreement. 3. Each year this SOW is in effect, a technology investment and benefit fee, as agreed to in the Agreement, will be applied to the Annual Recurring Services subscription fee. Signature Page to follow. CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 Page 2 of 4 Acceptance By signing below, the parties are agreeing to be bound by the covenants and obligations specified in this SOW and the Agreement terms and conditions IN WITNESS WHEREOF, the parties have caused this SOW to be executed by their duly authorized representatives as of the dates below. i.r-1st 7-14-22 CivicPlus By: A {' Name: Amy Vikander Title: Senior VP of Customer Success Date: 07/06/2022 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951 Page 3 of 4 Contact Information .all documents must be returned: Master Service Agreement, Statement of Work, and Contact Information Sheet. Organization URL Street Address Address 2 City State Postal Code CivicPlus provides telephone support for all trained clients from 7am —7pm Central Time, Monday -Friday (excluding holidays). Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for ensuring CivicPlus has current updates. Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Billing Contact E-Mail Phone Ext. Fax Billing Address Address 2 City State Postal Code Tax ID # Sales Tax Exempt # Billing Terms Account Rep Info Required on Invoice (PO or Job #) Are you utilizing any external funding for your project (ex. FEMA, CARES): Please list all external sources: Contract Contact Y [ ] or N [ j Email Phone Ext. Fax Project Contact Email Phone Ext. Fax CivicPlus - 302 S. 4th Street, Suite 500 - Manhattan, KS 66502 - www.CivicPtus.com Toll Free 888-228-2233 - Accounting Ext. 291- Support Ext. 307 - Fax 785-587-8951 Page 4 of 4