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HomeMy WebLinkAbout162-21 RESOLTUION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 162-21 File Number: 2021-0408 CIVICPLUS, LLC: A RESOLUTION TO APPROVE A ONE YEAR MASTER SERVICES AGREEMENT AND STATEMENT OF WORK WITH CIVICPLUS, LLC FOR A SERVICE REQUEST MANAGEMENT MODULE IN THE AMOUNT OF $19,987.50 FOR THE FIRST YEAR, TO APPROVE AUTOMATIC RENEWALS FOR FOUR ADDITIONAL ONE YEAR TERMS WITH AN ANNUAL PRICE INCREASE OF FIVE PERCENT (5%), AND TO APPROVE AN ANNUAL PROJECT CONTINGENCY IN THE AMOUNT OF $2,000.00 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 year Master Services Agreement and Statement of Work with CivicPlus, LLC d/b/a CivicPlus for the SeeClickFix service request management module in the amount of $19,987.50 for the first year, approves automatic renewals for four additional one year terms with a price increase of five percent (5%) per year, and further approves an annual project contingency in the amount of $2,000.00 each year the contract is in effect. PASSED and APPROVED on 6/1/2021 Page 1 Printed on 612121 Resolution. 162-21 File Number. 2021-0408 Attest: .,yiCIERK Iff ",��� Kara Paxton. City Clerk Treasu&r ; F�YcT.: ;C:AS coo J4611�y`��� Page 2 Printed on 612121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0408 Agenda Date: 6/1/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.17 CIVICPLUS, LLC: A RESOLUTION TO APPROVE A ONE YEAR MASTER SERVICES AGREEMENT AND STATEMENT OF WORK WITH CIVICPLUS, LLC FOR A SERVICE REQUEST MANAGEMENT MODULE IN THE AMOUNT OF $19,987.50 FOR THE FIRST YEAR, TO APPROVE AUTOMATIC RENEWALS FOR FOUR ADDITIONAL ONE YEAR TERMS WITH AN ANNUAL PRICE INCREASE OF FIVE PERCENT (5%), AND TO APPROVE AN ANNUAL PROJECT CONTINGENCY IN THE AMOUNT OF $2,000.00 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 year Master Services Agreement and Statement of Work with CivicPlus, LLC d/b/a CivicPlus for the SeeClickFix service request management module in the amount of $19,987.50 for the first year, approves automatic renewals for four additional one year terms with a price increase of five percent (5%) per year, and further approves an annual project contingency in the amount of $2,000.00 each year the contract is in effect. City of Fayetteville, Arkansas Page 1 Printed on 61212021 City of Fayetteville Staff Review Form 2021-0408 Legistar File ID 6/1/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Keith Macedo 5/13/2021 INFORMATION TECHNOLOGY (170) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving the attached CivicPlus Master Services Agreement and Statement of Work for an initial one (1) year term with the option to renew for four (4) additional years, for the SeeClickFix complaint management module, in the annual amount of $19,987.50, with a 5% annual escalation, and a $2,000 annual contingency. Budget Impact: 1010.170.1710.5315.00 Account Number Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? NA Budget Adjustment Remaining Budget Purchase Order Number: Change Order Number: Original Contract Number: Comments: General Fund Fund Project Title $ 46,000.00 $ 23,268.54 46,000.00 $ 19,987.50 2,743.96 V20180321 Previous Ordinance or Resolution # 143-16,153-14,105-18, 58-21 Approval Date: ®CITY OF FAYETTEVILLE ARKANSAS MEETING OF JUNE 1, 2021 TO: Mayor Lioneld Jordan THRU: Susan Norton, Chief of Staff CITY COUNCIL MEMO FROM: Keith Macedo, Director of Information Technology DATE: May 13, 2021 SUBJECT: Staff recommends approving the attached CivicPlus Master Services Agreement and Statement of Work for an initial one (1) year term with the option to renew for four (4) additional years, for SeeClickFix service request module, in the annual amount of $19,987.50, 5% annual escalation, and a $2,000 annual contingency. RECOMMENDATION: Staff recommends approving the attached CivicPlus Master Services Agreement and Statement of Work for an initial one (1) year term with the option to renew for four (4) additional years, for SeeClickFix service request management module, in the annual amount of $19,987.50, with a 5% annual escalation, and a $2,000 annual contingency. BACKGROUND: The City needs a comprehensive service request system that allows the public and internal staff to manage non -emergency citizen complaints and concerns into a single system. The City recently implement new software in Code Enforcement, Parks, Facilities, Airport, RTC, and Water/Sewer but lacks a single unified method to submit a complaint or concern. Staff have reviewed several applications that would provide a simple method for the public to submit a request, forward the request to the appropriate department, and provide feedback to the submitter. Staff selected SeeClickFix as the best application to fulfill the City's need to integrate with existing software and with the City's CivicPlus website. On August 19, 2014, City Council awarded a contract with CivicPlus, through RFP 14-07, to replace its existing website system. On February 16, 2021 City Council approved a contract extension with CivicPlus for an additional one (1) year term with the option to review for up to four (4) additional years, for website content management services, in the amount of $23,268.54 and a $5,000 annual contingency. DISCUSSION: SeeClickFix has been in business since 2007 and was acquired by CivicPlus in 2019. CivicPlus integrated SeeClickFix into their product line in 2020 and now offers it as an integrated module with their website platform. SeeClickFix will be implemented in phases but will eventually serve as the primary system to track all non -emergency complaints or service requests throughout the City. SeeClickFix is a web based hosted application that provides a web page and a mobile application for the public to enter work requests. City staff will be able to monitor requests, report on trends, and use the data to improve operations. BUDGET/STAFF IMPACT: Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 The attached agreement and statement of work will provide web based and mobile application service request module in the annual amount of $19,987.50 with a 5% annual escalation, and a $2,000.00 annual contingency. Annual hosting fees to be funded from the General Fund Information Technology operating budget. Attachments: Staff Review Form, Staff Review Memo, CivicPlus SOW and agreement. Prepared for: Keith Macedo City of Fayetteville AR 113 West Mountain Street Fayetteville, Arkansas, 72701 kmacedo@fayetteville-ar.gov 479-575-8320 Prepared by: Amanda Parr Enterprise Account Manager amanda.parr@civicplus.com 2038507228 Issue Date: 5/12/2021 Pricing Expires: 6/30/2021 Product Name DESCRIPTION QTY TOTAL SeeClickFix Annual SeeClickFix Annual Licenses 10.00 USD 7,000.00 SeeClickFix Connector for EnerGov SeeClickFix-hosted integration with 1.00 USD 7,987.50 EnerGov (Tyler Technologies), for code cases. Requires version 2019.3 or later. SeeClickFix Connector for Lucity SeeClickFix-hosted integration with Lucity 1.00 USD 5,000.00 (CentralSquare Technologies). Requires Lucity Citizen Portal REST API. SeeClickFix Connector for ArcGIS (1- Feature Service within ArcGIS to display 1.00 USD 0.00 way) your request data in internal reports, public maps and Open Data Portals SCF Custom IdP Integration Package Custom IdP Integration Package 1.00 USD 0.00 SeeClickFix Custom IdP Integration Custom IdP Integration Annual Fee 1.00 USD 0.00 Annual Fee SeeClickFix Custom IdP Integration Custom IdP Integration Implementation 1.00 USD 0.00 Implementation Fee Fee SeeClickFix Account Config SeeClickFix Account Configuration 1.00 USD 0.00 SeeClickFix Virtual Training SeeClickFix Virtual Training 1.00 USD 0.00 TOTAL: USD 19,987.50 Total Investment - Year 1 USD 19,987.50 Annual Recurring Costs - Year 2 USD 20,986.88 *Annual Recurring Costs are subject to 5% annual technology uplift beginning in year 2 of service. Total Days of Quote:365 Contract Service Dates: 7/1/2021 - 6/30/2022 1. This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Terms and Conditions, SeeClickFix Services Agreement ("MSA" ), to which this SOW is hereby attached as the SeeClickFix Statement of Work. By signing this SOW, Client expressly agrees to the terms and conditions of the MSA throughout the Term of this SOW. V. PD 06.01.2015-0048 Page 1 of 4 2. This SOW shall remain in effect for an initial term equal to 365 days from the date of signing ("Initial Term"). In the event that neither party gives 90 days' notice to terminate prior to the end of the Initial Term or any subsequent Renewal Term, this SOW will automatically renew for an additional 1-year renewal term ("Renewal Term"). The Initial Term and all Renewal Terms are collectively referred to as the "Term". 3. The Total Investment - Year 1 (the sum of the One Time Costs and the Recurring Costs) will be invoiced at signing of this SOW. Client will pay all invoices within 30 days of the date of invoice. 4. Renewal Term Annual Recurring Costs shall be invoiced beginning in year 2 of service. V. PD 06.01.2015-0048 Page 2 of 4 Acceptance The undersigned has read and agrees to the MSA Terms and Conditions, which are incorporated into this SOW, and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date. I itle: U� Date: / (r 2 CivicPlus By: Name: Amy Vikander Title: Vice President of Client Services Date: 5/14/2021 V. PD 06.01.2015-0048 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 [ ] Email Phone Ext. Fax Project Contact Email Phone Ext. Fax V. PD 06.01.2015-0048 Page 4 of 4 SeeClickFix CivicPlus Terms and Conditions, SeeClickFix Services These Terms and Conditions, inclusive of the Scope of Work ("the SOW") to which they are inextricably linked (collectively referred to as this "Agreement'), will apply as of the Effective Date (the date of signature specified herein) to Fayetteville, AR ("Customer") in relation to CivicPlus, LLC a Kansas limited liability company, located at 302 S 4th Street, Manhattan, KS 66502 ("CivicPlus") (individually referred to as "Party" and collectively the "Parties"). WHEREAS, the Customer desires that CivicPlus provide certain software services as described in the SOW. WHEREAS, CivicPlus desires to deliver such software services under these terms and conditions. A. Term and Termination 1. CivicPlus and the Customer will implement the SeeClickFix services described in the SOW (the "Services") as soon as reasonable. These Terms and Conditions will apply throughout the SOW - specified period following the Effective Date and be automatically renewed on an annual basis each succeeding year (the "Term"), and shall include changes to these Terms and Conditions which may be enacted by CivicPlus alone. Should either Party decide not to extend the term, such Party must notify, in writing, the other Party at least 90 days prior to the end of the current term. 2. Termination for Cause. If either Party fails to perform any of its material obligations under these Terms and Conditions and does not cure such failures within thirty (30) days after being given written notice specifying the nature of the failure, then the non -defaulting Party may, by giving written notice to the other Party, terminate all services as of the date specified in such notice of termination. 3. Upon termination of this Agreement, the licenses granted to Customer by Section D.3, below, will terminate; customer shall cease all use of the CivicPlus Material and the Services listed in the SOW. 4. The following Sections and any payment obligations hereunder shall survive any expiration or termination of service: A(4), D, E, G and H (except HA). • B. Invoicing and Payment Terms 1. Invoices for the Services will be sent electronically to the individual/entity designated in the SOW and Contact Sheet provided to Customer, which is to be filled out and submitted by Customer. Customer shall provide accurate, current and complete information of Customer's legal name, address, email address, and phone number, and maintain and promptly update this information if it should change. CivicPlus will email all invoices to the email address designated in the Contact Sheet. Upon request CivicPlus will mail invoices, and Customer will be charged a $5.00 convenience fee. 2. Payment is due 30 days from date of invoice. Unless otherwise permitted by law, a finance charge of 1.5% per month or $5.00, whichever is greater, will be added to past due accounts. Payments received will be applied first to finance charges, then to the oldest outstanding invoice(s). 3. If Customer's account exceeds 60 days past due, support will be discontinued until the Customer's account is made current. If the Customer's account exceeds 90 days past due, annual hosting services will be discontinued and the Customer's Services will no longer be active until the Customer's account is made current. Customer will be given 30 days' notice prior to discontinuation of the Services for non- payment. 4. CivicPlus passes through sales tax in those jurisdictions where such tax is required. If the Customer is tax-exempt, the Customer must provide CivicPlus proof of their tax-exempt status, within fifteen (15) days of contract signing, and the fees owned by Customer under this Agreement will not be taxed. If the Customer's state taxation laws change, the Customer will begin to be charged sales tax in accordance with their jurisdiction's tax requirements and CivicPlus has the right to collect payment from the Customer for past due taxes. • C. Services of CivicPlus 1. CivicPlus will provide, on a hosted, software -as -a -service basis, access to the Services described in the SOW, via mobile applications, internet, and an embeddable interactive widget for public reporting, alerts on discussing non -emergency issues ("the Software"). Users will be able to interact with the Software and post various content including words, photos and videos ("User Content"). While the content of users of the Software is governed by CivicPlus's published Terms of Use and Privacy Policy, CivicPlus may not be able to control the exact nature of the User Content. CivicPlus reserves the right, not the obligation, to edit User Content. Although CivicPlus may from time to time make enhancements or bug fixes to the Software, it is under no obligation to make any particular modifications, enhancements or bug fixes. 2. Service Uptime. CivicPlus shall use all reasonable commercial efforts to ensure that the Service is available 99.9% of the time in any three month period (excluding scheduled maintenance). • D.Ownership 1. CivicPlus shall be the sole and exclusive owner of any and all software, materials or other original works created by or licensed to CivicPlus prior to the execution of the SOW ("CivicPlus Materials"), including the Software and all Intellectual Property Rights in and to them and their derivative works and improvements (as each of those terms is defined and applied under U.S.C. Title 17 and Title 35, respectively) by whomever developed or created them. No ownership of any CivicPlus Materials including the Software or the Intellectual Property Rights in and to them shall be transferred to the Customer. "Intellectual Property Rights" shall mean any and all proprietary rights or moral rights in any trademarks, copyrights, trade secrets, patents and patent applications, renewals, extensions, continuations, divisions or reissues, in whole or in part, now or hereafter in force, and any foreign counterparts. 2. Customer shall not (i) license, sublicense, sell, resell, reproduce, transfer, assign, distribute or otherwise commercially exploit or make available to any third party any CivicPlus Materials in any way; (ii) modify or make derivative works based upon any CivicPlus Materials; (iii) create internet "links" to the CivicPlus Materials or the Software or "frame" or "mirror" the administrative access to the CivicPlus Materials on any other server or wireless internet-based device; or (iv) reverse engineer or access any CivicPlus Materials in order to (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of any CivicPlus Materials, or (c) copy any ideas, features, functions or graphics of any CivicPlus Materials. 3. Provided Customer complied with the terms and conditions herein, the SOW, the Terms of Use and Privacy Policy and the license restrictions set forth in Section D.2, CivicPlus hereby grants Customer a limited nontransferable, nonexclusive, license to access and use the CivicPlus Materials associated with any valid and effective SOW, for the Term of the SOW. • E. Exclusions of Warranties and Limitations of Liability 1. CIVICPLUS MAKES NO, AND HEREBY DISCLAIMS ALL, REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED, AT LAW OR IN EQUITY (INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE OR NON INFRINGEMENT) TO CUSTOMER, OR TO ANY OTHER PERSON, WITH RESPECT TO THE SERVICES, SOFTWARE, CIVICPLUS MATERIALS, OR ANY OTHER SERVICES OR MATERIALS PROVIDED HEREUNDER. (1) NEITHER CIVICPLUS NOR THE CUSTOMER SHALL HAVE ANY LIABILITY TO THE OTHER PARTY FOR ANY INDIRECT, SPECIAL, OR CONSEQUENTIAL DAMAGES, UNDER ANY THEORY OF LIABILITY (WHETHER LEGAL OR EQUITABLE), AND (II) IN NO EVENT SHALL THE AGGREGATE LIABILITY OF EITHER PARTY TO THE OTHER PARTY UNDER THESE TERMS AND CONDITIONS EXCEED THE TOTAL AMOUNT OF FEES RECEIVED BY CIVICPLUS FROM THE CUSTOMER FOR THE THREE (3) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO SUCH LIABILITY OR $5,000 WHICHEVER IS LESS. 2. CivicPlus will not be liable for any act, omission, negligence or defect in the quality of service of any underlying carrier, licensor or other third party service provider whose facilities or services are used in furnishing any portion of the Services received by the Customer. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Customer or any entity employed/contracted on the Customer's behalf. • F. Customer's Responsibilities 1. CivicPlus will provide the Services and manage the Customer data and content in compliance with the SeeClickFix Data Retention Policy and Terms of Use. Customer understands and agrees that it has sole discretion over the solicitation, collection, storage or other use of end -users' personally identifiable information, including sharing with third parties, on any of the Services provided by CivicPlus and CivicPlus discourages the solicitation and collection of any end user personally identifiable information. Customer further understands and agrees that Customer is solely responsible for the use or storage of end -users' personally identifiable information in connection with the Services or the consequences of the solicitation, collection, storage, or other use by the Customer or by any third party of personally identifiable information. 2. To the extent it may apply to any of the Services or deliverables of the SOW, user logins are for designated individuals chosen by Customer ("Users") and cannot be shared or used by more than one User. Customer will be responsible for the confidentiality and use of User's passwords and usernames. Customer will also be responsible for all electronic communications, including those containing business information, account registration, account holder information, financial information, Customer data, and all other data of any kind contained within emails or otherwise entered electronically through the Services, CivicPlus Materials, or under Customer's account. Customer shall use commercially reasonable efforts to prevent unauthorized access to or use of the Services and CivicPlus Materials and shall promptly notify CivicPlus of any unauthorized access or use of the Services and/or CivicPlus Materials and any loss or theft or unauthorized use of any User's password or username and/or personal information. 3. Customer shall comply with all applicable local, state, and federal laws, ordinances, regulations, and conventions in connection with its use of the Services or any CivicPlus Materials. • G. Arbitration, Governing Law and Venue 1. The Parties agree that except for the right of either party to seek declaratory, injunctive or other equitable relief, or for claims related to a Party's Intellectual Property Rights, any dispute or controversy arising out of or in connection with these Terms and Conditions shall be referred to arbitration for final and binding resolution. Either Party to these Terms and Conditions may initiate arbitration of the dispute by the filing of an application for resolution by one arbitrator appointed by and in accordance with the rules of the American Arbitration Association. The arbitration shall be conducted in the city and state in which the non -filing Party is located. The award in the arbitration shall be final, binding and non -appealable. The award may be entered as a final, non -appealable judgment in any court having jurisdiction. Each Party specifically agrees and acknowledges that this Section G is a material term of these Terms and Conditions and acknowledges that it would not enter into these Terms and Conditions in the absence of this Section G. Each Party warrants and represents to the other party that this Section G is valid and enforceable and the other party will incur damages if such representation is false. 2. The laws of United States and the State of Kansas shall govern these Terms and Conditions, without regard to conflicts of laws principles. Each Party hereby submits to the jurisdiction of the State of Kansas and federal courts located in the State of Kansas. • H. General 1. Independent Contractor Relationship. CivicPlus is acting as an independent contractor under these Terms and Conditions and nothing in these Terms and Conditions shall be deemed or construed to create the relationship of partnership, joint venture or employer -employee between the Parties. Neither Party has, and shall not hold itself out as having, any authority to enter into any contract or create any obligation or liability on behalf of, in the name of, or binding upon the other Party. 2. Force Majeure. No Party shall have any liability to the other hereunder by reason of delay or failure to perform any obligation or covenant if the delay or failure to perform is due to any cause beyond the control of such Party, including without limitation, catastrophic storm, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot, war, national emergency, act of public enemy, or other cause beyond the control of the non -performing Party. 3. Any notice to be given hereunder to any other Party, including any notice of a change of address, shall be in writing and shall be deemed validly given if (i) delivered personally or (ii) sent by express delivery service, registered or certified mail, postage prepaid, return receipt requested or (iii) sent by email, as follows: If to CivicPlus: CivicPlus, LLC, Attn: Contract Administrator to accounting(a)civicplus.com,with an email response confirming receipt by CivicPlus. If to Customer: as addressed in the SOW. All such notices shall be deemed given on the date of actual receipt by the addressee if delivered personally, on the date of deposit with the express delivery service or the postal authorities if sent in either such manner, on the date the facsimile or email is sent if sent in such manner, and on the date of actual receipt by the addressee if delivered in any other manner. 4. The Parties agree that the Parties may reference the other Party as a client or vendor, including using the Customer name, service marks, licenses, trademarks, logos, sales and marketing materials, and website. Any reference to the CivicPlus Software or its features will be accompanied by a reference that it is provided by CivicPlus. 5. Amendment or Waiver. No amendment or modification of these Terms and Conditions by the Customer shall be valid, unless in writing and signed by both Parties. 6. Headings and Captions. The headings and captions of these Terms and Conditions are included for convenience only and shall not be considered in construction of the provisions hereof. 7. If any provision of these Terms and Conditions shall be determined to be invalid or unenforceable, such invalidity or unenforceability shall not affect the remainder of these Terms and Conditions, which shall be construed as if such invalid or unenforceable provision had never been a part of these Terms and Conditions but in a manner so as to carry out as nearly as possible the Parties' original intent. 8. The Contract may be executed simultaneously in several counterparts, each of which shall be deemed an original but which together shall constitute one and the same instrument. 9. Entire Contract. These Terms and Conditions, inclusive of the SOW to which they are inextricably linked, the published Terms of Use and Privacy Policy constitute the entire agreement between the Parties regarding the subject matter hereof and supersedes any letters of intent, memorandums of understanding, confidentiality agreements, and other contracts and communications, oral or written, between the Parties regarding such subject matter. 10. CivicPlus may assign these Terms and Conditions, and then notify the Customer within 30 days thereof. 11. Authorized Signor. Each person signing this Agreement represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver this Agreement. Each Party represents and warrants to the other that the execution and delivery of the Agreement and the performance of such Party's obligations hereunder have been duly authorized and that the Agreement is a valid and legal agreement binding on such Party and enforceable in accordance with its terms. Acceptance We. the undersigned. agreeing to the conditions specified in this document. understand and consent to the terms R conditions of this Agreement. Client CivicPlus By: NaIV: y `/ �46tk& - Name: /Amy Vikander Title: Title: Vice President of Client Services Date: Date: (I —,/ - V 5/14/2021 SeeClickFix service Keith Macedo Submitted By City of Fayetteville Staff Review Form 2022-0559 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/16/2022 INFORMATION TECHNOLOGY (170) Submitted Date Division / Department Action Recommendation: Staff recommends authorizing the attached statement of work to upgrade the City's CivicPlus SeeClickFix service request module to unlimited user licenses. Budget Impact: 1010.17 0.1710-5 3 09.02 Account Number Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance General Fund Project Title $ 150,996.00 $ 72,103.29 Does item have a cost? Yes Item Cost $ 9,999.00 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget $ 68,893.71 V20210527 Purchase Order Number: Previous Ordinance or Resolution # Res 162-21 Change Order Number: Original Contract Number: Comments: Approval Date: 6/21/22 CITY OF FAYETTEVILLE W4W ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Chief of Staff FROM: Keith Macedo, Information Technology Director DATE: June 16, 2022 STAFF MEMO SUBJECT: Staff recommends authorizing the attached statement of work to upgrade the City's CivicPlus SeeClickFix service request module to unlimited user licenses. RECOMMENDATION: Staff recommends authorizing the attached statement of work to upgrade the City's CivicPlus SeeClickFix service request module to unlimited user licenses. BACKGROUND: City Council approved an agreement on June 1, 2021 for the purchase of CivicPlus' SeeClickFix service request module which included 10 user licenses. SeeClickFix will eventually serve as the primary system to track all non -emergency complaints or service requests submitted by the public. SeeClickFix is a web based hosted application that provides a web page and a mobile application for the public to enter work requests. The City went live with SeeClickFix in late December 2021 and at this time have processed almost 1000 public requests for. This item was taken to City Council due to the prior purchasing policy which required any item over $20,000.00 to receive City Council approval. DISCUSSION: Information Technology (IT) staff have closely managed the implementation of SeeClickFix (SCF) with the goal of improving the efficiency and transparency of public submitted work requests and complaints. Over the past several months staff have identified the need to assign full SCF licenses to multiple departments across to the City to better manage requests and have the ability to change the primary category if a request is mis categorized. At this time the City only has 10 full user licenses of SCF. IT contacted CivicPlus to obtain a quote for 10 additional licenses, but they have changed their licenses model to make the unlimited license model more cost effective after a total of 20 licenses. The attached statement of work is subject to the existing CivicPlus masters service agreement and order will approve the purchase unlimited SCF user licenses to be use by City staff across the City. BUDGET/STAFF IMPACT: The attached statement of work is in the amount of $9,999.00 for 1 year of unlimited SCF licenses. Year 2 will include a 5% annual escalation, in the amount of $10,499.00, which matches the approved 5% escalation in included in the existing CivicPlus master services agreement. Annual expense to be funded from the General Fund Information Technology operating budget. Attachments: Staff review form, Staff review memo, CivicPlus Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CP CivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 us Client: Fayetteville AR - SCF Quote #: Date: Expires On: Product: Bill To: Fayetteville AR - SCF Q-25775-1 5/24/2022 2:54 PM 7/15/2022 SeeClickFix SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Lucas Clark x Iclark@civicplus.com Net 30 SeeClickFix - Statement of Work QTY Product Name DESCRIPTION PRODUCT TYPE 1.00 Unlimited Upgrade Annual Upgrade to Unlimited Annual Licenses Renewable List Priee Year 1 Total USD Total Investment - Year 1 USD 9,999.99 Annual Recurring Services - Year 2 USD 10,499.99 Total ❑ays of Quote:365 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 - SCF 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 corn 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. Date: 6/21/22 CivicPlus By: r Name: Amy Vikander Title: Senior VP of Customer Success Date: 06/16/2022 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 City of Fayetteville AR URI- www.Fayetteville-ar.gov Street Address 113 W Mountain St Address 2 city Fayetteville State AR Postal Code 72701 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 Keith Macedo 479-601-2076 Emergency Contact & Mobile Phone grad Fulmer 479-601-1876 Emergency Contact & Mobile Phone Billing Contact Keith Macedo E-Mail kmacedo@fayetteville-ar.gov Phone 479-575-8320 xt. Fax Billing Address SAME 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 SAME Phone Project Contact Phone Ext. Email Fax Email Ext. Fax Y[ ] or N[X ] 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 4 of 4