HomeMy WebLinkAboutReso 25-21 Approving a First Amendment to the Agreement Between the City of Dublin and CivicPlus
Reso. No. 25-21, Item 4.4, Adopted 04/06/2021 Page 1 of 2
RESOLUTION NO. 25 - 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING A FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT
WITH CIVICPLUS
WHEREAS, on January 22, 2021, the City Manager executed an agreement with
CivicPlus, the City’s current service provider of web content management, for the SeeClickFix
software to enhance citizen interaction with the City; and
WHEREAS, the agreement has a not-to-exceed cost of $42,500 and a one-year term
expiring in January 2022; and
WHEREAS, during implementation of the SeeClickFix software, CivicPlus agreed upon
the City’s request to incorporate past year data into the new database and provide single-sign-
on capability, which will increase the agreement cost by $3,565.33 for a total of $46,065.33; and
WHEREAS, the City’s Municipal Code requires City Council approval of, and a
competitive bidding process conducted for, purchases greater than $45,000; and
WHEREAS, Section 2.36.100(B)(4) of the Dublin Municipal Code allows for an exception
to the competitive bidding process “When a contract or purchase involves goods of a technical
nature” and the “Purchasing Agent undertakes a thorough review of known products and a
comparison of features which would most closely meet the city’s needs at the lowest cost”; and
WHEREAS, Staff reviewed several similar products and found that SeeClickFix best
matches the City’s needs regarding the user experience and data reporting and seamlessly
integrates with other City processes; and
WHEREAS, in addition to the increased services, the City desires to provide for automatic
renewals of the SeeClickFix services, with an annual increase cap of 5%.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the First Amendment to Consulting Services Agreement Between the City of
Dublin and CivicPlus, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to make any
necessary, non-substantive changes to carry out the intent of this Resolution.
PASSED, APPROVED AND ADOPTED this 6th day of April 2021, by the following vote:
AYES: Councilmembers Hu, Josey, Kumagai, McCorriston and Mayor Hernandez
NOES:
ABSENT:
ABSTAIN:
Reso. No. 25-21, Item 4.4, Adopted 04/06/21 Page 2 of 2
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY
OF DUBLIN AND CIVICPLUS
WHEREAS, on January 22, 2021, the City of Dublin (hereinafter referred to as "CITY")
and CIVICPLUS (hereinafter referred to as "CONSULTANT") entered into a Consulting
Services Agreement for SeeClickFix services (hereinafter referred to as the “AGREEMENT”);
and
WHEREAS, the compensation for the AGREEMENT was approved at a sum not-to-
exceed $42,500 and is set to expire on January 22, 2022; and
WHEREAS, the CITY and CONSULTANT now wish to amend the AGREEMENT to
add EXHIBIT A.1 to include extra features, to increase the compensation payable to the
CONSULTANT, and to provide for automatic annual renewal terms.
NOW THEREFORE, for good and valuable consideration, the sufficiency of which is
hereby acknowledged, the AGREEMENT is amended as follows:
1)Section 1.1 shall be rescinded in its entirety and replaced with the following:
Term of Services. The term of this Agreement shall begin on the Effective Date and
shall end on January 21, 2022 (“Initial Term”), and Consultant shall complete the
work described in Exhibit A on or before that date, unless the term of the Agreement
is renewed as provided for herein, or is otherwise terminated or extended, as
provided for in Section 8. The time provided to Consultant to complete the services
required by this Agreement shall not affect the City’s right to terminate the
Agreement, as referenced in Section 8.
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 Agreement will automatically
renew for another one-year term (“Renewal Term”). The Initial Term and any
Renewal Term(s) are collectively referred to herein as the “Term.” Renewal Terms
are subject to availability and appropriation of funds for renewal in each subsequent
year. None of the foregoing shall affect the City’s right to terminate the Agreement as
provided for in Section 8.
2) Section 2 shall be rescinded in its entirety and replaced with the following:
COMPENSATION. For the Initial Term, City hereby agrees to pay Consultant a sum
not to exceed Forty Six Thousand Sixty Five dollars and Thirty Three cents
($46,065.33) (“not-to-exceed amount”). Thereafter, for each subsequent Renewal
Term, if any, City shall pay Consultant, a sum not to exceed 5% above the not-to-
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exceed amount payable in the immediately prior Term, notwithstanding any contrary
indications that may be contained in Consultant's proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a
conflict between this Agreement and Consultant's proposal, attached as Exhibit A,
regarding the amount of compensation, the Agreement shall prevail. City shall pay
Consultant for services rendered pursuant to this Agreement at the time and in the
manner set forth herein. The payments specified below shall be the only payments
from City to Consultant for services rendered pursuant to this Agreement. Consultant
shall submit all invoices to City in the manner specified herein. Except as specifically
authorized by City in writing, Consultant shall not bill City for duplicate services
performed by more than one person.
Consultant and City acknowledge and agree that compensation paid by City to
Consultant under this Agreement is based upon Consultant's estimated costs of
providing the services required hereunder, including salaries and benefits of
employees and subcontractors of Consultant. Consequently, the Parties further agree
that compensation hereunder is intended to include the costs of contributions to any
pensions and/or annuities to which Consultant and its employees, agents, and
subcontractors may be eligible. City therefore has no responsibility for such
contributions beyond compensation required under this Agreement.
3) Paragraph 10.12 Integration shall be amended to include EXHIBIT A.1 and will now
read as follows:
10.12 Integration. This Agreement, including Exhibits A and A.1, represents
the entire and integrated agreement between City and Consultant and
supersedes all prior negotiations, representations, or agreements, either
written or oral.
4) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
5) All requisite insurance policies to be maintained by the Consultant pursuant to the
Agreement, as may have been amended from time to time, shall include coverage for
the amended term, as described above.
6) The individuals executing this Amendment and the instruments referenced in it on
behalf of Consultant each represent and warrant that they have the legal power, right
and actual authority to bind Consultant to the terms and conditions of this
Amendment.
SIGNATURES ON THE FOLLOWING PAGE
Page 3 of 3
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN CIVICPLUS
By: _____________________________ By: ________________________________
Linda Smith, City Manager Amy Vikander, Vice President of Client Services
Dated:
ATTEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
3707840.1
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #:Q-14732-1
Date:2/17/2021 1:01 PM
Expires On:5/18/2021
Product:SeeClickFix
Client:
Dublin CA - SCF
Bill To:
Dublin CA - SCF
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Emily Wehling x(785)
789-3490
wehling@civicplus.com Net 30
SeeClickFix - Statement of Work
QTY Product Name DESCRIPTION PRODUCT
TYPE
1.00 Request Import Import of up to 25,000 requests, includes one batch import
to resolve errors, a second import on test environment,
and a final import in production. Data must adhere to SCF
specifications. Additional batch imports after these 3 will
incur additional cost.
One-time
1.00 CivicEngage Custom IdP
Integration Package
Custom IdP Integration Package Custom IdP Integration
Annual Fee Custom IdP Integration Implementation Fee
Renewable
1.00 CivicEngage Custom IdP
Integration Annual Fee
Custom IdP Integration Annual Fee Renewable
1.00 CivicEngage Custom IdP
Integration Implementation Fee
Custom IdP Integration Implementation Fee One-time
1.00 CivicEngage Custom IdP
Integration (Secondary)
Secondary set up of Custom IdP One-time
List Price - Year 1 Total USD 6,065.33
Total Investment - Year 1 USD 3,565.33
Annual Recurring Services - Year 2 USD 1,653.75
Total Days of Quote:339
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 Dublin CA - 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.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.
Client
CivicPlus
By:
___________________________________
By:
___________________________________
Name:
___________________________________
Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
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
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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): Y [ ] or N [ ]
Please list all external sources: _______________________________________________________________________________________________
Contract Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
Project Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
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
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