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HomeMy WebLinkAboutresolution.council.033-19 RESOLUTION #033 (SERIES OF 2019) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO,APPROVING PROPOSED CONTRACT AMENDMENTS 1 AND 2 BETWEEN THE CITY OF ASPEN AND PUBLICIS SAPIENT AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AMENDMENTS ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS,the City of Aspen has previously entered into a contract with Publicis Sapient for services related to the support of a permits, licensing violations, and land use application management sytem; AND WHEREAS,there has been submitted to City Council a request to approve necessary amendments to said contract (Project number contract number 2018-10S, dated September 24, 2018)for the purposes of providing the following additional services and functionality: • Expert professional support services • Automation, changes and system enhancements, as requested by staff and prioritized by Directors NOW,THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO That the City Council of the City of Aspen hereby approves the referenced amendments for the continued development and implementation of the new permits, licensing, land use planning, and violations management sytem, between the City of Aspen and Publicis Sapient, and does hereby authorize the City Manager to execute the amendments on behalf of the City of Aspen, subject to the approval of the City Manager and the City Attorney. INTRODUCED, READ AND ADOPTED by the City Council of the City f spen on the 11th day of March 2019. Steven Skadron, ayor I, Linda Manning, duly appointed and acting City Clerk, do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado at a meeting held, march 11, 2019. L1 � Linda Manning, City Clerk Page I1 AMENDMENT 1 TO ANNUAL VOD CONTRACT WITH PUBLICIS SAPIENT (contract number 2018-105) December 4, 2018 Contract Renewal Amount (Section 13) This amendment increases the amount of funding available under this VOD, Section 13 (Renewal), to a total maximum of$45,000,from the original $24,500 total available under the original VOD. The release of the additional funds are at the discretion of the City, and require written approval from the City project manager before any amount can be expended. The City can release the additional funds in increments, based on need, vendor performance, or any other relevant criteria. Modified Rates and Staffing This amendment incorporates new staff and discounted rates, for a broader-based group of Publicis Sapient support. The staff roles and rates are: Solution Architect: Normal Rate -$215 per hour. Discounted Rate$195 Business Analyst: Normal Rate-$130 per hour. Discounted Rate $115. Salesforce Consultant: Normal Rate $195 per hour. Discounted Rate $180. Salesforce Developer: Normal Rate $130 per hour. Discounted Rate $100. Rates will be charged on a times and materials basis. Weekly reporting of hours and funding consumed will be provided to the City. Use of Discounted Rate The discounted rate will be applied to all items designated as defects in the SR system, either listed now or identified and added during the next 9 months. The discounted rate will be applied to work continued under the original VOD contract, work covered under this amendment, and work covered under any additional amendments to the original Annual VOD contract 2018-105. Defects, used in this context, represent functionality PS agreed to provide in the original contract or during original design, but which is not currently working as expected. The use of the discounted rate will apply to work performed to resolve defects in any part of the system constructed as part of the original commitment (for example: permits, licenses, certifications, land use cases, code enforcement, mobile app, Bluebeam integration, Oracle integration, GIS integration, Municipay integration, Innoprise integration, reports and templates, applicant portal, public portal, complaint portal). Where appropriate, work to fix defects will instead be performed by BasicGov under its existing annual agreement with the city. Such work by BasicGov is excluded from this VOD contract. Items for Which the Normal VOD Rate will be Applied The normal VOD rate will apply to all Service Requests (SRs) designated as Enhancements. Page 2 LOE Estimates Publicis Sapient will provide L.OE estimates for work anticipated to take more than 5 hours of time to research and repair. In those instances,work can only start on the item after approval by the City project manager. VOD Payment Limitations The City has a right to expert that work completed by the contractor will be well thought-out, high- quality and sufficiently tested by the contractor. This means that: ✓ the contractor, as the Salesforce and BasicGov expert, will take steps to make sure it understands requirements and the system implications of meeting such requirements before starting work ✓ the contractor will put in place appropriate protocols such that new major errors and/or repeated repairs of the same problem do not occur as the system is modified, and, if they occur, such errors/bugs are not pushed to production ✓ proposed solutions will be sufficiently tested by the contractor to understand whether they are working, prior to presenting them to the City for testing. ✓ solutions developed by the contractor will work with minor to no bugs when initially presented to the City for testing, and can be debugged by the contractor without major redesign Work the contractor agrees to complete,but for which it will not be compensated under this VOD: 1. Fixes to errors pushed to staging or prod from the PS/BS Dev/Test environment, caused as a result of the contractor/subcontractors not keeping the Dev/Test environment sufficiently in synch with Staging or Production 2. Errors in Production,for work pushed to Production without authorization by the City 3. Multiple, repeated fixe,to the same problem,for which the vendor has already been compensated 4. Fixes that are the responsibility of BasicGov, under the terms of its annual licensing and maintenance agreement 5. Major, systemic errors introduced due to lack of contractor due diligence or errors in contractor work 6. APEX timeout error fixes Should a situation occur involving one of these circ stances,the City and Publicis Sapient agree to bring it up in a timely manner at one of the week) stapdu ngs,for discussion and resolution. Publicis Sapient Authorized Rep Name blicis Sap t Authorize Rept ignature Date \Je,sica CAarrow, ommunity Development Director Date Steve Barwick, City Manager Date 2 Page 11 AMENDMENT 2 TO ANNUAL VOD CONTRACT WITH PUBLICIS SAPIENT (contract number 2018-105) March 4, 2019 Contract Renewal Amount (Section 13) This amendment increases the amount of funding available under this VOD, Section 13 (Renewal),to a cumulative total maximum of$70,000,from the original $24,500 total available under the original VOD. It adds an additional $25,000 to the cumulative total maximum available under Amendment Number 1. The release of the additional funds is at the discretion of the City, and require written approval from the City project manager before any amount can be expended. The City can release the additional funds in increments, based on need,vendor performance, or any other relevant criteria. Modified Rates and Staffing This amendment incorporates new staff and discounted rates,for a broader-based group of Publicis Sapient support. The staff roles and rates are: Solution Architect: Normal Rate-$215 per hour. Discounted Rate$195 Business Analyst: Normal Rate-$130 per hour. Discounted Rate$115. Salesforce Consultant: Normal Rate$195 per hour. Discounted Rate $180. Salesforce Developer: Normal Rate$130 per hour. Discounted Rate $100. Rates will be charged on a times and materials basis. Weekly reporting of hours and funding consumed will be provided to the City. Use of Discounted Rate The discounted rate will be applied to all items designated as defects in the SR system, either listed now or identified and added during the next 9 months. The discounted rate will be applied to work continued under the original VOD contract, work covered under this amendment, and work covered under any additional amendments to the original Annual VOD contract 2018-105. Defects, used in this context, represent functionality PS agreed to provide in the original contract or during original design, but which is not currently working as expected. The use of the discounted rate will apply to work performed to resolve defects in any part of the system constructed as part of the original commitment (for example: permits, licenses, certifications, land use cases, code enforcement, mobile app, Bluebeam integration, Oracle integration, GIS integration, Municipay integration, Innoprise integration, reports and templates, applicant portal, public portal, complaint portal). Where appropriate, work to fix defects will instead be performed by BasicGov under its existing annual agreement with the city. Such work by BasicGov is excluded from this VOD contract. Items for Which the Normal VOD Rate will be Applied The normal VOD rate will apply to all Service Requests (SRs) designated as Enhancements. 1 Doc ID: 20190301115705100 Page 12 LOE Estimates Publicis Sapient will provide LOE estimates for work anticipated to take more than 5 hours of time to research and repair. In those instances,work can only start on the item after approval by the City project manager. VOD Payment Limitations The City has a right to expect that work completed by the contractor will be well thought-out, high- quality and sufficiently tested by the contractor. This means that: ✓ the contractor, as the Salesforce and BasicGov expert,will take steps to make sure it understands requirements and the system implications of meeting such requirements before starting work ✓ the contractor will put in place appropriate protocols such that new major errors and/or repeated repairs of the same problem do not occur as the system is modified, and, if they occur, such errors/bugs are not pushed to production ✓ proposed solutions will be sufficiently tested by the contractor to understand whether they are working, prior to presenting them to the City for testing. ✓ solutions developed by the contractor will work with minor to no bugs when initially presented to the City for testing, and can be debugged by the contractor without major redesign Work the contractor agrees to complete, but for which it will not be compensated under this VOD: 1. Fixes to errors pushed to staging or prod from the PS/BS Dev/Test environment, caused as a result of the contractor/subcontractors not keeping the Dev/Test environment sufficiently in synch with Staging or Production 2. Errors in Production,for work pushed to Production without authorization by the City 3. Multiple, repeated fixes to the same problem,for which the vendor has already been compensated 4. Fixes that are the responsibility of BasicGov, under the terms of its annual licensing and maintenance agreement 5. Major, systemic errors introduced due to lack of contractor due diligence or errors in contractor work 6. APEX timeout error fixes Should a situation occur involving one of these circumstances,the City and Publicis Sapient agree to bring it up in a timely manner at one of the weekly standup meetings,for discussion and resolution. Ted Battreall L7W:Battreaff 03/01/2019 ted.battreall@vertiba.com Publicis Sapient Authorized Rep Name Publicis Sapient Authorize Rep Signature Date Jessica Garrow, Community Development Director Date Sara Ott, Interim City Manager D to 2 Doc ID: 20190301115705100 I I I Page 11 I AMENDMENT 2 TO ANNUAL VOD CONTRACT WITH PUBLICIS SAPIENT (contract number 2018-105) March 4, 2019 Contract Renewal Amount (Section 13) This amendment increases the amount of funding available under this VOD, Section 13 (Renewal), to a cumulative total maximum of$70,000,from the original$24,500 total available under the original VOD. It adds an additional$25,000 to the cumulative total maximum available under Amendment Number 1. The release of the additional funds is at the discretion of the City, and require written approval from the City project manager before any amount can be expended. The City can release the additional funds in increments, based on need,vendor performance,or any other relevant criteria. Modified Rates and Staffing phis amendment incorporates new staff and discounted rates,for a broader-based group of Publicis Sapient support. The staff roles and rates are: Solution Architect: Normal Rate-$215 per hour. Discounted Rate$195 Business Analyst: Normal Rate-$130 per hour. Discounted Rate$115. Salesforce Consultant: Normal Rate$195 per hour. Discounted Rate$180. Salesforce Developer: Normal Rate$130 per hour. Discounted Rate$100. Rates will be charged on a times and materials basis. Weekly reporting of hours and funding consumed I will be provided to the City. Use of Discounted Rate The discounted rate will be applied to all items designated as defects in the SR system, either listed now or identified and added during the next 9 months. The discounted rate will be applied to work continued under the original VOD contract,work covered under this amendment, and work covered under any additional amendments to the original Annual VOD contract 2018-105. Defects, used in this context, represent functionality PS agreed to provide in the original contract or during original design, but which is not currently working as expected. The use of the discounted rate will apply to work performed to resolve defects in any part of the system constructed as part of the original commitment (for example: permits, licenses, certifications, land use cases,code enforcement, mobile app, Bluebeam integration, Oracle integration, GIS integration, Municipay integration, Innoprise integration, reports and templates,applicant portal, public portal,complaint portal). Where appropriate,work to fix defects will instead be performed by BasicGov under its existing annual agreement with the city. Such work by BasicGov is excluded from this VOD contract. Items for Which the Normal VOD Rate will be Applied The normal VOD rate will apply to all Service Requests (SRs)designated as Enhancements. 1 Doc ID: 20190301115705100 Sertifl Electronic Signature Page i2 LOE Estimates Publicis Sapient will provide LOE estimates for work anticipated to take more than 5 hours of time to research and repair. In those instances,work can only start on the item after approval by the City project manager. VOD Payment Limitations The City has a right to expect that work completed by the contractor will be well thought-out, high- quality and sufficiently tested by the contractor. This means that: ✓ the contractor, as the Salesforce and BasicGov expert,will take steps to make sure it understands requirements and the system implications of meeting such requirements before starting work ✓ the contractor will put in place appropriate protocols such that new major errors and/or repeated repairs of the same problem do not occur as the system Is modified, and, if they occur,such errors/bugs are not pushed to production ✓ proposed solutions will be sufficiently tested by the contractor to understand whether they are working, priorto presenting them to the City for testing. ✓ solutions developed by the contractor will work with minor to no bugs when Initially presented to the City for testing,and can be debugged by the contractor without major redesign Work the contractor agrees to complete, but for which it will not be compensated under this VOD: 1. Fixes to errors pushed to staging or prod from the PS/BS Dev/Test environment, caused as a result of the contractor/subcontractors not keeping the Dev/Test environment sufficiently in synch with Staging or Production 2. Errors in Production,for work pushed to Production without authorization by the City 3. Multiple, repeated fixes to the same problem,for which the vendor has already been compensated 4. Fixes that are the responsibility of BasicGov, under the terms of its annual licensing and maintenance agreement 5. Major,systemic errors introduced due to lack of contractor due diligence or errors in contractor work 6. APEX timeout error fixes Should a situation occur involving one of these circumstances,the City and Publicis Sapient agree to bring it up in a timely manner at one of the weekly standup meetings,for discussion and resolution. ��1�allrca� Ted Battreall 03/01/2019 ted.battreall@vertlba.com Publicis Sapient Authorized Rep Name Publicis Sapient Authorize Rep Signature Date LJossica Garr w Community Development Director Dat Sara Ott, Interim City Manager Date 2 Doc To: 20190301115705100 Sertlfl Electronic Signature