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Home My WebLink Aboutresolution.council.078-18 RESOLUTION#78 (SERIES OF 2018)• AAESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO,APPROVING PROPOSED CONTRACT CHANGE ORDERS BETWEEN THE CITY OF ASPEN AND VERTIBA, LLC,AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CHANGE ORDERS ON BEHALF OF THE CITY OF ASPEN,COLORADO. WHEREAS,the City of Aspen has previously entered into a contract with Vertiba, LLC for services related to the design, build and delivery of a permits management sytem; AND WHEREAS,there has been submitted to City Council a request to approve necessary change orders to said contract(Project number 50259-001,dated March 27,2017)for the purposes of providing the following additional services and functionality: • Enhanced professional support services • Detailed fee setup and testing,and adjustments to fees for 2019 • Refinement and enhancements of reports • Integration and migration guidance • Enhancements to the applicant portal • Other automation 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 change orders for the continued development and implementation of the new permits management sytem, between the City of Aspen and Vertiba, LLC,and does hereby authorize the City Manager to execute the change orders on behalf of the City of Aspen,subject to the approval of the City M nager and a City Attorney. INTRODUCED, READ AND ADOPTED by the City Councilof spe on t e 291h day of May 2018. I IV Steven Skadron Mayor 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, May 29, 2018. W' v( inda Manning,City Clerk Amendment 6 to Vertiba Contract for Professional Services City of Aspen Project No: 50259-001 Original contract approval date: 3/27/2017 Original contract amount: $462,860.00 Amount of amendment 1,for customer complaint portal $ 12,000.00 Amount of amendment 2,for on-site sprint and UAT services $ 19,455.00 Amount of amendment 3,for queue management,public records search,and $ 31,000.00 emails attachments Amount of amendment 4,for Tree Permit Fees and Engineering automation $ 6,000.00 Amount of amendment 5,for extension of on-site sprint and UAT services $ 19,455.00 Amount of amendment 6,for post-go live enhancements $ 64,000.00 New contract total: $614,770.00 This amendment to the Vertiba Contract for Professional Services provides for additional enhancements to the BasicGov/Salesforce system. Tasks will be performed on a time and materials basis. It is being funded with existing project contingency funds,in addition to funds from a Spring 2018 budget supplement. The tasks and not to exceed amount($64,000.00)of this amendment are outline in Exhibit A ertiba Representative Date Community Dgvelopment Director,Jessica Garrow Date 'City Manager;$teve Barwick Date 1 EXHIBIT A Change Order (Statement of Work for Amendment #6) Client City of Aspen Client Address 130 South Galena Street,Aspen,CO,81611 Project Overview This Change Order is a supplemen1to the approved Statement of Work. This Change Order addresses system enhancements in addition to the original scope provided by'Verdba, LLC ("Verdba")on behalf of City of Aspen . Scope The project scope is as follows. Specific task orders under this amendment will be developed before each item is addressed, including time/materials costs. City signoff of each task order is required prior to proceeding. Fees • Effort Includes: • Time to create a detailed test script • Additional iterations and work to add,finalize or adjust fees • Up to two round of adjustments • Assistance with setup and testing of 2019 fee adjustments Integrations and Migrations • Effort includes time the following integrations and data migration effort: o GIS-Additional build out of integration o Refinements/additions to finance reports o Bluebeam -Post go-live support, beyond scope provided by BasicGov (Bluebeam integration was a responsibility of BasicGov.Vertiba will support the integration as requested, beyond BaslcGov support) o EDEN migration guidance for City imports Community UI Enhancements • Collaboration with the City to go through community portal and make edilts/changes to enhance the applicant experience, including changes to profile settings,field-level security, page layouts,and optimization of Uses Experience based on staff and external customer feedback. Additional Autgmation • Additional automation based on user experience feedback • Editing existing automation based on changes decided upon during testing/UAT/user experience post-go-live 3 • Community automation for specific items to be defined Additional System Enhancements • Time-boxed system enhancements, per client request,for any component in the system. Project Management • Monitor project work items,accomplishments, risk, issues, budget and schedule on a daily basis to ensure project stays on track. Schedule Vertiba and Client will mutually adjust the project timeline based on any additions to the original project scope from this change order. Resources The following Vertiba resources are required to implement this Change Order: Project Manager (Rate: _$215/hr„_ 1 Salesforce Consultant (Rate:,$195/hr 1 Salesforce Developer (Rate:_$130/hr 1 Additional Assumptions The breadth and complexity of Salesforce.com projects vary greatly. Unless explicitly described above,we assume that the delivered Salesforce.com application will be configured with standard capabilities of the "out of the box" user interface and does not require Javascript, Apex,Visualforce or Lightning Component coding. Deliverables Deliverable Description Fees The agreed upon Fees functionality Is configured and available for user acceptance testing by client.After UAT,bugs are fixed. integral ons 3_ The agreed upon Fees functionality is wnfigu?ed and avallabie for user;acre lance testfn6 b client,Afte ;UAT,bu , are fixed' y Bs_ Community UI The agreed upon Fees functionality is configured and available Enhancement$ for user acceptance testing by client After UAT,bugs are fixed. �;Autonation g y, ' The agreed wpon`Fees functionality is configured ankavailable for user aces lance testing by;clieht After UAT bugs 8re;fixed, R System Enhancements The agreed upon Fees functionality is configured and available .for user acceptance testing by client.After UAT,bugs are fixed. 4 Deliverables will be paid at 100%upon verification of correct functioning during UAT. If bugs are found,deliverable will be paid at 100%upon verification that bugs are fixed. Time & Materials Estimate Vertiba will only bill the client for hours consumed.The client will be billed on a time and materials basis No work will be commenced until completed task orders, inclusive of cost,are approved in writing by the city. While the specific prices to be charged will depend on the details of the task orders;Vertiba anticipates the following level of service will be available under this contract: Project Manager (Estimated hours available: 85) e Salesforce Consultant (Esimated hours available: 210) Salesfprce Developer (Estimated hours available: 40)' Billing. Vertiba will bill monthly for hours consumed,and identify tasks Completed or in progress. Payments will be made within 30 days,except for funds retained until final user approver. Funds retained until after user testing and bug fixes will be paid within 30 days of completion of bug fixes. Rbles Project Manager ' ?$aIPSfOr'CECODSUIf2.nt,,:';:':[: Salesforce Developer NoL to plcceed�Costi for; fils -- •NOT TO EXCEED COST INCLUDESUPTO$3,000'00 IN TRAVEL COSTS AND/OR OTHER EXPENSES. NOTE:This estimate is being provided after a high.level discovery effort,but It is bid on a Time and Materials basis In accordance with the rates set forth herein. Vertiba's goal is to deliver the requested business functionality'as efficiently as possible. However,the estimate is based on assumptions documented in this SOW and specifically requires the commitment from you,the Client,to continue to be an active participant In the project..Once the project team has begun,slow decision making and additional meeting times will increase the effort required.In addition,the complexity of requirements uncovered during the course df the project could materially affect this estimate. Vertiba's project team will do everything in their control to keep the project moving and will provide complete transparency on actuals to plan so that surprises are minimized. 5