HomeMy WebLinkAbout070522ca02 615 Sheridan Street
Port Townsend, WA 98368
9ejthson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Pinky Mingo, Environmental Public Health and Water Quality Director
Linda Atkins, Environmental Health Specialist III
DATE: ,IUI 5 ,
SUBJECT: Agenda item —Amendment #1 to Sole Source Contract with Cities Digital,
Inc; August 10, 2020 - July 31, 2022; additional funding of $6,500 for a total
of $14,950
STATEMENT OF ISSUE:
Jefferson County Public Health, Community Health Division, requests Board approval of a change request to
the existing contract to add functionality to support the septic system monitoring inspection process in the new
Energov Database that is replacing Tidemark.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
Jefferson County staff, in coordination with Michael Mathys of Cities Digital, has successfully imported septic
system monitoring inspection records from both the homeowner inspection site and OnlineRME where
professionals record their inspections through the application programming interface (API). Additional work is
necessary to fully utilize the API by updating the status and actions on the septic system monitoring case
(SOM). The period for completion of the project has been extended to July 31, 2022, with an additional
funding of$6,500 for a total expenditure of$14,950.00
FISCAL IMPACT/COST BENEFIT ANALYSIS :
The funds to pay for this work are available from the Sewage Management Plan contract with the state
Department of Health and Foundational Public Health funds to support the Septic Operations and Monitoring
Program activities to identify septic system deficiencies and provide assistance to homeowners to learn about
monitoring and maintaining their septic system and how to inspect and report the results as required by JC
Code 8.15 and WAC246-272A.
Community Health
Developmental Disabilities Environmental Public Health
360-385-9400 360-385-9444
360-385-9401 (f) (f) 360-379-4487
Always working for a safer and healthier community
E H-20-200-A 1
RECOMMENDATION:
JCPH management requests approval of the change request with Cities Digital, Inc. August 10, 2020 —July 31-
2022: increase by $6,500 to a maximum of$14,950.
REVIEWED BY:
/411919: 6/3//2..
Mark McCauley, Vnty Administrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 Always working for a safer and healthier community (f) 360-379-4487
360-385-9401 (f)
Amendment#1
To Professional Services Agreement
Between
Cities Digital,Inc
And
Jefferson County Public Health
WHEREAS, Cities Digital,Inc(Contractor)and Jefferson County(County) entered into an agreement
on November 9,2020 for Professional Services. The project was to import septic system monitoring
inspection results to the Energov database via the Energov application programming interface(API).
WHEREAS,the parties desire to amend the terms of that agreement.
WHEREAS,this amendment is necessary to provide additional technical support to fully utilize the API
to integrate Energov,the new permit management database,with the septic system monitoring
inspection websites.
IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN AS FOLLOWS:
1. Contractor's contract will be increased by$6,500.00 in funding to provide services to
fully utilize the API by updating the status and actions on the septic system monitoring case
(SOM).
2. Total compensation under this Agreement shall not exceed$14,950.00 without express
written amendment signed by both parties.
3. Contractor can access funding for work identified in Exhibit#1 of this amendment.
4. Date of completion of the project has been extended until July 31, 2022.
5. Except as expressly indicated in this Amendment, all other terms and conditions of the
Agreement will remain the same.
Dated this 41-- day of ,2022
By:
Heidi Eisenhour, Chair
Jefferson Board of County Commissioners
Contractor Representative
Cities Digital,Inc.
ATTEST:
By:
Carolyn Gallaway,Clerk of the Board
APPROVED AS TO FORM ONLY:
By:
�" "`" May 6, 2022
Philip C.Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
EH-20-200-Al
Amendment#1—Exhibit 1
Statement of Work
Project Background
The custom Laserfiche Workflow activity can add records to the SOM inspection table field on a given
permit.To complete this step more fully—enhancing the visibility for EnerGov users, and prepping the
record for the next inspection—another Laserfiche Workflow activity is required to utilize the API to
leverage EnerGov Workflows.
Project Goal
Update the status of the Permit for which the SOM inspection is imported via updating the following
properties:
• Status
• Last Inspection Date
• Expiration Date
Mark the existing inspection record as resulted via updating the following properties:
• Inspection Status
• Actual Start and End dates
• Complete
• Comments
• Next scheduled start date
Create a new inspection record for the next inspection (due monthly,yearly, etc—based on the set
interval)
Project Deliverables
Project Management
Work Category: Project
CDI will provide project management which includes ensuring the CDI team Management
members have a clear understanding of the project scope and tasks required to
realize the solution are understood,and manage this project to successful Billing Type:
completion Billable
Deliverable Requirements Estimated Time:
CDI's project management team will: 3.00 hours
- Define requirements and develop a statement of work
-Assign tasks to the project team members Estimated Finish:
- Manage communication between team members and stakeholders 6/30/2022
- Ensure project team works to satisfy the statement of work
- Manage change orders required for changes to statement of work
-Verify requirements are completed consistent with the statement of work
- Manage project closure
Page 1 of 4
Complete Inspection Laserfiche Workflow Activity
Work Category:
CDI Development will create a new Laserfiche Workflow activity to be used in Development
conjunction with the existing Insert Custom Row activity.
Billing Type:
This new Complete Inspection activity will accept the following inputs: Custom Integration
• Status
• Last Inspection Date Estimated Time:
• Expiration Date 14.00 hours
• Permit Number
• Inspection Status Estimated Finish:
• Actual start and end dates 6/30/2022
• Complete (true/false)
• Comments
• Next scheduled start date
• Interval (to create the next inspection record)
• User
The activity will perform the following steps:
• Retrieve the current Permit record
• Update selected fields of the Permit record, including:
o Finding the open inspection record in the workflow steps of the
retrieved Permit;then updating the fields:
• Actual date: date the inspection was done
• Status: Passed, Repair Required, etc.
• Verify the SOM case status is updated accordingly
• Execute an API command to update the Permit and Inspection record
(Workflow Step)
• Using the Permit record, add new Workflow Step with a new,
incomplete Inspection record
o Requested Date: date you add the new inspection
o Scheduled Date: next inspection due date
o Status: Scheduled
• Execute an API command to update the Permit record
o With the new Workflow Step added on this call to the API,the
data should be saved immediately and any related EnerGov
Workflows should be triggered.
Notes:
Only Routine or a Time of Sale/Property sale inspection will sign off the
required inspection and initialize the next inspection.Other inspections such as
follow-up, complaint, maintenance,audit will only be added to the SOM table as
records, but not perform any EnerGov Inspection actions.
Deliverable Requirements
Workflow Activity will:
- Use the saved EnerGov credentials to access the API
Page 2 of 4
- Determine the inspection interval via the API
-Only create an inspection step if one has not been created already
- Keep the status on the inspection step open,to allow for additional actions to
be added throughout the permit's lifecycle.
Add Inspection Step Laserfiche Workflow Activity Work Category:
Development
Since inspections cannot be added to an existing/converted inspection step,CDI
Development will create a new Laserfiche Workflow activity, named Add Billing Type:
Inspection Step,to create the inspection step for the—13,000 SOM cases.This Custom Integration
will utilize the API to add an Inspection Step with the correct frequency(12 or 36
months).After this inspection action is created for all SOM cases,the ongoing Estimated Time:
inspection efforts, utilizing the Complete Inspection Laserfiche Workflow Activity, 3.00 hours
can be performed.
Estimated Finish:
Deliverable Requirements 6/30/2022
Workflow Activity will:
- Use the saved EnerGov credentials to access the API
- Determine the inspection interval via the API
-Only create an inspection step if one has not been created already
-Keep the status on the inspection step open,to allow for additional actions to
be added throughout the permit's lifecycle.
Go Live Training/Support
Work Category:Training
CDI will provide support to the Jefferson County for two weeks following the
solution go-live to address issues or concerns that develop after go-live. Billing Type:
Following Go live Support,CDI will be available to support the Jefferson County Billable
team using CDI's standard consulting support process. As part of this support
process CDI works to provide support using resources that were involved in the Estimated Time:
delivery of the original solution. 3.00 hours
Deliverable Requirements Estimated Finish:
Support will be available to address minor configuration changes within the 7/13/2022
scope of the project and additional training needed by the Jefferson County
team.
Project Exclusions
1. No SQL queries will be developed as part of this SOW.
2. Existing Workflows will not be modified.
3. No additional Workflow activities or calls to the EnerGov API will be created outside of those
listed in this SOW.
Project Assumptions
1. CDI assumes that communications will be responded to in a timely fashion by all parties.
Page 3 of 4
2. CDI assumes that hardware and system architecture required for installation will be ready and
available at the start of the project.
3. CDI assumes that sample documents,flow charts, process information and the like,will be
provided by the client during the planning phase of the project.
4. CDI assumes that any data cleanup, pertaining to conversions,or migrations,will be performed
by the client.
5. CDI staff will have unattended access to the Jefferson system.
6. CDI assumes that Jefferson County will perform and complete acceptance testing and report any
defects or bugs to CDI within ten business days of deliverable completion. CDI will then
evaluate and resolve defects and bugs reported that are within the scope of this statement of
work within five business days of reporting by the County.
7. Hours extending beyond the hours estimated in the SOW will need a signed change request
before work can continue.
8. Reporting of hours will be provided during every project management meeting.
9. CDI assumes Jefferson County will develop the external processes to prepare records for import
into EnerGov via a SQL query.
Project Schedule
Estimated Finish Deliverable Name
06/30/2022 Project Management
06/30/2022 Complete Inspection Laserfiche Workflow Activity
Project Cost Estimate
Time spent is billed per employee, per hour.
Task Time estimated Rate Total
Requirements& Documentation 0
Installation 0
Project Management 4 $200/hr $800
Consulting 0
Configuration 0
*Conversion 0
*Custom Integration 17 $300/hr $5,100
Documentation 0
Training 3 $200/hr $600
Travel Per Current Policy
**TOTAL HOURS 24 $6,500
*Development services not covered by a flat-fee are billed at a rate of$300/hr.Estimates shown for these services are
prorated at the client's non-development hourly rate of$200/hr.
**If a client has an active Professional Services Package,billable time will be consumed from it.Otherwise,all time will be billed
at a rate of$200/hr.for consulting services and$300/hr.for Development services.
Page 4 of 4
PROFESSIONAL SERVICES AGREEMENT FOR
Cities Digital, Inc.
THIS PROFESSIONAL SERVICES AGREEMENT("this Agreement") is entered into between the County of
Jefferson, a municipal corporation ("the County"), and Cities Digital ("the Contractor"), in consideration
of the mutual benefits,terms, and conditions specified below.
1. Project Designation. The Contractor is retained by the County to perform the following Project:
Provide septic system monitoring inspection database integration to Energov database via
Energov API.This work requires a detailed understanding of the County's Energov and
Laserfiche implementations. The Contractor has the necessary understanding based on prior
work on County systems.
2. Scope of Services. Contractor agrees to perform the services identified on Exhibit"A" attached
hereto including the provision of all labor.
3. Time for Performance. This Agreement shall commence on August 10,2020 and continue
through until terminated as provided herein. Work performed consistent with this Agreement
during its term, put prior to the adoption of this Agreement, is hereby ratified. The Contractor
shall perform all services pursuant to this Agreement as outlined on Exhibit"A". Time is of the
essence in the performance of this Agreement.
4. Payment. The Contractor shall be paid by the County for completed work and for services
rendered under this Agreement as follows:
a. Payment for the work provided by Contractor shall be made as provided on Exhibit "B"
attached hereto, provided that the total amount of payment to Contractor shall not
exceed$8,450 without express written modification of the Agreement signed by the
County.
b. Invoices must be submitted by the 15th of the month for the previous month's
expenses. Invoices shall be submitted no less than quarterly. Such invoices will be
checked by the County,and upon approval thereof, payment will be made to the
Contractor in the amount approved. Failure to submit timely invoices and reports
pursuant to Exhibit B of the Agreement may result in a denial of reimbursement.
Invoices not submitted within 90 days may be denied.
c. Final payment of any balance due the Contractor of the total contract price earned will
be made promptly upon its ascertainment and verification by the County after the
completion of the work and submittal of reports under this Agreement and its
acceptance by the County.
d. Contractor shall provide invoices and necessary backup documentation for all services
including timesheets and statements(specifying the services provided). Any indirect
charges require the submittal of an indirect cost methodology and rate using 2 C.F.R.
Part 255 and 2 C.F.R. Part 230.
Cities Digital,Inc. Professional Services Agreement Page 1 of 14
e. The Contractor's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and state for a period of six(6)
years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All non-confidential or de-identified documents, drawings,
specifications, and other materials produced by the Contractor in connection with the services
rendered under this Agreement shall be the property of the County whether the project for
which they are made is executed or not. The Contractor shall be permitted to retain copies,
including reproducible copies,of drawings and specifications for information, reference and use
in connection with Contractor's endeavors. Contractor shall not be held liable for reuse of
documents or modifications thereof, including electronic data, by County or its representatives
for any purpose other than the intent of this Agreement.
6. Compliance with laws. Contractor shall, in performing the services contemplated by this
Agreement,faithfully observe and comply with all federal,state,and local laws,ordinances and
regulations,applicable to the services to be rendered under this Agreement.
7. Audit. An audit will be submitted to the County upon request. Upon request,Contractor will
submit the most recent financial audit within 30 days.
a. Upon request the County shall have the option of performing an onsite review of all
records,statements, and documentation.
b. If the County finds indications of potential non-compliance during the monitoring
process,the County shall notify Contractor within ten (10)days.County and Contractor
shall meet to discuss areas of contention in an attempt to resolve issues.
c. Audit will provide statements consistent with the guidelines of Reporting for Other Non-
Profit Organizations AICPA SOP 78-10,and is performed in accordance with generally
accepted auditing standards and with Federal Standards for Audit of Governmental
Organizations, Programs,Activities and Functions,and meeting all requirements of 2
C.F.R. Part 200,as applicable.
8. Indemnification. Contractor shall indemnify and hold harmless the County, its officers, and
employees,from and against all claims, losses or liability,or any portion thereof, including
reasonable attorney's fees and costs,arising from injury or death to persons, including injuries,
sickness,disease or death to Contractor's own employees,or damage to property occasioned by
a negligent act,omission or failure of the Contractor. Contractor shall be liable only to the
extent of Contractor's proportional negligence. The Contractor specifically assumes potential
liability for actions brought against the County by Contractor's employees, including all other
persons engaged in the performance of any work or service required of the Contractor under
this Agreement and, solely for the purpose of this indemnification and defense,the Contractor
specifically waives any immunity under the state industrial insurance law,Title 51 R.C.W. The
Contractor recognizes that this waiver was specifically entered into pursuant to provisions of
R.C.W.4.24.115 and was subject of mutual negotiation.
Cities Digital,Inc. Professional Services Agreement Page 2 of 14
9. Insurance. Prior to commencing work,the Contractor shall obtain at its own cost and expense
the following insurance coverage specified below and shall keep such coverage in force during
the terms of the Agreement.
a. Automobile Liability Insurance providing bodily injury and property damage liability
coverage for all owned and non-owned vehicles assigned to or used in the performance
of the work for a combined single limit of not less than$200,000 each occurrence.
Contractor shall provide a copy of the current Certificate of Insurance showing the
coverage and limits. An automobile is not used in the performance of the duties
identified in the scope of work.Transportation is strictly to the Jefferson County Offices
in the Contractors personal vehicle to fulfill the contracted work.
10. Worker's Compensation (Industrial Insurance).
a. If and only if the Contractor employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor, partners,
owners or shareholders of the Contractor,the Contractor shall maintain workers'
compensation insurance at its own expense, as required by Title 51 RCW,for the term of
this Agreement and shall provide evidence of coverage to Jefferson County Public
Health, upon request.
b. Worker's compensation insurance covering all employees with limits meeting all
applicable state and federal laws.This coverage shall include Employer's Liability with
limits meeting all applicable state and federal laws.
c. This coverage shall extend to any subcontractor that does not have their own worker's
compensation and employer's liability insurance.
d. The Contractor expressly waives by mutual negotiation all immunity and limitations on
liability, with respect to the County, under any industrial insurance act,disability benefit
act,or other employee benefit act of any jurisdiction which would otherwise be
applicable in the case of such claim.
e. If the County incurs any costs to enforce the provisions of this subsection,all cost and
fees shall be recoverable from the Contractor.
11. Independent Contractor. The Contractor and the County agree that the Contractor is an
independent contractor with respect to the services provided pursuant to this Agreement. The
Contractor specifically has the right to direct and control Contractor's own activities, and the
activities of its subcontractors, employees,agents, and representatives, in providing the agreed
services in accordance with the specifications set out in this Agreement. Nothing in this
Agreement shall be considered to create the relationship of employer and employee between
the parties. Neither Contractor nor any employee of Contractor shall be entitled to any benefits
accorded County employees by virtue of the services provided under this Agreement, including,
but not limited to: retirement,vacation pay; holiday pay;sick leave pay; medical, dental,or
other insurance benefits;fringe benefits;or any other rights or privileges afforded to Jefferson
County employees. The County shall not be responsible for withholding or otherwise deducting
federal income tax or social security or for contributing to the state industrial insurance
Cities Digital,Inc. Professional Services Agreement Page 3 of 14
program,otherwise assuming the duties of an employer with respect to Contractor,or any
employee of Contractor.
12. Subcontracting Requirements.
a. The Contractor is responsible for meeting all terms and conditions of this Agreement
including standards of service, quality of materials and workmanship,costs,and
schedules. Failure of a subcontractor to perform is no defense to a breach of this
Agreement. The Contractor assumes responsibility for and all liability for the actions
and quality of services performed by any subcontractor.
b. Every subcontractor must agree in writing to follow every term of this Agreement. The
Contractor must provide every subcontractor's written agreement to follow every term
of this Agreement before the subcontractor can perform any services under this
Agreement. The Public Health Director or their designee must approve any proposed
subcontractors in writing.
c. Any dispute arising between the Contractor and any subcontractors or between
subcontractors must be resolved without involvement of any kind on the part of the
County and without detrimental impact on the Contractor's performance required by
this Agreement.
13. Covenant Against Contingent Fees. The Contractor warrants that he has not employed or
retained any company or person,other than a bona fide employee working solely for the
Contractor,to solicit or secure this Agreement, and that he has not paid or agreed to pay any
company or person,other than a bona fide employee working solely for the Contractor, any fee,
commission, percentage, brokerage fee,gifts,or any other consideration contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,
the County shall have the right to annul this Agreement without liability or, in its discretion to
deduct from the contract price or consideration,or otherwise recover,the full amount of such
fee, commission, percentage, brokerage fee,gift,or contingent fee.
14. Discrimination Prohibited. The Contractor,with regard to the work performed by it under this
Agreement,will not discriminate on the grounds of race,color, national origin, religion, creed,
age,gender, sexual orientation, material status, sex,or the presence of any physical or sensory
handicap in the selection and retention of employees or procurement of materials or supplies.
15. No Assignment. The Contractor shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the County. Assignment does not include
printing or other customary reimbursable expenses that may be provided in an agreement.
16. Non-Waiver. Waiver by the County of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
17. Termination.
a. The County reserves the right to terminate this Agreement at any time by giving ten (10)
days written notice to the Contractor.
Cities Digital,Inc. Professional Services Agreement Page 4 of 14
b. In the event of the death of a member, partner, or officer of the Contractor, or any of its
supervisory personnel assigned to the project,the surviving members of the Contractor
hereby agree to complete the work under the terms of this Agreement, if requested to
do so by the County. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Contractor and the County, if the County so chooses.
c. The County reserves the right to terminate this contract in whole or in part,with 10
days' notice, in the event that expected or actual funding from any funding source is
withdrawn, reduced,or limited in any way after the effective date of this agreement. In
the event of termination under this clause,the County shall be liable for only payment
for services rendered prior to the effective date of termination.
18. Notices. All notices or other communications which any party desires or is required to give
shall be given in writing and shall be deemed to have been given if hand-delivered,sent by
facsimile,email,or mailed by depositing in the United States mail, prepaid to the party at the
address listed below or such other address as a party may designate in writing from time to
time. Notices to the County shall be sent to the following address:
Jefferson County Public Health Department
615 Sheridan Street
Port Townsend,WA 98368
Notices to Contractor shall be sent to the following address:
Cities Digital, Inc.
Attn: Michael Mathys
2000 O'Neil Road
Hudson,WI 54016
19. Integrated Agreement. This Agreement together with attachments or addenda represents the
entire and integrated Agreement between the County and the Contractor and supersedes all
prior negotiations, representations,or agreements written or oral. No representation or
promise not expressly contained in this Agreement has been made. This Agreement supersedes
all prior or simultaneous representations,discussions,negotiations, and agreements,whether
written or oral,by the County within the scope of this Agreement. The Contractor ratifies and
adopts all statements, representations,warranties, covenants,and agreements contained in its
proposal,and the supporting material submitted by the Contractor, accepts this Agreement and
agrees to all of the terms and conditions of this Agreement.
20. Modification of this Agreement. This Agreement may be amended only by written instrument
signed by both County and Contractor.
21. Disputes. The Parties agree to use their best efforts to prevent and resolve disputes before they
escalate into claims or legal actions. Any disputed issue not resolved pursuant to the terms of
this Agreement shall be submitted in writing within 10 days to the County Risk Manager,whose
decision in the matter shall be final, but shall be subject to judicial review. If either party deem it
necessary to institute legal action or proceeding to enforce any right or obligation under this
Agreement,each party in such action shall bear the cost of its own attorney's fees and court
Cities Digital,Inc. Professional Services Agreement Page 5 of 14
costs. Any legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County. The parties agree that all questions shall be resolved by application of
Washington law and that the parties have the right of appeal from such decisions of the
Superior Court in accordance with the laws of the State of Washington.The Contractor hereby
consents to the personal jurisdiction of the Superior Court of the State of Washington for
Jefferson County.
22. Section Headings. The headings of the sections of this Agreement are for convenience of
reference only and are not intended to restrict, affect,or be of any weight in the interpretation
or construction of the provisions of the sections or this Agreement.
23. Limits of Anv Waiver of Default. No consent by either party to,or waiver of, a breach by either
party,whether express or implied,shall constitute a consent to,waiver of,or excuse of any
other,different,or subsequent breach by either party.
24. No Oral Waiver. No term or provision of this Agreement will be considered waived by either
party, and no breach excused by either party, unless such waiver or consent is in writing signed
on behalf of the party against whom the waiver is asserted. Failure of a party to declare any
breach or default immediately upon the occurrence thereof,or delay in taking any action in
connection with, shall not waive such breach or default.
25. Severability. Provided it does not result in a material change in the terms of this Agreement, if
any provision of this Agreement or the application of this Agreement to any person or
circumstance shall be invalid, illegal,or unenforceable to any extent,the remainder of this
Agreement and the application this Agreement shall not be affected and shall be enforceable to
the fullest extent permitted by law.
26. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and inure to
the benefit of the parties'successors in interest, heirs,and assigns.
27. No Assignment. The Contractor shall not sell,assign,or transfer any of rights obtained by this
Agreement without the express written consent of the County.
28. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement shall be
construed to mean,that any provision in this Agreement is for the benefit of any person or
entity who is not a party.
29. Signature in Counterparts. The parties agree that separate copies of this Agreement may be
signed by each of the parties and this Agreement shall have the same force and effect as if all
the parties had signed the original.
30. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic signatures
shall have the same force and effect as original signatures.
31. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at arms-
length,with the assistance and advice of competent, independent legal counsel.
32. Public Records Act. Notwithstanding the provisions of this Agreement to the contrary,to the
extent any record, including any electronic, audio, paper or other media, is required to be kept
Cities Digital,Inc. Professional Services Agreement Page 6 of 14
or indexed as a public record In accordance with the Washington Public Records Act,Chapter
42.56 RCW,as may hereafter be amended,the Contractor agrees to maintain all records
constituting public records and to produce or assist the County in producing such records,within
the time frames and parameters set forth in state law. The Contractor further agrees that upon
receipt of any written public record request,Contractor shall,within two business days,notify
the County by providing a copy of the request per the notice provisions of this Agreement.
33. Confidentiality. With respect to all information relating to County that is confidential and clearly
so designated,as required by the Health insurance Portability and Accountability Act(HIPAA)
and any other applicable privacy laws,the Contractor agrees to keep such information
confidential. The Contractor shall not disclose,transfer,or sell any such information to any
party,except as provided by law or,in the case of personal information,with the prior written
consent of the person to whom the personal information pertains. The Contractor shall
maintain the confidentiality of all personal information and other Information gained by reason
of this Agreement,and shall return or certify the destruction of such information if requested in
writing by Jefferson County. This Agreement,once executed,will be a"public record"subject to
production to a third party If same is requested pursuant to.the Washington Public Records Act,
Chapter 42.56 RCW,as may hereafter be amended.
34. Criminal History/Background.Check.Each of the Contractor's employees,the employees of any
of the Contractor's approved subcontractor,or volunteers used by the Contractor shall submit
to a Washington State Patrol fingerprint identity and criminal history check before they are
authorized to perform services for the Project. The County agrees to bear all reasonable costs
incurred in the performance of this fingerprint identity and criminal history check. Contractors
who may or will have regular access or limited access to any juveniles shall also:
a. Require that each of the Contractor's employees, the employees of any of the
Contractor's approved subcontractor,or volunteers used by the Contractor undergo not
less often than once every three (3) years another Jefferson County approved criminal
history and background check;
b. Ensure all employees, subcontractors, or volunteers are knowledgeable about the
requirements of RCW 13.40.570 and of the new crimes included in RCW 9A.44, Sexual
Offense;
c. Sign the Contractor Requirements for Responding to Situation of Sexual Misconduct
Form,and shall submit to Jefferson County with signed Agreement.
DATED this / day of Novem'6r , 20 d7-0
(SIGNATURES FOLLOW ON THE NEXT PAGE)
Cities Digital,Inc. Professional Services Agreement Page 7 of 14
SIGNATURE PAGE
JEFFERSO COUNTY
B MMISSIONERS
Cities Digital,Inc.DBA COI
Name of Contractor Greg Broth 9tf, Char;
Michael Mathys
.. �
Contractor Representative(Please print) Dav'd Sull an,Member
(Signature) Kate Dean,Member
Consulting and Development Director
Title
01/06/2021
Date
ATTEST:
By: eikilk. 6 Carolyn Ganaay, Deputy Clerk ofhhe Board
APPROVED AS TO FORM ONLY:
(lb/IL
Philip C. Hunsucker
Chief Civil Deputy Prosecuting Attorney
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Exhibit A
STATEMENT OF WORK
Project Name EnerGov Septic Integration
Client Name Jefferson County
Client Contact Information Name: Linda Atkins
Email: latkins@co.jefferson.wa.us
Phone: (360)385-9403
COI Project Manager michael@citiesdigital.com
Project Background
Overview: Septic system monitoring inspections are imported into the RME_local database from two
sources and then into the permitting database. It is critical for work processes in several Environmental
Health and Department of Community Development programs to have access to this information. In
order to replicate the current Tidemark functionality for Septic Inspection imports in EnerGov,Tyler
requires us to have that functionality programmed against their API (application programming
interface).
Our current Tidemark functions to import monitoring inspections were built totally in SQL Server as
scheduled jobs that execute stored procedures. it would be possible,and very desirable,to make use of
the logic built into the tables and views in the "RME_Iocal" database on the Tidemark server.That data
would then need to be moved into EnerGov using their API. The data translation itself can still be
inherited from the substantial work already done in the RME_Iocal database.The RME_Iocal database
will be located either on the JC Energov server or connected as a linked server to the EnerGov database,
and thereby use all the data connections and translations already built, rather than starting from
scratch.
Project Goals
Number Goal
01 Eliminate duplicate data entry by automatically synchronizing data from an external
database(onlineRME) into EnerGov using the EnerGov REST API.
02 Make use of the existing logic built into the tables and views in the "RME_Iocal"database
on the Tidemark server.
03 Retain the ability to report on and respond to issues identified in inspection reports
04 Retain the timely access by all department staff and the public to septic system
monitoring inspection information
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Requirements
Outline the functional requirements of the solution.
Number Requirement
01 Inspection record information to be created or updated in EnerGov will be available in one
or more SQL tables or views(referred to as RME_local in this document). Once the data
has been processed into EnerGov,the record in the online RME database will be flagged as
imported.
-3 states(null,download from external db success,flagged as imported to EnerGov)
02 The process will be automated as a daily task and will not require user interaction to
initiate.
03 Email alerts will be sent if there are issues with the processing of records. The email
recipients will be configurable by Jefferson County.
Deliverables
Specify both the products and services that will have been delivered upon completion of the project.
Number Deliverable Name Description Work Time
Category Estimate
01 Project Cities Digital will provide all Project Project 3
Management Management services necessary to see Management
the project through completion.
Start:08/10/2020
End: 12/31/2020
02 Custom Workflow Custom Laserfiche Workflow Activities Custom 24
Activities will be created to create and update Integration
data in EnerGov. These workflow
activities will create or update Custom
Field Table Records(for Inspection
Records) and Custom Fields(for owner
info,etc.)within EnerGov.
Start:08/19/2020
End: 12/31/2020
03 Workflow Process A Laserfiche Workflow will be Configuration 10
designed to read the information from
the external SQL tables/views
(RME_local)and create or update
records(listed in Deliverable 2)within
EnerGov. When the SQL record is
processed,the workflow will update a
column in the RME_local database to
indicate it has been processed.
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Errors encountered while the
workflow runs will be emailed to
Jefferson County staff informing them
of the issue. The recipients of the
email will be configurable by Jefferson
County.
This workflow will be set to run on a
scheduled basis. The schedule will be
initially scheduled to run once daily of
the solution and can be easily adjusted
using the Laserfiche Workflow
Designer.
Start:08/19/2020
End: 12/31/2020
04 Project Team Cities Digital will provide training to Training 1
Training the project-side team in order to
educate them on their new processes.
Start: 10/11/2020
End: 12/31/2020
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Exclusions
Outline items that have been specifically discussed as'not to be done'.
Number Exclusion
01 Data stored in EnerGov will not be retrieved to be written to an external database
(HO Inspection website)during this phase. Tom Shindler, Little River Enterprises, is
going to be investigating EnerGov Intelligent Objects to see if their goals can be
accomplished that way. If not, a separate SOW will be created to retrieve data from
EnerGov for export to the HO Inspection website
Assumptions
Outline assumed conditions expected to be in place in order to complete work.
Number Assumption
01 The external database(onlineRME)will be created and maintained by a third party
vendor for Jefferson County.
02 The server/database for RME_local may change during the implementation of the
project. View names,table names, column names,etc.will remain the same.
03 Mr.Shindler will create the view for the EnerGov data structure prior to CDI starting
work on the project now that Linda Atkins, Energov project lead, has the field
names and structures updated in EnerGov.
Acceptance Criteria
Specify the criteria that will allow the client to determine if the product or service is acceptable.This
must be stated as objective criteria.
Number Acceptance Criteria
01 Data from the SQL database (RME_Iocal)is appropriately processed into EnerGov.
02 Email notifications are sent for any processing failures.
03 RME_local database records are updated when the record is processed into
EnerGov.
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Milestones&Schedule
Note that timeline shown is based upon the tentative SOW signature date shown. CDI will only hold time
for this project up until the anticipated signature date. .
Start Date Milestone
10/01/2020 SOW Approval
10/01/2020 Specifications Meetings
10/01/2020 Solution Development
10/15/2020 Testing
10/15/2020 Review Solution with Client
12/31/2020 Plan Go Live no later than
Time and Cost Estimates
Time spent is billed per employee, per hour.
Task Time estimated Cost
Project Management 3 $175/hr.
Configuration 10 $175/hr.
Custom Integration 24 $250/hr.
Training 1 $175/hr.
TOTAL HOURS 38 $8,450 total
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Exhibit B
Payment and Record Keeping
In the event that expected or actual funding from any funding source is withdrawn, reduced,or limited
in any way after the effective date of the Contract,the Contract may be renegotiated or terminated as
provided herein.
Invoices
The Contractor will provide an invoice to the County for payment for services rendered no less than
quarterly and no more than monthly.
Invoices shall contain the hours worked and will briefly describe the work performed in furtherance of
the Statement of Work made Exhibit A to the Contract.As identified in the contract the total shall not
exceed$8,450 unless amended in writing. The invoice represents a report and shall be submitted to
Jefferson County Public Health in care of the Financial Manager, 615 Sheridan Street, Port Townsend,
WA 98368.
Invoices will be issued upon completion of the project and/or every 30 days after the SOW is accepted
and signed. Unless otherwise specified, invoices will be for actual time spent, regardless of estimated
time.
Payment
Invoices are due 30 days after the date of invoice. Invoices will be paid by check or credit card by the
due date or will be subject to a 18%APR for every day they are late.
Change request procedures
If during the process of development,the specifications need to be changed,this will be handled
through a Change Request Form provided by Cities Digital. Please copy this form,fill in the changes that
are requested and submit it to your CDI Consultant.
Upon receipt the Consultant will Amend this Statement of Work and issue an Amendment. When the
Amendment has been signed by CDI and the county, it will be incorporated into the project plan.
IMPORTANT: Change requests may result in an increase in service hours and an extension of deadline.
These changes will be noted in the Amendment and will supersede any deadlines or service hours
estimated in the original Statement of Work.
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