HomeMy WebLinkAboutMobile App Civic Plus 615 Sheridan Street
Port Townsend, WA 98368
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Consent Agenda
Public Healt JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Glenn Gilbert, Public Health Assistant
Veronicas Shaw,, Deputy Public Health Director
DATE: lDci�'c J & c '—')o J�
SUBJECT: Agenda Item — Amendment to Contract for Service of Mobile App to enhance
functionality and ease of use of county website on mobile devices; The
Agreement is: One year upon signing, with planned annual renewal; 2023-
2024 increase to $6,810.58
STATEMENT OF ISSUE:
Jefferson County Public Health (JCPH) is requesting Board approval of an Amendment to the Contract with
CivicPlus to build and maintain iOS/Android apps to enhance user experience when accessing the county
website using a mobile device. The original Agreement is for one year from date of execution; $6,220.00. The
date of annual renewal is November 17, 2023, with the increase for one year of technical support being
$6,810.58, with annual renewals until termination.
ANALYSIS/STRATEGIC GOALS/PRO'S and CONS:
Jefferson County has an existing contract for building and maintenance of the Jefferson County website. The
coordination of the website with the proposed mobile app will enable easier use of the website when accessing
via mobile devices. The parties to the contract intend to maintain technical support on an annual renewal, with
an anticipated annual fee increase.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
New funding in the amount of$75,000.00 from the NACCHO Equipping Local Health Departments to Build
COVID-19 Vaccine Confidence (COVIED) project will cover the cost of building the mobile app and first year
service at $6,220.00; annual recurring service for year two at $6,810.58.
RECOMMENDATION:
JCPH management request approval of the Amendment to CivicPlus Mobile App Agreement: one year upon
signing, with planned annual renewal; $6,810.58 for year 2.
REVIEWED BY:
- a
Mark McCauley, Co Administrator Date
Community Health
Developmental Disabilities Environmental Public Health
360-385-9400 360-385-9444
360-385-9401 (f) (f) 360-379-4487
AD-22-01 1-A2 Always working for a safer and healthier community
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Civiflus _ Contract No: AD-22-011-Al
Contract For: Mobile App Maintenance 'Perm: until terminated(annual renewal 11/17/23)
COUNTY DEPARTMENT: Public Health
Contact Person: Veronica Shaw _
Contact Phone: x409
Contact email: veronica@co.jeffersonma.us
AMOUNT: $6,810.58 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $6,810.58 Competitive Sealed Bid
Matching funds Required: _ Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# 127 RFP or RFQ
Munis Ora/Obj 12756200 Other: On-going
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMP WI 5.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A: Oct. -5, 2023
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BE DEBARBXD BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: m N/A: ® Oct.5.2023
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 10/11/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 10/5/2023.
Contract amendment.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP G: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
)
[Amendment 1]
CivicPlus
302 South 4th St.Suite 500 Quote #: Q-44971-1
Manhattan,KS 66502 Date: 6/21/2023 4:42 PM
us Customer: JEFFERSON COUNTY,
WASHINGTON
QTY Product Name DESCRIPTION
1.00 Department Header Package Annual Jefferson County Public Health Department Website Annual Fee
Fee for Hosting and Support
1.00 CivicEngage CivicPlus Mobile Base App Proprietary CP Mobile app shell, API management
Renewal
1.00 CivicPlus Mobile-CivicEngage Central A CivicEngage Central integration, which includes standard mobile
Renewal relevant modules
Annual Recurring Services- Initial Term IUSD 6,810.58
1.This renewal Statement of Work("SOW")is between Jefferson County Public Health Department("Customer")and CivicPlus, LLC
and shall be subject to the terms and conditions of the Master Services Agreement("MSA")and the applicable Solutions and Products
terms found at:www.civicplus.help/hc/p/legal-stuff(collectively,the"Terms and Conditions"). By signing this SOW,Customer expressly
agrees to the Terms and Conditions throughout the Term of this SOW.The Terms and Conditions form the entire agreement between
Customer and CivicPlus(collectively, referred to as the"Agreement").The Parties agree the Agreement shall supersede and replace all
prior agreements between the Parties with respect to the services provided by CivicPlus herein(the"Services").
2. This SOW shall remain in effect for an initial term starting at the Customer's next renewal date of 11/17/2023 and running for
twelve months("Initial Term"). In the event that neither party gives 60 days'notice to terminate prior to the end of the Initial Term,
or any subsequent Renewal Term,this SOW will automatically renew for additional 1-year renewal terms("Renewal Term").The
Initial Term and all Renewal Terms are collectively referred to as the"Term".
3. Unless terminated, Customer shall be invoiced for the Annual Recurring Services on each Renewal Date of each calendar year
subject to an annual increase of 5%each Renewal Term.
AD-22-011-A1 V.PD 06.01.2015-0048
Page 1 of 2
Acceptance
By signing below,the parties are agreeing to be bound by the covenants and obligations specified in this SOW.
IN WITNESS WHEREOF,the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client: JEFFERSON COUNTY WASHINGTON CivicPlus
By: By:
Name: Name:
Greg Brotherton Amy Vikander
Title: Title:
Chair,
Board of County Commissioners Senior Vice President of Customer Success
Date: Date:
ATTEST:
Carolyn Gallaway, Date
Clerk of the Board
Approved,as tor form
moonl—y:
OC v October 5,2022
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
V.PD 06.01.2015-0048
Page 2 of 2
Quote : Q-23136-1
CivicPlus Date: 3/7/2022 4:56 PM
302 South 4th St.Suite 500 Expires On: 6/5/2022
Manhattan,KS 66502 Product: CivicEngage
us
Client: Bill To:
Jefferson County Public Health Department WA-CivicEngage Jefferson County Public Health Department WA-
CivicEngage
SALESPERSON Phone EMAIL __F__DELFVERYMETH0ET PAYMENT METHOD
Jeff Mbamala x jeff.mbemalaQdvicplus.com Net 60
CivicEngage - Statement of Work
QTY Product Name DESCRIPTION PRODUCT
TYPE
1.00 CivicEngage CivicPlus Mobile Proprietary CP Mobile app shell,API management Renewable
Base App
1.00 CivicPlus Mobile Implementation - Configure, build and deploy iOS/Android apps with One-time
CivicEngage Central customized assets
1.00 CivicPlus Mobile-CivicEngage A CivicEngage Central integration,which includes Renewable
Central standard mobile relevant modules
USE)-104 64-.39
Total Investment-Year 1 USD 6,220.00
Annual Recurring Services-Year 2 USD 4,599.00
Total Days of Quote:255
CivicPlus•302 S.4th Street,Suite 500•Manhattan,KS 88502•www.CivioPlus.com
Toll Free 888-228-2233•Accounting Ext 281•Support Ext.307•Fax 785-507-8951
Page 1 of 5
AD-22-011
1. This Statement of Work("SOW')shall be subject to the terms and conditions of the Jefferson County Public Health
Department WA -CivicEngage 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.
4. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any
underlying carrier or other service provider whose facilities or services are used in furnishing any portion of the
service received by the Client.
5. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission
by Client or any entity employed/contracted on the Client' s behalf.
6. Client agrees that it is solely responsible for any solicitation, collection, storage, or other use of end-users' Personal
Data on the website. Client further agrees that CivicPlus has no responsibility for the use or storage of
end-users' Personal Data in connection with the website or the consequences of the solicitation, collection, storage,
or other use by Client or by any third party of Personal Data.
7. CivicPlus will carry and maintain throughout the period of the Agreement comprehensive general liability insurance
in the amount of$ 1, 000, 000 to cover all classifications of work contemplated herein, and will also carry and maintain
auto liability insurance within the limits of$ 1, 000, 000 for each person and for each occurrence. CivicPlus shall also
carry standard professional liability insurance covering damages resulting from errors and omissions of the CivicPlus or
his employees or agents; the limit of liability shall be not less than$ 1, 000, 000. All policies shall provide coverage on an
occurrence basis.
8. Certificates demonstrating insurance coverage shall be furnished to the County within 15 days of the execution
of this Agreement showing all required coverages, limits, and endorsements. Coverage must be conditioned upon
the County receiving thirty days prior written notice of reduction in coverages, cancellation, or non -renewal.
Maintenance of such insurance is a condition precedent to the compensation of CivicPlus. CivicPlus shall also
maintain statutory workers' compensation insurance and employer's liability insurance to cover employees and
volunteers as required by state and federal law. All insurance required by this paragraph must be primary and non-
contributory. CivicPlus's liability insurance policies must be endorsed to show this primary coverage.
9. Any dispute or controversy arising out of or relating to this Agreement, or breach thereof, shall be settled by the
following procedure.
• Level 1: Before entering into Level 2 or Level 3 of this Dispute Resolution Procedure(" DRP"),
CivicPlus and Client shall enter into a management meeting for the purpose of resolving the dispute or
controversy through normal business management practices. The meeting must be held between
upper- level managers of both Client and CivicPlus. Both parties agree to put forth their best efforts in these
meetings. The meeting shall be held at Client' s. The Level 1 period shall begin when one party gives notice
to the other by certified mail that it is entering into this Level 1 procedure to resolve the dispute.
• Level 2: Only after the parties have completed Level 1 of the DRP without resolving the dispute or
controversy and before entering into Level 3 of the DRP, Client and CivicPlus shall enter into a
mediation process. Each party shall bear its own costs in preparing for and conducting mediation,
except that the joint costs, if any, of the actual mediation proceeding shall be shared equally by the parties.
The mediation process is defined as follows: The parties shall select a mutually agreeable mediator to aid
the parties in resolving the dispute or controversy. The mediator shall not be an
employee or former employee of either party. The mediation shall be held at a mutually agreeable location.
• Level 3: Only after the completion of both Levels 1 and 2 above without a satisfactory resolution of the
dispute or controversy, may either party bring suit in the Superior Court of the State of Washington in
QvicPlus.302 S.4th Street,Suite 500•Manhattan,KS 66502•www.CivlcPlus.com
Toll Free 888-228-2233•Accounting Ext.291•Support F-xt.307•Fax 785-587-8951
Page 2 of 5
and for Jefferson County. Each party shall bear the cost of their own legal expenses if Level 3 is used.
10. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington,
and the parties stipulate that venue for any matter which is a subject of this SOW shall be in the County of
JEFFERSON, State of Washington.
11. Client and CivicPlus shall defend, indemnify and hold the other Party harmless, its partners, employees, and agents from
and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including
attorney's fees of any kind, without limitation, in connection with the operations of and installation of software contemplated by
this Agreement, or otherwise arising out of or in any way connected with the CivicPlus provision of service and performance
under this Agreement performance under this Agreement to the extent that such liability arises from Client's or CivicPlus'
negligence.
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 3 of 5
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:
Jefferson County CivicPlus
By: _ By:
Name: Amy Vikander
T1111e: Title:
Senior VP of Customer Success
Date. 3 2 g L Date: 04/01/2022
SEAL:
ATTEST:
A 1� �/ZF/Z2
Carolyn Gaffloway Date
Clerk of the Board
Approved as to form,oniy:
March 18. 2022
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
CivicMus-302 S.4h Street;sulle 5w-Menhatten.KS 66602-www.CM DRUS.com
Toll Free 888-228-2233-Accounting Ext.291-Support EA 307-Fax 786-687-8951
Page 4 of 5
Contact Information
.all documents must be returned:Statement of Work,and Contact Information Sheet.
Organization URL
Jefferson County Public Health co.iefferson.wa.us
Street Address
615 Sheridan Street
Address 2
City State Postal Code
Port Townsend WA 98368
CivicPlus provides telephone support for all trained clients from lam—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.
Switchboard: 360-385-9400 _
Emergency Contact 3 Mobile Phone
Di Dimick,Network Technician: 360-385-9246 ddimick@co.jefferson.wa.us
Emergency Contact&Mobile Phone
Emergency Contact&Mobile Phone
Billing Contact E-Mail
Kae Lombardy klombardy@co.iefferson.wa.us
Phone Ext. Fax
36D-385-9437
Billing Address 615 '
-e+2>Sheridan Street
Address 2
City State Postal Code 98368
Port Townsend WA
Tax ID# Sales Tax Exempt#
916001322 N/A
Billing Terms Account Rep
NET 60.DAYS Jeff Mbamala
Info Required on Invoice(PO or Job#)
MIA
Are you utilizing any external funding for your project(ex.FEMA,CARES): Y [ ] or N [ a I
Please list all external sources: National Association of County$City Health Officials Grant
Contract Contact Email
Glenn Gilbert aailbert0co.iefferson.wa.us
Phone Ext. Fax
360-385-9421
Project Contact Email
Bonnie Obremski bobremskid1co.iefferson.wa-us
Phone Ext Fax
360-379.4478
CivicPlus-302 S.4th Street,Suite 500-Manhattan,KS 66502-www.ClvicPlus.com
Toll Free BBB-228-2233-Accounting Ext.291-Support Ext.307-Fax 785-587-8951
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