HomeMy WebLinkAboutREQUEST FOR APPROVAL re Delegation of Authority JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley,County Administrator
Stacie Prada,County Treasurer
Judy Shepherd,Finance Manager
DATE: May 6,2024
SUBJECT: Request for approval: Delegation of Authority to the County Administrator
To Sign and Issue a Purchase Order to Procure a Number of GravityTM Budget Modules
STATEMENT OF ISSUE:
On April 22, 2024 staff briefed the Board of County Commissioners on budget software called GravityTM
from IGM Technologies and requested authority to sign a letter of intent to procure a number of modules.
The software will allow the county to present its budget in a transparent and easily understood and attractive
format. It will also allow the county to produce monthly reports easily and efficiently. The Board granted
the authority requested.
ANALYSIS:
Staff is now requesting that the Board authorize the County Administrator to sign and issue a Purchase
Order,attached,to buy the selected software modules.
We plan to purchase it using a Washington State Department of Enterprise Services Master Contract
(Contract No. 14922-01), attached. This state contract allows Washington State political sub-divisions, such
as counties,to procure the software simply by issuing a purchase order.
FISCAL IMPACT:
One-time implementation cost is$25,177.78 plus sales tax.Annual cost is$28,611.11 plus sales tax, subject
to annual increases, as with most software products. Budget to support this acquisition will be requested
during the 2nd Quarter Supplemental Budget Appropriation cycle.
RECOMMENDATION:
That the Board approve moving forward with this software acquisition and authorize the County
Administrator to sign and issue the attached Purchase Order to procure the software.
REVIEW D BY:
Mark McCaul , County Administrator Dat
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: SHI Contract No: SHI-Gravity
Contract For: Gravity Budget Software Term: Until work is completed
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: 360-385-9130
Contact email: mmccauley@co jefferson.wa us
AMOUNT: $58,845.05 PROCESS:
Exempt from Bid Process
Revenue: N/A Cooperative Purchase
Expenditure: $58,845.05 Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund # 001-270 RFP or RFQ
Munis Org/Obj 001-270 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO IAN E W 3." 080 AND CHAPTER 42. RCW.
CERTIFIED: E-1 N/A: • iVZS Z�
nature Da e
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT B EN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: EI N/A: El ist/2 /2/[
S. ature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/25/2024.
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 4/30/2024.
No PAO signature required.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
VUUUJIyuI I.I IVCIUIJC IV. D:U1U!L I I-4LJrW I I I-1 UO t-oc.0 I I VuI..Dr Lr
Washington State Department of
Enterprise Services
PARTICIPATING ADDENDUM
NASPO VALUE POINT
SOFTWARE VAR
Administered by the State of Arizona (hereinafter "Lead State")
MASTER AGREEMENT
Master Agreement No: CTR060028
SHI International Corp
(hereinafter "Contractor")
and
State of Washington
(hereinafter "Participating State")
WASHINGTON MASTER CONTRACT No.: 14922-01
This Participating Addendum for the above referenced Master Agreement ("Participating Addendum") is
made and entered into by and between the State of Washington acting by and through the Department
of Enterprise Services, a Washington State governmental agency ("Enterprise Services"), and SHI
International Corp., a New Jersey Corporation ("Contractor") and is dated and effective as of January 1,
2023.
RECITALS
A. Pursuant to Legislative authorization codified in RCW 39.26.060, Enterprise Services, on
behalf of the State of Washington, is authorized to participate in cooperative purchasing
agreements to develop master agreements to procure goods and/or services and to make
such competitively solicited and awarded contracts available to Washington state
agencies and designated eligible purchasers consistent with terms and conditions set
forth by Enterprise Services.
B. Enterprise Services timely provided public notice of the competitive solicitation process
conducted by the above-referenced lead state through Washington's Electronic Business
Solutions (WEBS) system.
C. The above-referenced Lead State,as part of its competitive solicitation process, evaluated
all responses to its procurement and identified Contractor as an apparent successful
bidder and awarded a Master Agreement to Contractor.
D. Enterprise Services has determined that participating in this Master Agreement is in the
best interest of the State of Washington.
E. The purpose of this Participating Addendum is to enable eligible purchasers, as defined
herein, to utilize the Master Agreement as conditioned by this Participating Addendum.
PARTICIPATING ADDENDUM—No.14922-01:SOFTWARE VAR Page 1
(Rev.2022-09-06)
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AGREEMENT
Now THEREFORE, in consideration of the mutual promises, covenants, and conditions set forth herein, the
parties hereto hereby agree as follows:
1. SCOPE: This Participating Addendum covers the competitive procurement for Software VAR led by the
State of Arizona for use by state agencies and other entities located in the Participating State
authorized by that state's statutes to utilize state contracts with the prior approval of the State's chief
procurement official.
2. PARTICIPATION: Use of specific NASPO ValuePoint cooperative contracts by agencies, political
subdivisions and other entities (including cooperatives) authorized by an individual state's statutes to
use state contracts are subject to the prior approval of the respective State chief procurement official.
Issues of interpretation and eligibility for participation are solely within the authority of the State chief
procurement official. Pursuant to this Participating Addendum,the Master Agreement may be utilized
by the following ("Purchasing Entities" or"Purchasers"):
(a) WASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions,
boards, and commissions.
(b) WASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION (COLLEGES). Any the following specific
institutions of higher education in Washington:
• State universities—i.e., University of Washington &Washington State University;
• Regional universities — i.e., Central Washington University, Eastern Washington
University, &Western Washington University
• Evergreen State College;
• Community colleges; and
• Technical colleges.
(c) MCUA PARTIES. The Master Agreement also may be utilized by any of the following types of
entities that have executed a Master Contract Usage Agreement (MCUA) with Enterprise
Services:
• Political subdivisions (e.g., counties, cities, school districts, public utility districts,
ports) in the State of Washington;
• Federal governmental agencies or entities;
• Public-benefit nonprofit corporations (i.e., § 501(c)(3) nonprofit corporations that
receive federal, state, or local funding); and
• Federally-recognized Indian Tribes located in the State of Washington.
By placing an order under this Participating Addendum, each Purchasing Entity agrees to be bound by
the terms and conditions of this Participating Addendum, including the Master Agreement. Each
Purchasing Entity shall be responsible for its compliance with such terms and conditions.
3. PARTICIPATING STATE MODIFICATIONS OR ADDITIONS TO MASTER AGREEMENT:
This Participating Addendum incorporates all terms and conditions of the Master Agreement as
applied to the Purchasing Entities and Contractor,subject to the following limitations,modifications,
and additions:
PARTICIPATING ADDENDUM—ND. 14922-01:SOFTWARE VAR Page 2
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3.1. WASHINGTON'S ELECTRONIC BUSINESS SOLUTIONS (WEBS) SYSTEM: Within seven (7) days of
execution of this Participating Addendum,Contractor shall register in the Washington State
Department of Enterprise Services' Electronic Business Solutions (WEBS) System at WEBS.
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Contractor shall ensure that all of its information therein is current and accurate and that,
throughout the term of the Master Agreement, Contractor shall maintain an accurate
profile in WEBS.
3.2. WASHINGTON'S STATEWIDE PAYEE DESK: To be paid for contract sales,Contractors must register
with Washington's Statewide Payee Desk. Washington state agencies cannot make
payments to a contractor until it is registered. Registration materials are available here:
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Receiving Payment from the State.
3.3. CONTRACT SALES REPORTING: Contractor shall report total contract sales quarterly to
Enterprise Services, as set forth below.
(a) REPORTING. Contractor shall report quarterly Contract sales in Enterprise Services'
Contract Sales Reporting System. Enterprise Services will provide Contractor with a
login password and a vendor number.
(b) DATA. Each sales report must identify every authorized Purchasing Entity by name as
it is known to Enterprise Services and its total combined sales amount invoiced during
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the reporting period (i.e., sales of an entire agency or political subdivision, not its
individual subsections). The "Miscellaneous" option may be used only with prior
approval by Enterprise Services. Upon request, Contractor shall provide contact
information for all authorized Purchasing Entities specified herein during the term of
this Participating Addendum. Refer sales reporting questions to the Primary Contact
set forth below. If there are no contract sales during the reporting period,Contractor
must report zero sales.
C DUE DATES FOR CONTRACT SALES REPORTING. QuarterlyContract Sales Reports must be
( ) P
submitted electronically by the following deadlines for all sales invoiced during the
applicable calendar quarter:
FOR SALES MADE IN MASTER CONTRACT SALES REPORT
QUARTER
CALENDAR QUARTER ENDING DUE BY PAST DUE
1 January 1—March 31 April 30 May 1
2 April 1—June 30 July 31 August 1
3 July 1—September 30 October 31 November 1
4 October 1—December 31 January 31 February 1
3.4. VENDOR MANAGEMENT FEE: Contractor shall pay to Enterprise Services a vendor management
fee ("VMF")of 1.25 percent on the purchase price for all contract sales (the purchase price
is the total invoice price less applicable sales tax)authorized by this Participating Addendum.
(a) The sum owed byContractor to Enterprise Services as a result of the VMF is calculated
P
as follows:
Amount owed to Enterprise Services =Total contract sales invoiced (not
including sales tax)x .0125.
(b) The VMF must be rolled into Contractor's current pricing. The VMF must not be
PARTICIPATING ADDENDUM—No. 14922-01:SOFTWARE VAR Page 3
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shown as a separate line item on any invoice unless specifically requested and
approved by Enterprise Services.
(c) Enterprise Services will invoice Contractor quarterly based on contract sales reported
by Contractor. Contractor shall not remit payment until it receives an invoice from
Enterprise Services. Contractor's VMF payment to Enterprise Services must reference
the following:
• This Washington Master Contract No.: 14922-01
• The NASPO Master Agreement No.: CTR060028
• The year and quarter for which the VMF is being remitted, and
• Contractor's name as set forth in this Contract, if not already included on the
face of the check.
(d) Contractor's failure accurately and timely to report total net sales, to submit timely
usage reports, or to remit timely payment of the VMF to Enterprise Services, may be
cause for Enterprise Services to suspend or terminate this Participating Addendum or
exercise any other remedies as provided by law.
(e) Enterprise Services reserves the right, upon thirty (30) days advance written notice,
to increase, reduce, or eliminate the VMF for subsequent purchases.
(f) For purposes of the VMF,the parties agree that the initial management fee is included
in the pricing. Therefore, any increase or reduction of the management fee must be
reflected in contract pricing commensurate with the adjustment.
3.5. CONTRACTOR REPRESENTATIONS AND WARRANTIES: Contractor makes each of the following
representations and warranties as of the effective date of this Participating Addendum and
at the time any order is placed pursuant to the Master Contract. If, at the time of any such
order, Contractor cannot make such representations and warranties, Contractor shall not
process any orders and shall, within three (3) business days notify Enterprise Services, in
writing, of such breach.
(a) WAGE VIOLATIONS. Contractor represents and warrants that, during the term of this
Master Contract and the three (3) year period immediately preceding the award of
the Master Contract, it is not determined, by a final and binding citation and notice of
assessment issued by the Washington Department of Labor and Industries or through
a civil judgment entered by a court of limited or general jurisdiction, to be in willful
violation of any provision of Washington state wage laws set forth in RCW 49.46,
49.48, or 49.52.
(b) CIVIL RIGHTS. Contractor represents and warrants that Contractor complies with all
applicable requirements regarding civil rights. Such requirements prohibit
discrimination against individuals based on their status as protected veterans or
individuals with disabilities, and prohibit discrimination against all individuals based
on their race, color, religion, sex, sexual orientation, gender identity, or national
origin.
3.6. COMPLIANCE WITH LAW; TAXES, LICENSES, & REGISTRATION: Contractor shall comply with
applicable law. Prior to making any sales hereunder, if Contractor is not already registered,
Contractor shall register to conduct business in the State of Washington and promptly
acquire and maintain all necessary licenses and registrations and pay all applicable taxes
and fees. In addition, for all sales to Purchasers in the State of Washington, if Contractor
PARTICIPATING ADDENDUM—NO. 14922-01:SOFTWARE VAR Page 4
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V VI.UJII�II GIIvCIVp.m IV. DVf1V/L I 1-4401-'9.I I IYIOO I-VCV I l Vrl'Jr Lr
does not currently do so, Contractor shall calculate, collect, and remit, as appropriate, the
applicable state and local sales tax on all invoices.
3.7. CONTRACTOR'S SALES AUTHORITY; PURCHASE ORDERS;&INVOICES:
(a) CONTRACTOR'S SALES AUTHORITY. Pursuant to this Participating Addendum,
Contractor is authorized to provide only those goods/services set forth in the
Master Agreement as conditioned by this Participating Addendum. Contractor
shall not represent to any Purchaser hereunder that it has any authority to sell
any other materials, supplies, services and/or equipment.
(b) INVOICES. Contractor must provide a properly completed invoice to Purchaser. All
invoices are to be delivered to the address indicated in the purchase order. Each
invoice must include the:
• Washington Master Contract Number 14922-01;
• Lead State Master Agreement Number CTR060028;
• Contractor's statewide vendor registration number assigned by
the Washington State Office of Financial Management (OFM);
and
• Applicable Purchaser's order number.
Invoices must be prominently annotated by the Contractor with all applicable
volume discount(s).
3.8 PRICING. Although Contractor may offer lower prices to Purchasing Entities, Contractor
guarantees to provide the Products at no greater than the prices set forth in the
Master Agreement, whereas 'Reseller Cost' is defined as the price that Contractor
pays the Publisher or Distributor to purchase software on behalf of the Participating
State.
3.9 CONTRACT REVIEWS. Enterprise Services reserves the right to conduct quarterly reviews of
Contractor's sales and prices, and request Contractor to provide copies of Publisher
invoices for up to ten percent (10%) of sales in order to validate Reseller Cost
Any limitations, modifications, or additions specified herein apply only to the agreement and
relationship between Purchasing Entities and Contractor and shall not amend or affect other
participating addendums or the Master Agreement itself.
4. LEASE AGREEMENTS: Leasing or renting equipment is not allowed throughout the term of the Master
Agreement.
5. PRIMARY CONTACTS: The primary contact individuals for this Participating Addendum are as follows (or
their named successors):
Participating State Contractor
Attn: Ryan J Rensel Attn: Nicole Rasky
State of Washington SHI International Corp.
PARTICPATING ADDENDUM—No. 14922-01:SOFTWARE VAR Page 5
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Washington Dept. of Enterprise Services 290 Davidson Avenue
PO Box 41411 Somerset, NJ 08873
Olympia, WA 98504-1411 Tel: (732)584-8227
Tel; (360) 407-2218 Email: naspo svar@shi.com
Email:
descontractsteamcypress@des.wa.gov
6. SUBCONTRACTORS: All contractors, dealers, and resellers authorized to provide sales and service
support in Participating Entity's state, as shown on Contractor's NASPO ValuePoint-specific webpage,
may provide sales and service support to users of this Participating Addendum. Participation of
Contractor's contractors, dealers, and resellers will be in accordance with the terms and conditions
set forth in the Master Agreement.
7. ORDERS: Unless the parties to the applicable purchase order agree in writing that another contract or
agreement applies to such order, any order placed by a Purchaser for goods/services available from
this Master Agreement shall be deemed to be a sale under (and governed by the prices and other
terms and conditions of) the Master Agreement as conditioned by this Participating Addendum.
8. GENERAL:
8.1. INTEGRATED AGREEMENT; MODIFICATION. This Participating Addendum and Master Agreement,
together with its exhibits, set forth the entire agreement and understanding of the Parties
with respect to the subject matter and supersedes all prior negotiations and
representations. This Participating Addendum may not be modified except in writing signed
by the Parties.
8.2. AUTHORITY. Each party to this Participating Addendum,and each individual signing on behalf
of each party, hereby represents and warrants to the other that it has full power and
authority to enter into this Participating Addendum and that its execution, delivery, and
performance of this Participating Addendum has been fully authorized and approved, and
that no further approvals or consents are required to bind such party.
8.3. ELECTRONIC SIGNATURES. An electronic signature or electronic record of this Participating
Addendum or any other ancillary agreement shall be deemed to have the same legal effect
as delivery of an original executed copy of this Participating Addendum or such other
ancillary agreement for all purposes.
8.4. COUNTERPARTS. This Participating Addendum may be executed in one or more counterparts,
each of which shall be deemed an original, and all of which counterparts together shall
constitute the same instrument which may be sufficiently evidenced by one counterpart.
Execution of this Participating Addendum at different times and places by the parties shall
not affect the validity thereof so long as all the parties hereto execute a counterpart of this
Participating Addendum.
PARTICIPATING ADDENDUM—No.14922-01.SOFTWARE VAR Page 6
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EXECUTED as of the date and year first above written.
STATE OF WASHINGTON SHI INTERNATIONAL CORP,
DEPARTMENT OF ENTERPRISE SERVICES A NEW JERSEY CORPORATION
DocuSigned by:
By: % By:
\ EA418E789F09404
Type Name Elena McGrew Type Name
Kristina Mann
Its: Statewide Enterprise Procurement Manager Its:
Date:
1/19/2023 Date: 1/5/2023
PARTICIPATING ADDENDUM—No. 14922-01:SOFTWARE VAR Page 7
(Rev.2022-09-06)
til Jt�'
S,D� I,S
T
?� N 1.� Mark McCauley PURCHASE ORDER
c. (:, 1820 Jefferson Street CA-1-2024
PO Box 1220
it. Port Townsend, \VA 98368 Show this Purchase Order Number
�,S'fif,��,\`� on all correspondences, invoices,
shipping papers and packages.
To: Ship to: Bill to:
Joe Costanza N/A County Administrator
290 Davidson Ave Jefferson County
Somerset, NJ 08873 P.O. Box 1220
800-527-6389, Ext 555-XXXX Port Townsend, WA 98368
360-385-9130
Signature: Date:
Account code(s):
QTY Description Unit price Total
1 License fees—see attached quote $28,611.11
2 Implementation services—see attached quote $25,177.78
Subtotal: $53,788.89
Tax(0.094) $5,056.16
TOTAL: $58,845.05
11
Authorized by Date
Pricing Proposal
„,,.,,-,','S Quotation#: 24754712
Created On: 4/17/2024
Valid Until: 4/30/2024
WA-County of Jefferson Inside Account
Executive
Mark McCauly Joe Costanzo
1820 Jefferson Street 290 Davidson Ave
Port Townsend,WA 98368 Somerset, NJ 08873
United States Phone:800-527-6389 EXT 555-XXXX
Phone:360-385-9130 Fax:
Fax: Email: Joe_Costanzo@shi.com
Email: mmccauley@co.jefferson.wa.us
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Gravity-Base Platform, includes 10 Named Users 1 $12,588.89 $12,588.89
Gravity Systems-Part#: NPN-GRAVI-BASEP-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
2 Gravity-Budget Book Automation 1 $10,300.00 $10,300.00
Gravity Systems-Part#: NPN-GRAVI-BUDGE-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
3 Gravity Transparency&Digital Budget Book 1 $3,433.33 $3,433.33
Gravity Systems-Part#: NPN-GRAVI-TRANS-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
4 Gravity-Gravity Power BI Dashboards 1 $2,288.89 $2,288.89
Gravity Systems-Part#:NPN-GRAVI-POWER-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
Total $28,611.11
Additional Comments
Please note, if Emergency Connectivity Funds(ECF)will be used to pay for all or part of this quote,please let us know as we will
need to ensure compliance with the funding program.
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
Thank you for choosing SHI International Corp!The pricing offered on this quote proposal is valid through the expiration date set
above.To ensure the best level of service,please provide End User Name,Phone Number, Email Address and applicable Contract
Number when submitting a Purchase Order.
SHI International Corp. is 100%Minority Owned,Woman Owned Business.
N*X
Pricing Proposal
Quotation#: 24754713
Created On: 4/17/2024
Valid Until: 4/30/2024
WA-County of Jefferson Inside Account
Executive
Mark McCauly Joe Costanzo
1820 Jefferson Street 290 Davidson Ave
Port Townsend,WA 98368 Somerset,NJ 08873
United States Phone:800-527-6389 EXT 555-XXXX
Phone:360-385-9130 Fax:
Fax: Email: Joe_Costanzo@shi.com
Email: mmccauley@co.jefferson.wa.us
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Standard Budget Book Implementation Services 1 $14,591.67 $14,591.67
Gravity Systems-Part#:NPN-GRAVI-STAND-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
2 Transparency&Digital Budget Book Implementation Services 1 $2,002.78 $2,002.78
Gravity Systems-Part#: NPN-GRAVI-TRANS-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
3 Gravity BI Dashboard Implementation Services 1 $2,288.89 $2,288.89
Gravity Systems-Part#: NPN-GRAVI-DASHB-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
4 Monthly Report Implementation Services 1 $6,294.44 $6,294.44
Gravity Systems-Part#:NPN-GRAVI-POWER-A
Contract Name:Omnia Partners-IT Solutions
Contract#:2018011-02
Total $25,177.78
Additional Comments
Please note, if Emergency Connectivity Funds(ECF)will be used to pay for all or part of this quote, please let us know as we will
need to ensure compliance with the funding program.
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item.