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AG 19-095 RETURN TO: Thomas Fichtner EXT: 2547 CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM ORIGINATING DEPT./DIV: information Technology(IT) ORIGINATING STAFF PERSON:Thomas Fichtner EXT: 2547 3. DATE REQ.BY:ASAP TYPE OF DOCUMENT(CHECK ONE): El CONTRACTOR SELECTION DOCUMENT(E.G.,RFB,RFP,RFQ) El PUBLIC WORKS CONTRACT 0 SMALL OR LIMITED PUBLIC WORKS CONTRACT 0 PROFESSIONAL SERVICE AGREEMENT 0 MAINTENANCE AGREEMENT El GOODS AND SERVICE AGREEMENT 1:1 HUMAN SERVICES/CDBG 0 REAL ESTATE DOCUMENT 0 SECURITY DOCUMENT(E.G.BOND RELATED DOCUMENTS) El ORDINANCE El RESOLUTION o ('ON'I'RA(,"I',,NNlf-,NDMENT(AG#):_ X–R+T-L1.L� �L PROJECTNAME: Local Government Grants Program/Technology Tools Grant Award–GovQa Software NAME OF CONTRACTOR: The State of Washington Office of the Secretary of State,Archives&Records Management Divisioll ADDRESS: PO BOX 40238 TELEPHONE:360 586-1492 E-MAIL: mark.vessey@sos.wa.gov FAX: N/A SIGNATURE NAME: Mark Vessey(signed by Sheri Nelson) TITLE:Local Records Grant Coordinator EXHIBI'I'SA.NDAr'rA.CHMEN'rs:i:i SCOPE,WORK.OR SERVICFS El COMPENSArIoN 0 INS U RANCE REQUI REMENTs/cFm'i F icA-rl--' DALL 0'1'14ERREFf,'Rf7NCEDEXl-1113ITS 0 PROOF OF AUTHORITY TO SIGN OREQUIRED LICENSES DPRIOR(."ON,rGZA.C'F/A.MCNI)MFNTS TERM: COMMENCEMENT DATE:date of execution COMPLETION DATE:05/31/19 TOTAL COMPENSATION$not to exceed 26,455 (they pay us) (INCI.,UDEEXPENSE'S AND SALES TAX,If-ANY) REIMBURSABLE EXPENSE:E]YES ONO IF YES,MAXIMUM DOLLAR AMOUNT: $ -------------............. 11111111-11 IS SALES TAX OWED ElYES ONO CF YI S,$ PAID BY:X CONTRACTOR 0 CITY RETAINAGE: RETAINAGE AMOUNT: 0 RETAINAGE AGREF.mrN'r(SEE CONTRACT) Old. 0 RETAINAGE BOND PROVIDE--------........................................ El PURCHASING: PLEASE CHARGE TO: 0. DOCUMENT/CONTRACT REVIEW INITIAL./DATEIREVIEWE'D INITIAL/DATE APPROVED • PROJECT MANAGER ...................... • DIRECTOR • RISK MANAGEMENT (IF APPLICABLE) .................................. ..................... —----------- • LAW ............. 1. COUNCIL APPROVAL(IF APPLICABLE) SCHEDULED COMMITTEE DATE:10/23/18 COMMITTEE APPROVAL DATE:10/23/18 SCHEDULED COUNCIL DATE: 1 8 COUNCIL APPROVAL DATE: 11/06/18 2. CONTRACT SIGNATURE ROUTING X SENT TO VENDOR/CONTRACTOR DATE SENT:resent 03/14/19 DATE C'D:03 A9A9 0 ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE,LICENSES,EXHIBITS 0 CREATE ELECTRONIC REMINDERINOTIFICATION FOR I MONTH PRIOR TO EXPIRATION DATE (Include dept.Support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.) INITIAL/DATE SIGNED El LAW DEPARTMENT X SIGNATORY(MAYOR OR DIRECTOR) J. Ferrell 014/2019 CITY CLERK ASSIGNI",J)AG# AG# ............... SIGNED COPY RETURNED DATE SENT: vv 'OMMENTS: ........................ -----------------------------------------------------------------------------................. .................................................. ...... ............–1111-111—,............... ........................................................... ------------------------.................................................................................... —------............................. ........... . ......... .. ....................... .............................................. ...... ............ ........................................... —111 ................................................... ........ OSOS NO. G-6247 GRANT AGREEMENT BETWEEN THE STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES AND RECORDS MANAGEMENT DIVISION, AND THE CITY OF FEDERAL WAY This Grant Agreement is entered into between the state of Washington, Office of the Secretary of State, Division of Archives and Records Management, hereinafter referred to as the"OSOS", and City of Federal Way; hereinafter referred to as the"Grantee." RECITALS WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of Washington Laws of 2017, and WHEREAS, the purpose of this program is to help local governments' use technology to improve their records retention, management and disclosure of public records, as authorized under RCW 40.14.026, through the Archives and Records Management Division's Local Records Grant Program. WHEREAS, said grants program was established to provide funds to local entities to conduct this program, and WHEREAS, by virtue of a competitive process, this grant is awarded to named Grantee herein, and NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, OSOS and Grantee mutually agree as follows: STATEMENT OF WORK The Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the performance of work. The Grantee will perform the work as described and included as set forth in the Award Determination form, attached as Exhibit A. The Washington State Archives Grant Program requires both the narrative and financial components of program progress reports be completed during the project period. Documentation of expenditures is required. The Grantee shall submit reports to: Mark Vessey, Coordinator Local Records Grant Program Washington State Archives 1129 Washington St SE Olympia, WA 90504-0238 The final report, due on or before May 31, 2019, must provide a complete summary of the project and of all grant activities as described in the application and Exhibit A. The report MUST include a separate, itemized list of costs incurred and copies of receipts, and invoices, etc., to substantiate all figures. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on date of execution, and be completed no later than May 31, 2019, unless terminated sooner as provided herein. Page 1 of 3 OSOS NO. G-6247 PAYMENT No funds will be disbursed to the Grantee. All grant funds will be held by OSOS. In consideration for the work conducted as described in Exhibit A, Grantee shall submit invoices for completed work to the OSOS Project Manager for processing by OSOS. This grant is not to exceed amount of$26455 as prescribed and incorporated by reference herein. Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30 calendar days of a satisfactorily completed invoice. Satisfactorily completed is defined as having all the information required for processing by OSOS Financial Services. In addition to a Federal Tax ID number, the Grantee must provide OSOS a Statewide Vendor Number(SWV#). Payment cannot be made without these numbers on file. The Contract number G-6247 and Statewide Vendor number must be referenced on each reimbursement claim in order for the claim to be processed. Costs incurred prior to the effective date of the Grant Agreement shall be disallowed.under the Grant. Should the Grantee incur costs prior to the effective date of the Grant Agreement, it does so at its own risk. WAC 434-670-020. RECORDS MAINTENANCE AND MONITORING PROJ'ECT'S FOR PROGRAM AND FISCAL COMPLIANCE Specific accounting requirements for the Local Records Grant Program include but are not limited to: • All changes to the approved project(project scope, budget, personnel), must be requested in writing to, and approved by, the State Archivist. • Imaging completed as a result of this grant must meet the Washington State Standards for Production and Use of Microfilm. • Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time during the project. • The Grantee is responsible to adhere to their agencies purchasing policies and requirements. GRANT MANAGEMENT The Project Manager for each of the parties identified below shall be the contact person for communications regarding the performance of this Grant. Invoices shall be sent to the OSOS Project Manager. Should questions arise during n9 processin9 of invoices send inquiries to p�e._y19�� _ - 00v. Thomas Fichtner City of Federal Way 33325 8th Ave S Federal Way, WA 98003 Phone: 253-835-2547 E-mail address: Thomas.Fichtner@cityoffederalway.com Mark Vesse Office of the Secretary of State Washington State Archives and Records Management 1129 Washington St. SE Post Office Box 40238 Olympia, Washington 98504-0238 Phone: 360.586-7810 E-mail address: mark.vessey@sos.wa.gov INDEPENDENT CAPACITY AND INDEMNIFICATION The employees or agents of each party who are engaged in the performance of this Grant Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees Page 2 of 3 OSOS NO. G-6247 or agents of the other party. Each party to this Grant Agreement shall be responsible for its own acts and/or omissions and those of its officers, employees and agents. TERMINATION Either party may terminate this Grant Agreement upon 30 days' prior written notification to the other party. If this Grant Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance with the terms of this Grant Agreement prior to the effective date of termination. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Grant Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days. If failure or violation is not corrected, this Grant Agreement may be terminated immediately by written notice of the aggrieved party to the other. The rights and remedies of the OSOS provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Grant Agreement. Except as otherwise provided in this Grant Agreement, when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may request a dispute hearing with the Secretary of State. Nothing in this Grant Agreement shall be construed to limit the parties' choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute resolution procedure outlined above. GOVERNANCE In the event of any inconsistency in the terms of this Grant Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: A. Applicable state and federal statutes and rules; and B. This Grant Agreement and any and all attached exhibits GOVERNING LAW This Grant Agreement shall be construed and interpreted in accordance with the laws of the state of Washington, and the venue of any action brought hereunder shall be in the Superior Court for Thurston County, p j IN WITNESS WHEREOF, the parties have execute this rant Aement. CITY OF FEDERAL WAY OFFICE,OF' CRETAKY OF STATE r d Aga h r ed w natory , ate )Deput eison ate Pr ame: t Secretao 'of State Title: � APPROVED AS TO FORM Attorney General's Office Page 3 of 3 GRANT#2018PS43 OSOS Contract No. G-6247 EXHIBIT A AWARD DETERMINATION CITY OF FEDERAL WAY The following table illustrates the grant budget as proposed by your agency with the item that was funded and awarded with conditions. Budget Amount Amount Stipulations/Conditions Item Requested Funded Software $26,455 $26,455 GovQA Public Records Management System. Not to exceed amount funded. TOTAL $26,455 Not to include annual subscription/maintenance fee. Office of the Secretary of State AS S' Operations Division Contracts Department PO Box 40224 Olympia, WA 98504-0224 contracts(@sos.wa.F-rov March 19, 2019 City of Federal Way Thomas Fichtner, IT Manager 333258 th Ave S Federal Way, WA 98003 Dear Thomas, Please find enclosed the Executed Agreement G-6247 between the Office of the Secretary of State and City of Federal Way. Please contact Jim Webster for questions regarding this contract at 360-704-5267, or by email at contractsQsos wa, ov. Thank you, Contracts Department Enclosures COUNCIL MEETING DATE: November 6,2018 ITEM#: 5e CITY OF FEDERAL WAY CITY COUNCIL AGENDA BILL SUBJECT:PURCHASE OF PUBLIC RECORDS SOFTWARE—GovQA WITH GRANT AWARD POLICY QUESTION: Should Council approve the purchase of GovQA with the State Achieve Technology Tools Grant award in the amount not to exceed $26,455 from SHI International Corp.? COMMITTEE: FEDRAC MEETING DATE: 10/23/2018 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Thomas _._. Fichtner, IT Manager DEPT: Information Technology Attachments: Staff Report, Grant Agreement between State of Washington and City of Federal Way, GovQA Statement of Work, SHI International Quote. Options Considered: Approve staff to purchase GovQA in accordance with the State of Washington Local Records Grant award not to exceed the amount of$26,455. 2. Do not approve the purchase of GovQA with the grant money awarded by the Washington State Archives and provide staff with further direction. MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to-the November 6,2018 Council Consent Agenda for approval. MAYOR APPROVAL: � ...� .. .. D RECTOR.�.._ ���. . � r.......�.. ____ — APPROVAL: p or thee �"taoi�ci9 Initial/Date Gui�taou6li.laate. Initial/Date COMMITTEE RECOMMENDATION:I move to forward the proposed GovQA purchase to the November 6, 2018 consent agenda for approval. Committee Chair Committee ernbel Committee Member PROPOSED COUNCIL MOTION: "I move to authorize staff to purchase GovQA in accordance with Washington State Achieves Technology Tool Grant Award from SHI International Corp. not to exceed$26,455." ' . ._. BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) .... COUNCIL ACTION: ' CT10N: ❑ APPROVED COUNCIL BILL# ... ❑ DENIED First reading �wwwww_IT� ❑ TABLED/DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING(ordinances on1)) ORDINANCE# REVISED—12/2017 RESOLUTION# _ CITY OF FEDERAL WAY MEMORANDUM DATE: October 16, 2018 TO: City Council Members VIA: Jim Ferrell, Mayor FROM: Thomas Fichtner, IT Manager SUBJECT: Staff Report for GovQA Public Records Software (State Grant Award) ,.....� cia1 Impacts:..... —._. _. .... �. .._..._ _ �._ ....� .. � .__.... ... The amount of the grant award from the Secretary of State — Local Records Grant for Technology Tools is $26,455.00 and will be paid directly to the vendor (SHI International Corp) by the state within 30-days of being invoiced. Ongoing costs for GovQA is $23,600 and is currently not in the 2019-2020 proposed budget as the winner of this grant were not announced until after the budget documents were due. After discussing with Finance Director Ade Ariwoola, the City will need to start paying the annual costs in 2020, which the $2.1 million savings from SCORE will be earmarked for this expense. Background Information: The City of Federal Way applied for a grant from the State of Washington Secretary of State for a Local Records Grant for Technology Tools. The City won in the 2nd round of entries and received a total grant amount of$26,455.00. As mentioned in previous agenda bills related to this software,the need for a public records software is critical. The city has investigated different software solutions to help ease the burden on staff of tracking and responding to requests. GovQA has been identified as an excellent solution, used by several local cities in Washington State. In fact, several agencies were successful in receiving grant money for GovQA in the previous Washington State Archives grant cycle. This program will not only streamline the process for citizens seeking public records, but take steps to automate and facilitate the requestor locating the exact records they are seeking which may be available on the city's website. This tool identifies key terms in the request and will direct the individual to locations within the website which may offer the documents they are seeking. This process alone will cut down on the amount of requests the city receives for common documents (agendas, minutes, agreements) as well as other documents previously disclosed through records requests by anyone else. For delivery of records, this system will allow the City to no longer rely upon the unsecured FTP site for transmission of documents. GovQA provides a user friendly secure portal for the transmission, and downloading of the requested documents, and allows staff a tracking mechanism to ensure the request has been viewed. GovQA will also track all necessary data points necessary to efficiently produce the answers required by the State of Washington ESHB #1594 (JLARC)reporting requirements. Not only for the benefits of reducing the amount of workload for all staff in City Hall and Police that respond to public records requests, but specifically in reducing the risk to the City due to a failure to meet the requirements of the public records act. This is being purchased off of the State Contract:NASPO ValuePoint, Contract#: ADSP016-130651 Pricing Proposal Quotation#: 16125648 Created On: 10/17/2018 Valid Until: 10/31/2018 City of Federal Way Inside Account Manager Thomas Fichtner Nicole Podraza WA 290 Davidson Ave United States Somerset,NJ 08873 Phone:253-835-2547 Phone:732-652-6427 Fax: Fax: Email: Thomas.Fichtner@cityoffederalway.com Email: Nicole—Podraza@shi.com All Prices are in US Dollar(USD) Product Qty Your Price Total 1 Collect&Control Platform Subscription Service with FOIA Module(2 Request Types: 1 $11,502.59 $11,502.59 City, Police Department) WebQA, Inc.-Part#:201801 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#: 06016 Coverage Term: 1/1/2019—12/31/2019 2 Redaction License(Qty:6) 1 $2,176.17 $2,176.17 WebQA, Inc.-Part#:201808 Contract Name:NASPO ValuePoint-Software VAR Contract*ADSP016-130651 Subcontract#: 06016 Coverage Term: 1/1/2019—12/31/2019 3 FOIA Trending Topics 1 $0.00 $0.00 WebQA, Inc.-Part#:201818 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#:06016 Coverage Term: 1/1/2019-12131/2019 4 Storage(500 GB) 1 $0.00 $0.00 WebQA, Inc.-Part#:201812 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#:06016 Coverage Term: 1/1/2019-12/31/2019 5 Monthly Document Retrieval(500 GB) 1 $0.00 $0.00 WebQA, Inc.-Part#:201844 Contract Name: NASPO ValuePoint-Software VAR Contract*ADSP016-130651 Subcontract#: 06016 Coverage Term: 1/1/2019—12131/2019 Contract#:ADSP016-130651 Subcontract* 06016 Coverage Term: 1/1/2019—1213112019 7 Invoicing Module Subscription Service 1 $1,554.40 $1,554.40 WebQA, Inc.-Part#:201805 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSPO16-130651 Subcontract#:06016 Coverage Term: 1/1/2019—12/31/2019 8 Online Payment Module Annual Service using Customers current vendor 1 $2,487.05 $2,487.05 WebQA, Inc.-Part#:201811 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#: 06016 Coverage Term: 1/112019—12131/2019 9 Advanced Document Search Subscription Service 1 $0.00 $0.00 WebQA, Inc.-Part#: 201807 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#:06016 Coverage Term: 1/1/2019—12/31/2019 10 FOIA Request Management System Implementation 1 $2,590.67 $2,590.67 WebQA, Inc.-Part#: 201825 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#: 06016 11 Online Training—Administrator 1 $0.00 $0.00 WebQA, Inc.-Part#.-201827 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract* 06016 12 Online Training—Users (2 sessions) 1 $0.00 $0.00 WebQA, Inc.-Part#: 201828 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSPO16-130651 Subcontract#: 06016 13 FOIA Trending Topics Implementation 1 $0.00 $0.00 WebQA, Inc.-Part#:201848 Contract Name: NASPO ValuePoint-Software VAR Contract#:ADSP016-130651 Subcontract#:06016 Total $24,041.45 Additional Comments Thank you for choosing SHI International Corp!The pricing offered on this quote proposal is valid through the expiration date listed 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. For any additional information including Hardware, Software and Services Contracts, r 1-o ­+­j - cui 1—;,4o c�i­ f IQQQ\7nn_nnQA