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HomeMy WebLinkAbout2020 CDI - SOW - Rush order SOW with PSA (2) Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 1 Project Name Rush order SOW for City of Auburn Client Name City of Auburn Client Contact Information Name: Danika Olson Email: dolson@auburnwa.gov Phone: 253-288-4304 CDI Project Manager Jessica.Zuchowski@citiesdigital.com Date of Draft 10/30/2020 Project Background Provide an overview of why this project has been proposed and what the perceived benefits are to the organization. Provide any information that is important to understand what is needed to accomplish the project . Overview: This is Phase Two of the City of Auburn's Contract Management Process with DocuSign integration. It is CARES Act reimbursable and will need to be completed before 12/31/2020. The project schedule will include weekly check in meetings. We will utilize the current Workflow and Forms business processes that are in place, building upon them to meet the goals of phase two. Goals of Phase Two Include: 1. Additional routing for documents that have already been signed by vendors. - This will include an added field on the existing form, such as a checkbox for "Vendor Signature Already Acquired". - This will then bypass the initial routing to vendor. 2. Additional fields will be added to include: - Option to add multiple City signatures needed and option to set signing order. - A comments section that will be saved with the form submission and included on notification emails. 3. Display for viewing Contract Status which will involve: - A Workflow to retrieve DocuSign envelope information. - Creating custom searches for users within the repository. - Configuring Web Access with a DocuSign Envelope History tab. 4. Enhancing items from Phase One such as: - Configuring filing of completed contracts to Department\Year. - Removing the blank page from all contract types (phase one only included the Custom type). - Adjusting email notifications within the Workflow to include submitter name and bold hyperlinks. - User friendly names on all workflow activities and forms tasks. - Email notifications for errors. - Ability to save draft before sending to DocuSign. Project Goals An objective is something toward which work is to be directed, a strategic position to be attained, a purpose to be achieved, a result to be obtained, a product to be produced, or a service to be performed. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 2 Number Goal 01 1. Additional routing for documents that have already been signed by vendors. - This will include an added field on the existing form, such as a checkbox for "Vendor Signature Already Acquired". - This will then bypass the initial routing to vendor. 02 2. Additional fields will be added to include: - Option to add multiple City signatures needed and option to set signing order. - A comments section that will be saved with the form submission and included on notification emails. 03 3. Display for viewing Contract Status which will involve: - A Workflow to retrieve DocuSign envelope information. - Creating custom searches for users within the repository. - Configuring Web Access with a DocuSign Envelope History tab. 04 4. Enhancing items from Phase One such as: - Configuring filing of completed contracts to Department\Year. - Removing the blank page from all contract types (phase one only included the Custom type). - Adjusting email notifications within the Workflow to include submitter name and bold hyperlinks. - User friendly names on all workflow activities and forms tasks. - Email notifications for errors. - Ability to save draft before sending to DocuSign. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 3 Requirements Outline the functional requirements of the solution. Number Requirement 01 Additional routing options that depend upon prior vendor signature as well as additional City signatures. 02 A display that allows for users to search for and view DocuSign status. Deliverables Specify both the products and services that will have been delivered upon completion of the project. Number Deliverable Name Description Work Category Time Estimate 1 Project Management CDI will provide all Project Management services necessary to see the project through completion. Start: 10/27/2020 End: 12/31/2020 Project Management 8 2 Configuration of Additional Routing CDI Consulting will make modifications to the existing Workflow and Forms processes to provide additional routing for: 1. Documents that have already been signed by vendors. - This will include an added field on the existing form, such as a checkbox for "Vendor Signature Already Acquired". - This will then bypass the initial routing to vendor. 2. Documents that require additional City signatures. - This will include an option to add multiple City signatures needed and an option to set signing order. - A comments section that will be saved with the form submission and included on notification emails will be added. Start: 11/02/2020 End: 12/31/2020 Configuration 10 DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 4 3 Configuration of Contract Status Searches CDI Consulting will configure a solution to allow for users to view DocuSign Contract Status. This will include: - Building a Workflow to retrieve DocuSign envelope information. - Creating custom searches for users within the repository. - Configuring Web Access with a DocuSign Envelope History tab. Start: 11/02/2020 End: 12/31/2020 Configuration 5 04 Enhancement of Phase One Items CDI Consulting will make enhancements to Phase One items including: - Configuring filing of completed contracts to Department\Year. - Removing the blank page from all contract types (phase one only included the Custom type). - Adjusting email notifications within the Workflow to include submitter name and bold hyperlinks. - User friendly names on all workflow activities and forms tasks. - Email notifications for errors. - Ability to save draft before sending to DocuSign. Start: 11/02/2020 End: 12/31/2020 Configuration 20 05 End User Training CDI Consulting will provide training on the configured processes to end user staff as needed. Start: 11/16/2020 End: 12/31/2020 Training 2 DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 5 Exclusions Outline items that have been specifically discussed as ‘not to be done’. Number Exclusion 01 Configuration is limited to the Contract Management Intake and Approval process. Assumptions Outline assumed conditions expected to be in place in order to complete work. Number Assumption 01 The project will be complete prior to 12/31/2020. 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 Additional routing options that depend upon prior vendor signature as well as additional City signatures. 02 A display that allows for users to search for and view DocuSign status. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 6 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 10/30/2020 SOW Approval 10/30/2020 Project Organization 10/30/2020 Specifications Meetings 10/30/2020 Solution Development 12/07/2020 Testing 12/14/2020 Review Solution with Client 12/21/2020 Plan Go Live DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 7 Time and Cost Estimates Time spent is billed per employee, per hour. Task Time estimated Cost Requirements & Documentation 0 $175/hr. Installation 0 $175/hr. Project Management 8 $160/hr. Consulting 0 $160/hr. Configuration 35 $160/hr. Conversion 0 $250/hr. Custom Integration 0 $250/hr. Documentation 0 $175/hr. Training 2 $160/hr. Travel As per current policy TOTAL HOURS 45 DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 8 Price and Payment Invoices 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 the attached Change Request Form. 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 your firm, 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. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 9 Acceptance and Authorization I, the undersigned, agree to the project specifications outlined above. If I request additional functionality or request changes from above this may result in additional hours to be billed at $175 per hour. Signature Date Printed name Signature Date Printed name DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 11/3/2020 Kendra Comeau 11/3/2020 Jamie Thomas Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 10 Project Contacts Name Title Project Role Email Phone Danika Olson Innovation and Technology Main Contact dolson@auburnwa.gov 253-288-4304 DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 11 CITY OF AUBURN AGREEMENT FOR SERVICES City of Auburn and Cities Digital ________________ THIS AGREEMENT made and entered into on November Third, 2020, by and between the CITY OF AUBURN (City), a municipal corporation of the State of Washington, and Cities Digital (Provider). In consideration of the mutual promises and covenants and conditions contained in this Agreement, the parties agree as follows: 1. Scope of Services The Provider agrees to perform the tasks described in the Advanced Service Package, attached and incorporated into this agreement as Exhibit A. All work must be completed and invoiced by December 31, 2020. The Provider will be responsible to provide work products and services of a quality and professional standard acceptable to the City. The Provider will, without additional compensation, correct or revise any negligent errors, omissions or other deficiencies in its plans, designs, drawings, specification, reports and other services required. Any approval by the City of Provider’s services shall not in any way relieve the Provider of responsibility for the accuracy and adequacy of its services. 2. Additional Services If additional services with respect to related work are required beyond those specified in the Scope of Work, and not included in the compensation listed in this Agreement, the parties will amend this Agreement prior to the Provider performing the additional services. However, if the time period for the completion of such services makes execution of an amendment impractical prior to the commencement of the Provider’s performance, the Provider agrees that it shall perform such additional services on the written request of an authorized representative of the City pending execution of an Amendment subject to the terms and conditions of this Agreement except where the authorization provides to the contrary. The invoice procedure for any such additional services shall be as described in Section 7 of this Agreement. 3. Provider’s Representations & Qualifications The Provider represents and warrants that it has all necessary licenses and certifications to perform the services provided for in the Agreement and is qualified to perform those services. 4. Compensation As compensation for the Provider’s performance of the services provided for in this Agreement, the City shall pay the Provider $3,300.00, as reflected in Exhibit A, Silver package. This payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment, overhead, profit, and incidentals necessary to complete the work. The Provider shall submit to the City an invoice or statement of time spent on tasks included in Exhibit A, and the City upon acceptance of the invoice or statement shall process the invoice or statement in the next billing/claim cycle, and shall remit payment to the Provider, subject to any conditions or provisions in this Agreement or Amendment. The Agreement number must DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 12 appear on all invoices submitted. Copies of original supporting documents shall be supplied to the city upon request. 5. Time for Performance, Term, and Termination of Agreement The Provider shall not begin any work under this Agreement until both authorized parties have signed it. Unless otherwise agreed between the parties, the Provider shall complete all work performed under this Agreement in accordance with Exhibit A. Either party may terminate this Agreement upon written notice to the other party if the other party fails substantially to perform in accordance with the terms of this Agreement through no fault of the party terminating the Agreement. The City may terminate this Agreement upon not less than seven (7) days written notice to the Provider. If this Agreement is terminated through no fault of the Provider, the Provider shall be compensated for services performed prior to termination. Upon receipt of a termination notice, the Provider shall promptly discontinue all services affected and deliver to the City all data, drawings, specifications, reports, summaries, and such other information and materials as the provider may have accumulated, prepared, or obtained in performing this Agreement, whether fully or partially completed. 6. Ownership and Use of Documents All documents, reports, memoranda, diagrams, sketches, plans, surveys, design calculations, working drawings and any other materials created or otherwise prepared by the Provider as part of his performance of this Agreement shall be owned by and become the property of the City, may be used by the City for any purpose beneficial to the City, and are subject to the requirement of the Public Records Act, 42.56 RCW. The Provider agrees to cooperate with any record search necessitated by a Public Records Act request, and to locate and copy any responsive records that Provider may possess. 7. Records Inspection and Audit All compensation payments shall be subject to the adjustments for any amounts found upon audit or otherwise to have been improperly invoiced, and all records and books of accounts pertaining to any work performed under this Agreement shall be subject to inspection and audit by the City for a period of up to three (3) years from the final payment for work performed under this Agreement. If any litigation, claim, dispute, or audit is initiated before the expiration of the three (3) pear period, all records and books of account pertaining to any work performed under this Agreement shall be retained until all litigation, claims, disputes, or audit are finally resolved. 8. Continuation of Performance In the event that any dispute or conflict arises between the parties while this Agreement is in effect, the Provider agrees that, notwithstanding such dispute or conflict, the Provider shall continue to make a good faith effort to cooperate and continue work toward successful completion of assigned duties and responsibilities. 9. Independent Contractor The Provider shall perform the services as an independent contractor and shall not be deemed, by virtue of this Agreement and performance of its provisions, to have entered into any partnership, joint venture, employment or other relationship with the City. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 13 10. Administration of Agreement Any written notices required by the terms of this Agreement shall be served on or mailed to the following addresses: City: Kendra Comeau City of Auburn 25 West Main St Auburn WA 98001-4998 Phone: (253) 931-3030 Email: kcomeau@auburnwa.gov CDI - Seattle Zachary Hanson CDI 192 Nickerson St Ste 201 Seattle, WA 98109 Phone: (855) 714-2800, ext. 134 Zachary.hanson@cdi.support 11. Notices All notices or communications permitted or required to be given under this Agreement shall be in writing delivered in person or sent by certified mail, return receipt requested, and addressed, if to a party of this Agreement, to the address for the party set forth above. If addressed to a non-party, the notice shall be sent, in the foregoing manner, to the address designated by a party to this Agreement. Either party may change its address by giving notice in writing to the other party. 12. Insurance The Provider shall obtain insurance of the types and coverage described below: 1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. 2. Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop-gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Provider’s Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Provider’s profession. A. Minimum Amounts of Insurance DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 14 The Provider shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate. 3. Professional Liability insurance shall be written with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. B. Other Insurance Provision The Provider’s Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the Provider’s insurance and shall not contribute with it. C. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. D. Verification of Coverage The Provider shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Agreement before commencement of the work. E. Notice of Cancellation The Provider shall provide the City with written notice of any policy cancellation within two business days of their receipt of such notice. F. Failure to Maintain Insurance Failure on the part of the Provider to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Provider to correct the breach, immediately terminate the Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Provider from the City. G. City Full Availability of Provider Limits If the Provider maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Provider, irrespective of whether such limits maintained by the Provider are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the Provider. 13. Indemnification/Hold Harmless DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 15 Except for injuries and damages caused by the sole negligence of the City, the Provider shall defend, indemnify and hold the City and its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses, or suits of every kind, including attorney fees and litigation expenses, arising out of or in connection with any alleged act, omission, professional error, fault, mistake, or negligence of the Provider, its employees, agents, representatives, or subcontractors, including employees, agents, or representatives of tits subcontractors, made in the performance of this Agreement, or arising out of worker’s compensation, unemployment compensation, or unemployment disability compensation claims. If is further specifically and expressly understood that this indemnification includes the Provider’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 14. Assignment Neither party to this Agreement shall assign any right or obligation hereunder in whole or in part, without the prior written consent of the other party. No assignment or transfer of any interest under this Agreement shall release the assignor from any liability or obligation under this Agreement, or to cause any such liability or obligation to be reduced to a secondary liability or obligation. 15. Nondiscrimination The Provider may not discriminate regarding any services or activities to which this Agreement may apply directly or through contractual, hiring, or other arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or where there is the presence of any sensory, mental or physical handicap. 16. Amendment, Modification or Waiver No amendment, modification, or waiver of any condition, provision, or term of this Agreement shall be valid or of any effect unless made in writing, signed by the party or parties to be bound, or the party’s or parties’ duly authorized representative(s) and specifying with particularity the nature and extent of such amendment, modification or waiver. Any waiver, approval or acceptance, or payment by any party shall not affect or impair that party’s rights arising from any default by the other party. 17. Parties in Interest This Agreement is binding upon, and the benefits and obligations hereto shall inure to and bind, the parties and their respective successors and assigns, although this section shall not be deemed to permit any transfer or assignment otherwise prohibited by this Agreement. This Agreement is for the exclusive benefit of the parties and it does not create a contractual relationship with or exist for the benefit of any third party, including contractors, sub-contractors and their sureties. 18. Costs to Prevailing Party In the event of litigation or other legal action to enforce any rights, responsibilities or obligations under this Agreement, the substantially prevailing parties shall be entitled to receive its reasonable costs and attorney’s fees. 19. Applicable Law This Agreement and the rights of the parties shall be governed by with the laws, regulations, and ordinances of the City, of the State of Washington, and King County. Venue for any action DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 16 involving this agreement shall be in the county in which the property or project is located, and if not site specific, then in King County. It is agreed that any applicable statute of limitation shall commence no later than the substantial completion by the Provider of the services. 20. Captions, Headings and Titles All captions, headings or titles in the paragraphs or sections of this Agreement are inserted for convenience of reference only and shall not constitute a part of this Agreement or act as a limitation of the scope of the particular paragraph or sections to which they apply. Where appropriate, the singular shall include the plural and vice versa and masculine, feminine and neuter expressions shall be interchangeable. Interpretation or construction of this Agreement shall not be affected by any determination as to who is the drafter of this Agreement, this Agreement having been drafted by mutual agreement of the parties. 21. Severable Provisions Each provision of this Agreement is intended to be severable. If any provision is illegal or invalid for any reason, such illegality or invalidity shall not affect the validity of the remaining provisions. 22. Entire Agreement This Agreement contains the entire understanding of the parties in respect to the transactions contemplated and supersedes all prior representations, agreements and understandings between the parties, either oral or written. 23. Non-Availability of Funds Every obligation of the City under this Agreement is conditioned upon the availability of funds appropriated or allocated for the performance of such obligation; and if funds are not allocated and available for the continuance of this Agreement, then this Agreement may be terminated by the City at the end of the period for which funds are available, without the seven (7) days’ notice. If this provision is exercised, the City shall not be obligated or liable for any future payments or damages as a result of termination under this Section. 24. Counterparts This Agreement may be executed in multiple counterparts, each of which shall be one and the same Agreement and shall become effective when one or more counterparts have been signed by each of the parties and delivered to the other party. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed effective the day and year first set forth above. DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Statement of Work ©2019 CDI | www.cdi.support | Support 651-714-2800 ext 1 17 CITY OF AUBURN Cities Digital _____________________________ Nancy Backus, Mayor Signature Name: TITLE: Approved as to form: ID NUMBER: _____________________________ Kendra Comeau, City Attorney _____________________________ Patrick Welsch, President, CDI EXHIBIT A Cities Digital Advanced Service Package Silver Package, 20 hours of Professional Services EXHIBIT B [Insert Certificate of Liability Insurance here] DocuSign Envelope ID: 978074BE-6732-46F1-9485-782DA5AB3136 Jamie Thomas Finance Director