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Home My WebLink AboutReso 2013-2109 RESOLUTION NO. 2013-2(b I A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, RATIFYING A STATEMENT OF WORK WITH PALADIN DATA SYSTEMS (SMARTGOV) FOR THE BUILDING AND COMMUNITY DEVELOPMENT DEPARTMENTS, TO PROVIDE ADDITIONAL PROFESSIONAL SERVICES AND INCREASING THE TOTAL NOT TO EXCEED THE AMOUNT OF THE PROJECT TO NINETY-TWO THOUSAND EIGHT HUNDRED SIXTY-ONE DOLLARS (592,861.00), ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO _EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on April 18, 2013 via Resolution No. 2013-2051 the City Commission approved an agreement with Paladin Data Systems for the SmartGov System used by the Building, Code and Community Development Departments for permitting and licensing, in an amount not to exceed Sixty-Nine Thousand Sixty-One Dollars ($69,061.00); and WHEREAS, staff determined that additional hours for professional services and training were needed to implement proper business processes; and WHEREAS, the City wishes to ratify the Amended Statement of Work dated September 18, 2013 from Paladin Data Systems to provide additional professional services, in an amount not to exceed Fifty-Six Thousand Eight Hundred Dollars ($56,800.00) plus Ten Thousand Dollars ($10,000.00) Contingency bringing the total not to exceed the amount of the project to Ninety-Two Thousand Eight Hundred Sixty-One Dollars ($92,861.00), attached hereto as Exhibit "A." NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Ratification of Statement of Work. The City Commission hereby ratifies the Amended Statement of Work dated September 18, 2013 from Paladin Data Systems for additional professional services, in an amount not to exceed Fifty-Six Thousand Eight Hundred Dollars ($56,800.00), plus Ten Thousand Dollars ($10,000.00) for Contingency, a total amount for the project not to exceed Ninety-Two Thousand Eight Hundred Sixty-One Dollars ($92,861.00), attached hereto as Exhibit "A". Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 3. Effective Date. This Resolution will become effective upon adoption PASSED AND ADOPTED this 19th day of September 2013. R2013-Paladin(Smartgov)Ratify Amend 1 2(2) Page 1 of 2 , 44400) N%rman S. Edelcup, Mayor .' ATTEST: • • t ; • Jane.A. Hines, MMC, City Clerk APPROVED AS TO FORM AND - GA UFFICIENCY: Aft .'i' not, City Attorney Moved by: � , M9^ ►.�OLI,,, Seconded by: V (C4 MitjAve 'IL DtD Vote: S--0 Mayor Edelcup V (Yes) (No) Vice Mayor Aelion ✓ (Yes) (No) Commissioner Gatto ✓(Yes) (No) Commissioner Levin V(Yes) (No) Commissioner Scholl V(Yes) (No) R2013-Paladin(Smartgov)Ratify Amend 1&2 Page 2 of 2 A]�Il\DATA Statement of Work innovation I integrity I results Page 1 of 2 Date: 18-Sep-2013 Paladin Data Systems Corporation 19362 Powder Hill Place NE Quotation:23143 Amendment 2 Poulsbo,WA 98370-8720 Tel: 360-779-2400 1-800-532-8448 To: Sunny Isles Beach,City of,FL 18070 Collins Ave Telephone: 305-947-2150 Building Department Fax 305-949-3113 Sunny Isles Beach,FL 33160 Contact: Clay Parker _ Required By: 08/18/2013 Work to Be Performed The purpose of this Amendment 2 to Statement of Work(SOW)23143 for Sunny Isles Beach,Florida,is to add 40 hours of training to the 120 hours already contracted for the line item of Configuration and Training. The new total hours for Configuration and training is 160 hours. Extended Price changed from$19,200 to $25,600. Because of the additional week of training,travel and expenses will increase and Paladin will invoice Sunny Isles Beach,Florida,for actual charges,including airline travel change fees. Travel and Expenses line item is changed from$3,000 to$4,000. All terms and conditions of SOW23143 remain unchanged and in effect. - .;Hours]/' - ?Extended , Description ()tit Cost Price t Configuration and Training 160 160.00 $25,600.00 Travel and Expenses(estimate) 1 4,000.00 $4,000.00 IFee Configuration Service 70 160.00 $11,200.00 I Access Database Migration-Business Licensing 60 160.00 $9,600.00 I Reports 40 160.00 $6,400.00 Total estimated cost: $56,800.00 Please sign on the acceptance line below to authorize work. Thank you. This"Statement of Work"(SOW)is a cost estimate based on time and materials work. This SOW is valid for 30 calendar days from the issue date. The Paladin"Professional Services Agreement"(PSA)is incorporated as part of this statement of work. Billing occurs monthly. Terms are Net 30. Late payments are subject to a 1.5%finance charge. Exhibit "A" Job Track: _, Paladin Page 2 of 2 Paladin Data Systems Corporation Date: 23-AUG-2013 19362 Powder Hill Place NE Quotation:23143 Amendment 2 Poulsbo,WA 98370-8720 Tel: 360-779-2400 1-800.532-8448 c.;t14(,e/4) _ / Accepted and Signed(Client) Date Accepted and Signed(Paladin) Date Cliris r 3 (Zt,D • i .i 40, Coen Print Name Title et. ' Q.�r- \ Print Name&Title My company' ,:}F Does,; ;,'fl pi , _DoesiNot.. Require an authorizing) Sdocument,foirit ng:such as-a'Purchase'Order.orrContract`<`If yesi-the. w �.; Tdocumentdnurrmbber,for this Statement`Of�Work'is 4 ,• Customer Irtitiai, ' ,�Y v v ., ,r:,;. �.�STS..�:.3.h 1b:� ..tea -., rB'��.�c,^.r.c."` 4,°s� r �°f�.E�. .t�`�^� ..� kqi.�''.4+E. �,"4 Job Tracks By Paladin • • D Statement of Work ininovalion I Integrity'results Page 1 of 2 Paladin-Data Systems Corporation Date: 23-AUG-2013 19362 Powder Hill Place NE Quotation:23143 Amendment 1 Poutsbo,WA 983708720 Tel: 360.779.2400 1-800.532.8448 To: Sunny Isles Beach,City of,FL 18070 Collins Ave Telephone: 305.947-2160 Building Department Fax: 305.948.3113 Sunny isles Beach,FL 33160 Contact: Clay Parker Required By: 08/1812013 Work to Be Performed The purpose of'tlils Amendment 1 to Statement of Work(SOW)23143 for Sunny Isles Beach,Florida,Is to add(not to exceed)40 hours of time and materials work for Reports. All terms and conditions of SOW23143 remain unchanged and in effect. Hours 7 Extended'- Description Qty. Cost Price Configuration and Training ----- 120 160.00 $19,200.00 Travel and Expenses 1 3,000:00 $3,000.00 Fee Configuration Service 70 160.00 $11,200.00 Access Database Migration-Business Licensing 60 160.00 $9,600.00 Reports 40 160.00 $6,400.00 Total estimated cost: $49,400.00 Please sign on the acceptance line below to authorize work. Thank.you. This"Statement of Work" (SOW)is a cost estimate based on time and materials work. This SOW is valid for 30 calendar days from the issue date. The Paladin"Professional Services Agreement"(PSA)is Incorporated as part of this statement of work. Billing occurs monthly. Terms are Net 30. Late payments are subject to a 1.5%finance charge. Page 2 of 2 Paladin Data Systems Corporation Date: 23-AUG-2013 19362 Powder Hill Place NE Quotation:23143 Amendment 1 Poulsbo,WA 98370.8720 Tel: 360-779-2400 1.800-532-8448 9120//� 3 Accepted and Signed(Client) Date ' Accepted and Signe (Paladin) Date Ct �;z 47 � S }AN;e1 Cow Print Name&Title . Print Name&Title .to r, i s . ?. • ■ Job Track°;sy Paladin City of Sunny Isles Beach City Commission SONNY rS�F y y Norman S.Edelcup,Mayor of t___it'y-r` 18070 Collins Avenue, Suite 250 Isaac Aelion,Vice Mayor Jeanette Gatto, Commissioner ,� Sunny Isles Beach,Florida 33160 Jennifer Levin,Commissioner (305)947-0606 City Hall George°Bud"Scholl,Commissioner (305)949-31 13 Fax jF ** Christopher J.Russo City Manager r ,°s oP e (305)947-2150 Building Department Hans Ottinot,CiryAtrorney SF '* F L O- 5`` (305)947-5 107 Fax Jane A.Hines MMC City Clerk CITY OF SUN PLO MEMORANDUM TO: Honorable Mayor and City Commission VIA: Christopher J. Russo, City Manager FROM: Derrick Arias, Chief Information Officer DATE: September 19, 2013 RE: Ratification of an Amended Statement of Work from Paladin Data Systems to Provide Additional Professional Services RECOMMENDATION It is recommended that the City Commission approve this Resolution ratifying an amended Statement of Work from Paladin Data Systems. L REASONS The City requires the customization of various reports and form letters in order to implement proper business processes with the new SmartGOV product. This amendment was necessary in order to finalize these reports and forms in a timely manner for the expected go-live date of September 19, 2013. In addition, to ensure a smooth transition and provide additional training for City staff, the Statement of Work was further amended to provide an additional week of on-site training and support, through September 27, 2013. Finally, in order to provide contingency funding for any additional needs, staff is requesting an additional $10,000 in purchase authorization should additional work be required. FUNDING SOURCE: The Fiscal Year 2012-2013 budget contained an allocation of $139,750 for the Community Development software solution. The City Commission originally approved . No. 2013-2051, authorizing $69,061 with Paladin Data Systems for he project. With the adoption of this Resolution, the total authorized amount for the project will be $92,861, of which $10,000 will be reserved for contingency funding. etie-ceat Agenda Item IO L Date 7'17-13