HomeMy WebLinkAboutAgreement - CitySourced, Inc. - 2nd Amendment - Agenda Management, Automation, & Committee Manager Solution - Signed 2022-03-17
Confidential 1
CITYSOURCED, INC.
SECOND AMENDMENT
This Amendment (this “First Amendment”) is entered as of March 11, 2022, by and between CitySourced,
Inc., a wholly owned subsidiary of Rock Solid Technology, Inc. (hereinafter referred to as “Provider”)
and the City of Gilroy, a California municipal corporation, (hereinafter referred to as “Customer”), and
hereinafter collectively referred to as the “Parties”).
WHEREAS, Parties entered into that certain MOBILE APPLICATION CUSTOMER AGREEMENT dated
December 16, 2016 (the “Agreement”); and
WHEREAS, the Customer wishes to amend the subscription package to the Agreement as
described below.
NOW, THEREFORE, the Parties hereby agree as follows:
ADDITIONAL PRODUCT: Schedule E is hereby added to account for the addition of an additional
following product to read:
(the rest of the page intentionally left blank)
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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Attachment E
The PrimeGov solution will be configured for CITY’s Automated Agenda Preparation, Meeting
Management, Video Streaming, and Committee Manager System request intake and management.
Solution Investment
Annual
Agenda Automation
Agenda Automation includes 4 Meeting types, 2 workflows and 2 forms
$8,670.00
Meeting Management
Meeting Management includes 4 Meeting types
$6,503.00
Video Streaming
Video Streaming
$4,335.00
Member Voting
Member Voting includes 7 voting members per meeting
$3,468.00
Laserfiche Integration
Laserfiche Integration
$1,500.00
Committee Manager
Committee Manager includes 1 form and 1 workflow
$5,800.00
$30,276.00
One-Time Costs
Data Migration Services
Migration of 850 Meetings
$10,625.00
Professional Services
Professional Services
$7,000.00
AJA HELO Encoder
AJA HELO Encoder
$1,995.00
$19,620.00
Subtotal $49,896.00
Total First Year Cost $49,896.00
Subsequent Years:
+5% annual increase for
annual costs
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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Project Assessment
At PrimeGov, we take pride in fully understanding your project and your needs before we begin
to work. During the sales process, we have noted that the PrimeGov solution outlined below will
fulfill the customers’ legislative management software needs.
Product Modules
The following PrimeGov modules are included in this proposal:
Meeting Management
o Electronic Voting
Video Streaming
Committee Manager
Agenda Automation
Laserfiche Integration
The following PrimeGov modules are not included in this proposal:
Live Closed Captioning
Community Engagement
Customer Needs
The PrimeGov solution outlined in Product Modules above will apply to the following:
Agenda Automation
# of Committees (Including City Council) 10
# of Meeting Types 3
Meeting Management
# of Committees (Including City Council) 10
# of Meeting Types 3
# of Voting Members 7
Committee Management
# of Committees (Including City Council) 10
Projected Timeline and Stages
This Statement of Work (“SOW”) is intended to communicate our understanding of the project
and all the deliverables that relate to it. A clear understanding of the project is the key to everyone’s
success, and we do not assume any additional products or services will be delivered except those
described in this SOW. Although PrimeGov makes every attempt to provide accurate estimates it
is possible that additional customer requirements or additional details can emerge. If new
requirements are discovered or additional products and/or services beyond those outlined in this
SOW are required, it may change the estimated cost and timeline provided herein.
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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PrimeGov Implementation Stages
A project that follows the scope of work described in this document will consist of three distinct
stages:
1. Planning & Discovery
Kick Off
Process Review
2. Implementation
Configuration & Test
Training
3. Project Closure
Go Live
Transition to Support
Projected Timeline
The expected duration of a standard project plan, without any changes, is 16-24 weeks. The
general timeline would follow the example below:
The projected timeline can be impacted by changes in the Project Scope and based on
commitments to the General Project Requirements (please see below).
Project Objectives & Preliminary Scope
PrimeGov’s legislative management software provides an end-to-end solution designed to provide
the necessary tools for effective and transparent creation of meeting content.
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The solution consists of the software and services detailed below. The project planning and
implementation activities will include the following objectives and assumptions.
Agenda Automation allows staff to create meeting types, agenda items, upload related documents
to create an agenda and materials packet. Meeting documents and supporting materials can be
compiled for distribution to the staff, public, council members, and more.
Customer agrees to:
Complete On-Boarding Assessment including:
Documentation of Item Types
Documentation of Meeting Types for each meeting body
Documentation of the proposed meeting schedule for each meeting body
Produce and share full Word samples including numbering, font, size and other formatting
details for each meeting body:
Agenda Notice of Cancellation
Packet
Identify sections and items included in each meeting body
Review and discuss modifications required to accommodate PrimeGov best practices,
current functionality, and consistency of the proposed meeting document templates
Complete Agenda Training
Complete User Acceptance Testing
Conduct end-user training
Review and Sign off Agenda configuration
PrimeGov agrees to:
Review and configure up to three (3) meeting types (e.g., regular, special, and workshop)
that are provided as part of the on-boarding assessment including:
o Agenda o Packet
o Minutes o Notice of Cancellation
Review and configure item types
Perform a gap analysis to review functionality and identify potential feature requests and
enhancements that can be evaluated for inclusion in a future release.
Complete end-to-end agenda testing
Deliver full document set per meeting with the proposed layout and design
Provide agenda training
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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Agenda Automation: Forms/Workflow allows for the automation of the item submission
process in the Agenda Automation module. This will enable users to ensure items are reviewed
electronically and that users can always know where an item is at in the process. Workflow allows
for linear routing of an item with its supporting materials on its journey to an agenda. Workflow
is flexible and will enable users to have an ad-hoc review process via peer review while also
allowing the administration to design a consistent approval process. Items can be created at any
time and added to the agenda automatically when the approved process is complete. The workflow
steps can be routed to users or groups to ensure an end-to-end electronic process.
Following is an example of the Agenda Item Approval Workflow:
1. Create document 7. Department Head review
2. Create item 8. Legal review
3. Add item to the meeting 9. Finance review
4. Attach documents 10. City Manager review
5. Originator review 11. City Clerk review
6. Peer review 12. Approve on agenda
Customer agrees to:
Complete on-boarding assessment including:
Documentation of the workflow process
Form to initiate a submission Identification of Review Groups
Notification Emails Identification of Review Users
Workflow Steps Staff Report (cover page)
Identification of originators Word sample
Identify a decision maker and lead procedural discussions regarding the item approval
process.
Review and discuss modifications required to accommodate PrimeGov best practices, current
functionality, and consistency of the proposed item approval workflow.
Review and discuss modifications required to accommodate PrimeGov best practices, current
functionality, and consistency of the proposed form and staff report document.
Provide technical resources required for non-PrimeGov software
Complete workflow training.
Complete user acceptance testing.
Conduct workflow end user training.
Review and sign-off on workflow configuration.
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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PrimeGov agrees to:
Review and configure workflows provided as part of the on-boarding assessment including:
Workflow Design
Workflow Configuration
Notification Emails
Review and configure item submission forms with accompanying staff report that is provided
as part of the on-boarding assessment including:
o HTML form design
o Staff report Word document content controls
Perform a gap analysis to review functionality and identify potential feature requests and
enhancements that can be evaluated for inclusion in a future release.
Complete end-to-end workflow and forms testing
Provide workflow training
Meeting Management allows the meeting administrator to run a meeting and record roll call,
minutes, motions, votes, notes, and actions with ease. The PrimeGov real-time Minutes tools
provide a single interface that allows all aspects of the meeting to be managed often by a single
user. The real-time meeting tools also offer options for citizen engagement information regarding
the active item, speakers, motion information, and votes can be displayed in chambers or online
via the public portal in real time. Minutes provides a means to record motions, votes, minutes and
other facets of the meeting. Also, agenda items can be added, removed, edited and re-arranged as
changes occur during the meeting.
Customer agrees to:
Complete On-Boarding Assessment including:
o Documentation of Motion Types
o Documentation of Motion Type configuration
o Minutes
o Motion template
o Action template
o Vote result template
Produce and share complete Word samples including numbering, font, size and other
formatting details for each meeting body:
o Minutes
Identify sections and items to be included in each meeting body
Review and discuss modifications required to accommodate PrimeGov best practices, current
functionality, and consistency of the proposed minute templates
Complete Minutes Training
PrimeGov agrees to:
Review and configure Meeting Types (e.g., Regular, Special, and Workshop) that are
provided as part of the on-boarding assessment including:
o Minutes
Review and configure:
o Motion Types
o Motion Type configuration
o Motion template
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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o Action template
o Vote Result template
Deliver complete document set per meeting with the proposed layout and design
Provide Minutes training
Member Voting provides a means for members to record their vote during a meeting within Meeting
Management and offers the ability to communicate the voting process of agenda items to the public.
This solution allows voting members and support personnel the opportunity to electronically view
items and supporting documentation on the agenda and to electronically cast votes on motions. The
Member Voting solution also provides a more automated and effective approach to recording the
events of the meeting to make it easy for the supporting personnel to follow along and manage the
meeting as it is in session.
Customer agrees to:
Complete On-Boarding Assessment including:
o Motion Types
o Roles
o Voting options
o Public Comment
o Request to Speak
Complete Member Voting training
Perform a Mock Meeting or other User Acceptance Testing
Review and sign off on Member Voting configuration
PrimeGov agrees to:
Configure and review Voting for the Meeting Types, including:
o Motion Types
o Roles
o Voting Options
o Speaker Management
Provide Member Voting training
Video provides high-quality live stream and on-demand audio and/or video of your meetings. The
video is immediately available for on-demand access via the interactive agenda on the public
portal. The events of the meeting can be time-stamped by activating an item in the Meeting Viewer
or adding a timestamp via meeting details.
Customer agrees to:
Complete on-boarding assessment, including:
o YouTube account configured for
embedded live streaming
o Complete Installation of Encoder
o Provide HDMI or SDI Video Feed
o Provide HDMI or Analog Audio
o Provide Network connection
o RJ-45 Ethernet
o Static IP Address
o Gateway
o DNS
Complete Video training
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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Review and sign off on Video configuration when project is implemented in a manner
deemed acceptable by Customer
PrimeGov agrees to:
Provide Video Installation Configuration Guide
Configure PrimeGov API/Google AUTH/Zoom
Perform a video streaming test
Provide Video training
Committee Management allows staff to easily add and edit committees, members, positions, and
terms. The public portal allows for automated application and appointment management through
internal workflows built within the PrimeGov system. In one succinct view, a user can take care
of all committee tasks efficiently and effectively. Committee Management makes it easy to create
initial and subsequent terms quickly, and even split terms if a seat becomes vacant mid-term. Also
included are vacancy reports, expiring seats reports, and expiring training reports.
Customer agrees to:
Complete On-Boarding Assessment including:
o Documentation of Committees, Active Positions and Members
o Documentation of Current Terms (Start Date/End Date), Nominating and
Appointing Entities
o Documentation of Training Types
o Documentation of Application Management workflow process:
Position Application Form to initiate a submission
Workflow Steps
Identification of Review Users & Groups
Notification Emails
Complete User Acceptance Testing
Review and Sign off Committee Management configuration
Complete Committee Management training
PrimeGov agrees to:
Review and Configure Committees that are provided as part of the on-boarding assessment
including:
o Boards and Commissions, Active Positions, and Active Members
o Current Terms, Nominating and Appointing Entities
Configure a Committee Management public portal to allow for public display of committee
information and acceptance of applications for advertised positions
Review and discuss modifications required to accommodate PrimeGov best practices,
existing functionality, and consistency of the proposed Committee Management.
Perform a Gap Analysis to review functionality and identify potential feature requests and
enhancements that can be evaluated for inclusion in a future release.
Configure up to one (1) Position Application Form for vacant position applications.
Configure up to one (1) Application Workflow to support the stages of the application
lifecycle.
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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Complete end to end Committee Management testing.
Provide Committee Management training.
Global Software and Services Offerings
PrimeGov Public Portal can be integrated directly within the Customer’s website providing a
seamless look and feel. Constituents can search for and view meeting materials, and video. The
portal also provides the ability for citizens to search the voting history of elected officials. This
includes the meeting history, voting records, speakers, and video specific to the item. An internal
portal can also be used if the Customer would like to publish meeting documentation internally
before it being made available to the public.
Customer agrees to:
Provide technical resources required for integration on the Customer website and is
responsible for end-user support of website.
PrimeGov agrees to:
Review and configure Public Portal
PrimeGov Historical Import (Conversion) PrimeGov will import historical data utilization of a
utility that has been specifically developed for the conversion process.
Customer agrees to:
Complete On-Boarding Assessment including:
o Identification of Content
o Identification of the location of data and supporting files
Provide access to data and supporting files for import
Provide media files in MP4 video format
Provide a clear and understandable naming convention to identify files and their location
Customer Acceptance Testing
Review and sign off on Historical Import results
PrimeGov agrees to:
Import of up to fourteen (14) years’ worth of historic documents for meeting types identified
as part of PrimeGov Agenda Automation implementation, including:
o Agendas
o Minutes
o Packets
Import of MP4 videos with indexing/timestamps on Customer-provided YouTube account.
Provide a Conversion report outlining successful import counts and identification of failed
record imports.
Complete one import and one delta import of data after initial import.
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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PrimeGov Administration allows users and administrators access to the PrimeGov platform from
any location with access to an internet connection. All system settings and security are managed
and administered from the PrimeGov administrative platform.
Customer agrees to:
Complete On-Boarding Assessment including:
o Identities/Users
o Roles
o Departments
o Department Heads
o Security and Permissions
o Email Settings
Customer Acceptance Testing
Complete PrimeGov Administrator Training
Review and sign off on Administration
PrimeGov agrees to:
Deploy a Cloud Production Environment instance including:
o Software Suite outlined above
o Identities/User
o Email Address
o First Name
o Last Name
o Department
o Title
o Roles
o Administrator
o General Customer Staff
o Committee
o Members
o Departments
o Department Heads
o Security and Permissions
o Email Settings
Provide PrimeGov Administrator Training
PrimeGov Reporting The PrimeGov reporting engine allows users to configure reports on any
data stored in the system. Users can create “views” using system tools then use those views to
create their own report. Standard reports are also provided and include:
Committee Member Reports
Committee Vacancy Reports
Vote Records
Attendance Records
Audit Reports (login, adds, deletes, etc.)
Usage Reports (Items Submitted, Items Approved, Review Time)
All reports can be exported to PDF, CSV, and Excel file formats. Users can filter and re-run
standard reports or save them.
PrimeGov API The PrimeGov Legislative Management Suite is driven by Restful Web Services.
This allows virtually anyone (other software vendors, open data developers) the Customer allows
to consume the data available in the system. Access is controlled by the Customer and the available
“datasets” are published by the Customer, just like publishing an agenda.
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General Project Requirements
The following are the general project requirements based upon the processes described above for
this PrimeGov implementation.
Customer agrees to:
Commit a Project lead and relevant Subject Matter Experts, as needed for successful project
delivery.
Lead development or procedural discussions, produce Customer specific end-user training
documentation, and conduct end-user training sessions, as needed.
Provide technical resources required for video streaming
Provide technical resources required for add-in installation on customer workstations and is
responsible for end-user support.
Complete Training assigned
Complete User Acceptance Testing
Provide feedback and sign off all phases of the project
Ensure local infrastructure complies with published minimum requirements.
Provide resources required to use remote sharing software for meetings such as
GoToMeeting or Microsoft Teams
PrimeGov agrees to:
Commit a project lead and other subject matter experts, as needed for successful project
delivery
Implementation tasks are estimates until the completion of the Gap analysis. After
completion of the Gap analysis, PrimeGov and Customer will review the Implementation
project requirements, including but not limited to Future State process designs, work effort
estimates, timelines, and software, and execute a Change Order Authorization as appropriate.
Testing and Deployment of Software Upgrades and Patches
Review and Demonstration of the entire solution in PrimeGov as a refresher of system
features and including the approval process.
PrimeGov will perform a gap analysis with Customer at each step to clarify and confirm the
agenda management processes and PrimeGov best practices and functionality. If the customer
requests changes to the standard offering those requests will likely impact the work effort
estimated within this SOW resulting in further analysis and discussions, and possibly a Change
Order and/or additional software development.
PrimeGov will be responsible for the following project management tasks:
Project Tracking
Weekly Status Calls
Regular remote share working sessions
Issue resolution portal for tracking of issues identified as issues, defects, feature requests, and
bugs.
Review and configuration of user and role permissions within the PrimeGov Solution
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PrimeGov will perform testing of the software functionality and provide support during
customer user acceptance testing before production.
Training will be provided to those individuals identified as testers for successful User
Acceptance Testing
Change Orders
This SOW is intended to communicate all deliverables that relate to this project, and no other
deliverables are assumed outside of this SOW. Customer requirements and the Project Scope are
based on the information provided at this time. Although PrimeGov makes every attempt to
provide accurate estimates, estimates may change as further details of the solution are identified,
and the final Solution Blueprint is developed. If additional products and/or services beyond those
outlined in this SOW are required, a “Change Order Authorization” will be generated outlining
the details, as well as time and cost estimates, of the modifications to this SOW. A Change Order
Authorization must be executed by an authorized representative of PrimeGov and Customer for
the changes to be incorporated into the SOW.
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
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OTHER TERMS OF THE CONTRACT: The Parties agree that all other terms, conditions and obligations
of the Agreement remain in effect throughout the term of the Agreement except for those provisions of
the Agreement that are directly contradicted by this Amendment, in which event the terms of this
Amendment shall control.
BINDING EFFECT: The covenants and conditions contained in this Amendment shall apply to and bind
the parties and the heirs, legal representatives, successors and permitted assigns of the Parties.
ROCK SOLID TECHNOLOGY, INC.: CITY OF GILROY
Tom Spengler
Chief Executive Officer
Jimmy Forbis, City Administrator
(Date) (Date)
Approved as to Form: ATTEST:
Andy Faber, City Attorney Thai Nam Pham, City Clerk
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
3/16/2022 3/17/2022
City of Gilroy
Agreement/Contract Tracking
Today’s Date:
March 16, 2022 Your Name: Thai Nam Pham
Contract
Type:
Services over $5k - Contractor -
NO ENG OR DESIGN
Phone Number: 408 846-0204
Contract Effective Date:
(Date contract goes into effect)
3/11/2022
Contract Expiration Date: 3/11/2023
Contractor / Consultant Name:
(if an individual’s name, format as
last name, first name)
CitySourced, Inc., a wholly owned subsidiary of Rock Solid Technology,
Inc.
Contract Subject:
(no more than 100 characters)
Agenda Management, Automation, & Committee Manager Solution
Contract Amount:
(Total Amount of contract. If no
amount, leave blank)
$49,896
By submitting this form, I confirm
this information is complete:
Date of Contract
Contractor/Consultant name and complete address
Terms of the agreement (start date, completion date or “until
project completion”, cap of compensation to be paid)
Scope of Services, Terms of Payment, Milestone Schedule and
exhibit(s) attached
Taxpayer ID or Social Security # and Contractors License # if
applicable
Contractor/Consultant signer’s name and title
City Administrator or Department Head Name, City Clerk
(Attest), City Attorney (Approved as to Form)
Routing Steps for Electronic Signature
Risk Manager
City Attorney Approval As to Form
City Administrator or Department Head
City Clerk Attestation
DocuSign Envelope ID: 6B80B4C7-1A08-44F5-809C-07B74CF4A17C
Thai Pham, City Clerk
City of Gilroy
Sent Via Email
Re: 2nd Amendment Agreement with CitySourced, Inc. a RockSolid Subsidiary
Dear Mr. Pham,
Thank you for bringing to my attention that there is a clerical error to the Second
Amendment Agreement between City of Gilroy and CitySourced, Inc., a RockSolid
subsidiary which states the following:
This first sentence should have read as “This Amendment (this “Second Amendment”)…”
We concur that this was a clerical error and that no formal action is needed from our end.
Thank you for being a valuable customer.
Regards,
Josh Hurni
Sales Director
RockSolid, Inc