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HomeMy WebLinkAbout508289 SQUAREI TECHNOLOGIES INC - CONTRACT - RFP - 8167 VOLUNTEER MANAGEMENT APPLICATIONServices Agreement 8167 Volunteer Management Application Page 1 of 18 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and SQUAREI TECHNOLOGIES INC., a Colorado Corporation, hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the Scope of Services attached hereto as Exhibit "A", consisting of nine (9) pages and incorporated herein by this reference. 2. Contract Period. This Agreement shall commence upon signing and shall continue in full force and effect until December 31, 2016, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 3. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 4. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: SquareI Technologies Inc. Attn: Kent Bejcek 1315 Oakridge Dr. Fort Collins, CO 80525 City of Fort Collins Attn: Charlotte Boney PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 2 of 18 5. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, one hundred thousand dollars ($100,000.00) for the one-time Implementation Fee and thirty thousand dollars ($30,000) for the Annual Maintenance Fee, as per the attached Exhibit "B"- Cost Summary, consisting of one (1) page, and incorporated herein by this reference. The one- time Implementation Fee shall be paid in accordance with the milestone payment schedule in Exhibit B. The initial Annual Maintenance Fee is due upon successful completion of software implementation and product release. All license and subscription fees are included in the thirty thousand dollar ($30,000) Annual Maintenance Fee. The Annual Maintenance Fee is to remain firm for five (5) years. The Service Provider shall submit an invoice for all payments due and the City shall pay all such undisputed invoices Net 30 days from the date of the invoice. 6. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 7. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 8. Subcontractors. Service Provider may not subcontract any of the Work set forth in Exhibit A, Scope of Services, without the prior written consent of the City, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 9. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 3 of 18 Agreement. 11. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 12. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 13. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 14. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 15. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 4 of 18 connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit “C”, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 16. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 17. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 5 of 18 d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "D" - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 6 of 18 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney SQUAREI TECHNOLOGIES INC. By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E 12/4/2015 CEO & President Kent Bejcek 12/11/2015 Services Agreement 8167 Volunteer Management Application Page 7 of 18 EXHIBIT A SCOPE OF SERVICES I. INTRODUCTION The City of Fort Collins (City) is partnering with the Service Provider to develop and maintain a cloud-based volunteer management application for the City’s Volunteer Services Program. The Volunteer Services Program of the City of Fort Collins was created in 2015. However, citizens have been volunteering for decades. Volunteer Services is an overarching citizen involvement program that improves the engagement of citizens as volunteers across the City. We believe that our community is healthier, stronger, and more impactful because of the time volunteers generously contribute. Vision Creatively engaging volunteers in their unique talents. Mission Promote volunteer involvement to improve services and create community. II. PROGRAM DESCRIPTION AND OVERVIEW The Volunteer Services Program is housed in the City’s Human Resources Department. Over 9,000 volunteers donated approximately 130,000 hours in 2014; equivalent in time to over fifty- five (55) Full Time Employees (FTE). We anticipate the program will continue to grow. The following Departments/Divisions/Programs anticipate utilizing the volunteer management application. This list is subject to change at the City’s sole discretion.  Recreation- Adaptive Recreation Opportunities, The Farm, Northside Aztlan Center, Senior Center, Sports  Streets- Adopt-a-Street, Graffiti Abatement  City Clerk’s Office- Boards and Commissions  FC Bikes- Bicycle Ambassadors, Bicycle and Pedestrian Counts, One-Day Events  FC Moves- Safe Routes to School, One-Day Events  Cultural Services- Lincoln Center  Neighborhood Services- Restorative Justice  Sustainability Services- Healthy Homes Program  Parks Department  Police- Police Explorers, Victim Advocates  Utilities- Unpaid Interns, One-Day Groups  Human Resources- Office Volunteers, Wellness Interns  Potential volunteers engaged outside of these listed areas. In addition, unpaid interns and one-day event volunteers are being utilized across the City. These Departments/Divisions/Programs may be engaging several types of volunteers in their work. Most of these listed programs need a unique landing page for their volunteer management application. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 8 of 18 Programs employ their own Volunteer Managers, who also have various other job duties. Almost every program has a different way of recruiting, recognizing, and retaining volunteers. Volunteers are categorized in the following way: 1. Long-term Volunteers: Long-term Volunteers commit to regularly contributing time to the City of Fort Collins for a period of at least one (1) year. Examples include:  Boards and Commission members that serve a term length  Education Docents lead tours at the Gardens on Spring Creek  Victim Services Volunteers for the Police Department- average length of volunteer service is 10 years 2. Short-term Volunteers: Short-term Volunteers commit to contributing time to the City of Fort Collins for less than a year, but more than one (1) day. Examples include:  Youth Sports Coaches for our Sports Division (part of the Recreation Department)  Unpaid Interns receiving college credit from a local university  Adopt-a-Street Volunteers that volunteer with a club, business, and/or other group picking up litter on the same one-mile section of road at least three (3) times a year 3. One-day Volunteers: One-day volunteers commit to contributing time to the City for a limited duration. They can volunteer for an event, service project, or other limited- duration activity. They cannot volunteer in a position of trust with vulnerable populations. The City collects minimal personal information for these volunteers. Examples of their duties include, but not limited to:  Trail building  Gardening projects  Event staffing Approximately 60% of City Volunteers are long-term or short-term, and 40% participate in one- day opportunities. III. VOLUNTEER MANAGEMENT APPLICATION FEATURES The following matrix outlines the anticipated application features that will be included in the delivered product. Any changes to the application features will be mutually agreed upon by both parties. APPLICATION FEATURE REQUIRED PRIORITY COMPLY Y/N? Additional Information User Interface and Technology Completely web-based, Cloud-based x Y Supports all modern browsers; Responsive web design x Y Mobile device compatible x Y Does not require software or plug-ins on local PC x Y Hosting provided with server monitoring x Y Vendor will backup data; if data loss occurs 24 hour maximum data recovery x Y Encrypted passwords x Y DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 9 of 18 Vendor will provide documentation on their security governance program and their standards for security x Y The vendor will provide notification of a breach not only if data has been breached, but also if the vendor is in a shared tenancy arrangement notification should be made in the event of a breach of any shared tenant’s data x Y The vendor will provide information on the physical location of the application's data x Y The vendor will allow for audits, data requests, and routine compliance checks x Y User and administrator functionality is intuitive and easy to use x Y System must contain dropdown lists, text boxes, check boxes, online signatures x Y The software must be branded for the City of Fort Collins and each respective department/division/program on volunteer public portal and separate unique landing pages x T* Add branding at the department/division/program level. Integrates with Verified Volunteers background check system x T Will integrate with this system. Drop down lists start filtering when typing begins Medium Y Integration with software Cornerstone on Demand for e- trainings and internal job postings Medium Y Upon request. Integration with JD Edwards Oracle to track employee- volunteers Low Y Upon request. System Administration Ability to pull e-signed waiver, acknowledged policies and export at any time, uses e-signature instead of check box to acknowledge x Y Database accommodates 10,000+ volunteers (users), with 60% of those being regular users, contributing 150,000+ hours annually, 90+ Volunteer Managers (administrators), with 1-2 Citywide Program Managers (super users) that can view all data; user counts are estimates and do not constitute a commitment by the City to purchase specific number of licenses x Y Data is configurable so the system can handle the addition of new fields of information by system administrators at any time x N Volunteer/Coordinator/Program/Division/Department/City- wide relationship configuration x T Will add functionality in order to meet this requirement. Unlimited custom locations/sites of volunteer service x Y Assign Administrator for each Department and Contact for Volunteer Type x T Will add functionality in order to meet this requirement. Classify Volunteer Roles one of three ways- long-term, short-term, one-day x T Will add functionality in order to meet this requirement. Services Agreement 8167 Volunteer Management Application Page 10 of 18 Assign volunteer opportunity to a defined job type category unique to each department/division x T Will add functionality in order to meet the department level requirement. Dashboard customizable by administrator for immediate access to features most useful and relevant for them Low N Volunteer Application/ Profile General Volunteer application and waiver with addendums of custom fields specific to the volunteer jobs the volunteer is applying for; custom fields can be changed at any time x P** Application currently allows for content and drop down list adjustments as it relates to the Volunteer Application. Adding additional custom fields can be added but would need to be accomplished through our standard support and maintenance agreement. Volunteer application to include skills and interests check boxes x Y Ability to set optional fields on the application (birth year, demographics) x P Application currently has two different types of volunteer applications. A basic and extended that requires additional work history, references, and background check information. User can update contact details and profile information x Y Ability to change volunteer's status in recruitment process- with unique requirements depending on opportunity; i.e. orientation completed, background check passed x Y Route applications/notifications to volunteer's supervisor; applications and profiles not linked to a pre-set opportunity default to database-super user as supervisor x T Will add functionality in order to meet this requirement. Log hours and generate hours report, schedule, etc. x T Will add functionality in order to allow reports to pull by department. Area to add notes and attach documents to volunteer profile x T Will add functionality in order to meet this requirement. Prompts e-sign when changes occur to policies x T Will add functionality in order to meet this requirement. Volunteer application includes an upload link for a resume or other documents x T Will add functionality in order to meet this requirement. "Forgot password" and "forgot username" option on sign-in page x Y Ability to apply online for unlisted opportunities- or generic Services Agreement 8167 Volunteer Management Application Page 11 of 18 Tracks background checks, motor vehicle records, other volunteer requirements, sends auto reminders to volunteer and supervisor x Y Volunteer profile can be linked to a volunteer group High T Will add functionality in order to meet this requirement. Ability to upload photo to volunteer profile High Y Authenticate user (volunteer) ID by using social media integration Medium T Will add functionality in order to meet this requirement. Document Library Medium T Will add functionality in order to meet this requirement. Volunteers can set Preferred Department/Program, they will still have assignments from other departments Medium T Will add functionality in order to meet this requirement. Communications Email individuals and groups directly from the software x Y Email volunteers based on customizable set of fields x Y Saved email templates x T Will add functionality in order to meet this requirement. Supports links, attachments, customizable text in emails x Y Communications Log with date and time stamp- saves user and administrator emails x T Will add functionality in order to meet this requirement. Automatic email reminders to volunteers x Y Surveys sent after shift completed or other trigger events x Y Volunteer coordinators are alerted for birthdays, anniversaries, when volunteers reach service award level x T Will add anniversary alerts. Email integrates with Microsoft Outlook email system x Y Text message reminders High N Could add this as a future enhancement. System sends notifications to solicit their assistance for event, date, area, and customizable text based on administrator-defined criteria High N Could add this as a future enhancement. Invitations with RSVP status to appreciation events, trainings, other functions High Y Mail merge for printed mailing labels Medium Y Integration with social media Medium N Forum feature for specific sub-sets of volunteers Medium Y Scheduling Calendar view of open and upcoming volunteer opportunities available online and to the public x Y List volunteer opportunities in system and posts on website, both on Citywide volunteer page and department specific pages x T Can add functionality in order to meet this requirement. Sign up to apply for specific roles or shifts x Y Auto record volunteer hours based on schedules x Y Services Agreement 8167 Volunteer Management Application Page 12 of 18 Prequalified volunteers can self-schedule according to pre- set rules set by administrator x Y Volunteers can self-schedule for groups in which they have an active membership. City staff will determine if training has been completed to make their group membership active. Ad-hoc hours can be entered that were not scheduled through database x Y Group scheduling x T Will add functionality in order to meet this requirement. Ongoing slots can use patterns i.e. Weekdays, 9-12 and 12- 3 x T Will add functionality in order to meet this requirement. Shifts setup for a predefined maximum number of volunteers x Y Export schedules/rosters as PDF, Word or Excel x Y Volunteers with expired certifications/backgrounds screening disabled from self-scheduling Medium N View all volunteers who are currently available to volunteer for a shift Medium T Will add functionality in order to meet this requirement. Name tag printing for one-day events Medium Y Volunteer shift leaders scheduling without full admin rights Medium N Easy to post, archive and reactivate opportunities, has waiting list for one-day volunteers if opportunities are full Medium Y Calendar that displays current schedules, open slots, and placed volunteers Medium P Application has a calendar that displays schedules of activities and open slots. The dashboard also displays activities that have unfilled assignments. Download shifts to online calendar Medium N Scheduling conflicts are displayed Low N Arrange for substitutes Low N See who else is scheduled on a shift (option) Low N Tracking and Reporting View, export, and print volunteer hours and numbers by multiple criteria x Y Report by type by filtering programs, divisions, departments, or City-wide x T Will add functionality in order to meet this requirement. Filter reporting by multiple criteria, including volunteer profile data x Y Surveys/Feedback Log/Incidents Report/Questionnaires associated with volunteer shifts x Y Volunteers can log hours through their volunteer portal, even if not associated with scheduled opportunity x Y DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 13 of 18 Data/Reports exported to CSV/XLS/TXT/PDF formats x Y Master level administrator can pull data from all departments x T Application administrators can pull data from the entire system. We will add functionality in order to allow administrators to pull by department and restrict other users from individual departments. Ad-hoc queries on all data x Y There is no built in capability to access the cloud infrastructure. Reports allow for a great deal of parameter flexibility. Ad-hoc query reports will be provided under our standard Support and Maintenance Agreement. Set awards and goals levels, ability to enter retirement, recognition, milestones, and other dates for volunteer x T Will add functionality in order to meet this requirement. Ability for administrator to approve hours by checking a box or other similar feature and if hours/days are the same each week and the option to enter a different time High P Hours can be reviewed and adjusted by administrators. Track continuing education hours/training hours separately from volunteer hours High N Smartphone/tablet hours reporting Medium Y Ability to assign a dollar value amount to each category and make system-wide change Medium N Time Clock Low N Support/ Implementation/ Legacy All data is owned by the City of Fort Collins, including at termination of agreement for any reason x Y System must allow customizations and configurations of the system to be preserved during future updates and enhancements to the system x Y Upon discontinuation of the system, the vendor must provide all City of Fort Collins data in a non-proprietary format and provide all related database documentation at no additional cost x Y Vendor must migrate historical data for approximately 2,000 volunteers from Excel, Volgistics, Volunteer Works including: Name and profile information; Certification Dates; Expiration Dates; Volunteer Coordinator contact; volunteer program affiliation; Service Hours; Service Awards x Y Data conversion is $125/hour Vendor must provide a formal implementation plan and project schedule x Y Vendor must provide a project manager to be main contact throughout process x Y DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 14 of 18 Multi-channel support should include both email and telephone support. Unlimited telephone and email support should be available during normal business hours M-F, 8 a.m.-5 p.m. MT. Ongoing training as well as training in regards to upgrades should include documentation/user guides, on-demand training videos (YouTube, Vimeo or other web accessible format), and webinars x Y Initial On-site Training and configuration must be provided, including configuration for each department/division, user manuals for administrators, any configurations and set up master values and tables x Y Historical hours are archived even if volunteer is deleted; all data must be maintained for historical purposes x Y The vendor shall coordinate with the City with a minimum of two weeks advance notice of any major upgrades to the system, such as a version release x Y Vendor shall provide maintenance (enhancements, updates, upgrades, corrections, system configuration, later versions of the licensed product) for the service platform including hardware maintenance, patches, software upgrades, and bug fixes for the term of the contract at no additional cost Medium P Email ticketing and phone support for volunteer users Medium N Optional Registration System Public profile for participants only requires name, address, email address, phone number and registration history OPTIONAL Y Includes this option in the base offering. Registration System for members of public attending volunteer-led programs, with capability for volunteers leading programs to directly communicate with participants within the system OPTIONAL Y Includes this option in the base offering. * T= To Be Added. Application Feature not incorporated in current model but shall be added and is included in the Implementation Fee. ** P= Partial Compliance. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 15 of 18 IV. TIMELINE AND IMPLEMENTATION The anticipated timeline is based on the currently defined Scope of Services. Deliverable Projected Timeline (weeks) Project Kickoff Meeting 1 Systems Analysis, Specification Refinement 2 Conceptual Review 1 Development Phase 1 4 Development Phase 2 4 Development Phase 3 4 Development Phase 4 4 Alpha Release 1 2 Development Phase 5 2 Alpha Release 2 2 Testing and Refinements 2 Beta Release 2 Training 1 Testing Refinements 4 Production Release Weeks from January 5, 2016: 35 DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 16 of 18 EXHIBIT B COST SUMMARY Implementation* (one-time Fee): $100,000 The Implementation Fee shall be paid in accordance with the following project milestones: 1. 1/3 ($33,333.00) upon execution of the Agreement 2. 1/3 ($33,333.00) upon successful completion of Alpha Release 1 3. 1/3 ($33,334.00) upon successful completion of software implementation and product release Data Migration: $125/hour Data Migration to be performed on an hourly basis and requires the City’s prior written authorization. Annual Maintenance Fee**: $30,000 * Implementation includes System Enhancements as required by the Application Features matrix in the Scope of Service, Training and Documentation. ** The initial Annual Maintenance Fee is due upon successful completion of software implementation and product release. All license and subscription fees are included in the $30,000 Annual Maintenance Fee. The Annual Maintenance Fee shall remain firm at $30,000 for five (5) years. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E Services Agreement 8167 Volunteer Management Application Page 17 of 18 EXHIBIT C INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E New insurance Services Agreement 8167 Volunteer Management Application Page 18 of 18 EXHIBIT D CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E 11/30/2015 Colorado Insurance Advisors, LLC 323 West Drake Road #104 Fort Collins, CO 80526 License #: 351749 Brandon Avery (970)204-0044 (970)282-8848 info@ciadvs.com 00000000-0 5 SQUAREI TECHNOLOGIES, INC. 1315 OAKRIDGE DRIVE STE 100 FORT COLLINS, CO 80525 Hartford Casualty Insurance Company 29424 A X 34SBAPQ8399 12/16/2015 12/16/2016 X X 1,000,000 300,000 10,000 1,000,000 2,000,000 2,000,000 Hartford Casualty Insurance Company 29424 A 34SBAPQ8399 12/16/2015 12/16/2016 X X Hired/Non-Owned 1000000 Hartford Casualty Insurance Company 19682 B 34WECBW9291 12/16/2015 12/16/2016 Y X 100,000 100,000 500,000 Hartford Casualty Insurance Company 29424 A Tech. E&O 34SBAPQ8399 12/16/2014 12/16/2015 Occ/Agg 1,000,000/2,000,000 City of Fort Collins PO Box 580 Fort Collins, CO 80522 FORT COLLINS, CO 80522 (BLA) Printed by BLA on November 30, 2015 at 01:53PM ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXP 12/09/2015 Colorado Insurance Advisors, LLC 323 West Drake Road #104 Fort Collins, CO 80526 License #: 351749 Josh Fyhrie (970)204-0044 (970)282-8848 josh@ciadvs.com 00000000-44703 7 SQUAREI TECHNOLOGIES, INC. 1315 OAKRIDGE DRIVE STE 100 FORT COLLINS, CO 80525 Hartford Casualty Insurance Company 29424 A X Y 34SBAPQ8399 12/16/2015 12/16/2016 X X 1,000,000 300,000 10,000 1,000,000 2,000,000 2,000,000 Hartford Casualty Insurance Company 29424 A Y 34SBAPQ8399 12/16/2015 12/16/2016 X X Hired/Non-Owned 1000000 Hartford Casualty Insurance Company 19682 B 34WECBW9291 12/16/2015 12/16/2016 Y X 100,000 100,000 500,000 Hartford Casualty Insurance Company 29424 A Tech. E&O 34SBAPQ8399 12/16/2014 12/16/2015 Occ/Agg 1,000,000/2,000,000 Certificate holder is listed as an Additional Insured with respect to their interest in the ongoing and completed operations of the named insured under the General Liability and Automobile Liability, as required by written contract. City of Fort Collins PO Box 580 Fort Collins, CO 80522 FORT COLLINS, CO 80522 (JHF) Printed by JHF on December 09, 2015 at 04:19PM ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: $ COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS HIRED AUTOS NON-OWNED PROPERTY DAMAGE $ AUTOS (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD CERTIFICATE OF LIABILITY INSURANCE DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: $ COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS HIRED AUTOS NON-OWNED PROPERTY DAMAGE $ AUTOS (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD CERTIFICATE OF LIABILITY INSURANCE DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E internship or volunteer opportunity- can be sent to volunteer manager x Y DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E DocuSign Envelope ID: C5EDFC8F-6B4B-42FD-9FA1-C6D1082CE14E