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Home My WebLink AboutResolution - 2006-R0563 - Contract - Multiple Options Inc. - Animal Shelter Management Software - 11/21/2006Resolution No. 2006-RO563 November 21, 2006 Item No. 5.18 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Mayor of the City of Lubbock to execute a Contract by and between the City of Lubbock and Multiple Options, Inc., for Animal Shelter Management Software, which Contract and any associated documents, are attached hereto and made a part of this Resolution for all intents and purposes. Passed by the City Council this 21stday of November , 2006. -` DAVID A. ALLER, MAYOR ATTEST: Rebecca Garza, City Secreta APPROVED AS TO CONTENT: MarYearw , Ass tant City Manager/Chief Information Officer APPROVED AS TO FORM: andiver, Attorney of DDres/Multiops06ConRes November 16, 2006 CONTRACTFOR Animal Services Software System STATE OF TEXAS COUNTY OF LUBBOCK Resolution No. 2006-RO563 This Agreement entered into this day of { J r Y"66C , 2006, by and between the CITY of Lubbock ("City"), and Multiple Options, Inc. ("Contractor"). WHEREAS, Contractor has the materials, experience and skill required to perform the services set forth herein; NOW THEREFORE, it is agreed between the parties that: SCOPE OF WORK. A. Contractor agrees to perform services described in "ATTACHMENT A" and "ATTACHMENT B" (Software Support and Maintenance), which are attached hereto and incorporated herein as if fully set forth. B. City Responsibilities. City agrees to pay said amounts stated in "ATTACHMENT A" and "ATTACHMENT B," to Contractor for the project cost of performing services as described in "ATTACHMENT A" and "ATTACHMENT B." C. Contractor agrees not to exceed $3,600 for initial on site implementation and training unless mutually agreed upon by both parties hereto. Il. TIME OF PERFORMANCE Contractor will begin work promptly after this agreement is signed and complete the project within 21 days, unless otherwise agreed between the parties. III. GENERAL CONDITIONS Contractor may enter upon City owned property in the vicinity of 102 Municipal Dr. and the Animal Services Center, herein called the "Property" and being depicted on Exhibit "A", attached hereto, as directed by City at the time or times and for the durations so specified. Any other occupation or use of the City owned lands, or any other non-public lands of the City, by Contractor is expressly prohibited. 2. Contractor shall comply with all rules, laws, statutes and regulations governing or affecting any activity contemplated by this Agreement (the "Applicable Law"). 3. Unless terminated sooner by City, this Agreement shall be effective from the date of execution hereof by City and expire at the specified time of training. In the event that Multiple Options, Inc is incapacitated or otherwise prevented from being a member of Contractor's crew, or the City deems it necessary or advisable, in its sole discretion, the City may terminate the Agreement immediately by written or verbal notice to Contractor, or either of term, without any further obligation. In the event this Agreement is so terminated by City, the compensation payable herein shall be prorated. Upon expiration of this Agreement, all rights granted to Contractor herein shall immediately cease and terminate. 4. In the event Contractor or any member of his/her crew, shall breach or fail to comply with any term or provision of this Agreement, City may exercise any and all actions against Contractor and seep any remedies available to it by law, contract, equity, or otherwise. S. HOLD HARMLESS. CONTRACTOR, BY EXECUTION HEREOF, RELEASES CITY, ITS ELECTED OFFICIALS, OFFICERS, AGENTS, EMPLOYEES AND/OR INDEPENDENT CONTRACTORS (HEREIN COLLECTIVELY CALLED THE "CITY"), FROM AND AGAINST ANY AND ALL LOSS, LIABILITY, COST OR DAMAGE, OF ANY KIND OR NATURE, INCLUDING WITHOUT LIMITATION, ANY AND ALL LOSS, LIABILITY, COST OR DAMAGE CAUSED, IN WHOLE OR IN PART, BY THE NEGLIGENCE, OF ANY KIND, TYPE OR DEGREE, OF CITY,INCURRED, SUSTAINED, RELATED TO, OR AS A RESULT OF ANY OF THE ACTIVITIES CONTEMPLATED BY THIS AGREEMENT AND/OR THE CONTRACTORS' OCCUPATION OF THE PROPERTY. CONTRACTOR REPRESENTS AND WARRANTS THAT THEY ARE NOT COVERED BY AND/OR HAVE NOT PROCURED ANY WORKER'S COMPENSATION INSURANCE COVERING ANY ASPECT OF THE ACTIVITIES CONTEMPLATED BY THIS AGREEMENT AND/OR THEIR OCCUPATION OF THE PROPERTY AND/OR OTHER LANDS OWNED BY THE CITY. 6. Governing Law. This Agreement shall for all purposes be construed and enforced under and in accordance with the laws of the State of Texas 7. Amendments. City or Contractor may amend this Agreement at any time provided that such amendments make specific reference to this Agreement and are only effective when executed in writing and signed by both parties. 8. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to the subject matter. IN WITNESS HEREOF, the parties have executed this Agreement as of this list day of November ,2006 CITY OF LUBBOCK: David A. Miller, Mayor ATTEST: Rebecca Garza, City Secret Mart-Yelrwo6b, Chief thformation Officer APPROVED AS TO FORM: mey DdconfGeneral Agreement for Maltiops November 10, 2006 MULTIPLE OPTIONS, INC.: Ctirmw�� .ire—�� Ken Hudson, President Address: Multiple Options, Inc. PO Box 9507 Providence, RI 02940-9507 "ATTACHMENT A" Lubbock Animal Services 102 Municipal Drive Lubbock, TX 79403 Resolution No. 2006-RO563 LETTER OF AGREEMENT Multiple Options, Inc, is pleased to quote as follows on a Shelter Management software solution for your department. Shelter Management System Software Animal Shelter Management System - SQL Server Version $10,500.00 Dispatching $3,500.00 Kennel Management $2,000.00 Euthanasia Review $2,000.00 Animal Licensing System $2,500.00 Advanced Mapping $2,500.00 Trap Management $995.00 Image Acquisition System $595.00 Permitting Module $500.00 Subtotal $25,090.00 Services Subscription Service (I yr. Upgrades/Std. Telephone Support) $3,763.50 Customization (Programming) 20 hours * $75.00/Hr. $1,500.00 PetFinder Support $995.00 Web Site Integration - Lost and Adoptable $4,000.00 Subtotal $10,258.50 Implementation and Training Rates for implementation are $800 per day, per engineer, plus any associated expenses, e.g. flights and ground transportation, lodging, and meals, etc. We anticipate one 3 -day visit for this project. Visit - Site Survey/Implementation (3 day) Subtotal Visit Break -down (3 day) $3,600.00 53,600.00 I Engineer - Quantity 3 days @ $800.00 each $2,400.00 Flight and ground transportation (estimate) $700.00 Lodging/Meals (estimate) $500.00 $3,600.00 SUMMARY Shelter Management System Software $25,090.00 Services $10,258.50 Implementation and Training 53,600.00 TOTAL $38,948.50 Explicit Exceptions This agreement does not include the following: a user manual, online or any other help documentation, any hardware, cameras, etc., or any commercial software, such as Microsoft Windows, Microsoft Office, Microsoft SQL Server, or Microsoft MapPoint, etc. Fee and Delivery Schedules We will schedule your project immediately upon receipt of a purchase order. Payment terms are as follows: Each visit will be invoiced upon completion and will be due at that time. The fee for the shelter management software will be invoiced upon delivery. Licensing and Ownership Multiple Options, Inc. will retain all proprietary rights, title, and ownership of the herein -described software. Lubbock Animal Services will receive a standard end-user license agreement for 1 site license (unlimited users) for the shelter management software. Kenneth J. Hudson President Resolution No. 2006--80563 "ATTACHMENT B" SOFTWARE SUPPORT AND MAINTENANCE FOR Animal Services Software System The City will acquire, and Contractor will provide, the software support and maintenance products and services described in Attachment A, under Services, Subscription Service for the prices shown therein. Payment Terms for Technical Support and Maintenance. 1. City will pay annually for Technical Support and Maintenance in advance and is due in entirety on every anniversary of the support start date. 2. The first year cost of Technical Support and Maintenance is stated in Attachment A. 3. Excluding increases due to technical support and maintenance of additional software from one contractual year to the next, annual Technical Support and Maintenance cost may not exceed five (5) percent of the Technical Support and Maintenance fees payable for the year just ending upon that Support Renewal Date. Assignment of Priority for Support issues. Call Priority Description City -Expected Completion Tar et 1 — System Down Functional issues that result in the Within 12 hours City's inability to fulfill critical business functions 2 — Urgent Serious issues significantly Within 24 hours impacting, but not prohibiting the use of core functions (name core functions here) 3 —Normal All other issues not covered in Within 36 hours one and two above 4 — Low Issues that are non -sensitive or None can be handled by contractor initiative outside the scope of this Agreement City of Lubbock InterOffice Memo To: Lee Ann Dumbauld, City Manager From: Tommy Camden, Health Director Date: November 7, 2006 Subject: Agenda Item for November 21, 2006 City Council Meeting, Consent Agenda CITY OF LUBBOCK AGENDA ITEM SUMMARY ITEM #1 SUMMARY: Consider a resolution authorizing and directing the Mayor to execute a contract by and between the City of Lubbock and Multiple Option, Inc., of Providence, Rhode Tsland, for Animal Shelter Management Software, and any associated documents. BACKGROUND/DISCUSSION: Grant dollars from the Metropolitan Medical Response System (MMRS) disaster management contract has been identified to update Iaptop computers and software for Lubbock Animal Services (LAS). This funding enables the City to modernize animal services' software in order to enhance field and animal shelter operations. The current software, Petwhere, was donated to the City. The Information Technology staff has managed to keep the system operational, but technical support has not existed for many years from the source of the software. Animal Services does not recommend converting the existing database, but would like it to remain operational as a stand alone unit for historical information for a few years. In March, Animal Services created a software user workgroup to help identify current and future software needs for Lubbock Animal Services (LAS). The recommendations of that committee were used to issue a request for Proposal (RFP # 06 -052 -RW). The City of Lubbock received 6 responses to the RFP that the Animal Services Software User Group reviewed. They were: Citizen Centric Solutions Ft. Worth, Texas 761161 Shelter Buddy Australia www.shelterbuddy.com Multiple Options, Inc. Providence, RI. 02940-9507 Honolulu, HI. 96823 -3 5 18 www.multiop.com Island Business Group Center Moriches, NY 11934 www.islandbusinessp-roup.com infoa,islandbusinesseroun.com HLP, Inc. Chameleon Software Products Huntington Beach, CA 92649 www.petharbor.com sales ct,chameleonbeach.com Visibility Corporation Wilmington, MA. 01887 http://services.visibility.com A weighted evaluation rating was developed by the user group and applied to the six respondents (see attached Evaluation Score sheet). A demonstration of Multi Options Inc. was arranged after the initial scoring, The User Group agreed that Multi Options satisfied the criteria and requirements of LAS. Staff recommends awarding this contract to Multi Options Inc. at $38,948.50. FISCAL IMPACT: There will be yearly maintenance costs of approximately $3,688.50 per year beginning in FY 2007-08. SUMMARYIRECOMMENDATION: Tommy Camden, Assistant City Manager of Community Services Fred Sanderson, Animal Services Manager Staff recommends approval. City of Lubbock Animal Services RFP# 06 -052 -RW Vendor Bid Evaluation CONSOLIDATED SCORECARD Citizen Centric Shelterm mnt Multiple Options Island Bus. Grouni HLP Inc Visibility Barry 41 55 68 64 64 38 Fred 10 64 90 64 80 10 Laura 8 55 77 62 65 11 Jim 38 58 86 72 85 41 Gail 15 47 83 49 72 10 Gary 22 66 93 64 78 32 Shaun 43 45 90 72 92 46 Total Points 177 390 587 447 536 188 Ranking 6 4 1 3 2 5