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Home My WebLink AboutReg 2021-10-18 Item 5C - Agreement - Parks and Recreation Registration Software 5-Year Extension with PerfectMind for $118,000COUNCIL AGENDA SYNOPSIS k‘)* 41 Initials ITEM No. �1- Meeting Date Prepared by Mayor's review Council review a 10/18/21 JD 5.C. 1908 ITEM INFORMATION STAFF SPONSOR: JOHN DUNN ORIGINAL AGENDA DATE: 10/18/21 AGENDA ITEM TITLE Contract Extension for PerfectMind Recreation Software CATEGORY ❑ Discussion Mtg Date 11 Motion Mtg Date 10/18 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑ Council ❑ Mayor ❑ Admin Svcs ❑ DCD ❑ Finance ❑ Fire 11 P&R ❑ Police ❑ PIF SPONSOR'S Parks & Recreation registration software contract expires 12/30/21. Council is being SUMMARY asked to approve the mayor to sign the contract extension for another 5 years. REVIEWED BY ❑ Trans&Infrastructure Svcs A ❑ LTAC ❑ DATE: 10/4/21 Community Svcs/Safety ❑ Finance & Governance ❑ Planning & Community Dev. Arts Comm. ❑ Parks Comm. ❑ Planning Comm. COMMITTEE CHAIR: DELOSTRINOS JOHNSON RECOMMENDATIONS: SPoNsoR/ADMIN. Parks & Recreation Department COMMITTEE Unanimous Approval; Forward to Regular Meeting COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $118,000 $118,000 $0 Fund Source: RECREATION BUDGET Comments: This is already budgeted into the Parks & Recreation General Budget. Annual fee: $23,600 MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 10/18/21 Informational Memorandum dated 10/4/21 Contract 16-184 Contract Extension Minutes from the 10/4 Community Services & Safety Committee meeting 15 16 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Community Services & Safety FROM: Tracy Gallaway, Parks & Recreation Director BY: John H Dunn III, Acting Recreation Manager CC: Mayor Ekberg DATE: October 4, 2021 SUBJECT: Contract Extension for PerfectMind Recreation Software ISSUE Seeking approval for the Mayor to sign the contract extension for PerfectMind registration software for the Parks & Recreation Department. BACKGROUND Council approved the original 5 -year contract (16-184) on 12/12/16. This contract was for the department registration software that is used for recreation programs, rental reservations, membership sales and point of sale. The original contract will expire on 12/30/21. DISCUSSION The department staff are happy with the vendor and services and would like to continue with the vendor for registration services. This contract extension will continue services for another 5 years and maintain fees at a steady level for that period. FINANCIAL IMPACT The 5 -year impact totals $118,000 spread over 5 annual payments of $23,600. The registration software is already a budgeted expense in the annual budget. No additional funding is being requested for this item. RECOMMENDATION The Council is being asked to authorize the Mayor to sign the contract extension and consider this item for consent agenda at the October 18, 2021, Regular Meeting. ATTACHMENTS Original Contract 16-184 Contract Extension Agreement 17 18 BETWEEN: WHEREAS: CONTRACT EXTENSION AGREEMENT Dated the 21 day of September 2021 PERFECTMIND INC. ("PerfectMind") — and — CITY OF TUKWILA (the "Customer") A. The Customer and PerfectMind entered into an agreement dated December 26, 2016 (the "Original Agreement") for the provision of PerfectMind Software as a Service; B. The parties hereby agree to extend the term of the Original Agreement in accordance with the terms set out herein. NOW THEREFORE, in consideration of the mutual covenants contained in this Extension Agreement and other consideration (the receipt and sufficiency of which are acknowledged), the parties agree as follows: 1. Definitions 1.1. Any capitalized term not expressly defined in this Extension Agreement shall have the meaning ascribed to it in the Original Agreement. 2. Extension The Original Agreement will expire on December 30, 2021 ("Original Term"). Except to the extent otherwise provided in this Extension Agreement, the Original Agreement will be extended on the same terms and conditions for an additional five (5) year period (such period, the "Extended Term" and together with the Original Term, the "Term"), which will begin immediately on the expiry of the Original Term. At the expiration of the Extended Term, the Term will be automatically renewed for successive one year periods (each, an "Additional Term") unless a party provides written notice to the other party of the first party's intention not to renew, at least thirty days before the expiry of the then -current Term. 3. Fees The Platform use fee during the Extended Term will be as set out in the payment schedule attached hereto in Exhibit A, payable by Customer in advance at the beginning of each 12 month period. The Platform use fee payable by Customer during any Additional Term will be the same as the fees for the last year during the prior term unless PerfectMind has given 19 Customer written notice of a pricing change at least 90 days before the end of such prior term, in which case the new fee will be effective upon renewal and thereafter. 4. Conflict The provision of this Extension Agreement shall form part of the Original Agreement. Except to the extent otherwise amended in this Extension Agreement, all other terms and conditions of the Original Agreement shall remain the same, provided that in the event of a conflict between the provisions of this Extension Agreement and those of the balance of the Original Agreement, the terms and provisions of this Extension Agreement shall supersede those provisions of the balance of the Original Agreement with which they conflict. TO WITNESS THEIR AGREEMENT, the parties have duly executed this Extension Agreement as of the date first above written. PERFECTMIND INC. By: By: Name: Name: Title: Title: 20 2 CITY OF TUKWILA EXHIBIT A Extended Term Year Six (December 31, 2021 to December 30, 2022): $23,600 Year Seven (December 31, 2022 to December 30, 2023): $23,600 Year Eight (December 31, 2023 to December 30, 2024): $23,600 Year Nine (December 31, 2024 to December 30, 2025): $23,600 Year Ten (December 31, 2025 to December 30, 2026): $23,600 PerfectMind shall provide 4 hours of Complimentary Implementation Consultant Training and/or required Pro Services work per each Subscription Fee Year. If the City of Tukwila do not use the 4 hours within the fee year the remaining hours shall not roll over into the subsequent fee year. Any additional Training or Pro Services that are required after the 4 hours per individual fee year, shall be subject to the normal rate of $150 per hour. 3 21 22 City of Tukwila City Council Community Services & Safety Committee Meeting Minutes October 4, 2021 - 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Staff Present: Cynthia Delostrinos Johnson, Chair; De'Sean Quinn, Zak Idan David Cline, Jay Wittwer, Eric Lund, Niesha Fort -Brooks, Matt Austin, John Dunn, Kris Kelly, Joel Bush, Ryan Mathew, Rachel Bianchi, Laurel Humphrey Chair Delostrinos Johnson called the meeting to order at 5:30 p.m. I. BUSINESS AGENDA A. Contract Extension: PerfectMind Software Staff is seeking approval to extend the registration software contract with PerfectMind Inc. for *an additional five years, totalling $118,000. Committee Recommendation: Unanimous approval. Forward to October 18, 2021 Regular Consent Agenda. B. Contract: Tukwila Park Gazebo Replacement Staff is seeking Council approval of a contract with Northwest Playgrounds for structural replacement of the Tukwila Park gazebo. The $80,000 cost will be reimbursed by WCIA as the previous gazebo was destroyed in a fire. Committee Recommendation: Unanimous approval. Forward to October 4, 2021 Regular Meeting. C. Park Users Staff briefed the committee on cross -departmental efforts to address concerns about park rule enforcement and neighborhood impacts of park users. Item for follow-up: • Include residents and Park Commission in problem -solving. Committee Recommendation: Discussion only. 23