HomeMy WebLinkAboutReg 2025-05-05 Item 6D - Contracts - Permitting with Granicus for $103,338 / 3-Year Enterprise Resource Planning with Carahsoft Technology dba OpenGov for $569,208ITEM INFORMATION
STAFF SPONSOR: AARON BEMILLER ORIGINAL AGENDA DATE: 5/5/25
AGENDA ITEM TITLE Contract for Permitting, Tax, Budget & Transparency Technology Solutions
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date Mtg Date 5/5/25 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor Admin Svcs DCD Finance Fire P&R Police PW
SPONSOR’S
SUMMARY The Council is being asked to consider and approve the purchase and implementation of
new software for permitting, budget analysis, and tracking of B&O tax. SmartGov would
replace the City’s current permitting system, TRAKiT. OpenGov would provide solutions for
online B&O tax collection and automated budgeting and planning which are not available
in the current ERP.
REVIEWED BY Trans&Infrastructure Svcs Community Svcs/Safety Finance & Governance Planning & Community Dev.
LTAC Arts Comm. Parks Comm. Planning Comm.
DATE: 4/28/25 COMMITTEE CHAIR: PAPYAN
RECOMMENDATIONS:
SPONSOR/ADMIN. Finance/Department of Community Development
COMMITTEE Unanimous Approval; Forward to 5/5 Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$260,360 and $103,338 $363,698 $
Fund Source: TECHNOLOGY FUND FOR SMARTGOV, B&O REVENUES, FUND BALANCE FOR OPENGOV
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
5/5/25
MTG. DATE ATTACHMENTS
5/5/25 Info Memo Dated 4/22/25 with Attachments
A.Draft SmartGov Contract (revised after 4/28 FIN Committee)
B.Draft OpenGov Contract (added after 4/28 FIN Committee)
C.OpenGov Executive Summary
Minutes from the 4/28/2025 Finance & Governance Committee Meeting - to be provided
separately
COUNCIL AGENDA SYNOPSIS
----------------------------------Initials --------------------------------- ITEM NO.
Meeting Date Prepared by Mayor’s review Council review
5/5/25 NG 6.D.
23
City of Tukwila
Thomas McLeod, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
FROM: Nora Gierloff, Community Development Director, Aaron BeMiller, Finance
Director, Joel Bush, Chief Technology Officer
CC: Mayor Thomas McLeod
DATE: April 22, 2025
SUBJECT: Contracts for Permitting, Tax, Budget & Transparency Technology
Solutions
ISSUE
The Department of Community Development (DCD), Finance Department (FN), and Technology
& Innovation Services (TIS) have partnered in researching and evaluating technology solutions
to resolve issues and/or improve processes aimed at enhanced efficiency, transparency, and
public access to information.
BACKGROUND
In 2022 the City implemented Central Square Finance Enterprise (FE) as its Enterprise
Resource Planning (ERP) software to manage day-to-day operations. The ERP provides a
centralized system that serves as the City’s accounting system of record and allows all city
departments and cross-functional teams to access the system for their individual needs.
Earlier this year, the City began a “gap analysis” of our current ERP comprised by a cross-
section of city employees. The gap analysis provides a comparison of the current performance
of the ERP with desired or expected performance and looks for reasons preventing meeting the
desired system performance. As part of the City’s on-going evaluation of FE and its long-term
viability as the City’s ERP solution, three technology solutions are being requested as an
improvement to the current system or to fill a need not offered in the current ERP.
Staff has explored options for transitioning from our current permit tracking platform,
Community Development by Central Square (formerly called TRAKiT), due to poor
performance, lack of support, and excessive staff time spent on workarounds and
maintenance. SmartGov by Granicus, a modern and comprehensive cloud-based system
has been selected as a replacement. SmartGov is currently in use by 51 jurisdictions
across Washington State and has a strong track record of improving permitting workflows,
enhancing transparency, and expanding public self-service capabilities. This upgrade will
improve service delivery and support our broader goals of operational efficiency,
accountability, and accessibility.
DISCUSSION
New technology solutions:
SmartGov: Replaces the City’s current permitting system with a modern and comprehensive
cloud-based system which will improve the user experience for customers, automate many
routine tasks, and improve the ability of inspectors to access and update the system in the field.
It will also give Tukwila the tools to easily track our compliance with SB 5290, the state
mandated permit review process and timeline changes.
OpenGov: Provides solutions not available in the current ERP. 24
INFORMATIONAL MEMO
Page 2
https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/CC Docs/2025 AGENDAS/2025 Agenda Packets/2025 FIN - Agenda Packets/04-28-25 FIN/1b -
Contracts/April 28 F&G Software Contracts_Info Memo.docx
•Tax & Revenue: Transitions B&O tax collection from paper to a fully automated online
system with compliance tracking. This automation will help build capacity by significantly
reducing manual processing and allow our B&O analysts to spend more time in the field
performing audits. Additionally, it will provide businesses with a seamless, transparent
portal for online tax filing and payments.
•Budget and Planning: Provides the City with a modern budget system to replace the
current practice of manually keying budget information into excel spreadsheets. An
automated budget system will free up capacity and allow for redeployment of staff to
more strategic and value-added work. This solution provides public transparency and
community engagement improvements, tracking performance and key performance
indicators, as well as dashboards and reports to drive informed policy and business
decisions.
FINANCIAL IMPACT
SmartGov: The proposed transition to SmartGov includes an annual software cost of $38,571
starting in 2025. A one-time data migration fee of $64,767 will be covered using existing funds
from the Technology Fund. For comparison, our current system required an upfront investment
of $312,750 in 2012 and has an ongoing annual operating cost of $62,805
OpenGov: Annual software costs in 2025 are $143,500. There is a one-time deployment fee of
$116,860. Funding for the tax and revenue component will be paid by B&O collections.
Funding for budget, planning, reporting, and transparency component will be paid in 2025 from
available fund balance. On-going subscription costs will be allocated as part of the Indirect Cost
Allocation Plan. The subscription costs above represent a 25% discount as part of the bundle
and will remain in place as part of the on-going subscription costs. However, the discount
expires June 2025 if not contracted by then.
RECOMMENDATION
Staff recommends the Committee approve these contracts and forward them to the Consent
Agenda for the May 5th, 2025 City Council meeting.
Alternatively, the Committee can forward these contacts to the May 12th, 2025 Committee of the
Whole meeting as new business and the May 19th Regular Meeting for adoption.
ATTACHMENTS
A.Draft SmartGov Contract
B.Draft OpenGov Contract
C.OpenGov Executive Summary
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TIS Contract for Svcs Template 02-2021 Page 1 of 9
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
This Agreement is entered into by and between the City of Tukwila, Washington, a non-charter
optional municipal code city hereinafter referred to as "the City," and Granicus hereinafter
referred to as "the Contractor," whose principal office is located at Washington, DC . The City
and the Contractor are each individually a “Party” and collectively the “Parties.”
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms
and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1.Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference
as if fully set forth. In performing such services, the Contractor shall at all times comply with all
Federal, State, and local statutes, rules and ordinances applicable to the performance of such
services and the handling of any funds used in connection therewith. The Contractor shall request
and obtain prior written approval from the City if the scope or schedule is to be modified in any way.
2.Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein
by this reference. The total amount to be paid shall not exceed $103,337.85 at a rate
of Net 30 days .
3.Contractor Budget. The Contractor shall apply the funds received under this Agreement within
the maximum limits set forth in this Agreement. The Contractor shall request prior approval from
the City whenever the Contractor desires to amend its budget in any way.
4.Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
, 20 25, and ending April 1
provisions hereinafter specified.
, 20 26, unless sooner terminated under the
5.Independent Contractor. The Contractor and the City agree that the Contractor is an independent
contractor with respect to the services provided pursuant to this Agreement. Nothing in this
Agreement shall be considered to create the relationship of employer and employee between the
parties hereto. Neither the Contractor nor any employee of Contractor shall be entitled to any
benefits accorded City employees by virtue of the services provided under this Agreement. The
City shall not be responsible for withholding or otherwise deducting federal income tax or social
security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties
of an employer with respect to the Contractor, or any employee of the Contractor.
April 1
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Attachment A
(revised 04/30/25)
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6.Indemnification.
A. Contractor Indemnification. The Contractor shall indemnify, defend and hold harmless the City
its officers, officials, employees, volunteers and permitted successors and assigns harmless
from any and all claims, injuries, damages, losses or suits including attorney fees (collectively,
"Losses"), in connection with any claims, demands, suits or proceedings (collectively, "Claims")
made or alleged against the City by a third party arising out of or resulting from the acts, errors
or omissions, or the intentional or negligent performance of the Contractor in performance of
this Agreement, except for injuries and damages caused by the sole negligence of the City.
B. RCW 4.24.115. However, should a court of competent jurisdiction determine that this
Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of
bodily injury to persons or damages to property caused by or resulting from the concurrent
negligence of the Contractor and the City, its officers, officials, employees, and volunteers,
Contractor's liability, including the duty and cost to defend, hereunder shall be only to the extent
of Contractor's negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes Contractor's waiver of immunity under Industrial
Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been
mutually negotiated by the parties. The provisions of this section shall survive the expiration
or termination of this Agreement.
C. Infringement Indemnification. In addition to Contractor's obligations under Section 6.A., the
Contractor shall indemnify, defend, and hold harmless the City and its directors, officers,
employees, agents and other representatives against any Losses in connection with Claims
made or alleged against the City by a third party that the services, software or deliverables
infringes a U.S. patent, copyright or other intellectual property rights of any third party. The
foregoing indemnification obligation does not apply to any Claims or Losses arising out of or
relating to any: (a) access to or use of the software in combination with any hardware, system,
software, network or other materials or service not provided or authorized by this Agreement or
otherwise in writing by the Contractor; or (b) modification of the software other than: (i) by or
on behalf of the Contractor; or (ii) with the Contractor's written approval or in accordance with
Contractor's written specifications.
D. Mitigation. If any of the services, software or deliverables are, or in Contractor's opinion are
likely to be, claimed to infringe, misappropriate or otherwise violate any third-party intellectual
property right, or if the City's or any Authorized User's use of the services, software or
deliverables is enjoined or threatened to be enjoined, the Contractor may, at its option and sole
cost and expense:
i. obtain the right for the City to continue to use the Services, Software and Deliverables
materially as contemplated by this Agreement;
ii. modify or replace the services, software and deliverables, in whole or in part, to seek to
make the services, software and deliverables (as so modified or replaced) non-infringing,
while providing materially equivalent features and functionality; or
iii. by written notice to the City, terminate this Agreement with respect to all or part of the
Services, Software and Deliverables, and require the City to immediately cease any use of
the Services, Software and Deliverables or any specified part or feature thereof, provided
that if such termination occurs, the Contractor shall refund any prepaid fees to the City and
provide transition services free of charge.
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E. Limitation of Liability. In no event will either party be liable under or in connection with this
agreement or its subject matter under any legal or equitable theory, including breach of
contract, tort (including negligence), strict liability and otherwise, for any: (i) loss of revenue or
profit; or (ii) consequential, incidental, indirect, exemplary, special, or punitive damages,
regardless of whether such persons were advised of the possibility of such losses or damages
or such losses or damages were otherwise foreseeable, and notwithstanding the failure of any
agreed or other remedy of its essential purpose. In no event shall the aggregate liability of
either party arising out of or related to this agreement exceed the greater of two times the fees
paid under the agreement or $1,000,000; provided however, the limitation of liability set forth in
this section shall not apply to: (i) Contractor's indemnification obligations for infringement
claims made or brought against the City by a third party as described herein. The provisions
of this section shall survive the expiration or termination of this agreement.
7.Insurance. Prior to commencing the Services, the Contractor shall procure and maintain at its sole
cost and expense at least the following insurance, covering its obligations under this Agreement.
A. Insurance Policies.
i.Commercial General Liability: With coverage of not less than $2,000,000 per
occurrence, $2,000,000 general aggregate, and $2,000,000 products-completed
operations aggregate limit, which shall cover liability arising from premises, operations,
independent contractors, products-completed operations, stop gap liability, personal injury
and advertising injury, and liability assumed under an insured contract. Commercial
General Liability insurance shall be as least at broad as ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors,
products-completed operations, stop gap liability, personal injury and advertising injury,
and liability assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide a per project general aggregate limit using ISO
form CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for
liability arising from explosion, collapse or underground property damage. The City shall
be named as an additional insured under the Contractor's Commercial General Liability
insurance policy with respect to the work performed for the City using ISO Additional
Insured endorsement CG 20 10 10 01 and Additional Insured-Completed Operations
endorsement CG 20 37 10 01 or substitute endorsements providing at least as broad
coverage.
ii.Cyber Liability Insurance: With coverage of not less than $1,000,000 per occurrence
and $5,000,000 in the annual aggregate which shall include, but not be limited to,
coverage, including defense, for the following losses or services:
(1) Breach of City's Data, including but not limited to liability arising from theft,
dissemination, and/or use of City's confidential and Personal Information as defined
by RCW 42.56.590, including but not limited to, any information about an individual
maintained by City, including: (a) any information that can be used to distinguish or
trace an individual's identity, such as name, social security number, date and place
of birth, mother's maiden name, or biometric records; and (b) any other information
that is linked or linkable to an individual, such as medical, educational, financial, and
employment information regardless of how or where the information is stored or
transmitted.
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(2) Network security liability arising from: (a) the unauthorized access to, use of, or
tampering with computer systems, by an outside party, including hacker attacks or a
virus introduced by a third party; or (b) the inability of an authorized third party to gain
access to supplier systems and/or City Data, including denial of service, unless
caused by a mechanical or electrical failure; (c) introduction of any unauthorized
software computer code or virus causing damage to City Data or any other third party
data.
(3) Event management services and first-party loss expenses for a data breach response
including crisis management services, credit monitoring for individuals, public
relations, legal service advice, notification of affected parties, independent information
security forensics firm, and costs to re-secure, re-create and restore data or systems.
iii. Workers' Compensation coverage as required by the Industrial Insurance laws of the State
of Washington.
iv. Automobile Liability Insurance of a minimum combined single limit for per occurrence for
bodily injury and property damage of $1,000,000 per accident, covering all owned, non-
owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office
(ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If
necessary, the policy shall be endorsed to provide contractual liability coverage.
v. Professional Liability/Errors and Omissions Insurance (including Technology Errors and
Omissions) of at least $1,000,000 per occurrence and $2,000,000 in the annual aggregate.
B. Additional Insurance Requirements.
i. If the Contractor maintains higher insurance limits than the minimums shown above, the
City shall be insured for the full available limits of Commercial General and Excess or
Umbrella liability maintained by the Contractor, irrespective of whether such limits
maintained by the Contractor are greater than those required by this Agreement or whether
any certificate of insurance furnished to the City evidences limits of liability lower than
those maintained by the Contractor.
ii. The insurance required in Section 7 shall be in a form and on terms and written by insurers
with a current A.M. Best rating of not less than A: VII. The Commercial General Liability,
Cyber Liability Insurance and Automobile Liability Insurance shall name the City as an
additional insured, and shall contain, or be endorsed to contain, that they shall be primary
insurance as respect to the City. Any insurance, self-insurance, or self-insured pool
coverage maintained by the City shall be excess of the Contractor's insurance and shall
not contribute with it.
iii. The Contractor shall provide the City with written notice of any policy cancellation within
two business days of the receipt of such notice. Contractor shall obtain replacement
insurance policies meeting the requirements of this Section 7.
iv. Failure of the Contractor to maintain the insurance as required shall constitute a material
breach of this Agreement, upon which the City may, after giving five business days' notice
to the Contractor to correct such breach, immediately terminate this Agreement.
v. The Contractor's maintenance of insurance, its scope of coverage and limits as required
herein shall not be construed to limit the liability of the Contractor to the coverage provided
by such insurance, or otherwise limit the City's recourse to any remedy available at law or
in equity.
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vi.Subcontractor's Insurance. The Contractor shall cause each and every subcontractor
utilized by the Contractor in connection with the provision of Services ("Subcontractors"),
to provide insurance coverage that complies with all applicable requirements of the
Contractor-provided insurance as set forth herein, except the Contractor shall have sole
responsibility for determining the limits of coverage required to be obtained by
Subcontractors. The Contractor shall ensure the City is an additional insured on each and
every Subcontractor's Commercial General liability insurance policy, using an
endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20
37 10 01 for completed operations.
vii. The Contractor shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured
endorsements, evidencing the insurance requirements of the Contractor before
commencement of the work. Upon request by the City, the Contractor shall furnish
certified copies of all required insurance policies, including endorsements, required in this
Agreement and evidence of all subcontractors' coverage.
8.Record Keeping and Reporting.
A. Records Maintenance. The Contractor shall maintain accounts and records, including
personnel, property, financial and programmatic records which sufficiently and properly reflect
all direct and indirect costs of any nature expended and services performed in the performance
of this Agreement and other such records as may be deemed necessary by the City to ensure
the performance of this Agreement.
B. Retention Period. These records shall be maintained for a period of seven years after
termination hereof unless permission to destroy them is granted by the office of the archivist
in accordance with RCW Chapter 40.14 and by the City.
C. Public Records Requests. The Contractor acknowledges that the City is a public entity and is
subject to the Public Records Act under Chapter 42.56 RCW. To the extent permitted by law,
the City shall treat as exempt from treatment as a public record, and shall not disclose in
response to a request made pursuant to any applicable public records law, any of the
Contractor’s Confidential Information. If a request is received for records the Contractor has
submitted to the City and has identified as Confidential Information, the City will use its best
efforts to provide the Contractor with notice of the request in accordance with RCW 42.56.540
and a reasonable time within which the Contractor may seek an injunction to prohibit the City’s
disclosure of the requested record. The City shall comply with any injunction or court order
requested by the Contractor which prohibits the disclosure of any such Confidential
Information; however, in the event a higher court overturns such injunction or court order, the
Contractor shall reimburse the City for any fines or penalties imposed for failure to disclose
such records. Nothing in this section prohibits the City from complying with RCW 42.56, or
any other applicable law or court order requiring the release of public records, and the City
shall not be liable to the Contractor for compliance with any law or court order requiring the
release of public records.
D. Compelled Disclosures. If either the Party or any of its Representatives is compelled by
applicable law to disclose any Confidential Information then, to the extent permitted by law,
that Party shall: (a) promptly, and prior to such disclosure, notify the other Party in writing of
such requirement so that they can seek a protective order or other remedy or waive its rights
under Section 3; and (b) provide reasonable assistance, at the Disclosing Party’s cost, to the
Disclosing Party in opposing such disclosure or seeking a protective order or other limitations
on disclosure. If the Disclosing Party waives compliance or, after providing the notice and
assistance required under this section, the Receiving Party remains required by law to disclose
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any Confidential Information, the Receiving Party shall disclose only that portion of the
Confidential Information that the Receiving Party is legally required to disclose. This Section
8.2 shall not apply to Subscriber’s response to a request made under the Public Records Act,
Chapter 42.56 RCW.
9.Breach Notification.
A. The Contractor shall maintain a data breach plan and shall implement the procedures required
under such data breach plan on the occurrence of a data breach, in compliance with the
requirements of Washington’s data breach notification law codified at RCW 42.56.590. The
Contractor shall report, in writing, to the City any data breach involving data maintained by the
Contractor on behalf of the City (“City Data”) including any reasonable belief that an
unauthorized individual has accessed City Data. The report shall identify the nature of the
event, a list of the affected individuals and the types of data, and the mitigation and
investigation efforts of the Contractor. The Contractor shall make the report to the City within
72 hours of conformation of the data breach, but in no event more than five business days
after discovery of the data breach. The Contractor shall provide investigation updates to the
City.
B. The Contractor shall promptly reimburse the City in full for all costs incurred by the City in any
investigation, remediation or litigation resulting from any data breach. The Contractor’s duty
to reimburse the City includes but is not limited to, reimbursing to the City its cost incurred in
doing the following:
i. Notification to third parties whose information may have been or were compromised and
to regulatory bodies, law enforcement agencies or other entities as may be required by
law or contract;
ii. Establishing and monitoring call center(s) and credit monitoring and/or identity
restoration services to assist each person impacted by a data breach of a nature that, in
the City’s sole discretion, could lead to identity theft; and
iii. Payment of legal fees and expenses, audit costs, fines and penalties, and other fees
imposed upon the City by a regulatory agency, court of law, or contracting partner as a
result of the data breach.
C. Upon a data breach, the Contractor is not permitted to notify affected individuals without the
express written consent of the City. Unless the Contractor is required by law to provide
notification to third parties or the affected individuals in a particular manner, the City shall
control the time, place, and manner of such notification.
10.City Data. The Contractor does not claim ownership of, and assumes no responsibility with respect
to any City Data defined as information, data, and content, in any form or medium, collected,
downloaded, or otherwise received, directly or indirectly from the City, an Authorized Personnel or
end-users by or through the Contractor’s Services.
11.Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance
of this Agreement.
12.Termination. This Agreement may at any time be terminated by the City giving to the Contractor
30 days written notice of the City's intention to terminate the same. Failure to provide products on
schedule may result in contract termination. If the Contractor's insurance coverage is canceled for
any reason, the City shall have the right to terminate this Agreement immediately.
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13.Effect of Termination or Expiration. On the expiration or earlier termination of this Agreement:
A. Each Party shall continue to hold such Confidential Information in confidence pursuant to Section
8; and
B. Each Party shall pay to the other all undisputed amounts accrued prior to and through the date
of termination of this Agreement; and
C. The provisions set forth in the following sections, and any other right or obligation of the parties
in this Agreement that, by its nature should survive termination or expiration of this Agreement,
will survive any expiration or termination of this Agreement.
D. Within 60 days following such expiration or termination, the Contractor shall deliver to the City,
in a format as requested by the City, the then most recent version of City Data maintained by
the Contractor, provided that the City has at that time paid all undisputed fees then outstanding
and any amounts payable after or as a result of such expiration or termination.
E. In the event of (i) expiration or earlier termination of this Agreement, or (ii) the City no longer
purchasing certain Services from the Contractor, if the City requests assistance in the transfer
of City Data to a different vendor's applications (“Deconversion"), the Contractor will provide
reasonable assistance. The Parties will negotiate in good faith to establish the relative roles and
responsibilities of the Parties in effecting Deconversion, as well as the appropriate date for
completion.
14.Taxes. The Contractor shall be solely responsible for the payment of any and all applicable taxes
related to the Services provided under this Agreement; if such taxes are required to be passed
through to the City by law, the same shall be duly itemized on timely billings submitted to the City
by the Contractor.
15.Waiver. A waiver of any breach by either Party shall not constitute a waiver of any subsequent
breach.
16.Third Party Beneficiaries. This Agreement is solely for the conveniences of the Parties and there
are no third party beneficiaries to this Agreement.
17.Compliance with Laws. The Consultant shall comply with all applicable federal, state, and local
laws and regulations in performing this Agreement.
18.Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the
presence of any disability, or any other protected class status under state or federal law, in the
selection and retention of employees or procurement of materials or supplies.
19.Assignment and Subcontract. Neither Party may assign, delegate, or otherwise transfer this
Agreement or any of its rights or obligations hereunder without the prior written consent of the
other Party (such consent not to be unreasonably withheld). Notwithstanding the foregoing, either
Party may assign this Agreement with reasonable notice to the other party to an affiliate or to a
successor in interest resulting from acquisition of all, or substantially all, of the assigning party’s
business by means of merger, stock or asset purchase, or otherwise. Any assignment or
attempted assignment in violation of this Agreement will be null and void. This Contract will bind
and inure to the benefit of each party’s permitted successors and assigns.
20.Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Contractor and
supersedes all prior negotiations, representations, or agreements written or oral. No amendment
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or modification of this Agreement shall be of any force or effect unless it is in writing and signed by
the parties.
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21.Severability and Survival. If any term, condition or provision of this Agreement is declared void
or unenforceable or limited in its application or effect, such event shall not affect any other
provisions hereof and all other provisions shall remain fully enforceable. The provisions of this
Agreement, which by their sense and context are reasonably intended to survive the completion,
expiration or cancellation of this Agreement, shall survive termination of this Agreement.
22.Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
23.Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and construed
in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand
and agree that venue shall be properly laid in King County, Washington. The prevailing party in
any such action shall be entitled to its attorney's fees and costs of suit.
24.Force Majeure. Neither Party shall be responsible for failure to fulfill its obligations hereunder or
liable for damages resulting from delay in performance as a result of war, fire, strike, pandemic, riot
or insurrection, natural disaster, delay of carriers, governmental order or regulation, complete or
partial shutdown of plant, unavailability of equipment, software, or services from suppliers, default
of a subcontractor or vendor to the Party if such default arises out of causes beyond the reasonable
control of such subcontractor or vendor, the acts or omissions of the other Party, or its officers,
directors, employees, agents, contractors, or elected officials, and/or other occurrences beyond the
Party’s reasonable control (“Excusable Delay” hereunder). In the event of such Excusable Delay,
performance shall be extended on a day for day basis or as otherwise reasonably necessary to
compensate for such delay.
25.Counterparts. This Agreement may be executed in several counterparts, each of which when so
executed shall be deemed to be an original, and such counterparts shall constitute one and the
same instrument. This Amendment shall be considered properly executed by a Party if executed
by that Party and transmitted by facsimile or other electronic means including, without limitation,
SeamlessDocs or other City-approved program, Tagged Image Format Files (TIFF), or Portable
Document Format (PDF).
26.Conflict in Terms. In the event of a conflict between the terms of this Agreement and the terms
in any other document, including but not limited to all Exhibits hereto, the terms of this Agreement
shall prevail.
Exhibit A: Scope of Services
Exhibit B: Compensation Schedule
Exhibit C: Service Level Agreement (SLA)
Exhibit D: City of Tukwila Security Requirements
Exhibit E: Data Protection and Information Security Exhibit
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TIS Contract for Svcs Template 02-2021 Page 10 of
9
** City signatures to be obtained by
City Clerk’s Staff ONLY. **
CITY OF TUKWILA
Thomas McLeod, Mayor
Date
ATTEST/AUTHENTICATED:
Andy Youn, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
** Contractor signature to be obtained by
sponsor staff. **
CONTRACTOR:
By:
Printed Name:
Title:
Address:
Date:
Docusign Envelope ID: 9915DD1B-A15B-4AF9-91AC-D8EA56D92378
Senior Manager, Contracts
Greg Eck
1152 15th Street NW, Suite 800
Granicus, LLC
4/28/2025
Washington, DC 20005
35
EXHIBIT A
Scope of Services
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Order #: Q-384417
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THIS IS NOT AN INVOICE Order Form
Prepared for
Tukwila, WA
Granicus Proposal for Tukwila, WA
ORDER DETAILS
Prepared By:Taylor Brodersen
Phone:(814) 720-4368
Email:taylor.brodersen@granicus.com
Order #:Q-384417
Prepared On:18 Mar 2025
Expires On:31 Dec 2024
ORDER TERMS
Currency:USD
Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
Period of Performance:The term of the Agreement will commence on the date this document is
signed and will continue for 12 months.
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PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
SmartGov Training Upon Delivery 1 Each $2,896.00
SmartGov Custom Implementation Upon Delivery 1 Each $0.00
BlueBeam Connector Configuration Upon Delivery 1 Each $1,500.00
Project Management - SmartGov Upon Delivery 1 Each $8,447.85
Map Connector Configuration Upon Delivery 1 Each $1,250.00
Parcel Connector Configuration Upon Delivery 1 Each $3,125.00
Portal Configuration Upon Delivery 1 Each $1,250.00
Fees Configuration (Pages)Upon Delivery 8 Each $4,248.00
General Config Upon Delivery 1 Each $2,500.00
Workflow template customization Upon Delivery 1 Each $10,050.00
Standardized Data Migration - Permits Upon Delivery 1 Each $5,000.00
Base Standardized Migration Cost Upon Delivery 1 Each $1,875.00
Data Migration - Documents &
Attachments Upon Delivery 1 Each $3,000.00
Standardized Data Migration - Code
Enforcement Upon Delivery 1 Each $3,125.00
Standardized Data Migration - Licensing Upon Delivery 1 Each $6,250.00
Contractor Connector Configuration Upon Delivery 1 Each $1,250.00
Financial Export Connector Configuration Upon Delivery 1 Each $2,500.00
Existing Merchant Connector Configuration Upon Delivery 1 Each $1,500.00
Laserfiche Connector Configuration Upon Delivery 1 Each $3,125.00
Active Directory Connector Configuration Upon Delivery 1 Each $1,875.00
SUBTOTAL:$64,766.85
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New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
SmartGov - Enterprise Annual 1 Each $27,424.00
SmartGov Code Enforcement Annual 1 Each $0.00
SmartGov Licensing Annual 1 Each $0.00
SmartGov Permitting Annual 1 Each $0.00
SmartGov Connector BlueBeam Annual 1 Each $1,372.00
SmartGov Connector Contractor Annual 1 Each $1,372.00
SmartGov Connector Financial Annual 1 Each $1,372.00
SmartGov Connector Merchant Annual 1 Each $1,372.00
SmartGov API Annual 1 Each $2,915.00
SmartGov Connector ECM-Laserfiche Annual 1 Each $1,372.00
SmartGov Connector Active Directory Annual 1 Each $1,372.00
SUBTOTAL:$38,571.00
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PRODUCT DESCRIPTIONS
Solution Description
SmartGov - Enterprise Annual subscription to SmartGov software for: Permitting, Licensing, and
Code Enforcement. Subscription includes the Public Portal.
SmartGov Code Enforcement Annual subscription for SmartGov Code Enforcement Module for
managing service requests and complaints.
SmartGov Licensing Annual subscription for SmartGov Licensing Module for contractor
registration, rental registration, business licensing.
SmartGov Permitting Annual subscription for SmartGov Permitting Module for building and
planning permits, inspections, and contacts.
SmartGov Connector
BlueBeam
The SmartGov Bluebeam connector provides the ability to check out
documents for plan review and markup using the subscriber's Bluebeam
subscription. Bluebeam Studio is the repository for Bluebeam Projects and
Sessions. Only one license/subscription is required for each jurisdiction.
SmartGov Training Includes up to two (2) hours of User Acceptance Training to prepare
primary users for Validation, focused on navigation and testing best
practices.
Go-Live training will span a one (1) week period, provided in three (3) hour
sessions focused on Permit/Application Intake, Review, Inspections and
Code Enforcement processes (as needed).
SmartGov Custom
Implementation
SmartGov Configuration based on implementation options selected.
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Solution Description
BlueBeam Connector
Configuration
Assist Subscriber in configuring Bluebeam connection.
Testing connection with Subscriber.
Training provided on SmartGov check-out and check-in process only.
The service and subscription for this connector does NOT include a
subscription to Bluebeam or training on how to install or use the Bluebeam
software.
Subscriber is responsible for providing an active subscription to Bluebeam
Studio Prime with REVU 21 to use the SmartGov Bluebeam Connector.
Each user that will be checking permits out to Bluebeam from SmartGov or
accessing the submittal documents from SmartGov for review in Bluebeam
will need to be a member of the Studio Prime account.
Bluebeam Software is comprised of a document
management component, known as Studio, and a client-side application,
Revu. Each component has three (3) editions with various features.
Bluebeam Studio is the repository for Bluebeam Projects and Sessions. Only
one license/subscription is required for each jurisdiction. It is available in the
following editions:
Bluebeam Studio Prime (Compatible with SmartGov) – Cloud-based
(allows third party integrations with the Bluebeam Studio API), additional
Bluebeam cost
Bluebeam Studio (Not Compatible with SmartGov) – Cloud-based,
included with the Bluebeam Revu user license at no additional Bluebeam
cost
Bluebeam Studio Enterprise (Not Compatible with SmartGov) – On-
Premises
Bluebeam Revu is the client-side software that provides the tools necessary
to review and mark up documents. This software must be installed on each
client computer that will be used to perform review and mark up
tasks. Revu is available in the following editions:
Revu Standard (Compatible with SmartGov) – Standard tool set
Revu CAD (Compatible with SmartGov) – Includes all of the standard tools,
along with plugins for 2D and 3D PDF creation
Revu eXtreme (Compatible with SmartGov) – Includes all of the standard
tools and CAD plugins, with additional features like Optical Character
Recognition (OCR) and batch processes.
The Revu user license includes access to Bluebeam Studio, but Bluebeam
Studio is not sufficient for integration with SmartGov. Each SmartGov user
that will be checking projects in and out of Bluebeam or performing review
and mark up tasks must also be a member of the Bluebeam Studio Prime
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Solution Description
account.
Project Management -
SmartGov
Project Management: Company Project Manager will act as an extension
of the Subscriber's team and manage the implementation from start to
finish. The Subscriber will have access to a personalized timeline which will
be reviewed on a regular cadence. The Project Manager will partner with
the Subscriber to coordinate all services, management of the project
timeline, and help identify risks and/or issues.
Project Management Services include:
•Project planning and kickoff meetings.
•Project schedule developed and maintained according to the
SOW tasks, deliverables, dependencies, and resource assignments.
•Status reporting and coordination of status meetings, bi-weekly, or
as required.
•Schedule monitoring and scope management.
•Risk Management planning to identify, analyze, and mitigate risks.
•Action Item and decision tracking, as well as resolving and
escalating issues.
•Change control management and issue tracking.
•Company project resource management.
•Verify product and deliverable acceptance with Subscriber.
•Facilitating transition to Support.
•Company's Project Manager will serve as the single point of
contact for the project related to this SOW.
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Solution Description
Map Connector Configuration Configure subscribers ESRI GIS layers into SmartGov
Troubleshooting the incoming data
Train client on how to maintain the service in SmartGov.
MAP/GIS Connector:
Company will connect to ESRI Map Service provided by Subscriber and
secured by a publicly trusted certificate issued by a Certificate Authority.
Subscriber is responsible for contracting separately with ESRI map service
provider and ESRI configuration.
SmartGov Requirements for Map Connector Integration:
ArcGIS for Server 10.4 or ArcGIS for server Enterprise Standard 10.7.1 (OR)
ArcGIS Online.
Subscriber Map Service must be publicly accessible and require no user
authentication of any kind.
The Map Service must include a parcel layer with a designated field
having parcel numbers that exactly match those provided in the Parcel
Connector source data (this layer may be the same as that provided for
the Parcel Connector if no authentication is required for access).
Support for Feature, Tiled, and Web Map Services is not included.
Custom base maps are not supported. Base maps from the ESRI base map
library will be available for use.
The following base maps are currently included (subject to change):
Imagery
Imagery Hybrid
Streets
Topographic
Navigation
Streets (Night)
Terrain with Labels
Light Gray Canvas
Dark Gray Canvas
Oceans
National Geographic Style Map
Open Street Map
Charted Territory Map
Community Map
Navigation (Dark Mode)
Newspaper Map
Human Geography Map
Human Geography Dark Map
Modern Antique Map
Mid-Century Map
Nova Map
Colored Pencil Map
Firefly Imagery Hybrid
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Solution Description
USA Topo Maps
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Solution Description
Parcel Connector
Configuration
Company will configure EITHER a Delimited Parcel Job OR ARCGIS Parcel
Job on behalf of the Subscriber.
Configure Subscribers parcel fields into SmartGov.
Troubleshooting the incoming data and providing recommendations for
Subscriber to resolve data gaps.
Train Subscriber on how to maintain the service in SmartGov.
Delimited File – A delimited file may be uploaded to the job at runtime. The
delimited file option supports a single address for each individual parcel.
Subscriber must use the template provided by Company.
Parcel Layer – A parcel layer must be accessible by URL through an ESRI
REST service. A secondary address-only layer may also be provided for
parcels that have more than one address. The layer(s) must be publicly
accessible and may be secured with a username and password.
Subscriber is responsible for obtaining, cleaning, and maintaining all parcel
data within the delimited file and/or ESRI Rest service.
The configured parcel job will be available for Subscriber to run on-
demand after go-live. The Parcel Layer Job can be set to run daily,
weekly, monthly, or annually defined by how often Subscriber intends to
update the Rest Service.
Parcel source data (delimited file or parcel layer) must include the
following fields, at a minimum:
Parcel Number
Primary Situs Address
Primary Situs City
Primary Situs State
Primary Situs Zip Code
Owner Name
Owner Street Address
Owner City populated for USA addresses only
Owner State populated for USA addresses only
Owner Zip Code populated for USA addresses only
International Indicator with a value of "Y" for any owner address outside of
the USA
International line including the full regional equivalent of the city, state and
zip code for any owner address outside of the USA
Inclusion of the following additional fields is recommended:
Parcel center point latitude in decimal degrees
Parcel center point longitude in decimal degrees
If using a secondary address layer with the ARCGIS Parcel job, the address
layer must contain the following fields:
Parcel Number
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Solution Description
Secondary Situs Address
Secondary Situs City
Secondary Situs Zip Code
Inclusion of the following additional fields is recommended for the
secondary address layer:
Address point latitude in decimal degrees
Address point longitude in decimal degrees
Portal Configuration Company will customize Subscriber's Portal by:
•Loading Subscriber logo.
•Exposing all permits/business licenses identified in Configuration
workbook in which citizens will have access.
•Advising on best practices for public release timeline and access
code configuration.
•Load Subscriber custom verbiage into limited fields.
•Provide the access URL (Uniform Resource Locator) for Subscriber
to add link to jurisdiction web pages.
Includes consultant-led end-to-end walkthrough and demonstration of
UAT/Validation process to Subscriber to confirm functionality meets
configuration requirements.
Fees Configuration (Pages)Subscriber Fees configured based on provided Fee schedule and
according to Configuration Workbook. Based on Subscriber fee schedule,
defined in the Order Form, Company will:
•Setup Subscriber fee code calculations.
•Load Subscriber FMS (Financial Management System) / GL
(General Ledger Code) (according to Configuration Workbook).
•Load Subscriber Valuation table (according to Configuration
Workbook or ICC (International Chamber of Commerce) table).
Setup Subscriber fixture costs (according to Configuration
Workbook).
•Load other Subscriber custom attributes / details as required for
Subscriber fee calculations (according to Configuration
Workbook).
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Solution Description
General Config General Configuration: As part of the General Configuration, Company
will:
•Create Subscriber database with best practice defaults.
•Provide Validation environment access to Subscriber.
•Load Subscriber users with Company standard permissions
(according to Configuration Workbook).
•Configure system values (locality, time zone, header and footer
detail, standard report settings).
•Load Client Code References/Violation types (according to
Configuration Workbook).
•Set up General Ledger accounts.
•Load Subscriber logo.
•Provide access to over 100 reports and output document
templates. Subscriber receives credentials for environment when
initial configuration items under General Configuration deliverable
are completed.
Workflow template
customization
Workflow Template Configuration: Company will configure process
templates as defined in the Business Process Analysis phase for each
department in scope: Building/Permits, Code Enforcement, Licensing
and/or Recurring Inspections. Company will:
Load Subscriber Code References/Violation types (according to
Configuration Workbook).
Load custom attributes/details within the limited fields available (not
associated with fees, according to Configuration Workbook).
Configure workflow to meet business requirements defined in
Configuration Workbook.
Consultant-led end-to-end walkthrough and demonstration of
UAT/Validation process to Subscriber to confirm functionality meets
configuration requirements.
Completed upon configuration according to documentation in the
Configuration Workbook
Percentage: 100%
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Solution Description
Standardized Data Migration -
Permits
Company will import permit data from a single client database source,
approved by Company as standard source data. Multiple databases or
unapproved source data will be subject to a change order for a custom
data migration.
The fields below are considered in-scope of a standard Permit data
migration. The final output has many factors, including the fields available
from the source data. Fields: Basic Permit Info, Parcel Contacts
(Contractors will be listed on Contacts), Inspections, Fees as Notes, Notes
The data migration process assumptions: Subscriber will provide an initial
data set from source database. Company will provide a mapping
workbook to Subscriber where Subscriber is responsible for mapping data
fields to the preconfigured database fields. Subscriber will have two (2)
weeks ten (10) business days to validate the initial data load and provide
feedback. There is a maximum of two (2) rounds of feedback within that
10-day period.
Thorough validation is necessary for any successful SmartGov data
migration as there is no additional data cleansing possible after the final
migration. No more system changes will be permitted after successful
Validation. Subscriber to provide a final data set three (3) business days
before Go-Live. Final data load will occur the day before Go-Live.
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Solution Description
Base Standardized Migration
Cost
Base Data Migration includes non-module data such as contacts and is
included in all standard data migration packages with one or more
module data migrations.
Company will import permit data from a single client database source,
approved by Company as standard source data. Multiple databases or
unapproved source data will be subject to a change order for a custom
data migration.
The Standard Data Migration includes the Base fields and one or more of
the additional datasets per the Sales Order Form. The fields below are
considered in-scope of a standard data migration. The final output has
many factors, including the fields available from the source data. Parcels:
Ownership Addresses Contacts: Phone Address Email
The data migration process assumptions: Subscriber will provide an initial
data set from source database. Company will provide a mapping
workbook to Subscriber where Subscriber is responsible for mapping data
fields to the preconfigured database fields. Subscriber will have two (2)
weeks ten (10) business days to validate the initial data load and provide
feedback. There is a maximum of two (2) rounds of feedback within that
10-day period. Thorough validation is necessary for any successful
SmartGov data migration as there is no additional data cleansing possible
after the final migration. No more system changes will be permitted after
successful Validation. Subscriber to provide a final data set three (3)
business days before Go-Live. Final data load will occur the day before
Go-Live.
SmartGov Connector
Contractor
Contractor Connector links to state database to verify licenses and
update contractor license information automatically. Alternatively,
SmartGov Contractor Connector provides a one-time CSV upload that
may include data out of scope of the standard contact-contractor
upload.
SmartGov Connector Financial The SmartGov Financial Connector outputs a financial extract with a pre-
determined format which may be written to the customer's FTP site, if
desired, to facilitate automated external processing of the file. The
customer may request the use of an alternate delimiter if a comma is not
acceptable. The financial extract job may be run on demand or
scheduled to run on a consistent basis (e.g., daily, weekly, monthly, etc.).
Companion reports designed for reconciliation and extract verification are
also available.
SmartGov Connector Merchant Connection to one merchant in the back office and/or portal from a list of
available options. Subscriber remains responsible for the relationship with
the provider.
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Solution Description
Data Migration - Documents &
Attachments
Includes migration of clients documents/images as attachments to
notes on permits, parcels, code enforcement cases or licenses.
Client must provide easy mapping from documents to the object
(permit, parcel, case etc...) it will be attached to
Standardized Data Migration -
Code Enforcement
Company will import Code Enforcement data from a single client
database source, approved by Company as standard source data.
Multiple databases or unapproved source data will be subject to a
change order for a custom data migration.
The fields below are considered in-scope of a standard Code Enforcement
data migration. The final output has many factors, including the fields
available from the source data. Migration includes only current
occurrence, no history. Fields: Case Request, Basic Case, Info
Complainant, Contacts, Inspections, Fees as Notes, Notes
The data migration process assumptions: Subscriber will provide an initial
data set from source database. Company will provide a mapping
workbook to Subscriber where Subscriber is responsible for mapping data
fields to the preconfigured database fields. Subscriber will have two (2)
weeks ten (10) business days to validate the initial data load and provide
feedback. There is a maximum of two (2) rounds of feedback within that
10-day period.
Thorough validation is necessary for any successful SmartGov data
migration as there is no additional data cleansing possible after the final
migration. No more system changes will be permitted after successful
Validation. Subscriber to provide a final data set three (3) business days
before Go-Live. Final data load will occur the day before Go-Live.
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Solution Description
Standardized Data Migration -
Licensing
Company will import Licensing data from a single client database source,
approved by Company as standard source data. Multiple databases or
unapproved source data will be subject to a change order for a custom
data migration.
The fields below are considered in-scope of a standard Licensing data
migration. The final output has many factors, including the fields available
from the source data. Migration includes only current occurrence, no
history. Fields: License Info, Contacts, Parcels, Inspections, Fees as Notes,
Notes
The data migration process assumptions: Subscriber will provide an initial
data set from source database. Company will provide a mapping
workbook to Subscriber where Subscriber is responsible for mapping data
fields to the preconfigured database fields. Subscriber will have two (2)
weeks ten (10) business days to validate the initial data load and provide
feedback. There is a maximum of two (2) rounds of feedback within that
10-day period.
Thorough validation is necessary for any successful SmartGov data
migration as there is no additional data cleansing possible after the final
migration. No more system changes will be permitted after successful
Validation. Subscriber to provide a final data set three (3) business days
before Go-Live. Final data load will occur the day before Go-Live.
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Solution Description
Contractor Connector
Configuration
Import of contractors from a delimited file or a SODA query (Washington
and Arizona clients only).
SODA Imports. Includes completed configuration of field mapping and
credential link. The states of Washington and Arizona have access to a
SODA load which will be configured according to existing keys. This runs on
a scheduled recurrence.
Delimited File Imports. The contractor data load is a one-time delimited file
import. Future additions and changes to contractor information will be
managed through manual updates in SmartGov.
The Subscriber is responsible for any data cleansing and parsing.
Includes:
.csv data load (one-time data load)
Provide Subscriber a .csv file to be completed by Subscriber.
Configure to Subscriber's provided fields.
Troubleshoot errors and provide Subscriber guidance on resolutions that
Subscriber will need to resolve within the file.
Delimited File Import Required fields below:
Contractor Display Name
Contractor Address
Contractor City
Contractor State
Contractor Zip
Contractor License Number
License Type
License Exp. D
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Solution Description
Financial Export Connector
Configuration
Configure financial export according to subscribers FMS (financial
management system) as provided by Subscriber.
Train Subscriber on how to export and set scheduler.
Company will customize the configuration of the export to match
Subscriber financial system input needs as documented. Available
customizations include:
Additional data fields
Altered order of column information
Alternate delimiter or fixed width formatting
A header line is not part of the export.
Financial Connector does not connect directly with any Financial
Management System.
If Subscriber provides a local (FTP) File Transfer Protocol, the Financial
Connector can automatically upload to the defined FTP destination.
By default, financial extract jobs are pre-configured and the included
configuration of the Receipt Extract job will produce a comma-delimited
file with the following data points:
Receipt Number
Receipt Date
FMS/GL Code
Fund
GL Account
Fee Amount Paid
Fee Code Name
Permit/License/Case Number
Payer Name
The included configuration of the Receipt Extract – FMS/GL Summary job
will produce a comma-delimited file with the following data points:
FMS/GL Code
Fund
GL Account
Fee Amount Paid
The file output of the financial extract may be written to the customer's FTP
site, if desired, to facilitate automated external processing of the file. The
customer may request the use of an alternate delimiter if a comma is not
acceptable.
The financial extract job may be run on demand or scheduled to run on a
consistent basis (e.g., daily, weekly, monthly, etc.). Companion reports
designed for reconciliation and extract verification are also available.
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Solution Description
Existing Merchant Connector
Configuration
Configure merchant connection.
Test and troubleshoot connection during test process.
Subscriber to provide the required linking information for Company to
complete the setup. These will often include connection URLs, Login IDs,
and Transaction Keys. Requirements vary slightly depending on the
selected Merchant.
SmartGov will not test in Production environments.
SmartGov API SmartGov API includes standard REST API Endpoints with documentation.
The following information can be requested from SmartGov: Case
assignments: All inspections and code enforcement cases assigned to a
person Contact, Parcel and Custom Details, Inspections, Associations,
attached photos, documents, and plans on Permits, Licenses, Recurring
Inspections and Code Enforcement Cases with additional information
available for: - Permits - Contractor license status, conditions - Licenses -
Activities, conditions - Code enforcement Cases - Workflow, Items,
Violations, Citations Parcel information including Lat/Long, situs address
and parcel number Contact information such as name, phone number,
email, address The following information can be updated: All inspection
information including assignment, requesting, scheduling, inspection status
(pass/fail) and results and adding photos and notes Code enforcement
case information including workflow, details, notes and attachments
contact names, addresses, emails, phone numbers, points of contact The
following information can be created: Contacts Inspections, including
creation of inspection actions, corrections and code references, notes
Code enforcement case requests Code enforcement cases including
violations, citations, details, workflow steps and inspections on the case
Financial specific endpoints:Obtain fees due on licenses, permits, code
enforcement cases and recurring inspections Apply payments to pending
receipts
SmartGov Connector ECM-
Laserfiche
Laserfiche connector allows file attachments in SmartGov to be stored
within Laserfiche, an ECM (Enterprise Content Management) system. The
Laserfiche integration was built in compliance with CMIS (Content
Management Interoperability Services) standards. Subscriber must have
the Laserfiche CMIS Gateway, version 10 or higher, installed and
configured for the desired repository and be able to provide a browser
binding URL that SmartGov can reach from the cloud. The service and
subscription for this connector does NOT include a subscription to
Laserfiche or training on how to install or use the Laserfiche software.
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Order Form
Tukwila, WA
Solution Description
Laserfiche Connector
Configuration
This connector allows file attachments in SmartGov to be stored within an
ECM (Enterprise Content Management) system. The Laserfiche integration
was built in compliance with CMIS (Content Management Interoperability
Services) standards.
Subscriber must have the Laserfiche CMIS Gateway, version 10 or higher,
installed and configured for the desired repository and be able to provide
a browser binding URL that SmartGov can reach from the cloud.
The service and subscription for this connector does NOT include a
subscription to Laserfiche or training on how to install or use the Laserfiche
software.
There are three Secured Functions that control access to the Laserfiche
configuration options:
Admin.JurisdictionBlobProvider – Allow user to all ECM settings and
mappings
Admin.JurisdictionBlobProvider.ConfigureCMISConnection – Allow user to
configure CMIS connection settings
Admin.JurisdictionBlobProvider.ConfigureECMTemplates – Allow user to
configure metadata template mappings
Configure Subscriber's credentials and mapping in SmartGov.
Meet with Subscriber and guide them through SmartGov to test the
connection.
SmartGov Connector Active
Directory
Connector for integration with Active Directory. SmartGov Requirements
for integration with Active Directory: ADFS (Active Directory Federation
Services) version 5.0 or higher (Windows server 2019 or higher). Mobile ADFS
in Azure to support PKCE (Proof Key for Code Exchange) for OAuth 2.0
Azure AD expires every 24-months and the Subscriber has to maintain their
secret keys in Production. For SSO (Single Sign On) SAML v2
Active Directory Connector
Configuration
Configure Subscribers credentials in SmartGov.
Meet with Subscribers and guide through the connection in SmartGov for
testing and maintaining.
Subscriber is responsible for the installation and configuration of active
directory technology.
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TERMS & CONDITIONS
•This quote, and all products and services delivered hereunder are governed by the terms located at
https://granicus.com/legal/licensing, including any product-specific terms included therein (the “License
Agreement”). If your organization and Granicus has entered into a separate agreement or is utilizing a contract
vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement
or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the
separate agreement or contract vehicle to the extent applicable.
•If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote
Q-384417 dated 18 Mar 2025 are incorporated into this Purchase Order by reference and shall take precedence
over any terms and conditions included in this Purchase Order.
•This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It
is the responsibility of Tukwila, WA to provide applicable exemption certificate(s).
•Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate
the subscription.
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BILLING INFORMATION
Billing Contact:Purchase Order
Required?
[ ] - No
[ ] - Yes
Billing Address:PO Number:
If PO required
Billing Email:Billing Phone:
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-384417 dated 18 Mar 2025 are incorporated into this Purchase
Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The
undersigned also understands the services and terms.
Tukwila, WA
Signature:
\s1\
Name:
\n1\
Title:
\t1\
Date:
\d1\
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EXHIBIT B
Compensation Schedule
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Order #: Q-384417
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Page 1 of 21
THIS IS NOT AN INVOICE Order Form
Prepared for
Tukwila, WA
Granicus Proposal for Tukwila, WA
ORDER DETAILS
Prepared By:Taylor Brodersen
Phone:(814) 720-4368
Email:taylor.brodersen@granicus.com
Order #:Q-384417
Prepared On:18 Mar 2025
Expires On:31 Dec 2024
ORDER TERMS
Currency:USD
Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
Period of Performance:The term of the Agreement will commence on the date this document is
signed and will continue for 12 months.
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Order Form
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PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
SmartGov Training Upon Delivery 1 Each $2,896.00
SmartGov Custom Implementation Upon Delivery 1 Each $0.00
BlueBeam Connector Configuration Upon Delivery 1 Each $1,500.00
Project Management - SmartGov Upon Delivery 1 Each $8,447.85
Map Connector Configuration Upon Delivery 1 Each $1,250.00
Parcel Connector Configuration Upon Delivery 1 Each $3,125.00
Portal Configuration Upon Delivery 1 Each $1,250.00
Fees Configuration (Pages)Upon Delivery 8 Each $4,248.00
General Config Upon Delivery 1 Each $2,500.00
Workflow template customization Upon Delivery 1 Each $10,050.00
Standardized Data Migration - Permits Upon Delivery 1 Each $5,000.00
Base Standardized Migration Cost Upon Delivery 1 Each $1,875.00
Data Migration - Documents &
Attachments Upon Delivery 1 Each $3,000.00
Standardized Data Migration - Code
Enforcement Upon Delivery 1 Each $3,125.00
Standardized Data Migration - Licensing Upon Delivery 1 Each $6,250.00
Contractor Connector Configuration Upon Delivery 1 Each $1,250.00
Financial Export Connector Configuration Upon Delivery 1 Each $2,500.00
Existing Merchant Connector Configuration Upon Delivery 1 Each $1,500.00
Laserfiche Connector Configuration Upon Delivery 1 Each $3,125.00
Active Directory Connector Configuration Upon Delivery 1 Each $1,875.00
SUBTOTAL:$64,766.85
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New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
SmartGov - Enterprise Annual 1 Each $27,424.00
SmartGov Code Enforcement Annual 1 Each $0.00
SmartGov Licensing Annual 1 Each $0.00
SmartGov Permitting Annual 1 Each $0.00
SmartGov Connector BlueBeam Annual 1 Each $1,372.00
SmartGov Connector Contractor Annual 1 Each $1,372.00
SmartGov Connector Financial Annual 1 Each $1,372.00
SmartGov Connector Merchant Annual 1 Each $1,372.00
SmartGov API Annual 1 Each $2,915.00
SmartGov Connector ECM-Laserfiche Annual 1 Each $1,372.00
SmartGov Connector Active Directory Annual 1 Each $1,372.00
SUBTOTAL:$38,571.00
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TIS EXH—Service Level Agreement 02-2021 Page 3 of 3
EXHIBIT C
SERVICE LEVEL AGREEMENT (SLA)
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REGIONAL HOURS OF AVAILABILITY AND SUPPORT CONTACT CHANNELS
Region Regular Support Hours Support Contact Channels
USA Monday - Friday
8:00 AM-8:00 PM EST
Excluding Federal Holidays
support.granicus.com
1-800-314-0147
Canada Monday - Friday
8:00 AM-8:00 PM EST
Excluding Statutory Holidays
support.granicus.com
1-800-314-0147
Europe Monday - Friday
9:00 AM-5:00 PM GMT
Excluding Statutory Holidays
support.granicus.com
+44 (0) 800 032 7764
Australia & New
Zealand
Monday - Friday
9:00 AM-5:30 PM AEST
Excluding National Holidays and Victorian
public holidays
support.granicus.com
+61 3 9913 0020
Subscribers
govDelivery Help
Monday - Friday
8:00 AM-8:00 PM EST
Excluding US Federal Holidays
subscriberhelp.granicus.com
subscriberhelp@granicus.com
1-800-439-1420 USA
+44 (0) 808 234 7450 Europe
Emergency Support Emergency technical support is available 24/7 by phone only for customers
experiencing a Level 1 outage as defined below
TECHNICAL SUPPORT SEVERITY LEVEL DEFINITIONS
Severity
Level Description Time to 1st
Response Granicus Action
Level 1
EMERGENCY
Incident represents
complete unavailability of
the Granicus Products for all
users and no workaround is
available
Within
two (2)
hours
Incident response process is initiated upon verification. Work
on a resolution begins immediately (24/7/365). Notifications
and updates of resolution or work arounds are provided to
affected clients via case, or if several clients are affected, via
status.granicus.com.
Level 2
SEVERELY
IMPAIRED
Incident occurs when a
major feature of the
product is not working or
fails repeatedly and there
is no workaround available
Within
four (4)
hours
Incident response process is initiated upon verification. Case
is evaluated whether a solution or acceptable work around
can be achieved. Notifications and updates of resolutions or
work arounds are provided to affected clients via case, or if
several clients are affected, via status.granicus.com
Level 3
IMPAIRED
Incident occurs when a
primary feature of the
product is not working as
expected and an
acceptable workaround is
available
Within
one (1)
business
day
Upon verification case is assigned and work on resolution
begins within 1 business day. If the issue is reported after hours,
it will not be assigned until the next business day.
Level 4
LOW IMPACT
Incident that has a limited
business impact; primary
functionality is unaffected
Within
three (3)
business
days
Upon verification case is assigned and work on resolution
begins within 3 business days. If the issue is reported after
hours, it will not be assigned until the next business day.
Granicus shall use commercially reasonable efforts to resolve incidents affecting Granicus Products. Incidents that require
debugging of programming code may need to be corrected during the next regular update cycle. Resolution time will be based
on the details and severity of an incident. Regular follow-ups will be communicated with the customer until final resolution is
reached
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PRODUCT AVAILABILITY
Granicus will use commercially reasonable efforts to make the Granicus Products Available 99.9% of the
Available Hours of Operation, calculated on a calendar quarter basis, as follows:
[(Total time in a quarter – Unexpected Downtime – Scheduled Downtime – Service Disruption) / (Total time in a
quarter – Schedule Downtime – Service Disruption)] * 100
Reasonable efforts are made to avoid Scheduled Downtime to perform maintenance, however, in
circumstances where Scheduled Downtime is required, notification will be posted at least 10 days in advance
for all Product Suites, scope of maintenance activities may be refined to ensure adherence to published
schedule. Customers can subscribe to product specific email notifications on the status page
status.granicus.com
Notifications for Granicus Products of any system-wide outages will be posted to status.granicus.com and will
occur within one (1) hour from the time the issues are first recognized by Granicus.
Reports of Unscheduled Downtime will be provided upon request up to once per calendar quarter.
Term Definition
Availability ability of a user to access the Granicus Product via the internet. Granicus uses industry-
standard third-party monitoring to measure Availability through URL monitoring (HTTP)
Available
Hours of
Operation
twenty-four hours a day, seven days per week, minus Scheduled Downtime
Maintenance updates, upgrades, bug fixes, and patches to the Granicus Products. Maintenance times
vary by Product. An up-to-date maintenance schedule can be found at status.granicus.com.
Scheduled
Downtime
is the period when the Granicus Product may be inaccessible to permit Granicus to perform
Maintenance services
Service
Disruption
is the downtime arising from causes beyond the reasonable direct control of Granicus, such
as events caused by Client's action or inaction, force majeure, interruption or failure of digital
transmission links or telecommunications, certificate expirations, hostile network attacks, issues
arising with customer Domain Name Systems (DNS), or Client Web Application Firewall (WAF).
Unscheduled
Downtime
is any time after the first five minutes of downtime where the Granicus Product is not Available
in any way.
OUTAGE CREDIT
Any credit provided within this Technical Support and Availability document will be referred to as an Outage
Credit. The Outage Credit shall be applied as credit to the customer’s following renewal term for the customer’s
affected Granicus Product and will be added to the end of the then-current period of performance and shall
be provided upon the customer’s request.
Outage Credit is available solely to the extent Unscheduled Downtime created unavailability of the entire
Granicus product. Unscheduled Downtime does not include Service Disruption. In no event shall any credit for a
calendar quarter exceed the seven (7) days of Outage Credit. Granicus shall have the ability to determine at its
reasonable discretion whether Unscheduled Downtime has occurred.
Per calendar quarter, Granicus will provide Outage Credit as follows:
Site Outage per Quarter
(Unless Otherwise Specified Below)
Amount of Outage Credit
(Unless Otherwise Specified Below)
>99.9%No Outage Credit
99.8-98.0% 1 day credit
97.9-97.0% 3 days credit
96.9% or less 7 days credit
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TIS EXH—Security Requirements 02-2021 Page 1 of 3
Exhibit D
City of Tukwila Security Requirements
Introduction
During the term of this agreement, Contractor shall operate an information security program
designed to meet the confidentiality, integrity, and availability requirements of the service or
product being supplied. The program shall include at a minimum the following security measures.
Governance
1.Information Security Policy: Contractor shall develop, implement, and maintain an
information security policy and shall communicate the policy to all staff and contractors.
2.Information Security Accountability: Contractor shall appoint an employee of at least
manager level who shall be accountable for the overall information security program.
3.Risk Management: Contractor shall employ a formal risk assessment process to identify
security risks which may impact the products or services being supplied, and mitigate risks
in a timely manner commensurate with the risk.
Asset Management
4.Asset Inventory: Contractor shall maintain an inventory of all hardware and software
assets, including asset ownership.
5.Data Classification: Contractor shall develop, implement, and maintain a data
classification scheme and process designed to ensure that data is protected according to
its confidentiality requirements.
Supply Chain Risk Management
6.Supplier Security Assessments: Contractor shall engage in appropriate due diligence
assessments of potential suppliers which may impact the security of the services or
products being supplied.
7.Security in Supplier Agreements: Contractor shall ensure that agreements with
suppliers who may impact the security of the services or products being supplied contain
appropriate security requirements.
Human Resource Security
8.Information Security Awareness: Contractor shall develop and implement an
information security awareness program designed to ensure that all employees and
contractors receive security education as relevant to their job function.
9.Background Checks: Contractor shall conduct appropriate background checks on all
new employees based on the sensitivity of the role that they are being hired for.
Identity Management, Authentication and Access Control
10.Authentication: Contractor shall ensure that all access, by employees or contractors, to
its information systems used to provide services or products being supplied shall require
appropriate authentication controls that at a minimum will include:
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a. Strong passwords or multi-factor authentication for users
b. Multi-factor authentication for all remote access
11.Authorization: Contractor shall ensure that all access to its information systems used to
provide services or products being supplied shall be approved by management.
12.Privileged Account Management: Contractor shall appropriately manage and control
privileged accounts on its information systems that at a minimum will include:
a. Use of dedicated accounts for privileged activity
b. Maintaining an inventory of privileged accounts
13.Access Termination: Contractor shall develop and maintain a process designed to
ensure that user access is revoked upon termination of employment, or contract for
contractors.
Data Security
14.Encryption: Contractor shall ensure that all laptops, mobile devices, and removable
media, including those that are owned by Contractor employees or contractors, which may
be used to store, process, or transport organizational data are encrypted at all times.
[Scoping guideline: This requirement may be removed if Contractor is not expected to
possess any confidential or sensitive organizational data]
15.Secure Disposal: Contractor shall ensure that all media which may be used to store,
process, or transport organizational data is disposed of in a secure manner. [Scoping
guideline: This requirement may be removed if Contractor is not expected to possess any
confidential or sensitive organizational data]
System Acquisition, Development and Maintenance
16.Security Requirements: Contractor shall ensure that information security requirements
are defined for all new information systems, whether acquired or developed.
17.Separation of Environments: Contractor shall ensure that development and testing
environments are separate from their production environment.
18.Data Anonymization: Contractor shall ensure that the City of Tukwila’s data will not be
used in the development or testing of new systems unless the data is appropriately
anonymized.
19.Secure Coding: Contractor shall ensure that all applications are developed with secure
coding practices, including OWASP Top 10 Most Critical Web Application Security Risks.
Physical and Environmental Security
20.Risk Assessment: Contractor shall use a formal risk assessment methodology to identify
physical and environmental threats and shall implement controls to minimize the risks.
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Information Protection Processes and Procedure
21.Hardening: Contractor shall develop and implement security configuration baselines for
all endpoint and network devices types.
22.Network Segregation: Contractor shall segregate its network into zones based on trust
levels, and control the flow of traffic between zones.
23.Anti-Malware: Contractor shall ensure that all information systems that are susceptible
to malware are protected by up-to-date anti-malware software.
24.Wireless Access Control: Contractor shall ensure that wireless network access is
protected, including at a minimum:
a. All wireless network access should be encrypted
b. All wireless network access to the production network should be authenticated using
multi-factor authentication such as machine certificates
c. Wireless network access for personal devices and guest access should be segregated
from the production network
25.Patching: Contractor shall evaluate, test, and apply information system patches in a
timely fashion according to their risk.
26.Backup and Recovery: Contractor shall implement a backup and recovery process
designed to ensure that data can be recovered in the event of unexpected loss.
Protective Technology
27.Logging: Contractor shall ensure that security event logging requirements have been
defined, and that all information systems are configured to meet logging requirements.
28.Intrusion Detection: Contractor shall deploy intrusion detection or prevention systems
at the network perimeter.
29.URL Filtering: Contractor shall deploy tools to limit web browsing activity based on URL
categories.
30.Denial of Service Protection: Contractor shall deploy controls to detect and mitigate
denial of service attacks.
Security Continuous Monitoring
31.Security Monitoring: Contractor shall deploy automated tools to collect, correlate, and
analyze security event logs from multiple sources, and monitor them for suspected
security incidents.
32.Vulnerability Assessments: Contractor shall conduct vulnerability assessments against
all Internet-facing information systems on a regular basis, no less often than quarterly.
33.Penetration Testing: Contractor shall perform penetration tests on all web applications
and services, in accordance with standard penetration testing methodologies, on a regular
basis, no less often than annually.
Information Security Incident Management
34.Incident Response: Contractor shall develop, implement, and maintain an information
security incident response process, and will test the process on a regular basis, no less
often than annually.
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Exhibit E
Data Protection and Information Security
This Data Protection and Information Security Exhibit (“Exhibit”) is an attachment to the
Agreement and sets forth the data protection and information security requirements of City of
Tukwila. This Exhibit includes by reference the terms and conditions of the Agreement. In the
event of any inconsistencies between this Exhibit and the Agreement, the parties agree that the
terms and conditions of the Exhibit will prevail. Throughout the term of the Agreement and for as
long as Contractor controls, possesses, stores, transmits, or processes Confidential Information
as part of the Services provided to City of Tukwila, Contractor will comply with the requirements
set forth in this Exhibit. Any breach of this Exhibit will be deemed a material breach under the
Agreement.
1. Definitions
“Authorized Personnel” for the purposes of this Exhibit, means Contractor’s employees or
subcontractors who: (i) have a need to receive or access Confidential Information or Personal
Information to enable Contractor to perform its obligations under the Agreement; and (ii) are
bound in writing with Contractor by confidentiality obligations sufficient for the protection of
Confidential Information and Personal Information in accordance with the terms and conditions
set forth in the Agreement and this Exhibit.
“Common Software Vulnerabilities” (CSV) are application defects and errors that are commonly
exploited in software. This includes but is not limited to:
(i) The CWE/SANS Top 25 Programming Errors – see http://cwe.mitre.org/top25/ and
http://www.sans.org/top25-software-errors/
(ii) The Open Web Application Security Project’s (OWASP) “Top Ten Project” – see
http://www.owasp.org
“Confidential Information” means certain non-public proprietary information that has economic
value and is protected with reasonable safeguards to maintain its secrecy. Confidential
Information may include, but is not limited to any financial data, business and other plans,
specifications, equipment designs, electronic configurations, design information, product
architecture algorithms, quality assurance plans, inventions (whether or not the subject of pending
patent applications), ideas, discoveries, formulae, models, requirements, standards, trade and
manufacturing secrets, drawings, samples, devices, demonstrations, technical information, all
Personal Information as defined in RCW 42.56.590 that come within the Contractor’s possession
in the course of performance under this Agreement, as well as any and all intellectual and
industrial property rights contained therein or in relation thereto; provided that, Personal
Information shall remain Confidential Information even if at the time of disclosure or collection, or
later, it is or becomes known to the public.
“Industry Standards” mean generally recognized industry standards, best practices, and
benchmarks including but not limited to:
(i) Payment Card Industry Data Security Standards (“PCI DSS”) – see
http://www.pcisecuritystandards.org/
(ii) National Institute for Standards and Technology – see http://csrc.nist.gov/
(iii) ISO / IEC 27000-series – see http://www.iso27001security.com/
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(iv) COBIT 5 – http://www.isaca.org/cobit/
(v) Cyber Security Framework – see http://www.nist.gov/cyberframework/
(vi) Cloud Security Alliance – see https://cloudsecurityalliance.org/
(vii) Other standards applicable to the services provided by Contractor to City of Tukwila
“Information Protection Laws” mean all local, state, federal and international laws, standards,
guidelines, policies, regulations and procedures applicable to Contractor or City of Tukwila
pertaining to data security, confidentiality, privacy, and breach notification.
“Personal Information” also known as Personally Identifiable Information (PII), is defined in RCW
42.56.590 and includes information of City of Tukwila customers, employees and subcontractors
or their devices gathered or used by Contractor that can be used on its own or combined with
other information to identify, contact, or locate a person, or to identify an individual or his or her
device in context. Examples of Personal Information include name, social security number or
national identifier, biometric records, driver’s license number, device identifier, IP address, MAC
address, either alone or when combined with other personal or identifying information which is
linked or linkable to a specific individual or device, such as date and place of birth, mother’s
maiden name, etc.
“Security Incident” is any actual or suspected occurrence of:
(i) Unauthorized access, use, alteration, disclosure, loss, theft of, or destruction of
Confidential Information or the systems / storage media containing Confidential
Information
(ii) Illicit or malicious code, phishing, spamming, spoofing
(iii) Unauthorized use of, or unauthorized access to, Contractor’s systems
(iv) Inability to access Confidential Information or Contractor systems as a result of a
Denial of Service (DOS) or Distributed Denial of Service (DDOS) attack
(v) Loss of Confidential Information due to a breach of security
“Security Vulnerability” is an application, operating system, or system flaw (including but not
limited to associated process, computer, device, network, or software weakness) that can be
exploited resulting in a Security Incident.
2. Roles of the Parties and Compliance with Information Protection Laws
As between City of Tukwila and Contractor, City of Tukwila shall be the principal and Contractor
shall be its agent with respect to the collection, use, processing and disclosure of all Confidential
Information. The Parties shall comply with their respective obligations as the principal (e.g., data
owner/controller/covered entity) and agent (e.g., data processor/business associate/trading
partner) under all Information Protection Laws. The Parties acknowledge that, with respect to all
Confidential Information processed by Contractor for the purpose of providing the Services under
this Agreement:
a. City of Tukwila shall determine the scope, purpose, and manner in which such
Confidential Information may be accessed or processed by Contractor, and Contractor
shall limit its access to or use of Confidential Information to that which is necessary to
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provide the Services, comply with applicable laws, or as otherwise directed by City of
Tukwila;
b. Each party shall be responsible for compliance with Information Protection Laws in
accordance with their respective roles; and
c. Contractor and City of Tukwila shall implement the technical and organizational
measures specified in this Exhibit and any additional procedures agreed upon pursuant
to a Statement of Work (“SOW”) to protect Confidential Information against unauthorized
use, destruction or loss, alteration, disclosure or access.
3. General Security Requirements
Contractor will have an information security program that has been developed, implemented and
maintained in accordance with Industry Standards. At a minimum, Contractor’s information
security program will include, but not be limited to, the following elements:
3.1 Information Security Program Management. Contractor will have or assign a qualified
member of its workforce or commission a reputable third-party service provider to be
responsible for the development, implementation and maintenance of Contractor’s
enterprise information security program.
3.2 Policies and Standards. To protect City of Tukwila Confidential Information, Contractor
will implement and maintain reasonable security that complies with Information Protection
Laws and meets data security Industry Standards.
a. Security Policies and Standards. Contractor will maintain formal written information
security policies and standards that:
(i) Define the administrative, physical, and technological controls to protect the
confidentiality, integrity, and availability of Confidential Information, City of Tukwila
systems, and Contractor systems (including mobile devices) used in providing
Services to City of Tukwila
(ii) Encompasses secure access, retention, and transport of Confidential Information
(iii) Provide for disciplinary or legal action in the event of violation of policy by
employees or Contractor subcontractors and vendors
(iv) Prevent unauthorized access to City of Tukwila data, City of Tukwila systems, and
Contractor systems, including access by Contractor’s terminated employees and
subcontractors
(v) Employ the requirements for assessment, monitoring and auditing procedures to
ensure Contractor is compliant with the policies
(vi) Conduct an annual assessment of the policies, and upon City of Tukwila written
request, provide attestation of compliance.
b. In the SOW or other document, Contractor will identify to City of Tukwila all third-party
vendors (including those providing subcontractors to Contractor) involved in the
provision of the Services to City of Tukwila, and will specify those third-party vendors
that will have access to Confidential Information.
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3.3 Security and Privacy Training. Maintain a security awareness program that includes at
minimum, annual training.
3.4 Access Control. Contractor will ensure that City of Tukwila Confidential Information will be
accessible only by Authorized Personnel after appropriate user authentication and access
controls (including but not limited to two-factor authentication) that satisfy the requirements
of this Exhibit. Each Authorized Personnel shall have unique access credentials and shall
receive training which includes a prohibition on sharing access credentials with any other
person. Contractor should maintain access logs relevant to City of Tukwila Confidential
Information for a minimum of six years or other mutually agreed upon duration.
3.5 Data Backup. The parties shall agree in an SOW or other document upon the categories
of City of Tukwila Confidential Information that are required to be backed up by Contractor.
Unless otherwise agreed to in writing by City of Tukwila, backups of City of Tukwila
Confidential Information shall reside solely in the United States. For the orderly and timely
recovery of Confidential Information in the event of a service interruption:
a. Contractor will store a backup of Confidential Information at a secure offsite facility and
maintain a contemporaneous backup of Confidential Information on-site to meet needed
data recovery time objectives.
b. Contractor will encrypt and isolate all City of Tukwila backup data on portable media
from any backup data of Contractor’s other customers.
3.6 Business Continuity Planning (BCP) and Disaster Recovery (DR). Contractor will
maintain an appropriate business continuity and disaster recovery plan to enable Contractor
to adequately respond to, and recover from, business interruptions involving City of Tukwila
Confidential Information or services provided by Contractor to City of Tukwila.
a. At a minimum, Contractor will test the BCP and DR plan annually, in accordance with
Industry Standards, to ensure that the business interruption and disaster objectives set
forth in this Exhibit have been met and will promptly remedy any failures. Upon City of
Tukwila’s request, Contractor will provide City of Tukwila with a written summary of the
annual test results.
b. In the event of a business interruption that activates the BCP and DR plan affecting the
Services or Confidential Information of City of Tukwila, Contractor will notify City of
Tukwila’s designated Security Contact as soon as possible.
c. Contractor will allow City of Tukwila or its authorized third party, upon a minimum of 30
days’ notice to Contractor’s designated Security Contact, to perform an assessment of
Contractor’s BCP and DR plan once annually, or more frequently if agreed to in an SOW
or other document. Following notice provided by City of Tukwila, the parties will meet
to determine the scope and timing of the assessment.
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3.7 Network Security. Contractor agrees to implement and maintain network security controls
that conform to Industry Standards including but not limited to the following:
a. Firewalls. Contractor will utilize firewalls to manage and restrict inbound, outbound and
internal network traffic to only the necessary hosts and network resources.
b. Network Architecture. Contractor will appropriately segment its network to only allow
authorized hosts and users to traverse areas of the network and access resources that
are required for their job responsibilities.
c. Demilitarized Zone (DMZ). Contractor will ensure that publicly accessible servers are
placed on a separate, isolated network segment typically referred to as the DMZ.
d. Wireless Security. Contractor will ensure that its wireless network(s) only utilize strong
encryption, such as WPA2.
e. Intrusion Detection/Intrusion Prevention (IDS/IPS) System. Contractor will have an IDS
and/or IPS in place to detect inappropriate, incorrect, or anomalous activity and
determine whether Contractor’s computer network and/or server(s) have experienced
an unauthorized intrusion.
3.8 Application and Software Security. Contractor, should it provide software applications or
Software as a Service (SaaS) to City of Tukwila, agrees that its product(s) will remain secure
from Software Vulnerabilities and, at a minimum, incorporate the following:
a. Malicious Code Protection. Contractor’s software development processes and
environment must protect against malicious code being introduced into its product(s)
future releases and/or updates.
b. Application Level Security. Contractor must use a reputable third party tool to conduct
dynamic/static/manual application vulnerability scans on the application(s) software
provided to City of Tukwila for each major code release or at the time of contract
renewal. Contractor can provide executive summary of dynamic test results if
requested by the City of Tukwila. Results of the application testing will be provided to
City of Tukwila in a summary report and vulnerabilities categorized as Very High, High
or that have been identified as part of the OWASP Top 10 and SANS Top 25 within 30
days of identification.
c. Vulnerability Management. Contractor agrees at all times to provide, maintain and
support its software and subsequent updates, upgrades, and bug fixes such that the
software is and remains secure from Common Software Vulnerabilities.
d. Logging. Contractor software that controls access to Confidential Information must log
and track all access to the information.
e. Updates and Patches. Contractor agrees to promptly provide updates and patches to
remediate Security Vulnerabilities that are exploitable. Upon City of Tukwila’s request,
Contractor shall provide information on remediation efforts of known Security
Vulnerabilities.
3.9 Data Security. Contractor agrees to preserve the confidentiality, integrity and accessibility
of City of Tukwila Confidential Information with administrative, technical and physical
measures that conform to Industry Standards that Contractor then applies to its own
systems and processing environment. Unless otherwise agreed to in writing by City of
Tukwila, Contractor agrees that any and all City of Tukwila Confidential Information will be
stored, processed, and maintained solely on designated systems located in the continental
United States. Additionally:
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a. Encryption. Contractor agrees that all City of Tukwila Confidential Information and
Personal Information will be encrypted with a Federal Information Processing Standard
(FIPS) compliant encryption product, also referred to as 140-2 compliant. Symmetric
keys will be encrypted with a minimum of 128-bit key and asymmetric encryption
requires a minimum of 1024 bit key length. Encryption will be utilized in the following
instances:
•City of Tukwila Confidential Information and Personal Information will be stored on
any portable computing device or any portable storage medium.
•City of Tukwila Confidential Information and Personal Information will be
transmitted or exchanged over a public network.
b. Data Segregation. Contractor will segregate City of Tukwila Confidential Information
and Personal Information from Contractor’s data and from the data of Contractor’s other
customers or third parties.
3.10 Data Re-Use. Contractor agrees that any and all data exchanged shall be used expressly
and solely for the purposes enumerated in the Agreement. Data shall not be distributed,
repurposed or shared across other applications, environments, or business units of
Contractor. Contractor further agrees that no Confidential Information of any kind shall be
transmitted, exchanged or otherwise passed to other parties except on a case-by-case basis
as specifically agreed to in writing by City of Tukwila.
3.11 Data Destruction and Data Retention. Upon expiration or termination of this Agreement
or upon City of Tukwila’s written request, Contractor and its Authorized Personnel will
promptly return to City of Tukwila all City of Tukwila Confidential Information and/or securely
destroy City of Tukwila Confidential Information. At a minimum, destruction of data activity
is to be performed according to the standards enumerated by the National Institute of
Standards, Guidelines for Media Sanitization – see http://csrc.nist.gov/. If destroyed, an
officer of Contractor must certify to City of Tukwila in writing within 10 business days all
destruction of City of Tukwila Confidential Information. If Contractor is required to retain any
City of Tukwila Confidential Information or metadata to comply with a legal requirement,
Contractor shall provide notice to both the general notice contact in the Agreement as well
as City of Tukwila’s designated Security Contact.
3.12 Right to Audit. Upon a minimum of 30 days’ written notice to Contractor, Contractor agrees
to allow City of Tukwila or a mutually agreed upon independent third party under a Non-
Disclosure Agreement to perform an audit of Contractor’s policies, procedures, software,
system(s), and data processing environment at City of Tukwila’s expense to confirm
compliance with this Exhibit. Prior to commencement of the audit, the parties will discuss
the scope of the audit and the schedule. Contractor shall provide reasonable support to the
audit team. Upon request Contractor will provide any relevant third party assessment
reports such as SOC 2, PCI DSS Report on Compliance, or ISO 27001 certification. Unless
critical issues are identified during the audit, such audits will be restricted to once in any 12
month period. If issues are identified, Contractor shall provide a remediation plan to City of
Tukwila to remedy such issues at Contractor’s expense.
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3.13 Security Testing. Contractor, at its expense, will allow City of Tukwila to conduct static,
dynamic, automated, and/or manual security testing on its software products and/or
services, hardware, devices, and systems to identify Security Vulnerabilities on an ongoing
basis. Should any vulnerabilities be discovered, Contractor agrees to notify City of Tukwila
and create a mutually agreed upon remediation plan to resolve all vulnerabilities identified.
City of Tukwila has the right to request or conduct additional reasonable security testing
throughout the Term of the Agreement.
4. Security Incident / Data Breach
4.1 Security Contact. The individuals identified below shall serve as each party’s designated
Security Contact for security issues under this Agreement.
City of Tukwila Security Contact:
Name
Address
Phone
Email
Contractor Security Contact:
Name
Address
Phone
Email
Docusign Envelope ID: 9915DD1B-A15B-4AF9-91AC-D8EA56D92378
1-800-314-0147
Kristoffer von Bonsdorff
legal@granicus.com
1152 15th Street NW, Suite 800
Washington, DC 20005
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4.2 Requirements. Contractor will take commercially reasonable actions to ensure that City of
Tukwila is protected against any and all reasonably anticipated Security Incidents, including
but not limited to:
(i) Contractor’s systems are continually monitored to detect evidence of a Security
Incident
(ii) Contractor has a Security Incident response process to manage and to take corrective
action for any suspected or realized Security Incident
(iii) Upon request Contractor will provide City of Tukwila with a copy of its Security Incident
policies and procedures. If a Security Incident affecting City of Tukwila occurs,
Contractor, at its expense and in accordance with applicable Information Protection
Laws, will immediately take action to prevent the continuation of the Security Incident.
4.3 Notification. Within eight hours of Contractor’s initial awareness of a Security Incident or
other mutually agreed upon time period, Contractor will notify City of Tukwila of the incident
by calling by phone the City of Tukwila Security Contact(s) listed above.
4.4 Investigation and Remediation. Upon Contractor’s notification to City of Tukwila of a
Security Incident, the parties will coordinate to investigate the Security Incident. Contractor
shall be responsible for leading the investigation of the Security Incident, but shall cooperate
with City of Tukwila to the extent City of Tukwila requires involvement in the investigation.
Contractor shall involve law enforcement in the investigation if requested by City of Tukwila.
Depending upon the type and scope of the Security Incident, City of Tukwila personnel may
participate in: (i) interviews with Contractor’s employees and subcontractors involved in the
incident; and (ii) review of all relevant records, logs, files, reporting data, systems, Contractor
devices, and other materials as otherwise required by City of Tukwila.
Contractor will cooperate, at its expense, with City of Tukwila in any litigation or investigation
deemed reasonably necessary by City of Tukwila to protect its rights relating to the use,
disclosure, protection and maintenance of Confidential Information. Contractor will
reimburse City of Tukwila for actual costs incurred by City of Tukwila in responding to, and
mitigating damages caused by any Security Incident, including all costs of notice and
remediation which City of Tukwila, in its sole discretion, deems necessary to protect such
affected individuals in light of the risks posed by the Security Incident. Contractor will, at
Contractor’s own expense, provide City of Tukwila with all information necessary for City of
Tukwila to comply with data breach recordkeeping, reporting and notification requirements
pursuant to Information Protection Laws. Contractor will use reasonable efforts to prevent
a recurrence of any such Security Incident. Additionally, Contractor will provide (or
reimburse City of Tukwila) for at least one year of complimentary access for one credit
monitoring service, credit protection service, credit fraud alert and/or similar services, which
City of Tukwila deems necessary to protect affected individuals in light of risks posed by a
Security Incident.
4.5 Reporting. Contractor will provide City of Tukwila with a final written incident report within
five business days after resolution of a Security Incident or upon determination that the
Security Incident cannot be sufficiently resolved.
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5. Confidential Information or Personal Information
5.1 Authorized Personnel. Contractor will require all Authorized Personnel to meet
Contractor’s obligations under the Agreement with respect to Confidential Information or
Personal Information. Contractor will screen and evaluate all Authorized Personnel and will
provide appropriate privacy and security training, as set forth above, in order to meet
Contractor’s obligations under the Agreement. Upon City of Tukwila’s written request,
Contractor will provide City of Tukwila with a list of Authorized Personnel. Contractor will
remain fully responsible for any act, error, or omission of its Authorized Personnel.
5.2 Handling of Confidential Information or Personal Information. Contractor will:
a. Keep and maintain all Confidential Information and Personal Information in strict
confidence in accordance with the terms of the Agreement
b. Use and disclose Confidential Information and/or Personal Information solely and
exclusively for the purpose for which the Confidential Information or Personal
Information is provided pursuant to the terms and conditions of the Agreement.
Contractor will not disclose Confidential Information or Personal Information to any
person other than to Authorized Personnel without City of Tukwila’s prior written
consent, unless and to the extent required by applicable law, in which case, Contractor
will use best efforts to notify City of Tukwila before any such disclosure or as soon
thereafter as reasonably possible. In addition, Contractor will not produce any
Confidential Information or Personal Information in response to a non-legally binding
request for disclosure of such Personal Information.
5.3 Data and Privacy Protection Laws. Contractor represents and warrants that its collection,
access, use, storage, disposal, and disclosure of Personal Information complies with all
applicable federal, state, local and foreign data and privacy protection laws, as well as all
other applicable regulations and directives.
6. Third Party Security
6.1 Contractor will conduct thorough background checks and due diligence on any third and
fourth parties which materially impact Contractor’s ability to provide the products and/or
Services to City of Tukwila as described in the Agreement.
6.2 Contractor will not outsource any work related to its products or the Services provided to
City of Tukwila in countries outside the United States of America, which have not been
disclosed in the Agreement or without prior written approval from City of Tukwila Legal and
Information Security. If Contractor desires to outsource certain work during the Term of the
Agreement, Contractor shall first notify City of Tukwila so that the parties can ensure
adequate security protections are in place with respect to the Services provided to City of
Tukwila.
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7. Payment Cardholder Data
7.1 If Contractor accesses, collects, processes, uses, stores, transmits, discloses, or disposes
of City of Tukwila and/or City of Tukwila customer credit, debit, or other payment cardholder
information, Contractor agrees to the following additional requirements:
a. Contractor, at its sole expense, will comply with the Payment Card Industry Data
Security Standard (“PCI DSS”), as may be amended or changed from time to time,
including without limitation, any and all payment card industry validation actions (e.g.,
third party assessments, self-assessments, security vulnerability scans, or any other
actions identified by payment card companies for the purpose of validating Contractor’s
compliance with the PCI DSS).
b. Contractor will maintain a continuous PCI DSS compliance program. Annually,
Contractor agrees to provide evidence of PCI DSS compliance in the form of a Qualified
Security Assessor (“QSA”) Assessment Certificate, a PCI Report on Compliance
(“ROC”), or evidence that Contractor is included on the Visa or MasterCard list of PCI
DSS Validated Service Providers.
c. Contractor will ensure that subcontractors approved by City of Tukwila, in accordance
with Section 6.2, comply with and maintain a continuous PCI DSS compliance program
if the subcontractor provides any service on behalf of Contractor that falls within PCI
DSS scope. The Subcontractor must provide evidence of PCI DSS compliance in the
form of a Qualified Security Assessor (“QSA”) Assessment Certificate, a PCI Report on
Compliance (“ROC”), or evidence that Subcontractor is included on the Visa or
MasterCard list of PCI DSS Validated Service Providers.
d. Contractor will immediately notify City of Tukwila if Contractor is found to be non-
compliant with a PCI DSS requirement or if there is any breach of cardholder data
impacting City of Tukwila or its customers.
8. Changes
In the event of any change in City of Tukwila’s data protection or privacy obligations due to
legislative or regulatory actions, industry standards, technology advances, or contractual
obligations, Contractor will work in good faith with City of Tukwila to promptly amend this
Exhibit accordingly.
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Statement of Work
City of Tukwila, WA
Creation Date: 4/21/2025
SoW Expiration Date: 7/21/2025
Document Number: PS-07955.2
Created by: Sidney Barnes
PS-07955.2
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Exhibit B
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Table of Contents
OpenGov Statement of Work 3
1.Project Scope 3
2.Adjustments to the Project Scope, Estimated Schedule, Charges and other Terms 3
3.Project Delivery 3
4.Project Understanding 3
5.OpenGov Responsibilities 4
6.Project Tracking and Reporting 4
7.Communication and Escalation Procedure 5
8.Opengov Implementation Methodology 5
8.1. Initiate 6
8.2. Validate 6
8.3. Configure 6
8.5. Launch 6
9 . Customer Responsibilities 6
10.Customer’s Project Manager 7
11. Acceptance Procedure 7
12.Estimated Schedule 8
13.Illustrative Project Timelines 8
14. Change Order Process 9
Exhibit 1: Implementation Activities 11
Budgeting & Planning 11
Initiate 11
Validate 11
Configure 12
Train 16
Launch 17
Tax & Revenue: 18
Initiate 18
Validate 18
Configure 19
Train 22
Launch 24
Exhibit 2: Technical Requirements 25
Budgeting & Planning Technical Requirements 25
PS-07955.2
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OpenGov Statement of Work
This Statement of Work (“SOW”) identifies services that OpenGov will perform for City of
Tukwila, WA (“Customer”) pursuant to the order for OpenGov Professional Services. This
SOW may not be modified or amended except in a written agreement signed by a duly
authorized representative of each party. The OpenGov Responsibilities section of this
document can be found in Exhibit 1: Implementation Activities. Any additional services or
support not detailed in Exhibit 1 will be considered out of scope.
1.Project Scope
Under this project, OpenGov will deliver cloud based solutions (detailed list in
“Exhibit 1”). OpenGov's estimated charges and schedule are based on performance
of the activities listed in the “OpenGov Responsibilities” section below. Deviations
that arise during the project will be managed through the procedure described in
Section 14.
2.Adjustments to the Project Scope, Estimated Schedule, Charges and other Terms
Adjustments to the deliverables in Exhibit 1 may include charges on a
time-and-materials or fixed-fee basis using OpenGov’s standard rates.
3.Project Delivery
3.1. OpenGov will perform the work under this SOW remotely unless explicitly
identified below.
3.2. OpenGov will use personnel and resources located across the United States,
and may also include OpenGov-trained implementation partners to support the
delivery of services.
4.Project Understanding
4.1. Deviations that arise during the proposed project will be managed through the
Change Order Process (as defined in Section 14) , and may result in adjustments to
the Project Scope, Estimated Schedule, Charges, and/or other terms.
4.2. The OpenGov Suites are not customized beyond current capacities based on
the latest release of the software. Implementation of any custom modification or
integration developed by OpenGov; Customer internal staff; or any third-party is
not included in the scope of this project unless specifically listed in Exhibit 1.
4.3. The customer is responsible for providing appropriate time and resources to
the project to meet deliverables as outlined in the project plan.
4.4. Data conversion services from other software system(s) or sources are not
included in the scope of this project unless specifically listed in Exhibit 1.
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5.OpenGov Responsibilities
5.1. OpenGov will provide project management for the OpenGov responsibilities in
this SOW. This provides direction to OpenGov project personnel and a shared
framework for project planning, communications, reporting, procedural and
contractual activity.
5.2. OpenGov will review the Project Plan with Customer’s Project Manager and key
stakeholders to ensure alignment on agreed upon timelines.
5.3. OpenGov will maintain project communications through Customer’s Project
Manager.
5.4. OpenGov will establish documentation and procedural standards for deliverable
materials.
5.5. OpenGov will assist Customer’s Project Manager to prepare and maintain the
Project Plan for the performance of this SOW which will include the activities, tasks,
assignments, and project milestones identified in Exhibit 1.
6.Project Tracking and Reporting
6.1. OpenGov will review project tasks, schedules, and resources and make changes
or additions, as appropriate. OpenGov will measure and evaluate progress against
the Project Plan with Customer's Project Manager.
6.2. OpenGov will work with Customer’s Project Manager to address and resolve
deviations from the Project Plan.
6.3. OpenGov will conduct regularly scheduled project status meetings.
6.4. OpenGov will administer the Change Order Process with the Customer's Project
Manager.
6.5. Deliverable Materials:
6.5.1. Weekly status reports
6.5.2. Project Plan
6.5.3. Project Charter, defining project plan and Go-live date
6.5.4. Risk, Action, Issues and Decisions Register (RAID)
6.6. Deliverable Sign-Off: OpenGov requests Sign-Offs at various deliverables
during the implementation of the project. Once the Customer has signed-off on a
deliverable, any additional changes requested by Customer on that deliverable will
require a paid change order for additional hours for OpenGov to complete the
requested changes.
7.Communication and Escalation Procedure
7.1. Active engagement throughout the implementation process is the foundation of
a successful deployment. To help assess progress, address questions, and minimize
risk during the course of deployment, both parties agree to the following:
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7.1.1. Regular communication aligned to the agreed upon Project Plan and
timing.
7.1.2. OpenGov expects our customers to raise questions or concerns as
soon as they arise. OpenGov will do the same, in order to be able to address
items when known.
7.2. Executive involvement
7.2.1. Executives may be called upon to clarify expectations and/or resolve
confusion.
7.2.2. Executives may be needed to steer strategic items to maximize the
value through the deployment.
7.3. Escalation Process
7.3.1. Identification of an issue impeding deployment progress or outcome,
that is not acceptable.
7.3.2. Customer or OpenGov Project Manager summarizes the problem
statement and impasse.
7.3.3. Customer and OpenGov Project Managers jointly outline solution
acceptance and OpenGov Project Manager will schedule an Executive Review
Meeting, if necessary.
7.3.4. The resolution will be documented and signed off.
8. Opengov Implementation Methodology
Every OpenGov implementation will contain a structured methodology to properly
plan and collaborate. The methodology consists of the following phases:
● Initiate
● Validate
● Configure
● Train
● Launch
8.1. Initiate
8.1.1. OpenGov will provide customer entity configuration.
8.1.2. OpenGov will provide system administrators creation.
8.1.3. This activity is complete when the customer has access to their site.
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8.1.4. Customer will sign-off on product access to complete the Initiate
Phase of the project.
8.2. Validate
8.2.1. OpenGov will create a Solution Blueprint.
8.2.2. OpenGov will confirm the Data Validation strategy.
8.2.3. This activity is complete when the Solution Blueprint is presented to
the customer.
8.2.4. Customer will Sign-off on Initial Draft Solution Blueprint to complete
the Validate Phase of the project.
8.3. Configure
8.3.1. OpenGov will configure the deliverables outlined in Exhibit 1.
8.3.2. This activity is complete when all deliverables in Exhibit 1 are
configured.
8.3.3. Customer will provide Sign-off that all configuration deliverables have
been completed and accepted. OpenGov will provide status and intermediate
completion milestones as the project progresses to fully configured.
8.4. Train
8.4.1. Training will be provided in instructor-led virtual sessions unless
otherwise specified in Exhibit 1.
8.4.2. OpenGov will provide Administrator training.
8.4.3. OpenGov will provide End User training (if listed in Exhibit 1).
8.4.4. Customer will sign-off that training has been completed.
8.5. Launch
8.5.1. OpenGov will provide HyperAdopt support post Go-Live to ensure
successful adoption.
8.5.2. Customer will Sign-off on the HyperAdopt phase of the project which
will transition the project from active deployment to Customer Success.
9 . Customer Responsibilities
9.1. The completion of the proposed scope of work depends on the full commitment
and participation of Customer’s management and personnel. The Customer’s Project
Manager should have access to the appropriate Customer Subject Matter Expert
personnel needed for the successful implementation of the project. The
responsibilities listed in this section are in addition to the responsibilities specified
in the Agreement and are to be provided at no charge to OpenGov. OpenGov's
performance is predicated upon the following responsibilities being managed and
fulfilled by the customer. Delays in performance of these responsibilities may result
in a change order and/or delay of the completion of the project.
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9.2. Provide the required data to OpenGov within five (5) days of the requests being
made from the OpenGov Project Manager. The Customer will be responsible for any
potential charges from third parties to access and provide the data.
9.3. Maintain the same format and access to data on an ongoing basis. Any changes
to the underlying data or data source may require a change order or charge in the
future.
10. Customer’s Project Manager
10.1. Create, with OpenGov’s assistance, the Project Charter for the performance of
this SOW which will include the activities, tasks, assignments, milestones and
estimates.
10.2. Manage Customer personnel and responsibilities for this project (for example:
ensure personnel complete any self-paced training sessions, configuration,
validation or user acceptance testing).
10.3. Identify and assign Subject Matter Experts (SME).
10.4. Serve as the communication liaison between OpenGov and Customer
representatives participating in the project.
10.5. Participate in project status meetings.
10.6. Obtain and provide information, data, and decisions within ten (10) business
days of OpenGov’s request unless Customer and OpenGov agree in writing to a
different response time.
10.7. Resolve deviations from the estimated schedule.
10.8. Help resolve project issues and escalate issues within Customer’s
organization, as necessary.
10.9. Administer the Change Order Process with the Project Manager, if applicable.
11. Acceptance Procedure
11.1. The completed items in Exhibit 1 will be submitted to the Customer’s Project
Manager.
11.2. Customer’s Project Manager will have decision authority to approve/reject all
Project Criteria, Phase Acceptance and Engagement Acceptance.
11.3. Within five (5) business days of receipt, the Customer’s Project Manager will
either accept the Deliverable Material or provide OpenGov’s Project Manager a
written list of requested revisions. If OpenGov receives no response from the
Customer’s Project Manager within five (5) business days, then the Deliverable
Material will be deemed accepted. The process will repeat for the requested
revisions until acceptance.
11.4. All acceptance milestones and associated review periods will be tracked on
the Project Plan.
11.5 Both OpenGov and Customer recognize that failure to complete tasks and
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respond to open issues may have a negative impact on the Project.
11.6. For any tasks not yet complete, OpenGov and/or Customer will provide
su
Tax & Revenue
14. Change Order Process
14.1. This SOW and related efforts are based on the information provided and gathered
by OpenGov. Customer acknowledges that changes to the scope may require additional
effort or time, resulting in additional cost. Any change to scope must be agreed to in
writing, by both Customer and OpenGov, and documented via a Change Order. No
verbal agreement will be binding on OpenGov or Customer.
14.2. A Change Order is defined as work that is added to or deleted from the original
scope of this SOW. Depending on the magnitude of the change, it may or may not alter
the original contract amount or completion date. Changes might include but are not
limited to:
14.2.1. Timeline for completion.
14.2.2. Sign off process.
14.2.3. Cost of change and/or invoice timing.
14.2.4. Amending the SOW to correct an error.
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14.2.5 Extension of work as the complexity identified exceeds what was
expected by Customer or OpenGov.
14.2.6. Change in type of OpenGov resources to support the SOW.
14.3.The approval process for a Change Order is as follows:
14.3.1.Identification and documentation of a need for modification to the scope
of the project as defined in the Statement of Work and any subsequent change
orders.
14.3.2. A Change Order is created and Customer and OpenGov review. The
Customer will then provide Sign-off.
14.3.3. Change Order is incorporated into the Statement of Work and
implemented.
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Exhibit 1: Implementation Activities
Budgeting & Planning
Use Cases Build for Budgeting & Planning:
●Operating Budget
●Workforce Planning
●Budget Book Publication
●Capital Budgeting
●B&P Integrations
●Reporting & Transparency
Initiate
Provisioning Budget & Planning
OpenGov will:
●Provision Customer’s OpenGov entity and verify Customer has access to all purchased
modules.
Customer will:
●Confirm access to entity and modules.
Completion Criteria
●Customer verifies access to the site.
Validate
Technical Project Review
OpenGov will:
●Provide up to one (1) one-hour working sessions at the beginning of the project to:
o Review deliverables
o Review technical requirements
o Provide documentation on requirements and processes
OpenGov Assumptions:
●Customer will provide relevant data within two (2) weeks immediately following the kick-off
meeting.
Customer will:
●Identify relevant participants for attendance.
●Confirm deliverables.
●Gather and provide relevant data for the project.
Completion Criteria
●Customer sign-off on the project plan.
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Configure
Chart of Accounts (COA)
OpenGov will:
●Build Customer's COA in OpenGov in accordance with OpenGov technical requirements.
●Review configured COA and uploaded data and provide training to Customer on how to:
o Manage new codes
o Edit COA
o Create Masks
Customer will:
●Provide current COA and transactional data.
●Validate and provide sign off on COA.
●Maintain the COA following configuration.
Completion Criteria
●Customer sign-off that the Chart of Accounts has been configured.
Operating Budget
OpenGov will:
●Configure one (1) Budget instance.
●Configure budget proposal based on a Segment of the Chart of Accounts.
●Train and assist on the modification of the configuration.
●Configure and upload Customer’s base budget files into OpenGov budget instances.
●Configure OpenGov Budget Proposals and Worksheets for up to fifty (50) Departments in
the base budget file based on the agreed upon structure.
●Review configured OpenGov Budget and provide training to Customer on how to:
o Create new Proposals and Worksheets
o Manage Budgets
Customer will:
●Provide a current budget.
●Validate Budget Proposals and Worksheets.
●Signoff on Budget Proposals and Worksheets.
Completion Criteria
●Customer sign-off that Operating Budget proposals and worksheets have been configured.
Capital Budget
OpenGov will:
●Configure one (1) Budget instance.
●Configure and upload Customer’s base budget files into OpenGov budget instances.
●Configure proposals and worksheets for up to one hundred (100) Capital Projects in the
base budget file based on the agreed upon structure.
●Review configured OpenGov Budget and provide training to Customer on how to:
o Create new Proposals and Worksheets
o Manage Budgets
Customer will:
●Provide a current budget.
●Validate and provide signoff on Budget Proposals.
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Completion Criteria
●Customer sign-off that Capital Budget proposals and worksheets have been configured.
Workforce
OpenGov will:
●Provide cost elements based on Customer’s existing personnel forecast to workforce
document as per OpenGov’s best practices.
●Review configured OpenGov Workforce Plan and provide training to Customer on how to:
o Create Cost Elements
o Populate and upload the Position Template
Customer will:
●Provide Position calculations and tables.
●Populate the Position Template and upload the completed template into OpenGov.
●Validate and provide signoff on the Workforce Plan calculations.
●Maintain the Workforce Plan and data once configured.
Completion Criteria
●Customer sign-off that the Workforce Plan has been configured.
Reporting
OpenGov will:
●Set up one (1) export and Dataset View to enable OpenGov Budget Reports for the Operating
and Capital Budget(s).
●Configure up three (3) standard reports using the customer’s integrated financial data:
o Annual
o Budget to Actuals
o Transactions
●Configure up to four (4) Operating Budget Reports using OpenGov budget data:
o Milestones
o Development
o Fund Balance Projections
o Categories*
●Configure up to two (2) Capital Budget Reports using OpenGov budget data:
o Development
o Effect on Operating
●Review configured OpenGov Reports and provide training Customer on how to:
o Export Budget Data for use in OpenGov Reports.
o Create new Reports
o Manage Reports
o Share Reports
*Budget Categories report is only available to customers using a zero-based
budget.
Customer will:
●Validate and provide sign-off of Reports.
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●Maintain the Reports once configured.
●Map OpenGov Budget export to Customer ERP import format.
Completion Criteria
●Customer sign-off that Reports have been configured.
Dashboards
OpenGov will:
●Configure dashboards based on one (1) segment or roll up in the Chart of Accounts based
on the customer provided template.
●Produce the reporting views and dashboard based on the Customer’s configuration.
●Provide Excel Template for the Customer to complete for the configuration of dashboards.
Customer will:
●Provide a completed template for OpenGov to use for the Dashboards.
Completion Criteria
●Customer sign-off that Dashboards have been configured.
Budget Book Publication
OpenGov will:
●Based on best practices, build out the look and feel of six (6) Standard OBB Templates:
○Home Page
○Generic (multi-use)
○Operating
○Department
○Capital
○Capital Project
●Create an Annual Budget Report and FTE Report using OpenGov Budget data and Report
Views to use in Department and Project OBB Story Shells.
●Create Department and Project OBB Story Shells from OBB Templates for up to fifty (50)
Departments and up to fifty (50) Projects and add OpenGov Report Views to Department
and Project Story Shells.
●Provide up to ten (10) one-hour working sessions to answer Customer questions on OBB
Configuration.
Customer will:
●Provide logo and branding colors to OpenGov.
●Provide complete OBB content to allow OpenGov to copy and paste into the OBB.
●Sign off on OBB Templates prior to OBB Story Page Configuration.
●Validate and sign off on OBB pages.
●Make any continuing edits to the content after OpenGov has added the content to the
appropriate story.
Completion Criteria
●Customer sign-off that the Budget Book Publication templates are configured.
Community Feedback Topic
OpenGov will:
●Configure one (1) standard budget topic in Community Feedback.
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●Review configured OpenGov Topic and provide training to Customer on how to:
○Create new topics
○Manage topics
○Set Topics to Public and Closed.
Customer will:
●Provide logo and branding guidelines.
●Validate and provide signoff on the standard budget topic.
●Update the standard budget topic with Customer relevant information.
Completion Criteria
●Customer sign-off that Community Feedback has been configured.
Financial Integration
OpenGov will:
●Installation of Agent and Database View Deployment or Set up a SFTP and Sample File
Format.
●Integrate the following functionalities:
o General Ledger Actuals and Budget (Revenue and Expenses)
●Extract, transform (when required) and load the data.
●Build Validation Reports for Budget and Actuals.
●Validate the historical data and current year data based on the Customer provided summary
report.
●Schedule the current year data load.
●Monitor the data load.
OpenGov assumptions:
●Integration is unidirectional from the Customer’s Central Square Finance Enterprice into
OpenGov.
●The data will be linked to the Customer’s COA.
Customer will:
●Provide an IT resource to assist the project team in the initial set-up.
●Provide assistance to understand source system specific customizations and
configurations when building the data extract.
●If OpenGov is unable to access the data per requirements, provide .csv data files via
OpenGov SFTP Location.
●Any charges for the data from the ERP system will be the customer's responsibility.
●Broker OpenGov’s access to Customer’s source accounting data if hosted by any third
vendor.
●Provide a summary export data to validate against.
●Validate and provide sign off on the integrated data and reports.
●Changes to the underlying data after project closure will be the responsibility of the
customer to update.
●Maintenance of the integration file on an ongoing basis is the responsibility of the
customer.
Completion Criteria
●Customer sign-off that the Integration has been configured.
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Train
Budgeting & Planning Working Sessions
OpenGov will:
●Per the agreed upon Project Plan, schedule working sessions with Customer’s system
administrators to:
○Review configurations;
○Provide training on system functionality;
○Gain feedback; and
○Answer questions regarding configured system functionality.
Customer will:
●Per the agreed upon Project Plan, attend working sessions to:
○Understand configurations;
○Gain training on system functionality;
○Give feedback; and
○Ask questions regarding configured system functionality
Completion Criteria
●Budgeting & Planning Working Sessions have been conducted.
Reporting & Transparency Administrator Training
OpenGov will:
●Provide training to Customer system administrators on how to:
○Maintain the Chart of Accounts
○Upload and manage data for reporting
○Create and share Reports, Dashboards, Stories, and Topics.
Customer will:
●Identify relevant participants and attend scheduled training sessions.
Completion Criteria
●Reporting & Transparency Administrator Training has been conducted.
Budget and Workforce Administrator Training
OpenGov will:
●Provide training to Customer system administrators on how to:
○Create and manage Budgets
○Prepare to set up Next Year’s Budget
○Create and manage Workforce Plans including Cost Elements and Position Upload
Templates
○Export Budget Data for use in OpenGov Reports.
Customer will:
●Identify relevant participants and attend scheduled training sessions.
Completion Criteria
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●Budget & Workforce Training has been conducted.
Publication Training
OpenGov will:
●Provide one (1) 60- Minute System Training designed for OBB Administrators on how to:
○Use and copy OBB Templates
○Add Reports Views to Stories
○Add Customer content including: narrative, images, and external data to Stories
○Publish Stories
○Update and maintain Stories
Customer will:
●Identify relevant participants and attend scheduled training sessions.
Completion Criteria
●Publication Training has been conducted.
End-User Training
OpenGov will:
●Provide two (2), 60-Minute training session(s) to Customer’s Internal Users on how to:
○Navigate Opengov Budgets and Reports
○How to enter Budget data
○How to run and use reports
Customer will:
●Identify relevant participants and attend scheduled training sessions.
Completion Criteria
●End User Training has been conducted.
Launch
HyperAdopt
OpenGov will:
●Provide up to eight (8) hours of working sessions to answer any questions following solution
acceptance.
Customer will:
●Identify issues and attend sessions.
Completion Criteria
●Customer sign-off that the project has been completed.
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Tax & Revenue:
Use cases for Tax & Revenue:
●Business Property Tax
●Business Licensing Taxes
●Business & Occupational Tax
●Parking Tax
●Utility Taxes (cable TV, water, electricity)
Initiate
Provisioning Tax & Revenue Website Instance
OpenGov will:
●Create the Tax & Revenue site
●Create the admin user account
●Review the getting started menu items with the customer
Customer will:
●Validate the Admin user can log in to the site
●Setup system users and confirm each user can log in
●Complete the online training
Completion Criteria:
●The customer verifies access to the site.
●The customer confirms completing the online training.
●All users have logged into the site successfully.
●The customer acknowledges the ability to download the data import templates
Validate
Technical Project Review
OpenGov will:
●Provide up to one (1) one-hour working session at the beginning of the project to:
o Review deliverables
o Review technical requirements
o Provide documentation on requirements and processes
OpenGov Assumptions:
●Sample bills, forms, and letters will be provided within two (2) weeks immediately following
the kick-off meeting.
●Interface layout samples will be provided within two (2) weeks immediately following the
kick-off meeting.
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●Sample data for the import templates will be provided within two (2) weeks of the kick-off
meeting.
Customer will:
●Identify relevant participants for attendance.
●Provide contact information for all parties involved in the implementation, including any 3rd
parties for interfaces.
●Confirm deliverables.
●Gather and provide relevant data for the project including import data, forms and interface
requirements
Completion Criteria:
●Customer sign-off on the project plan.
Configure
Organization
OpenGov will:
●Assist the Customer admin with the configuration
OpenGov Assumptions:
●Admin is the decision maker for the configuration
Customer will:
●Configure the organizational setup area of the site
Public Portal
OpenGov will:
●Assist the admin with the configuration
OpenGov Assumptions:
●Admin is the decision maker for the configuration
Customer will:
●Configure the public portal
Users and Security
OpenGov will:
●Assist the admin with adding the user, relating roles, and selecting a security level
OpenGov Assumptions:
●Admin is the decision-maker for users, roles, and security
Customer will:
●Admin will add users and related roles and select the security level. All users should log in
to confirm proper access.
Payment Types and Providers
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OpenGov will:
●Assist the admin with defining payment types and providers
OpenGov Assumptions:
●Admin is the decision-maker for payment types and providers
Customer will:
●Admin will define payment types and payment providers.
●Customer will complete all 3rd party payment Sign up paperwork
●Customer and OpenGov will fill in payment provider sandbox and go live values.
Notification Groups
OpenGov will:
●Define the use case for notification groups to determine which function will be used.
●Assist the admin with adding notification groups
OpenGov Assumptions:
●Admin is the decision-maker for notification groups
Customer will:
●Admin will add notification groups where applicable
Event Types
OpenGov will:
●Define the use case for event types
●Assist the admin with adding event types
OpenGov Assumptions:
●Admin is the decision-maker for event types
Customer will:
●Admin will add event types where applicable and delete unwanted default event types.
Mortgage Companies
OpenGov will:
●Define the use case for mortgage companies with a property tax software
●Assist the admin with adding mortgage companies such as Core Logic.
OpenGov Assumptions:
●Admin is the decision-maker for mortgage companies
Customer will:
●Admin will add mortgage companies where applicable
Groups
OpenGov will:
●Define the use case for groups
●Assist the admin with adding groups
OpenGov Assumptions:
●Admin is the decision-maker for groups
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Customer will:
●Admin will add groups where applicable
Revenue Types
OpenGov will:
●Consult with the admin on the designing revenue types
●Assist the admin with setting up revenue types
OpenGov Assumptions:
●Admin is the decision-maker as to revenue type use cases
Customer will:
●Admin identify and design revenue types
●Admin will setup the revenue types
Rate Code and Schedules
OpenGov will:
●Assist the admin with setting up rate codes and schedules
OpenGov Assumptions:
●Admin is the decision-maker as to rate codes and schedules
●Admin has understanding of the appropriate general ledger account numbers
Customer will:
●Admin sets up rate codes and schedules
Business Filings
OpenGov will:
●Assist the admin in identifying business taxes to be collected and the Filing code category
setup for each type.
OpenGov Assumptions:
●Admin is the decision-maker to identify and create business tax filing codes.
Customer will:
●Setup all needed Filing codes and select the behavior options per filing code.
●Setup includes filing codes, linking to rate codes, cycle setup, license template selection
and filing template setup.
Data Import
OpenGov will:
●Instruct the admin on the location of the import templates
●Explain the process of importing data
●Determine what data is capable of being converted through import.
●Provide instructions for customer validation of data conversion.
●Review templates for data import for error checking.
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OpenGov Assumptions:
●Customer is responsible for extraction of data from existing system and importing the data
Customer will:
●Transform any source data into the import templates
●Provide the data at the appropriate time during the project
●Import the data during the implementation
●Validate the imported data
●Sign off on the data load.
Bill Template Creation
OpenGov will:
●Provide a list of existing bill templates for the customer to choose from.
●Assist Customer in setting up bill template default values to appear on billing statement.
OpenGov Assumptions:
●Customer will use an OpenGov template for billing needs.
Customer will:
●Select a bill template to use.
●Setup bill template default values in the bill template area.
Train
Administrative Training
OpenGov will:
●Provide up to thirteen (13) hours of training intended for Administrative Users on system
functionality. Topics will include, but not be limited to:
○System Navigation
○Revenue Types
○Rate Schedules and Rate Codes
○Creating New Records
○Cases
○Balancing Exceptions Thresholds
○Adjustment Types
○Template Setup
○Payments
○Balancing
○Voids / Returns
○Credit Memos
○Adjustments
○Refunds
○Property Tax Billing Process:
■Assessment import
■Assessment corrections
■Adjustments
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■Applying bulk charges
■Bill creation and delivery
■Payments and balancing.
○Filing Based Business Tax Process:
■Filing Code setup
■Business record filing service assignment
■Applying bulk and single filings
■Filing notifications
■Filing a return
■Processing payments.
○License Billing process
■Assigning filing services and cycles
■Applying bulk charges
■Bill creation and delivery
■Payments and balancing
○Delinquent record processing
○Accounting Export and Reports
○Taxpayer portal practice
■Pretending to be a taxpayer
■Understanding the search and payment process from a taxpayer experience
for both public (property tax) and private (business tax / utility billing).
OpenGov Assumptions:
●Users will participate in all training and demonstrate gained knowledge of the system
processes and procedures.
Customer will:
●Attend training sessions as scheduled by the Project Manager and agreed to in the Project
Plan.
End User Training
OpenGov will:
●Provide up to nine (9) hours training intended for End Users on system functionality. Topics
will include, but not be limited to:
○Navigation
○Billing (Property Tax, Business License, Utility Billing)
○Payments
○Balancing
○Adjustments, Voids, and Credits
○Business Tax filing
○Reporting
Customer will:
●Attend training sessions as scheduled by the Project Manager and agreed to in the Project
Plan.
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Launch
Go-Live Support and HyperAdopt
OpenGov will:
●Provide up to eight (8), hours of additional support to answer questions and update
configuration after the project has been completed and signed off.
●Send Solution Acceptance Document
●Transition for project team to Customer Success.
Customer will:
●Identify issues and attend sessions.
●Sign Solution Acceptance Document
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Exhibit 2: Technical Requirements
Budgeting & Planning Technical Requirements
Chart of Accounts
●Flat file
●.csv, .xls, .xlsx with headers
●Active Accounts and Accounts with activity in the years of data being loaded into OpenGov.
Financial Data Files (Transactional Export)
●Flat file
●.csv, .xls, .xlsx with headers
●3-5 Years of Data
Financial Data Files (Summary Revenue and Expense Export)
●PDF export
Current Budget
●Flat file
●.csv, .xls, .xlsx with headers
●Operating Budget
Personnel Calculations and Tables
●PDF, Word, csv, .xls, .xlsx with headers
Logo Image
●.jpg or .png format
●Transparent
Branding Guidelines
●Hex codes
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1
OpenGov End User License Agreement Revised September 1, 2024
OpenGov End User License Agreement
This End User License Agreement (this “Agreement”) is made between OpenGov, Inc., a Delaware
corporation (“OpenGov”), and the customer listed on the signature block below (“Customer”).
Customer is purchasing OpenGov services through an authorized reseller (“Reseller”). This
Agreement, which takes effect on the date of the last signature below (“Effective Date”), sets
forth the terms under which Customer may use OpenGov’s hosted software services.
1.Definitions
1.1.“Customer Data” means data that is provided by Customer to OpenGov pursuant to this
Agreement (for example, by email or through Customer’s software systems of record).
Customer Data does not include any confidential personally identifiable information.
1.2.“Documentation” means materials produced by OpenGov that provide information about
OpenGov’s software products and systems.
1.3.“Intellectual Property Rights” means all intellectual property rights including all past,
present, and future rights associated with works of authorship, including exclusive
exploitation rights, copyrights, and moral rights, trademark and trade name rights and
similar rights, trade secret rights, patent rights, and any other proprietary rights in
intellectual property of every kind and nature.
1.1. “Order Form” means the document used between the Reseller and the Customer to
purchase specified OpenGov services.
1.2. “Party” (or “Parties”) refers to OpenGov and/or Customer. For the avoidance of doubt,
Reseller is not a Party to this Agreement.
1.3. “Subscription Term” means the period from the start date of the Software Services
specified on the first Order Form to the last end date of the Software Services
specified on any Order Form.
2.Software Services, Support, and Professional Services
2.1.Software Services. Subject to the terms and conditions of this Agreement, OpenGov will
use commercially reasonable efforts to provide the commercial-off-the-shelf software
solutions identified in the applicable Order Form (“Software Services”). Software
Services do not include any pre-release features, functionality, and/or software that
Customer elects to use while they are in beta.
2.2.Support and Service Levels. Customer support is available by email to
support@opengov.com or by using the chat messaging functionality of the Software
Services, both of which are available during OpenGov’s standard business hours.
Customer may report issues any time; however, OpenGov will address issues during
business hours. OpenGov will provide support for the Software Services in accordance
with the Support and Software Service Levels found at opengov.com/service-sla, as
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OpenGov End User License Agreement Revised September 1, 2024
long as Customer is entitled to receive support under the applicable Order Form and this
Agreement.
2.3.Professional Services. If OpenGov or its authorized independent contractors provides
professional services to Customer through Reseller, such as implementation services,
then OpenGov will specify the professional services (“Professional Services”) in an
applicable statement of work (“SOW”), which is incorporated herein by reference. Unless
otherwise specified in a SOW, any pre-paid professional services must be utilized within
one year from the Effective Date.
3.Restrictions and Responsibilities
3.1.Restrictions. Customer may not use the Software Services in any manner or for any
purpose other than as expressly permitted by the Agreement. In addition, Customer
shall not, and shall not permit or enable any third party to: (a) use or access any of the
Software Services to build a competitive product or service; (b) modify, disassemble,
decompile, reverse engineer or otherwise make any derivative use of the Software
Services (except to the extent applicable laws specifically prohibit such restriction); (c)
sell, license, rent, lease, assign, distribute, display, host, disclose, outsource, copy or
otherwise commercially exploit the Software Services; (d) perform or disclose any
benchmarking or performance testing of the Software Services, including but not
limited to load testing, or stress testing; (e) remove any proprietary notices included
with the Software Services; (f) use the Software Services in violation of applicable law;
or (g) transfer any confidential personally identifiable information to OpenGov or the
Software Services platform.
3.2.Responsibilities. Customer shall be responsible for obtaining and maintaining
computers and third-party software systems of record (such as Customer’s ERP
systems) needed to connect to, access or otherwise use the Software Services.
Customer also shall be responsible for: (a) ensuring that such equipment is compatible
with the Software Services, (b) maintaining the security of such equipment, user
accounts, passwords and files, and (c) all uses of Customer user accounts by any party
other than OpenGov.
4.Intellectual Property Rights; License Grants; Access to Customer Data
4.1.Software Services. OpenGov owns all interests and Intellectual Property Rights in the
Software Services. The look and feel of the Software Services, including any custom
fonts, graphics and button icons, are the property of OpenGov. Customer may not copy,
imitate, or use them, in whole or in part, without OpenGov’s prior written consent.
Subject to Customer’s obligations under this Agreement, OpenGov grants Customer a
non-exclusive, royalty-free license during the Subscription Term to use the Software
Services.
4.2.Customer Data. Customer Data and the Intellectual Property Rights therein belong to
Customer. Customer grants OpenGov and its partners (such as hosting providers) a non-
exclusive, royalty-free license to use, store, edit, and reformat Customer Data for the
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OpenGov End User License Agreement Revised September 1, 2024
purpose of providing the Software Services. Customer further agrees that OpenGov and
its partners may use aggregated, anonymized Customer Data for purposes of product
enhancement, customer service, and data analysis. Insights gleaned from aggregated,
anonymized Customer Data will belong to OpenGov.
4.3.Access to Customer Data. Customer may download Customer Data from the Software
Services at any time during the Subscription Term, excluding during routine software
maintenance periods.
4.4.Deletion of Customer Data. Unless otherwise requested pursuant to this Section 4.4,
upon the termination of this Agreement, Customer Data shall be deleted pursuant to
OpenGov’s standard data deletion and retention practices, which is to delete Customer
Data 45 days after termination or expiration of the Agreement. Upon written request,
Customer may request deletion of Customer Data prior to the date of termination of this
Agreement. Such a request must be addressed to “OpenGov Vice President, Customer
Success” at OpenGov’s address for notice in Section 10.2.
4.5.Feedback. “Feedback” means suggestions, comments, improvements, ideas, or other
feedback or materials regarding the Software Services provided by Customer to
OpenGov, including feedback provided through online developer community forums.
Customer grants OpenGov a non-exclusive, royalty-free, irrevocable, perpetual,
worldwide license to use and incorporate Feedback into the Software Services and
Documentation. OpenGov will exclusively own any improvements or modifications to the
Software Services and Documentation based on or derived from any of Customer’s
Feedback including all Intellectual Property Rights in and to the improvements and
modifications.
5.Confidentiality
5.1.“Confidential Information" means all confidential business, technical, and financial
information of the disclosing Party that is marked as “Confidential” or an equivalent
designation or that should reasonably be understood to be confidential given the nature
of the information and/or the circumstances surrounding the disclosure. OpenGov’s
Confidential Information includes, without limitation, the software underlying the
Software Services, and all Documentation.
5.2.Confidential Information does not include: (a) data that Customer has previously
released to the public; (b) data that Customer would be required to release to the public
upon request under applicable federal, state, or local public records laws; (c) Customer
Data that Customer requests OpenGov make available to the public in conjunction with
the Software Services; (d) information that becomes publicly known through no breach
by either Party; (e) information that was rightfully received by a Party from a third Party
without restriction on use or disclosure; or (f) information independently developed by
the receiving Party without access to the disclosing Party’s Confidential Information.
5.3.Each Party agrees to obtain prior written consent before disclosing any of the other
Party's Confidential Information. Each Party further agrees to use the other's
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Confidential Information only in connection with this Agreement. Each Party further
agrees to protect the other Party's Confidential Information using the measures that it
employs with respect to its own Confidential Information of a similar nature, but in no
event with less than reasonable care. If a Party is required to disclose Confidential
Information by law or court order, they must notify the other Party in writing before
making the disclosure to give the other Party an opportunity to oppose or limit the
disclosure.
6.Term and Termination
6.1.Subscription Term. This Agreement commences when the Parties execute this
Agreement and continues until the last end date of the Software Services specified on
the Order Form, unless sooner terminated pursuant to Section 6.3.
6.2.Renewal. This Agreement will renew if Customer enters another Order Form for the
Software Services and/or additional Professional Services before the end of the
Subscription Term.
6.3.Termination for Cause. If either Party materially breaches any term of this Agreement
and fails to cure such breach within 30 days after receiving written notice by the non -
breaching Party the non-breaching Party may terminate this Agreement.
6.4.Termination for Non-Appropriation. For any term after the first full year of this
Agreement, Customer may terminate this Agreement if it does not appropriate funds to
continue this Agreement in a future fiscal year by providing notice in writing no less than
30 days before the end of the then-current term, and if they terminate the Order Form
with the Reseller. Such termination shall be effective upon the expiration of the then-
current term. To invoke termination under this section, Customer must use good faith
efforts to secure the appropriate funds for the next year’s fees.
6.5.Effect of Termination. Upon termination of this Agreement pursuant to Section 6: (a)
Customer shall pay in full for all Software Services and Professional Services for the
then-current annual term, (b) OpenGov shall stop providing Software Services and
Professional Services to Customer; and (c) each party shall (at the other party’s option)
return or delete any of the other party’s Confidential Information in its possession.
7.Payment of Fees
Fees for Software Services are due at the beginning of each year of the Subscription Term,
and Customer must timely pay all applicable fees to Reseller to avoid interruption of the
Software Services. Fees for Professional Services are due in advance, unless indicated
otherwise in the Order Form.
8.Representations and Warranties; Disclaimer
8.1.By OpenGov.
8.1.1.General Warranty. OpenGov represents and warrants that it has all right and
authority necessary to enter into and perform this Agreement.
8.1.2.Professional Services Warranty. OpenGov further represents and warrants that the
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Professional Services, if any, will be performed in a professional and workmanlike
manner in accordance with the related SOW and generally prevailing industry
standards. For any breach of the Professional Services warranty, OpenGov will re-
perform the applicable services. If OpenGov is unable to re-perform such work as
warranted, Customer will be entitled to recover all fees paid to OpenGov for the
deficient work. Customer must give written notice of any claim under this warranty
to OpenGov within 90 days of the completion of Professional Services pursuant to
the applicable SOW to receive such warranty remedies.
8.1.3.Software Services Warranty. OpenGov further represents and warrants that for the
Term, the Software Services will perform in all material respects in accordance with
the Documentation. The foregoing warranty does not apply to any Software Services
that have been used in a manner other than as set forth in this Agreement. OpenGov
does not warrant that the Software Services will be uninterrupted or error-free.
Customer must give written notice of any claim under this warranty to OpenGov
within 90 days of Customer discovering the defect. For any breach of the Software
Services warranty, OpenGov will repair or replace any nonconforming Software
Services so that the affected portion of the Software Services operates as
warranted. If OpenGov is unable to do so, Customer may terminate the license for
such Software Services and Reseller will be entitled to recover all fees paid to
OpenGov for the deficient Software Services.
8.2.By Customer. Customer represents and warrants that (a) it has all right and authority
necessary to enter into and perform this Agreement; and (b) OpenGov’s use of Customer
Data pursuant to this Agreement will not infringe, violate or misappropriate the
Intellectual Property Rights of any third party.
8.3.Disclaimer. OPENGOV DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE
UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE
RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES. EXCEPT
AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED “AS IS”
AND OPENGOV DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY,
TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
9.Limitation of Liability
9.1.By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES,
REPRESENTATIVES, CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR
LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT UNDER ANY
CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER THEORY: (A) FOR ERROR OR
INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST OF
PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR
ANY INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL
DAMAGES; OR (C) FOR ANY MATTER BEYOND A PARTY’S REASONABLE CONTROL, EVEN
IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE.
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9.2.By Amount. IN NO EVENT SHALL EITHER PARTY’S AGGREGATE, CUMULATIVE LIABILITY
FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS AGREEMENT
EXCEED THE FEES PAID FOR THE SOFTWARE SERVICES UNDER THE APPLICABLE
ORDER FORM IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY.
9.3.Limitation of Liability Exclusions. The limitations of liability set forth in Sections 9.1 and
9.2 above do not apply to, and each party accepts liability to the other for: (a) claims
based on either Party’s intentional breach of its obligations set forth in Section 5
(Confidentiality), (b) claims arising out of fraud or willful misconduct by either Party and
(c)either Party’s infringement of the other Party’s Intellectual Property Rights.
9.4.No Limitation of Liability by Law. Because some jurisdictions do not allow liability or
damages to be limited to the extent set forth above, some of the above limitations may
not apply to Customer.
10.Miscellaneous
10.1.Logo Use. OpenGov shall have the right to use and display Customer’s logos and trade
names for marketing and promotional purposes in OpenGov’s website and marketing
materials, subject to Customer’s trademark usage guidelines provided to OpenGov.
10.2.Notice. Ordinary day-to-day operational communications may be conducted by email,
live chat or telephone. For notices required by the Agreement the parties must
communicate more formally in a writing sent via USPS certified mail and via email.
OpenGov’s addresses for notice are: legal@opengov.com with a mailed copy to
OpenGov, Inc., 660 3rd Street, Suite 100, San Francisco, CA 94107.
10.3.Anti-corruption. Neither OpenGov nor any of its employees or agents has offered or
provided any illegal or improper payment, gift, or transfer of value in connection with
this Agreement. The Parties will promptly notify each other if they become aware of any
violation of any applicable anti-corruption laws in connection with this Agreement.
10.4.Injunctive Relief. The Parties acknowledge that any breach of the confidentiality
provisions or the unauthorized use of a Party’s intellectual property may result in serious
and irreparable injury to the aggrieved Party for which damages may not adequately
compensate the aggrieved Party. The Parties agree, therefore, that, in addition to any
other remedy that the aggrieved Party may have, it shall be entitled to seek equitable
injunctive relief without being required to post a bond or other surety or to prove either
actual damages or that damages would be an inadequate remedy.
10.5.Force Majeure. Neither Party shall be held responsible or liable for any losses arising out
of any delay or failure in performance of any part of this Agreement due to any act of
god, act of governmental authority, or due to war, riot, labor difficulty, failure of
performance by any third-party service, utilities, or equipment provider, or any other
cause beyond the reasonable control of the Party delayed or prevented from
performing.
10.6.Severability; Waiver. If any provision of this Agreement is found to be unenforceable or
invalid, that provision will be limited or eliminated to the minimum extent necessary so
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that this Agreement will otherwise remain in full force and effect and enforceable. Any
express waiver or failure to exercise promptly any right under this Agreement will not
create a continuing waiver or any expectation of non-enforcement.
10.7.Survival. The following sections of this Agreement shall survive termination: Section 5.
(Confidentiality), Section 7 (Payment of Fees), Section 4.4 (Deletion of Customer Data),
Section 8.3 (Warranty Disclaimer), Section 9 (Limitation of Liability) and Section 10
(Miscellaneous).
10.8.Assignment. There are no third-party beneficiaries to this Agreement. Except as set
forth in this Section 10.8, neither party may assign, delegate, or otherwise transfer this
Agreement or any of its rights or obligations to a third party without the other party's
written consent, which consent may not be unreasonably withheld, conditioned, or
delayed. Either party may assign, without such consent but upon written notice, its
rights and obligations under this Agreement to its corporate affiliate or to any entity that
acquires all or substantially all of its capital stock or its assets related to this
Agreement, through purchase, merger, consolidation, or otherwise. Any other
attempted assignment shall be void. This Agreement will benefit and bind permitted
assigns and successors.
10.9.Independent Contractors. This Agreement does not create an agency, partnership, joint
venture, or employment relationship, and neither party has any authority to bind the
other.
10.10.Governing Law and Jurisdiction. This Agreement will be governed by the laws of
Customer’s jurisdiction, without regard to conflict of laws principles. The parties submit
to personal jurisdiction and venue in the courts of Customer’s jurisdiction.
10.11.Complete Agreement. OpenGov has made no other promises or representations to
Customer other than those contained in this Agreement. Any additional or different
terms in a purchase order or click-through agreement are expressly rejected by the
Parties and are void. Any modification to this Agreement must be in writing and signed
by an authorized representative of each party.
City of Tukwila OpenGov, Inc.
Signature ___________________________ Signature __________________________
Name ___________________________ Name __________________________
Title ___________________________ Title __________________________
Date ___________________________ Date __________________________
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Please Sign Below:
PRICE QUOTATION
CARAHSOFT TECHNOLOGY CORP
11493 SUNSET HILLS ROAD I SUITE 100 I RESTON, VIRGINIA 20190
PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH
WWW.CARAHSOFT.COM I SALES@CARAHSOFT.COM
Thomas McLeod - City of Tukwila, WA
Signature:
Print Name: -----------------------
Title:
Heather Castellanos -Carahsoft Technology Corp.
Signature:
Print Name:
Title:
CONFIDENTIAL
PAGE 3 of3
-----------------------
Date:
Date:
carahsoft.
QUOTE DATE: 04/25/2025
QUOTE NO: 55640660 112
PARTICIPATING ADDENDUM – NO. 05116: CARAHSOFT TECHNOLOGY CORPORATION Page 1
(11-1-2016)
PARTICIPATING ADDENDUM
NASPO ValuePoint
CLOUD SOLUTIONS 2016-2026
Administered by the State of Utah (hereinafter “Lead State”)
MASTER AGREEMENT
Master Agreement No: AR2472
Carahsoft Technology Corporation
(hereinafter “Contractor”)
and
State of Washington
(hereinafter “Participating State”)
Washington Master Contract No.: 05116
This Participating Addendum for the above referenced Master Agreement (“Participating Addendum”) is
made and entered into by and between the State of Washington acting by and through the Department
of Enterprise Services, a Washington State governmental agency (“Enterprise Services”) and Carahsoft
Technology Corporation, a Maryland corporation (“Contractor”) and is dated and effective as of August 1,
2017.
1.SCOPE: This Participating Addendum covers Cloud Solutions led by the State of Utah for use by state
agencies and other entities located in the Participating State authorized by that state’s statutes to
utilize state contracts with the prior approval of the State’s chief procurement official.
2.PARTICIPATION: Use of specific NASPO ValuePoint cooperative contracts by agencies, political
subdivisions and other entities (including cooperatives) authorized by an individual state’s statutes to
use state contracts are subject to the prior approval of the respective State chief procurement official.
Issues of interpretation and eligibility for participation are solely within the authority of the State chief
procurement official. Pursuant to this Participating Addendum, the Master Agreement may be utilized
by the following (“Purchasing Entities”):
(a) WASHINGTON STATE AGENCIES. Washington state agencies, departments, offices, divisions,
boards, and commission; and any the following institutions of higher education in
Washington: state universities, regional universities, state college, community colleges, and
technical colleges.
(b) MCUA PARTIES. The Master Agreement also may be utilized by any of the following types of
entities that have executed a Master Contract Usage Agreement (MCUA) with Enterprise
Services:
Political subdivisions (e.g., counties, cities, school districts, public utility districts);
Federal governmental agencies or entities;
Public-benefit nonprofit corporations (i.e., § 501(c) (3) nonprofit corporations that
receive federal, state, or local funding); and
(MasterAgreement
for OpenGov)
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Federally-recognized Indian Tribes located in the State of Washington.
3. PARTICIPATING STATE MODIFICATIONS OR ADDITIONS TO MASTER AGREEMENT:
3.1. WASHINGTON’S ELECTRONIC BUSINESS SOLUTIONS (WEBS) SYSTEM: Within seven (7) days of
execution of this Participating Addendum, Contractor shall register in the Washington State
Department of Enterprise Services’ Electronic Business Solutions (WEBS) System at
https://fortress.wa.gov/ga/webs/. Contractor shall ensure that all of its information therein
is current and accurate and that, throughout the term of the Master Agreement, Contractor
shall maintain an accurate profile in WEBS.
3.2. WASHINGTON’S STATEWIDE PAYEE DESK: To be paid for contract sales, Contractors must register
with Washington’s Statewide Payee Desk. Washington state agencies cannot make
payments to a contractor until it is registered. Registration materials are available here:
Receiving Payment from the State.
3.3. CONTRACT SALES REPORTING. Contractor shall report total contract sales quarterly to
Enterprise Services, as set forth below.
(a) REPORTING. Contractor shall report quarterly Contract sales in Enterprise Services’
Contract Sales Reporting System. Enterprise Services will provide Contractor with a
login password and a vendor number.
(b) DATA. Each sales report must identify every authorized Purchasing Entity by name as
it is known to Enterprise Services and its total combined sales amount invoiced during
the reporting period (i.e., sales of an entire agency or political subdivision, not its
individual subsections). The “Miscellaneous” option may be used only with prior
approval by Enterprise Services. Upon request, Contractor shall provide contact
information for all authorized Purchasing Entities specified herein during the term of
this Participating Addendum. Refer sales reporting questions to the Primary Contact
set forth below. If there are no contract sales during the reporting period, Contractor
must report zero sales.
(c) DUE DATES FOR CONTRACT SALES REPORTING. Quarterly Contract Sales Reports must be
submitted electronically by the following deadlines for all sales invoiced during the
applicable calendar quarter:
For Calendar Quarter Ending Contract Sales Report Due
March 31 April 30
June 30 July 31
September 30 October 31
December 31 January 31
3.4. VENDOR MANAGEMENT FEE: Contractor shall pay to Enterprise Services a vendor management
fee (“VMF”) of 1.5 percent on the purchase price for all contract sales (the purchase price is
the total invoice price less applicable sales tax).
(a) The sum owed by Contractor to Enterprise Services as a result of the VMF is calculated
as follows:
Amount owed to Enterprise Services = Total contract sales invoiced (not
including sales tax) x .015
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(b)The VMF must be rolled into Contractor’s current pricing. The VMF must not be
shown as a separate line item on any invoice unless specifically requested and
approved by Enterprise Services.
(c) Enterprise Services will invoice Contractor quarterly based on contract sales reported
by Contractor. Contractor shall not remit payment until it receives an invoice from
Enterprise Services. Contractor’s VMF payment to Enterprise Services must reference
the following:
This Washington Master Contract No.: 05116
The NASPO Master Agreement No.: AR2472
The year and quarter for which the VMF is being remitted, and
Contractor’s name as set forth in this Contract, if not already included on the
face of the check.
(d)Contractor’s failure accurately and timely to report total net sales, to submit usage
reports, or remit payment of the VMF to Enterprise Services, may be cause for
suspension or termination of this Participating Addendum or the exercise of any other
remedies as provided by law.
(e) Enterprise Services reserves the right, upon thirty (30) days advance written notice,
to increase, reduce, or eliminate the VMF for subsequent purchases.
(f)For purposes of the VMF, the parties agree that the initial management fee is included
in the pricing. Therefore, any increase or reduction of the management fee must be
reflected in contract pricing commensurate with the adjustment.
3.5. COMPLIANCE WITH LAW; TAXES, LICENSES, & REGISTRATION: Contractor shall comply with all
applicable law. Contractor shall register to conduct business in the State of Washington and
promptly acquire and maintain all necessary licenses and registrations and pay all applicable
taxes and fees. In addition, for all sales to purchasers in the State of Washington, Contractor
shall calculate, collect, and remit, as appropriate, the applicable state and local sales tax on
all invoices.
3.6. COMPLIANCE WITH PARTICIPATING STATE’S (WASHINGTON’S) STATEWIDE IT POLICIES: Contractor shall
comply with Participating State’s statewide information technology policies, as applicable,
for Purchasing Entities – promulgated by Washington’s Office of the Chief Information
Officer (OCIO0. Such policies are located on the OCIO website at:
https://ocio.wa.gov//policies. These policies include, but are not limited to, the following:
Security Policy 141
Accessibility Policy 188
Prior to final execution of a Purchasing Entities’ contract with a Contractor, the Contractor’s
application(s) will be subject to a Security Design Review performed by Washington
Consolidated Technology Services to ensure compliance with Office of the Chief Information
Officer (OCIO) Security Policies.
4.LEASE AGREEMENTS: Leasing, renting, or purchasing equipment is not allowed throughout the term of
the Master Agreement.
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5.PRIMARY CONTACTS: The primary contact individuals for this Participating Addendum are as follows (or
their named successors):
Contractor Participating State
Carahsoft Technology Corporation
1860 Michael Faraday Drive, Suite 100
Reston, VA 20190
State of Washington
Department of Enterprise Services
Contracts, Procurement and Risk Mgmt.
P.O. Box 41411
Olympia, WA 98504-1411
Contract Management
Attn: Bethany Blackwell
Tel: (703) 230-7453
Email: NAPSO@carahsoft.com
Legal Notice
Attn: Robert Moore, Vice President
Attn: Mike Dombrowsky
Tel: (360) 407-8717
Email: mike.dombrowky@des.wa.gov
6.FULFILLMENT PARTNER: All Contractor’s Distributors authorized in the State of Washington, as shown on
the dedicated Contractor NASPO ValuePoint website, are approved to provide sales and service
support to participants in the NASPO ValuePoint Master Agreement. The Contractor’s Distributor’s
participation will be in accordance with the terms and conditions set forth in the aforementioned
Master Agreement.
7.ORDERS: Unless the parties to the Order agree in writing that another contract or agreement applies
to such order, any Order placed by a Participating Entity or Purchasing Entity for a Product and/or
Service available from this Master Agreement shall be deemed to be a sale under (and governed by
the prices and other terms and conditions of) the Master Agreement as conditioned by this
Participating Addendum.
8.GENERAL:
(a) INTEGRATED AGREEMENT; MODIFICATION. This Participating Addendum and Master Agreement,
together with its exhibits, set forth the entire agreement and understanding of the Parties
with respect to the subject matter and supersedes all prior negotiations and representations.
This Participating Addendum may not be modified except in writing signed by the Parties.
(b) AUTHORITY. Each party to this Participating Addendum, and each individual signing on behalf
of each party, hereby represents and warrants to the other that it has full power and authority
to enter into this Participating Addendum and that its execution, delivery, and performance
of this Participating Addendum has been fully authorized and approved, and that no further
approvals or consents are required to bind such party.
(c) ELECTRONIC SIGNATURES. A signed copy of this Participating Addendum or any other ancillary
agreement transmitted by facsimile, email, or other means of electronic transmission shall be
deemed to have the same legal effect as delivery of an original executed copy of this
Participating Addendum or such other ancillary agreement for all purposes.
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(d) COUNTERPARTS. This Participating Addendum may be executed in one or more counterparts,
each of which shall be deemed an original, and all of which counterparts together shall
constitute the same instrument which may be sufficiently evidenced by one counterpart.
Execution of this Participating Addendum at different times and places by the parties shall not
affect the validity thereof so long as all the parties hereto execute a counterpart of this
Participating Addendum.
EXECUTED as of the date and year first above written.
STATE OF WASHINGTON
DEPARTMENT OF ENTERPRISE SERVICES
CARAHSOFT TECHNOLOGY CORPORATION,
A MARYLAND CORPORATION
By: _______________________________ By: _______________________________
Scott Smith Robert Moore
Its: State IT Procurement Manager Its: Vice President
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City of Tukwila, WA
OpenGov Budgeting & Planning
Executive Summary
Tukwila Team,
On behalf of the entire OpenGov team, thank you for the opportunity to collaborate with Tukwila as you
chart a course toward a more modern, transparent, and fiscally resilient future. It has been a privilege to
work alongside your leadership team—including Aaron, Tony, Joel, Adam, and Tami—who have
demonstrated clear vision, pragmatism, and a deep commitment to public service.
After several months of collaboration, demos, workshops, and discussions, it’s clear that Tukwila is not
simply purchasing new software. You are undertaking a long-overdue modernization of your most
foundational citywide functions: budgeting and revenue management. And in doing so, you are positioning
Tukwila to meet the demands of a growing community, rising public expectations, and evolving internal
capacity challenges.
A Pivotal Moment
Tukwila’s legacy systems—CentralSquare Finance Enterprise, Eden Payroll, and spreadsheet-based
processes—are no longer sustainable. They may have been sufficient in a simpler era, but today they are
creating real operational drag, reducing visibility, and draining valuable staff capacity. Manual
reconciliation of tax payments, disconnected Excel files, labor-intensive budget roll-ups, and reactive
compliance tracking are not just inefficient—they are barriers to strategic planning, revenue optimization,
and transparent governance.
The most recent budget cycle made this clear. Finance staff were consumed by repetitive, manual tasks
that delayed reporting, caused rework, and ultimately prevented the team from engaging more
meaningfully in strategic decision-making. The City’s ability to respond to Council and public inquiries
was limited by the structure of its data, not its people. Staff capacity, already stretched thin, could not be
augmented due to a lack of systems that enable automation and self-service. The burden was clear—and
it took a toll.
Moreover, as Tukwila faces inevitable staffing transitions in the years ahead, succession planning has
become a top concern. Much of the City’s budget and revenue knowledge lives in the heads of a small
group of staff or inside fragile Excel files. The risk of institutional knowledge loss is high. OpenGov’s
Attachment C
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centralized, auditable, and easy-to-train platform helps mitigate this risk by capturing knowledge in
systems—not spreadsheets—and giving new staff a platform that is intuitive, reliable, and fully supported.
Addressing the City’s Strategic Priorities
OpenGov was built for this exact moment—and this exact mission. Our integrated cloud platform is
purpose-built for local government, and is designed to solve the challenges cities like Tukwila face in
budgeting, workforce planning, performance tracking, tax collection, and community engagement.
Build Long-Term Financial Sustainability
● Replace disconnected Excel files with a modern, secure platform that scales with the city’s needs.
● Automate budget workflows, approvals, and revisions—freeing staff time for strategic initiatives.
● Integrate daily with CentralSquare Finance Enterprise and support dual-code alignment (FE +
BARS).
● Forecast revenues and expenditures with accuracy and speed, enabling long-range planning.
● Fully cost workforce planning scenarios (COLAs, step increases, vacancies, union proposals).
● Future-proof labor planning even as the City prepares to replace its Payroll and ERP Systems in the
future.
Unlock $1M+ in Immediate Revenue and ROI
● Transition B&O tax collection from paper to online, with full automation and compliance tracking.
● Quantify, track, and collect more than $1M in missed revenue annually—without adding staff.
● Automate delinquency notices, reconciliation, and audit trails.
● Reduce time spent on reconciliation, error correction, and manual processing.
● Provide businesses with a seamless, transparent portal—improving compliance and satisfaction.
Strengthen Transparency and Community Engagement
● Launch an interactive, web-based budget book with real-time data, embedded narratives, and
visual reporting.
● Align budget allocations with community priorities through Priority-Based Budgeting and
performance metrics.
● Equip Council with dashboards and reports that drive informed policymaking.
● Provide the public with easy access to meaningful, digestible data on how funds are used and what
outcomes are delivered.
● Rebuild trust and engagement around budget decisions and city performance.
Create Capacity and Prepare for the Future
● Eliminate the need for manual data collection and Excel-based roll-ups.
● Free up 100–150 hours per budget cycle, redeploying staff toward strategic and value-added tasks.
● Ensure continuity of knowledge with centralized systems, documentation, and support.
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●Reduce burnout and enhance retention by removing administrative burdens from critical staff.
●Provide a clear, scalable path for cross-training, onboarding, and succession planning.
OpenGov was selected by many of the leading jurisdictions throughout the state and country, including
Duvall, WA ; Mount Vernon, WA ; Anacortes, WA ; Puyallup, WA ; Federal Way, WA ; Stevens County,
WA ; Chelan County, WA ; and Lewis County, WA.
PROVIDED SOLUTIONS
Year-Round, Full-Featured Public Sector Budgeting
Maximize end-to-end effectiveness for your entire year-round budget and planning cycle, from near-term
forecast adjustments to long-range capital initiatives to continuous budget management and
strategic initiative engagement.
●Collaborative, Automated Operating Budgets: Liberate your budgeting from disparate spreadsheets
with a unified process that seamlessly ties spending to desired outcomes
●Workforce Planning: Simplify planning for your most complex and important asset — your people –
with scenario analysis, advanced calculations, and integrated budget requests
●Capital Planning: Forecast long-term capital expenditures, manage proposals and evaluations, track
performance, and easily keep stakeholders from various audiences informed of progress
●Online Budget Book: Publish a fully interactive, GFOA award-winning online budget book that makes
future publications vastly more repeatable
●Workflow Management: Modernize your internal workflows to reduce your administrative burden
●Reporting & Transparency: Empower decision makers and the public with the right data in the right
format to make data driven decisions and increase public trust.
User Home Screen includes At-a-Glance Budget Overview and Tasks
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Precisely calculate fully-burdened personnel costs through workforce
planning.
Get at-a-glance insights on allocations and the fully-burdened costs of any active or vacant
position
Forecast long-term expenditures for capital planning initiatives.
Easy-to-navigate and easy-to-create reports give you insights and drill-downs on your
long-term plans
Simplify online budget publications.
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Tell Your Story of your Strategic Plan and Budget
Make better decisions with centralized dashboards for everyone.
User Home Screen Includes At-a-Glance Budget Overview and Tasks
Streamline your internal processes
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Sample Workflow of a Capital Proposal with Evaluation Details
Real Results from OpenGov Budgeting Customers:
●Duvall, WA increased their efficiency and streamlined their financial processes - Video
●Santa Cruz County, CA saved over 500 hours during the budgeting process and won a GFOA
Distinguished Budget Award - Video
●Vestavia Hills, AL produced their Budget Book 3x faster and had more accurate workforce planning
-Case Study
●Alameda, CA cut budget development by 50% and received a GFOA Distinguished Budget Award -
Case Study
●Dallas County has modernized its internal budget processes to deliver outcomes for the county-
Video
Additional OpenGov Budget + CentralSquare ERP Customers
●City of Torrington, CT
●City of Prescott, AZ
●Township of Cheltenham, Montgomery County, PA
●City of Rancho Cordova, CA
●County of Tuolumne, CA
●City of Foster City, CA
●City of Beaumont, TX
●County of Lewis and Clark, MT
●County of Walton, FL
Key Decision Criteria
Key Considerations for Selecting Tukwila’s Long-Term Budgeting & Financial Management
Solution
As the City of Tukwila approaches a critical modernization of its budgeting and financial infrastructure, the
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importance of selecting a solution that delivers long-term value, operational sustainability, and
measurable outcomes cannot be overstated. This decision is not simply about replacing legacy tools—it's
about setting the City up for future success, resilience, and transparency. The following considerations are
essential as the Council evaluates this strategic investment:
Avoid Low-Cost, Low-Value Software Solutions
Budgeting and financial management require more than surface-level functionality. Solutions marketed as
"lightweight" or "cost-effective" often leave cities dependent on external spreadsheets, offer shallow
reporting features, and struggle to scale with complexity.
By contrast, OpenGov’s Budgeting & Planning Suite was built for the public sector and delivers:
●A centralized environment that replaces brittle Excel files and manual processes
●Automated digital publishing of budget books and capital plans
●No reliance on third-party plug-ins or hidden support fees
The result: organizations that prioritize short-term savings often find themselves re-entering the market
within a few years. Tukwila deserves a partner that delivers enduring value.
Real-Time Data Sync with CentralSquare & Eden
Budgeting and reporting must be grounded in data integrity. OpenGov offers automated nightly
synchronization with CentralSquare Finance Enterprise and Tyler Eden payroll, ensuring:
- Live updates to budget-to-actuals and transaction records
Real-time data modeling during internal meetings and budget presentations
Confidence in reporting accuracy for both internal stakeholders and Council.
Other vendors may require manual exports or impose update lags—costing time, accuracy, and trust.
Strengthen Capacity and Ensure Continuity of Service
Tukwila’s reliance on spreadsheet-driven processes creates serious risks—especially in the event of staff
turnover. One of the clearest takeaways from the City’s last budget cycle was the fragility of the current
approach.
OpenGov directly addresses succession planning and institutional knowledge transfer by
providing:
●Centralized, cloud-based data access
●Configurable approval workflows and reporting templates
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●Department-facing tools to reduce Finance’s manual workload
This ensures continuity and builds operational resilience regardless of staffing changes.
Fully Integrated Capital Planning, Performance & Strategic Goal Alignment
The City’s next financial system must support more than just budget development. OpenGov
natively supports:
●Six-year Capital Improvement Plans with phase tracking and funding source transparency
●Department-level strategic initiatives tied to budget proposals
●Performance dashboards aligned to program outcomes
●Narrative-based justifications integrated into the public budget book
All of this functionality is built into the OpenGov platform—no separate software, no extra modules.
Transparency, Community Engagement, and Public Trust
Today’s residents expect modern digital access to public information. Static PDFs no longer suffice.
OpenGov enables:
ADA-compliant, web-based interactive budget books
Real-time budget visualizations, outcomes tracking, and fund-level insights
Open Town Hall functionality for public surveys, simulations, and input gathering
This is more than just good government—it is critical to sustaining civic trust.
Robust, Forward-Looking Functionality for Long-Term Financial Sustainability
Tukwila’s investment must support both the current biennial budget structure and future scenario
planning. OpenGov delivers:
●Ten-year forecasting for workforce planning.
●Side-by-side scenario modeling for COLAs, new hires, and union negotiations.
●Visualization of historicals, non-financial data, and GIS-based capital tracking.
●A native report builder that auto-generates reports for Council and the public.
●Built-in publishing tools that meet GFOA standards and ADA compliance.
These capabilities are not theoretical—OpenGov has implemented them in hundreds of
jurisdictions.
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Built for Washington Municipalities
OpenGov is the selected partner for Duvall, Mount Vernon, Anacortes, Puyallup, Federal Way, Stevens
County, Chelan County, and others. Our team understands Washington’s requirements, the nuances of
CentralSquare, and the state’s budgeting and compliance environment.
Our staff includes former City Managers, Finance Directors, and Budget Officers who have been on your
side of the table. We don’t just understand the technology—we understand the mission.
Why This Matters Now
Tukwila is at a strategic crossroads. The City’s current systems lack the depth, resilience, and
transparency needed to support modern governance. This is about:
●Expanding staff capacity through automation
●Delivering better, faster data to Council and residents
●Recovering $1M+ in uncollected taxes with improved enforcement
●Supporting program-based budgeting and performance
●Ensuring financial sustainability and data integrity
OpenGov is the only solution on the market that delivers this complete package—with fixed pricing,
proven implementation timelines, and a commitment to long-term partnership.
Let’s equip Tukwila for the decade ahead.
Competitive Analysis: City of Watsonville, CA RFP
OpenGov was recently evaluated by the City of Watsonville, CA, through a competitive RFP
process. The City sought a new solution to replace their manual, Excel-based budget
process and address core user needs that were not supported by their Tyler Munis budget
module. Despite OpenGov having a higher priced proposal than two other software vendors,
the City ultimately decided on moving forward with OpenGov due to the following reasons
(we are happy to provide you with a copy of the Council Resolution for more details, if
interested):
★“OpenGov is liked by their customers who appreciate their customer service and the
continuous improvements to their product.”
★OpenGov will “allow the Finance Department to move the Capital Improvement Plan (CIP)
into the budget system.”
★“OpenGov will automate the creation of the budget book and move the budget book
from a published document to an online easily navigable document.”
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★“OpenGov will save significant finance and communications staff time along with giving
departments much more control and transparency around their budget submissions.”
★“In addition to improving our existing internal processes OpenGov offers a number of
features that will enhance our current process particularly around external
communication with the public.”
Competitive Analysis: City of Oxnard, CA RFP
OpenGov was recently evaluated by the City of Oxnard, CA, through a competitive RFP
process. The City also sought a new solution to replace their manual, Excel-based budget
process and address core user needs that were not supported by their Tyler Munis budget
module. Despite OpenGov having a higher priced proposal than two other software vendors,
the City ultimately decided on moving forward with OpenGov due to the following reasons
(we are happy to provide you with a copy of the Council Resolution for more details, if
interested):
★City staff received exceptional references from other California cities that use the
combination of Tyler Munis and OpenGov, who have leveraged OpenGov’s ability to
interface with Tyler Munis. Other cities using OpenGov, integrated with Tyler Munis
include Hayward, Santa Barbara, Pasadena, Yorba Linda and Victorville.
★OpenGov offers full-featured, cloud-based, budgeting software designed for public
agencies. As an integrated budgeting and planning solution, it will allow staff to develop
their department budgets in a more streamlined, systematic, and repeatable way.
Partnership Investment Summary
OpenGov’s pricing model consists of both a fixed fee annual subscription for the software and a one-time
cost for the professional services component. Our Professional Services cost includes all phases of
implementation: Initiation, Best Practices, Configuration, Validation, Deployment, and Project Completion.
OpenGov offers an unlimited user, unlimited usage pricing model, meaning customers are not limi
ted to the number of users, logins, dashboards, reports or usage of data.
Proposal: OpenGov Budgeting & Performance and Tax
Collection & Revenue Management (Full Suite)
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Item Description 3 Year Agreement
Software Services
Budgeting & Planning Suite
Unlimited Users
Operating Budget
Workforce Budget
Capital Budgeting
Capital Project Pages
Operating Budget Book
Capital Budget Book
Nightly Integration - Tyler Munis
$143,500
Includes 25% Bundled Discount
Business Tax and Revenue
Management Suite
Unlimited Users
Business & Operational Tax
Miscellaneous Revenue
Reporting & Transparency
Unlimited Users
Management Reporting
Department Reporting
Strategic Plan
Dashboards, Performance, KPI’s
Stories
Community Feedback Surveys
Transparency Portal
Strategic Initiatives
Professional Services
Software Implementation
Initiation, Best Practices,
Configuration, Validation,
Deployment, and Project
Completion of the above
solutions (this includes a review
and functional build of your Chart
of Accounts into OpenGov).
~$116,860*
Post-Deployment Training & Support
Premium Support
Access to phone and chat
support, designated Customer
Success Manager, and increased
response times for support cases.
Included
OpenGov University
(Unlimited Users)
OGU On-Demand: Video-based
online learning courses
OGU Live: a combination of virtual
training sessions and in-person
Included
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training events*
Resource Center: a written
article knowledgebase
Customer Success Manager
Dedicated human resource to
support your journey as an
OpenGov user with training,
adoption, best practices, and
general assistance throughout the
OpenGov partnership
Included
Billing Table** 3Y Agreement
Year 1 $260,360
Year 2 $150,675
Year 3 $158,208
*Estimate - Final Proposal Requires Scoping w/ OpenGov Professional Services Team
**Additional 7.5% Discount Available if Multiple Years Paid Up-Front
Why OpenGov for Tukwila: Budgeting &
Planning + Tax & Revenue
As Tukwila takes the next step toward modernizing its financial operations, OpenGov stands uniquely
positioned to deliver on the City’s most pressing strategic priorities—including fiscal sustainability,
transparency, and long-term operational resilience. After months of collaboration with the City’s Finance,
IT, and executive leadership teams, the following key differentiators explain why OpenGov is the right
long-term partner.
Comprehensive, End-to-End Budgeting—Purpose-Built for Government
OpenGov is the only vendor offering a truly unified public sector budgeting solution that covers every
stage of Tukwila’s annual and biennial planning process in one system:
●Operating Budgeting: Collaborative, department-led budget development with controlled
workflows and real-time tracking.
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●Workforce Budgeting: Powerful salary and benefit modeling with union/step increases, COLA
scenarios, and 10-year projections.
●Capital Planning: Project evaluation, proposal scoring, funding source tracking, and auto-generated
6-Year CIP Books.
●Strategic Budgeting: Department requests can be directly tied to citywide initiatives, enabling
alignment with Priority-Based Budgeting.
●Public Transparency: Fully interactive, GFOA-compliant online budget books—no third-party
publishing tools needed.
●Real-Time Data Sync: Automated nightly integration with CentralSquare FE and structured imports
from Eden payroll ensure financial data stays up to date.
Unlike alternatives that rely on third-party plug-ins, external report writers, or disconnected systems,
OpenGov eliminates manual uploads and offers seamless, real-time insight—all within a single platform.
Why OpenGov for Tax & Revenue: Intelligent, Automated B&O Management
Tukwila has an estimated $1M/year in uncollected B&O revenue due to limited visibility, lack of automation,
and a paper-based returns process. OpenGov’s Tax & Revenue platform changes that immediately:
●Modern Taxpayer Portal: Online filings, payments, historical lookup, and multi-user access for
third-party preparers.
●Automated Reconciliation: Daily payment and return tracking mapped to the GL with no need for
manual line-by-line Excel reconciliation.
●Custom Tax Logic: Supports Tukwila’s tiered 9-10-10 penalties, proposed square footage tax, and
multiple filing frequencies per account.
●Integrated Case Management: Track audits, assign investigators, and manage compliance
workflows with full visibility.
●Proactive Enforcement Auto-generated missing/delinquent notices, account indicators, and
configurable templates ensure timely collections.
With OpenGov, Tukwila can replace outdated processes with a professional-grade system that improves
compliance, increases revenue, and restores taxpayer confidence.
Solving for Capacity Challenges and Succession Risk
OpenGov reduces reliance on institutional knowledge and eliminates fragile Excel-based workflows. With
structured templates, role-based access, and full audit trails, the City can:
●Build capacity across departments by decentralizing input and empowering users.
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●Protect against knowledge loss when key staff depart or retire.
●Reduce the volume of one-off support requests into Finance by 30–50%.
This system allows the City to scale effectively and build operational resilience regardless of future
staffing changes.
Transparency and Community Engagement—Modernized
OpenGov goes far beyond static PDFs. The platform includes:
●ADA-compliant digital budget books that integrate with performance data and charts.
●Resident engagement tools including survey modules and participatory budgeting (Open Town
Hall).
●Council and executive dashboards with on-demand filters, snapshots, and multi-year projections.
Tukwila’s Council, executive team, and residents will all benefit from the ability to see where dollars
go—and what outcomes they generate.
Lessons from the Last Budget Cycle
The City’s most recent budget process highlighted the inefficiencies of Excel-based budgeting:
●Manual version control and formula errors delayed analysis and collaboration.
●Limited ability to model workforce costs by program or department.
●Budget updates during Council presentations could not be modeled live.
OpenGov eliminates these limitations by providing structured, real-time, cloud-based collaboration from
the first draft to final adoption.
Demonstrated ROI—Across Budgeting & Revenue
The financial impact of adopting OpenGov is both immediate and ongoing:
●$1M+ in Recaptured Revenue**: Improved tax administration will generate new General Fund
revenue.
●100–150+ Hours Saved Per Budget Cycle**: Staff can focus on strategic planning, not version
tracking.
●Increased Compliance**: Automated reminders and digital filing reduce delinquency rates.
●Council & Resident Confidence**: Public-facing transparency strengthens trust and accountability.
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Over a 3-year window, these returns significantly outweigh system costs and reduce pressure on city
staffing.
Committed to Tukwila’s Long-Term Fiscal Sustainability
OpenGov supports multi-year forecasting, 6-year CIP development, and strategic initiative tracking—all
key elements of a sustainable financial future. With automated reporting, scenario modeling, and
personnel cost forecasting, the City can:
●Align budget decisions with long-term priorities.
●Prepare for labor negotiations and new program needs.
●Surface risks and opportunities early—before budget adoption.
Trusted by Governments Across Washington
OpenGov is already the budgeting and transparency partner of choice for:
Duvall, WA
Mount Vernon, WA
Anacortes, WA
Puyallup, WA
Federal Way, WA
Chelan County, WA
Stevens County, WA
These agencies trust OpenGov for our product expertise, regional knowledge, and local government DNA.
Conclusion
Tukwila deserves a system built for the work of local government—not just another software vendor.
OpenGov offers an integrated platform to unify budgeting and revenue management, elevate public trust,
and ensure the City’s financial sustainability for years to come.
Our team of former public finance leaders, technologists, and customer success experts is ready to
support Tukwila through every step of implementation, adoption, and continuous improvement.
Let’s build the next chapter of Tukwila’s future—together.
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