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Home My WebLink AboutCivicPlus '°`` RESOLUTION 2025-150 M �y4 ADOPTED DOC ID: 21073 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-150 WAS . ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON FEBRUARY 4,2025: RESOLVED, that the Town Board of the Town of Southold hereby authorizes and directs Town Supervisor, Albert J Krupski, Jr.,to execute a change order to GSA Contract GS-35F-0124U, identified as Quote# Q-91327-1, providing for an implementation fee of$945.00 and a prorated Civic Clerk Media Annual Fee in the amount of$4,692.33 through 12/4/2025, subject to the approval of the Town Attorney, and funded by budget line H.1680.2.500.700. Denis Noncarrow i Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Anne H. Smith, Councilperson SECONDER:Brian O. Mealy, Councilperson AYES: Mealy, Smith, Doherty, Evans, Doroski, Krupski Jr civicPlus Statement of Work 302 South 4th St.Suite 500 Quote#: Q-91327-1 Manhattan,KS 66502 Date: 1/22/2025 1:49 PM us Expires On: 3/23/2025 Client: Bill To: Town of Southold, NY SOUTHOLD TOWN (SUFFOLK COUNTY), NEW YORK SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Greg Achey greg.achey@civicplus.com Net 30 One-time(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 CivicPlus Media: Implementation CivicPlus Media: Implementation Fee USD 945.00 Fee Recurring Service(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 CivicPlus Media: Annual Fee CivicPlus Media Annual Fee: Unlimited storage, unlimited USD 4,692.33 users, up to 3 concurrent streams List fl ce I '4' 1 T...-m Tata 1 ISID 6,263.70 Total Investment- Prorated Year 1 USD 5,637.33 Annual Recurring Services (Subject to Uplift) USD 5,400.00 ,` Total Days of Quote:317 Initial Term Beginning at signing and ending 12/4/2025, Renewal Term 12/5 each calendar year Initial Term Invoice Schedule 100% invoiced at signing, to be prorated based on signature date. V.PD 06.01.2015-0048 Page 1 of 3 Acceptance The undersigned has read and agrees to the following Binding Terms,which are incorporated into this SOW,and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date: For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Signature �CivicPlus By(please sign): By(Please sign): ALI Printed Name: r Printed Name: Title: Title: Date: Date: Organization Legal Name: Billing Contact: Title: Billing Phone Number: Billing Email: Billing Address: Mailing Address: (If different from above) M. gn� WA Sb ,Akojd PO Number: (info neede on Invoice(PO or Job#�if required) V.PD 06.01.2015-0048 Page 3 of 3 COVER SHEET FOR DOCUMENTS i JUN - 4 2025 SENT T0: r Sent By: TOWN ATTORNEY, PAUL M. DECHANCE DEPUTYT/A, JACK SQUICCIARINI ASSISTANT T/A, JULIE M. MCGIVNEY ASSISTANT T/A, BENJAMIN JOHNSON CONFIDENTIAL SECRETARY, AMY SCHLACHTER Type of Agreement : Nature of Contract/Agreement -d)/� . - -� &�,k c� J v- D I�,q (/� c.. r -172 RESOLUTION 2025 ADOPTED DOC ID: 21106 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-172 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON FEBRUARY 25, 2025: RESOLVED,that the Town Board of the Town of Southold hereby authorizes and directs the Town Supervisor, Albert J Krupski, Jr., to execute a Contract Amendment with CivicPlus, for the goods and services contract identified as GSA GS-35F-0124U,providing for an Agenda and Meeting Management Application to the Town, which amends the Contract Date and Start Date to January 1, 2025 and provides for an annual renewal date of January 1, at no additional cost to the Town and subject to the approval of the Town Attorney. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Greg Doroski, Councilperson SECONDER:Brian O. Mealy, Councilperson AYES: Mealy, Doherty, Evans, Doroski, Krupski Jr EXCUSED: Anne H. Smith Contract Amendment Whereas, the parties hereto previously entered into a goods and services contract identified as GSA Contract GS-35F-0124U utilizing Quote# Q-91327-1, for the purpose of establishing an Agenda and Meeting Management Application in the Town of Southold; and Whereas,as originally drafted,the said agreement identified the Contract Date and Start Date for the goods and services to be provided'as December 4, 2024; and Whereas, the procurement policy of the Town of Southold requires an amendment to the Contract Date and Start Date to be the calendar year that the funds are available and services are provided; and Whereas,the parties agree to resolve the issue by amending to Contract to reflect same. Now, therefore,be it RESOLVED,that the parties hereto hereby stipulate and agree that GSA Contract GS- 35F-0124U utilizing Quote# Q-91327-1 is hereby amended as follows: 1. The Contract Date is hereby amended from December 4, 2024 to January 1, 2025. 2. The Start Date of the Contract is hereby amended from December 4, 2024 to January 1, 2025. 3. The annual renewal date for the Contract moving forward shall be January 1 and all amounts due shall be calculated from that date. Dated : Southold,New York February 18, 2025 Civieplus Town of Southold By: Amy Vikander, SVP of Customer Success By:Albert J Krupski, Jr., Town Supervisor I I COVER SHEET FOR DOCUMENTS JUN - 4 2025 Mark SENTTO: Sent By: TOWN ATTORNEY, PAUL M. DECHANCE DEPUTY T/A, JACK SQUICCIARINI ASSISTANT T/A, JULIE M. MCGIVNEY ASSISTANT T/A, BENJAMIN JOHNSON CONFIDENTIAL SECRETARY, AMY SCHLACHTER Type of Agreement : Nature of Contract./Agreement 1&41 \0 Ck 6v)(s vS RESOLUTION 2025-172 11 ME% ADOPTED DOC ID: 21106 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-172 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON FEBRUARY 25, 2025: RESOLVED, that the Town Board of the Town of Southold hereby authorizes and directs the Town Supervisor, Albert J Krupski, Jr., to execute a Contract Amendment with CivicPlus, for the goods and services contract identified as GSA GS-35F-0124U,providing for an Agenda and Meeting Management Application to the Town, which amends the Contract Date and Start Date to January 1, 2025 and provides for an annual renewal date of January 1, at no additional cost to the Town and subject to the approval of the Town Attorney. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Greg Doroski, Councilperson SECONDER:Brian O. Mealy, Councilperson AYES: Mealy, Doherty, Evans, Doroski, Krupski Jr EXCUSED: Anne H. Smith Contract Amendment Whereas, the parties hereto previously entered into a goods and services contract identified as GSA Contract GS-35F-01.24U utilizing Quote# Q-91327-1, for the purpose of establishing an Agenda and Meeting Management Application in the Town of Southold; and Whereas,as originally drafted,the said agreement identified the Contract Date and Start Date for the goods and services to be provided as December 4,2024; and Whereas, the procurement policy of the Town of Southold requires an amendment to the Contract Date and Start Date to be the calendar year that the funds are available and services are provided; and Whereas, the parties agree to resolve the issue by amending to Contract to reflect same. Now, therefore,be it RESOLVED,that the parties hereto.hereby stipulate and agree that GSA Contract GS- 35F-0124U utilizing Quote# Q-91327-1 is hereby amended as follows: 1. The Contract Date is hereby amended from December 4, 2024 to January 1,2025. 2. The Start Date of the Contract is hereby amended from December 4, 2024 to January 1, 2025. 3. The annual renewal date for the Contract moving forward shall be January 1 and all amounts due shall be calculated from that date. Dated : Southold,New York February 18, 2025 Civieplus Town of Southold 1 By: Amy Vikander, SVP of Customer Success By:Albert J Krupski, Jr., Town Supervisor COVER SHEET FOR DOCUMENTS Sent To: _�D"jk--,,, Sent By: TOWN ATTORNEY, PAUL M. DECHANCE DEPUTY T/A, JACK SQUICCIARINI ASSISTANT T/A, JULIE M. MCGIVNEY ASSISTANT T/A, BENJAMIN JOHNSON CONFIDENTIAL SECRETARY, AMY SCHLACHTER ,Le� 1.GY-E1'1'b115'}lae na , C.'r••..+]�•� Type Of Agreement: MAR 4 2025 Nature Of Contract/Agreement %U i- COVER SHEET FOR DOCUMENTS JUN - 4 2025 . SENT TO: V Sent By: TOWN ATTORNEY, PAUL M. DECHANCE DEPUTYT/A, JACK SQUICCIARINI ASSISTANT T/A, JULIE M. MCGIVNEY ASSISTANT T/A, BENJAMIN JOHNSON CONFIDENTIAL SECRETARY, AMY SCHLACHTER Type of Agreement : llwj "C4 Nature of Contract/Agreement _s RESOLUTION 2024-1026 ADOPTED DOC ID: 20809 A THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-1026 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON DECEMBER 3,2024: RESOLVED,that the Town Board of the Town of Southold hereby authorizes and directs Town Supervisor Albert J Krupski Jr. to execute a contract with CivicPlus for the purpose of establishing a replacement Agenda and Meeting Management Application and related services in 2025, subject to the approval of the Town Attorney. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER:Greg Doroski, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans CPGSA Statement of Work for Town of Southold, NY GSA Contract GS-35F-0124U i GSA CivicPlus Statement of Work Labor Category GSA Hourly Rate with IFF Hours Total Cost Website Consultant $149.01 2 $298.02 Project Manager $135.86 14 $1,902.04 Network Consultant $135.86 0 $0.00 Wireless Network $135.86 0 $0.00 Technician Programmer $131.48 42 $5,522.16 Graphic Designer $109.57 40 $4,382.80 Writer $109.57 0 $0.00 Server and Network $109.57 34 $3,725.38 Technician Trainer $109.57 4 $438.28 PC Technician $89.41 0 $0.00 Content Developer $80.64 64 $5,160.96 Subtotal $21,429.64 Discount(expires December 20,2024) ($2,979.64) Total Fees Year 1 $18,450.00 Project Implementation and Deployment -- • 1.00x CivicClerk Premium Configuration: CivicClerk Premium Configuration f 1.00x CivicClerk Custom Template Design: CivicClerk Custom Template Set-includes 2 Agenda templates,1 Item Report template, 1 Minutes template, 1 Agenda Script template • 2.00x Virtual Consulting Fee 1 hour Virtual Consulting • 1.00x CivicClerk Virtual Training (Half Day Block):Training (Virtual) -half day, up to 4 I hours j • 2.00x CivicClerk Custom Template Design: CivicClerk Custom Template Set-includes 2 Agenda templates, 1 Item Report template, 1 Minutes template, 1 Agenda Script template • 2.00x CivicClerk Virtual Consulting(Half Day Block): Consulting (Virtual)-half day, up to 4 i hours I 1.00x CivicClerk Historical File Import(up to 7,500 files—PDF/MP3/MP4): CivicClerk Historical File Import(up to 7,500 files—PDF/MP3/MP4) Recurring Service(s) # 1.00x Agenda and Meeting Management Select Annual Fee:Agenda and Meeting i Management Select Annual Fee 1 1.00k Boards&Committees Annual Fee: Boards&Committees Annual Fee • AMM Select: Live Meeting Manager Annual Fee: Live Meeting Manager Annual Fee-Live j Meeting, Electronic Voting, Display Pages Page 1 CivicPlus•302 S.4th Street,Suite 500•Manhattan,KS 66502•wvvw.CiviePlus.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951 GSA Statement of Work for Town of Southold, NY GSA Contract GS-35F-0124U Total Initial Tbrm Fe,es $18,460r;0V i Renewal Annual Services (subject to uplift) $12,300.00 I j 1 1. Performance and payment under this Statement of Work("SOW')by and between Town of Southold, NY("Customer")and CivicPlus("CivicPlus")shall be subject to the terms&conditions of the Agreement by and between the General Services Administration and CivicPlus and the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal-stuff. 2. This SOW shall remain in effect beginning at signing and continuing for 1 year(the"initial Term"). Unless otherwise terminated with at least 60 days' notice to the other Party prior to the end of the Initial Term or any Renewal Term,this SOW will automatically be for an additional 1-year Renewal Term. 3. The Total Initial Term Fees will be invoiced at signing. 4. Renewal Term Annual Services shall be invoiced on the first day of each Renewal Term.Annual services, including but not limited to hosting, support and maintenance services,shall be subject to a 3%annual increase beginning in year 2. Page 2 CivicPlus•302 S.4th Street,Suite 500•Manhattan,KS 66502•www.CivicPlus.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951 PI GSA Statement of Work for Town of Southold, NY GSA Contract GS-35F-0124U Acceptance We,the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this SOW. Authorized Client Signature CivicPlus By: / By: Name: 6ijrN" Tr= Name: u/'recr— Title: Title: Date: Date: / —1— /5 / L/ Organization Legal Name: Billing Contact: / Title: II 5'y I Billing Phone Number: Billing Email: ` Billing Address: 5-2 Mailing Address: (If different from above) Page 3 CivicPlus•302 S.4th Street,Suite 500•Manhattan,KS 66502•www.CivicP]us.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951 GSA Statement of Work for Town of Southold, NY GSA Contract.GS-35F-0124U PO Number: (Info needed on Invoice (PO or Job#) if required) Page 4 CivicPlus•302 S.4th Street,Suite 500•Manhattan,KS 66502•www.CivicPlus.com Toll Free 888-228-2233•Accounting Ext.291 •Support Ext.307•Fax 785-587-8951