Mayor Michael D. Quill
Council Members Auburn City Council Terrence Cuddy AGENDA Debra McCormick James Giannettino Dia Carabajal
Mayor Quill and the members of City Council would like to welcome you to Memorial City Hall. At the beginning of each City Council meeting a time is reserved for the public to be heard. If you have come to speak during the public to be heard portion of this meeting the following information will be helpful to you. When you are recognized by the Mayor please approach the podium, state your name and address for the record and speak directly into the microphone. The council is pleased to hear relevant comments that pertain to City government however a 3-minute limit is set by City Council to allow for all of the meeting’s business to be conducted. Also, please remember to silence your phones. Requests for accommodations may be made with advanced notice of at least three work days prior to the meeting by calling (315) 255-4100 or e-mailing [email protected]. As much advance notice as possible is needed to assure that appropriate services can be acquired. Thank you for your interest in City Government.
City Council meetings may be viewed through a live-stream on our city web site. Use the following web address to view the live-stream: http://AuburnNY.gov/Channel-A
Business Session July 18, 2019 5:00 PM
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE TO THE FLAG
3. MOMENT OF SILENT PRAYER OR REFLECTION
4. PUBLIC ANNOUNCEMENTS
5. CEREMONIAL PRESENTATIONS AND PROCLAMATIONS
6. PUBLIC TO BE HEARD
7. APPROVAL OF MEETING MINUTES
7.A. Approval of June 27, 2019, July 2, 2019 and July 11, 2019 City Council Meeting Minutes
Council Meeting Minutes June 27 2019 for Council Approval.pdf
8. CITY MANAGER'S REPORT 9. REPORTS FROM MEMBERS OF COUNCIL
10. SEQR RESOLUTIONS
11. ORDINANCES
12. LOCAL LAW
13. RESOLUTIONS
13.A. Council Resolution #80 of 2019 Authorizing a Grant Application for the Law Enforcement Based Victim Specialist Program
Background_Memo_APD_2019_Law_Enforcement-Based_Victim_Specialist_Grant.doc
Council Resolution #80 of 2019 Authorizing a Grant Application for the Law Enforcement Based Victim Specialist Program.doc
13.B. Financial Resolution #81 of 2019 Accepting Funds from Nucor Steel for the Purchase of An Intelligent Training System (Fire Extinguisher Demonstration Unit)
Financial Resolution #81 of 2019 Accepting Funds from Nucor Steel for the Purchase of An Intelligent Training System (Fire Extinguisher Demonstration Unit).doc
I.T.S Intelligent Training System.pdf
13.C. Financial Resolution #82 of 2019 Authorizing Various Operating and Capital Budget Transfers
Background Memo for various budget transfers.doc
Financial Resolution #82 of 2019 Authorizing Various Operating and Capital Budget Transfers.doc
13.D. Award Resolution #83 of 2019 Awarding a Construction Contract for the UV Replacement and WWTP Improvements Project
Memo for the Award of the UV Replacement and WWTP Improvement Project.doc
Award Resolution #83 of 2019 Awarding a Construction Contract for the UV Replacement and WWTP Improvements Project.docx
GHD Award Recommendation Letter.pdf
13.E. Agreement Resolution #84 of 2019 Authorizing Acceptance of a Grant from the Local Initiative Support Corporation (LISC) for a Zombie & Vacant Properties Remediation & Prevention Initiative
Agreement Resolution #84 of 2019 Authorizing Acceptance of a Grant from the LISC for Zombie Vacant Properties Remediation.doc 13.F. Award Resolution #85 of 2019 Awarding the Purchase of Code Enforcement Software
City_Council_Background_Memo_for_the_Award_of_Purchase_of_Code_Enforcement_Software. doc
Award Resolution #85 of 2019 Awarding the Purchase of Code Enforcement Software.docx
Auburn C NY_Municity RFP_General Code Response_5-23-19_Unsigned.pdf
Addendum to General Code Response_Auburn C NY RFP_6-25-19.pdf
13.G. Council Resolution #86 of 2019 Authorizing a 2019 Consolidated Funding Application for a Market NY Grant for the NYS Equal Rights Heritage Center
Council Resolution #86 of 2019 Authorizing a 2019 CFA for a Market NY Grant for the NYS Equal Rights Heritage Center.doc
13.H. Council Resolution #87 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Seward House Museum
Council Resolution #87 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Seward House Museum.doc
13.I. Council Resolution #88 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Auburn Public Theater
Council Resolution #88 of 2019 Supporting 2019 NYS Consolidated Funding Application (CFA) for the Auburn Public Theater.doc
13.J. Council Resolution #89 of 2019 Supporting 2019 NYS Consolidated Funding Application (CFA) for the Cayuga Museum of History and Art
Council Resolution #89 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Cayuga Museum of History and Art.doc
13.K. Council Resolution #90 of 2019
Supporting a 2019 Consolidated Funding Application (CFA) for the Schweinfurth Memorial Art Center
Council Resolution #90 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Schweinfurth Art Center.doc
14. TABLED ITEMS
15. STAFF/VENDOR PRESENTATIONS
16. OTHER BUSINESS FROM THE COUNCIL
17. ADJOURNMENT COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Approval of June 27, 2019, July 2, 2019 and July 11, 2019 City Council Meeting Minutes
Background June 27, 2019, July 2, 2019 and July 11, 2019 City Council Meeting Minutes are forthcoming.
Recommendation
Fiscal Impact Auburn City Council Minutes June 27, 2019
Auburn City Council Regular Meeting Thursday, June 27, 2019 5:00 P.M. City Council Chambers Memorial City Hall 24 South St. Auburn, NY 13021
Minutes
The meeting of the Auburn City Council was called to order at 5:00PM in the City Council Chambers 24 South St. Auburn NY by Mayor Quill.
1. Roll Call – The City Clerk called the roll. Mayor Quill and Councilors McCormick, Giannettino, Cuddy and Carabajal were all present.
The following City Staff was present for the regular meeting:
• Acting City Manager, Jennifer Haines • Corporation Counsel, Stacy DeForrest • City Clerk, Charles Mason • Police Chief, Shawn Butler • Deputy Director of Community Development, Steve Selvek • Superintendent of Engineering, William Lupien • Fire Chief, Joe Morabito
2. Pledge of Allegiance to the Flag – Mayor Quill led the Pledge of Allegiance.
3. Moment of Silent Prayer or Reflection – Mayor Quill asked for a moment of silent prayer.
4. Public Announcements The City Clerk read the announcements.
5. Ceremonial Presentations and Proclamations.
6. Public to be Heard – Mayor Quill opened the Public to be Heard portion of the Council meeting and the Clerk read the Public to be Heard rules. No speakers.
7. Approval of Meeting Minutes – June 6, 2019 Council Meeting Minutes Motion to approve the June 6, 2019 minutes by Councilor Cuddy, seconded by Councilor Giannettino. Motion to approve carried 5-0.
8. Reports of City Officials
Page 1 of 5 Office of the City Clerk/Vital Records, City of Auburn, NY. Charles Mason, City Clerk Auburn City Council Minutes June 27, 2019
A. City Manager’s Report • The City Pool at Casey Park opened on Tuesday and hosted approximately 300 visitors on its first day. • We are accepting bids for the construction of a new solid waste transfer station until Friday July 19. So far 8 contractors have requested information and 5 attended a pre-bid project meeting this week. • We are again accepting bids for the reconstruction of William St and Lincoln St. We have heard from several potential interested bidders on this project. Bids are due July 1. • We are accepting bids for the replacement of our Waste Water Treatment Plant UV Disinfection System. Bids are due on Monday July 1. More information on these projects can be found on the city web-page under the left hand tab labelled “Bids/RFPs”. • We are currently accepting applications for the entry level Police Officer exam. Applicants must sign up by August 14. • We are also accepting applications for the Water/Waste Water Treatment Plant Operator Trainee exam. These applications are due by Sept. 14. • This week staff met with the Cayuga Community College to discuss current projects like Falcon Park, in the NYS Shared Services Plan. We also discussed a variety of other potential future projects. • Staff accompanied Mayor Quill and Councilor Giannettino to a meeting of Tech Park businesses to provide an update on planned improvements we’re working on for Tech Park. We also have some interest from some new businesses to relocate to the park and some existing businesses that are planning upgrades. • This week staff met with several local businesses that are working through the process of expanding or upgrading their facilities in Auburn.
B. Reports from members of Council
9. Matters to Come Before Council
A. State Environmental Quality Review Act Resolutions (SEQR) - None
B. Ordinances – None
C. Local Laws – None
D. Resolutions - None
STAFF/VENDOR PRESENTATIONS A. City of Auburn Backflow Prevention Presentation by Seth Jensen, Director of Municipal Utilitiesand Joe Sliwka, Water Meter Service Worker
B. Sludge Hauling Presentation - Seth Jensen, Director of Municipal Utilities
Page 2 of 5 Office of the City Clerk/Vital Records, City of Auburn, NY. Charles Mason, City Clerk Auburn City Council Minutes June 27, 2019
What is backflow?
• Backflow: the undesirable reversal of flow in a potable water system.
• Cross Connection: a connection or a potential connection or structural arrangement between any part of a potable water system and any non‐potable source or system through which backflow can occur.
• Cross Connection Control: The enforcement of an ordinance or program regulating cross connections and preventing backflow.
• Backflow Preventer: An assembly or means that prohibits the backflow of water into the potable water supply.
What causes backflow
• Backpressure: A pressure, higher than the supply pressure, caused by a pump, elevated tank, boiler, air/steam pressure, or any other means, which may cause backflow. (Pushing water in the unintended direction)
• Backsiphonage: Backflow caused by negative or reduced pressure in the supply piping. (Such a condition occurs during a water main break) (Pulling water in the unintended direction)
Why is it important
• The purpose of a cross connection control program is to protect the public water supply and the customer from the possibility of contamination.
• NYSDOH requires all water suppliers to have a backflow prevention program.
Who Needs Backflow Protection?
• The City of Auburn requires ALL commercial facilities, and residential facilities with 4 or more units, to install a testable black flow prevention device.
• Per City of Auburn Code Chapter 297 Water Service Article IV Cross‐Connection Control and New York State Sanitary Code Part 5‐1 Chapter 31
Degree of Hazard of Potential Contaminant
• Class 1 ‐ Hazardous Facility: is one in which substances may be present which introduced into the public water system would or may endanger the health of the water customers.
– Hospitals, WWTP’s, Breweries, Automotive Garages, Mortuaries, Funeral Parlors
– RPZ Required
Page 3 of 5 Office of the City Clerk/Vital Records, City of Auburn, NY. Charles Mason, City Clerk Auburn City Council Minutes June 27, 2019
• Class 2 – Aesthetically Objectionable
– Private Mains, Fire Systems, etc.
– RPZ or Double Check Valves Required
• Class 3 – Non‐Hazardous
– Residential Properties
– No Backflow Required
Private Mains and Class 2 Facilities
• Per NYSDOH all private mains shall have a hot box with acceptable backflow prevention at the connection point with the City’s distribution main
• Example: Strip malls, industry, large residential developments with private hydrants
Private Mains and Class 2 Facilities
• Compliance will be to Focus on upgrading facilities and new construction
• Example: Strip mall is doing upgrades where by new facilities retrofit require a plumbing permit. City will work with developer to install a hot box and meter at City connection at time of upgrade.
Current Status as of 6/20/2019
• 197 Commercial Properties on File.
• 90 Test Results for 2019.
• 15 Test Results current from 2018.
• 105 Total Current Properties on File.
What’s Next
• Working on a current list of commercial properties from the assessors office.
• 792 commercial properties.
• 386 non for profit commercial properties.
• Classifying the degree of hazards.
• Class 1 ‐ high hazard properties will be priority to comply with backflow protection.
Page 4 of 5 Office of the City Clerk/Vital Records, City of Auburn, NY. Charles Mason, City Clerk Auburn City Council Minutes June 27, 2019
– Any existing or new facility will be required to install RPZ backflow prevention devices.
– End result every commercial property having backflow prevention city wide.
• Class 2 – City will work to systematically upgrade facilities to comply through new development and upgrade permits with existing facilities.
C. Update on the Doubledays - Adam Winslow, General Manager Doubledays was not able to attend the meeting and City manager Jeff Dygert presented to the Council.
D. Monthly Activity and Bar Graph Report for May 2019. The City Manager reviewed with the Council.
10. Other Business - None
Adjournment: By unanimous vote the Council adjourned the meeting. The meeting was adjourned at 6:00 p.m.
Minutes submitted to the City Council on July 18, 2019 by:
Charles Mason City Clerk
On July 18, 2019 a motion to approve the minutes of the June 27, 2019 Auburn, NY City Council meeting was made by Councilor , seconded by Councilor .
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted
I do hereby certify that the foregoing is a correct copy of the minutes of the proceedings of the City Council of the City of Auburn, N.Y., at a regular meeting thereof, held in the Council Chambers, Memorial City Hall, in said city, on the 27th day of June, 2019 and that the City Council approved such by the vote listed above.
Charles Mason, City Clerk Date:
Page 5 of 5 Office of the City Clerk/Vital Records, City of Auburn, NY. Charles Mason, City Clerk COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of City Council
FROM: Chief Shawn I. Butler
DATE: July 18, 2019
SUBJECT: Requesting Approval to apply for the 2019 Law Enforcement-Based Victim Specialist Program in partnership with the Cayuga Counseling Services
BACKGROUND:
The United States Department of Justice (DOJ), Office of Justice Programs (OJP), and Office of Victims of Crime (OVC) released an application for funding on May 24, 2019 inviting departments to apply to their RFP in order to assist agencies like the Auburn Police Department to better support victims of crime through the criminal justice process.
Law enforcement encounters more victims of crime than any other component of the criminal justice system. Most victim assistance is provided through prosecutors’ offices or nonprofit agencies but, only 21 percent of major crimes get to the prosecutor’s office and victim service programs only provide intervention to specific crimes such as sexual and domestic violence. This means that about 80 percent of crime victims may not have victim assistance available to them unless a victim assistance specialist or unit exists within the law enforcement agency.
The Office of Victims of Crimes handbook titled First Response to Victims of Crime states that “how law enforcement first responds to victims is critical in determining how victims cope, first with the immediate crisis and, later, with their recovery from the crime.” This response often influences the victim’s participation in the investigation and prosecution of the crime as well as the victim’s likelihood of reporting any future crimes. A victim’s perceptions of the system can be influenced by the manner in which they are treated at the first response and during the follow- up investigation. How law enforcement agencies treat victims is a direct reflection of an agencies’ philosophy of policing and core values. Organizations that place a high priority on addressing the needs of victims of crime are likely to build greater community confidence, increase crime reporting, leverage significant resources through expanded collaborations with community partners, and eventually reduce crime. The Auburn Police Department seeks to serve as the lead agency and partner with Cayuga Counseling Services, Inc. to collaboratively develop and implement a trauma informed care and best practice model to respond to crime victims by co-locating a Victim Specialist within the Department. Cayuga Counseling has long recognized the need for community based multidisciplinary intervention, advocacy and treatment for victims of crime and has been providing these specialized direct services for over 30 years. The agency has an extensive and proven record of successfully and effectively implementing, operating and managing grant funded programs and projects with similar design and magnitude. CCS currently operates 2 Federal and 2 State funded Victim Services Programs; the Child Advocacy Center, SAVAR, the Child Fatality Review Team, and a MDT response for children victimized by substance abuse.
This funding and partnership opportunity capitalizes on our community-based partnerships and the engagement of professionals from cross-disciplines to develop a comprehensive and collaborative approach to respond to and provide support for those who have been victimized. This joint approach brings to the forefront the collaborative aspect and expertise of the duties of these distinct disciplines while assisting in meeting the needs of our community. By working together and leveraging resources, we can provide the most effective intervention.
FACTUAL BACKGROUND:
The 2013 Law Enforcement Management Analysis Statistics (LEMAS) report, produced by the Bureau of Justice Statistics (BJS), gathered responses from more than 3,000 state and local law enforcement agencies, including those that employ 100 or more sworn officers, and a representative sample of smaller agencies in the United States. The 2013 LEMAS report found that only 13 percent of U.S. law enforcement agencies reported having a specialized unit with full- or part-time personnel dedicated to victim assistance; and only an additional 12 percent reported having any dedicated victim assistance personnel. More than half of the agencies reported having no dedicated personnel, but indicated having some policies, procedures, or training related to victim assistance. The remaining 20 percent of law enforcement agencies reported that crime victim services were not formally addressed.
The role of a law enforcement-based victim specialist can vary from jurisdiction to jurisdiction, but generally they ensure victims of crimes are treated with fairness and respect, are notified of their rights, provided with updates on their cases, and given the information and referrals they need to address the often traumatic impact of victimization. Many federal law enforcement-based victim assistance programs are funded by OVC (e.g., FBI, ATF, DEA, etc.), and are uniquely positioned to quickly identify the needs of victims and connect them with services in the immediate aftermath of a crime. These federal programs provide service as required by federal statute (e.g., 34 U.S.C. § 20141) and policy (e.g., Attorney General Guidelines for Victim and Witness Assistance) and stand as a model for system-based victim services and how they play a key role in meeting the needs of victims of all crime.
Law enforcement agencies are in a unique position to refer survivors to community-based programs that provide an array of services, such as case management; direct advocacy and counseling services; emergency shelter; mental health services; legal advocacy; transportation; safety planning; assistance with crime victim compensation claims; information and referrals; and follow-up to ensure the victim’s needs are being addressed.
RECOMMENDATION:
It is recommended that Council authorize the Auburn Police Department to apply for this grant opportunity with collaborating agencies with the intent of enhancing services for innocent victims of crime in the City of Auburn. If funded, the Law Enforcement-Based Victim Specialist Program will achieve the following goals:
1. Identify crime victims and quickly refer them to community victim service programs;
2. Respond to the emotional, psychological, and/or physical needs of crime victims, and offer referrals to other community resources to help meet these needs;
3. Assist victims as they stabilize their lives after victimization;
4. Assist victims to understand and more effectively participate in the criminal justice system, and be informed of their rights as a victim of crime, and how to exercise those rights;
5. Restore a measure of security and safety for the victim; and/or;
6. Connect victims to support services (and/or referrals for) such as crisis intervention services, emergency transportation to court or certain appointments, short-term child care services, temporary housing/shelter and security measures, assistance in participating in criminal justice proceedings, payment of all reasonable costs for a forensic medical examination of a crime victim (to the extent that such costs are otherwise not reimbursed or paid), assistance with crime victim compensation applications and eligibility, and other services for crime victims identified by the grantee;
7. Develop and print documents/brochures that can be given to crime victims shortly after an offense is reported that briefly outline the rights and lists the contact information of the Victim Specialist;
FINANCIAL IMPLICATION:
The grant proposal looks to secure funding specifically to fund 1 FTE Victim Specialist that will be located at Auburn Police Department and associated administrative and program costs for the program. The application is seeking a total of $276,000 over a 3 year contract beginning October 1, 2019. The City of Auburn will receive $24,000 to support the administration of the funding and managing the program.
Cayuga Counseling Services, Inc. will receive $252,000 to employ a Victim Specialist, provide direct supervision, provide all direct services, collect program data and statistics and complete all grant reporting requirements.
Throughout the duration of the 3 year contract Cayuga Counseling Services, Inc. and Auburn Police Department will be seeking funding to sustain the program at the conclusion of the three- year contract with OVC.
There is no match requirement for this grant. COUNCIL RESOLUTION #80 OF 2019
AUTHORIZING A GRANT APPLICATION FOR THE “LAW ENFORCEMENT-BASED VICTIM SPECIALIST PROGRAM”
By Councilor______July 18, 2019
WHEREAS, the City of Auburn New York Police Department desires to be an agency that places a high priority on addressing the needs of victims of crime; and
WHEREAS, the City of Auburn Police Department is in a unique position to refer crime victims to community-based programs that provide an array of services, such as case management; direct advocacy and counseling services; emergency shelter; mental health services; legal advocacy; transportation; safety planning; assistance with crime victim compensation claims; information and referrals; and follow-up to ensure the victim’s needs are being addressed; and
WHEREAS, The United States Department of Justice (DOJ), Office of Justice Programs (OJP), and Office of Victims of Crime (OVC) have released a request for proposals under the “Law Enforcement-Based Victim Specialist Program” that would assist agencies like the Auburn Police Department to better support victims of crime through the criminal justice process; and
WHEREAS, the Auburn Police Department seeks to serve as the lead agency in pursuing this funding opportunity and to partner with Cayuga Counseling Services (CCS) in order to collaboratively develop and implement a trauma informed care and best practice model, which would include co-locating a Victim Specialist within the Auburn Police Department; and
WHEREAS, the Auburn Police Department requests authorization to submit the grant application and request the maximum award of $276,000.00 over a 3 year contract beginning October 1, 2019, of which the City would receive $8,000/year for three years totaling approximately $24,000.00 in funding to be used for grant administration and program management and, as a grant sub-recipient, Cayuga Counseling Services, Inc. will receive $252,000 to employ a Victim Specialist, provide direct supervision, provide all direct services, collect program data and statistics and complete all grant reporting requirements.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Auburn, New York as follows:
1. The Mayor, or other appointed designee, is authorized to submit all documents, in partnership with the Cayuga Counseling Services, required for submission of the 2019 Grant application entitled “Law Enforcement-Based Victim Specialist Program” on or before the submittal date of July 25, 2019; and
2. Upon award notification, that the Mayor, or other appointed designee, is authorized to execute the Grant agreement and submit any and all documentation necessary for the Grant; and
3. That the City Comptroller is authorized to receive and appropriate grant funding into the appropriate departmental accounts; and
4. That this resolution shall take effect immediately upon its adoption. Seconded by Councilor______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Joe Morabito, Auburn Fire Department
DATE: July 18, 2019
RE: Financial Resolution #81 of 2019 Accepting Funds from Nucor Steel for the Purchase of An Intelligent Training System (Fire Extinguisher Demonstration Unit)
Background The City of Auburn Fire Department has been in conversations with the Occupational Health Coordinator, Bradley Thurston, of Nucor Steel about Fire Department visits to the Facility for familiarization of hazards. During these conversations, the topic of fire extinguisher demonstration units was explored. Nucor has worked in collaboration with other communities for the purchase of fire extinguisher Demonstration units that were, in turn, used to train their staff.
Nucor would like to assist the Auburn Fire Department with the purchase of one of these units in order to enhance fire prevention efforts throughout the community. Accordingly, Bradley Thurston and Mark Pineau, the Municipal Training Officer for the Auburn Fire Department, worked to locate the appropriate device that would not only be beneficial to the Nucor staff but could also be utilized to help train the variety of community members that are tasked with operating a fire extinguisher.
The proposed resolution accepts funds from Nucor Steel for the purchase of this device. Recommendation
Fiscal Impact The cost of the I.T.S is $7,031.00, of which the Auburn Fire Department will contribute $1,000.00. The resolution proposed acceptance of the balance of $6,031.00 from Nucor Steel
Page 2 FINANCIAL RESOLUTION #81 OF 2019
ACCEPTING FUNDS FROM NUCOR STEEL FOR THE PURCHASE OF AN I.T.S INTELLIGENT TRAINING SYSTEM (FIRE EXTINGUISHER DEMONSTRATION UNIT)
July 18, 2019 By Councilor ______
WHEREAS, Nucor Steel grew from a single joist manufacturer in the 1960’s into North America’s largest recycler and the world’s most sustainable steelmaker today; and
WHEREAS, Nucor Steel is located in the area of fire protection provided by the City of Auburn Fire Department; and
WHEREAS, Nucor Steel would like to collaborate with Auburn Fire Department in the purchasing of a Fire Extinguisher Demonstration System that will be used by the Department in a Fire prevention capacity for City residents as well as Nucor staff; and
WHEREAS, upon acceptance of this gift, the City agrees to contribute $1,000 to the total cost of this item which is $7,031.00 and will be responsible for the maintenance and upkeep of the Fire Extinguisher system.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Auburn, New York, that it does hereby accept the gift of $6,031.00 from Nucor Steel towards the purchase of a Fire Extinguisher Demonstration System with thanks and appreciation for longstanding service to the community and its support of the Department’s fire prevention efforts. Seconded by Councilor: ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted
COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of City Council
FROM: Rachel Jacobs, City Comptroller
DATE: July 18, 2019
RE: Financial Resolution # of 2019 Authorizing Various Budget Transfers
Background:
City Staff is requesting various operating and non-operating budget transfers. The transfers and reasons for the transfers are outlined in attachment A of the resolution.
Recommendations
Authorize budget transfers as outlined in Attachment A.
Fiscal Implications:
There is no general fund balance being used for these transfer, however, there is $200k of Sewer Fund balance being used. FINANCIAL RESOLUTION #82 OF 2019
AUTHORIZING VARIOUS OPERATING AND CAPITAL BUDGET TRANSFERS
By Councilor:______July 18, 2019
WHEREAS, the City of Auburn staff is requesting various operating and non-operating budget transfers for the fiscal 2018-19 year as outlined in attachment A; and,
WHEREAS, the City of Auburn staff is requesting various operating and non-operating budget transfers for the fiscal 2019-20 year as outlined in attachment B; and,
WHEREAS, there is no General fund balance being used for these transfers, however, there is $200k of Sewer Fund Balance being used for these transfers..
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AUBURN, NEW YORK:
1. That the Auburn City Council does hereby authorize the transfers in Attachment A for the 2018-19 fiscal year; and,
2. That the Auburn City Council does hereby authorize the transfers in Attachment B for the 2019-20 fiscal year; and,
3. That this resolution shall take effect immediately upon its adoption.
Seconded by Councilor: ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted Attachment A: 18-19 FY 7/18/2019
Amount Account to Account From Reason $ 6,144.00 A8020.110 Plan - Wages A8020.459 Plan - Spec Proj To cover wages for $ 600.00 A1430.450 Civ Svc - Fees Civil Service - $ 460.00 A1430.110 A1430.460 Civ Svc - Training Wages To cover January $ 85.00 A1430.440 Civ Svc - Svs salary increase for SMP $ 2,500.00 A1410.841 Clerk - Health Ins A1410.110 City Clerk - Wages $ 85.00 A1410.440 Clerk - Svs $ 2,100.00 A1640.841 DPW - Health Ins To cover wage A1640.110 DPW - Wages DPW - Oper. increases coupled $ 2,561.09 A1640.412 Supplies with St Lght - Oper. upgrades/moveme $ 827.23 A3310.110 St Lght - Wages A3310.412 Supp. nt from Park Gar. - SS & retirements and $ 1,800.00 A5651.811 A5651.440 Park Gar. - Svs Medi transfers $ 10,150.00 A5651.110 Park Gar. - Wage A5651.440 Park Gar. - Svs To cover 207A $ 514.71 A3410.220 AFD - Office Equip Medical Fees for $ 357.66 A3410.400 AFD - Janitorial duty injuries and A3410.824 AFD 207 PMTS AFD - Office to cover excess OT $ 600.00 A3410.411 Supplies & Wages due to $ 524.96 A3410.460 AFD - Training long term injuries/illnesses, $ 61,767.00 A3410.110 AFD - Wages A3410.803 AFD - Retirement two FF on $ 12,496.00 A3410.160 AFD - OT A3410.841 AFD - Health Ins extended military $ 4,317.00 A3410.164 AFD - Train OT A3410.811 AFD - SS & Medi leave, as well as $ 1,073.00 A3410.120 AFD - EMT A3410.811 AFD - SS & Medi Contractual $ 1.00 A3410.130 AFD - Temp A3410.811 AFD - SS & Medi changes and $ 10,839.10 A3120.811 APD - SS & Medi A3120.811.DWI $ 1,154.50 APD - SS & Medi OT A3120.110 APD - Wages To cover APD $ 7,620.45 A3120.811.OVW APD - SS & Medi Wages & Overtime $ 3,104.32 A3120.823 APD - 207C which are over- $ 421.80 A3120.400 APD - Janitorial budget as a result $ 8,950.11 A3120.409 APD - Software of the manpower APD - Oper. shortages. $ 9,000.00 A3120.150 APD - Overtime A3120.412 Supplies $ 206.16 A3120.420 APD - Gas $ 1,777.80 A3120.440 APD - Svs Attachment B: 19-20 FY 18-Jul-19
Amount Account to Account From Reason Request to use Fund Balance to WWTP UV Sewer Fund $200,000.00 HG8130.440.JI G 909 award the UV replacement & DISINFECT Balance WWTP Improvement Project COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of City Council
FROM: Seth Jensen, Director of Municipal Utilities
DATE: July 18, 2019
RE: Award of Bid for UV Replacement and WWTP Improvement Project
Background:
In late August 2018, the City Council awarded an equipment bid to Suez Companies for the best retrofit option for the UV disinfection system. Now, an award of a construction contract is needed to M.A. Bongiovanni in the amount of $1,895,000.00 for the installation of the UV Disinfection System, furnishing and installing a pole barn over the UV Disinfection System, replacement of 3 settled sewage pumps and motors, installation of a crane system designed for the future maintenance of the settled sewage pump system, and replacement of the WWTP's failed grit removal system.
Since the award of the UV equipment, City Staff and consultant, GHD, have worked to finalize a bid document which indicates exactly how the new UV equipment will be installed at the WWTP. In addition, WWTP staff has identified two additional priority projects which include the replacement of the Settled Sewage Pumps and the replacement of the Grit removal system.
The Settled Sewage pumps work to deliver flows between 3 million gallons per day (MGD) and 25.4 MGD from primary treatment up to the aeration tanks. These pumps work 24-7 and are original to the plant upgrades in the mid-90's. Near the front end of the WWTP process the City has two failing grit removal devices which remove inorganic material from the waste stream. One of the grit removal units is original to the 1990's upgrade and has been repaired multiple times. The second system was replaced thru an energy performance contract and has not effectively removed grit since it's installation due to clogging. This unit has been repaired multiple times and continues to underperform and requires complete replacement at this time.
Funding for this project has been supported by two City Council Bond Authorizations. Bond Ordinance #2 of 2018 established $2,000,000.00 in funds for the replacement of the UV Disinfection System. In 2019, Bond Ordinance #4 provided an additional $500,000.00 for the replacement of the settled sewage pumps and grit removal system. Upon receiving and opening bids for this project, the low bid, $1,895,000.00 was received and is approximately $100,000.00 over the current unencumbered funds available in the capital project. A financial resolution prior to this award resolution has requested City Council to approve transferring an additional $200,000.00 from Sewer Fund Balance to Sewer Capital in an effort to fully fund and support completing this high priority project. A financial breakdown of this project to date is as follows:
Item Cost UV Equipment (Encumbered) $462,000.00 GHD Design Fee (Encumbered) $106,600.00 GHD Construction Inspection (Encumbered) $110,340.00 Odyssey Controls SCADA (Encumbered) $20,000.00 ARCADIS Energy Rebate (Encumbered) $5000.00 Misc Bid Charges $1,090.00
Available Account Balance $1,794,970.00
M.A. Bongiovanni (Construction Contract) $1,895,000.00 Sludge Dryer Evaluation Estimate $50,000.00 Additional SCADA and Engineering Support $50,000.00
Unencumbered Total $1,995,000.00
Funding Gap (Unencumbered - Encumbered) $200,003.00 say $200,000.00
In addition to this background memo, also attached to the resolution is a copy of the bid award recommendation and bid tabulation provided by our consultant, GHD.
Fiscal Implications: The cost of the Resolution is $ 1,895,000.00 and it is to be charged to the capital account # HG 8130-440-JI. AWARD RESOLUTION #83 OF 2019
AWARDING A CONSTRUCTION CONTRACT FOR THE UV REPLACEMENT AND WWTP IMPROVEMENT PROJECT
By Councilor ______July 18, 2019
WHEREAS, on March 15, 2018, the City of Auburn City Council passed Bond Ordinance #2 of 2018, establishing funds to support the replacement of the UV Disinfection System at the Auburn WWTP; and
WHEREAS, on May 16, 2019, the City of Auburn City Council passed Bond Ordinance #4 of 2019, establishing additional funds to support the replacement of settled sewage pumps and various components of the Auburn WWTP as part of the UV Disinfection System replacement project; and
WHEREAS, it was necessary to prepare bid documents and issue a formal bid for the installation of said equipment; and
WHEREAS, on July 1, 2019, the City of Auburn opened bids to replace the UV System and various WWTP Improvements; and
WHEREAS, bids were advertised for the project and on July 1, 2019 the following bids were opened and received;
Contractor Base Bid 1. M.A. Bongiovanni, Inc. $1,895,000.00 Syracuse, New York
2. M. Hubbard Construction, Inc. $1,998,335.00 Skaneateles, New York
; and
WHEREAS, it is necessary that the Auburn City Council award the bid for the UV Replacement and WWTP Improvements Project to the lowest qualified bidder, M.A. Bongiovanni, Inc in the amount of $1,895,000.00.
NOW, THEREFORE, BE IT RESOLVED that the Auburn City Council does hereby award the contract for the UV Replacement and WWTP Improvement Project to M.A. Bongiovanni, Inc, of Syracuse, NY for their low base bid of $1,895,000.00 and the cost of the Resolution is to be charged to the capital account entitled WWTP UV Disinfection Project (#HG 8130 440 JI); and BE IT FURTHER RESOLVED that the Mayor is authorized to sign any and all documents in reference to the award of this bid.
Seconded by: ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted
COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Tiffany Beebee, Office of Planning and Economic Development
DATE: July 18, 2019
RE: Agreement Resolution #84 of 2019 Authorizing Acceptance of a Grant from the Local Initiative Support Corporation (LISC) for a Zombie & Vacant Properties Remediation & Prevention Initiative
Background The City of Auburn has received a Zombies 2.0 Grant in the amount of $142,500. This is Round 2 of the Zombie and Vacant Properties Remediation and Prevention Grant from the Local Initiative Support Corporation (LISC).
The City of Auburn’s application proposed a number of activities to tackle the 208 vacant/zombie properties within the City including:
• Building Blocks software – The City of Auburn will purchase and implement building blocks software, which will provide valuable data to track and prioritize zombie and vacant properties.
• Code Enforcement – One dedicated code enforcement officer for zombie properties will inspect zombie properties on a weekly basis, write violations, and work with Assistant Corporation Counsel to enforce the zombie law. This position will be funded 50% by Zombie 2.0 grant and 50% by the City’s general budget. This position was hired through the Zombie 1.0 grant.
• Corporation Counsel – The City of Auburn will designate Assistant Corporation Counsel as the Zombie Coordinator to strengthen interdepartmental work with zombie and vacant properties as well as litigate zombie property cases. This position will be funded 50% with zombie 2.0 funds and 50% with the City’s general budget.
Recommendation
Fiscal Impact No match is required.
Page 2 AGREEMENT RESOLUTION #84 OF 2019
AUTHORIZING ACCEPTANCE OF A GRANT FROM THE LOCAL INITIATIVES SUPPORT CORPORATION FOR ZOMBIES 2.0 - ZOMBIE AND VACANT PROPERTIES REMEDIATION AND PREVENTION INITIATIVE ROUND 2
By Councilor ______July 18, 2019
WHEREAS, the City of Auburn has approximately 208 Zombie and Vacant properties listed in the Vacant Building Registry Program; and
WHEREAS, the City of Auburn acknowledges the importance of addressing vacant housing through housing quality improvement and enforcement programs; and
WHEREAS, the City of Auburn responded to a Request for Applications to the Local Initiatives Support Corporation (LISC) for funding to continue the Zombie and Vacant Properties Remediation and Prevention Initiative Program in the City of Auburn; and
WHEREAS, the City of Auburn has been awarded the Zombies 2.0 - Zombie and Vacant Properties Remediation and Prevention Initiative – Round 2 grant from the Local Initiatives Support Corporation (LISC) in the sum of $142,500; and
WHEREAS, the Mayor of the City of Auburn must be authorized to accept the grant funding and execute all necessary documents in connection therewith prior to commencing the project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AUBURN AS FOLLOWS:
1. That the Mayor of the City of Auburn is hereby authorized and directed to execute the contract agreement with the Local Initiatives Support Corporation for a Zombies 2.0 - Zombie and Vacant Properties Remediation and Prevention Grant Round 2, Program Action Number: 47417-0002, submit project documentation, and otherwise act for the Municipality’s governing body in all matters related to the project and State assistance; and
2. That the City Comptroller is authorized to recognize grant revenue in the amount of $142,500, and to appropriate the funds into the appropriate account; and
3. That this resolution shall take effect immediately upon its adoption. Seconded by Councilor: ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of City Council
FROM: Jenny Haines, Director, Office of Planning and Economic Development
DATE: July 10, 2019
RE: Award Resolution #85 of 2019 Awarding the Purchase of Code Enforcement Software
Background:
During the past few years, there has been discussion regarding the need for an updated Code Enforcement software program that would allow for permits, inspections, violations, complaints and planning and zoning actions to be synched to the City network, and would give Code Enforcement staff the ability to access all information in the field, as well as accommodate on-line permitting. The FY 2019-2020 City budget includes funding for the purchase of this software program.
The City released a Request for Proposals (RFP) for the purpose of purchasing a software package for Code Enforcement. On May 24, 2019, proposals were opened and scored by a review committee representing Code Enforcement, Planning, Fire, Corporation Counsel and IT.
Proposals were received from the following firms:
General Code, CMS, LLC - Municity Tyler Technologies - MUNIS Dude Solutions
All firms who responded were qualified and were scored based on the following criteria: Maximum Criteria: Points 1. Responsiveness to terms and conditions / completeness of proposal 20 2. Reputation and professional qualifications 30 3. Fee Structure 30 4. Experience providing software / services to other NYS municipalities 20
100 Each firm was also asked to do a demonstration. Following the demonstration, General Code received the top average score of 91, based on the scoring criteria, as well as functionality and ease of use for both the public and staff. Please see attached proposal for further information.
Fiscal Implications: The General Code Cost Proposal is outlined in the attached Proposal and Addendum as follows:
Software Installation $31,350 One-time cost
Migration of Historical Data $ 7,000 One-time cost
Integrations $ 4,300 One-time cost
Annual Software Fees $ 28,050 Per Year
$70,700 First Year Cost
For following years, the cost would be $28,050 per year.
Please let me know if you have any questions or need further information. AWARD RESOLUTION #85 OF 2019 AWARDING THE PURCHASE OF CODE ENFORCEMENT SOFTWARE
By Councilor ______July 18, 2019
WHEREAS, the City of Auburn released a Request For Proposals (RFP) for the purpose of purchasing a software package for the Office of Code Enforcement, including but not limited to the issuance of building permits, inspection tracking, complaint tracking, periodic inspections, planning and zoning actions and approvals, and related parcel based data and inspections in other City departments; and
WHEREAS, on May 24, 2019 proposals were opened for Code Enforcement software, with submissions received from the following firms:
General Code, CMS, LLC - Municity (Score: 91) 781 Elmgrove Road Rochester, New York 14624 Tyler Technologies, Inc. - MUNIS (Score: 86) One Tyler Drive Yarmouth, Maine 04096 Dude Solutions (Score: 63) 11000 Regency Pkwy #110 Cary, North Carolina 27516
WHEREAS, all firms responding to the Request for Proposal are qualified.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby award the proposal for Code Enforcement Software to General Code, CMS, LLC in the amount of $70,700 for the first year, with annual recurring fees of $28,050, the cost of which is to be charged to the Code Enforcement Software Account #A3620.409.
Seconded by: ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted CITY OF AUBURN, NY Cayuga County
Request for Proposals Code Enforcement Software
May 23, 2019 Valid for six (6) months
Municity™ Integrated Parcel Management SaaS
Liz Mistretta Solutions Account Executive 585-705-7412 [email protected] City of Auburn, NY Code Enforcement Software
TABLE OF CONTENTS
A. TITLE PAGE 1 TABLE OF CONTENTS ...... 2 B. LETTER OF TRANSMITTAL...... 3 C. PROFESSIONAL EXPERIENCE ...... 4 D. APPROACH TO SOFTWARE...... 14 PROJECT UNDERSTANDING ...... 21 PROJECT DELIVERABLES ...... 22 E. FEE – CONFIDENTIAL ...... 46 F. PROFESSIONAL LIABILITY INSURANCE (TO BE PROVIDED UPON AWARD) ...... 49 G. BIDDER’S STATEMENT OF SEXUAL HARASSMENT ...... 50 H. NON-COLLUSIVE STATEMENT ...... 51 I. ADDITIONAL INFORMATION ...... 53 APPENDIX A: VALUE ADDED FROM ICC...... 54 APPENDIX B: MUNICITY PRE-INSTALLATION CHECKLIST ...... 55 APPENDIX C: MUNICITY RECOMMENDED MINIMUM SPECIFICATIONS ...... 57 APPENDIX D: MUNICITY PARCEL MANAGEMENT SAAS ASSURANCE PLAN PROGRAM DETAILS ...... 58 APPENDIX E: GENERAL CODE TERMS AND CONDITIONS ...... 59 APPENDIX F: VARIANCES AND EXCEPTIONS ...... 67
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B. LETTER OF TRANSMITTAL
May 23, 2019
Jennifer Haines, Director Office of Planning and Economic Development City of Auburn 24 South Street Auburn, New York 13021
Dear Ms. Haines, Review Committee and City Manager:
General Code, CMS. LLC is pleased to submit this proposal as our official response to the City of Auburn’s Request for Proposal (“City” and “RFP”, respectively) for Code Enforcement Software. Based on our understanding of the stated requirements and terms and conditions set forth in the RFP, we have provided the City with a Municity 5 Building Solution.
Our 56+ years of experience working with local governments to address the organization and publishing of code and ordinance information, including our experience providing Electronic Code Enforcement solutions, integrated ECM/BPM solutions and consulting services, affords us the ability to understand the issues relating to managing records, dealing with volumes of paper and working to automate business processes.
We pride ourselves in our expertise implementing solutions comparable to what the City has outlined in its RFP and presently work with nearly 200 customers supporting Code Enforcement solutions integrated directly with our codification products as well as with Enterprise Content Management software solutions.
The total fees for upfront software costs, transition from current software programs, migration of historical data and annual fees, and any other costs related to the use of the program is $70,700.00. General Code understands the work to be done and is committed to completing all work and to deliver all components within the required time period.
In addition, as General Code is a wholly-owned subsidiary of the International Code Council (“ICC”), we are able to provide the City with a special one-time offer. As part of the overall General Code proposal, we are including a one-time New York bundle for ICC publications and services. Details are included in our response.
Thank you for this opportunity to provide the Municity solution to the City. We look forward to meeting with the committee to review our response and to discuss how Municity and General Code can meet the City’s current and future Code Enforcement needs.
Respectfully submitted,
Daniel S. Foster General Manager
781 Elmgrove Road, Rochester, NY 14624 Toll Free: 855 GEN CODE Fax: 585 328 8189 [email protected] GeneralCode.com
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C. PROFESSIONAL EXPERIENCE
Serving the needs of local government for over 56 years, General Code has provided a variety of products and services to more than 3,000 clients throughout the United States, including the Municity™ Integrated Parcel Management Suite and Laserfiche Electronic Document Management Systems. Our staff has developed, implemented and maintained many projects for various local governments, ranging from small towns and villages to major cities and counties.
On November 16, 2017, it was announced that General Code, CMS, LLC became a wholly-owned subsidiary of the International Code Council (ICC). The decision to bring these complementary organizations together was based on the desire to deliver a broader set of digital solutions for ICC members.
“This acquisition of General Code will provide a perfect complement to our product and service portfolio,” said Code Council Chief Executive Officer Dominic Sims, CBO. “We are strategically aligned with similar missions and goals, focused on safety and serving our members and customers.”
General Code has partnered with Software Consulting Associates, Inc. (SCA), creators of the Municity suite of products. SCA currently serves over 250 municipal government clients in six states. SCA's intuitive software solutions help municipalities across the country run more efficiently.
Since 1983, SCA has been serving municipal clients with high quality software and the industry's leading service. SCA utilizes the latest programming techniques and tools to create software that is intuitive and easy to use while allowing for integration with a variety of third-party products such as Microsoft Office, Apex, Laserfiche, and ESRI.
With combined experience assisting and listening to municipal clients, General Code and SCA have gained a deep functional understanding of the inner workings of local governments. Combining our expertise in the public sector with cutting edge technology, we provide our clients with innovative and intuitive solutions to everyday problems at a cost they can afford. General Code’s Content Management Division currently employees 18 staff including technical solution engineers, project managers, and helpdesk support technicians who support our broad customer base.
The vision continues to be all about automating municipal process to make everyone's jobs easier and the municipality more efficient and responsive to its customers. SCA has a staff of programmers that work towards this goal everyday constantly adding features and capability extensions to Municity.
Originally, Municity was built for just Building Departments but as the need has grown, new features and functionality have been added so it is now utilized by Planning and Zoning, Engineering, DPW / Highway (including asset management and vehicle tracking), Clerks, Administrative (Mayor's / Supervisor) Offices, Fire Departments, Assessors and many others.
SCA also continues to expand its "public facing" Municity Connect from basic lookup and online permitting to issue reporting, license renewals, freedom of information request tracking, rental registration and much more.
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SCA realizes that they can't build everything themselves, so they are very open to integrations and currently link and share data with many third-party systems such as; ESRI ArcGIS Server, accounting systems such as New World, tax systems such as QDS, assessment systems such as RPS, Patriot, and Vision, issue reporting systems such as Public Stuff and See-Click-Fix and many others.
Most of the added features and functionality that have been added in the past 10 years have come from customers telling General Code/SCA what they like and what they need to make their solution work better for them. There are many different function/features in development now, but these almost all have come from existing Municity customers who have asked to help them with enhancements or new ideas.
Enhancements are prioritized by SCA’s management team on a weekly basis, based on several factors such as; is it "mission-critical" (i.e. required for the proper functioning of the municipality), how many municipalities will benefit from the feature, and how much programming time and effort is required. General Code works closely with each municipality on the enhancements that they would like to see in the software and provide development time lines as necessary.
SCA has a focused, ongoing product development effort that is driven in large part through customer requests for enhancements to the software to improve its use and value in the operation. SCA maintains a programming schedule that prioritizes development based on the volume of customer requests for specific enhancements. The more like or common requests, the higher the enhancement moves on the development priority list.
General Code maintains a contractual relationship with SCA to provide sales, implementation and after- installation helpdesk support to users of Municity 5 building Cloud-based solution. In this relationship, General Code not only provides all of these services but also provides significant input into the product roadmap and programming development schedule since we operate in such close proximity to the customers with our solutions.
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STAFFING AND PERSONNEL BIOGRAPHIES
When you choose General Code, you gain access to an experienced, professional and respected staff of technical support specialists. Our clients have come to rely on the knowledge, promptness and technical leadership demonstrated by our team. We offer customized technical support; and, our team is eager to provide you with all the help you need.
General Code will provide dedicated HelpDesk Technicians for the duration of your maintenance contract. This will ensure consistency and direct access for question resolution, project status updates, change order requests and issue escalation.
The following resumes represent a selection of General Code staff members who are likely to be participating in the City’s project.
Dan Foster General Manager
Dan has been with General Code for nearly 15 years. During this time, he has been responsible for expanding the Company’s relationships with current and new customers in the Enterprise Content Management market – in the past two and a half years, Dan has taken direct responsibility for all of General Code’s account relationships in Michigan (his home state). Dan has many years of experience in business management and operations as well as managing client relationships. He has provided leadership in developing ECM and software strategies for General Code’s customers. Dan’s extensive business and strategic planning experience, as well as experience working with our government customers, provides our team’s insight in understanding and mapping business process and document workflows.
Sandy Hess Sales Operations Manager Sandy brings over 35 years of experience in strong customer relation and consultative selling skills. In her most previous role at Client Engagement Manager for General Code, she focused on building trust and strong, long-term relationships with all customers, both internal and external. Sandy maintains this focus in her new role as Sales Operations Manager for CMS. She is a strong customer advocate and manages the team responsible for customer development. She has been with General Code for 10 years.
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Mike Rizzo Operations Manager Mike Rizzo joined General Code in 2005. He serves in a variety of software Help Desk and Trainer roles. He has been working on Laserfiche installations and migrations since 2006. Within the past year, he has participated in six Laserfiche Rio installs. Mike serves as Lead Laserfiche Help Desk Technician for our largest accounts. He has experience with network technologies, business applications, and Enterprise Content Management Systems. Mike holds the following Laserfiche certifications: • Administrator I • Laserfiche Specialist - Repository Architect • Enterprise Content Management 101 • Installation and Configuration
Liz Mistretta Solutions Account Executive Liz Mistretta is a graduate from the State University of New York at Fredonia, earning a Bachelor of Arts degree in Political Science and Legal Philosophy. Liz has been with General Code since 2003 with extensive experience with New York and Pennsylvania government sectors involving Electronic Document Management related project management, building customized document solutions, customer service and marketing. In addition, she has a solid background in both the New York and Pennsylvania codification services.
She has visited on-site with many of our clients in their offices and has traveled out to numerous conferences. Her knowledge of our clients and their needs is tremendous.
Sandy Brennan Municity Project Manager and Installation Engineer Sandy Brennan joined General Code in 1996. Sandy has been integral in General Code’s Laserfiche operations since our first association with Laserfiche. Sandy has served as product line manager for Laserfiche operations and has worked with hundreds of Laserfiche clients in developing and implementing their ECM solutions. She has been the Project Manager for 50 major Enterprise Content Management solutions. Her prior experience includes network administrator for Xerox, CAD operator for The Switzer Group, and design associate for MIA Inc. She has held a number of certifications in network administration. Sandy has worked with Courts in Pennsylvania and New York to organize folder structures and templates for storing and retrieving court documents easily and quickly.
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Cara Wojtylak Municity Project Manager Cara Wojtylak brings over seven years of Project Management experience to General Code and supports both Municity and Laserfiche customers throughout all phases of their respective projects. Prior to working for General Code, Cara was employed by a local health care system for eight years spending the last six of those years transitioning their many different service areas to electronic medical records. She has a degree in Information Technology and possesses strong technical and process definition skills.
Mareshea Foster Municity Installer Mareshea Foster provides Help Desk user support to General Code's Municity clients. She has been with General Code since 2013. Prior to working for General Code, Mareshea had 4 years of experience providing desktop and network user support for all levels of users. Mareshea has a degree in Management Information Systems from the Rochester Institute of Technology.
Timothy Miele Municity Technical Trainer Tim provides Technical Training for General Code’s Municity clients. He has over 14 years of experience in IS and IT. He joined General Code in 2019. Previous to this, he served in several roles at Rochester Regional Health for 14 years. Most recently, he was a Project Coordinator for 2 years and a Senior Systems Technician and Systems Technician for almost 8 years. He has also had roles as a Support Technician and Computer Operator. Training consultant for the pharmaceutical companies GlaxoSmithKline and Orexigen Therapeutics.
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Andrew Blaney Senior Municity HelpDesk Support Technician Andrew Blaney provided HelpDesk support to General Code’s Municity clients. He has been at General Code since 2016. Prior to working at General Code, Andrew worked in Local Government IT for 3.5 years.
Andrew Shephard Municity HelpDesk Technician Andrew Shephard provides Help Desk user support to General Code’s Municity clients. He has been with General Code since 2018. Prior to working for General Code Andrew attended SUNY Fredonia where he graduated with a bachelor’s degree in computer science.
TECHNICAL SUPPORT Both General Code and SCA provide product and technical information on the Web site for customers to access and review. As the solution presented here is a Cloud-based solution, there are no patches or upgrades that are maintained for download.
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General Code has nearly 16 years’ experience providing Electronic Code Enforcement Solutions and consulting services to local governments. We pride ourselves in our expertise implementing solutions comparable to what the City has outlined and presently work with nearly 200 customers supporting Code Enforcement solutions integrated directly with our Codification Products as well as Laserfiche Enterprise Content Management software solutions. In addition, our superior customer service and support after implementation is second to none, as evidenced in our customer satisfaction surveys.
General Code and SCA have nearly 200 installations of Municity. Following is a summary of the breakdown of installations along with a listing of current users who are of similar size or larger than the City:
26 Municipalities are currently utilizing Municity 5, the cloud/web-based version of Municity.
126 Municipalities are currently utilizing Municity Enterprise – client server version of Municity which is being replaced with Municity 5.
60 Municipalities are currently using Municity Mobile.
140 Clients have been fully implemented with one version or another of Municity for over 1 year.
25 new Municity customers within the last three (3) years.
(Please see next page for a Municity client list sampling)
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PROFESSIONAL REFERENCES – CONFIDENTIAL
CUSTOMER REFERENCE INFORMATION Customer Information • Company/Organization Name City of Schenectady NY • Contact Name and Position John Coluccio, Signal Superintendent • Company Address 105 Jay Street, Schenectady, NY 12305 • Phone Number 518-382-5065 • Email Address [email protected]
• Website Address (if available) http://www.cityofschenectady.com
Demographic Information • Company/Organization Size 100+ Users • Solutions/Systems Installed, Installation Municity 5, Municity Connect and Municity Timeframe and Sequence Mobile • Dates(s) Solution/System Installed 2019
CUSTOMER REFERENCE INFORMATION Customer Information • Company/Organization Name Town of Smithtown NY • Contact Name and Position Ken Burke, IT Director • Company Address 99 West Main Street, Smithtown, NY 11787 • Phone Number 631-360-7538 • Email Address [email protected] • Website Address (if available) http://www.smithtownny.gov/
Demographic Information • Company/Organization Size 40+ Users • Solutions/Systems Installed, Installation Municity Enterprise, Android Mobile, Web Timeframe and Sequence GIS and Municity Web • Dates(s) Solution/System Installed 2012
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CUSTOMER REFERENCE INFORMATION Customer Information • Company/Organization Name City of Yonkers NY • Contact Name and Position Bob Cacace • Company Address City Hall, 40 S Broadway, Yonkers, NY • Phone Number 914-377-6591
• Email Address [email protected]
• Website Address (if available) http://www.yonkersny.gov/
Demographic Information • Company/Organization Size 110+ Users • Solutions/Systems Installed, Installation Municity Enterprise, Municity Mobile, Timeframe and Sequence Municity GIS, Municity 5, and Municity Connect • Dates(s) Solution/System Installed 2014/2015
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D. APPROACH TO SOFTWARE
SCOPE OF SERVICES
Can Accommodate (Y = yes, YC = yes Building Permit and Inspection Tracking Notes with additional configuration, N = no) All permits types (with submenus) available by drop-down or checked box (Building, Plumbing, HVAC, Driveway), with ability to issue multiple permit Y types to a property Fees automatically calculated based on permit type, property type and/or Y square footage Link to planning / zoning module to ensure that any required board approvals Y are in place, allowing issuance of a permit Hard copy printout of permit, COs, etc. Y Receipt printout for customer, and automatically sent to Finance Department YC through MUNIS, tracks cash received Schedule inspections and associated results Y Maintain permit history for each parcel Y Produce monthly reports of permits issued, fees collected and other reports Y as required by NYS On-line permits and payment available Y Connect / CitySquared add-on Ability to track insurance documentation and expiration dates Y Flag for Historic District/ Landmark properties Y
Complaint Tracking / Code Enforcement
Ability to enter quickly complaints and track all associated actions Y Maintain complaints history by parcel Y Easy retrieval and reporting of all open complaints Y Schedule and track inspections Y Issue violation notices and track associated follow-ups Y Allow user-defined complaint and violation codes Y Condemnation notifications to owners and other City departments Y Store Local / State Code for easy retrieval Y Generate any required reports Y
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Can Accommodate (Y = yes, YC = yes Building Permit and Inspection Tracking Notes with additional configuration, N = no)
Periodic Inspections
User-defined periodic inspection types (CO, etc.) Y Processing and maintaining periodic inspections Y Maintains a history of periodic inspections by parcel and/or type Y Produces list of upcoming inspections by inspector or date Y Inspection frequency by type Y Fee and payment tracking Y Allow for local/state codes to be associated with inspection line item Y Local Code available for printing on violation forms Y Potential Rental Registry YC Generate any required reports Y
Planning and Zoning
Tracks status of all applications (Site Plan, Subdivision, Special Use Permit, Y Area Variance, Use Variance, etc.) Maintain history of applications, approvals and denials by parcel and type Y Ability to generate notification lists for each agenda item Y Produce monthly summary of pending actions required for hearings Y Track actions taken by Planning and Zoning Board of Appeals Y Track fees, performance and maintenance bonds y Produce monthly reports of fees collected Y Generate any required reports Y Zoning Districts Y
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Can Accommodate (Y = yes, YC = yes Building Permit and Inspection Tracking Notes with additional configuration, N = no)
Fire
Fire Inspections Y Vacant Building Registry YC
Municipal Utilities Grease Trap inspection Y Backflow testing Y
For All Modules Historical permit/ inspection / violation information migration from current software (View Permit, AS400) Y Implementation plan – Process for transition from two existing software Y programs to one new program Sample Project Plan provided Integration with MUNIS (Financial software) and Building Blocks YC Building Blocks: Municity has the ability to automatically export data in a CSV file format, and transfer the data via FTP to Building Blocks.
MUNIS: The Municity/Munis Integration exports Paid fees for applications and permits as well as invoices for unaddressed fees associated with things such as complaints/violations and vacant properties. Fees for permits and applications are noted as paid in the Municity system and then exported out as a CSV file to a an FTP site 3 to 4 times a day. From there the Munis Scheduler tool can be configured to collect and import the CSV files and update the Munis general ledger with the paid fees. Unpaid fees follow a similar process where they are exported as invoices in a CSV file. Once the file is picked up by Munis the customer is then able to follow up on collections inside of the Munis system. Once the fee is paid in Munis, Municity is notified and the fees are also marked as paid in Municity.
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City of Auburn, NY Code Enforcement Software
Can Accommodate (Y = yes, YC = yes Building Permit and Inspection Tracking Notes with additional configuration, N = no) Permissions given to appropriate staff for changes to screens Y Screens available for “view only” by other departments Y Ability to track property sales / transfers (potentially a link to Cayuga County Y Imagemate appears to be a front-end application which Imagemate) interfaces with the County's RPS data feed. Municity 5 includes daily updates from RPS, including property sales, splits, combinations, etc. Compatible with tablets for use in the field – Both Android tablets and iPads Y 5 Users, plus option for more Ability to access aerial / property photos Y Help screens / customer support Y Cloud based system Y
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City of Auburn, NY Code Enforcement Software
GENERAL CODE’S RECOMMENDATION Based on our understanding of the RFP requirements, the City of Auburn’s challenges will be met and goals achieved through the implementation of General Code’s Municity™ Integrated Parcel Management Suite. Combined with the necessary application configuration services and training, this powerful project and parcel data management tool will provide the City of Auburn with a cost-effective means of automating the planning, zoning and development processes and provide fast, easy access to all parcel and project information.
The investment is explained in detail in this proposal and is based on the requirements identified by the City as well as the specifications and services required to gather and input information into the system, install the software, and train the staff to utilize the features and functionality of the Municity Suite.
THE MUNICITY SUITE The Municity suite is a set of Cloud-hosted products that works together to provide your municipality with the best functionality that serves the needs of each user and usage environment. There is only one version of Municity, but it is extremely configurable with everything from dashboards to printouts and reports to drop down lists and even text display area. At the core of the system is a Microsoft SQL database that contains all your municipal data, such as parcels, owners, building permits, violations, variances, fees, etc. All of the modules of Municity access and update this database in real-time so there is no synchronizing required or lag time between activities.
Municity 5 is the web-based interface for Municity which provides users access to all Municity data anywhere with an Internet connection, as well as some enhanced functionality like advanced analytics and reporting. Municity 5 also includes advanced GIS capabilities that enable you to visualize all your parcel data, permits, complaints, inspections, etc. via a geographical (map) interface. Municity Mobile combines the ease of use of a tablet or smart phone with the power and functionality of Municity. Users can complete inspections, issues stop work order or violations, take photos, or just access any Municity data necessary to be as productive as possible in the field.
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City of Auburn, NY Code Enforcement Software
Finally, the Municity Connect module allows the municipality to extend the information from the Municity database to a public web-site, reducing calls and foot traffic into the office. Optionally the Municity Connect module can be utilized to accept on-line permit application and allow users, via a log-in, to track the status of their applications and permits.
General Code staff will spend the pre-installation time necessary to preload the data information provided by the City into the Municity software. This includes: parcel data, fee schedules, mapping integration, zones, and historical data conversion (permits, complaints, etc.). The included standard forms and reports will be updated to include your municipality's logos and standard text. Customized forms and reports can be created at an additional cost.
General Code has been implementing Land Management and Content Management solutions for nearly 15 years and has a proven record of providing solutions that combine scalable, cutting edge technology with elegantly simple interfaces designed to fit into the working rhythm of the people using the system. Land Record Management and Enterprise Content Management solutions provided by General Code promote a positive environmental impact through decrease of paper resources while promoting effective process improvements through the powerful workflow components of the software. A Land Management system from General Code will enable the City to access, archive and manage documents and processes from the software. This Improvement alone could save countless hours and provide seamless access to individual parcel records.
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City of Auburn, NY Code Enforcement Software
General Code is the ideal partner for addressing the City’s Land Records Management initiative and goals. General Code and SCA have implemented approximately 200 Land Management systems for municipalities. Coupled with General Code’s experience working with government organizations, we have developed and implemented many different process automations or workflows for our government customers and we have the experience needed to implement the workflow improvements that you have requested. The Municity 5 deployment from General Code will include a centralized parcel management system where process automation and workflow deployment will provide the efficiency and access to records the City is looking to achieve.
General Code’s Municity software can also be fully integrated with document management software including Laserfiche and OnBase. If the City has Laserfiche installed, this can provide an enterprise document and records management solution for the City, allowing for the viewing of related parcel documentation from within Municity. The integration with Laserfiche would allow you to put Municity documents into the Laserfiche repository and to display documents stored in Laserfiche that are associated with that parcel ID from within Municity. This integration would require each Municity user to have a corresponding Laserfiche Full/Named User license(s).
The Municity software is also integrated with General Code’s e-Code360 for easy searching and citing the Code for various planning, zoning or complaint activities. We’re excited about the opportunity to offer an innovative and thoughtfully designed solution that will be immediately impactful and provide long term benefits for the City of Auburn. We look forward to continuing our discussion to extend our long-term partnership and would be happy to discuss any component of this project in further detail.
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City of Auburn, NY Code Enforcement Software
PROJECT UNDERSTANDING
The City of Auburn is requesting proposals for the purpose of purchasing a software package for the Office of Code Enforcement, including but not limited to the issuance of building permits, inspection tracking, complaint tracking, periodic inspections, planning and zoning actions and approvals, and related parcel- based data and inspections in other City departments.
The mission of the General Code Content Management Division is to work closely with our government customers to improve constituent services that address mission critical objectives. General Code has provided codification and information management services as well as access to key public information for over 56 years. We currently manage nearly 2,000 municipal government code of ordinances both in paper and in electronic form on the Web. All of the electronic codes are maintained and supported in an Amazon Cloud environment. In 1999, General Code launched its Content Management Division to help our Municipal Government customers manage its non-code related data and information. The result has grown into nearly 400 customers who are using our software solutions and services to manage millions of government records and provide access for knowledge workers as well as residents.
General Code offers integrated solutions to manage key processes focused around the local Government’s efforts to manage physical properties within a municipality as well as all of the related parcel information including electronic data and all records related to the property. Municity® Building/Planning/Zoning Cloud- hosted product provides the web-based framework for managing all critical aspects of the permitting, code enforcement, planning, zoning and reporting functions required by nearly 200 local governments in the United States.
Traditionally, the knowledge base of most municipal government operations has resided in the brains of the long-time departmental officials whose operations have been paper-based or at best using very limited software solutions much like the City, which support automation of tasks but do not necessarily lead to data capture or the tools to support analytical data mining and future operational planning. Municity is a SQL database program that provides greater retention as well as access to the data so that questions which historically would have required a discussion with one of the long-time officials who held the institutional knowledge to now be answered by someone making inquiries of the software database with easy to use search queries.
General Code will establish a baseline for where the City is today within its operation. We would start with understanding the baselines then evaluate what the software implementations will provide in the way of improvements in operations and, therefore, ROI. General Code is the ideal partner for addressing the City’s Land Management Software initiative and goals. With General Code’s experience working with government organizations, we have developed and implemented many different process automations or workflows for City government. We have the experience needed to implement the workflow improvements that you have requested. The Municity 5 deployment from General Code will include a centralized parcel management system where process automation and workflow deployment will provide the efficiency and access to records the City is looking to achieve.
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City of Auburn, NY Code Enforcement Software
PROJECT DELIVERABLES
MUNICITY 5 – WEB BASED MUNICITY:
Parcel Information - Search for parcels by owner, address, parcel number and then view all parcel assessment information, including owner, owner’s address, zoning, property class, acreage, etc. Municity captures full property history, including ownership changes and historical ownership information.
Contact Management – Fully integrated contact manager allows you to track all your contact information, including contractor insurance, worker’s comp. and basic licensing.
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City of Auburn, NY Code Enforcement Software
Municity 5 – Parcel Editor and Contact Management
Permitting - The permitting module of Municity allows users to track all activities on a permit including permit type, status, construction cost, contractors, inspections, fees, and tasks. The permit editor is extremely flexible and can be customized by the users to display whatever information they require and arrange it in the order they find most convenient.
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City of Auburn, NY Code Enforcement Software
Municity 5 – Permit Creation Wizard
Permits – Tracks all building permits from acceptance of an application through completion of inspections, and final issuance of CO’s or CC’s.
Permit Inspections – Full tracking and scheduling of inspections, including checklists, documents and pictures. Pre-defined inspection templates can be created for each permit-type to ensure all inspections are completed before a permit is closed.
Permit Fees – Track all fees related to each building permit.
Permit Tasks– Assign tasks that have to be completed prior to permit issuance. Create tasks based on templates and automatically assign them to the responsible parties. Get notification when tasks are completed.
Workflow – Customize your permit/application workflow to your liking. Permit Templates allow users to define processes (reviews, inspections, fees, etc.) based on permit type.
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Appointment Calendar – Appointment Calendar for scheduling of inspections. With appropriate user rights you can view multiple inspectors from one calendar and re-assign or re- schedule inspections. Completing inspections from the calendar automatically completes the inspections on the associated permit. You may also sync your Municity calendar with Microsoft Outlook or Google Calendar.
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City of Auburn, NY Code Enforcement Software
Code Enforcement - Track all complaint activity including issuance of violations based on the City code, state building code or fire code. Create summons, track court appearances, levy fines, and attach pictures and documents. Create documents such as notice of violation, accusatory, affidavits of service.
Municity 5 Complaint – Notice Printout
Media – Attach any electronic files to your parcels, permits, inspections or complaints. Upload pictures, documents, PDF files, and videos, whatever and then rearrange into subdirectories. Print or email the files. View all pictures in a slideshow, add notes, or download to your computer.
Dashboard / Analytics - View all the latest activities of your department, such as applications submitted, permits issued, complaints issued, inspections completed, tasks assigned, etc. Customize the dashboard to your preferences by choosing from a variety of graphs and data views.
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City of Auburn, NY Code Enforcement Software
Municity 5 - Dashboard
Printing – Municity 5 is delivered with several standard printouts. These documents include: • Parcel Information / History / Title Search. • Permits. • Approval / Denial Letters. • Certificates (CO, CC, Temporary CO). • Inspection Results (Passed / Failed Letter). • Daily Inspection Schedule. • Complaint Notice. • Accusatory / Affidavit. • Summons / Appearance Ticket
Reports – Municity 5 comes standard with the following reports: • Applications Submitted • Permits Issued • Permits Issued w/ Cost of Construction • Expired Permits • Certificates (COs/CCs) Issued • Temporary COs Issued • Complaints / Violations Issued
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• Open Complaints / Violations • Resolved Complaints / Violations • Inspections Completed • Overdue Inspections • Fees Collected • Unpaid Fees ad hoc reporting – separate heading
Additional custom reports available.
Communications - The Municity 5 software has a fully integrated Posting/Notification system that allows users to follow all actions that have occurred on a parcel, permit or violation. This includes general comments added by users and program generated actions such as approving a permit or pass/fail of an inspection. These posts are visible on each item in the program and optionally users (office staff / inspectors) can become a “follower” of an item and receive notifications via email, text messages or Twitter when an action has occurred. In conjunction with the Municity 5 –Connect Module residents and contractors can also “follow” an item and get notifications when something occurs such as their building permit being issued or an inspection being completed.
Municity 5 – Posts/Notifications via Text Message
GIS – The GIS capabilities in Municity 5 enable the visualization of all of your Municity data via a geographic interface. Municity GIS utilizes geospatial layer data from a variety of sources (the municipality, the County, the State and even some generally available layers from the federal government).
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MUNICITY MOBILE:
The Municity Mobile application allows users to interact directly with the Municity database via most Android, iOS, and Windows-enabled devices. There is no need to synchronize once you get back to the office – you are working with live data. Google Chrome is the preferred browser.
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Functions
• Create Complaints, Appointments, Violations, and more. • Schedule and complete inspections. • View your inspections schedule in a list or calendar view. • Pull up information on any parcel in your municipality. • Map Assets and Work Orders
• Search for items and parcels in the database using the advanced search option. • Search items can be projected on the map and color-coded based on status.
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City of Auburn, NY Code Enforcement Software
MUNICITY CONNECT:
Municity Connect module makes available to the public via the Internet information relating to the parcels, permits, inspections, complaints, variances, planning projects, etc. Optionally, web users can submit applications for a new permit, lodge a complaint or request an inspection.
Municity Connect – Parcel Selection
Some Features of Municity Connect: • View all Parcel Information through a web browser (content determined by the [Muni-type]). • Apply for Permits On-Line. * • Upload documents. • Pay fees. • Track status of an application through the review process. (login required). • View status of permits (inspection progress). • File a complaint. • Request an inspection.
* Note: check and credit card fees may apply. If interested in utilizing this feature, General Code will provide an additional proposal.
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Project Scope of Work
Standard Municity Project Management Process General Code’s Project Managers are our customer’s primary contact and support during a Municity project. The Project Manager provides guidance, answer questions and connects the customer with subject matter experts as needed throughout the project and after project completion. The primary goal of our Project Managers is to provide communication during the engagement ensuring the project flows smoothly by resolving issues prior to them arising and providing plans and scheduling that are mutually agreeable to all parties.
Letter of Introduction The Letter of Introduction e-mail is our initial confirmation of our customer’s contract and establishes who your Project Manager contact will be for the engagement. The e-mail will include the current timeframe for scheduling the project, general logistical questions and the General Code’s Minimum Hardware Specifications and Checklist for the Municity Kick-Off.
Kick-Off and Workbook Delivery Meeting The Kickoff meeting is a forum for the review of the signed contract including components, consultation and training time with the Project Stake holders. This meeting is an opportunity for the customer to get clarification on the products and processes that will be implemented during the project. The Project Manager will also confirm customer information and expectations and discuss a tentative implementation schedule.
Workbook Delivery Meeting The Workbook Delivery Meeting will happen onsite or remotely. During the meeting, a Municity trainer will review all department processes and workflows with Project Stake Holders. This can include discussions surrounding permit issuance, inspections, complaints and violations, and is also an opportunity to review data and documentation from existing systems.
Following this meeting the Project Manager or Municity Trainer, documents and distributes details of the discussion and requests confirmation of the schedule.
System Setup and Follow-Up Communications Following the kick-off and workbook delivery meeting, the Project Manager will take the information and data received to being configuration of the Municity System. Meanwhile, he or she will stay in contact with the customer to confirm scheduling timelines and provide support as needed. The Project Manager will also provide the customer a spreadsheet for listing Municity users and their permissions in preparation for installer’s setup of users in the Municity system.
As configuration continues, the Project Manager will be in contact with Project Stakeholders to schedule and hold remote meetings to review and confirm processes and workflows.
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Training and Installation Agenda Two to three weeks prior to any scheduled installs or Training, the customer will receive an email reminder including a list of outstanding items to be completed prior to that date. Attached to the email will be a formal Agenda document which includes a detailed scheduled of the training and install as well full descriptions of all the training sessions.
Once this is sent a meeting will be scheduled to review the onsite agenda in detail and go over any questions the customer may have.
Additional Services From time-to-time projects require additional Project Management efforts to ensure the quality and satisfaction of the customer experience.
Customizing your Project Experience When a customer has unique constraints that challenge a standard installation protocol, the Project Manager will provide guidance using our experience with Municity and Municity installations to help address these concerns. Recommendations may include strategies for grouping users for training, discussion/review of proposed processes and workflows, or other consultation.
ANNUAL SERVICE AND SUPPORT The annual service and support agreement provides the City with service and support on the Municity System. This includes advice for procedural questions, configuration updates, regular software updates and software fixes for problems encountered.
As part of this purchase, the City agrees to allow remote access to its desktop systems with a minimum of broadband Internet connection. High-speed Internet connectivity is preferred. Support will be provided utilizing software such as GoToMeeting or GoToAssist.
Security and Compliance Municity inherits best practices of security policies, architecture and operations processes of its underlying platform, which is continuously audited, meets requirements for numerous compliance programs, and benefits from accredited certifications. Periodic Trustwave vulnerability scans ensure PCI compliance of financial platforms. All sites are certificate secured, and web traffic is protected by SSL encryption.
Prevention and Detection Automated assessments improve the security and compliance of Municity applications. Servers are hardened based on recommendations from industry standard CIS security benchmarks, known vulnerabilities and exposures, runtime behavior analysis, and security best practices. Network traffic is actively monitored for security risks, immediate notifications are provided in case of suspected malicious or unauthorized behavior.
Storage and Recovery Customer data is secured in a private network, and databases backed up and stored remotely in multiple regions. Data access is secured by IAM best practices.
Additional annual service and support program details are described in Appendix D.
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Standard Service Level Agreement
Priority Description Criteria Initial Response Target Completion Time Time 1 System is down Affects more than one Within 2 hours Within 4 hours for a Critical or critically person and the issue is workaround or fix. Depending impacted. No mission critical with no on the workaround priority known workaround available. becomes Medium. workaround. 2 Operations Affects one individual, Within 4 hours Within 1 working day for a High affected, but no workaround workaround or fix. system is available. functional. 3 Moderate/Low Affects more than one Within 1 working Within 3 working days unless Medium impact. person. day there is a development fix. Little/No impact Workaround(s) on day to day available. operations. 4 Feature request, No effect on Within 3 working Within 5 working days unless Low configuration productivity, or days there is a development fix. change, request unsupported software. for information. A service request that does not require immediate attention or involves long range planning.
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WORK BREAKDOWN STRUCTURE / CONCEPTUAL PLAN AND IMPLEMENTATION
Implementation Methodology and Approach General Code implementation methodology breaks projects down into manageable segments so that they can be managed more easily and progress can be shown quickly. Initial focus on ensuring proper infrastructure, implementing the base Municity software, planning the repository and training end-users will position the City to organize their data and develop and leverage all of the system functionality included as rapidly as possible.
Project Management Methodology At General Code, we know the process used to implement a Code Enforcement solution has a substantial impact on its overall success. Pairing our technical and project management expertise with your organizational process experts is a strong foundation for creating a solution that meets business needs and streamlines processes. We leverage project management best practices based on the Project Management Institute (PMI) standards to ensure our services and software are delivered on time, on budget, with the functionality expected and the highest quality possible.
Project Team Structure General Code knows that the success of any ECM project hinges upon active stakeholder involvement to ensure that the solution developed will meet the needs of the organization as a whole. The City will therefore be an active partner in the project with General Code. The City will be responsible for identifying a Project Manager, City IT resources, and staff representative(s) to team with General Code’s Project Management and implementation specialists. These individuals should have dedicated time to focus on this project to answer questions, clarify processes and give feedback on proposed solutions to ensure the needs of the City are addressed and to improve the likelihood of solution acceptance.
Scope Management Scope management is a critical factor in project success as unplanned activities and features may cause projects to run behind schedule or over budget. The City has identified the high-level requirements for this project within the RFQ but greater detail will be required to ensure the ECM project will meet the specific process and integration requirements for each department. Documentation of detailed requirements will be identified. Requirements will be prioritized by the project team to ensure critical features are addressed first and the overall design structure will support future enhancements. Scope changes affecting the overall Project timeline will be escalated for review by the Steering Committee. Schedules or budgets may be affected as a result of these discussions.
Communications Management Communications is an essential role of the Project Manager. At the beginning of each project General Code’s Project Manager will assemble a list of project stakeholders and identify the type and timing of updates required for each. In agreement with the project team, the General Code Project Manager will establish a schedule of Project Status meetings, typically every one to two weeks, in order to review open issues, decisions made, milestones accomplished and next steps. These meetings may involve additional individuals or third-parties as appropriate. In addition, escalation protocol will be defined for raising issues that risk the project timeline. Daily communication will occur on an ad hoc basis between the Project Managers, team leaders, client and third-party resources to identify and resolve or escalates any issues encountered and to ascertain project progress.
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Issue Management Issue tracking will be done by the General Code Project Manager to capture project issues and decisions during the duration of the project. Issues will be managed within a formal issue log and resolutions will be captured as well. The issue log will be a foundational piece of the Project Management role for the City as the log ensures issues are raised as appropriate, design decisions are understood and future opportunities for efficiencies are captured. Change Management During the Project, additional enhancements may be identified that are outside the scope of the current project. Proposed enhancements will be submitted as written change requests to the General Code Project team. Together the City and General Code will review alternatives to the potential change, and evaluate both positive and negative impacts on the project, work efforts, risks to implementation, project quality, costs and scheduling.
If it is determined that a scope change should be made, the City can determine whether they would prefer to use their own internal IT resources, or request a change order from General Code to have General Code resources perform the work.
At the City’s written request, General Code will generate a written change order for the additional software/services for review by the City. The City will evaluate General Code’s change order and determine how they would like to move forward. Written approval by the City of a change order from General Code is required prior to General Code beginning any additional work.
Regardless of which team enacts the approved changes, scope changes will require updates to project documents, communication to stakeholders and updates to scheduling.
Problem Resolution (Risk Management) Risks are inherent in all projects and inattention to potential risks can derail projects at any point. General Code believes in a proactive approach to Risk Management by assessing risks up front with the project team, prioritizing the risks and identifying risk responses as appropriate. Risks are monitored throughout the project.
When problems do arise, General Code works collaboratively with our clients to ensure the team understands the causes of the issues and possible solutions. Moving forward together, the Project team will determine the appropriate response and adjust implementation plans to accommodate the changes.
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Project Component Description On-site process assessment General Code will perform an on-site assessment of processes related to the following: Applications, Permits, Certificates, Inspections, Complaints, Planning, Zoning, Fees, Contractors, and Fire Safety. General Code will document the processes and then use this documentation during future project meetings as well as to assist in the training of personnel on the use of Municity. Software Access to the Municity software plus the first year’s maintenance and support is included in your initial investment. Workbook General Code provides an information-collection workbook and project facilitation for gathering all necessary data, forms and work process for customizing the software prior to installation and training. During the process assessment meeting, General Code will provide this workbook to you to collect specific information, including, but not limited to, permit types, status or fee types, which will be imported into Municity prior to installation. Project Implementation As part of the implementation process, General Code will provide a plan for Plan and Project implementation as well as ongoing project management as data is collected Management for conversion. This provides continuity as well as milestones in the process to ensure that the program is being implemented in a timely fashion and that movement to the new system is a planned and successful process. General Code assigns a project manager at contract signing. The project manager will be responsible for facilitating the collection of information, periodic reviews of data and ensuring that the project is completed in a timely fashion and will be your main point of contact throughout the project. Application configurations - Using the workbook and other data sources, General Code pre-loads data loading and software pertinent parcel and historic data and customizes all dropdowns, task lists, configuration and fee calculations. Pre-loaded forms and reports are modified to include the municipality's logos and standard text. Additional form and report configurations will be scoped and estimated separately. Program quality assurance Before implementation, online sessions with designated users to review the - pre-install review with software setup before installation We do some of our process assessment customer here as well. On-Site Training A combination of on-site classroom and personalized training will be used. Acceptance Period Through experience, General Code is aware that as Municity is used and a greater understanding of the software is gained, new ideas will surface, and decisions that were made during the initial implementation may change. For this reason, as part of the project plan, we include an acceptance period of 60 days where General Code will assist the Customer in making minor modifications within Municity. On-Line Refresher Training Up to 25 users and a total of 4 hours of online refresher training sessions are provided as part of your project price.
(Please see Sample Implementation Timeline)
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TENTATIVE MUNICITY TRAINING OUTLINE
Below is a tentative outline of the proposed Municity training. All initial training is performed on-site and organized by functional group (administrative staff, inspectors, fire safety, planning, zoning, system administration etc.) and is a mix of group and one-on-one sessions. Follow up / Refresher training typically occurs via remote web session. A finalized timeline for each training day will be coordinated by the Municity project manager with the City project contact.
Municity Training Sample General Code believes training is an integral part of any installation. Once the installation is complete, our staff works closely with end-users and administrative staff to provide them access to all of the tools they will need to utilize the Municity system to its fullest extent.
Building Department Introduction to Municity Parcel search Parcel data review Occupants
Application to Certificate process Creating an application Assigning tasks Converting an application to a permit Managing contacts Assigning tasks Overview of inspections Collecting fees Print permit Converting a Permit to a Certificate Print certificate Reports
Inspection process Introduction to Municity Search for a parcel Parcel information review Schedule an inspection Review of Inspection Calendar Recording inspection results Inspection checklists Attaching documents and pictures Print schedule and any associated inspection letters
Complaint Process Search for a parcel Parcel information review Creating a new complaint Scheduling an inspection Violations
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On-line code Summons/Appearance Ticket Court Appearances Attaching documents and pictures Managing the calendar Reports
Fire Safety Managing fire inspections Introduction to Municity Search for a parcel Parcel information review Occupants Inventory Occupancy Interval inspections Operating permits Collect fees Creating a fire complaint Console – fire inspections Attaching documents and pictures Print inspection documents Reports
Planning Department Planning project Creating a project Adding parcels Project dates Managing contacts Project tasks
Template overview Predecessors Financials Fees Escrows Bonds Meeting management Attaching documents and pictures Reports
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Zoning Department Zoning application Creating an application Zoning dates Managing contacts Tasks Template overview Predecessors Financials Fees Escrows Bonds Meeting management Attaching documents and pictures Denied Building Permits Reports
Municity Mobile Inspection process Reading/understanding calendar and schedule view Opening and editing inspection Recording results and pass/failing inspection Scheduling inspections Reviewing Permit/Complaint/Parcel Print and email results Taking and saving pictures
Searching Search parameters Map view Review of parcel data
Complaints/Work Orders Entering required fields Associating items with a parcel
Municity 5 GIS Overview of features Searching for parcels Creating abutter notices/printouts Toggling/stacking GIS layers and editing transparency Viewing permits/code enforcement on map Drawing polygons Printing maps
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Municity Connect Resident functions Searching for and reviewing parcel information Requesting an inspection Apply and pay for a permit Printing and emailing permit document
Administrative tools Reports Approval of permits Flexibility of permit process
Engineering Department Work Orders Work order creation Task templates Inspection templates Processing a work order Console view Reports
Read Only Users Overview of Municity (for read only users) Introduction to Municity Search for a parcel Parcel information review Review of other data available in Municity
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SAMPLE PROJECT PLAN
Task Duration Responsible Party Onsite or remote Initial Contact 1.1 Customer Introduction Letter 1 hour General Code Remote Initial Kick-off meeting - Introduce General Code Team - Explain Overall Project time line - review the workbook form in preparation for onsite kick-off 1.2 - Discuss potential dates for Onsite Kick-off - identify Customer Stakeholders and their Roles - Identify Departments involved General Code and - Assign a SME for each department 1 hour Customer Remote Kickoff and Data collection - Information Gathering: - Collect info on process, documentation 2.1 - Consolidate Legacy and Parcel Data - Identify and Document Processes that will be part of Municity Implementation 30 Days Customer Onsite Workbook Review Meeting 2.2 - review all collected data and identify additional information needed General Code and - Assign Due Dates for Customer to return needed information 1 Days Customer Onsite 2.3 Internal Review of Collected Data with Municity team 1 hour General Code Remote
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Base Configuration and Data Conversion 3.1 Creation of Customer Site 2 Days General Code Remote 3.2 Parcel and Assessment Data Import 1 Days General Code Remote 3.3 Legacy Data Import 5 Days General Code Remote 3.4 Configuration of Processes and Documents 5 Days General Code Remote
Data Review Data Review Meeting - 1 meeting every two weeks to review imported data and process for the following key areas: - Parcel Data 4.1 - Applications/Permits - Code Enforcement - Fire Safety/Annual Inspections General Code and - Legacy Software data 10 week Customer Remote Customer Testing Scripts 4.2 - testing scripts are written up based on customer processes - scripts are shared with Customer SME's for Review 4 hours General Code Remote Initial Build Review Meeting General Code and 4.3 - Run through test scripts with end user and note issue and/or changes 2 hours Customer Remote 4.4 Corrections and Additional Configuration based on feed back 3 days General Code Remote Final Testing Meeting and Sign Off 4.5 - walk through process one more time General Code and - Send out final process documenation 1 Days Customer Remote
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Training Data Refresh 5.1 - new copy of parcel data and legacy data to be sent to GC - reimport of data by GC 1 Days General Code Remote Group Training by department General Code and 5.2 - 4 hours per department 2 - 3 Days Customer Onsite One on One Follow-Up Training 5.3 - Trainer wil work with users in the field to ensure they are comfortable General Code and using the software in their day to day processes 1 - 2 Days Customer Onsite Go-Live Support 5.4 - Check-in with each department to see if there are issues or if additional training is needed 5 Days General Code Remote
Final Implementation & Post Support Internal Project Review Meeting - review all customizations for customer 6.1 - review outstanding issues and requests for Enhancments - Issue/Enhancement Spreadsheet started 1 Hour General Code Remote Customer Transitions to PM - Customer is notified that PM is primary Point of Contact for next 20 6.2 days General Code and - PM Checks in weekly to review Issues/ Enhancements Spreadsheet 20 Days Customer Remote Internal GC Internal Transition to helpdesk 6.3 - Meet with helpdesk to review final build 1 hour General Code Remote Customer Transition to helpdesk - Final PM meeting with Customer 6.4 - Customer is introduced to help desk and notified that they are primary point of Contact General Code and - review next steps for any outstanding items Customer 1 hour Remote
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SAMPLE IMPLEMENTATION TIMELINE – MASTER SCHEDULE TO BE CREATED AFTER CONTRACT AWARD
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E. FEE – CONFIDENTIAL
Prices noted for setup, configuration, training, and other services are valid for six (6) months from the date of this proposal. We have provided pricing for the below configuration. Should the configuration and/or required services change, the fee is subject to change accordingly.
City of Auburn, NY Product description Municity 5 Hosted Solution Base Year On-going years Annual Core Municity5 Subscription - $21,000.00 $21,000.00 Site License Implementation and Training $44,785.00 Discount 30% $(13,436.00) Add on Modules: Y/N? Annual Core Municity5 Connect Y $6,250.00 $6,250.00 Subscription - Site License Annual Core Municity5 DPW NA NA NA Subscription - Site License Annual Core Municity5 Clerk NA NA NA Subscription - Site License Annual Core Municity5 Subscription - 5 $625.00 $625.00 Mobile License Users?
Integrations Building Blocks 1 $1,675.00 $175.00 Configurations $2,800.00 $2,800.00 Data Migrations - AS400 SAP? $3,500.00 $3,500.00 Data Migrations - ViewPermit SAP? $3,500.00 $3,500.00 Totals $70,700.00 $28,050.00
DATA MIGRATION SERVICES DESCRIPTIONS Data migration costs vary depending on the amount and format of existing data and whether the date can be migrated digitally or will require manual data entry. Our software provides updating tools for GIS layers from within the application. The City needs to provide Data Dictionaries for each data source to ensure accurate and timely data migration effort.
Please see next page.
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CITY OF AUBURN, NEW YORK PROPOSAL FORM: CODE ENFORCEMENT SOFTWARE The undersigned, hereafter called the proposer, being fully familiar with the specifications for providing Code Enforcement and related software to the City of Auburn, hereby agrees and declares:
The prices inserted cover all labor, materials, transportation, insurance and all other necessary expenses to fulfill the conditions of the contract within the time stated:
Amount
Software Installation $31,350.00*
Migration of Historical Data $7,000.00
Integrations $4,300.00
Annual Software Fees: $28,050.00 Year 1 $28,050.00 Year 2 $28,050.00 Year 3
Explanation of any cost escalation: None. However, the Software Installation has been discounted 30%.
The undersigned certifies under penalty of perjury that this proposal is in all respects bonafide, fair and made without collusion or fraud with any other person. As used in this section, the word “person” shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.
Our Company is a: Corporation Partnership Other LLC
Company Name: General Code, CMS, LLC Social Security or Federal ID #: 81-4343415 Signature: Printed Name: Daniel S. Foster Company Address: 781 Elmgrove Road, Rochester, NY 14624 Phone: (855) 436-2633 Fax: (585) 328-8189 Email Address: [email protected]
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SUBSCRIPTION 100% of the First-Year subscription price shall be invoiced upon authorization of the project – payable within 30 days of authorization
100% of the Subsequent years’ subscription price shall be invoiced at the 1-year anniversary of the contract signing
SERVICES – SETUP, INSTALLATION, TRAINING & TRAVEL
10% of the total services price shall be invoiced upon authorization of the project
20% of the total services price shall be invoiced upon Workbook completion
20% of the total services price shall invoiced upon Software Configuration and Review with customer
10% of the total services price shall be invoiced upon Revisions/finalization of software changes
20% of the total services price shall be invoiced upon Stage 1 Training – IT and Dept. Heads/Managers
10% of the total services price shall be invoiced upon Stage 2 Training – End Users
10% of the total services price shall be invoiced upon Moving program to Helpdesk Support
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F. PROFESSIONAL LIABILITY INSURANCE (TO BE PROVIDED UPON AWARD)
General Code has attached a sample of our Certificate of Insurance for your information and reference. The City of Auburn will be named as an additional insured on its policy if the firm is the successful proposer. An insurance certificate will be filed with the Comptroller prior to the commencement of work.
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G. BIDDER’S STATEMENT OF SEXUAL HARASSMENT
BIDDER’S STATEMENT ON SEXUAL HARASSMENT
IN ACCORDANCE WITH NEW YORK STATE FINANCE LAW §139-l
In accordance with State Finance Law §139-l, which generally prohibits the City of Auburn from entering into contracts pursuant to the bid process with persons who fail to submit a certification affirming compliance with New York Labor Law §201-g, the bidder submits the following certification under the penalty of perjury:
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201-g of the Labor Law.
Dated: Rochester, New York May 23, 2019 General Code, CMS, LLC Name of Bidder
Signature of Authorized Official
Daniel S. Foster, General Manager Printed or Typed Name of Official and Title
Sworn to before me this 23rd day of May , 2019
NOTARY PUBLIC
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H. NON-COLLUSIVE STATEMENT
NON-COLLUSIVE FORM
PROPOSAL CERTIFICATIONS
Firm Name General Code, CMS, LLC Business Address 781 Elmgrove Road, Rochester, NY 14624 Telephone Number (855) GEN-CODE (855) 436-2633 Date of Proposal May 23, 2019
I. General Proposal Certification
The proposer certifies that he will furnish, at the prices quoted, the materials, equipment and/or services as proposed on this Request for Proposals.
II. Non-Collusive Proposal Certification
The following statement is made pursuant to Section 103-D of the General Municipal Law, as amended by Chapter 675 of the Laws of 1966, and Section 139-D of the State Finance Law, as amended by Chapter 675 of the Laws of 1966, and Section 2604 of the Public Authorities Law, as amended by Chapter 675 of the Laws of 1966. By submission of this proposal, the proposer certifies that he/she is complying with Section 103-d of the General Municipal Law as follows:
Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation, or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the proposer and affirmed by such proposer as true under the penalties of perjury:
Non-collusive proposal certification.
(a) By submission of this proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:
1. The prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor;
2. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly
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be disclosed by the proposer prior to opening, directly or indirectly, to any other proposer or to any competitor; and,
3. No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.
(b) A proposal shall not be considered for award nor shall any award be made where (a) (1) (2) and above have not been complied with; provided, however, that if in any case the proposer cannot make the foregoing certification, the proposer shall so state and shall furnish with the reasons therefor. Where (1) (2) and (3) above have not been complied with, the proposal shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department agency or official thereof to which the proposal is made or his designee, determines that such disclosure was not made for the purpose of restricting competition.
The fact that a proposer (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being requested for proposal, does not constitute, without more, a disclosure within the meaning of subparagraph one (a).
Any proposal hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate proposer for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such proposal contains the certifications referred to in subdivision II of this section, shall be deemed to have been authorized by the board of directors of the proposer, and such authorization shall be deemed to include the signing, and submission of the proposal and the inclusion therein of the certificate as to non-collusion as the act and deed of corporation.
The proposer affirms the above statement as true under the penalties of perjury.
Signature of Proposer:
Title: General Manager
Sworn to before me this 23rd Day of May , 2019
NOTARY PUBLIC
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I. ADDITIONAL INFORMATION
AS A VALUE ADD TO OUR NEW MUNICITY CUSTOMERS, INTERNATIONAL CODE COUNCIL (ICC) HAS MADE IT POSSIBLE FOR GENERAL CODE TO INCLUDE THE FOLLOWING:
Three (3) year membership for the City of Auburn Premium Access three (3) year subscription for 15 iCodes Five (5) concurrent user access licenses Ten (1) hours of online training from the ICC Online Training Library
(Please see Appendix A: ICC Value Add for details)
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APPENDIX A: VALUE ADDED FROM ICC
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APPENDIX B: MUNICITY PRE-INSTALLATION CHECKLIST
HARDWARE/DATA
BROWSER:
☐ Install latest version of Google Chrome Browser on all user PCS
TABLETS:
☐ Purchase Tablets for all Municity Mobile Users ☐ Compatible Operating Systems: Android, iOS, Windows 10 ☐ It is required that all Purchased tablets have Persistent Internet Access (4g Cellular Service) PARCEL/PERMITTING EXTRACT
☐ Contact administrator of current Parcel Management/Permitting System to ensure they are prepared to provide a data extract GIS/SHAPE FILES
☐ Gather GIS/Shape Files to be imported into Municity
PARCEL DATA
☐ Gather extract of Parcel data (details on specific data points below)
WHITE-LIST DOMAINS
☐ Ensure all of the following Municity Domains are whitelisted in your Firewalls/Routers/Antivirus ☐*.Municity5.com/* ☐*.MunicityMedia.com/* ☐*.MunicityReports.com/*
PROCESSES AND DOCUMENTATION
INTERNAL KICK-OFF MEETING
☐ Inform Users of project and future time commitments and discuss user’s availability for the following: - Initial Demo - Kick-off Meeting and Information Gathering – See below for more details on information needed - Onsite Training Days (2 to 4 days depends on size and complexity of system) DEPARTMENTAL PROCESSES AND ‘TYPES’
☐ Ensure each department that will be using Municity gathers a list of all their current Processes and ‘types’. Some examples of what should be included in the list: - Types of Permits Issued - Required Inspections
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- Complaints/Violations, Commonly Cited Ordinance Codes ISSUED DOCUMENTS AND REPORTS
☐ Ensure each department that will be using Municity collects copies of all documents that they issue to constituents or need to print. For example: - Permit Placards - Notices of Violation - Notices of Permit/License Renewal/Expiration - Fee Receipts - Reports FEE SCHEDULE
☐ Collect and list out all Fee Schedules MUNICITY USERS
☐ Gather list of system users and their emails ☐ Note any potential security roles/concerns
PARCEL DATA
At various points during the Municity implementation, General Code will require an extract of the Municipality’s Parcel Data. Below are some of the data points we typically receive. Please pass this information along to your County/Assessment office.
Parcel ID (Tax Map #, Print Key, SBL) Owner Name(s) Legal Address Owner Mailing Address City and Zip Code Zone Account Number Neighborhood/Subdivision Flood Plain/Historic District Property Class Acreage Frontage/Depth/Setbacks
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APPENDIX C: MUNICITY RECOMMENDED MINIMUM SPECIFICATIONS
Workstations: Processor Intel i3 2.7ghz or better Operating System Windows 7, 8, 8.1, 10 (32 or 64 bit) Optimal Browser Chrome v.59+ Hard Drives 5 GB of free disk space for software an temporary files RAM Minimum 4 GB Monitor Minimum 17” monitor recommended for optimal viewing Internet Access Program is web-based. Support is handled online. Internet access and ability to access via GoToAssist required on all workstations.
Mobile Device (if applicable): General Android, iOS, Windows enabled device
Camera recommended for taking photos in the field Recommended 8 inch screen
Network Recommendations: General There is a confirmed interference with some antiviruses that check every network call before allowing it to be sent through the browser. White-list all of the Municity domains in your firewalls/router/antivirus. *.Municity5.com/* *.MunicityMedia.com/* *.MunicityReports.com/*
Remote Access: The client agrees to allow remote access to its desktop systems with a minimum of broadband Internet connection. High-speed Internet connectivity is preferred. Support will be provided utilizing software such as GoToMeeting or GoToAssist.
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APPENDIX D: MUNICITY PARCEL MANAGEMENT SAAS ASSURANCE PLAN PROGRAM DETAILS
Included in your MSAP (Municity Subscription Assurance Plan) are the following services:
Help Desk Support
Procedural or Technical Questions may be addressed to the Municity Help Desk by either calling General Code’s toll-free number (855-436-5500) or by submitting them to the Municity Help Desk via e-mail ([email protected]). The Municity Help Desk is available 8 a.m. - 5 p.m. EST Monday - Friday. General Code will acknowledge any questions phoned or e-mailed into the Help Desk within eight (8) business hours. General Code will attempt to address the issue as quickly as possible. In cases where the issue is not able to be resolved during the initial review, the Help Desk technician will issue a Case number to the customer for future reference. The Case number is used to track the issue in our internal problem tracking system. In some instances, it may be necessary to escalate the issue to the software manufacturer for assistance. In those cases, General Code will act as the mediator with the manufacturer to attempt to get the issue resolved as quickly as possible.
Method of Support General Code provides its Help Desk support remotely via the internet utilizing web browser tools such as GoToAssist. The customer agrees to provide remote internet access to their client workstation(s) as needed. Broadband internet connectivity at the customer site is preferred, but a minimum of a 56kb modem is required.
Training Basic procedural questions will be addressed by the Help Desk as outlined above. New user training or existing user Refresher training on the use of Municity is the responsibility of the customer. Training services may be contracted through General Code at an additional fee.
Customer’s Obligation In order to participate in the MSAP program, the Customer is required: • To issue a purchase order for or complete payment on an invoice for the annual MSAP. • To contact General Code prior to implementing significant network changes that have the potential to impact the Municity system. Some examples would be operating system changes on the PC, replacement of existing PCs or server(s), and changes in network configurations. • To have Internet access on all workstations where the Municity client is installed and be willing to allow our Support Technicians remote access to the Customer’s Municity system via GoToAssist or other acceptable remote access tool. • To designate an IT contact and to provide the name, phone number and e-mail address. • To describe technical issues completely in order to provide General Code’s Help Desk staff sufficient information to be able to diagnose and reproduce the problem, including any identified error codes.
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APPENDIX E: GENERAL CODE TERMS AND CONDITIONS
GENERAL CODE, CMS, LLC. CONTENT MANAGEMENT SOLUTIONS
These Terms and Conditions, together with General Code, CMS, LLC’s Proposal (the “Proposal”) constitute a legal agreement between the Client/Licensee (Client) and General Code, CMS, LLC (General Code)
1. Definitions. For purposes of these Terms and Conditions, the terms below shall have the meanings defined below. Additional terms are defined throughout these Terms and Conditions. A. “Client Content” means any data, information, files, images, text or other content that may be provided by Client or its authorized users for use in conjunction with the Software or Services. B. “Services” means the services provided by General Code or its vendors pursuant to this agreement. C. “Software” means the software product or products delivered to Client pursuant to this agreement.
2. Responsibility of General Code. General Code shall be responsible for the performance of the services provided for in this agreement in accordance with the “Performance Schedule.” General Code shall be responsible for the correctness and accuracy of its work, based upon the material and information supplied by the Client. Regardless of the Client’s acceptance of completed materials when delivered, General Code shall correct errors found either by the Client or General Code. See “Warranties; Limitations” for General Code’s liability for all services.
3. Responsibility of Client. The Client shall be responsible for the correctness and accuracy of the information it supplies to General Code, for providing General Code with timely decisions and answers to questions raised by General Code, for inclusion of sufficient funds in the budget to pay General Code for services, and for the prompt payment of invoices. Client is responsible for maintaining its user desktops and providing users network access to the Software. Client is also responsible for ensuring that its users comply with these Terms and Conditions with respect to use of the Software and Services. Client shall provide connectivity and security to the Internet for its location(s) for purposes of providing adequate access to Software hosted at the Hosting Site. General Code shall not be responsible for the reliability or continued availability of the communications lines, or the corresponding security configurations, used by Client in accessing the Internet to access the Software. Client shall provide adequate industry “best practice” standards to ensure reasonable security for integration between applications at the Client site and Software. Client shall provide accurate input information in the manner reasonably prescribed by General Code in connection with the Software and Services provided under these Terms and Conditions. Client shall advise General Code of any changes to Client’s operations, Primary Contact, or other information that would require a change in the support, operation, or configuration of the hosted Software. Client shall be responsible for establishing any merchant accounts necessary for credit card transactions, if applicable. Client shall be responsible for ensuring that any Client Content is accurate, not corrupt in any way, and does not contain any viruses. The Software or Services may contain links to other Internet sites owned by third parties. Client's use of each of those sites is subject to the conditions, if any, that each of those sites have posted. General Code has no control over those sites, and General Code and its suppliers are not responsible for any use of such sites or content on them.
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4. Protection of Confidential Information. During the time this agreement is in effect, both the Client and General Code may have access to or receive information that is of a confidential nature. This information may include data relating to client information, products, product development, designs, processes, systems, computer software, computer hardware, methods of production, costs, pricing, finances, sales or marketing plans, customers, business partners, vendors, vendor prospects, employees and municipal records and data. All such information, including any materials embodying such information, whether disclosed orally or otherwise and whether or not marked ”Confidential” or “Proprietary,” will be considered by officials of the Client and by General Code and General Code’s employees as proprietary and confidential. Both the Client and General Code will use reasonable efforts to protect the confidentiality of the other’s Confidential Information but in no case less than the same efforts as it uses to protect its own confidential information, and will not use any Confidential Information of the other for any purpose other than fulfilling its obligations under this agreement.
5. Adjustments to Performance Schedule; Delays. A. Adjustments to Schedule. Upon the mutual consent of the Client and General Code, the “Performance Schedule” may be changed or extended as provided under “Changes” below. B. Delays. Client must notify General Code, in writing, immediately upon learning or otherwise becoming aware, of any difficulties that may delay the delivery of services or deliverables. Such notification must identify the reason for the delay, as well as the anticipated period of delay. General Code may require a payment of 50% of the balance due under the contract for any delay on Client’s part. C. Unauthorized Delays. In the event of any unauthorized delay on the part of the Client, General Code may impose delay charges upon providing notice thereof to the Client. An “unauthorized delay” shall mean any delay not authorized by both General Code and the Client.
6. Variations from Standard Methods or Procedures. Variations from General Code’s standard methods and procedures must be requested by the Client, in writing, specifying the exact nature of the desired variations. General Code will accommodate such variations wherever possible, with any additional charges for such variations, as determined by General Code and approved by the Client, to be paid by the Client.
7. Additional Products and Services. As part of this Agreement, the Client may choose to purchase additional products or services offered by General Code, including but not limited to codification services, consulting, document management software, agenda management software, building, planning and zoning software, scanning services and electronic forms. Purchase of additional services may be subject to “Changes” below, or may require a new Agreement, dependent upon the type of product or service purchased.
8. Payment Terms. A. All invoices will be processed in accordance with the Payment Schedule set forth in the Proposal. However, the Client may choose to pay in advance of Payment Schedule for products and services provided in this agreement, if so desired. In such a case, General Code shall hold the funds on account and draw from them in accordance with the Payment Schedule until the Contract is completed, or for up to 12 months, whichever is later. If any funds remain on account after 12 months, or end of Contract, General Code will contact the Client regarding disposition of said funds. B. Unless otherwise specified in the Payment Schedule, all payments shall be made within 30 days of receipt of the invoice/voucher. The Client shall not discount nor withhold any portion of the amount for
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any reason. General Code reserves the right to issue progress billings for services that span several months. C. Late payments will be charged interest at the rate of 1.5% for each month or part thereof that such payment is in arrears. For Laserfiche® licensees, should late payment cause the Laserfiche Software Assurance Program (LSAP) to lapse, General Code reserves the right to charge, in addition to the original LSAP fee, a reinstatement fee that is equal to 10% of the annual LSAP fee times the number of months the payment was in arrears.
9. Software. A. Any Software being delivered pursuant to this agreement is being licensed to the Client pursuant to the applicable license agreement or agreements between the respective publishers of the software and the Client, attached hereto and made part hereof. The Client agrees that all terms, conditions and limitations set forth in such license agreement(s) shall apply to this agreement as it relates to the Software. B. If as part of this agreement, the Client purchases the Laserfiche SDK, the SDK Confidentiality and Software License Agreement will need to be fully executed by the Client and Compulink Management Center, Inc., before the Integrator Toolkit can be provided to the Client. If it cannot be fully executed, the SDK shall be severable from the project as set forth in this proposal without affecting the validity of the remainder of the agreement. C. If this agreement relates to hosted Services, General Code will make the Software available for Client’s use during the term of this agreement on Client’s computer systems that meet the General Code System Recommendations for the Software, as specified in General Code’s proposal. General Code will provide Client with access to the latest General Code supported version of the Software via the Internet from a third-party hosting vendor. D. Any General Code Software delivered to Client pursuant to this Agreement and any Software to be developed by General Code pursuant to this Agreement remains the property of General Code. General Code hereby grants Client a non-exclusive, non-transferable, non-sublicensable, non-assignable, royalty- free right and license to use the Software solely as an integrated part of the solutions provided by General Code pursuant to this Agreement. The Software is copyrighted and proprietary in nature, and is being licensed, not sold to Client. Client shall respect such proprietary rights and shall not use the Software except as permitted by this Agreement and shall not decompile, disassemble or reverse engineer the Software, and shall not reproduce, print, sublicense, duplicate, sell, distribute, rent, or disclose or otherwise make the Software available to any third party, in whole or in part, in whatever form. Client shall hold the Software in confidence, using the same precautions and degree of care it uses to protect its own confidential information, but in no case less than due care. Client agrees that it shall not assign or transfer the Software or any right or license granted herein with respect to the Software. General Code shall have the right to terminate all rights and licenses granted to Client with respect to the Software immediately upon notice to Client if Client breaches this Section. In the event of such termination, all rights of Client with respect to the Software shall terminate and automatically revert to General Code and Client shall forthwith discontinue all use of the Software, delete the Software from Client’s computers, and return to General Code all copies of the Software and all related materials in Client’s possession or control. ALL SOFTWARE IS PROVIDED “AS IS” AND “WITH ALL FAULTS” AND GENERAL CODE HEREBY SPECIFICALLY DISCLAIMS ALL WARRANTIES, EXPRESS, IMPLIED OR STATUTORY. GENERAL CODE SPECIFICALLY DISCLAIMS ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR USE BY CLIENT, OF LACK OF VIRUSES, OF ACCURACY OR LACK OF WORKMANLIKE EFFORT, ALL WITH REGARD TO THE SOFTWARE. ALSO, THERE IS NO WARRANTY OR CONDITION OF TITLE, QUIET ENJOYMENT, QUIET POSSESSION, CORRESPONDENCE TO DESCRIPTION OR NON-INFRINGEMENT.
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10. Computer Hardware. Any computer hardware being delivered in accordance with this agreement is being delivered with the manufacturer’s warranty. The manufacturer’s warranty is in lieu of all other warranties, express or implied, and General Code shall have no obligation or liability under “Warranties; Limitations” or otherwise with respect to hardware.
11. Document Scanning Services. If applicable, the following provisions shall apply to document scanning services to be provided by General Code or its designated subcontractor: A. The Client shall be responsible for ensuring that each records storage box slated for conversion is marked with the main category describing its contents and that each file within each box is labeled with a description of its contents. B. General Code or its designated subcontractor shall use reasonable care in the handling of your documents. C. Upon return of the documents, the Client shall promptly inspect the documents to determine whether all documents have been returned. Unless the Client informs General Code of a discrepancy within 10 days, all claims with respect to completeness or condition of the documents shall be waived.
12. Delivery of Completed Materials. General Code will deliver completed materials via USPS, UPS, motor freight, airfreight, FTP or whichever method offers the most efficient delivery at the time. Delivery, handling, packaging, insurance and/or shipping charges will be prepaid by General Code and added to the invoice/voucher for services to be paid by the Client.
13. Support. A. If this agreement includes support, General Code will provide online, telephone and e-mail support to Client as follows: General Code Product Support is available 9:00 a.m. to 5:00 p.m. U.S. Eastern Time, Monday through Friday, excluding holidays. Support is not available after 3 p.m. U.S. Eastern Time the day before Thanksgiving, Christmas Eve, and New Year’s Eve. B. If this agreement includes support, General Code will remotely install minor releases of the Software which are generally made available to its other subscribers, including patches and/or fixes, as they are made available at no charge during the term of this agreement. Major releases and upgrades of the Software will be available at no charge for the software, but additional service charges may apply.
14. Intellectual Property Rights. All Software and Services are proprietary products and services and that all right, title and interest in and to the Software and Services, including all associated intellectual property rights, are and shall at all times remain with General Code and its third-party vendors. The Software contains trade secret and proprietary information owned by General Code or its third-party vendors and is protected by United States copyright laws and international trade provisions. Client must treat the Software like any other copyrighted material and Client may not copy or distribute the Software, electronically or otherwise, for any purpose. Client hereby grants to General Code a nonexclusive right to use all Client Content as necessary solely for the purposes of providing the Software and Services to Client and its authorized users pursuant to these Terms and Conditions.
15. Other Restrictions. Client may not, directly or indirectly, sublicense, assign, transfer, sell, rent, lend, lease or otherwise provide the Software, Services (or any portion thereof, including without limitation any capacity), or any portions thereof, to any third party, and any attempt to do so is null and void. Client may not reverse engineer,
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disassemble, decompile or make any attempt to ascertain, derive or obtain the source code for the Software. Software and Client Content shall not be used for any commercial purpose beyond the functionality driven by the Software. Client will not use the Software or Services to take any actions that (i) infringe on any third party’s copyright, patent, trademark, trade secret or other proprietary rights or rights of publicity or privacy; (ii) violate any applicable law, statute, ordinance or regulation (including those regarding export control); (iii) are defamatory, trade libelous, threatening, harassing, or obscene; or (iv) constitute unauthorized entry to any machine accessible via the network. Client shall not interfere with or disrupt network users, services or equipment and will comply with the usage policies of General Code’s suppliers.
16. Indemnification. A. Client hereby agrees to indemnify, defend and hold General Code harmless from and against any and all liability, losses, costs, and expenses (including reasonable attorneys' fees) incurred by General Code in connection with any claim arising out of or relating to: 1. Client's use of the Software or Services; 2. Any use or alleged use of Client's accounts or passwords by any person, whether or not authorized by Client; 3. The content, the quality, or the performance of Client Content; 4. Client's connection to the Services; 5. Client's violation of this agreement; or 6. Client's violation of the rights of any other person or entity.
17. Term and Termination. A. Unless otherwise specific in the Proposal, the initial term of this agreement, unless sooner terminated as hereafter provided, shall be for one year, commencing on the date hereof, and will then be automatically extended for additional successive one-year periods unless either party notifies the other in writing not less than 90 days prior to the end of the initial term or any extension period that this agreement will not be extended. Services and support provided during any extension period will be provided at General Code’s then-current price. B. If this agreement relates to Hosted eForms, this Section 17B will apply instead of Section 17A. In such event, unless otherwise provided in the Proposal, the initial term of this agreement, unless sooner terminated as hereafter provided, shall be for one month, commencing on the date hereof, and will then be automatically extended for additional successive one-month periods unless either party notifies the other in writing not less than 30 days prior to the end of the initial term or any extension period that this agreement will not be extended. Services and support provided during any extension period will be provided at General Code’s then-current price. C. Either party shall have the right to terminate this agreement with immediate effect if the other party fails to cure to such party’s reasonable satisfaction any material breach or violation of this agreement within 60 days after such party has given the other written notice thereof. D. Upon termination, all work prepared by General Code shall, at the option of the Client, become its property, and General Code shall be entitled to receive just and equitable compensation for all services performed. E. Section 4, 9, 10 and 14 through 31 shall survive any expiration or termination of this agreement.
18. Warranties; Limitations. A. General Code warrants that the services provided hereunder will be performed by qualified personnel in a good and workmanlike manner and that any deliverables will be free of material defects. General Code’s liability and the Client’s exclusive remedy for failure of any service or deliverable to meet this
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warranty shall be limited to reperformance, at General Code’s cost, of such service or deliverable. General Code’s warranty does not extend to failures arising out of (i) incorrect or insufficient data, specifications or instructions provided by the Client or (ii) work or services performed by others. B. GENERAL CODE DOES NOT WARRANT THAT SOFTWARE WILL BE ERROR FREE OR WILL OPERATE UNINTERRUPTED. THE FOREGOING WARRANTIES ARE IN LIEU OF ALL OTHER WARRANTIES, WHETHER ORAL, WRITTEN, EXPRESS, IMPLIED OR STATUTORY. IMPLIED WARRANTIES OF FITNESS AND MERCHANTABILITY SHALL NOT APPLY. GENERAL CODE’S WARRANTY OBLIGATIONS AND THE CLIENT’S REMEDIES HEREUNDER ARE SOLELY AND EXCLUSIVELY AS STATED HEREIN. C. The limitations and protections against liability afforded General Code herein shall apply to any action or claim in connection with the services, whether based on contract, tort, statute or otherwise (including negligence, warranty and strict liability). The cumulative liability of General Code for all obligations, warranties and guaranties, whether express or implied, with respect to services performed hereunder shall be limited to the amount paid to General Code pursuant to this agreement. General Code shall not be liable to the Client or any other person or entity for lost profits, lost data, indirect, special, incidental, punitive or consequential damages arising from the performance or nonperformance of services or the use or inability to use any software or product, irrespective of whether the claims or actions for such damages are based upon contract, tort, negligence, strict liability, warranty or otherwise. D. No action may be maintained or proceeding commenced by the Client or others against General Code with respect to services unless such action or proceeding is commenced within one year after completion by General Code of the particular services to which such action or proceeding relates.
19. Responsibility of Client’s Counsel. In conjunction with the services rendered by General Code and the work of the Client and General Code, any and all questions requiring legal advice or opinion, analysis of legislation for legal sufficiency, interpretation of cases or statute, etc., shall be directed by the Client and General Code to the Client’s counsel. At the request of the Client or its counsel, General Code shall make available to the Client’s counsel information in its possession relating to legal issues or opinions obtained during its work with other clients, as well as sample copies of legislation as requested by the Client.
20. Client Primary Contact. Client shall identify, and name, an appropriate individual, with corresponding contact information, including electronic mail address, as the “Primary Contact” with whom General Code should communicate matters regarding the Software and Services, such as maintenance notifications, and who has the authority to make Services requests including release of Client data, both internally to General Code and to the Client, restoration of data, and other configuration changes.
21. System Monitoring. General Code will not systematically monitor Client Content, but General Code reserves the right to review Client Content from time to time at its discretion. General Code reserves the right to (a) disable access to or delete any Client Content which it determines in its sole discretion (such discretion to be exercised in good faith) to be illegal, obscene, threatening, defamatory, fraudulent, infringing, harassing, or otherwise offensive, and (b) disable access to or delete any other Client Content under justified exigent circumstances, as such circumstances are determined in good faith by General Code. General Code also reserves the right to monitor, the use of the Software if Client is using excessive computing resources which are impacting the performance of the Software for other subscribers.
22. Changes. The Client may at any time request changes in the scope of this agreement. Moreover, General Code may suggest changes. Where changes are agreed to by the parties, General Code shall issue a Change Order for
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City of Auburn, NY Code Enforcement Software the Client’s review and signature describing the changes as well as the adjustments in schedule and fees occasioned by the changes in scope. General Code shall not be required to implement any change until the Client has signed and returned the Change Order.
23. Notices. All notices and other communications which are required or permitted to be given pursuant to this agreement shall be in writing and shall be delivered either personally, by facsimile, by reputable overnight courier or by registered or certified mail and shall be deemed effectively received (i) if delivered in person, on the date of such delivery, (ii) if transmitted by facsimile, on the date indicated on the sender’s receipt of confirmation, (iii) if delivered by overnight courier, on the next business day following deposit thereof with such overnight courier, or (iv) if sent by mail, upon the third business day following the deposit thereof, postage prepaid.
24. Force Majeure. If any performance by any party shall be prevented, hindered or delayed by reason of any cause beyond the reasonable control of such party (such event being hereafter called an “event”), including, without limitation, acts of God, riots, fires, floods, unusually severe weather, curtailment or termination of sources or supplies of energy or power, inability to obtain or delay in obtaining materials or supplies, strikes or other disputes involving such party or its subcontractors or suppliers, acts of war, insurrection, civil unrest, terrorism, elevated risk of terrorism, riot or disorder, acts of governmental authorities, changes in law or regulation, or any other cause beyond the reasonable control of such party, whether similar or dissimilar to those expressed hereinabove, such party shall be excused from performance to the extent that its performance is so prevented, hindered or delayed. Such excuse from performance shall extend so long as the event continues to prevent, hinder or delay the performance by such party. The party whose performance is affected shall give the other parties notice within 15 days of the event specifying the event, the performance affected and the anticipated date, if any, performance can be made.
25. Disclaimer of Association. This agreement shall not be construed as creating a partnership, joint venture, agency or any other association that would impose upon one party liability for the acts or omission of the other, and neither party shall have the right to bind the other.
26. No Waiver. Any failure by either party hereto to enforce at any time any term or condition shall not be considered a waiver of that party’s right thereafter to enforce each and every term and condition.
27. Severability of Provisions. If any part of this Agreement is found or deemed by a court of competent jurisdiction to be invalid or unenforceable, that part shall be severed from this Agreement and shall be deemed to have never been a part of this Agreement and shall not affect the validity of the remainder of this Agreement.
28. Entire Agreement. This agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements and communications relating to the subject matter.
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City of Auburn, NY Code Enforcement Software
29. Dispute Resolution. The parties mutually agree to seek mediation as the preferred alternative of dispute resolution in the event of any disagreement over the terms of this agreement.
30. Governing Law; Jurisdiction. This agreement is governed by the laws of New York, without regard to its conflict of laws doctrine. Each party consents to the exclusive jurisdiction of the courts sitting in Monroe County, State of New York with respect to any disputes arising out of this agreement. In any action or proceeding arising out of this agreement, the prevailing party shall be entitled to recover its reasonable legal fees and expenses.
31. Counterparts; Signatures. This Agreement may be executed in any number of counterparts with the same effect as if all of the parties hereto had signed the same document. All counterparts shall be construed together and shall constitute one agreement. Signatures delivered by facsimile or by electronic mail shall be deemed original signatures for all purposes of this Agreement.
Rev date 3.20.17
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City of Auburn, NY Code Enforcement Software
APPENDIX F: VARIANCES AND EXCEPTIONS
General Code reserves the right to review, discuss and negotiate any and all supplemental documents prior to entering into a contract with the City.
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ADDENDUM TO GENERAL CODE, CMS, LLC RESPONSE CODE ENFORCEMENT SOFTWARE CITY OF AUBURN, CAYUGA COUNTY, NY
This Addendum to General Code, CMS, LLC’s (‘General Code’) Response to the City of Auburn’s (‘City’) request for proposals for code enforcement (SAAS), is made as of June 26, 2019. The words and phrases not otherwise defined herein will have the same meaning ascribed to them in the original General Code response.
The City of Auburn, NY hereby agrees to the procedures outlined in the response, to General Code's Terms and Conditions which are available on page 59-66 of the response or at http://cms.generalcode.com/terms-conditions, and authorizes General Code to proceed with the project as outlined.
Line Item Description First Year Annual Recurring
Municity 5 / Web -hosted Subscription
Annual Core Municity5 Site Subscription $ 21 ,000 $ 21 ,000
Annual Municity5 Connect Site Subscripti on $ 6,25 0 $ 6,250
Annual Core Municity5 Mobile Subscription – 5 Users $ 625 $ 625
Integrations Building Blocks $ 1,675 $ 175
Configurations $ 2,800 Data Migration – AS 400 $ 3,500 Data Migration – ViewPermit $ 3,500 Set-up, Installation, Training, Travel – Municity Mobile $ 44,785
Discount 30% $(13,436)
Total $ 70,699 $ 28.050
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Adjustments to Performance Schedule; Delays
Adjustments to Schedule . Upon the mutual consent of the Municipality and General Code, the “Performance Schedule” may be changed or extended as provided under “Delays” below. Delays . Client must notify General Code, in writing, immediately upon learning or otherwise becoming aware, of any difficulties that may delay the delivery of services or deliverables. Such notification must identify the reason for the delay, as well as the anticipated period of delay. General Code may require a payment of 50% of the balance due under specific Milestone(s) impacted for any delay on Client’s part with a duration of more than one calendar week. This clause shall not apply in case of force majeure.”
PAYMENT SCHEDULE
SUBSCRIPTION
100% of the First-Year subscription price shall be invoiced upon authorization of the project – payable within 30 days of authorization
100% of the Subsequent years’ subscription price shall be invoiced at the 1-year anniversary of the contract signing
SERVICES – SETUP, INSTALLATION, TRAINING & TRAVEL
10% of the total services price shall be invoiced upon authorization of the project
20% of the total services price shall be invoiced upon Workbook completion
20% of the total services price shall invoiced upon Configuration and Review with customer
10% of the total services price shall be invoiced upon Revisions/finalization of configuration changes
20% of the total services price shall be invoiced upon Stage 1 Training – IT and Dept. Heads/Managers
10% of the total services price shall be invoiced upon Stage 2 Training – End Users
10% of the total services price shall be invoiced upon transition to Helpdesk Support
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CITY OF AUBURN, CAYUGA COUNTY, NEW YORK
By: ______In the Presence of: ______
Title: ______Title: ______
Date: ______Date: ______
GENERAL CODE, CMS, LLC
By: ______In the Presence of: ______
Title: ______Title: ______
Date: ______Date: ______
1. Sign the Proposal 2. Fax or email the Authorization & Agreement Section only to: [email protected] ● fax (585) 328-8189 3. Mail the signed Proposal to General Code at: 781 Elmgrove Road ● Rochester, NY 14624 General Code will then sign and mail a copy of this agreement back to the Municipality for its records.
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COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Council Resolution #86 of 2019 Authorizing a 2019 Consolidated Funding Application for a Market NY Grant for the NYS Equal Rights Heritage Center
Background The NYS Equal Rights Heritage Center (NYS ERHC) opened in November of 2018 at 25 South Street in downtown Auburn and is owned and operated by the City in partnership with the Auburn Downtown Business Improvement District.
The NYS ERHC centralized several tourism industry organizations and programs into its facility making it a one-stop tourism shop for visitors and locals alike. The facility is the home of the City of Auburn’s Historic and Cultural Sites Commission, the Auburn Downtown Business Improvement District, The Cayuga County Office of Tourism, an I Love NY Equal Rights Heritage promotion exhibition titled “Seeing Equal Rights in NYS”, a Taste NY Market, and, a local and regional Visitor Information Center.
To maximize the potential of this new City and regional tourism initiative during its first year of operation the City initiated a new marketing project specifically designed to drive visitation to the NYS ERHC and our City’s Historic and Cultural Sites. This new marketing initiative is funded by a Market NY grant that was received in December of 2018 and is coordinated by the City Clerk with the City’s Historic and Cultural Sites Commission. The 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals from the Empire State Development’s (ESD) Market NY program for which municipalities are eligible to apply. With Council approval, a grant application will be submitted to the ESD Market NY program to assist with funding a second year $200,000 marketing program to market and promote the NYS ERHC, downtown Auburn and all of our City’s historic and cultural sites as a destination.
The City of Auburn does not currently have the funding to pay for 100% of the Market NY marketing initiative for the new NYS ERHC and is desirous of obtaining New York State funding assistance for the project. The required local match of this grant would be $50,000. Of the total program amount of $200,000.
Recommendation
Fiscal Impact A funding match of 25% of the total project budget or $50,000 is required from the City General Fund to obtain this Market NY grant once awarded. It is anticipated that a portion of the local match will leverage funds already budgeted in the City's Fiscal Year 2019-2020 City Budget for the Historic and Cultural Sites Commission and the NYS Equal Rights Heritage Center, as well as, funds that would be proposed in Fiscal Year 2020-21 and Fiscal Year 2021-2022.
Page 2 COUNCIL RESOLUTION #86 OF 2019
AUTHORIZING A 2019 CONSOLIDATED FUNDING APPLICATION (CFA) FOR A MARKET NY GRANT FOR THE NYS EQUAL RIGHTS HERITAGE CENTER
By Councilor______July 18, 2019
WHEREAS, the NYS Equal Rights Heritage Center (NYS ERHC) is opened in November of 2018 at 25 South Street in downtown Auburn, will is owned and operated by the City of Auburn in partnership with the Auburn Downtown Business Improvement District; and
WHEREAS, the NYS ERHC is a heritage-tourism promotion center that highlights the pioneering role that the people of our State have played in the ongoing quest for Equal Rights and is a vivid and immersive space that inspires visitors and motivates them to explore Auburn, the region and the State by visiting the historic and cultural attractions throughout the State where the fight for equal rights becomes tangible; and
WHEREAS, the NYS ERHC centralizes several tourism industry organizations and programs into its facility including: the City of Auburn’s Historic and Cultural Sites Commission; the Auburn Downtown Business Improvement District; The Cayuga County Office of Tourism; an I Love NY Equal Rights Heritage promotion exhibition; a Taste NY Market; and, a local and regional Visitor Information Center; and,
WHEREAS, the 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the Empire State Development’s Market NY program for which municipalities are eligible to apply; and
WHEREAS, to maximize the potential of the new NYS ERHC project the City of Auburn has initiated a new marketing initiative project specifically designed to attract visitors to the new facility; and
WHEREAS, the City of Auburn’s NYS ERHC marketing initiative project aligns with the Central New York Regional Economic Development Council’s Five-Year Strategic Plan: 2012-2016 priority goal to support the growth of a diverse economic base that will provide employment opportunities for a broad cross section of citizens across the five county region; and
WHEREAS, the City of Auburn is requesting $200,000 in funding assistance from NYS Empire State Development’s Market NY program to continue to develop and implement the marketing initiative for the new NYS ERHC, and will make available the required local match of 25%, or $50,000 from the City General Fund; and
WHEREAS, the City of Auburn does not currently have the funding to pay for 100% of the Market NY marketing initiative for the new NYS ERHC and it is necessary to obtain New York State funding assistance for the project.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Auburn, New York: 1. That the Mayor, or appointed designee, is authorized to submit an application for funding under the 2019 CFA to implement a Market NY marketing initiative for the new NYS ERHC project in an amount estimated at $200,000. in total project costs; and
2. That the City of Auburn is requesting $200,000. in funding assistance from the NYS Empire State Development’s Market NY program, and would make available the required local match of 25%, or equal to $50,000., from the City General Fund; and
3. That the Mayor, or appointed designee, is also authorized, if awarded, to execute the grant assistance contract, submit project documentation, and otherwise act for the Municipality’s governing body in all matters related to the project and state assistance; and
4. That the City Comptroller is authorized to recognize grant revenue, if awarded, and to appropriate the funds into the designated departmental or capital account(s).
5. That this resolution shall take effect immediately upon its adoption.
Seconded by Councilor______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Council Resolution #87 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Seward House Museum
Background The Seward House Museum, located at 33 South Street in Auburn is an independent 501-C3 not for profit museum that contributes significantly to our community’s quality of life and is a prominent tourist attraction within the Central and Finger Lakes regions of our state. The museum is a participating member of the City’s Historic and Cultural Sites Commission and has been a valuable and supportive neighbor to the new Equal Rights Heritage Center partnering with the center on many new initiatives.
The museum has as its mission to "inspire curiosity and foster learning about 19th century America through the lens of the William H. Seward family by providing engaging and unique experiences; to preserve, protect and care for the collection; and to sustain the historical landscape of the property".
The 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the NYS Office of Parks, Recreation & Historic Preservation (OPRHP) Program and the Seward House Museum is applying for a grant under Title 9 of the Environmental Protection Act of 1993. This application requires that the museum receive a municipal resolution of support from the City. Recommendation
Fiscal Impact None.
Page 2 COUNCIL RESOLUTION #87 OF 2019 SUPPORTING A 2019 NYS CONSOLIDATED FUNDING APPLICATION (CFA) FOR THE SEWARD HOUSE MUSEUM
By Councilor______July 18, 2019
WHEREAS, the Seward House Museum is located at 33 South Street in Auburn; and
WHEREAS, the Seward House opened to the public in 1955, was designated a National Historic Landmark in 1964, and now displays one of the most original collections of any historic home in America. In 2008 the museum established itself as its own independent 501-C3 not for profit museum, contributes significantly to our community’s quality of life and is a prominent tourist attraction within the Central and Finger Lakes regions of our state; and
WHEREAS, the Seward House Museum has as its mission to inspire curiosity and foster learning about 19th century America through the lens of the William H. Seward family by providing engaging and unique experiences; to preserve, protect and care for the collection; and to sustain the historical landscape of the property; and
WHEREAS, the Seward House Museum is a participating member of the City’s Historic and Cultural Sites Commission; and
WHEREAS, the 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the NYS Office of Parks, Recreation & Historic Preservation (OPRHP) Program and the Seward House Museum is applying for a grant under Title 9 of the Environmental Protection Act of 1993 for a park project to be located at 33 South Street, and
WHEREAS, as a requirement under the rules of this program, the said not-for profit corporation must obtain the approval/endorsement of the governing body of the municipality in which the project will be located; and
WHEREAS, this project will allow the Seward House Museum to maintain its status as one of our City’s world class tourist destinations contributing significantly to cultural tourism in our city and region.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Auburn, New York:
1. That the City Council of the City of Auburn supports the Seward House Museum with its request to the New York State Office of Parks, Recreation and Historic Preservation (OPRHP) for a grant under Title 9 of the Environmental Protection Act of 1993 for a park project to be located at 33 South Street; and
Page 1 of 3 2. The City Clerk shall forward a certified copy of this resolution to the Seward House Museum to include the resolution in its grant application.
Seconded by Councilor ______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted
Page 2 of 3 STATE OF NEW YORK ) ) SS.: COUNTY OF CAYUGA )
I, CHARLES MASON, Clerk of the City of Auburn, Cayuga County, New York (the “City”), DO HEREBY CERTIFY:
That I have compared the annexed abstract of the minutes of the meeting of the Council of the City (the “Council”), held on the 18th day of July, 2019, including the Council Resolution #87 of 2019 contained therein, with the original thereof on file in my office, and the attached is a true and correct copy of said original and of the whole of said original so far as the same relates to the subject matters therein referred to.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the City this 19th day of July, 2019.
______Charles Mason, Clerk City of Auburn, Cayuga County, New York
Page 3 of 3 COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Council Resolution #88 of 2019 Supporting a 2019 NYS Consolidated Funding Application (CFA) for the Auburn Public Theater
Background The Auburn Public Theater (APT) is a non-profit organization that has as its mission to enrich the social, cultural, and economic growth of our region by bringing people together through affordable access to live performance, cinema, arts education, and community events.
Since its founding in 2005, APT has welcomed more than 140,000 patrons to experience year-round programming in its multi-venue performing arts and community center. As a hub for theater, art, music, education and creative expression, APT has brought significant arts and cultural offerings to downtown Auburn.
APT will be submitting a grant applications in the 2019 NYS Consolidated Funding Application process and the theater’s Executive Director, Carey Eidel, has requested a resolution of support from the City Council to be submitted with their grant applications.
The CFA that the Auburn Public Theater will be submitting is a grant proposal to the New York State Council of the Arts (NYSCA) Workforce Investment, Round 9 for additional staff support for the theater. This will allow the theater to have the capacity to handle future needs once the theater's expansion is completed. Recommendation
Fiscal Impact
Page 2 COUNCIL RESOLUTION #88 OF 2019
SUPPORTING A 2019 CONSOLIDATED FUNDING APPLICATION (CFA) FOR THE AUBURN PUBLIC THEATER
By Councilor______July 18, 2019
WHEREAS, the Auburn Public Theater located at 8 Exchange Street in Auburn is a non- profit organization that has as its mission to enrich the social, cultural, and economic growth of our region by bringing people together through affordable access to live performance, cinema, arts education, and community events.; and
WHEREAS, the Auburn Public Theater contributes significantly to our community’s quality of life and is a prominent tourist attraction within the Central and Finger Lakes regions of our state and since its founding in 2005, the theater has welcomed more than 140,000 patrons to experience year-round programming in its multi-venue performing arts and community center, and
WHEREAS, the Auburn Public Theater is a participating member of the City’s Historic and Cultural Sites Commission; and
WHEREAS, the 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the New York State Council on the Arts (NYSCA) - Workforce Investment, Round 9; and
WHEREAS, the Auburn Public Theater will be submitting a grant proposal to the NYSCA Workforce Investment, Round 9 for additional staff support for the theater; and
WHEREAS, the future expansion of the Auburn Public Theater will allow the theater to increase its capacity to develop new programs aimed at increasing cultural tourism in our city and region.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Auburn, New York:
1. That the City Council of the City of Auburn supports the Auburn Public Theater with its request to the New York State Council of the Arts Workforce Investment Round 9 application; and
2. The City Clerk shall forward a certified copy of this resolution to the Auburn Public Theater to include the resolution in its grant applications. Seconded by Councilor______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Council Resolution #89 of 2019 Supporting 2019 NYS Consolidated Funding Application (CFA) for the Cayuga Museum of History and Art
Background The Cayuga Museum of History and Art – Case Research Lab is a non-profit organization that has as its mission to collect, preserve and interpret objects of historical significance from Auburn, Cayuga County and the Finger Lakes region, as well as, the preservation and interpretation of the site of the birthplace of sound on film technology. The museum is a participating member of the City’s Historic and Cultural Sites Commission.
The Cayuga Museum will be submitting a grant application in the 2019 NYS Consolidated Funding Application process and the Museum’s Executive Director, Kirsten Wise, has requested a resolution of support from the City Council to be submitted with their grant application.
Recommendation
Fiscal Impact COUNCIL RESOLUTION #89 OF 2019
SUPPORTING A 2019 CONSOLIDATED FUNDING APPLICATION (CFA) FOR THE CAYUGA MUSEUM OF HISTORY AND ART
By Councilor______July 18, 2019
WHEREAS, the Cayuga Museum of History and Art located at 203 Genesee Street in Auburn is a non-profit organization that is a premiere cultural institution that presents historic and cultural exhibits, preserves and interprets the birthplace of talking movies and operates a multi-arts performance venue; and
WHEREAS, the Cayuga Museum contributes significantly to our community’s quality of life and is a prominent tourist attraction within the Central and Finger Lakes regions of our state; and
WHEREAS, the Cayuga Museum is a participating member of the City’s Historic and Cultural Sites Commission; and
WHEREAS, the 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the New York State Council on the Arts (NYSCA) - Workforce Investment, Round 9; and
WHEREAS, the Cayuga Museum will be submitting a grant proposal to the NYSCA Workforce Investment, Round 9 for additional staff support for the museum; and
WHEREAS, the additional State funding would allow the museum to increase its capacity to develop new programs aimed at increasing cultural tourism in our city and region.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Auburn, New York:
1. That the City Council of the City of Auburn supports the Cayuga Museum of History and Art with its request to the New York State Council of the Arts Workforce Investment Round 9 application; and
2. The City Clerk shall forward a certified copy of this resolution to the Cayuga Museum to include the resolution in its grant applications.
Seconded by Councilor______
Ayes Noes Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted COUNCIL MEMORANDUM
Memorial City Hall 24 South Street Auburn, New York 13021
TO: Honorable Mayor and Members of Auburn City Council
FROM: Chuck Mason, City Clerk
DATE: July 18, 2019
RE: Council Resolution #90 of 2019
Supporting a 2019 Consolidated Funding Application (CFA) for the Schweinfurth Memorial Art Center
Background The Schweinfurth Art Center is a non-profit gallery and multi-arts facility that offers five exhibitions each year featuring regional, national and international artists. Well known annual exhibits include Quilts=Art=Quilts, Made in New York and Both Ends of the Rainbow. The art center offers a wide array of art classes and workshops for children, teens and adults. Leading quilting and fiber arts instructors from around the world teach during Schweinfurth's Quilting by the Lake conference every July and during Studio Schweinfurth surface design and quilting workshops throughout the year. Other programs include folk arts, poetry, music, dance and a variety of special events. The art center is a participating member of the City’s Historic and Cultural Sites Commission.
The art center will be submitting a grant application in the 2019 NYS Consolidated Funding Application process and the center’s Executive Director, Donna Lamb, has requested a resolution of support from the City Council to be submitted with their grant application.
The 2017 NYS CFA application that the Schweinfurth Art Center will be submitting is a grant proposal to the New York State Council on the Arts (NYSCA) Workforce Investment Round 9. The Schweinfurth Art Center plans to create the position of Facility Coordinator. The description of the new position is as follows: The Facility Coordinator is responsible for ensuring operations, security, safety, cleanliness and building services for the art center’s galleries, classrooms, offices, storage and outdoor grounds. The Facility Coordinator provides support to the Capital Projects committee. The position provides operational support for the successful production of an active program schedule including classes, lectures, exhibitions, music, receptions and other events. The Facility Coordinator acts as the chief preparer for installation and maintenance of exhibitions and related equipment.
Recommendation
Fiscal Impact
Page 2 COUNCIL RESOLUTION #90 OF 2019
SUPPORTING A 2019 CONSOLIDATED FUNDING APPLICATION (CFA) FOR THE SCHWEINFURTH MEMORIAL ART CENTER
By Councilor______July 18, 2019
WHEREAS, the Schweinfurth Art Center located at 205 Genesee Street in Auburn is a non-profit gallery and multi-arts facility that offers a wide array of exhibits, programs, art classes and workshops for children, teens and adults in our community; and
WHEREAS, the art center contributes significantly to our community’s quality of life and is a prominent tourist attraction within the Central and Finger Lakes regions of our state, and
WHEREAS, the art center is a participating member of the City’s Historic and Cultural Sites Commission; and
WHEREAS, the 2019 New York State Consolidated Funding Application (CFA) has released a request for proposals for the New York State Council on the Arts (NYSCA) - Workforce Investment, Round 9; and
WHEREAS, the Schweinfurth Art Center will be submitting a proposal to the NYSCA Workforce Investment, Round 9 for the creation of a full time position of Facility Coordinator added to the arts center staff; and
WHEREAS, the creation of a full-time Facility Coordinator to the Schweinfurth Art Center staff will allow the center to increase its capacity to develop new programs aimed at increasing cultural tourism in our city and region.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Auburn, New York:
1. That the City Council of the City of Auburn supports the Schweinfurth Art Center with its request to the New York State Council of the Arts Workforce Investment Round 9 application; and
2. The City Clerk shall forward a certified copy of this resolution to the Schweinfurth Art Center to include the resolution in its grant application. Seconded by Councilor______
Ayes Noes Abstain Councilor McCormick Councilor Giannettino Councilor Cuddy Councilor Carabajal Mayor Quill Carried and Adopted