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Resolution 2021-31542 RESOLUTION NO. 2021-31542 A RESOLUTION OF THE MAYOli AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AMENDMENT NO. 1 TO THE . AGREEMENT WITH VERMONT SYSTEMS, INC., FOR SOFTWARE LICENSE, MATIENANCE AND SUPPORT, TO ADD WEB HOSTING SERVICES PROVIDED BY THE CONTRACTOR FOR THE FINAL THREE YEARS OF THE TERM, IN THE AMOUNT OF $15,840 FOR YEARS 1 AND 2, AND $16,315 FOR YEAR 3; AND AUTHORIZING THE CITY ATTORNEY AND CITY MANAGER TO NEGOTIATE AND FINALIZE AMENDMENT NO. 1; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE AMENDMENT. WHEREAS, on September 25, 2017, the Mayor and City Commission adopted Resolution No. 2017-29996 (Exhibit "A"), waiving by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and approving and authorizing the Mayor and City Clerk to execute a Software License, Maintenance and Support Agreement with Vermont Systems, Inc. ("VSI") a three (3) year term, with two (2) additional one (1)year renewals, in an amount not to exceed $104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, inventory control, ticketing, payment processing, and related services; and WHEREAS, on May 16, 2018, the Mayor and City Commission adopted Resolution No. 2018-30298(Exhibit"B")adding an additional $3,360 for the annual maintenance to the VSI agreement, in order to standardize the software for both the Flamingo Park and Miami Beach tennis centers; and WHEREAS, the VSI agreement is set to expire in November 2022 (Exhibit "C"), and recent software updates and upgrades have concluded that it is in the City's best interest to amend the agreement for the remainder of the contract period to include web hosting services by the contractor; and WHEREAS, together with the IT Department, the Parks and Recreation Department has worked with VSI to bring the software up to date, and updates/upgrades are available to VSI customers almost twice a month, which in turn is very complex and time consuming to maintain; and WHEREAS, one of the greatest benefits of having VSI host the software is that the City will never be behind on updates/upgrades; and WHEREAS, the IT Department has met with VSI and feels confident that the hosting change meets all security measures and they currently have a plan in place to transition hosting capabilities once the amendment is executed; and WHEREAS, all future updates/upgrades will be scheduled overnight in order not to disturb operations; and WHEREAS, the additional cost to include web hosting services by the contractor is $15,840 for Year 1 and 2 and $16,315 for Year 3, which is an increase of 3%; and Page 272 of 1954 WHEREAS, the annual cost of this Amendment No. 1 is minimal compared to the amount of City staff time spent on an annual basis implementing the updates/upgrades to the system; and WHEREAS, the Administration approves adopting this Resolution to amend the Agreement to add web hosting services. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve Amendment No. 1 to the agreement with Vermont Systems, Inc., to provide a software license, maintenance and support to add web hosting services provided by the Contractor for the final three years of the term, in the amount of $15,840 for years 1 and 2, and $16,315 for year 3; and authorizing the City Attorney and City Manager to negotiate and finalize Amendment No. 1; and further authorizing the Mayor and City Clerk to execute the Amendment No. 1. PASSED AND ADOPTED this 13th day of January, 2021. Dan Gelber, Mayor ATTEST7si 1/2-cZG/ Rafael E. Granado, Cit Clerk APPROVED AS TO r' FORM&LANGUAGE 0,.'".` A FOR EXECUT 1 17 I .1YOC INCORP%OW;�WED!'• Oft Niamey # Dale Page 273 of 1954 Resolutions-C7 J MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Raul J.Aguila, Interim City Manager DATE: January 13, 2021 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AMENDMENT NO. 1 TO THE AGREEMENT WITH VERMONT SYSTEMS, INC., FOR SOFTWARE LICENSE, MAINTENANCE AND SUPPORT, TO ADD WEB HOSTING SERVICES PROVIDED BY THE CONTRACTOR FOR THE FINAL THREE YEARS OF THE TERM, IN THE AMOUNT OF $15,840 FOR YEARS 1 AND 2, AND $16,315 FOR YEAR 3;AND AUTHORIZING THE CITYATTORNEYAND CITY MANAGER TO NEGOTIATE AND FINALIZE AMENDMENT NO. 1;AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE AMENDMENT. RECOMMENDATION The Administration recommends approving and authorizing the City Manager to execute Amendment No. 1 to the agreement with Vermont Systems, Inc., to provide a software license, maintenance and support agreement, dated August 25, 2017; the purpose of said Amendment is to add web hosting services provided by the Contractor, subject to final negotiations by the Administration and review and form approval by the City Attorney; and further authorizing the Mayor and City Clerk to execute the Amendment. BACKGROUND/HISTORY Vermont Systems, Inc. ("VSI") is an employee owned company, focused on providing a range of applications that increase efficiency and productivity. Since 1988, VSI has specialized in developing fresh software products for managing recreation and parks operations for municipal, county, state, federal and military governmental entities. VSI currently has over 950 Municipal RecTrac customers with thousands of users. VSI markets and fully supports this software primarily on a national basis. The software is also marketed to private business with similar needs, such as golf courses and fitness centers. VSI has several products,two of which cater towards recreational programming and facility needs: • RecTrac recreation tracking software provides 12 integrated modules for recreation management. With options and features for any size organization, RecTrac includes: Activity Registrations, Facility Reservations, League Scheduling, Court Reservations, Trip Reservations, Tee Time Reservations, Custom Reporting and Dashboards, Pass Memberships, Point of Sale/Inventory Control, Venue Ticket Sales, Equipment/Site Rentals, Personal Trainer Scheduling and Locker Rentals. Page 211 of 1954 • WebTrac is an Integrated Internet Software that provides real-time customer access. WebTrac offers patrons the following online services: Activity Registrations, Facility Reservations, League Registrations, Court Reservations, Trip Reservations, Tee Time Reservations, Pass Memberships/Renewals, Merchandise Sales, Event Ticket Sales with Graphical Venue, Campsite/Marina Rentals, Personal Trainer Reservations and Locker Rentals/Renewals. During the September 25, 2017 City Commission Meeting, Resolution No. 2017-29996 (Exhibit A) was passed waiving, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and approving and authorizing the Mayor and City Clerk to execute a Software License, Maintenance and Support Agreement with VSI in a form acceptable to the City Manager and the City Attorney, for a three (3)year term, with two (2) additional one (1)year renewals, in an amount not to exceed $104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, inventory control, ticketing, payment processing, and related services. During the May 16, 2018 City Commission Meeting, Resolution No. 2018-30298 (Exhibit B) was passed adding an additional $3,360 for the annual maintenance to the VSI agreement, in order to standardize the software for both the Flamingo Park and Miami Beach tennis centers. ANALYSIS The VSI agreement is set to expire in November 2022 (Exhibit C). Recent software updates and upgrades have concluded that it is in the City's best interest to amend the agreement for the remainder of the contract period to include web hosting services by the contractor. Together with the IT Department, the Parks and Recreation Department has worked with VSI to bring the software up to date. Updates/upgrades are available to VSI customers almost twice a month, which in turn is very complex and time consuming to maintain. These updates/upgrades are very important for the efficiency and user-friendliness of the software. Updates in the past have included features that have greatly benefited the tennis centers internally and externally. Often these updates include the correction of bugs, which may be detrimental and is important to have pushed out to our system immediately. One of the greatest benefits of having VSI host the software is that the City will never be behind on updates/upgrades. Currently, the Parks and Recreation Department must submit a request to the IT Department to perform the update/upgrade. The IT Department must communicate with VSI to test the upgrade/update in order to proceed scheduling the implementation. Having the Contractor host the software allows for a smooth and immediate update/upgrade. The IT Department has met with VSI and feels confident that the hosting change meets all security measures and they currently have a plan in place to transition hosting capabilities once the amendment is executed. All future updates/upgrades will be scheduled overnight in order not to disturb operations. The additional cost to include web hosting services by the contractor is$15,840 for Year 1 and 2 and $16,315 for Year 3, which is an increase of 3%. The annual cost is minimal compared to the amount of City staff time spent on an annual basis implementing the updates/upgrades to the system. FINANCIAL INFORMATION The Parks and Recreation Department will cover the costs of the web hosting for a total of $15,840 for Year 1 and 2 and $16,315 for Year 3. Page 212 of 1954 Amount(s)/Account(s): FY 2021 -$15,840 Budget Account: 011-0950-000312-28-406-545-00-00-00- The remaining years will be included in the departments CSL Budget request. CONCLUSION Applicable Area Not Applicable Is this a"Residents Right Does this item utilize G.O. to Know" item. pursuant to Bond Funds? City Code Section 2-14? No No Legislative Tracking Parks and Recreation ATTACHMENTS: Description ❑ Exhibit A—Resolution No. 2017-29996 ❑ Exhibit B—Resolution No. 2018-30298 ❑ Exhibit C—Executed Vermont Systems, Inc.Agreement ❑ Resolution Page 213 of 1954 RESOLUTION NO. 2017-29996 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN . THE BEST INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT WITH VERMONT SYSTEMS, INC., IN A FORM ACCEPTABLE TO THE CITY MANAGER AND THE CITY ATTORNEY, FOR A THREE (3) YEAR TERM, WITH TWO (2) ADDITIONAL ONE (1) YEAR RENEWALS, IN AN AMOUNT NOT TO EXCEED $104,035.00 FOR THE INITIAL YEAR 1 PURCHASE PRICE, AND $10,284.00 EACH YEAR THEREAFTER FOR ANNUAL MAINTENANCE SERVICES, FOR A PARKS AND RECREATION DEPARTMENT SOFTWARE FOR ACTIVITY REGISTRATION, FACILITY RESERVATIONS, INVENTORY CONTROL, TICKETING, PAYMENT PROCESSING, AND RELATED SERVICES. WHEREAS', on August 15, 2012, Request for Proposals (RFP) No. 62-11/12 was issued to install and maintain an externally web hosted software for the City of Miami Beach Parks and Recreation Department; and WHEREAS, on January 16, 2013, the Mayor and City Commission adopted Resolution 2013-28108 accepting the recommendation of the City Manager to enter into negotiations with the second-ranked proposer, Capturepoint.com, pursuant to the RFP No. 62-11/12; and WHEREAS, on July 15, 2015, the Parks and Recreation announced the launch of Capturepoint; the web-based registration system was established to provide families with the convenience of registering and paying online for parks and recreation programs and activities, something that the previous system did not offer; and WHEREAS, although Capturepoint has provided the City with its needs as outlined in the RFP, staff has found themselves constantly requesting for items to be changed, upgraded and added in order to perform daily functions; and WHEREAS, although the online registration module is functional, the department has received multiple complaints from residents stating that it is hard to understand and not user- friendly, and the City of Miami Beach Parks and Recreation Department's needs have surpassed the capabilities that Capturepoint currently offers; and WHEREAS, technology is an instrumental piece for both staff and customers OF THE City's Parks and Recreation Department; and WHEREAS, the Department submits it is in the City's best interest to identify software that is currently being used successfully by other municipalities, can provide the required products and services without extensive customization, and is user friendly; and WHEREAS, at the March 24, 2016 IT Steering Committee meeting, Parks and Recreation staff presented its request to purchase new software for an estimated $75,000.00 for the initial year and $40,000.00 for each year thereafter; and Page 214 of 1954 WHEREAS, the IT Steering Committee voted in favor of the department's request and • the project was funded $75,000.00 through the FY 2017 budget cycle; and WHEREAS, upon the approval of funds for a new Parks and Recreation Software, staff did research based on the needs and requested information from several software companies, and also attended the 2016 Florida Recreation and Parks Association Annual Conference and met with several Parks and Recreation Software exhibitors to collect more information; and • WHEREAS, after discussing with staff and analyzing the best system to meet the needs of the City and of the community as a whole, the Parks and Recreation Department selected Vermont Systems, Inc.(VSI) as the new software provider; and WHEREAS, VSI is an employee owned company, focused on providing a range of applications that increase efficiency and productivity; and WHEREAS, VSI has specialized in developing fresh software products for managing recreation and parks operations for municipal, county, state and federal military governmental entities, and currently has over 950 Municipal RecTrac customers with thousands of users; and WHEREAS, the Parks and Recreation Department has been working with VSI to finalize a proposal that meets the City's needs and also coordinated meetings with VSI, the Finance Department and the IT Department to ensure the new software is in compliance with their requirements, in order to make the transition as smooth as possible; and WHEREAS, VSI has provided the City with a final proposal (Exhibit "A")which includes the following: • RecTrac o Activity Registration o Facility Reservations o Pass Management o Point-of-Sale/Inventory Control/Tickets o League Scheduling o Court Reservations • WebTrac (Online) o Internet Software for RecTrac Users o Activity Registration o Facility Reservations o Pass Management o League Scheduling o Court Reservations o Splash Page Options • PayTrac o Credit Card Interface • Support Services—Training o Installation Onsite o Training Onsite • Hardware o ID Card Hardware o Barcode Readers Page 215 of 1954 • 24/7 Customer Support o Unlimited Telephone Support(8:00 a.m. —8:00 p.m. EST) o 24/7 Website Customer Support Section o Comprehensive Help File o Enhancement Requests are welcome; and WHEREAS, the total cost of the software for the initial Year 1 will be $104,035.00, with a fixed cost of$10,284.00 and each year thereafter for annual maintenance/service; and WHEREAS, $75,000.00 will be funded through the funds received in FY 17 and the remaining $29,035.00 will be funded through funds identified in the Parks and Recreation Department's FY 17 budget, which will be rolled over to FY18 for this project. NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF Miami Beach, Florida, that the Mayor and City Commission hereby waive, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and approve and authorize the Mayor and City Clerk to execute a Software License, Maintenance and Support Agreement with Vermont Systems, Inc. • in a form acceptable to the City Manager and the City Attorney, for a three (3) year term, with two (2) additional one (1) year renewals, in an amount not to exceed $104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, inventory control, ticketing, payment processing, and related services. PASSED and ADOPTED this 25`t' day of September, 2017‘ ,...--- %, • ATTEST: PHILIP MAYO."At ;� ,, �'4 � ,1 . ..... , „, , _, v3E.4 - ', RAFAEL E. GRANADO 7 .. • ..!� 4 APPROVED AS t0 CITY CLERK '•.: ��, FORM&LANGUAGE :I �;. , `:- 3. TEO • &FOR EXECUTI• #h... ..`.h` ^ ., �,� / Y' • eY Date 14414 AiPage 216 of 1954 Resolutions - C7 V MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 13, 2017 • SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING, BY 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT WITH VERMONT SYSTEMS, INC., IN A FORM ACCEPTABLE TO THE CITY MANAGER AND THE CITY ATTORNEY, FOR A THREE (3) YEAR TERM, WITH TWO (2) ADDITIONAL ONE (1) YEAR RENEWALS, IN AN AMOUNT NOT TO EXCEED $104,035.00 FOR THE INITIAL YEAR 1 PURCHASE PRICE, AND $10,284.00 EACH YEAR THEREAFTER FOR ANNUAL MAINTENANCE SERVICES, FOR A PARKS AND RECREATION DEPARTMENT SOFTWARE FOR ACTIVITY REGISTRATION, FACILITY RESERVATIONS, INVENTORY CONTROL, TICKETING, PAYMENT PROCESSING,AND RELATED SERVICES. RECOMMENDATION Commission vote on waiving, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and approve and authorize the Mayor and City Clerk td execute a Software License, Maintenance and Support Agreement with Vermont Systems, Inc. in a form acceptable to the City Manager and the City Attorney, for a three (3) year term, with two (2) additional one (1) year renewals, in an amount not to exceed $104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, inventory control, ticketing, payment processing, and related services. ANALYSIS Current Parks and Recreation Software- Capturepoint On August 15, 2012, Request for Proposals (RFP) No. 62-11/12 was issued to install and maintain an externally web hosted software for the City of Miami Beach Parks and Recreation Department. On January 16, 2013, the Mayor and City Commission adopted Resolution 2013-28108 accepting the recommendation of the City Manager to enter into negotiations with the second-ranked proposer, Capturepoint.com, pursuant to the RFP No. 62-11/12. On July 15, 2015, the Parks and Recreation Department announced the launch of Capturepoint. The web-based registration system was established to provide families with the convenience of registering and paying online for parks and recreation programs and activities, something that the Pogo 88E of 2954 previous system did not offer. Feedback on the City's Use of Capturepoint Since Capturepoint's launch two (2) years ago, Parks and Recreation staff has had several ongoing issues with the software. Although Capturepoint has provided the City with its needs as outlined in the RFP, staff has found themselves constantly requesting for items to be changed, upgraded and added in order to perform daily functions. Capturepoint has had to be customized extensively and still does not have the capabilities to provide the services and uses that the department has found necessary to service the public efficiently. Most importantly, although the online registration module is functional, the department has received multiple complaints from residents stating that it is hard to understand and not user-friendly. Simply stated, the City of Miami Beach Parks and Recreation Department's needs have surpassed the capabilities that Capturepoint currently offers. The City of Miami Beach Parks and Recreation is a large department and technology is an instrumental piece for both staff and customers on a daily basis.As a result, the department feels it is in the City's best interest to identify software that is already in existence, is currently being used successfully by other municipalities, can provide the products and services we need without extensive customization and is user friendly. The department has found that there are many other needs that are important to have in a software, other than the minimum requirements outlined in the RFP that Capturepoint provided. At the March 24, 2016 IT Steering Committee meeting, Parks and Recreation staff presented its request to purchase new software for an estimated $75,000.00 for the initial year and $40,000.00 for each year after. The new software would include the following general abilities: • Activity Registration • Facility Reservations • Camp Registration • League Registration & Scheduling • Court Reservations • Membership • Pass Management • Point of Sale and Inventory • Public Online Access • Reports of all types • Customized Pricing • Marketing Tools (Email/Text Message System) • 24 Hour Support • Integration with the City's Financial System: Munis • As Low Impact as Possible to the Customers Building New Profiles • Priority Registration Features The IT Steering Committee voted in favor of the department's request and the project was funded$75,000.00 through the FY 2017 budget cycle. Identifying a New Software Upon the approval of funds for a new Parks and Recreation Software, staff did research based Pago d on the needs and requested information from the following software companies: • ACTIVE Network • Vermont Systems, Inc. (RecTrac/ WebTrac) • Red • Maximum Solutions Inc. Parks and Recreation staff also attended the 2016 Florida Recreation and Parks Association Annual Conference and met with several Parks and Recreation Software exhibitors to collect more information. After analyzing what each company had to offer and receiving feedback from the municipalities that currently use them, staff requested a demo from ACTIVE Network, Vermont Systems and Red. Overall, after discussing with staff and analyzing the best system to meet the needs of the City and of the community as a whole, the Parks and Recreation Department selected Vermont Systems, Inc. as the new software provider. The department contacted several cities to obtain their feedback on their experience with Vermont Systems, Inc. and received positive reviews. About Vermont Systems, Inc. (VIS) VSI is an employee owned company, focused on providing a range of applications that increase efficiency and productivity. Since 1988, VSI has specialized in developing fresh software products for managing recreation and parks operations for municipal, county, state and federal military governmental entities. VSI currently has over 950 Municipal RecTrac customers with thousands of users. VSI markets and fully supports this software primarily on a national basis. The software is also marketed to private business with similar needs, such as golf courses and fitness centers. VSI has several products, two of which cater towards recreation: • RecTrac recreation tracking software provides 12 proven, integrated modules for management of your recreation organization. With options and features for any size organization, RecTrac includes: Activity Registrations, Facility Reservations, League Scheduling, Court Reservations, Trip Reservations, Tee Time Reservations, Custom Reporting and Dashboards, Pass Memberships, Point of Sale/Inventory Control, Venue Ticket Sales, Equipment/Site Rentals, Personal Trainer Scheduling and Locker Rentals. • WebTrac is an Integrated Internet Software bringing the power of Internet to recreation. WebTrac provides for real-time customer access. Offer patrons the following online services: Activity Registrations, Facility Reservations, League Registrations, Court Reservations, Trip . Reservations, Tee Time Reservations, Pass Memberships/Renewals, Merchandise Sales, Event Ticket Sales with Graphical Venue, Campsite/Marina Rentals, Personal Trainer Reservations and Locker Rentals/Renewals. Some of VSI's Florida clients include: • City of Aventura • City of Boca Raton • City of Boynton Beach • Broward County Parks and Recreation • City of Cape Coral • City of Clearwater P&199 OAP of2 • City of Coral Gables • City of Deerfield Beach • City of Delray Beach • City of Doral • City of Hallandale Beach • City of Hialeah • Village of Key Biscayne • City of Kissimmee • City of Largo • City of Fort Lauderdale • City of Melbourne • City of Miami Springs • City of Miramar • City of North Miami Beach • Orange County Parks and Recreation • Palm Beach County • Village of Pinecrest • City of Plantation • Seminole County • City of Tampa Parks and Recreation Vermont Systems, Inc. (VIS) Offer to the City of Miami Beach The Parks and Recreation Department has been working with VSI to finalize a proposal that meets all their needs. The department also setup meetings with VSI, the Finance Department and the IT Department to ensure the new software is in compliance with their requirements, in order to make the transition as smooth as possible. VSI has provided the City with a final proposal (Exhibit"A")which includes the following: • RecTrac o Activity Registration o Facility Reservations o Pass Management o Point-of-Sale/Inventory Control/Tickets o League Scheduling o Court Reservations • WebTrac (Online) o Internet Software for RecTrac Users o Activity Registration o Facility Reservations o Pass Management o League Scheduling o Court Reservations o Splash Page Options • PayTrac o Credit Card interface • Support Services—Training o Installation Onsite o Training Onsite • Hardware Page 999 of.2909 o ID Card Hardware o Barcode Readers • 24/7 Customer Support o Unlimited Telephone Support (8:00 a.m.—8:00 p.m. EST) o 24/7 Website Customer Support Section o Comprehensive Help File o Enhancement Requests are welcome VSI has also confirmed that they will import our current household information free of charge and they have a GL Interface to Munis. The IT Department has also opted to host this software internally, which brought down the annual maintenance/service cost greatly. In order to obtain the best competitive pricing, the Parks and Recreation Department worked with the Procurement Department in finding contracts in which the City could possibly piggy-back from. The two (2) contracts that were being analyzed were from Orange County, FL and Deerfield Beach, FL. The Orange County, FL contract was found to be the contract that was in the best interest of the City and had all the areas outlined in VS l's proposal above. Unfortunately, the Procurement Department determined that the City would be unable to piggy-back from the Orange County, FL contract since it included hosting fees and the City will be self-hosting, which greatly brings down the cost. For this reason, the department decided to use the Orange County, FL contract pricing and ask for a waiver of bid. The total cost of the software for the initial Year 1 will be $104,035.00 and every year thereafter will be a fixed cost of $10,284.00 for an annual maintenance/service fee. $75,000.00 will be funded through the funds received in FY 17 and the remaining $29,035.00 will be funded through funds identified in the Parks and Recreation Department's FY 17 budget, which will be rolled-over to FY 18 for use, subject to Commission approval. Estimated Timeline of New Software Implementation As soon as the agreement is signed, VSI will schedule a planning meeting with the Parks and Recreation Department to finalize a timeline. VSI is currently scheduling initial training trips into the middle of the first quarter of 2018. Atypical installation has a go-live average of six to eight weeks after that first trip. We are projecting to be scheduled to begin the initial installation and training no later than March/April 2018; however, it is contingent upon the legal approval of the agreement. CONCLUSION Commission vote on waiving, by 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the best interest of the City, and approve and authorize the Mayor and City Clerk to execute a Software License, Maintenance and Support Agreement with Vermont Systems, Inc. in a form acceptable to the City Manager and the City Attorney, for a three (3) year term, with two (2) additional one (1) year renewals, in an amount not to exceed $104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, inventory control, ticketing, payment processing, and related services. Page B20 of 2954 FINANCIAL INFORMATION The total cost of the software for the initial Year 1 will be $104,035.00 and every year after will be a fixed cost of $10,284.00 for an annual maintenance/service fee. $75,000.00 will be funded through the funds received in FY 17 and the remaining $29,035.00 will be funded through funds identified in the Parks and Recreation Department's FY 17 budget,which will be roll-over to'FY 18 for use,subject to Commission approval. Amount 1 $75,000.00 Account 1 552-0640-000356 Amount 2 $29,035.00 Account 2 011-0950-000312-28-406-545-00-00-00- Total $104,035.00 Legislative Tracking Parks and Recreation ATTACHMENTS: Description a Exhibit A—Final Proposal from Vermont Systems, Inc. ❑ Exhibit B —Sample Software License, Maintenance and Support Agreement a Resolution ❑ P&R Software Funds Available P e8§8®f 2654 Vermont Proposal Summary Pricing VSI Quote Number: 64193 v v f .,,._,�c r `f. %'` '•-_,„•4'rr •..-- ; ;:rt 3 ! -V' Please See Detail Breakdown Recreation & Porks SofitNrare on Following Pages Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation, Miami Beach, FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson,Senior Sales Rep(joshuak@vermontsystems.com) Quote Date: 07/10/2017 Purchase Annual Estimated Total Description Price Maint/Svs Shipping' Price RecTrac-Workgroup Multi-User Software • Application Software $23,700.00 $4,460.00 $0.00 $28,160.00 Progress OpenEdge Software $4,740.00 $892.00 $0.00 $5,632.00 VSI-Add-Ons $1,500.00 $300.00 $0.00 $1,800.00 Support Services-Training&Expenses $17,070.00 $0.00 $0.00 $17,070.00 Total RecTrac: $47,010.00 $5,652.00 $0.00 $52,662.00 ID Systems -Workgroup Multi-User Software • Application Software $1,080.00 $190.00 $0.00 $1,270.00 Progress OpenEdge Software $216.00 $38.00 $0.00 $254.00 ID Card Hardware $12,275.00 $0.00 $255.00 $12,530.00 • Barcode Readers $1,675.00 $0.00 $65.00 $1,740.00 • Total ID Systems: $15,246.00 $228.00 $320.00 $15,794.00 WebTrac-Workgroup Edition Application Software $15,850.00 $3,170.00 $0.00 $19,020.00 • Progress OpenEdge Software $3,170.00 $634.00 $0.00 $3,804.00 VS1-Add-Ons $1,250.00 $0.00 $0.00 $1,250.00 Support Services-Training&Expenses $7,705.00 $0.00 $0.00 $7,705.00 Total WebTrac: $27,975.00 $3,804.00 $0.00 $31,779.00 PayTrac -Workgroup Multi-User Software Application Software $3,000.00 $600.00 $0.00 $3,600.00 Support Services-Training&Expenses $200.00 $0.00 $0.00 $200.00 Total PayTrac: $3,200.00 $600.00 $0.00 $3,800.00 VSI TOTALS Application Software $43,630.00 $8,420.00 $0.00 $52,060.00 Progress OpenEdge Software $8,126.00 $1,564.00 $0.00 $9,690.00 ID Card Hardware $12,275.00 $0.00 $255.00 $12,530.00 Barcode Readers $1,676.00 $0.00 $65.00 $1,740.00 VSI-Add-Ons $2,750.00 $300.00 $0.00 $3,050.00 Support Services-Training&Expenses $24,975.00 $0.00 $0.00 $24,975.00 Grand Totals: $93,431.00 $10,284.00 $320.00 $104,035.00 'NOTE: Shipping Is FOB-Odgin (Plea Tax Where Applicable/Includes Shipping FOB-Origin) Pine 844 of 2284 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1 Verniont RecTrac Workgroup Multi-User Software Recreation Tracking Software fir ('''''+ r----A-,. VSI Quote Number: 64193 r : ry , ,f ,, ,`: ,,.�,.,:_�� �-•��^,��,.;. Please Review Notes on Last Page ecre.cillofi & parks Soft+lvtirW Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach, FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson,Senior Sales Rep(joshuak@vermontsystems.com) Quote Date: 07/10/2017 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each Activity Registration (V-RT-MU-AR) $2,750.00 $2,750.00 $490.00 1 Each Facility Reservations (V-RT-MU-FR) $2,750.00 $2,750.00 $490.00 1 Each Pass Management (V-RT-MU-PM) $2,750.00 $2,750.00 $490.00 i 1 Each Point-of-Sale/Inventory Control/Tickets (V-RT-MU-PS) $2,750.00 $2,750.00 $490.00 2 1 Each League Scheduling (V-RT-MU-LS) $1,950.00 $1,950.00 $350,00 1 Each Court Reservations (V-RT-MU-CR) $1,950.00 $1,950.00 5350.00 2 1 Each Incident Processing and Reporting (V-RT-MU-IC) $0.00 $0.00 $0.00 1 Each Systems Administration(required) (V-RT-MU-SA) $400.00 $400.00 $400.00 3 28 Each Additional Users Over 2(TOTAL 30 concurrent users) (V-RT-MU-AU) $300.00 $8,400.00 $1,400.00 Total Application Software: $23,700.00 $4,460.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appi Server&RDBMS (T-PG-MU-OE) $4,740.00 $4,740.00 $892.00 4 Total Progress OpenEdge Software: $4,740,00 $892.00 VSI-Add-Ons 1 Each RecTrac General Ledger Interface (V-RT-IN-GL) $1,500.00 $1,500.00 $300.00 5 Total VSI-Add-Ons: $1,500.00 $300.00 Support Services -Training & Expenses 10 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $7,500.00 $0.00 2 Day(s) Travel Time (X-S-TNG-09) $375.00 $750.00 $0.00 14 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $4,620.00 $0.00 6 2 Each Expense Airfare(estimated-pay actual only) (X-X-A1R) $1,200.00 $2,400.00 $0.00 12 Hour(s) Phone/Webex Setup or Training/Hr.(Min 15 Min/$37.50) (X-S-TNP-01) $150.00 $1,800.00 $0.00 7 Total Support Services-Training&Expenses: $17,070.00 $0.00 Total Software,Hardware and Support Services $47,010.00 $5,652.00 Grand Total - RecTrac: $52,662.00 *NOTE:Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin) The Court and League Module will be trained on via WebEx sessions at a later time. Pogo B84 of 2955 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#2 Vr ID Systems Workgroup Multi-User Software ePass Management Photo/Plastic Photo ID Card System i Ct r VSI Quote Number: 64193 s c-� : `' ` _: x I Please Review Notes on Last Page Pricing Is Valid For 120 Days I`ecrr3r31ion?& par SoftwareSoftwa Hardware Pricing Is Subject to Change Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach, FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson,Senior Sales Rep(Joshuak@vermontsystems.com) Quote Date: 07/10/2017 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each Pass Mgmt ID Integration-Photo ID Card/Biometric (V-RT-MU-PMI) $1,080.00 $1,080.00 $0.00 $190.00 Total Application Software: $1,080.00 $0.00 $190.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appi Server&RDBMS (T-PG-MU-OE) $216.00 $216.00 $0.00 $38.00 4 Total Progress OpenEdge Software: $216.00 $0.00 $38.00 ID Card Hardware 10 Each P3500s/P3000/P4000/P5500 Color Ribbon 250 C/R (S-PID-PL-14) $105.00 $1,050.00 $40.00 $0.00 5 Each P3500s 1-Side ID Card Printer,Efhernet/USB 18spc (H-PID-PL-11) $1,750.00 $8,750.00 $105.00 $0.00 8 • 5 Each Polaroid P3500s ID Card Printer Cover (H-PID-PL-11-X-CV) $35.00 $175.00 $20.00 $0.00 10 Each P3500s/P5500/P3000/P4000 Color Ribbon 500 C/R (S-PID-PL-13) $175.00 $1,750.00 $60.00 $0.00 e 5 Each Blank White PVC Cards-30Mil(1000 each) (PID-PVC-C-30) $110.00 $550.00 $30.00 $0.00 Total ID Card Hardware: $12,275.00 $255.00 $0.00 Barcode Readers 5 Each Honeywell MK75800 1D/2D Genesis Imager,USB Cable (H-SCR-HY-10) $335.00 $1,675.00 $65.00 $0.00 10 5 Each MK7580 Custom Configuration for VSI software (H-BCR-HY-11-X-C) $0.00 $0.00 $0.00 $0.00 >> Total Barcode Readers: $1,675.00 $65.00 $0.00 Total Software,Hardware and Support Services $15,246.00 $320.00 $228.00 Grand Total - ID Systems: $15,794.00 *NOTE:Shipping Is FOB-Origin (Plus Tax Whore Applicable/Includes Shipping FOB-OrlgIn) Customer currently has desktop camera's they will use Pave 883 of 2954 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#3 i WebTrac Workgroup Edition Vermont Real-Time Internet Software 47 (.•, --1. -, _ VSI Quote Number: 64193 ?P ,, AIL-Pc-Ai.._, s ,1(,:.-- Please Review Notes on Last Page Reclecilion & Parks Software Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation, Miami Beach, FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 ' Approved By: Joshua Karson, Senior Sales Rep Uoshuak@vermontsystems,com) Quote Date: 07/10/2017 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each WebTrac Internet Software 26-39 RecTrac Users (V-WT-MU-IS-26) $7,750.00 $7,750.00 $1,550.00 12 1 Each WebTrac Activity Registrations (V-WT-MU-AR) $1,450.00 $1,450.00 $290.00 is 1 Each WebTrac Facility Reservations (V-WT-MU-FR) $1,450.00 $1,450.00 $290.00 13 • 1 Each WebTrac Pass Registrations/Renewal (V-WT-MU-PM) $1,450.00 $1,450.00 $290.00 is 1 Each WebTrac League Scheduling (V-WT-MU-LS) $1,250.00 $1,250.00 $250.00 13 1 Each WebTrac Court Reservations (V-WT-MU-CR) $1,250.00 $1,250.00 $250.00 13 1 Each WebTrac/RecTrac Workgroup Agents (V-WT-MU-AU) $1,250.00 $1,250.00 $250.00 t4 Total Application Software: $15,850.00 $3,170.00 Other Available Products of Interest WebTrac Point of Sale/Tickets Price: $1,450.00 /Maint./Services: $290.00 • Progress OpenEdge Software 1 Each OpenEdge Application Server Software (T-PG-MU-WB) $3,170.00 $3,170.00 $634.00 4 Total Progress OpenEdge Software: $3,170:00 $634.00 VSI-Add-Ons ' 1 Each WebTrac First Style Sheet Service Intital&Major (V-WT-IN-SS-1) $750.00 $750.00 $0.00 to 1 Each Standard Splash Page Options (V-WT-CP-SP) $500,00 $500.00 $0.00 is Total VSI-Add-Ons: $1,250.00 $0.00 Support Services-Training & Expenses 5 Day(s) Installation/Training,Municipal,On-Site/Day (X-S-TNG-01) $750.00 $3,750.00 $0.00 1 Day(s) Travel Time (X-S-TNG-09) $375.00 $375.00 $0.00 6 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $1,980.00 $0.00 6 1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) $1,200.00 $1,200.00 $0.00 4 Hour(s) Phone/Webex Setup or Training/Hr.(Min 15 Min/$25) (X-S-TNP-01) $100.00 $400.00 $0.00 7 Total Support Services-Training&Expenses: $7,705.00 $0.00 Total Software,Hardware and Support Services $27,975.00 $3,804.00 Grand Total -WebTrac: $31,779.00 'NOTE: Shipping Is FOB-Origin (Plus Tex Where Applicable i Includes Shipping FOB-Origin) Pap 124 of 495 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#4 I Vermont PayTrac Workgroup Multi-User Software , VSI Quote Number: 64193 aq. .. Please Review Notes on Last Page , ,-. t x 1:::::.> Software Pricing Is Valid For 120 Days Recreation Parks Software Pricing Is Subject to Change Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation, Miami Beach, FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson,Senior Sales Rep(joshuak@vermontsystems.com) Quote Date: 07/10/2017 Unit Extended Estimated Annual Qty Unit Description Price Price Shipping* Maint/Svs Application Software 1 Each VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI) $3,000.00 $3,000.00 $0.00 $600.00 17 Total Application Software: $3,000.00 $0.00 $600.00 Magstripe Readers 0 Each Credit Card EMV(Chip&Pin)Device (H-PIN-99) $695.00 $0.00 $0.00 $0.00 is Total Magstripe Readers: $0.00 $0.00 $0.00 Support Services -Training & Expenses • 2 Hour(s) Phone/Webex Setup or Training/Hr.(Min 15 Min/$25) (X-S-TNP-01) $100.00 $200.00 $0.00 $0.00 7 Total Support Services-Training&Expenses: $200.00 $0.00 $0.00 Total Software,Hardware and Support Services $3,200.00 50.00 $600.00 Grand Total - PayTrac: $3,800.00 'N0TE1 shipping le FOB.Origin (Plus Tax Wham Applicable/Includes Shipping 500.Origin) Credit card processing hardware Is determined based upon the Gateway you choose to utilize. Customer wold liuke to use non-encrypted meg stripe readers they already own. Also currently interface with First Data. Rive WEel2W 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems,com Page#5 Proposal Summary Pricing VerrnOnt VSI Quote Number: 64193 \ssilo . i' Please See Detail Breakdown l ecfealion & Pori(5 Software on Following Pages Description: Vermont Systems Pricing Prepared For: Miami Beach Parks &Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson, Senior Sales Rep Goshuak@vermontsystems.com) Quote Date: 07/10/2017 1 Standard PMP software enables(optional)capture of photo image during registration,and display of photo during Visit Check-In. You can also add the PMP ID software interface to print multi-color plastic photo ID cards. 2 In order to use the graphical touch screen option in other modules,you must also license the POS Inventory module. 3 The Workgroup System Is quoted for those organizations with 2.39 concurrent users, The pricing for the actual number of licensed concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2(concurrent). 4 VSI uses Progress OpenEdge software to develop and deploy its'software applications,and also embeds the required Progress OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its'applications. 5 You can select any of the current nearly 100 standard GL interfaces and 4 AP interfaces at this price. If a custom interface is needed,VSI will provide a quote,after reviewing the requirements.The implementation procedures for all interfaces are as follows: The VSI trainer will select(default)the appropriate vendor Interface in RecTrac/GolfTrac and show customer how to generate the batch export file that contains the summary or detailed transactions for the day(or any date range). At this point,it Is the customer's responsibility to contact the financial software vendor to arrange for assistance to import the batch file for posting to the cash receipts or general ledger system. 6 The included expenses are ESTIMATED for airfare,lodging,meals,parking,tolls,and rental vehicle(for non-flyingtrips,car rental can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls,there may be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip Is complete. 7 Time quoted is estimated.Actual time used will be billed. 8 P3500 S 1-Side Plastic ID Card Printer,18cps Color/5cps Mono,Ethernet/USB,Windows XPNista/W7/W/10 Server 2008/2012. P3500S Energy Star printer includes USB Cable,PS,3-Year Swap Out Parts&Labor Warranty Service including Printhead. 4th year warranty does not include the Printhead and motherboard. Annual Servicing/Cleaning and Hot Swap program for those customers purchasing ID card supplies through VSI. 9 RI-PO-3-0100.P3500S/P3000/P4000 Color Ribbon,500 Cards Per Ribbon YMCK-T(If P5500 250 Color Front/250 Color Back) Each Polaroid ribbon includes a Cleaning Roller,Cleaning Card,and Snap Swab.Visible Light and Infrared bar code readers read bar codes printed with YM.CKO ribbons. 10 Honeywell MK7580G-2 Genesis Bar Code Imager USB Kit,1D/2D,PDF17,Gray,Type A 3M Cable(9.5'-Cb1-500-300-S00)), Power Supply,EasylD Software,Documentation,and VSI Custom Configuration. USB keyboard emulation Is standard with optional Serial or Parallel emulation.Standard keyboard emulation used to connect reader to dedicated computer. This scanner can be used for RecTrac Background Visit Check-In by configuring it for Serial.Emulation using the same USB cable. This enable the computer to be used for other functions,while It Is also being used to scan visitor ID cards. 11 Custom Configuration for VSI application software,so plug and play out of the box. 12 WebTrac Internet Software,which.includes all patron mobile WebTrac functions,enables your patrons to process WebTrac transactions real-time using a browser. The WebTrac software does NOT Inciude.hosting services,which are quoted separately. If your IT department or your off-premise web hosting vendor doesn't allow third party software to be Installed on its web server,then VSI can provide this web hosting service for a nominal monthly fee. Please discuss this issue with your IT department or your off-premise web hosting vendor to determine whether or not VSI should quote the web hosting fee. VSI bills the web only hosting fee on an annual basis. After the first year,this amount is added to your annual maintenance invoice. 13 WebTrac modules require respective RecTrac licensed modules in order to process web transactions. 14 WebTrac Agents needed are provided to process WebTrac online transactions.Each Agent can service approximately 20 simultaneous requests. Paw Z26 of 29543 12 Market Place,Essex Junction,VT. 05452 877-883-8757 www,vermontsystems.com Page#6 Proposal Summary Pricing Vermont VSl Quote Number: 64'193 • Please See Detail Breakdown Recreation & Parks Software on Following Pages Description: Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach,FL • Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miarnibeachfl.gov Fax Number: (786)394-4363 Approved By: Joshua Karson,Senior Sales Rep(joshuak@vermontsystems.com) Quote Date: 07/10/2017 • 15 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible.After you have finalized your WebTrac page specifications;you will be asked to sign an approval form.VSI will provide the stylesheet programming services and then ask you to verify that theresults match your specs.If you ask for additional changes following the completion of the Initial styling then each major change request is priced at$750.00. Minor&Seasonal change requests are priced at$375.00 each. 16 The Standard Splash Page Option offers a choice of any one of 14 standard spash pages,and they are available on the VSI website for your review. You decide which standard or combination of multiple standards is best for your organization. The$500 fee includes VSI support to assist you to implement the template on your site, This typically takes 2-4 hours. Any time over 4 hours due to change requests will be charged at$100/hour.. Any design changes to the standard templates that require custom programming will be charged at$140/hour. 17 The VSI ERI(External Redirect Interface)fee applies to any of the credit card vendor options, • 18 The specific credit card EMV(Chip and Pin)device delivered depends on the PayTrac solution you select. This line item is used as a placeholder for budgeting purposes. The different devices range in price from$500-$750. • Pfte 224F/121/S54 12 Market Place,Essex Junction,VT. 05452 877-883-8757 • www.vermontsystems.com Page#7 • Vermont Standard Sales Agreement 2-15-2017 �Syste RaaaoItu,6 Pmk+So6msv c+o Standard Sales Agreement 2-15-2017 The attached VSI Software License, Maintenance and Support Agreement are for your review. The original of this Agreement, along with all modified Customer Agreements, are maintained in our VSI financial software database. You may use this Agreement to make any desired additions,deletions, or changes, and return to VSI for review(please use the Track Changes tool). VSI will print the final agreed upon version of this Agreement for signature by both parties. The licensed software can be installed on a customer's servers or on the VSI hosting servers. Along with licensed software,VSI provides the option for no hosting (customer or another vendor hosts software), WebTrac web server hosting only, or both web server and database hosting. Software licenses with annual maintenance are priced separately from hosting services. If you have any questions, please contact the VSI Sales department at your convenience. 1 ���®190®t t954 Vermont Standard Sales Agreement 2-15-2017 \ISystems R9c,oOtion A Packs SolirA:o Dear, Thank you for making Vermont Systems your choice for application software and support services.We look forward to working closely with you and your staff. Enclosed please find two original sets of the VSI Software License, Maintenance and Support Agreement and Exhibits. If this Agreement meets with your approval, please complete the following: 1. Page 1 of the Agreement. Enter the executed date. 2. Page 1 of the Agreement, Article 2.3. Please check your preference for your annual maintenance cycle. If your fiscal year does not fall on any of the dates listed, please choose the one that best fits your cycle. 3. Sign the signature page 4. Initial each page as noted 5. Fill out the Tax Exempt Form and indicate your sales tax status 6. Return one set to VSI. As soon as we receive your signed Agreement,April Leafey,our Project Manager will assign a Trainer to your account and contact you to schedule a conference call for planning your installation. April's contact information is aprill@ vermontsystems.com or 800-883-8757, ext 3087. As part of the follow up, your primary Trainer will contact you to review the software Planning Guide in preparation for the training. If you should have any questions, please contact us at your convenience. Sincerely, • Sarah Otoka Sales Administrator • 2 Vermont Standard Sales Agreement 245-2017 • NISystems Roaao��on Q fait ROIN:CA Resale & Exempt Organization Certificate Of Exemption Suppliers Name: Vermont Systems,Inc. 12 Market Place Essex Junction, VT 05452 Description of Purchased Articles: Software Please Check Applicable Lines: _Purchase by Retailer,Wholesaler for Resale _Purchase by 501C which is Religious, Educational or Scientific _Direct Purchase by Governmental Unit _Purchase by Volunteer Fire Dept, Ambulance Co., Rescue Squad Are you exempt from paying sales tax? Yes or No Name/Address of Purchaser: Customer Name: Address: City, State,Zip: Federal ID Number: Purchaser's Primary Business: I Certify that I am authorized to sign this certificate of exemption and that,to the best of my knowledge and belief, it is true and correct and made in good faith. Signature: Title: Name: Date: 3 Page fib32 of 295 Vermont Standard Safes Agreement 245-2017 \ISystems koc'eo'I n 8 Pmt,5o!two'o Software License, Maintenance And Support Agreement This SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT("Agreement"), is made and entered into on , by and between Vermont Systems,Inc., a Vermont corporation (hereinafter"VSI", and (hereinafter"Customer"), collectively referred to herein as the"Parties"or singularly"Party". • In consideration of the mutual covenants and obligations expressed herein, the Parties agree to the following: Article 1 — Software License 1.1 VSI hereby grants the Customer and the Customer thereby accepts a perpetual, non- transferable, and non-exclusive right to use the Licensed Software and Related Materials, as described in the attached Exhibit B price quote. The Licensed Software includes Related Materials, such as online User Reference Manuals, Sample Reports,Installation Planning Guides,Installation Instructions,On-Line Help, and Sample Training Database with Tutorials. 1.2 VSI uses the Progress OpenEdge V11 Development software to develop its' applications and deploys using the OpenEdge Workgroup or Enterprise RDBMS (embedded database)with RDBMS support for 4GL, SQL,ODBC,JDBC, and Enterprise Cluster Manager Integration, and • OpenEdge Application Server, Basic and Enterprise Editions with Replication. Therefore, Progress software with RDBMS is required to operate the application software by platform type, and pricing is included in the attached Exhibit B. The client uses a standard HTML and Java Script browser interface 1,3 The license granted herein authorizes the Customer to install the Licensed Software on the designated computer platform using one copy of the programs to support live processing, training, and disaster recovery databases without incurring additional license charges. Further, the Customer can make copies of the Licensed Software for safe keeping purposes. Article 1.3 does not apply, if VSI is providing full hosting services. 1.4 At any time,the Customer can add software and user licenses under the terms of this Agreement by paying the additional license and maintenance fees. The total number of authorized user workstations permitted to use the Licensed Software is limited to the number listed in Exhibit B pricing. Article 2 —Annual Software Maintenance and Support Services 2.1 VSI shall provide the Customer with Software Maintenance and Software Support services for the Licensed Software in accordance with VSI standard Sales and Support Policies, as described in Exhibit A.The extent of support services being provided to the Customer are specifically listed in Exhibit B pricing. 4 VSI Initials Customer.IInitials,: . . Page 901.of 2954 Vermont Standard Sales Agreement 2-15-2017 \#'Systems Ravconon A r,rtt So6vac 2.2 The Annual Software Maintenance support shall include distribution of product update releases that include software repairs and enhancements subsequent to the initial purchase. Biennial software updates with database conversions will also be provided in accordance with VSI standard Sales and Support Policies, as described in Exhibit A,while periodic program only updates are available at any time on the VSI web site. If VSI is providing full hosting services, VSI will provide software installation and upgrade services and coordinate both with each Customer. 2.3 The Software Maintenance and Support fee will be billed annually, and it becomes effective on the first day of your January 1'1_, May 15t_,July 1st_, or_October 1St fiscal year for one year. New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. 2.4 The required Software Maintenance and Support Agreement will,automatically renew annually, unless the Customer notifies VSI in writing prior to the end of the fiscal year that the Customer is terminating VSI Maintenance Support. VSI reserves the right to increase the annual maintenance fees up to 3%annually,although VSI has rarely increased these fees in the past.Customers can contact VSI in advance to obtain a firm quote for the next fiscal year. 2.5 The Customer is licensed to use the VSI software indefinitely, even if it terminates annual maintenance support. The Customer is the sole owner of its'data,whether Customer hosted or VSI hosted. If VSI hosted and the Customer terminates use of the VSI software, VSI agrees provide a copy of the database to the Customer in readable format. Article 3 —Software Training and Installation Services 3.1 Training is offered at the Customer site, at VSI(12 Market Place, Essex Junction, Vermont),and remotely based on a quoted daily or hourly rate,as described in the Exhibit A, VSI standard Sales and Support Policies. 3.2 Any training services and estimated charges for each Customer, including the number of training days, and travel, lodging, meals, and other expenses, are itemized in Exhibit B. All training dates must be mutually agreed upon by VSI and the Customer. The Customer can request a change of training dates and number of training days. However, if a change is made after travel arrangements have been completed,the Customer will be responsible for any additional costs incurred as a result of the changes. 3.3 If VSI is providing other Installation Services, such as hardware and network operating system installation and setup services,they will be listed in Exhibit B pricing, as well. 3.4 The Customeris responsible for reimbursing VSI for all reasonable expenses,such as travel, lodging, meals, and other expenses necessary to complete the training, as requested by the Customer. While the estimated out-of-pocket expenses are listed in Exhibit B, only the actual expenses will be billed to the Customer, unless the Customer requires a fixed price in advance. 5 VSI Initials Customer,Initials Page 204 of 2964 Vermont Standard Sales Agreement 2-15-2017 \FSystems RacreoEon 6 Park,Sohwora 3.5 VSI will honor training and other services quotes for up to 120 days, but reserves the right to modify these rates thereafter. Article 4 — VSI Hosting Services 4.1 Web Server Hosting Service - if the WebTrac software is being licensed, it requires a web server, either in-house or hosted,to link the Customer's transaction server with the internet. If the Customer selects the VSI web server hosting service, as described in Exhibit D, for a minimum of one year,the fee will be included in Exhibit B and it will be billed annually in advance. New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. Web Server Hosting does/does not apply to this Agreement. 4.2 Full Hosting Services - if the Customer selects full VSI hosting services for a minimum of one year,whereby the VSI application software and Progress software are installed on VSI servers at either VSI's Eastern or Western data center,the monthly fee for this option will be included in Exhibit B. Full Hosting Services includes web server hosting, as described in Article 4.1. Since VSI will/will not be providing full hosting services for the Customer, Exhibit E hosting services specifications do/do not apply to this Agreement. 4.3 The Full Hosting Services guaranteed rate for one year, includes the Platinum/Gold/Silver level services and features,as described in Exhibit F. Article 5 — Charges and Payment 5.1 Customer On-Premise Hosted Software—if the Customer is installing the software on its own servers,the Licensed Software charges will be billed to the Customer following the initial training session, and will be due within 30 days. The initial Software License fee includes downloading the software and documentation from VSI's FTP web site. All major software upgrades with database changes are obtained the same way. Customers are alerted when program only updates become available,so that they can download at their convenience. Article 5.1 does/does not apply to this Agreement. 5.2 VSI Full Hosted Software: if VSI is installing the software on VSI servers at either its' Eastern or Western data center,the Licensed Software charges will be billed to the Customer when the software applications become available for Customer use, and will be due within 30 days. 5.3 VSI Full Hosting Services:the first partial month for full hosting services payment will be invoiced on the first day of the month following availability for Customer use, and all subsequent monthly payments are clue on the first day of each month, unless the Customer has agreed to an annual payment in advance. 5.4 The Customer shall pay all applicable sales, consumer use, and other taxes required by law, unless it is exempt from any or all of these taxes. If tax-exempt,the Customer must provide a tax exemption certificate. 6 VSI Initials Custom t Initials Pogo 605 of 1964 Vermont Standard Sales Agreement 2-15-2017 \ISystems Roveoiion A Pamk,Sotnvo,o 5.5 VSI will invoice the Customer for training and installation services, along with travel and other expenses, immediately following the completion of each occurrence of training or other services. Article 6—Security of Programs 6.1 The Customer shall be solely responsible for the supervision and control of the licensed Customer hosted software to ensure that it is stored in a secure location for Customer use only and that no unauthorized and unlicensed third party gains access to it. VSI is responsible for the security of all VSI hosted software. 6.2 Under no circumstances shall the Customer be authorized to perform Reverse Engineering of the software object code, in order to illegally generate source code. Article 7—Warranties • 7.1 VSI warrants that it has the right to license the Licensed Software, and that there are no pending liens, claims, or encumbrances against the software. 7.2 VSI warrants that the software shall conform to its published specifications in the Related Materials, including, but not limited to,the Capabilities Summary, On-Line Help, Reports Manual, User Reference Manual,and Training Tutorials. VSI warrants that the software is merchantable, in that it will properly install and operate according to the specifications herein. 7.3 VSI warrants to the Customer that it is solvent, not in bankruptcy proceedings or receivership, nor is it engaged in any proceedings,which would have an adverse effect on its ability to perform its obligations under this Agreement. 7.4 VSI warrants that there has been no violation of copyrights or patent rights in connection with the Licensed Software in this Agreement. VSI shall indemnify and save harmless the Customer from any suit or proceeding brought against the Customer by reason of any such infringement or any wrongful use. VSI will defend or settle any such claim,although the Customer shall be entitled to be independently represented by counsel of its own choice. Article 8— Limitation of Liability 8.1 Except for the warranties specified in Section 7,VSI grants no warranties, expressed or implied, including, but not limited to any implied warranties of fitness for a particular purpose. Notwithstanding anything to the contrary in this Agreement, it is expressly agreed that neither VSI nor the Customer shall be liable to the other Party for special, incidental, indirect, or consequential damages,or for any loss or claim by either Party. • 8.2 Liability Insurance. VSI provides the Customer with a Certificate of Liability Insurance with the Customer named as the Certificate Holder. The standard coverage's with limits and insurer(s) are listed in the attached Exhibit C.If a customer requires insurance coverage beyond the 7 VSI Initials Customer Initials. :: . . Pogo OM of 196 Vermont Standard Sales Agreement 2-15-2017 \Systems Recreation d Pork'SoOvroro standard limits provided by the VSI Certificate of Insurance,then the customer can either accept the VSI standard coverage at no additional charge or pay for the additional insurance coverage at VSI cost. 8.3 The Parties agree that the laws of the State of Vermont will govern this Agreement, and that the venue for legal resolution shall be in Chittenden County,Vermont. Article 9 — Risk of Loss 9.1 For Customer hosted installations, the risk of loss or destruction, regardless of the cause, shall be the responsibility of VSI until the Licensed Software and Related Materials have been • delivered to the Customer's premises or downloaded to the Customer's servers. For VSI hosted installations,VSI will be responsible for the risk of loss or destruction. 9.2 For Customer hosted installations, the Customer shall be responsible for verifying that the Licensed Software and Related Materials have been received, installed on the designated computer(s), and are operational, unless the Agreement specifies that VSI will install the Licensed Software as part of the on-site training. For VSI full hosted installations,VSI will be responsible for installing the software on either its' Eastern or Western data center server. Article 10— Personal Information Protection 10.1 Customer On-Premise Hosted Software &Database: if the Customer installs the VSI application software on its' own servers,the Customer will be responsible for the SSL(Secure Socket Layer)to protect confidentiality of patron data flow between the server and the user workstations. To protect data at rest,VSI offers the chargeable Progress TDE (Transparent Data Encryption) software option to encrypt user-selected sensitive data fields to secure them from unauthorized access. Article 10— Personal Information Protection --Continued 10.2 VSI Hosted Software & Database:VSI will provide the SSL(Secure Socket Layer) Certificate for the hosting servers to protect the flow of data between the hosting servers and the Customer's remote users, as described in Exhibit E. The Progress TDE (Transparent Data Encryption)software to protect data at rest is included with VSI hosting services at no additional charge.If a breach occurs, VSI will notify the Customer immediately regarding the extent of the breach, so that the Customer can notify its' patrons that a breach of security has occurred. Article 11—Application Source Code 11.1 The Source Code for all VSI application software, along with a list of licensed customers, is held in escrow by VSI's Escrow Agent, Kolvoord, Overton, &Wilson,Attorneys,at 6 Joshua Way, Suite B, Essex Junction,Vermont 05452,Attn:Jason Ruwet 802-878-3346, 8 __R_ VSI Initials CustomerInitials: .. .. Page(30Z of 2954 Vermont Standard Sales Agreement 2-15-2017 VSystems tracmron F oo,rs Sohveoro jfrCtessexvtlaw.com. The source code held in escrow is updated after each software release, If VSI defaults in providing software maintenance support due to company failure, or bankruptcy, or discontinuance of said service by VSI, it will notify the Customer and the Escrow Agent that it is in default. The Escrow Agent will then make the source code available to the Customer within thirty days of written notice for Customer support use only. Article 12 — Independent Contractor 12,1 In performing the work under this Agreement,VSI acts as an Independent Contractor and is solely responsible for necessary and adequate workers' compensation insurance,as well as personal injury and property damage.insurance. Article 13 — Change Orders or Extensions 13.1 The Customer may require changes in the scope of services to be performed by VSI. Such changes, including any increase or decrease in compensation amount, must be mutually agreed upon in writing by the Customer and VSI. VSI shall be compensated for all authorized changes in services. Article 14—Authorization and Entire Agreement. 14.1 Each party represents and warrants that it has the power and ability to enter into this Agreement,to grant the rights stated herein, and to perform the duties and obligations described herein. 14.2 This Agreement and the attached Exhibits A, B, C, D, E, F constitute the entire Agreement between Vermont Systems and the Customer. Exhibit D does/does not apply to this Agreement. 14.3 If any term or other provision of this Agreement is invalid, illegal or incapable of being enforced,then all other conditions and provisions of this Agreement shall nevertheless remain in full force and effect. 9. :____ VSI Initials Customer Initials Page 208 of 295 Vermont Standard Sales Agreement 2-15-2017 \(SC,cc.0 on d emb ystems Sdnro:e Vermont Systems, Inc. Customer Authorized Signature Authorized Signature Giles Willey, President Printed Name and Title Printed Name and Title Date Date • 10 • Page '=':. ®f SW RESOLUTION NO. 2018-30298 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE, AT ITS APRIL 20, 2018 • MEETING, AND AUTHORIZING THE PURCHASE OF A TENNIS SOFTWARE SYSTEM FROM VERMONT SYSTEMS, INC, IN AN AMOUNT NOT TO EXCEED $8,000.00 FOR A TRAINING SESSION AND $3,360.00 ANNUALLY FOR THE ANNUAL MAINTENANCE FEE, TO STANDARDIZE THE SOFTWARE FOR • BOTH TENNIS CENTERS, AND APPROVING, IN SUBSTANTIAL FORM, • AMENDMENT NO. 2 TO THE AGREEMENT BETWEEN THE CITY AND MIAMI BEACH TENNIS MANAGEMENT, LLC FOR TENNIS MANAGEMENT AND OPERATIONS SERVICES AT THE CITY'S FLAMINGO TENNIS CENTER; SAID • • AMENDMENT, IN MATERIAL PART: (1) ACKNOWLEDGING THE RENEWAL OF THE LAST ONE-YEAR RENEWAL OPTION (JUNE 1, 2018- MAY 31, 2019) AND CONTRACTOR'S EDUCATIONAL COMPACT FUND CONTRIBUTION, IN THE AMOUNT OF $10,000; (2) PROVIDING THE CITY WITH UTILIZATION OF • COURTS FOR CITY PRODUCED TENNIS RELATED SPECIAL EVENTS AND/OR CITY SPONSORED SPECIAL EVENTS SUCH AS LOCAL AND INTERNATIONAL TENNIS TOURNAMENTS; (3) INCREASING THE ANNUAL MEMBERSHIP FEES AND ADDING LANGUAGE ADDRESSING LIGHT FEES; (4) INCLUDING USE OF CLUB BASKETS; (5) UPDATING THE TENNIS SOFTWARE PROVIDER; AND (6) UPDATING VARIOUS OTHER CLAUSES, INCLUDING REMOVING MISCELLANEOUS INAPPLICABLE LANGUAGE, SUBJECT TO FINAL NEGOTIATIONS BY THE ADMINISTRATION AND REVIEW AND FORM APPROVAL BY THE CITY ATTORNEY; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE FINAL AMENDMENT. • WHEREAS, on July 14, 2014, the City and Miami Beach Tennis Management, LLC ("Contractor") executed the Agreement to provide Professional Tennis Management and Operations Services at the City's Flamingo and North Shore Tennis Centers Agreement (the "Agreement"); and • WHEREAS, on July 26, 2017, the Mayor and City Commission adopted Resolution No. 2017-29935, approving Amendment No. 1 to the Agreement, said Amendment, in material part, providing for the removal of the North Shore Tennis Center from the scope of the Agreement and reducing the Minimum Guarantee payments due to the City, accordingly (the Agreement and Amendment No. 1 shall be collectively referred to herein as the"Agreement"); and WHEREAS, at the March 7th Commission Meeting, a discussion regarding the renegotiation of the Agreement was referred to the Finance and Citywide Projects Committee ("FCWPC"); and • • WHEREAS, the Agreement is set to expire on May 31, 2018; and Page 240 of 1954 - WHEREAS, the City met with Contractor to discuss the following proposed changes to • the Agreement: Modification to Section 2: Centers to be Managed 2.2 Language regarding conducting a site inspection prior to the commencement date of the Agreement has been deleted as it is no longer relevant. Modification to Subsection 3.3: Food and Beverage Service 3.3.5 Language regarding the requirement of Food Service Management Certification has been deleted as it is no longer relevant. • Modification to Subsection 3.4: Sale of Tennis Pro Shop Related Items and Services Language included that the Contractor will provide a club basket available for use on a first come first serve basis for members and resident nonmembers. Use of the club basket will be for a fee of $10.00 per hour for members and $20.00 per hour plus court fees for nonmembers. Usage of the club basket will be limited to no more than 2 players on a court. Modification to Subsection 3.6: Personnel Background. ID Badge Requirements Language regarding required City ID's for Contractor personnel has been deleted as it is no longer relevant. Modification to Subsection 4.4: Reconciliation of Accounts as of Commencement Date Deleted entirely as it is no longer relevant. Modification to Subsection 8.6: Migration of Employees Deleted entirely as it is no longer relevant. • Modification to Subsection 10: Tennis Fees, Charges and Programs & Related Services to be Provided 10.1 Weather and light fee language modified to provide that If the playtime of a tennis user (of a court, lesson, clinic, etc.) is interrupted due to weather, resulting in less than 30 minutes of play, the user will be entitled to a reimbursement/pay-out/raincheck. If there is a weather interruption, but the play time exceeded 30 minutes, it will be at the discretion of the Contractor whether or not to offer a reimbursement/pay-out/raincheck. Furthermore, light fees will only be charged to non-members. Those purchasing memberships will not be required to pay light fees. 10.7 Computer software system language deleted and replaced to reflect that Contractor will utilize the City's current recreation software system (i.e RecTrac/WebTrac) for the purposes of tracking reservations, financials, memberships, concessions, merchandise, etc. Modification to Subsection 11.2: Building(s) and Facilities Maintenance Language included that the Contractor is responsible for servicing the landscaped • area within the Center in accordance with City standards. • Modification to Subsection 11.5: Equipment Language included to add the ice machine and note the Contractor is required to , maintain ice machine at Its own cost and expense. -- - Page 241 of 1954 1 i Language referencing the $16,000.00 credit paid to Miami Beach Tennis Management by the City for equipment purchased by Miami Beach Tennis Management to operate and maintain the North Shore Tennis Center was removed. Modification to Subsection 17.2 City Special Events Language deleted and replaced with language providing that the City reserves the right to utilize the Center for City produced tennis related special events and/or other City sponsored special events productions, such as focal and international tennis tournaments, at no charge for a minimum of 224 court days. Under certain circumstance and with City approval, the City may allow for the Contractor to negotiate a per court usage fee if additional courts are required that exceed the minimum of 224 court days. The City at any time may require the use of all courts at no cost to the City with the approval of the City Commission. Contractor would retain any income related to the special event and/or production as it pertains to food and beverage concessions, stringing and merchandise sales, and providing that facility usage for events may include use of: locker rooms, activity rooms and office space, umpire chairs, umbrellas, coolers, scoreboards, net-sticks and the like. Further, providing that if the City and Contractor cannot reach agreement, the Contractor will be required to cease and desist operations during the term of, and in the area of the special event and/or production. • WHEREAS, in order to standardize the software for both tennis centers, the City will purchase a tennis software from Vermont Systems, Inc, in an amount not to exceed $8,000.00 for a training session and $3,360.00 annually for the annual maintenance fee; and WHEREAS, at the March 13, 2018 Finance and City-Wide Projects Committee meeting, the Committee instructed staff to negotiate with contractors during contract renewal negotiations for a possible contribution to the City's Education Compact Fund to support the City's Educational Initiatives; and WHEREAS, staff from the Parks and Recreation and Procurement Departments met with the Contractor to discuss a possible contribution to the Education Compact Fund and Contractor agreed to contribute $10,000, payable in quarterly installments during the term of the renewal; and WHEREAS, at the direction of the City Commission, the discussion of the proposed modifications to the Agreement with Contractor was heard at the April 4th, 2018 Parks and Recreational Facilities Advisory Board meeting, where the Board unanimously passed the following motion: The Parks and Recreational Facilities Advisory Board motions to favorably recommend extending the one year renewal of the Management Agreement with Miami Beach Tennis Management to include the amendments made to the Agreement as discussed at our Board meeting; and WHEREAS, the Parks and Recreational Facilities Advisory Board also discussed current tennis membership fees and recommended an increase to the fees which have not been raised since 2003, and unanimously passed the following motion: The Parks and Recreational Facilities Advisory Board motions to recommend increasing tennis membership fees and eliminating light fees for members; and • WHEREAS, Resolution 2003-25299 established an administrative process to review all •• City fees based on a threshold change in the Consumer Price Index (CPI) in concert with a Page 242 of 1954 survey of fees for similar services in surrounding communities or an increased cost for providing such service; and WHEREAS, staff conducted research on fee scales for similar tennis complexes located in cities such as Coral Gables, Sunrise, North Miami Beach, Pembroke Pines and Hollywood and, based upon the research, the Administration is recommending a slight increase in the annual tennis membership fees for adults and families; and WHEREAS, at the April 20, 2018 FCWPC meeting, Committee members discussed the proposed changes to the Agreement, including the use of club baskets and secure payments, and recommended the removal of the dual membership option for the proposed amendment, leaving it open for discussion at a future time; and WHEREAS, the Administration recommends approving, in substantial form, Amendment No. 2 to the Agreement, incorporated herein by reference and attached to the City Commission Memorandum accompanying this Resolution. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that Mayor and City Commission hereby accept the recommendation of the Finance and Citywide Projects Committee, at its April • 20, 2018 meeting, and authorize the purchase of a tennis software system from Vermont Systems, Inc., in an amount not to exceed $8,000.00 for a training session and $3,360.00 annually for the annual maintenance fee, to standardize the software for both tennis centers, and approve, in substantial form, Amendment No. 2 to the agreement between the City and Miami Beach Tennis Management, LLC for Tennis Management and Operations Services at the City's Flamingo Tennis Center; said Amendment, in material part, (1) acknowledging the renewal of the last one-year renewal option (June 1, 2018 — May 31, 2019) and Contractor's Educational Compact Fund contribution, in the amount of $10,000; (2) providing the City with utilization of courts for City produced tennis related special events and/or City sponsored special events such as local and international tennis tournaments; (3) increasing the annual membership fees and adding language addressing light fees; (4) including use of club baskets; (5) updating the tennis software provider; and (6) updating various other clauses, including removing miscellaneous inapplicable language, subject to final negotiations by the Administration and review' and form approval by the City Attorney; and further authorize the Mayor and City Clerk to execute the final Amendment. PASSED AND ADOPTED this 16th day of May, 2018. „4 47 *iINCORPORATED?* ':4°1pan Gelber, Mayor ATTEST: '+ RG;H 26k'�°r Z U, • -PROVED S TO 3� FOR+ :'LA UAGE Rafae E. Granado, City Clerk R E • UTION �f Page 243 of 1954 pia A orney �. Date Vermont Standard Sales Agreement 8-25-2017 \I'Systems Standard Sales Agreement 8-25-2017 The attached VSI Software License, Maintenance and Support Agreement are for your review. The original of this Agreement,along with all modified Customer Agreements, are maintained in our VSI financial software database. You may use this Agreement to make any desired additions,deletions,or changes,and return to VSI for review (please use the Track Changes tool). VSI will print the final agreed upon version of this Agreement for signature by both parties. The licensed software can be installed on a customer's servers or on the VSI hosting servers. Along with licensed software,VSI provides the option for no hosting(customer or another vendor hosts software), WebTrac web server hosting only,or both web server and database hosting. Software licenses with annual maintenance are priced separately from hosting services. If you have any questions, please contact the VSI Sales department at your convenience. sales@vermontsystems.com Tel:877-883-8757 Page 1 Page 244 of 1954 Vermont Standard Sales Agreement 8-25-2017 \I Systems August 25,2017 Dear Vianca, Thank you for making Vermont Systems your choice for application software and support services. We look forward to working closely with you and your staff. Enclosed please find the standard VSI Software License, Maintenance and Support Agreement with appropriate Exhibits. If you wish to make changes to the standard Agreement, please do so and return it to VSI for review and approval. If this Agreement meets with your approval, please complete the following: 1. Page 1 of the Agreement. Enter the executed date. 2. Page 1 of the Agreement,Article 2.3. Please check your preference for your annual maintenance cycle. If your fiscal year does not fall on any of the dates listed, please choose the one that best fits your cycle. • 3. Sign the signature page 4. Initial each page as noted 5. Fill out the Tax Exempt Form and indicate your sales tax status 6. Return the original to VSI for signature. VSI will sign and send the original to you,while retaining a copy for VSI records. As soon as we receive your signed Agreement,April Leafey, our Project Manager will assign a Trainer to your account and contact you to schedule a conference call for planning your installation. April's contact information is aprill@vermontsystems.com or 800-883-8757 x3087. As part of the follow up, your primary Trainer will contact you to review the software Planning Guide in preparation for the training. If you should have any questions, please contact us at your convenience. Sincerely, Sarah Otoka Sales Administrator sales@vermontsystems.com Tel:877-883-8757 Page 2 Page 245 of 1954 Vermont Standard Sales Agreement 8-25-2017 \I°Systems Resale & Exempt Organization Certificate of Exemption Suppliers Name: Vermont Systems, Inc. 12 Market Place Essex Junction,VT 05452 Description of Purchased Articles: Software Please Check Applicable Lines: _Purchase by Retailer,Wholesaler for Resale _Purchase by 501C which is Religious, Educational or Scientific X Direct Purchase by Governmental Unit Purchase by Volunteer Fire Dept,Ambulance Co., Rescue Squad Are you exempt from paying sales tax? X Yes or No Name/Address of Purchaser: Customer Name:Jimmy L. Morales Address: 1700 Convention Center Drive City,State,Zip: Miami Beach, FL 33139 Federal ID Number: 59-6000372 Purchaser's Primary Business: Government Agency I Certify that I :m authorif to sign this certificate of exemption and that,to the best of my knowledge a ,> belief,it true and correct and made in good faith. Signature: t't�� � Title:City Manager sumwor- Name:Jimm I L. Mora -s Date: I( 1/7 ?"/ . ATTEST' It in 1-2 n: " ,.fir.(-1C{�' ,�,\il t71 �'• � ''a i;►cl l., Granado,City Clerk V; •:11\ i 7 \-z;'•. t,�ti„ '��L% sales@vermontsystems.com Te ••' � �f Page 3 Page 246 of 9.c iH 2c?< Vermont Standard Sales Agreement 8-25-2017 (Systems Software License, Maintenance and Support Agreement This SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT("Agreement"),is made and entered into on , by and between Vermont Systems, Inc.,a Vermont corporation (hereinafter "VSI",and City of Miami Beach, Florida(hereinafter"Customer"), collectively referred to herein as the "Parties" or singularly"Party". In consideration of the mutual covenants and obligations expressed herein,the Parties agree to the following: Article 1—Software License Li VSI hereby grants the Customer and the Customer thereby accepts a perpetual,non-transferable,and non-exclusive right to use the Licensed Software and Related Materials,as described in the attached Exhibit B price quote. The Licensed Software includes Related Materials,such as online User Reference Manuals,Sample Reports, Installation Planning Guides, Installation Instructions,On-Line Help, and Sample Training Database with Tutorials. 1.2 VSI uses the Progress OpenEdge V11 Development software to develop its'applications and deploys using the OpenEdge Workgroup or Enterprise RDBMS(embedded database)with RDBMS support for 4GL,SQL,ODBC,JDBC, and Enterprise Cluster Manager Integration,and OpenEdge Application Server, Basic and Enterprise Editions with Replication. Therefore, Progress software with RDBMS is required to operate the application software by platform type,and pricing is included in the attached Exhibit B. The client uses a standard HTML and Java Script browser interface 1.3 The license granted herein authorizes the Customer to install the Licensed Software on the designated computer platform using one copy of the programs to support live processing,training,and disaster recovery databases without incurring additional license charges. Further,the Customer can make copies of the Licensed Software for safe keeping purposes. Article 1.3 does not apply, if VSI is providing full hosting services. 1.4 At any time,the Customer can add software and user licenses under the terms of this Agreement by paying the additional license and maintenance fees. The total number of authorized user workstations permitted to use the Licensed Software is limited to the number listed in Exhibit B pricing. 1.5 The term of this Agreement shall be(3)three years with (2)two 1-year renewals. Article 2—Annual Software Maintenance and Support Services 2.1 VSI shall provide the Customer with Software Maintenance and Software Support services for the Licensed Software in accordance with VSI standard Sales and Support Policies,as described in Exhibit A. The extent of support services being provided to the Customer are specifically listed in Exhibit B pricing. sales@vermontsystems.com Tel:877-883-8757 Page 4 Page 247 of 1954 Vermont Standard Sales Agreement 8-25-2017 VSystems 2.2 The Annual Software Maintenance support shall include distribution of product update releases that include software repairs and enhancements subsequent to the initial purchase. Biennial software updates with database conversions will also be provided in accordance with VSI standard Sales and Support Policies,as described in Exhibit A,while periodic program only updates are available at any time on the VSI web site. If VSI is providing full hosting services,VSI will provide software installation and upgrade services and coordinate both with each Customer. 2.3 The Software Maintenance and Support fee will be billed annually,and it becomes effective on the first day of your October 1St fiscal year for one year, New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. 2.4 The Customer is licensed to use the VSI software indefinitely,even if it terminates annual maintenance support. The Customer is the sole owner of its' data,whether Customer hosted or VSI hosted. If VSI hosted and the Customer terminates use of the VSI software,VSI agrees provide a copy of the database to the Customer in readable format. Article 3 —Software Training and Installation Services 3.1 Training is offered at the Customer site,at VSI (12 Market Place, Essex Junction,Vermont), and remotely based on a quoted daily or hourly rate,as described in the Exhibit A,VSI standard Sales and Support Policies. 3.2 Any training services and estimated charges for each Customer,including the number of training days, and travel, lodging, meals,and other expenses, are itemized in Exhibit B. All training dates must be mutually agreed upon by VSI and the Customer. The Customer can request a change of training dates and number of training days. However,if a change is made after travel arrangements have been completed,the Customer will be responsible for any additional costs incurred as a result of the changes. 3.3 If VSI is providing other Installation Services, such as hardware and network operating system installation and setup services,they will be listed in Exhibit B pricing, as well. 3.4 The Customer is responsible for reimbursing VSI for all reasonable expenses,such as travel, lodging, meals,and other expenses necessary to complete the training,as requested by the Customer. VSI quotes per diem for meals based on GSA rates, unless the Customer requests actual receipts. While the other estimated out-of-pocket expenses are also listed in Exhibit B,only the actual expenses will be billed to the Customer, unless the Customer requires a fixed price in advance. 3.5 VSI will honor training and other services quotes for up to 120 days, but reserves the right to modify these rates thereafter. sales@vermontsystems.com Tel:877-883-8757 Page 5 Page 248 of 1954 Vermont Standard Sales Agreement 8-25-2017 \(Systems Article 4—VSI Hosting Services— (does not apply to this Agreement) 4.1 Web Server Hosting Service-if the WebTrac software is being licensed, it requires a web server,either in-house or hosted,to link the Customer's transaction server with the internet. If the Customer selects the VSI web server hosting service,as described in Exhibit D,for a minimum of one year,the fee will be included in Exhibit B and it will be billed annually in advance. New customers will be charged on a prorated basis from the first day of the installation month through the end of the current fiscal year. Web Server Hosting does not apply to this Agreement. 4.2 Full Hosting Services-if the Customer selects full VSI hosting services for a minimum of one year, whereby the VSI application software and Progress software are installed on VSI servers at either VSI's Eastern or Western data center,the monthly fee for this option will be included in Exhibit B. Full Hosting Services includes web server hosting,as described in Article 4.1. Since VSI will not be providing full hosting services for the Customer, Exhibit E hosting services specifications do not apply to this Agreement. 4.3 The Full Hosting Services guaranteed rate for one year, includes the Platinum/Gold/Silver level services and features,as described in Exhibit F. Exhibit F does not apply to this Agreement. Article 5— Charges and Payment 5.1 Customer On-Premise Hosted Software—if the Customer is installing the software on its own servers, the Licensed Software charges will be billed to the Customer following the initial training session,and will be due within 30 days. The initial Software License fee includes downloading the software and documentation from VSI's FTP web site. All major software upgrades with database changes are obtained the same way. Customers are alerted when program only updates become available,so that they can download at their convenience. 5.2 VSI Full Hosted Software: if VSI is installing the software on VSI servers at either its' Eastern or Western data center,the Licensed Software charges will be billed to the Customer when the software applications become available for Customer use,and will be due within 30 days. Articles 5.2 and 5.3 do not apply to this Agreement. 5.3 VSI Full Hosting Services:the first partial month for full hosting services payment will be invoiced on the first day of the month following availability for Customer use,and all subsequent monthly payments are due on the first day of each month;unless the Customer has agreed to an annual payment in advance. 5.4 The Customer shall pay all applicable sales,consumer use,and other taxes required by law, unless it is exempt from any or all of these taxes. If tax-exempt,the Customer must provide a tax exemption certificate. 5.5 VSI will invoice the Customer for training and installation services, along with travel and other expenses, immediately following the completion of each occurrence of training or other services. sales@vermontsystems.com Tel:877-883-8757 Page 6 Page 249 of 1954 Vermont Standard Sales Agreement 8-25-2017 \ISystems Article 6—Security of Programs 6.1 The Customer shall be solely responsible for the supervision and control of the licensed Customer hosted software to ensure that it is stored in a secure location for Customer use only and that no unauthorized and unlicensed third party gains access to it. VSI is responsible for the security of all VSI hosted software. 6.2 Under no circumstances shall the Customer be authorized to perform Reverse Engineering of the software object code,in order to illegally generate source code. Article 7—Warranties 7.1 VSI warrants that it has the right to license the Licensed Software, and that there are no pending liens, claims,or encumbrances against the software. 7.2 VSI warrants that the software shall conform to its published specifications in the Related Materials, including, but not limited to,the Capabilities Summary, On-Line Help, Reports Manual, User Reference Manual, and Training Tutorials. VSI warrants that the software is merchantable, in that it will properly install and operate according to the specifications herein. 7.3 VSI warrants to the Customer that it is solvent, not in bankruptcy proceedings or receivership, nor is it engaged in any proceedings,which would have an adverse effect on its ability to perform its obligations under this Agreement. 7.4 VSI warrants that there has been no violation of copyrights or patent rights in connection with the Licensed Software in this Agreement. VSI shall indemnify and save harmless the Customer from any suit or proceeding brought against the Customer by reason of any such infringement or any wrongful use. VSI will defend or settle any such claim,although the Customer shall be entitled to be independently represented by counsel of its own choice. Article 8— Limitation of Liability 8.1 Except for the warranties specified in Section 7,VSI grants no warranties,expressed or implied, including, but not limited to any implied warranties of fitness for a particular purpose. Notwithstanding anything to the contrary in this Agreement, it is expressly agreed that neither VSI nor the Customer shall be liable to the other Party for special, incidental,indirect,or consequential damages,or for any loss or claim by either Party. 8.2 Liability Insurance. VSI provides the Customer with a Certificate of Liability Insurance with the Customer named as the Certificate Holder. The standard coverage's with limits and insurer(s)are listed in the attached Exhibit C. If a customer requires insurance coverage beyond the standard limits provided by the VSI Certificate of Insurance,then the customer can either accept the VSI standard coverage at no additional charge or pay for the additional insurance coverage at VSI cost. sales@vermontsystems.com Tel:877-883-8757 Page 7 Page 250 of 1954 Vermont Standard Sales Agreement 8-25-2017 \ISystems 8.3 The Parties agree that the laws of the State of Florida will govern this Agreement, and that the venue for legal resolution shall be in Miami-Dade County, Florida. Article 9— Risk of Loss 9.1 For Customer hosted installations,the risk of loss or destruction, regardless of the cause,shall be the responsibility of VSI until the Licensed Software and Related Materials have been delivered to the Customer's premises or downloaded to the Customer's servers. For VSI hosted installations,VSI will be responsible for the risk of loss or destruction. 9.2 For Customer hosted installations,the Customer shall be responsible for verifying that the Licensed Software and Related Materials have been received,installed on the designated computer(s),and are operational, unless the Agreement specifies that VSI will install the Licensed Software as part of the on- site training. For VSI full hosted installations,VSI will be responsible for installing the software on either its' Eastern or Western data center server. Article 10— Personal Information Protection 10.1 Customer On-Premise Hosted Software&Database:if the Customer installs the VSI application software on its'own servers,the Customer will be responsible for the SSL(Secure Socket Layer)to protect confidentiality of patron data flow between the server and the user workstations.To protect data at rest,VSI offers the chargeable Progress TDE(Transparent Data Encryption) software option to encrypt user-selected sensitive data fields to secure them from unauthorized access. 10.2 VSI Hosted Software& Database:VSI will provide the SSL(Secure Socket Layer)Certificate for the hosting servers to protect the flow of data between the hosting servers and the Customer's remote users,as described in Exhibit E. The Progress TDE(Transparent Data Encryption)software to protect data at rest is included with VSI hosting services at no additional charge. If a breach occurs,VSI will notify the Customer immediately regarding the extent of the breach,so that the Customer can notify its' patrons that a breach of security has occurred. Article 11—Application Source Code 11.1 The Source Code for all VSI application software,along with a list of licensed customers, is held in escrow by VSI's Escrow Agent, Kolvoord,Overton,&Wilson,Attorneys,at 6 Joshua Way,Suite B, Essex Junction,Vermont 05452,Attn:Jason Ruwet 802-878-3346, ifrc essexvtlaw.com. The source code held in escrow is updated after each software release. If VSI defaults in providing software maintenance support due to company failure, or bankruptcy, or discontinuance of said service by VSI, it will notify the Customer and the Escrow Agent that it is in default. The Escrow Agent will then make the source code available to the Customer within thirty days of written notice for Customer support use only. sales@vermontsystems.com Tel:877-883-8757 Page 8 Page 251 of 1954 d.... 'acs 3r2•-.. art a-.5 Article 12— Independent Contractor 12.1 In performing the work under this Agreement,VSI acts as an Independent Contractor and is solely responsible for necessary and adequate workers'compensation insurance,as well as personal injury and property damage insurance. Article 13—Change Orders or Extensions 13.1 The Customer may require changes in the scope of services to be performed by VSI. Such changes, including any Increase or decrease in compensation amount,must be mutually agreed upon in writing by the Customer and VSI. VSI shall be compensated for all authorized changes in services. Article 14—Authorization and Entire Agreement 14.1 Each party represents and warrants that it has the power and ability to enter Into this Agreement,to grant the rights stated herein,and to perform the duties and obligations described herein. 14.2 This Agreement and the attached Exhibits A,B,&C constitute the entire Agreement between Vermont Systems and the Customer. 14.3 If any term or other provision of this Agreement is invalid,illegal or incapable of being enforced,then all other conditions and provisions of this Agreement shall nevertheless remain in full force and effect. Vermont Systems, Inc. Custo er mar, Authorized Signature - Author(/ed Signet re Giles Willey.President Jimmy . Morales City Manager _ Printed Name and Title Printed ame and Title • II (Co (r7 Date Date ATCESTg / APPROVED AS TO Authorized Signature(Customer) r FORM&LANGUAGE FOR EXECUTION ? Mean Gelber, f t;�laul ts.Granado, w. , J Q!v fit/` �..� 4 1 'i• • -- Printed Name and Title `ms `s .r+ ;Vv., ao'.> � �.::.` ;:•., �. �, is Date i.; ;`� p�RAIEia t: ' 20 Page 252 of 1954 Vermont Sales And Support Policies `(Systems Exhibit A 6/15/2017 Sales And Support Policies Exhibit A 6/15/2017 1. Software License The application software license is a one-time fee,which provides for the perpetual use of the software. While a deposit may not be required, the full software license fee is due for all accounts within 30 days of completion of the first training session. The Progress OpenEdge Vii Application Server software and Personal,Workgroup, or Enterprise Relational Database Management System (RDBMS imbedded database)software licenses are also required to operate the VSI application software using a browser. 2. Annual Software Maintenance and Support The required annual maintenance support fee is prorated from the first day of the installation month to the end of the first fiscal year, and thereafter, it is due annually on the first day of each new fiscal year. This fee includes the following: • Worldwide telephone(800 US&Canada)and web support for VSI and Progress software five (5) days/week, Monday-Friday, 8am-8pm ET,and availability of chargeable Extended Hours Pager Support Monday—Friday, Bpm—lOpm ET,and Saturday, Sunday, &Holidays 8am-5pm ET. Further, Pre-Arranged Standard& Non-Standard Hours Standby Telephone Support is available,as described in Section 4 below. The following are included as part of the annual maintenance fee: • Maintenance and repair of application software malfunctions with an acknowledgement response, as described in the Call Process,Section 5 below. • One major application software upgrade every two years, along with multiple periodic updates. Major upgrades usually require a database conversion,while other periodic updates are program only.Enhancements are based primarily on user requests, but they also include an extensive number of VSI initiated improvements,all of which are added at the discretion of VSI. The status of all VSI software releases is available on VSI's web site at www.vermontsystems.com. Further,VSI notifies all Customers regarding the status and availability of all software releases in its' quarterly newsletter. Customers must contact VSI to schedule major software upgrades,which are downloaded from VSI's FTP site by Customers that host on premise. VSI upgrades software for all VSI hosted Customers. • One biennial database conversion by VSI via FTP or WebEx during standard VSI business hours. VSI FTP/WebEx database conversion services are only chargeable,if started and/or completed during non-standard VSI business hours (before 8am and after 5pm ET, Monday through Friday and on weekends and holidays). Please note that all non- Aa lesOvermontsystems.com on-;ales(avermontsvatems.com Tel:877-883-8757 Page 1 Page 253 of 1954 Vermont Sales And Support Policies Ne Systems Exhibit A 6/15/2017 production database conversions are billable at standard VSI support rates. VSI provides cooi-dinated software upgrade and database conversion services for VSI hosted Customers. • Federal and State regulatory requirement changes. • User ID and Password login access to Customer Support and Downloads sections on VSI web site. • Phone support to explain how to configure database, how system works, and how to prepare for implementation of certain functions,such as those listed below under Extended Dedicated Support. • Updates to financial and other interfaces due to VSI application software modifications and not due to application software modifications by other vendors. Any of the following costs associated with customer support are not included: • Actual usage of Standard Hours Pager Support, 8pm-10pm ET, Mon-Fri and Sat,Sun,&. Holiday Bam-Spm ET. • Pre-Arranged Standard Standby Telephone Support, Monday-Friday, Bam-Spm ET,and Non-Standard Standby Telephone Support are chargeable at different rates per hour. • Any associated travel and out-of-pocket expenses for installation and training services. • Installation and configuration of product enhancements or releases, database repairs, and more than one biennial database conversion are chargeable,unless VSI is providing hosted services. • Telephone support related to computer hardware,operating systems, networking, and reinstallation and configuration of application software is chargeable. If the hardware and software configurations are modified after VSI has completed on-site or telephone installation services, additional requested support services are chargeable. • Telephone training, as a substitute for on-site training or classroom training at VSI,as well as for untrained operators, is chargeable. Refer to Sections 6 and 7 below and to standard VSI hourly services pricing. • VSI application software WAN access configuration. • Customized print programs and updates are chargeable. • Interfaces to export or import data from or to other application software databases are chargeable. salesc lvermontsystems.com Tel:877.883.8757 Page 2 Page 254 of 1954 Vermont Sales And Support Policies \f Systems Exhibit A 6/15/2017 • Extended Dedicated Support to implement or change certain functions, such as 1) Switching from Cash to Accrual Accounting; 2) Reinstall WebTrac software on server, 3) Customize Splash Page;4)Create Web Bypass Links;5)WebTrac Style Sheets changes; and,6) Database Support to analyze and correct extensive out-of-balance condition. • Hosting services are not included in the VSI application software maintenance fees. 3. Programming Enhancements Although VSI policies provide for charging for special programming,we generally do not charge for individual enhancement requests. All approved enhancements and repairs are automatically included in all updates as part of the annual maintenance fee. 4. VSI Extended Hours Pager & Standby Telephone Support Services Standard Extended Hours Pager Telephone Support Monday- Friday 8pm —1Qpm ET, and Saturday,Sunday, &Holidays 8am-Spm ET. If extended hours support is actually provided, it is chargeable with a minimum per call or multi-call issue. Pre-Arranged Standard and Non-Standard Hours Standby Telephone Support Standard Standby Telephone Support, Mon-Fri, 8am-5pm ET and Non-Standard Standby Telephone Support can be pre-arranged by calling VSI at least one full business day in advance. Standard &Non-Standard Standby Support is provided at different rates per hour. 5. Support Call Process To provide high quality support and to effectively assign resources to incoming calls,three types of call priorities are identified as follows: Priority 1 is considered Urgent or High Priority, Priority 2 is classified as Medium Priority,and Priority 3 is deemed to be Low Priority. The criteria used to establish guidelines for these priorities are as follows: Priority 1— High Consists of errors that cause unrecoverable loss or corruption of data or loss of essential software functionality that prevents Customer processing,and there is no workaround. Generally,the system would be down. Priority 2— Medium Consists of errors that cause loss of essential software functionality that prevents Customer processing, but has a workaround, or loss of non-essential software functionality that does not sales@ vermontsystems.com Tel:877.883-8757 Page 3 Page 255 of 1954 Vermont Sales And Support Policies \Systems Exhibit A 6/15/2017 have a workaround. Generally, the system is not down, but the problem is causing staff inconvenience. Priority 3— Low Consists of errors that may be causing loss of non-essential software functionality, but have a workaround. While the system is not down generally, the Customer's operational questions need to be resolved. Response Times VSI will respond to Priority 1-3 support calls in accordance with The Table of Service below, and all time references are clock hours or calendar days,unless otherwise specified. The Customer will use the VSI telephone number or support email address during standard VSI business hours, as described in Section 2,or the VSI pager number during standard pager support hours, as described in Section 4. The Customer can also call the pager number to request support during pre-arranged non-standard pager support hours,as described in Section 4. The Customer and VSI support person may also use cell phones for more efficient responses. All issues or questions reported to support are tracked via a logged support call that contains at a minimum the Customer name,contact person, software product and version, module and/or menu selection, nature of issue,detailed description of the question or issue, and any other pertinent information. The support person will provide the Customer with a call number to track each call issue. Each call will be stored in a queue and the first available support representative will be assigned to the next call issue. While reviewing the call issue,the assigned support person will contact the Customer, if additional information is needed. The VSI support person will either resolve the issue with the Customer or advise the Customer regarding the status and the course of action being taken to resolve it. All correspondence and actions associated with a call are tracked in the support database. If the issue needs to be escalated to a development resource, the Customer will be informed. While issues escalated to development will be scheduled for resolution,they may not be resolved immediately depending on the nature and complexity of the issue. The Customer may contact the support department at its convenience for a status update on development issues. Escalation Process • In the event that VSI is unable to provide either a permanent or a mutually acceptable temporary resolution within the applicable timeframes set forth in the Table of Service below, VSI will initiate escalation procedures at VSI's sole expense, except if due to hardware malfunctions, utility failures, air conditioning malfunctions, non VSI software problems, communications malfunctions, environmental problems, user errors or any other cause outside VSI's reasonable control,in which case VSI may charge the Customer at the hourly rates listed in sales@vermontsystems.com Tel:877-883-8757 Page 4 Page 256 of 1954 Vermont Sales And Support Policies \Systems Exhibit A 6/15/2017 VSI services pricing. However,VSI will continue to assist the Customer to resolve the problem, even when VSI and Customer may not agree on the cause of the problem. Table of Service Requirements. The table below lists the service level required by the three Priority levels described above: Service Level Required Priority 1 Priority 2 Priority 3 (time measured from initial call to VSI) Initial Response Due 1 hour 4 hours 5 days Correction identified and a mutually 24 hours 7 days As agreeable correction plan will be mutually developed within agreed Escalation Stage 1 (Support Managers) 12 hours 7 days N/A Stage 3 Status Report Intervals Every 4 hours daily N/A during standard business hours Escalation Stage 2 (Vice President of 24 hours 7 days N/A Support) Stage 2 Status Report Intervals Every 4 hours daily N/A during standard business hours Escalation Stage 3 (President) 72 hours 10 days N/A salesrevermcntsystems.com Tel:377-853-5757 Page 5 Page 257 of 1954 Sales And Support Policies Vermont V Systems Exhibit A 6/15/2017 6. VSI Support Services Pricing VSI charges a daily fee for on-site training based on an 8-hour day, plus out-of-pocket travel expenses.VSI charges the same daily fee for classroom-training at VSI for the first two Customer trainees, along with a reduced rate for each additional trainee. Other services include 800 telephone training, programming, hardware, and network configuration support services. Travel time,which includes two-way travel for trips lasting less than 4 hours, is also chargeable. VSI reserves the right to modify these rates at any time.Contact VSI for a quote. 7. VSI Weekend Support Services Pricing The daily and hourly weekend training rates are based on one and one half times the standard weekday rates. If the Customer asks a VSI Trainer to stay over a weekend, in order to save on travel costs,and no training is provided, the Customer will be charged a reduced daily fee, plus all normal travel expenses. VSI reserves the right to modify these rates at any time. Contact'VSI for a quote. S. On-Site Training Short Notice Cancellation Penalty If scheduled on-site training is cancelled with less than 2 weeks' notice,the Customer will be responsible for any travel expense losses, as well as a penalty to partially offset VSI Trainer rescheduling costs.This penalty will be applied reasonably. 9. Training Cancelled During Scheduled Onsite Training Week If the Customer cancels or delays training for any reason (weather, trainee sickness, etc)while the VSI Trainer is onsite, Customer must still pay VSI daily rates for training and travel expenses. 10. Telephone Support Telephone support worldwide,during VSI standard business hours, is included in the Annual Software Maintenance and Support fee, provided that VSI has previously trained the individuals being supported. Otherwise, chargeable telephone or on-site training must be completed. 11. Documentation All documentation is provided electronically via FTP with the application software and it includes the online User Reference Manual,Installation Planning Guide,Sample Reports, Installation Instructions,On-Line Help,and Sample Database with Tutorial. Customers can print any number of copies needed to train their staffs and manage their operations. salesPvermontsystems.com Tel:877-683-3757 Page 6 Page 258 of 1954 Vermont Sales And Support Policies \lSys erns Exhibit A 6/15;2017 12. Installation Planning After receiving your order,VSI will assist you to develop a plan,which will assign Customer and VSI responsibilities for the various elements required to successfully complete the installation and training. 13. Third Party Vendor General Ledger/Cash Receipts Interface Procedures The VSI Trainer will configure RecTrac/GolfTrac/CYMTrac software for the appropriate vendor interface and will show the Customer how to generate the batch export file that contains the summary or detailed transactions for the day or any date range. At this point, it is the Customer's responsibility to contact the financial software vendor to arrange for assistance to import the daily batch file for automatic posting to the cash receipts or general ledger system. The VSI trainer is not responsible for importing the batch files into any third party application software or for contacting the vendor. 14. Hardware Payment & Warranty Full payment for the hardware and systems software is due following delivery and verification of the order. The verification process must be completed, so that all payments can be made within 30 days of delivery. The VSI supplied hardware includes warranties from the manufacturers or distributors for specified periods. Please review the quotes and warranty chart provided by VSL After the warranty period or add-on warranty period, hardware vendors also provide time and materials maintenance support. Warranty and maintenance contract service provided on a Depot Basis can require several days to complete. Therefore,plan your purchases to include spare critical units,in order to provide your users with uninterrupted operations. Hardware returns in the original packaging are only accepted during the first 30 days following delivery. 15. VSI POS Hardware Support To support our POS software applications,VSI offers a broad range of hardware computers and peripherals that we have evaluated,qualified,and configured to function properly with our software. This requires an extensive investment of resources including labor and the purchase of one or more of each type hardware product. Further, these hardware products are essential to support our customers and for testing each software upgrade. Most customers appreciate the availability of these qualified products, since it saves them from experiencing the same expensive process. Our priority is to offer only high quality products with extended warranties at competitive prices, but not necessarily at the lowest prices. A qualified product that is competitively priced is much more important than the lowest price. More often than not a lower priced, unqualified product will eventually cost much more for all concerned. VSI hardware support policies are as follows: salesravermontsysterns.com Tel:877-883-8757 Page 7 Page 259 of 1954 Vermont Sales And Support Policies \I'Syslems Exhibit A 6/15/2017 Qualified POS Hardware Purchased From VSI-- Full Support VSI will be responsible for ordering the properly configured hardware with the correct cables and other features, delivery, installation and configuration assistance, toll free telephone support, and warranty service arrangements, as needed. Full Support is defined as assisting the Customer to successfully implement the first one or two units of the same product. Qualified POS Hardware Purchased From Another Source— Partial Support VSI is not responsible for resolving problems resulting from incorrectly ordered hardware, resulting installation and configuration problems,and warranty service arrangements. However, VSI will provide limited guidance and support, during the installation of the hardware. If issues are not resolved within a few minutes,then VSI will continue to provide 800 phone assistance at the standard VSI support rate. Non-Qualified POS Hardware Purchase From Another Source— Limited Support VSI does not support non-VSI qualified POS hardware using our 800 support lines. However, if a customer calls for assistance and the VS support person determines that the request is for a non-qualified product, he/she will discuss options as follows: 1)Select qualified hardware on the VSI price list,or 2) Discuss qualifying a new product with VSI management. If a customer requests VSI to consider qualifying a non-qualified product,we will evaluate the circumstances, and if justified,will attempt to qualify. In order to proceed,the customer must send an evaluation unit to VSI and we will attempt to qualify it at standard VSI support rates. The customer must specify a qualifying spending limit. If successful,VSI may or may not add the product to our price list. If added,VSI will continue to support the product,as described under qualified hardware options. If not, any on-going qualifying that might be required,as a result of hardware or software upgrade changes will be chargeable. POS Hardware Onsite Installation Support If you expect the VSI Trainer to install POS hardware during an onsite training trip,you must allocate sufficient time in the schedule to complete the software training and the hardware installation and configuration. The time allocated will vary based on the three situations described above, but the most time-consuming will involve hardware that VSI has not qualified. The time allocated will also vary depending on the number units to be installed. If the VSI Trainer installs and configures the hardware during a normal 8-hour workday, then this would be included in the previously approved onsite training fee. If the VS Trainer is required to work in excess of 8 hours on any given day,in order to complete the hardware setup and software training during the scheduled onsite visit, then the Customer will be billed for overtime fees. sales(cs�vermontsystems.com Tel:877-883-8157 Page 8 Page 260 of 1954 Proposal Summary Pricing Vermont VSI Quote Number: 65735 \ : . ;. . •. Please See Detail Breakdown on Following Pages Description: Exhibit B•Vermont Systems Pricing Prepared For. Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number. (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 1 011 31201 7 Purchase Annual Estimated Total Description Price MaintlSvs Shipping' Price RecTrac-Workgroup Multi-User Software Application Software 523,700.00 $4,460.00 $0.00 528,160.00 Progress OpenEdge Software $4,740.00 $892.00 $0.00 $5,632.00 VSI-Add-Ons $1,500.00 $300.00 $0.00 $1,800.00 Support Services-Training&Expenses $17,070.00 50.00 $0.00 $17,070.00 Total RocTrac: $47,010.00 $5,652.00 50.00 552,662.00 ID Systems-Workgroup Multi-User Software Application Software $1,080.00 $190.00 $0.00 51,270.00 Progress OpenEdge Software 5216.00 538.00 $0.00 $254.00 II)Card Hardware $12,275.00 $0.00 $255.00 $12,530.00 Barcode Readers 51,675.00 $0.00 $65.00 51,740.00 Total to Systems: $15,246.00 $228.00 $320.00 515,794.00 WebTrac -Workgroup Edition Application Software $15,850.00 $3,170.00 $0.00 $19,020.00 Progress OpenEdge Software $3,170.00 $534.00 $0.00 $3,804.00 VSI-Add-Ons 51,250.00 50.00 $0.00 51,250.00 Support Services-Training&Expenses $7,705.00 50.00 $0.00 57,705.00 Total WebTrac: $27,975.00 $3,804.00 $0.00 531,779.00 PavTrac-Workgroup Multi-User Software Application Software 51,500.00 5300.00 $0.00 51,800.00 Support Services-Training&Expenses $200.00 $0.00 50.00 5200.00 Total PayTrac: $1,700.00 5300.00 $0.00 $2,000.00 VSI TOTALS Application Software $42,130.00 $8,120.00 $0.00 $50,250.00 Progress OpenEdge Software $8,126.00 $1,564.00 $0.00 $9,690.00 ID Card Hardware $12,275.00 50.00 $255.00 $12,530.00 Barcode Readers 51,675.00 50.00 565.00 51,740.00 VSI-Add-Orfs $2,750.00 $300.00 $0.00 $3,050.00 Support Services-Training&Expanses $24,975.00 $0.00 $0.00 $24,975.00 Grand Totals: $91,931.00 $9,984.00 $320.00 $102,235.00 'NOTE.Shupe;is F03-Origin ,Ptus Tax'Mum Ace-St:We I trcludes Shpeig F03.01%01 12 Market Place.Essex Junction.VT. 05452 87F4108471 of 1954 www.vernrontsystents.cem Page#1 Vermont RecTrac Workgroup Mufti-User Software Recreation Tracking Software VSI Quote Number: 65735 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days \ - - . • Hardware Pricing Is Subject to Change Description: Exhibit B•Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 10/13/2017 Unit Extended Annual Qty Unit Description Price Price MaintlSvs Application Software 1 Each Activity Registration (V-RT-MU-AR) 52.750.00 52,750.00 5490.00 1 Each Facility Reservations (V-RT-MU-FR) 52,750.00 52,750.00 5490.00 1 Each Pass Management (V-RT-MU-PDM 52.750.00 52.750.00 5490.00 1 1 Each Point-of-Salellnventory Control/Tickets (V-RT-MU-PS) 52,750.00 52,750.00 5490.00 2 1 Each League Scheduling (V-RT-MU-LS) S1.950.00 51,950.00 5350.00 1 Each Court Reservations (V-RT-MU-CR) 51,950.00 51,950.00 5350.00 2 1 Each Incident Processing and Reporting (V-RT-MU-IC) 50.00 50.00 S0.00 1 Each Systems Administration(required) (V-RT-MU-SA) 5400.00 5400.00 5400.00 3 28 Each Additional Users Over 2(TOTAL 30 concurrent users) (V-RT-MU-AU) 5300.00 SB.400.00 51.400.00 Total Application Software: 523,700.00 $4,460.00 Progress OpenEdge Software 1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) 54.740.00 54,740.00 5892.00 4 Total Progress OpenEdge Software: 54,740.00 5892.00 VSI-Add-Ons 1 Each RecTrac General Ledger Interface (V-RT-IN-GL) S1.500.00 51,500.00 5300.00 s Total VSI-Add-Ons: 51,500.00 5300.00 Support Services -Training &Expenses 10 Day(s) Installation/Training.Municipal,On-Site/Day (XS-TNG-01) 5750.00 57,500.00 50.00 2 Days) Travel Time (X-S-TNG-09) 5375.00 $750.00 50.00 14 Each Travel Expenses-per day(estimated) (X-X-EXP) 5330.00 54.620.00 50.00 5 2 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) 51.200.00 52,400.00 50.00 12 Hour(s) Phone/Webex Setup or Training/Hr.(Min 15 Min/537.50) (X-S-TNP-01) 5150.00 51,800.00 50.00 7 Total Support Services-Training&Expenses: 517,070.00 $0.00 Total Software,Hardware and Support Services 547,010.00 55,652.00 Grand Total -RecTrac: $52,662.00 'NOTE Shseira,sFoe-Cngn Flus Tax 'J-etaAeNic!eI=tides SiiciniFO3-Oi'im The Court and League Module will be trained on via WebEx sessions at a later time. 12 Market Place.Essex Junction,VT. 05452 879-W-83§12of 1954 www vermontsystems com Page;3 2 rmnID Systems Workgroup Multi-User Software Pass Management Photo/Plastic Photo ID Card System \ . . . . VSI Quote Number: 65735 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-Vermont Systems Pricing Prepared For. Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Seilan,Admin Services Mgr Phone Number. (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@mlamibeachfl.gov Fax Number. (786)394-4363 Approved By: Robert Wiley(bobw@vermontsystems.com) Quote Date: 1011312017 Unit Extended Estimated Annual Qtv Unit Description Price Price Shipping" Maint/Svs Application Software 1 Each Pass Mgmt ID Integration-Photo ID Card/Biometric (V-RT-MU-PMI) 51,080.00 51.080.00 50.00 S190.00 Total Application Software: $1.080.00 $0.00 $190.00 Progress OpenEdcie Software 1 Each OpenEdge Workgroup Appi Server&RDBMS (T-PG-MU-OE) $218.00 S216.00 S0.00 S38.00 4 Total Progress OpenEdge Software: $216.00 $0.00 S38.00 ID Card Hardware 5 Each P3500s 1-Side ID Card Printer,Ethemet/USB 18spc (H-PID-PL-11) 51,750.00 58,750.00 5105.00 S0.00 a 5 Each Polaroid P3500s ID Card Printer Cover (H-PID-PL-11-X-CV) 535.00 5175.00 S20.00 $0.00 10 Each P3500s/P5500/P3000/P4000 Color Ribbon 500 C/R (S-PID-PL-13) 5175.00 S1,750.00 560.00 S0.00 s 10 Each P3500s/P3000/P4000/P5500 Color Ribbon 250 C/R (S-PID-PL-14) S105.00 S1,050.00 540.00 $0.00 5 Each Blank White PVC Cards-30Mii(1000 each) (PID-PVC-C-30) $110.00 $550.00 530.00 S0.00 Total ID Card Hardware: $12,275.00 5255.00 $0.00 Barcode Readers 5 Each MK7580 Custom Configuration for VSI software (H-BCR-HY-11-X-C) 50.00 S0.00 $0.00 S0.00 ,o 5 Each Honeywell MK7580G 10/20 Genesis Imager.USS Cable (H-BCR-HY-10) $335.00 S1.675.00 655.00 S0.00 r1 Total Barcode Readers: $1,675.00 $65.00 $0.00 Total Software,Hardware and Support Services $15,246.00 S320.00 $228.00 Grand Total-ID Systems: $15,794.00 •NOTE:Shim:4m is FOB.Crgin (Plus Tax Mere aodrable/induces Staining Foe-Cr4ril Customer currently has desktop camera's they will use 12 Market Place.Essex,function.VT. 05452 87P4gpag93 of 1954 www.vermontsystems.com Page#3 WebTrac Workgroup Edition Vermont Real Time Internet Software VSI Quote Number: 65735 Please Review Notes on Last Page Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-seilan@miamibeachfl.gov Fax Number: (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 10/13/2017 Unit Extended Annual Qty Unit Description Price Price Maint/Svs Application Software 1 Each WebTrac Internet Software 26.39;ReclracUsers (V-WT-MU-IS-26) $7,750.00 S7.750.00 $1,550.00 12 1 Each WebTrac Activity Registrations (V-WT-MU-AR) $1,450.00 51.450.00 5290.00 i3 1 Each WebTrac Facility Reservations (V-WT-MU-FR) 51,450.00 51.450.00 S290.00 13 1 Each WebTrac Pass Registrations/Renewal (V-WT-MU-PM) S1,450.00 S1.450.00 S290.00 13 1 Each WebTrac League Scheduling (V-WT-MU-LS) 51,250.00 $1,250.00 S250.00 13 1 Each WebTrac Court Reservations (V-WT-MU-CR) 51,250.00 S1.250.00 S250.00 13 1 Each WebTraclRecTrac Workgroup Agents (V-WT-MU-AU) S1,250.00 $1.250.00 S250.00 14 Total Application Software: 515,850.00 $3,170.00 Other Available Products of Interest WebTrac Point of Sale/Tickets Price: 51,450.00 i Maint/Services: S290.00 Progress OpenEdge Software 1 Each OpenEdge Application Server Software (T-PG-MU-WB) 53,170.00 S3,170.00 5634.00 4 Total Progress OpenEdge Software: $3,170.00 5634.00 VSI-Add-Ons 1 Each WebTrac First Style Sheet Service Intital&Major (V-WT-IN-SS-1) 5750.00 S750.00 S0.00 rs 1 Each Standard Splash Page Options (V-WT-CP-SP) S500.00 5500.00 S0.00 16 Total VSI-Add-Ons: 51,250.00 50.00 Support Services-Training &Expenses 5 Day(s) installationffraining,Municipal.On-Slte/Day (X-S-TNG-01) S750.00 S3.750.00 $0.00 1 Day(s) Travel Time (X-S-TNG-09) 5375.00 5375.00 $0.00 6 Each Travel Expenses-per day(estimated) (X-X-EXP) S330.00 $1,980.00 $0.00 s 1 Each Expense Airfare(estimated-pay actual only) (X-X-AIR) 61,200.00 51,200.00 $0.00 4 Hour(s) Phone/Webex Setup or Training/Hr.(Min 15 Min/525) (X-S•TNP-01) S100.00 $400.00 $0.00 r Total Support Services-Training&Expenses: 57,705.00 $0.00 Total Software,Hardware and Support Services 527,975.00 $3,804.00 Grand Total -WebTrac: $31,779.00 •NOTE:Shiecirw is Ka•Cron (Flus Tarr l't'are xeo'ieab:e/In.udes Shaemq FC3-Orttzi 12 Market Place,Essex Junction,VT. 05452 8R4egalyof 1954 www.vermontsystems.com Page#4 Verniont PayTrac Workgroup Multi-User Software VSI Quote Number: 65735 \\ - - - • - • Please Review Notes on Last Page Software Pricing Is Valid For 120 Days Hardware Pricing Is Subject to Change Description: Exhibit B-Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number. (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 10113/2017 Unit Extended Estimated Annual Qtv Unit Description Price Price Shipping' Maint!Svs Application Software 1 Each VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI) 51,500.00 51,500.00 50.00 $300.00 17 Total Application Software: $1,500.00 $0.00 $300.00 Magstrlpe Readers 0 Each Credit Card EMV(Chip&Pin)Device (H-PIU-99) 5695.00 $0.00 $0.00 50.00 la Total Magstrlpe Readers: $0.00 S0.00 $0.00 Support Services -Training &Expenses 2 Hour(s) Phone4Wehex Setup or Training/Hr.(Min 15 Min/$25) (X-S-TNP-01) S100.00 S20D.00 $0.00 $0.00 7 Total Support Services-Training&Expenses: $200.00 $0.00 $0.00 Total Software,Hardware and Support Services $1,700.00 $0.00 $300.00 Grand Total -PayTrac: $2,000.00 'NOTE.Shicsanl is FOS-Cn9in (Flus Tax Atwre AD,i W7le 1 invuaes Shaving FCB-Onginl Credit card processing hardware is determined based upon the Gateway you choose to utilize. Customer wold liuke to use non-encrypted mag stripe readers they already own. Also currently interface with First Data. • 12 Market Place,Essex Junction,VT. 05452 agiggal5of 1954 www.vermontsysterns.com Pagett 5 Proposal Summary Pricing '\ler VSI Quote Number: 65735 Please See Detail Breakdown on Following Pages Description: Exhibit B-Vermont Systems Pricing Prepared For: Miami Beach Parks&Recreation,Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number: (305)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number. (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 10/1312017 1 Standard PMP software enables(optional)capture of photo image during registration,and display of photo during Visit Check-In. You can also add the PMP ID software interface to print multi-color plastic photo ID cards. 2 In order to use the graphical touch screen option in other modules,you must also license the POS Inventory module. 3 The Workgroup System is quoted for those organizations with 2-39 concurrent users. The pricing for the actual number of licensed concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2(concurrent).- 4 concurrent).-4 VSI uses Progress OpenEdge software to develop and deploy its'software applications.and also embeds the required Progress OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its'applications. 5 You can select any of the current nearly 100 standard GL interfaces and 4 AP interfaces al this price. If a custom interface Is needed,VSI will provide a quote,after reviewing the requirements.The implementation procedures for all interfaces are as follows: The VSI trainer will select(default)the appropriate vendor interface in RecTraGGolfTrac and show customer how to generate the batch export file that contains the summary or detailed transactions for the day(or any date range). At this point.it Is the customers responsibility to contact the financial software vendor to arrange for assistance to Import the batch file for posting to the cash receipts or general ledger system.:: 6 The included expenses are ESTIMATED for airfare,lodging,meals,parking.tolls.and rental vehicle(for non-fying trips,car rental can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls.there may be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is complete. 7 Time quoted is estimated.Actual time used will be billed. 8 P3500 S 1-Side Plastic ID Card Printer,18cps Colorl5cps Mono,Ethernet/USB.Windows XPNistaIWi4W!10 Server 200812012. P3500S Energy Star printer includes USB Cable.PS,3-Year Swap Out Parts&Labor Warranty Service including Printhead. 4th year warranty does not include the Printhead and motherboard. Annual Servicing/Cleaning and Hot Swap program for those customers purchasing iD card supplies through VSI. 9 RI-PO-3.0100 P3500S1P30001P4000 Color Ribbon,500 Cards Per Ribbon YMCK-T(If P5500 250 Co:or FronU250 Color Back) Each Polaroid ribbon includes a Cleaning Roller.Cleaning Card,and Snap Swab.Visible Light and Infrared bar code readers read bar codes printed with YMCKO ribbons. 10 Custom Configuration for VSI application software.so plug and play out of the box. 11 Honeywell MK75806-2 Genesis Bar Code imager USB Kit.1D120,POF17,Gray.Type A 3M Cable(9.5-Cb1-500-300500)), Power Supply.EasylO Software,Documentation,and VSI Custom Configuration. USB keyboard emulation is standard with optional Serial or Parallel emulation.Standard keyboard emulation used to connect reader to dedicated computer. This scanner can be used for RecTrac Background Visit Check-in by configuring It for Serial Emulation using the same USB cable. This enable the computer to be used for other functions.while it is also being used to scan visitor ID cards. 12 WebTrac Internet Software,which includes all patron mobile WebTrac functions.enables your patrons to process WebTrac transactions real-time using a browser. The WebTrec software does NOT include hosting services,which are quoted separately. If your IT department or your off-premise web hosting vendor doesn't allow third party software to be Installed on its web server,then VSI can provide this web hosting service for a nominal monthly fee. Please discuss this issue with your iT department or your off-premise web hosting vendor to determine whether or not VSI should quote the web hosting fee. VSI bills the web only hosting fee on an annual basis. After the first year,this amount is added to your annual maintenance invoice_ 13 WebTrac modules require respective RecTrac licensed modules in order to process web transactions. 14 WebTrac Agents needed are provided to process WebTrac online transactions.Each Agent can service approximately 20 simultaneous requests. 12 Market Place,Essex Junction.VT. 05452 87REFErnp of 1954 www.vermontsystems.com Page#6 Vermont Proposal Summary Pricing . VSI Quote Number: 65735 Please See Detail Breakdown on Following Pages Description: Exhibit B-Vermont Systems Pricing Prepared For. Miami Beach Parks&Recreation, Miami Beach,FL Contact Name: Vianca Peron-Sellan,Admin Services Mgr Phone Number. (306)673-7730 Ext-6876 Contact Email: viancaperon-sellan@miamibeachfl.gov Fax Number. (786)394-4363 Approved By: Robert Willey(bobw@vermontsystems.com) Quote Date: 1 011 31201 7 15 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible.After you have finalized your WebTrac page specifications.you will be asked to sign an approval form.VSI will provide the stylesheet programming services and then ask you to verify that the results match your specs.If you ask for additional changes following the completion of the Initial styling then each major change request Is priced at 5750.00. Minor&Seasonal change requests are priced at S375.00 each. 16 The Standard Splash Page Option offers a choice of arrf one of 14 standard spash pages,and they are available on the VSI website for your review. You decide which standard or combination of multiple standards is best for your organization. The 5500 fee includes VSI support to assist you to implement the template on your site. This typically takes 2-4 hours. Any time over 4 hours due to change requests will be charged at 5100/hour. Any design changes to the standard templates that require custom programming will be charged at 5140lhaur. 17 The VSI ERI(External Redirect Interface)fee applies to any of the credit card vendor options. 18 The specific credit card EMV(Chip and Pin)device delivered depends on the PayTrac solution you select. This line item is used as a placeholder for budgeting purposes. The different devices range in price from 5500-5750. 12 Market Place,Essex Junction,VT. 05452 8 lg of 1954 %won.vermontsystems.com Page ft 7 ONOOV u MEM P1119 isisamimu mug OsiOOV ev. 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. mem•mad 11euuAl AwileH Ig0p8g18 r 1' 1910II01220 {sAueuaestapue spas p mu ui Jeplal swoons eag 84 0p10N must 1011 oeop tquom tfo um u0 iueta o e V 'sa®uam/opuO us(MIM101but$0101104 upon lapd 01110 euoR1puos pun mum am 01 io O'O3NVM 91 NOILV90$0f1811 'p0010p110 eq i$AW Ie01)4I1od ma'mum'IVNOWOOV ne e1 Moil moon=ann etp s :114211110401'830'10H 31V014111130 0111 ONV'1J00f IQ0lld 1103MLV.INIK Nd:U OJZII1OHifV Ys)N911f18Ni 12011821 MU.tJEM1B0 11V1f1NOO V 2101.1112100 ION 8300 3124V2f18N1 do IO1VJidt1s130 81141 'M0T3s 83101104 all As 000$1O4dV NOMADO 3111 83i1V 210 GNS1XO 'ONN91V A'BALLV0311 110 A'BALLVYIVIddV ION 8300 H1V01d111130 81111113010H 31VOld111130 311 moan SUION ON 81134N00 ONV k1N0 NOUNV11104INI d0?l311VN V 9V 0O11881 el 31'0L4LL2f30 91141 am r"---- 30N flsaI �111'U9�1�� do 31dOIdtla30 .o21o� in:0I dO 61OW$1 A 4i...--•*- RESOLUTION NO. 2017-29896 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,WAIVING, BY 6RTHS VOTE,THE FORMAL COMPETITIVE BIDDING REQUIREMENT, FiNDING SUCH WAIVER TO BE IN THE BEST :INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT WITH VERMONT SYSTEMS, INC., IN A FORM ACCEPTABLE TO THE CITY MANAGER'AND THE CITY ATTORNEY, FOR A THREE (3) YEAR TERM, WITH TWO (2) ADDITIONAL ONE (1) YEAR RENEWALS, iN AN AMOUNT NOT TO EXCEED $104,036.00 FOR THE INITIAL YEAR 1 PURCHASE PRICE, AND $10,284.00 EACH YEAR THEREAFTER FOR ANNUAL MAINTENANCE SERVICES, FOR A PARKS AND RECREATION DEPARTMENT SOFTWARE FOR ACTIVITY REGISTRATION, FACILITY RESERVATIONS, INVENTORY CONTROL, TICKETING, PAYMENT PROCESSING,AND RELATED SERVICE& WHEREAS, on August 15, 2012, Request for Proposals (RFP) No. 62-11/12 was issued to install and maintain an externally web hosted software for the City of Miami Beach Parks and Recreation Department and WHEREAS,on January 16.2013,the Mayor and City Commission adopted Resolution 2013-28108 accepting the recommendation of the City Manager to enter into negotiations with the second-ranked proposer,Capturepcintcom,pursuant to the RFP No.62-11/12;and WHEREAS, on July 15, 2016, the Parks and Recreation announced the launch of Capturepalrt; the web•baiieai registration system � andNrecxeation pished to �rogramde smilies with the and activities, convenience of registering and paying online something that the previous system did not offer and WHEREAS, although Capturepoint has provided the City with its needs as outlined in the RFP, staff has found themselves constantly requesting for items to be changed, upgraded and added in order to perform daily functions;and WHEREAS,although the online registration module Is functional,the department has received multiple complaints from residents stating that it is hard to understand and not user- friendly, and the City of Miami Beach Parks and Recreation Department's needs have surpassed the capabilitiesithat Capturepoint currently offers;and WHEREAS,technology Is an Instrumental piece for both staff and customers OF THE City's Packs and Recreation Department and WHEREAS,the Department submits it Is in the City's beat interest to Identify software that is currently being used successfully lly by other municipalities, can provide.the required products and services without extensive customization,and Is user friendly;and WHEREAS, at the March 24, 2016 IT Steering Committee meeting. Parks and Recreation staff presented its request to purchase new software for an estimated$75,000.00 for the Initial year and$40,000.00 for each year thereafter;and Page 269 of 1954 WHEREAS, the IT Steering Committee voted In favor of the department's request and • the project was funded$76,000.00 through the FY 2017 budget cycle;and WHEREAS, upon the approval of funds for a new Parks and Recreation Software, staff did research based on the needs and requested information from several software companies, and also attended the 2016 Florida Recreation and Parks Association Annual Conference and met with several Parks and Recreation Software exhibitors to collect more •• Information;and • WHEREAS, after discussing with staff and analyzing the best system to meet the needs of the City and of the community as a whole. the Parks and Recreation Department selected Vermont Systems, Inc.(VSl)as the new software provider;and WHEREAS, VSI is an employee owned company. focused on providing a range of applications that increase efficiency and productivity;and WHEREAS, VSI has specialized In developing fresh software products for managing recreation and parks operations for municipal, county, state and federal military governmental ertities,and currently has over 960 Municipal RecTrac customers with thousands of users;and WHEREAS,the Parks and Recreation Department has been working with VSI to finalize a proposal that meets the City's needs and also coordinated meetings with VSI, the Finance Department and the IT Department to ensure the new software Is in compliance with their requirements, In order to make the transition as smooth as possible;and WHEREAS,VSI has provided the City with a final proposal(Exhibit°A°)which includes the following: • RecTrac o Activity Registration o Facility Reservations o Pass Management o Point-of-Satelinventory ControliTldcets o League Scheduling o Court Reservations • WebTrac(Online) o Internet Software for RecTrac Users o Activity Registration o Facility ity Reservations o Pass Management o League Scheduling o Court Reservations o Splash Page Options • PayTrac o Credit Card Interface • Support Services d Training o Installation Onsite o Training Onsite • Hardware o ID Card Hardware o Barcode Readers • Page 270 of 1954 • • 24/7 Customer Support o Unlimited Telephone Support(&00 am.—8:00 p.m. EST) o 2417 Website Customer Support Section o Comprehensive Help File o Enhancement Requests are welcome;and WHEREAS,the total cost of the software for the Initial Year 1 will be$104,035.00,with a fixed cost of$10,284.00 and each year thereafter for annual maintenance/service;and WHEREAS. $76,000.00 will be funded through the funds received in FY 17 and the remaining $29,035.00 will be funded through funds Identified in the Parks and Recreation Department's FY 17 budget,which will be roiled over to FY18 for this project NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY • COMMISSION OF THE CITY OF Miami Beach, Florida, that the Mayor and City Commission hereby waive, by 5/7ths vote,the formai competitive bidding requirement,finding such waiver to be In the best interest of the City, and approve and authorize the Mayor and City Clerk to execute a Software License, Maintenance and Support Agreement with Vermont Systems, Inc. f in a form acceptable to the City Manager and the City Attorney,for a three (3) year term,with '• two(2) addItional one (1)year renewals, In an amount not to exceed$104,035.00 for the initial Year 1 purchase price, and $10,284.00 each year thereafter for annual maintenance services, for a Parks and Recreation Department software for activity registration, facility reservations, • Inventory control,ticketing, payment processing,and related services. PASSED and ADOPTED this 20 day of September,2017. •.;- ATTEST: PHILIP -,..:.y. MAY• R E6 RAFAEL E.GRANADO .? ••••••~ •ay•• CITY CLERK ' 37:' 1, • APFROVEDAS TO FOAM 8 LANGUAGE ;`� -` 1. .,11/F ..4 ' • '2/ CH Page 271 of 1954