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Amendment No.1 to Agreement with Vermont Systems, Inc. DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F 2 O21 ^ 3154 2 AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND VERMONT SYSTEMS, INC. This Amendment No. 1 (Amendment) to the Agreement, dated November 6, 2017 (Agreement), by and between the City of Miami Beach, Florida, a municipal corporation organized and existing under the laws of the State of Florida, having its principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139 (City), and Vermont Systems, Inc., a Vermont company, having its principal place of business at 12 Market Place, Essex Junction, VT 05452 (Contractor), is entered into this2 day of March , 2021 (Effective Date): RECITALS WHEREAS, on September 25, 2017, the Mayor and City Commission adopted Resolution Number 2017-29996, 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 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; and WHEREAS,on November 6,2017,the City and Contractor executed the Agreement with respect to the Software License, Maintenance and Support of a Recreation Software (the Agreement);and WHEREAS, on May 16, 2018,the Mayor and City Commission adopted Resolution No. 2018-30298 adding an additional $3,360.00 for the annual maintenance to the VSI agreement, in order to standardize the software for both tennis centers. WHEREAS, on January 16, 2021, the Mayor and City Commission adopted Resolution No. 2021-31542 authorizing the City to increase the scope of the Agreement to include web hosting services by the Contractor: NOW THEREFORE, in consideration of the mutual promises and conditions contained herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged,the City and Consultant hereby agree to amend the Agreement as follows: 1. ABOVE RECITALS. 1 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F The above recitals are true and correct and are incorporated as part of this Amendment. 2. MODIFICATIONS. The Agreement is hereby amended to add the scope of services as set forth in Exhibit A to this Amendment. 3. RATIFICATION. Except as amended herein, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. In the event there is a conflict between the provisions of this Amendment and the Agreement, the provisions of this Amendment shall govern. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK. 2 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: DocuSigned by: DocuSigned by: Caravuth� LwL 3/2/2021 1 1:44 PM EST a�,l, Q�u,i�a By: 2A40S01,ODD,485. 2131Dg2 V0204.5D Rafael E. Granado, City Clerk Raul Aguila, Interim City Manager 3/2/2021 11:47 PM EST Date FOR CONTRACTOR: Vermont Systems, Inc. ATTEST: DocuSigned by: DocuSigned by: By: 50,4, Wive C cett g ret4 G56AF5E76Er4,7... 1974C.aaaa4aQa5a Secretary President David A Wirtz 3/2/2021 15:57 AM PST Print Name 3/2/2021 Print Name Date DocuSigned by: [ (5 /? ?021 1 12:58 PM EST APPROVED AS TO FORM&LANGUAGE BA7FB3121F474A0... &FOR EXECUTION CDocuSigned by: & 2021 1 1:07 PM EST I V J Z 9273BDAE5C6946D... crly AHDa y+ efr" Date 3 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F EXHIBIT A NO VERMONT SYSTEMS HOSTING SERVICES ADDENDUM This Hosting Services Addendum("Addendum")between RecTrac,LLC d/b/a Vermont Systems("VS")and the City of Miami Beach ("Customer")is intended to revise the Services Agreement,inclusive of all relevant attachments,schedules,exhibits and/or Addenda(collectively,"Agreement")previously or simultaneously executed between the Parties by adding to the Agreement the terms and conditions listed below. 1 TERM.The term of this Addendum will commence on the date executed by the Customer and will run coterminus with the Agreement. 2 HOSTING SERVICES.Customer is adding VS's Hosting Services to the suite of products and services that it is receiving from VS,as reflected in the Order Schedule. 3 MISCELLANEOUS.Except as expressly revised in this Addendum,the Agreement will remain in full • force and effect.If there is any conflict of inconsistencies between this Addendum and the Agreement,this Addendum will control.VS's acceptance may be evidenced by its fulfillment of the Agreement which this Addendum revises. AGREED TO AND ACCEPTED BY: City of Miami Beach [print name] Date [title] 1 Template:CNT-VS-QM-SA Hosting Services Addendum 09NOV2020-V01 ©RecTrac,LLC All rights reserved. File Name:Vermont Systems Hosting Services Addendum Last Revision:12/21/2020 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F VERMONT SYSTEMS 11/17/2020 Quote Number:QUO-07297-Y4K7Q7 Software Pricing is valid for 120 Days Hardware Pricing is Subject to Change Prepared For: Miami Beach Parks&Recreation Prepared By: Dave Wirtz(Director of Sales) Miami Beach, FL Email: davew@VermontSystems.com Contact Name: Vianca Peron-Sellan,Administrative Services Manager Toll Free: 877-883-8757 Contact Email: viancaperon-sellan@miamibeachfl.gov Direct Phone: 802-276-5447 Contact Phone: 305-673-7730 Explanation of Quote: Vermont Systems Cloud Hosting-Option#2(Discounted) Notes: Below you will find that we are offering a Key Account/Customer Discount. (NOTE:Total3 year cost of Hosting Quote Option#2 is 12k less than Hosting Quote Option#1). Services(recurridg) ty Unit Price Monthly Discount Price VSI Cloud VSI Cloud Hosting Standard Service-Silver,First 5 Users 1 $675.00. $400.00 $275.00 $4,800.00 Monthly t(2) VSI Cloud Hosting Standard Service-Silver,Add'I Users 33 $40.00 $920.00 $400.00 $11,040.00 Monthly t(3) Tax: $0.00 Total: $15,840.00 Traifmg&Expenses city Unit Unit Price Price Add Hosting 1.0 Hour $0.00 $0.00 Tax: $0.00 Total: $0.00 TOTALS: Services(recurring)(prorated year 1) $15,840.00 Total: $15,840.00 For planning purposes,the annual recurring cost will be: $15,840.00 Other Products of Interest: VSI Cloud Hosting Service-Gold,First 5 Users $875.00 Monthly(Footnote:2) VSI Cloud Hosting Service-Gold,Add'I Users $45.00 Monthly(Footnote:3) VSI Cloud Hosting Service-Platinum,First 5 $1075.00 Users Monthly(Footnote:4) VSI Cloud Hosting Service-Platinum,Add! $55.00 Users Monthly(Footnote:5) www.vermontsystems.com 1 - D sates@vermontsystems.com R�r DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F \) VERMONT SYSTEMS 11/17/2020 Quote Number:QUO-07297-Y4K7Q7 Software Pricing is valid for 120 Days Hardware Pricing is Subject to Change t Footnotes: 2 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 3 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 4 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 5 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 6 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 7 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require the customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. • www.vermontsystems.com f�� sales@vermontsystems.com 2 �`'y DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F RESOLUTION NO. 2021-31542 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, 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 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F • 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. /02— -11----____ Dan Gelber, Mayor ATTES .� c zG Rafael E. Granada, Cit Clerk - .� � "k4:,,, APPROVED AS TO �P••" •..�: FORM 8 LANGUAGE r 8 FOR EXECUTION ;iNcoRF���owEU'• CAC?5-- ''�;;.,��.,___ City NiameyDale f Page 273 of 1954 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND VERMONT SYSTEMS, INC. This Amendment No. 1 (Amendment) to the Agreement, dated November 6, 2017 (Agreement), by and between the City of Miami Beach, Florida, a municipal corporation organized and existing under the laws of the State of Florida, having its principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139 (City), and Vermont Systems, Inc., a Vermont company, having its principal place of business at 12 Market Place, Essex Junction, VT 05452 (Contractor), is entered into this2 - day of March , 2021 (Effective Date): RECITALS WHEREAS, on September 25, 2017, the Mayor and City Commission adopted Resolution Number 2017-29996, 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 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; and WHEREAS,on November 6,2017,the City and Contractor executed the Agreement with respect to the Software License, Maintenance and Support of a Recreation Software (the Agreement); and WHEREAS, on May 16, 2018, the Mayor and City Commission adopted Resolution No. 2018-30298 adding an additional $3,360.00 for the annual maintenance to the VSI agreement, in order to standardize the software for both tennis centers. WHEREAS, on January 16, 2021, the Mayor and City Commission adopted Resolution No. 2021-31542 authorizing the City to increase the scope of the Agreement to include web hosting services by the Contractor. NOW THEREFORE, in consideration of the mutual promises and conditions contained herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged,the City and Consultant hereby agree to amend the Agreement as follows: 1. ABOVE RECITALS. 1 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F The above recitals are true and correct and are incorporated as part of this Amendment. 2. MODIFICATIONS. The Agreement is hereby amended to add the scope of services as set forth in Exhibit A to this Amendment. 3. RATIFICATION. Except as amended herein, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. In the event there is a conflict between the provisions of this Amendment and the Agreement, the provisions of this Amendment shall govern. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK. 2 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEACH, FLORIDA ATTEST: DocuSigned by: DocuSigned by: L;rtxt& Jo C aha. 3/2/2021 1 1:44 PM EST By 2A�050,3.00C485 213'+06240Fc28450. Rafael E. Granado, City Clerk Raul Aguila, Interim City Manager 3/2/2021 1 1:47 PM EST Date FOR CONTRACTOR: Vermont Systems, Inc. ATTEST: DocuSigneedd1by: I ��-DocuSigned by: B5ait I Ott- S.frok.� y a 1274CRRA4di1945R tGn6AF'SEi BET-477... Secretary President David A Wirtz 3/2/2021 1 5:57 AM PST Print Name 3/2/2021 Print Name Date C DocuSigned by:(S /7 7021 1 12:58 PM EST APPROVED AS TO FORM&LANGUAGE BA7FB3121F474A0... &FOR EXECUTION DocuSignd��by: LY& '`edy /Z/2021 1 1:07 PM EST 9273BDAE5C6946D... p �, I Cy Afc ne D 3 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F EXHIBIT A .0 VERMONT SYSTEMS HOSTING SERVICES ADDENDUM This Hosting Services Addendum("Addendum")between RecTrac,LLC d/b/a Vermont Systems("VS")and the City of Miami Beach ("Customer")is intended to revise the Services Agreement,inclusive of all relevant attachments,schedules,exhibits and/or Addenda(collectively,"Agreement")previously or simultaneously executed between the Parties by adding to the Agreement the terms and conditions listed below. 1 TERM.The term of this Addendum will commence on the date executed by the Customer and will run coterminus with the Agreement. 2 HOSTING SERVICES.Customer is adding VS's Hosting Services to the suite of products and services that it is receiving from VS,as reflected in the Order Schedule. 3 MISCELLANEOUS.Except as expressly revised in this Addendum,the Agreement will remain in full force and effect. If there is any conflict of inconsistencies between this Addendum and the Agreement,this Addendum will control.VS's acceptance may be evidenced by its fulfillment of the Agreement which this Addendum revises. AGREED TO AND ACCEPTED BY: City of Miami Beach [print name] Date [title] 1 Template:CNT-VS-QM-SA Hosting Services Addendum 09NOV2020-V01 ©RecTrac,LLC All rights reserved. File Name:Vermont Systems Hosting Services Addendum Last Revision:12/21/2020 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F %Ire VERMONT SYSTEMS ""712020 r Quote Number:QUO-07297-Y4K7Q7 Software Pricing is valid for 120 Days Hardware Pricing is Subject to Change Prepared For: Miami Beach Parks&Recreation Prepared By: Dave Wirtz(Director of Sales) Miami Beach, FL Email: davew@VermontSystems.com Contact Name: Vianca Peron-Sellan,Administrative Services Manager Toll Free: 877-883-8757 Contact Email: viancaperon-sellan@miamibeachfl.gov Direct Phone: 802-276-5447 Contact Phone: 305-673-7730 Explanation of Quote: Vermont Systems Cloud Hosting-Option#2(Discounted) Notes: Below you will find that we are offering a Key Account/Customer Discount. (NOTE:Total3 year cost of Hosting Quote Option#2 is 12k less than Hosting Quote Option#1). }Services(recurring ; ' Unit Nice Monthly Discount .4, ;pt)ce( VSI Cloud VSI Cloud Hosting Standard Service-Silver,First 5 Users 1 $675.00 $400.00 $275.00 $4,800.00 Monthly t(2) VSI Cloud Hosting Standard Service-Silver,Add'I Users 33 $40.00 $920.00 $400.00 $11,040.00 Monthly t(3) Tax: $0.00 Total: $15,840.00 ?x�f fng;8Expenses Iy` ".:Plait Unit Puce Piic Add Hosting 1.0 Hour $0.00 $0.00 Tax: $0.00 Total: $0.00 Services(recurring)(prorated year 1) $15,840.00 Total: $15,840.00 For planning purposes,the annual recurring cost will be: $15,840.00 Other Products of Interest: VSI Cloud Hosting Service-Gold,First 5 Users $875.00 Monthly(Footnote:2) VSI Cloud Hosting Service-Gold,Add'I Users $45.00 Monthly(Footnote:3) VSI Cloud Hosting Service-Platinum,First 5 $1075.00 Users Monthly(Footnote:4) VSI Cloud Hosting Service-Platinum,Add'I $55.00 Users Monthly(Footnote:5) www.vermontsystems.com 1 sales@vermontsystems.com � DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F O VERMONT SYSTEMS11/17/2020 Quote Number:QUO-07297-Y4K7Q7 • Software Pricing is valid for 120 Days Hardware Pricing is Subject to Change t Footnotes: 2 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 3 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 4 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 5 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 6 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. 7 The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees. Prior to selecting the hosting option,we require the customer to test/verify connectivity from all locations to ensure satisfactory performance. Please contact VSI Sales for additional information and scheduling,877-883-8757-Option#2 or email sales@vermontsystems.com. • www.vermontsystems.com 2 sales@vermontsystems.com , DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F RESOLUTION NO. 2021-31542 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, 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 DocuSign Envelope ID:2463451 F-6974-43CD-9016-866ECA82797F • 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 ATTEST,7d Hr z� Rafael E. Granado, Cit Clerk APPROVED AS TO FORM 8 LANGUAGE I FOR EXECUTION ':INCORP iORMTED !tc►�..... (AY Aianell fit Dile • Page 273 of 1954