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HomeMy WebLinkAboutDS Web Accessibility Compliance Services; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH PROUDCITY INC. FOR WEB ACCESSIBILITY COMPLIANCE SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PROUDCITY INC. (hereinafter "CONSULTANT"), is made and entered into as of Apr 4, 2025 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated March 19, 2025 to perform professional services in connection with CITY'S web accessibility compliance, for an amount not to exceed $9,886 (the "Agreement"); and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article I of the Agreement, entitled "SERVICES TO BE PROVIDED" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated February 24, 2025, attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article II of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this First Amendment, on a fixed fee basis in accordance with the Exhibit A, in a not -to -exceed amount of $25,000, and to change the total not -to -exceed amount under the Agreement to $34,886. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force. IN WITNESS WHEREOF, the parties have executed this First Amendment on the day, month, and year first above written. 1 CITY OF SAN RAFAEL Cristine A(ilovich (Apr4, 202517:29 PDT) CRISTINE ALILOVICH, City Manager ATTEST: gi-enna N wl C b`- Brenna Nurmi (for) (Apr ,)2507r52 POT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: Andreayisvesl vvara Andrea Visveshwara (Apr 1, 202513:27 PDT) ANDREA VISVESHWARA, Chief Assistant City Attorney 2 CONSULTANT 1Ceyln ffewal? By: Ke,.He+man Idar 26, 20251?06EDT) Name: Kevin Herman Title: Co Founder [If Consultant is a corporation, add signature of second corporate officer] Bv: Name: Title: San Rafael Web accessibility plan: scope of work February 24, 2025 * ProudClty Overview Scope amendment Project planning Content planning Cost Timeline About ProudCity GovTech 100 San Rafael web accessibility plan: scope of work -1 * ProudCity 2 3 3 3 5 5 6 7 ProudCity Overview Local government agencies need to comply with anew federal web accessibility law. This includes all web and digital content, including PDFs. The City of San Rafael needs to comply by April 2026. The initial scope had 3 activities to help the City get started on compliance measures: 1. Draft work plan 2. PDF audit and strategy 3. Alt text cleanup The work from the initial scope helped staff determine a universal website design project is needed so the City can meet new accessibility requirements and achieve usability and language access goals. The activities in this scope amendment builds off our work recently completed to tie findings into project planning. San Rafael web accessibility plan: scope of work - 2 * Proud0ty Scope amendment Project planning We will work with you to plan the Universal Design: website project. This work aligns with many of the tasks outlined in workplan objective 1A. • Assemble team • Assign product owner • Roles, responsibilities and stakeholder expectations • Draft iterative project and staffing plan • Help establish digital culture reset Content planning We will start the content planning activities for the Universal Design: website project. This includes several tasks outlined in workplan objectives: 1B, 2B, 2C, 2D, 2E, 2F, and 21. • Draft content strategy doc • Service inventory • Content audit • Priorities worksheets • Design exercise template • Coach product owner • Review and synthesize results • Draft information architecture (IA) • Identify new development needs • Layouts • Action page (services and tasks) o Service structure (menus) • Widget consideration (non FAQ accordions) San Rafael web accessibility plan: scope of work - 3 * Proud0ty o Network security customizations • Draft policies o Migration: meetings, web forms o PDFs o Archive and content lifecycle San Rafael web accessibility plan: scope of work -4 * Proud0ty Cost • Project planning and management: $10,000 • Content planning • Service inventory: $3,000 • Content audit: $6,000 • Priorities synthesis: $1,000 • Draft IA: $2,000 • New development identification: $1,500 • Draft policies: $1,500 Total: $25,000 Timeline • Start: March 1, 2025 • Project plan'review: April 15, 2025 • Content plan review: June 1, 2025 • Hand off: June 30, 2025 *timeline can be adjusted to final options selected San Rafael web accessibility plan: scope of work - 5 * ProudCity About ProudCity ProudCity is a platform that makes it easy and cost-effective to launch and manage local digital government operations, including websites, meetings, online forms and Payments. ProudCity serves local governments across the United States, including townships, boroughs, cities, agencies, utilities and government -focused non-profit organizations. Government Technology named ProudCity one of `5 to Watch' in 2016 and has been included in its esteemed GovTech 100 list of top government technology companies since 2017. ProudCity has been featured in TechCrunch, Government Technology, StateScoop, NextGov, Government Computer News and Route Fifty. Government Technology said of ProudCity, "The future is here, and it's a lot simpler." ProudCity was founded in 2015. Learn more: proudcity.com/about San Rafael web accessibility plan: scope of work - 6 * ProudCity GovTech 100 Since our founding, ProudCity has been honored by Government Technology's GovTech 100 list. 2017 Learn more: oroudcity. corn/govtech 100 San Rafael web accessibility plan: scope of work - 7 RAFq�! i z ho /rY WITH A e��y CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Digital Service and Open Government Project Manager: Sean Mooney Extension: Click here to enter text. Contractor Name: ProudCity Inc. Contractor's Contact: Kevin Herman Contact's Email: kevin@proudcity.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE 3/5/2025 Check/Initial 1 Project Manager 3/5/2025 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑c 2 City Attorney a. Review, revise, and comment on draft agreement 3/19/2025 and return to Project Manager 3/19/2025 ® NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 3/19/2025 ® SM contractor 4 Project Manager Forward three (3) originals of final agreement to 3/20/2025 contractor for their signature When necessary, contractor -signed agreement 5 Project Manager X❑ N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City ® SM Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager 1st Amendment - ProudCity Inc - Web Accessibility Compliance Services Final Audit Report 2025-04-07 Created: 2025-03-26 By: Laraine Gittens (laraine.gittens@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAUnawTXpVygRcpTEWchAESzQ16113xfpX "1st Amendment - ProudCity Inc - Web Accessibility Compliance Services" History Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2025-03-26 - 10:27:01 PM GMT L74 Document emailed to Kevin Herman (kevin@proudcity.com) for signature 2025-03-26 - 10:29:42 PM GMT Email viewed by Kevin Herman (kevin@proudcity.com) 2025-03-26-11:05:50 PM GMT 6© Document e-signed by Kevin Herman (kevin@proudcity.com) Signature Date: 2025-03-26 - 11:06:08 PM GMT - Time Source: server P+ Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2025-03-26-11:06:10 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2025-03-26 - 11:11:37 PM GMT d© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2025-03-26 - 11:11:55 PM GMT - Time Source: server �'4 Document emailed to and rea.visveshwara@cityofsanrafael.org for signature 2025-03-26 - 11:11:56 PM GMT Email viewed by andrea.visveshwara@cityofsanrafael.org 2025-04-01 - 8:26:52 PM GMT 6p Signer andrea.visveshwara@cityofsanrafael.org entered name at signing as Andrea Visveshwara 2025-04-01 - 8:27:38 PM GMT Adobe Acrobat Sign 60 Document e-signed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org) Signature Date: 2025-04-01 - 8:27:40 PM GMT - Time Source: server C'1, Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for approval 2025-04-01 - 8:27:42 PM GMT ii Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) 2025-04-02 - 4:23:28 PM GMT 6© Document approved by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) Approval Date: 2025-04-03 - 3:08:29 PM GMT - Time Source: server '► Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2025-04-03 - 3:08:31 PM GMT f) Email viewed by cristine.alilovich@cityofsanrafael.org 2025-04-05 - 0:28:56 AM GMT &e Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2025-04-05 - 0:29:20 AM GMT b© Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2025-04-05 - 0:29:22 AM GMT - Time Source: server "-+ Document emailed to brenna.nurmi@cityofsanrafael.org for signature 2025-04-05 - 0:29:24 AM GMT Email viewed by brenna.nurmi@cityofsanrafael.org 2025-04-07 - 2:52:04 PM GMT &9 Signer brenna.nurmi@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2025-04-07 - 2:52:20 PM GMT &0 Document e-signed by Brenna Nurmi (for) (brenna.nurmi@cityofsanrafael.org) Signature Date: 2025-04-07 - 2:52:22 PM GMT - Time Source: server !� Agreement completed. 2025-04-07 - 2:52:22 PM GMT Adobe Acrobat Sign