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HomeMy WebLinkAboutPSA - ResourceX - 2017 Priority Based Budgeting« � ` . " ' "| � | �mm�va��m��m � ' | � | ' ' ----~-- - --------- ° ---- -- - - -- � ^ /� ------ - ` � OrAra Prr.,rdy based audwg ng ONLINE PRIORITY BASED BUDGETING POWERED BY: Iff rtesOurce,j., Online Prority Based Budgeting Tools ResourceX as a provider of Priority Based Budgeting ResourceX provides a means to implement and drive Priority Based Budgeting at your Organization. Our model is SaaS based (Software as a Service). We provide the tools and initial education then put you in control. On -site services are not included but available at additional cost. Online Priority Based Budgeting - Applications Priority based budgeting is a recognized best practice by the International City Managers Association (ICMA) and the Government Finance Officers Association (GFOA). We have developed the online tools to drive Priority Based Budgeting (PBB) practice, culture, and accessibility at your organization. Your subscription includes access to the following applications, each intended on targeting a specific audience. OnlinePBB.net - Super Users. Administer OnlinePBB accounts and user access, save and create new budget models DashPBB.net - Department Users. Distribute the work associated with implementation by granting access at a department level to the tools for Program Costing and Department Scoring. Drive reallocation of resources through program analysis and review. PresentPBB.net-- Council. Present your budget models in council meetings and access the visuals to drive Priority Based Budget meetings across your organization. OpenPBBData.net - Citizens. When you are ready to share your budget models on your organization's website. This application provides an access link to the visuals and data offered in PresentPBB.net. 2 Online Priority Based Budgeting Implementation The following steps define the scope of the project and implementation. Your first time through there will include a one-time set-up component to each of the steps. Then in renewal, software support is included to update each step to the new budget numbers. 0. Project Kick-off a. Set-up: Meeting to determine project time timeline. b. Renewal: Each year we will meet to discuss the goals for the year ahead. Program Inventory - a. Set-up: Define programs for your organization based on your organization structure. Program inventory starting points based on database of existing programs. b. Renewal: Review Program Inventory. Update program inventories based on the 1st time through. 2. Identification of Costs - a. Set-up: Determine how to best map your accounting structure to online priority based budgeting. Establish link between the two systems. b. Renewal: Update the existing costs to the new budget cycle 3. Program Costing - Allocation of Costs to Programs a. Set-up: Determination of best set-up for allocation templates and distribution to departments. b. Renewal: Review of personnel and cost allocations. 4. Program Scoring and Review a. Set-up: Define Definitions and Results. Distribution of Department Scorecards followed by Peer Review. Review of final program quartile assignments b. Renewal: Scoring of any new programs. 5. Final Model Preparation a. Set-up/Renewal: For either set-up or renewal the final step is to check the costs identified have been 100% allocated to Programs. Verification that all required Programs are scored and the model is complete. 3 Software Cost and Subscription Period The online Priority based budgeting tools are a subscription platform with one-time set up fee. Please see Appendix Afor the End User License Agreement. Set-up Fee: NA. South Bend is set-up in the online tools Subscription Renewal: $20,000 Due at start of renewal. Subscription Period: Annual running June 1 to May 31. Annual Renewal Terms: Annual renewal rate of 20,000 will be set for 3 years. Each year an invoice will be sent May 1st, due June 1st for continued access to the Online Priority Based Budgeting tools. Either party may terminate this agreement, at any time, with a minimum of a written 30-day notice (with the ability to re -subscribe again at any time, subject to the current subscription rates at that time). Included Software Support Support: Customer support is provided through email at helpdesk@resourcex.net as well as via scheduled webinars conducted over webex, or other such service provider. Service Line Agreement: Our commitment is to respond to your questions within 48 business hours, and/or provide a resolution plan and schedule for any requests that can't be handled immediately. Support Hours: a. Set-up: A maximum of 36 hours of support is included with the set-up fee b. Renewal: A maximum of 24 hours of support is included in the renewal fee. 4 -. � .:. I� � � Ji J _ �r ` { � — �. _ rj, .. _ pJ 1 c it a. � �� R III i �: � �. 1� �,� ca ' sx I� a l '�5 � � Appendix A: End User License Agreement ONLINEPBB® LICENSE AND HOSTING AGREEMENT IMPORTANT - BY UTILIZING ONLINEPBB SOFTWARE, YOU ARE ACCEPTING THE TERMS AND CONDITIONS OF THIS AGREEMENT. PLEASE READ THE FOLLOWING CAREFULLY BEFORE PROCEEDING. This Agreement is a legal agreement between you (South Bend, IN) and Resource Exploration, LLC, the licensor of OnlinePBB software and associated on-line documentation that you access using this internet website (together referred in this Agreement as "OnlinePBB"). I.OnlinePBB License. Subject to the terms of this Agreement, Resource Exploration, LLC, grants you a non-exclusive, non -transferable license to access OnlinePBB remotely via browser on the server used by Resource Exploration, LLC, to operate this website (the "Server") solely for purposes of creating and maintaining on the Server any interactive website developed using this website and with respect to which all required fees payable under this Agreement have been paid by you (each, a "Website"). 2. Restrictions. You may not download or otherwise copy all or any portion of OnlinePBB software. You may not sell, rent, license, lend, transfer or otherwise grant access to OnlinePBB to any other person or entity except as contemplated by the license granted to you above. You must comply with all applicable laws and regulations in your use of OnlinePBB. You may not modify, translate, reverse engineer, decompile disassemble or otherwise attempt to obtain or derive source code from all or any portion of OnlinePBB. 3. Proprietary Rights. Resource Exploration, LLC and its supplier's reserve all rights to OnlinePBB not expressly granted in this Agreement. Resource Exploration, LLC and its suppliers own OnlinePBB and all associated patent, copyright, trade secrets and other proprietary rights in OnlinePBB. No title or ownership of OnlinePBB or any associated 54 proprietary rights are transferred to you or any other person by this Agreement. 4. Disclosure and Ownership of Data. a.) All written and oral information not in the public domain or not previously known, and all information and data obtained, developed, or supplied by your organization or at its expense, will be kept confidential by Resource Exploration, LLC and will not be disclosed to any other party without your organization's prior written consent. b.) The materials used by Resource Exploration, LLC for work performed under this Agreement are specific and unique methods of fiscal management and budget prioritization. As such, these materials are protected by copyright. You agree and understands that these materials and all methods, models and applications resulting fiom the use of said materials are the sole, complete and absolute property of Resource Exploration, LLC. As such, any use, future use or application or any publication (either oral or written) of these materials by your organization will be at the discretion of Resource Exploration, LLC and in any event will not occur without the express and prior written permission of Resource Exploration, LLC. All legal rights and protections afforded by copyright and Resource Exploration, LLC's ownership of all the underlying intellectual property associated with these fiscal management and budget prioritization materials are retained and reserved exclusively by Resource Exploration, LLC, reserving all legal rights and remedies incident to its ownership of these materials. It is understood that your organization may utilize these methods, models and applications for their own specific use but are not free to share these methods, models and applications with other individuals or entities. 5. U.S. Government Restricted Rights. If OnlinePBB is accessed or used by any agency or other part of the U.S. Government, the U.S. Government acknowledges that (i) OnlinePBB and accompanying materials constitute "commercial computer software" or "commercial computer software documentation" for purposes of 48 C.F.R. 12.212 and 48 C.F.R. 227.7202-3, as applicable, and (ii) the U.S. Government's rights relating to OnlinePBB and accompanying materials are limited to those specifically granted in this Agreement. 6. Data - Data Security. The OnlinePBB web -application provides data security via SSL encryption, and is accessed via https - this protects and secures the client's data from outside the organization, protecting the client and CPBB. Additionally, data is protected within the client's organization 7 by way of individual user accounts and user passwords, and varying levels of permission and access, to give the cleint control over data accessibility. 7. Data - Data Storage. The OnlinePBB web -application utilizes Amazon Web Services (AWS) for best -in -class data storage. 8. Data - Data Protection/backups. Resource Exploration performs complete back-ups of all OnlinePBB data at a frequency of once per night. 9. Service Availability - Disaster recovery/business continuity. To support the organization in the case of disaster, Resource Exploration performs complete back-ups of all OnlinePBB data at a frequency of once per night. The organization may also download their own data files on a more frequent basis, in order to perform complete data restoration - restoring from any point in time, from previously saved data, completely in control of the City. Data files are stored in DropBox, as well as Resource Exploration headquarters to provide additional redundancy. 10. Service Levels - System Availability / performance. The OnlinePBB web -application is provided and available 24 hours per day, 7 days per week. Resource Exploration reserves the right to perform regularly scheduled updates and maintenance, during which time the organization may experience brief periods of downtime for server restarts to make updates available. Scheduled updates take place after 6pm EST Monday - Friday, and the organization will be made aware ahead of schedule, to the greatest extent possible. It should be noted that Resource Exploration reserves the right to restart the web server at any time, but will provide the organization as much advanced awareness as possible. Resource Exploration uses all reasonable business means to ensure the application is available for the organization's use. 11. Insurance - Vendor insurance and liability. Resource Exploration agrees to procure and maintain in force during the term of this Agreement, at its own cost, cyber insurance coverage. 12. Indemnification - From third party claims. You will indemnify and hold harmless Resource Exploration and its suppliers from any and all claims, damages, liabilities, costs and expenses (including, but not limited to, reasonable attorneys' fees) arising out of or related to (i) any content or materials appearing in, or products or services sold or offered by you M. through the website, or (ii) the development, use, operation or other activities with respect to the website. To the fullest extent permitted by law, the foregoing indemnity will apply regardless of any fault, negligence, or breach of warranty or contract of Resource Exploration or its suppliers. 13. Completeness of Agreement. This Agreement constitutes the entire agreement between your organization and Resource Exploration regarding OnlinePBB, the hosting of the Website and your use of the website. Resource Exploration will not be bound by any provision in any purchase order, receipt, acceptance, confirmation, correspondence or otherwise unless Resource Exploration specifically agrees in writing to such provision. I 1316 COUNTY -CITY BUILDING 227 W. JLFFERSON BOULEVARD Souni B LND. 1NDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS February 9, 2016 Mr. Philip McEwen Center for Priority Based Budgeting PO Box 1482 Englewood, CO 80150 PHONE 574/235 9251 FAX 574/235-9171 RE: Professional Services Agreement — Priority Based Budget Consultant for 2017 Dear Mr. McEwen: The Board of Public Works, at its meeting held on February 9, 2016, approved the above referenced agreement in the amount of $47,500 for the first year and $20,000 for the second year. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please Call this office at (574) 235-9251. Sincerely, '-k —C , ( - l� Linda M. Martin, Clerk Enclosure c: John Murphy, Finance & Administration GARY A. GILOT IDAVID P. RELOS ELIZABETH A. MARADIK JAMEs A. MUELLER l IiERESE.I. DORAU n L-'