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HomeMy WebLinkAbout2021-06-07-J01R Codification Services AgrCITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: June 7, 2021 AGENDA ITEM:Consideration of approval of a resolution approving Agreement for Codifications Services with Iowa Codification FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: Iowa Codification has provided an agreement for continuing codification services, including online code preparation, hosting and updates. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The City Attorney has reviewed the agreement and finds it satisfactory. RECOMMENDATION: Approve the agreement. ATTACHMENTS: I. Proposed Resolution II. Agreement PREPARED BY:Becky Schuett REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: AGENDA ITEM: J1R THE CITY OF WAUKEE, IOWA RESOLUTION 2021- APPROVING AGREEMENT FOR CODIFICATIONS SERVICES WITH IOWA CODIFICATION IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the City desires to retain the services of Local Government Professional Services, Inc., d/b/a Iowa Codification for ongoing codification services; AND, WHEREAS, the scope of services includes online code preparation, online code hosting, and code updates. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Agreement for Codifications Services with Iowa Codification is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 7th day of June, 2021. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Larry R. Lyon Ben Sinclair LOCAL GOVERNMENT PROFESSIONAL SERVICES, INC. DBA IOWA CODIFICATION 114 E. 5th Street. P.O. Box 244 Storm Lake, Iowa 50588 (641) 357-7596 AGREEMENT FOR CODIFICATION SERVICES Iowa Codification, hereinafter referred to as the COMPANY, and the City of Waukee, Iowa, hereinafter referred to as the CITY, hereby agree as follows: ARTICLE 1 ONLINE CODE PREPARATION 1.1 The CITY agrees to have the COMPANY develop an online code of ordinances for the CITY based on the new code of ordinances developed by the COMPANY and which the CITY is in the process of adopting. 1.2 COMPANY will convert the new CITY Code into the online format and post online using reliable servers. Following the posting online of the code the COMPANY will provide the CITY with a link that they can use on their web page to publish their Code of Ordinances on the CITY web page. 1.3 The COMPANY anticipates that the online code will be developed and ready for posting on the CITY web page within 60 days. 1.4 The cost to the CITY for setting up the online cost shall be nine hundred ninety-five dollars ($995.00) which shall be due and payable at the time the link is provided to the CITY for use on their web page. ARTICLE 2 ONLINE HOSTING 2.1 The CITY agrees to have the COMPANY host its code on servers either owned by the COMPANY or on a third party server in such a way as to minimize downtime of the code being available online. 2.2 The CITY agrees to pay an annual web hosting fee of five hundred dollars ($500.00). The CITY understands that this web hosting fee is the current rate and 2 that while the COMPANY doesn’t intend to raise prices the cost of technology overtime may result in increases in future web hosting fees to the CITY. 2.3 The web hosting fee for year one shall be due and payable upon the delivery of the link to the City’s online code. 2.4 Future year’s annual web hosting fees shall be billed by the COMPANY and due and payable within 30 days. ARTICLE 3 CODE UPDATES 3.1 The CITY also desires to have the COMPANY keep their Code current and agrees to provide the COMPANY with adopted ordinances on a regular basis at least annually but potentially more frequently at the CITY’s discretion. 3.2 The COMPANY will update the CITY’s Code including both the paper copies maintained by the City and the online code based on their current pricing structure for supplementing ordinances into the Code. Initially, those costs shall be thirty-six dollars ($36.00) for pages that the COMPANY has to make physical edits to and three dollars ($3.00) for pages that need to be reprinted due to content that has been pushed or pulled and pages that need to be printed to maintain the flow of the paper copies. 3.3 Annually the COMPANY will provide the CITY with a legislative update notification outlining potential changes to the CITY’s Code that have been impacted by recent changes to State of Iowa law. The CITY shall have the option to purchase the legislative changes that they feel are beneficial to the maintenance of their code. For those legislative changes purchased the COMPANY shall provide the CITY with an ordinance to adopt and then supplement that ordinance within the Code for both the paper and online versions of the CITY Code for the price provided in the legislative update notice. The CITY may elect to opt out of the legislative change process at their discretion. ARTICLE 4 TERMINATION AND NONCOMPLIANCE 4.1 This AGREEMENT is terminable by either party upon written notice given to the other party no later than ten (10) days prior to the requested termination date. 4.2 The cost of web hosting is a non-refundable fee. If the CITY terminates this agreement before the end of the year in which they have already paid for web hosting fees they will forfeit any prorated amount of the fee already paid. 3 IN WITNESS WHEREOF, the CITY and the COMPANY have executed this AGREEMENT as of the dates shown opposite the signatures below. CITY OF: Waukee By: Mayor Date Attest: City Clerk Date LOCAL GOVERNMENT PROFESSIONAL SERVICES, INC. DBA IOWA CODIFICATION By: May 7, 2021 Justin Yarosevich Date