004-15 - Resolution - Contract with Socialmentum for Mindmixer a Web ApplicationIntroduced by:
Requested by:
Drafted by:
Introduced:
Adopted:
RESOLUTION NO.004-15
Development Director
Development Director
Interim City Attorney
March 10, 2015
March 10, 2015
A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON,
WAIVING THE COMPETITIVE BIDDING REQUIREMENTS FOR A
SOLE SOURCE PURCHASE AS ALLOWED BY RCW 39.04.280 FOR A
CONTRACT WITH SOCIALMENTUM, LLC FOR MINDMIXER, A
WEB APPLICATION CONFIGURED TO GENERATE PUBLIC
PARTICIPATION, AND AUTHORIZING THE MAYOR TO EXECUTE
THE CONTRACT WITH MINDMIXER FOR USE OF SUCH SERVICE
FOR 5 YEARS AT $2,500 ANNUALLY.
WHEREAS, the City of Port Orchard plans under the Growth Management Act, which
requires a high level of public participation (RCW 36.70A.035 and RCW 36.70A.140); and
WHEREAS, MindMixer is a unique web -based service that facilitates public interaction
and communication between City leaders and the public; and
WHEREAS, at this point in time, MindMixer is the only service of its kind that
specializes in assisting municipal clients and which: (1) is geared specifically towards City
planning activities; (2) advertises that it has provided services to more than 700 municipal clients
and has reached 1.6 million participants; and
WHEREAS, two other similar services exist but are not set up with city planning
activities in mind (Thought Exchange is geared towards school districts and Ideascale targets
corporate clients); and
WHEREAS, MindMixer is used by other municipalities in Washington such as Tacoma,
Snohomish, King County, Burien and Seattle with success; and
WHEREAS, The City will benefit from the MindMixer platform by leveraging the
resources shared by MindMixer's other municipal clients and planning departments; and
WHEREAS, MindMixer can distribute content across all devices and mediums and has a
proven track record in increasing public participation in city government and the city planning
process;
WHEREAS, MindMixer platform supports public records retention requirements; and
Resolution No. 004-15
Page 2 of 2
WHEREAS, the City may waive competitive bidding requirements and enter into a
contract with MindMixer under RCW 39.04.280(1)(a) because this is a purchase that is clearly
and legitimately limited to a single source of supply; and
WHEREAS, in order to waive such competitive bidding requirements, the City is
required to recite the factual basis for the exception, all as set forth above; Now, Therefore,
THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON,
HEREBY RESOLVES AS FOLLOWS:
THAT: The City Council hereby authorizes the Mayor to sign the contract with
Socialmentum, LLC attached hereto and incorporate herein as Exhibit A, in the amount of $2500
Annually for a period of 5 years, to provide the MindMixer Platform -Web Application, Service
and Support.
PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and
attested by the City Clerk in authentication of such passage on this I0th day of March, 2015.
Mayor Timothy . Matthes
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ATTEST:
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City Clerk, Brandy Rinearson, CMC
Resolution No. 004-15
Exhibit A
41 MindMixer
Contract No. 039-15
City Of Port Orchard, WA Agreement
CONTACT INFORMATION
Primary Contact:
Address:
Phone:
Email:
Billing Email:
Nick Bond
216 Prospect Street
Port Orchard, WA 98336
(360) 876-7049
nbond@ci.port-orchard.wa.us
nbond@ci.port-orchard.wa.us
March 4, 2015
This agreement is entered into by and between Socialmentum, LLC ("Mindmixer") and the
organization identified above ("Client") and is effective on the date of last signature ("effective date").
This agreement identifies and defines the terms and conditions by which Mindmixer will provide the
platform and services described below.
1. PLATFORM —WEB APPLICATION
a. A web application that includes online engagement functionality. This functionality
includes, but is not limited to, the ability to ask questions, enable user -generated
content, access a content management system and access a reporting dashboard.
b. Client is responsible for creating and managing site content and interactions with
users. MindMixer may reject content assets at sole discretion if content contains
obscene material, offensive language, or defamatory remarks about an individual or
entity. MindMixer may directly contact users in the event of site security and site
updates.
c. Client is solely responsible for the time and cost associated with content creation and
management (i.e., videos, photos, map production, etc.).
d. Client acknowledges this agreement can provide opportunity for additional
departments, entities, agencies or other meaningful groups within the organization to
utilize the web application as part of the term, condition and pricing of this agreement.
e. MindMixer will define naming convention for URL, host Site for operation through the
term and work with Client to identify Project Name.
2. SERVICE & SUPPORT
a. Training and support is provided via the web application, email and phone. Training
and support resources include, but are not limited to:
1. Online engagement best practices;
ii. Community case studies; and
iii. Twenty-four hour online help desk resources.
Resolution No. 004-15
Exhibit A
41 MindMixer
3. FEES & TERMS (Select Yearly Option)
5 YEAR
I.erf9th of Term
Total Fee.
$12,500
Average Annual Fre
$2,500
(50°%a discount)
Taal savings`k
$12,500
a. Term:
4 YEAR
$12,000
$3,000
(40% discount)
$8, 000
3 YEAR
11
$10,500
$3,500
(301),6' discount",
$4, 500
i. Begins on contract effective date.
2 YEAR
1 YEAR
❑
❑
$8,000
$5,000
$4,000
$5,000
(;Z0440 discount!
$2, 000
ii. Ends at the expiration of the selected term length.
b. Billing:
L Begins on contract effective date.
li. Annual invoices will be aligned with the Client's calendar fiscal year, including
prorated annual invoices in the first and last year.
Ill. Fees due to MindMixer will be payable within 30 days of receipt of the
applicable invoice.
iv. Payments of Fees to be made in US Dollars via check to MindMixer at 1735
Baltimore Ave., Kansas City, MO 64108. Credit card and ACH payments are
accepted upon request.
v. Client can discontinue agreement with 30 day written notice to MindMixer prior
to start of Year 2. All subsequent annual fees are cancelled along with the
remaining term of the agreement.
This offer (pricing, terms, details) is valid until dT W� k2: If not signed prior to this
date, then this offer expires and a new agreement will be required.
ACCEPTED ND AGREED TO BY:
C1
M , ` By:
Its: SOCIALMENIT(�UM, LLC., "MINDMIXER"
BY:
Its• I ✓ 1 ,iii1-b IV
Date:Pagleg A T :'O".
ATTESTc
of
Brandy Rinearson, CMC, City C' ee