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HomeMy WebLinkAbout08.d EDB Sages Networks Inc-Software EXECUTIVE SUMMARY AGENDA ITEM: Proposed Software Licensing, Maintenance and Support Agreement with Sages Networks, Inc. "Sages" Date: August 28, 2025 BACKGROUND: Staff are seeking approval of a five-year Software Licensing, Maintenance, and Support Agreement with Sages to implement the cloud-based platform for plan review,permitting,inspections,and related workflows, at an initial cost of$42,195, with annual subscription renewals of$37,856 budgeted in future years. The current processes for plan review, permitting, inspections, and related administrative workflows rely on multiple disconnected systems and manual steps. This creates inefficiencies, limits transparency, and increases turnaround times for internal and external stakeholders. To meet growing development demands and improve customer service, CCUA needs an integrated, mobile-capable solution that aligns with industry standards and peer utility practices. Staff evaluated three leading solutions based on peer usage,usability, cost, and initial implementation expense. After review, Sages was selected because: • It is regionally proven—used by JEA and other peer utilities—ensuring familiarity with local processes. • It integrates with CCUA's existing systems: Bluebeam Revu, ArcGIS, Laserfiche, Workday financial system, and Invoice Cloud payment processing. • It supports role-based access, digital plan markup, automated workflow routing, integrated reporting, and mobile field access. • CCUA's cross-departmental review team (including several members of Service Availability, IT, and Finance) participated in demonstrations, scored the platform highest, and recommended adoption. CCUA'S PURCHASING POLICY: CCUA's current purchasing policy, Section 7.4, states the following: "The Authority's Board of Supervisions empowers the Executive Director to seek out and engage professional services necessary to conduct the business of the Authority outside of a competitive procurement process". BUDGET: • One-time implementation: $42,195 • FY2024/2025: $38,000 budgeted; an additional $4,195 to be transferred from available departmental funds to cover integration. • Annual subscription renewals: budgeted at$37,586 beginning FY2025/2026 //AW(Author) //AW,MB (Review) //PS(Final) RECOMMENDATION: Staff respectfully recommends the Board of Supervisors' approval of the Software Licensing, Maintenance, and Support Agreement with Sages Networks, Inc., as outlined above. ATTACHMENTS: Sages Network Agreement //AW(Author) //AW,MB (Review) //PS(Final) STATE OF FLORIDA COUNTY OF CLAY AGREEMENT BETWEEN CLAY COUNTY UTILITY AUTHORITY AND SAGES NETWORKS INC.,FOR SOFTWARE,LICENSING,MAINTENANCE AND SUPPORT SERVICES THIS AGREEMENT for Software Licensing,Maintenance and Support is entered into this_2nd day of September , 2025,by and between Sages Networks Inc. having its principal place of business at 50 Hurt Plaza, Suite 1446 hereinafter referred to as"Sages", and Clay County Utility Authority,hereinafter referred to as"CCUA". RECITALS: WHEREAS CCUA desires to procure a cloud based Electronic Plan Review,Permitting&Inspections software from Sages; and WHEREAS, CCUA has agreed to engage Sages for the software as described, and according to the further terms and conditions, set forth herein. NOW THEREFORE, in consideration of the Recitals and mutual promises contained herein,CCUA and Sages agree to as follows: [The Remainder of this page intentionally left blank] Definitions "SagesGov Application"is the Sages cloud based Electronic Plan Review,Permitting&Inspections software. "SagesGov Staff User License"refers to an individual who is a user authorized by CCUA to use the SagesGov Application, for whom CCUA Department has ordered the Service, and to whom CCUA Department(or Sages at the request of CCUA)has supplied a user identification and password.Users may include, for example,your employees, consultants, contractors and agents,and third parties whom CCUA hires. "External User"refers to any registered users of the SagesGov Application including but not limited to Citizens,Architects,Engineers, Contractors and Builders. External Users cannot be employed by CCUA, cannot be hired by CCUA to perform services on behalf of CCUA, and cannot offer plan review,permitting, inspection or any other CCUA services. "Maintenance and Technical Support"is the continuous attention to and updating of SagesGov Application software and technical support services provided by Sages to CCUA for the SagesGov applications. It does not include functional support issues such as: how-to questions,usage or business-related clarifications,training, custom programming, changes to configuration or onsite visits. "Functional Support"covers support by Sages staff limited to the number of hours in CCUA's Monthly Functional Support Plan and covers the following: questions about system functionality, questions about system configuration,how-to questions,Minor tweaks to system configuration, login issues, diagnosing integration and Staff User environment issues. "CCUA Data" refers to CCUA's project/case records in SagesGov and all information and files in SagesGov associated with CCUA's project/case records. Scope of Services Sages shall provide the following described software modules in the SagesGov Application to CCUA: • SagesGov Application product modules: o Electronic Plan Review integrated with Bluebeam Revu o Online Permitting and Fees o Mobile Inspections App- iOS,Android&Microsoft o Tasks,Meetings,Notices&Documents • SagesGov Application product features: Public Portal,Role based system, Online Submission/ Resubmission of drawing files, supporting documents,Intake,Routing,Electronic Plan Review, integrated with Bluebeam Revu,Markup, Comparison, Overlay, Checklists,Predefined Comments,Meetings,Notices,Emails&Alerts, assign coordinators,Assign Reviewers,Manage Reviewer workloads, Custom application, and data forms, auto add Reviews,Permitting,Mobile Inspections,Notices,Holds,Letters&Documents,History, Search,User Dashboards, Standard Reports and Administration module. • SagesGov Application cloud services include: o Annual Technical Support and Maintenance. o Enterprise-level cloud-based software hosted on the Microsoft Azure platform. o Cost of Technical support,monitoring, ensuring uptime and quick responses to issues. o Cost to store Drawing files,Plan Review Reports,Permits,Inspection tickets, Certificates, and other documents. o Cost of Hardware, Server Software,Database software and Hosting Costs. o Cost of Personnel to manage Servers,Network,Hardware, and keep them up to date. o Costs of Rent,Power,Air Conditioning, and other data center costs. o Costs to handle software development,upgrades, and patches to the SagesGov Application product every 6 months. o Cost of Personnel to Manage backup and disaster recovery. Services provided Sages shall provide the following services: • Functional Setup&Configuration: Create Process,Application form, checklists, emails, supplemental forms(as needed), file types,workflow,business rules for the following processes: o Application for Service,Application for Water Permit,Application for Sewer Permit, As-Built Submittal,Plat Submittal&Easement Submittal. • SagesGov Application Integration: ArcGIS online integration,Forte Payment Gateway integration,Bluebeam Revu integration, • ArcGIS online integration: • Invoice Cloud Payments Gateway Integration • Integration with CCUA's Financial system using flat file interface. • Bluebeam Revu integration 1. Compensation; Time of Payment SagesGov Electronic Plan Review, Permitting & Mobile Inspections Solution Pricing Clay County Utility Authority FL Table 1 Annual Subscription Costs-SagesGov Software Yearly Cost Item Description Quantity Unit Price Total 1 Upfront Software License 0 $0.00 $0.00 Cost of Hardware, Server Software, 2 Database software, and Hosting Costs 0 $0.00 $0.00 Costs of Rent,Power,Air Conditioning, 3 and other Data Center costs. 0 $0.00 $0.00 Staff user license: SagesGov SagesGov Electronic Plan Review Software Subscription integrated with Bluebeam $2,880.00 $8,640.00 4 Revu 3 Staff user license: SagesGov SagesGov Permitting&Mobile Inspections Software $1,728.00 $10,368.00 5 Subscription 6 6 Functional Support after Go Live this is for 1 hours/ $225/hour $2,700.00 how-to questions, and small tweaks to month setup and configuration. Bluebeam Revu Core Subscription: For 7 drawings review,markups,redline, 3 Licenses $330/year $990.00 comments and measurements. Annual Maintenance Invoice Cloud 8 Payment Systems Integration for online 1 Adapter $875/year $875.00 Fee payment Anual Maintenance ESRI GIS Integration using ArcGIS online REST endpoint for9 1 Adapter $570/year $570.00 Address and Parcel validation for Clay County Utility Authority 10 Annual Maintenance Workday Finance 1 Adapter $1270/year $1270.00 system Integration Annual Maintenance CCUA Active 11 Directory AD using Single Sign On 1 Adapter $750/year $750.00 integration. 12 IAnnual Maintenance Integration with 1 Adapter $875/year $875.00 Laserfiche 13 External users: Builders,Architects, $0.00 $0.00 Contractors, and Citizens. Unlimited Total Annual SagesGov Electronic Plan Review,Permitting&Mobile $27,038.00 ' Inspections Software Subscription One Time Costs-Initial Setup, Configuration,Integration,Professional Services & Table 2 Training Total One Item Description Quantity Unit Price Time Cost Service: SagesGov Base Setup and 1 Configuration,Departments,Disciplines,File 1 $7,500.00 $7,500.00 Type,Users and Roles Service: Setup Workflow processes,Application 6 processes. 2 forms,Emails,Review Types,File Types,Holds, 10 hours per $150/hour $9,000.00 Alerts,Checklists,Plan Review Reports and Notices for CCUA process. Hands-on Remote Training: SagesGov& 3 Bluebeam Revu Training 3 hours per session.up 1 session $1750/session $1,750.00 to 10 staff users/session. 4 Professional Services during requirements 10 $225 /hour $2,250.00 gathering,configuration,integration,UAT&go live includes Project management. Integration with ESRI GIS using ArcGIS 5 online REST endpoint for Address and 1 Adapter $2,850.00 $2,850.00 Parcel validation for CCUA Integration with CCUA's Workday 6 1 Adapter $6,350.00 $6,350.00 Financial system using flat file interface 7 Integration with Invoice Cloud Payment 1 Adapter $4,375.00 $4,370.00 Systems for online Fee payment 8 Integration with CCUA Active Directory 1 Adapter $3,750.00 $3,750.00 AD using Single Sign On. 9 Integration with Laserfiche 1 Adapter $4375 $4375.00 Total SagesGov-One Time Implementation Costs *New Customer: See prorated one-time $42,195.00 costs in Table 3 below Table 3 5 Year Costs One Time SagesGov Electronic Plan Review,Permitting& Year Costs Total/Year Mobile Inspections Software Cost Prorated Year 1 . $27,038 1 $10,548 $37,586 Year 2 $27,038 $10,548 $37,586 Year 3 $27,038 $10,548 $37,586 Year 4 $27,038 $10,551 $37,589 Year 5 mid $27,038 $27,038 1.2 Invoicing and Payment Milestones Sages shall request payment under this agreement by submitting a proper invoice to the CCUA at its designated payment office at the time and in the manner specified in the in the payment milestones table below. Table 4 Payment Milestones Item Description Milestone Amount 1 Contract signed Contract signed $9,396 2 Finalize Requirements with CCUA Requirements signoff $9,396 3 Setup,User Acceptance Testing(UAT) &Training Setup,UAT& $9,396 Training Completed 4 SagesGov software Annual Subscription Start SagesGov Go-Live $9,398 5 Year 2 onward Anniversary of $37,586 Contract 2. Workmanship and Quality of Services All work performed under this AGREEMENT shall be performed in a workmanlike and professional manner,to the reasonable satisfaction of CCUA, and shall conform to all prevailing industry and professional standards. 3. Notices All notices,requests for payment, or other communications arising hereunder shall be sent to the following: Clay County Utility Authority Sages Networks Inc. Attn: Melisa Blaney Harish Krishna Telephone: 904-213-2420 Telephone 678-471-7392 3176 Old Jennings Road, 50 Hurt Plaza, Suite 1446 Middleburg,FL 32068 Atlanta, GA 30303 Email: mblaney@clayutility.org Requests for Payment: Clay County Utility Authority Attn: Accounts Payable 3176 Old Jennings Road Middleburg,FL 32068 Email: accountspayable@clayutility.org 4. Non-discrimination In consideration of the signing of this AGREEMENT,the parties hereto for themselves,their agents, officials, employees and servants agree not to discriminate in any manner on the basis of race, color, creed,national origin, sex, age,handicap, or sexual orientation with reference to the subject matter of this AGREEMENT. 5. Applicable Law All matters relating to this AGREEMENT shall be governed by the laws of the State of Florida,without regard to its choice of law provisions, and venue for any action relating to this AGREEMENT shall be the State and Superior Courts of Clay County,Florida or the United States District Court,Middle District of Florida. 6. Intellectual Property Any information,data,instruments, documents, studies,reports or deliverables given to, exposed to,or prepared or assembled under these Terms of Agreement shall be kept as confidential proprietary information of Sages and not divulged or made available to any individual or organization without the prior written approval of Sages. Such information, data, instruments, documents, studies,reports or deliverables will be the sole property of Sages and not CCUA. All intellectual property, including,but not limited to,patentable inventions,patentable plans, copyrightable works,mask works,trademarks, service marks and trade secrets invented, developed, created or discovered in performance of this AGREEMENT shall be the property of Sages. Sages owns all rights,title, and interest in and to all intellectual property rights for the SagesGov Application. Accordingly, any suggestions, enhancements requests, feedback or recommendations provided by CCUA or any of its users to Sages related to the SagesGov Application shall be kept as confidential information of Sages. No right of ownership, expressed or implied, is granted under this Agreement. Sages recognizes that CCUA is subject to the Florida Open Records Act,which may alter obligations as to documents and the production thereof under this Section 6. 7. Licenses Sages grants to CCUA, and CCUA accepts, a non-exclusive,non-transferable,non-sub-licensable right and use of SagesGov Application User Subscription Licenses for the SagesGov application,without the right to sublicense to others,to make,use, sell, offer to sell, or import the Licensed Products and Licensed Services in the Licensed Territory. 1. A user subscription license that is granted to CCUA will allow CCUA to only use or perform the software during the period the license is active. 2. CCUA is not allowed to transfer the user subscription license to any other company, organization or individual other than who is specified herein. 3. The user subscription license grants use of the SagesGov application only for the period that CCUA maintains an active license. Each active license is meant for one designated person. A user subscription license cannot be shared among individuals. 4. The user subscription license does NOT grant any rights to download,view,use,modify or sell the underlying source code or object code of the SagesGov Application. The underlying source code and object code used to build and offer the SagesGov Application is the property of Sages Networks Inc and nothing in this agreement is granting any rights(implied or otherwise)to CCUA. 5. Since the underlying source code and object code of the SagesGov application is the property of Sages, Sages Networks Inc is the only company that is authorized to provide the SagesGov Application Software as a Service. Nothing in this document shall allow CCUA to host the SagesGov Application or make the SagesGov Application available for a fee or otherwise. The ability to offer the SagesGov Application service lies solely with Sages Networks Inc. 8. Warranties and Disclaimer Except as expressly provided herein, Sages does not make any warranty of any kind,whether express, implied, statutory or otherwise. Sages specifically disclaims all implied warranties, including any implied warranty of merchantability, fitness for a particular purpose or non-infringement,to the maximum extent permitted by applicable law. Sages disclaims all liability and indemnification obligations for any harm or damages caused by any third-party hosting provider. Sages is not responsible for any third party claims that arise out of any public content displayed by the SagesGov Application. CCUA acknowledges that the display of this content is in CCUA's full control and accepts full responsibility for the accuracy and appropriateness of publicly displayed information. 9. Force Majeure Except as otherwise provided in any environmental laws,rules,regulations or ordinances applicable to the parties and the services performed under this AGREEMENT,neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by an act of war,hostile foreign actions,nuclear explosion, earthquake,hurricane,tornado, or other catastrophic natural event or act of God. Either party to the AGREEMENT must take reasonable measures and implement reasonable protections when a weather event otherwise defined as a force majeure event is forecast to be eligible to be excused from the performance otherwise required under this AGREEMENT by this provision. 10. Integration with 3rd Party Non-SagesGov Applications The SagesGov Application contains features that have been designed and developed to operate with 3rd party Non-SagesGov Applications. To use such features, CCUA agrees to obtain access to such Non-SagesGov applications from their providers. If the 3rd party Non-SagesGov application provider ceases to make the Non-SagesGov application available for operation and/or integration with the SagesGov application,we may cease providing such a feature without entitling CCUA to a refund, credit or other compensation. 11. Term and Termination of SagesGov Application SaaS Subscription (a) This Agreement shall commence on the date first written above, and the initial term shall terminate one(1)year after the"Go-Live"date referenced in Section 1.2 above.At the conclusion of the initial one(1)year term,this Agreement shall renew as needed by CCUA. (b) CCUA or Sages may terminate this AGREEMENT at any time following the initial term by providing a Thirty(30)days written notice. In the event of early termination, Sages shall be entitled to receive just and equitable compensation for costs incurred prior to receipt of notice of termination and for the satisfactory work completed as of the date of termination and delivered to CCUA. (c) Refund of Payment. Upon termination by CCUA for cause, Sages will refund CCUA any prepaid fees covering the remainder of the term of the SagesGov application subscription after the effective date of termination. Upon any termination by Sages for cause, CCUA will pay any unpaid fees covering the remainder of term after the effective date of termination. (d) Return of Data. Within 30 days after the effective date of the SagesGov Application Subscription and upon request by CCUA, Sages will make available to CCUA for download a file of CCUA's Data.After such a 30-day period, Sages will have no obligation to maintain or provide any of CCUA's Data and will thereafter,unless legally prohibited, delete all of CCUA's Data in Our systems or otherwise in Our possession or under Our control. Transition Services upon Termination and requested by CCUA will be billable as"Professional Services". Since these transition services are non-deterministic at this time (i.e.,neither party knows the level of effort to transition to a new system),these services will be billed at our company's standard Additional Professional Services rate. (e) Data Ownership-CCUA owns the data stored and processed by Sages and Sages will take commercially reasonable measures to ensure the protection and confidentiality of the data Subject to the limited rights granted by CCUA hereunder. Sages acquires no right,title or interest from CCUA or to CCUA's Data, including any intellectual property rights therein. CCUA grants to Sages a non-exclusive license to use CCUA Data for the purposes of performing Sages obligations under this Agreement. (f) Protection of CCUA's Data. Sages receives no ownership rights in CCUA's Data. Sages will maintain commercially reasonable physical, administrative and technical safeguards for protection of the confidentiality, security and integrity of CCUA Data.We will not(a)modify CCUA Data, (b) disclose CCUA Data except as expressly permitted in writing by CCUA, or (c)access CCUA Data except to provide the SagesGov Application SaaS Subscription or Professional Services and prevent or address service or technical problems, or except at CCUA's request in connection with customer support matters. (g) ADA Compliance for CCUA's content in SagesGov Application including but not limited to CCUA's Application Forms,Data Forms,Announcements and Links to Documents-CCUA will be responsible for ensuring and maintaining ADA Compliance for all CCUA content developed by CCUA or by Sages for CCUA in the SagesGov Application. 12. Laws/Safety Standards Sages shall comply with all laws, ordinances, codes,rules,regulations, safety standards and licensing requirements that are applicable to the conduct of its business, including those of Federal, State, and local agencies having jurisdiction and/or authority. 13. Incorporation of Documents/Complete Agreement This AGREEMENT, and any documents incorporated below represent the entire AGREEMENT between the parties and suspend all prior oral or written statements, agreements or AGREEMENT(S). [The Remainder of this page intentionally left blank; Signature Page Follows] IN WITNESS WHEREOF, Sages has executed the foregoing with the signature(s)of its duly authorized officer(s), and CCUA has executed with the signature of its CCUA Executive Director attested by its Procurement Manageer,with the official seal affixed,the day and year first above written. SAGES NETWORKS: CLAY COUNTY UTILITY AUTHORITY (SEAL) By: By: CCUA Executive Director HARISH KRISHNA Printed Name/Title Attest: By: Procurement Manager THIS INSTRUMENT APPROVED AS TO FORM: CCUA Attorney CLAY COUNTY UTILITY AUTHORITY STANDARD SHORT FORM ADDENDUM Per diem and travel expenses of authorized persons. All per diem and travel expenses related to Provider's services provided to CCUA under this agreement, if any, are subject to and limited by Florida Statutes s. 112.061, as from time to time amended. Florida Public Records Laws Compliance. Provider acknowledges CCUA's obligations under Art. 1,Section 24, Florida Constitution, and Chapter 119, Florida Statutes, as from time to time amended (together, the Public Records Laws), to release public records to members of the public upon request. Provider acknowledges that CCUA is required to comply with the Public Records Laws in the handling of the materials created under this agreement and that the Public Records Laws control over any contrary terms in this agreement. Provider shall comply with all requirements of Chapter 119, Florida Statutes, to the extent applicable to the records and documents associated with this agreement. In accordance with Section 119.0701(3)(a), Florida Statutes(or successor statutes),a request to inspect or copy public records related to this agreement must be made directly to CCUA,Attn: Custodian of Public Records. IF PROVIDER, AS CONTRACTOR TO CCUA, HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (904) 272-5999, Recordsrequest@clayutility.com, 3176 OLD JENNINGS RD., MIDDLEBURG, FL 32068. Choice of Florida Law and Venue. CCUA is an independent special district of the State of Florida, created by act of the Florida Legislature and governed by Florida law. Notwithstanding any contrary provision in this agreement, Florida law shall control the interpretation and enforcement of this agreement and as to all contractual duties and responsibilities between the parties. Venue shall lie in Circuit Court in Clay County, Florida,or if federal jurisdiction applies, in the U.S. District Court for the Middle District of Florida, Jacksonville Division. Nondiscrimination Compliance by Client. CCUA is a public body which does not discriminate regardless of race, religion, nationality, or gender in the bidding and award process for contracts and commodities. Pursuant to s. 287.05701, Florida Statutes, as amended, CCUA may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor and may not give preference to a vendor based on the vendor's social, political, or ideological interests. Duly executed as an Addendum to the Agreement on the dates set forth below: SAGES NETWORKSy� INC. CLAY COUNTY UTILITY AUTHORITY By: ��?�f�Gkiv►'!^ By: Name: Harish Krishna Jeremy D.Johnston, P.E., M.B.A. Title: President Executive Director Date: 08/06/2025 Date: