87 DISTRIBUTED AGENDA MATERIAL
for Agenda Item No. 12
CITY COUNCIL REGULAR MEETING
MEETING DATE: July 8, 2025
ITEM NUMBER: 12
ITEM DESCRIPTION: iWorQ Systems, Inc. Service Agreement Amendment and Three ( 3) Year Extension for Web- based Permitting Applications and Services Building & Safety, Fire Marshal, Planning, Code Enforcement, Public Works, and Yard Sales/ RV Parking)
SUBMITTED BY: Lawrence Mainez, Community Development Director Verbiage related to " termination with cause" has been added and highlighted on page 3 of the attached revised agreement.
Distributed: Tuesday, July 8, 2025
IWORQ SERVICE AGREEMENT
For iWorQ applications and services
Highland, CA here after known as (" Customer"), enters into THIS SERVICE AGREEMENT Agreement") with iWorQ Systems Inc. (" iWorQ") with its principal place of business 1125 West 40o North, Suite 102, Logan, Utah 84321.
1. SOFTWARE AS A SERVICE ( SaaS) TERMS OF ACCESS:
iWorQgrantsCustomeranon-exclusive, non-transferablelimited accessto useiWorQ service( s), application( s) on iWorQ' s authorized website for the fee(s) and terms listed in Appendix A. This agreement will govern all application( s) and service( s) listed in the Appendix A.
2. CUSTOMER RESPONSIBILITY:
Customer acknowledges that they are receiving only a limited subscription to use the application( s), service( s), and related documentation, if any, and shall obtain no titles, ownership nor any rights in or to the application( s), service( s), and related documentation, all of which title and rights shall remain with iWorQ. Customershall not permit any user to reproduce, copy, or reverse engineer any of the application( s), service( s) and related documentation. iWorQ is not responsiblefor the content entered into iWorQ's databaseor uploaded as a document or image.
3. TRAINING AND IMPLEMENTATION:
Customer agrees to provide the time, resources, and personnel to implement iWorQ' s service( s) and application( s). iWorQ will assign a senior account manager and an account management team to implement service( s) and application( s). Typical implementation will take less than 6o days. iWorQ account managers will call twice per week, provide remote training once per week, and send weekly summary emails to the customer implementation team. iWorQ can provide project management and implementation documents upon request. iWorQ will do ONE import of the Customer' s data. This import consists of importing data, sent by the Customer, in an electronic relational database format. Acquisition of data is the responsibility of the client; iWorQ will not be involved in negotiation for data with third parties.
Customer must have clear ownership of all forms, letters, inspections, checklists, and data sent to iWorQ.
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
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4. CUSTOMER DATA:
Customer data will be stored in AWSGovCloud. iWorQ will usecommercially reasonable efforts to backup, store and managecustomer data. IWorQ doesbackupstwice per week and onsite backupstwice per week. Customer can run reports and export data from iWorQ application( s) at any time.
Customer can pay iWorQ for additional data management services( s), onsite backups application( s) and other service( s).
Data upload and storageis provided to every customer. This includesuploading files up to 25MB and looGB of managed data storage on AWS GovCloud. Additional upload file sizes and managed data storage sizes can be provided based on the application( s) and service( s) listed in Appendix A.
Customers can upload and store images with personal information like driver' s license, and more. This data canbeusedby the customer to completethe permitting, licensing, or code enforcement processes. Customer understands that the data must be uploaded and stored in the sensitive data upload section of the iWorQ software for accessand security purposes.
IWorQ is not responsible for: ( 1) For the content entered into iWorQ' s database, ( 2) For images or documents scanned locally and uploaded by the iWorQ users, ( 3) For documents or images uploaded by citizen over the web, and ( 4) For data sent to the Customer by iWorQ.
5. CUSTOMER SUPPORT:
Customer support and training are FREE and available Monday- Friday, from 6:oo A.M. to 5:0o P.M. MST, for any authorized user with a login. iWorQ provides unlimited remote Customer training ( through webinars), phone support, help files, and documentation. Basic support requests are typically handled the same day. iWorQ provides" Service NOT Software".
6. BILLING:
iWorQ will invoice Customer on an annual basis. iWorQ will send invoices by mail and by email to the address( s) listed in Appendix A. Terms of the invoice are net 3o days from the date of the invoice. Any billing changes will require that a new Service( s) Agreement be signed by the Customer.
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
Any additional costsimposedby the Customerincluding businesslicenses,fees, or taxeswill beaddedto the Customer'sinvoiceyearly. Supportandservicesfeesmayincreasein subsequent years but will increase no more than 5% per year.
Customerpricing isbasedona3 YearTermandreflectsa discountedannualprice. Changes to the Term or the Termination Policy( Section 7. Termination:), will affect the annual pricing andcoulddoubleyour annualcost. Customerreservestheright to paythe 3 YearTerm upfront to securediscounted annual pricing
1. TERMINATION:
Either party may terminate this agreement after the initial 3-Year Term, without cause if the terminating party gives the other party sixty( 6o) days written notice. Should the Customer terminate any part of the application(s) and or service(s) the remaining balancewill immediately becomedue. Shouldthe Customerterminate any part of the application(s) and or service( s) a new Service( s) Agreement will need to be signed. Upon expiration of the Initial Term,this Agreementmayberenewedfor successiveone(1)yeartermsunlesseitherparty provides notice of termination or non-renewal no lessthan sixty( 6o) daysprior to expiration of thethen-currentterm. Shouldapartyterminatewith cause,thepartywill giveotherparty reasonabletime to correct the causeand if parties are unableto resolvecauseduring that reasonabletime the party will give the other party sixty( 6o) dayswritten termination notice.
If Customerdeterminesthat iWorQis in defaultin the performanceof anyof thetermsor conditions of this Agreement, Customershall serveiWorQ with written notice of the default. iWorQ shall have ten business days after service upon it of said notice in which to cure the default by rendering the satisfactory services. In the eventthe iWorQ fails to cure its default within such period of time. Customer shall havethe right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. If Customerterminates for cause, it shall haveno obligation or duty to continue compensating Consultant for any services after the date of default.
Upon termination of this Agreement, iWorQ will discontinue all application( s) and or service( s); iWorQ will provide customer with an electronic copy of all of Customer' s data, if requested by the Customer( within 3-5 business days).
During the term of the Agreement, the Customer may request a copy of all of Customer' s data, which shall be provided to Customer for a cost of no more than$ 250o per copy. Please note, if the Customer is not in compliance with the material terms and conditions of this Agreement, iWorQ will not be required to provide Customerwith the data.
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
iWor; 0
8. ACCEPTABLE USE:
Customerrepresents and warrants that the application(s) and service(s) will only be usedfor lawful purposes, in a manner allowed by law, and in accordancewith reasonableoperating rules, and policies, terms and procedures. iWorQ may restrict accessto users upon misuse of application( s) and service( s).
9. MISCELLANEOUS PROVISIONS:
This Agreement will be governed by and construed in accordance with the laws of the State of Utah. Customer recognizesthat iWorQ Systemsis a software companylocatedin Utah. Any changes to this section, including changes to the Venue or Forum, will be subject to an increase in their annual pricing.
io. CUSTOMER IMPLEMENTATION INFORMATION:
Primary Implementation Contact Lawrence Mainez Title Community Dev Director Office Phone ( 909) 864- 6861, Ext 215 Cell ( required) ( 909) 838- 0677 Email Imainez( c cityofhighland. orq
Secondary Implementation Contact Manuel Tapia- Vera Title IT Technician Office Phone ( 909) 864- 6861 Ext 212 Cell ( required) ( 909) 838- 0806 Email mtapiavera( aicityofhighland. orq
11. CUSTOMER BILLING INFORMATION:
Billing Contact Leticia Nava- Cruz TitleDirectorofAdminSvc/CityTreasurer Billing Address: 27215 Base Line, Highland, CA 92346
Office Phone ( 909) 864- 6861 Ext 208 Cell ( 909) 838- 2101 Email Inavacruz@cityofhighland. org
PO# if required) Tax Exempt ID # 330270638
12. ACCEPTANCE:
The effective date of this Agreement is listed below. Authorized representatives of Customer and iWorQ have read the Agreement and agree and accept all the terms.
Signature Effective Date: July 8, 2025
Printed Name Penny Lilburn
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
i /. 0.
1 Title Mayor, City of Highland
Office Number
Cell Number
iWorQ Service( s) Agreement
APPENDIX A
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
NIlaff
iWorQ Price Proposal
Highland, CA Population- 56789
27215 Base Line, Highland, CA 92346 Prepared by: Brady Hunsaker Annual Subscription Fees
Application( s) and Service( s) Package tiling
Price
Community. Development{ Enterprise Package) wee Annual 31, 095. 00
Permit Management
Code Enforcement
Portal Home
Online credit/ debit card processingintegrated with iWorQ. (Through PayRoc)
Configurable portal for ease of applying for permits, tracking current permits, and paying fees online
Allows for submitting codeenforcement issuesonline and viewing code cases
Messaging feature for easy interaction with citizens
Contractor Status Updates via Text
Built- in automatic workflow capabilities
iWorQ Notifications included
Inspection and plan review tracking
Inspection Routing
Track permits and caseswith customizable reporting
Includes Sensitive File Uploads that are required to finish permit, licensing or codeenforcement process(i.e Driver' s License) 3 Scheduled Reports
Includes access to 24 standard database driven web form templates and 3 custom database web forms for Portal Home
Includes unlimited access to 15 letter templates and 3 custom letters Note: Any adjustments made to the templates will result in a custom form
OpenStreetMap tracking abilities with quarterly updates GIS REST Services-
iWorQ will be able to publish your agency's ESRIRESTServices monthly if the following conditions are met:
1. The Rest Service URL is either a public access URL or the agency will allow iWorQ to be addedto the user group of that data. a. User Group must have permission settings set to allow root access IWorQ Systems, P 0 Box 3784, Logan, UT, 84323
to pull the data.
2. The Rest Service data contains the information needed for system functionality and field types match.
a. The format of that data must conform to iWorQ Systems Note: If GIS configurations change( FTP location, name format, field changes, etc.) iWorQ will charge a minimum$ 50o fee to accommodate new configuration adjustments( subject to additional hourly charges) Client must provide iWorQ with their agency' s REST Service URL within 3o daysof signature date, otherwise iWorQ will not establish theRESTServiceconnection.Clientmaypayadataandlaborfeeof 500( subject to changeat the discretion of iWorQ) to set up REST service beyond the stated 3o-day deadline.
Entity Management( Enterprise) 367e2e: ee Annual
20, 500. 00
License Management
Portal Home
Online Credit/ Debit card processingintegrated with iWorQ. (PayRoc) Available on any computer, tablet, mobile device using Chrome Browser
Quarterly Parcel Upload
License for Businesses
Renewaland invoicing capabilities for one owner to one property Inspection Routing
Unlimited letters utilizing iWorQs template library, and up to 3 custom letters
Reminder letter generation
Includes Sensitive File Uploads that may be required as part of the licensing process( i.e Driver' s License)
Configurable portal for easeof applying for licensesand tracking them online
Includes 3 Custom Forms
Messaging feature for easy interaction with citizens
OpenStreetMap tracking abilities with quarterly updates 3 Scheduled Reports
Built- in automatic workflow capabilities
GIS REST Services-
iWorQ will be able to publish your agency's ESRIRESTServices monthly if the following conditions are met:
i. The Rest Service URL is either a public arrPss URL or the agency will allow iWorQ to be addedto the user group of that data. a User Group must have permission settings set to allow root access IWorQ Systems, P. O. Box 3784, Logan, UT, 84323
to pull the data.
2. The Rest Service data contains the information needed for system functionality and field types match.
a. The format of that data must conform to iWorQ Systems Note: If GIS configurations change( FTP location, name format, field changes, etc.) iWorQ will charge a minimum$ 50o fee to accommodate new configuration adjustments( subject to additional hourly charges) Client must provide iWorQ with their agency' s REST Service URL within 3o daysof signature date, otherwise iWorQ will not establish the REST Service connection. Client may pay a data and labor fee of 500( subjectto changeatthe discretionof iWorQ)to setup REST service beyond the stated 3o- day deadline.
Custom Data Plan 2, 500. 0o Annual
This agreement includes a total upload size limit of 25MB and a total storage of 2ooGB
Permit Management- Plan Review 3 8: ee Annual
3, 000. 00
Available on any computer, tablet, or mobile device using Chrome Browser
OpenStreetMap tracking abilities with quarterly updates Manage appeals, variances, plat applications, conditional use permits, etc.
Option to track contractors and their licensing
Track feesand payments
Inspection and plan review tracking
Configurable Reporting
iWorQ notifications included
Includes iWorQ Workflows
Send out mass notifications to surrounding properties
Freeforms, letters, and/ or permits utilizing iWorQ's template library, and up to 3 custom letters.
Draw& annotate on plans
Save data in layers on plans
Place watermarks on plans
Includes SensitiveFile Uploads that are required to finish permit, licensing or code enforcement process( i.e Driver' s License) Citizen Engagement Package 87E4994449 Annual
500. 00
Package includes:
Citizen Engagement
IWorQ Systems, P. O. Box 3784, Logan, UT. 84323
Drive citizen satisfaction, streamline communication and reduce overhead costswith a public portal.
Allow citizens& employees to submit problems, induding photos and locations, links to agencywebsite, and seamlesslyaccessthose items in the iWorQ software through the Online Portal.
Public Works Package( Basic) 297964440 Annual
11,407. 00
Package includes:
Work Management
Sign Management
Pavement Management
Track and managework by location using OpenStreetMap
Work order scheduling and templates
Work Order Status updates via Text
Track labor, inventory, parts, and material
Track work completed and maintenance history
Track sign location, MUTCD,condition, reflectivity, work orders etc.
Remaining servicelife( RSL),next treatment, 5-year budget etc.
Roadlayer on OpenStreetMapwith color by lookup
Sign layer displayed on OpenStreetMap
Available on any computer, tablet, or mobile deviceusing Chrome browser
OpenStreetMap- Ability to track point and line layers
Quarterly GIS Updates
Configurable dashboard, fields, and reports
Includes Sensitive File Uploads( if needed)
Permit Management- Yard Sales and Parking Permits wee Annual 4, 500. 00
Available on any computer, tablet, or mobile deviceusing Chrome Browser
Track Permits, inspections, contractors, and their licensing Track feesand payments
Inspection and plan review tracking
Includes Sensitive File Uploads that are required to finish permit, licensing or code enforcement process( i.e Driver' s License) Configurable reporting
Quarterly parcel update
OpenStreetMap tracking abilities
Freeforms, letters, and/or permits utilizing iWorQ'stemplate library, and up to 3 custom letters
IWorQ Systems, P. O. Box 3784, Logan, UT. 84323
Permit Management- Public Works 9, 5e0: ee Annual
8, 000. 00
Available on any computer, tablet, or mobile device using Chrome Browser
Track Permits, inspections, contractors, and their licensing Track fees and payments
Inspection and plan review tracking
Includes Sensitive File Uploads that are required to finish permit, licensing or code enforcement process( i.e Driver' s License) Configurable reporting
Quarterly parcel update
OpenStreetMaptrackingg& Bities
Freeforms, letters, and/or permits utilizing iWorQ's template library, and up to 3 custom letters
Additional Web Forms for Online Portal i, ioo. 00 Annual Number) Additional Web forms for Online Permit Applications.
Total Web Forms= ?)
Note: Additional Web Forms can be purchasedas needed:
soo/ annually for 3
Subscription Fee Total ( This amount will be invoiced each year) 82, 602. 00 Annual One- Time Setup, GIS integration, and Data Conversion Fees Service( s) Package Price Billing
Grand Total Due Year 1 82, 602 Year
One
Total
NOTES AND SERVICE DESCRIPTION
I. Invoice for the( Annual Subscription Fee Total+ One- Time Total) will be sent out 2 weeks after signature and Effective Date
II. This subscription Feeand Agreement havebeen provided at the Customer's request and is valid for 25 days
III. This cost proposal cannot be disclosed or used to compete with other companies.
IWorQ Systems, P. O. Box 3784, Logan, UT, 84323