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Home My WebLink AboutItem 06.f Service & License Agreement Contract Information CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 Contact Information Organization URL Street Address Address 2 City State Postal Code CivicPlus provides telephone support for all trained clients from 7am –7pm Central Time, Monday-Friday (excluding holidays). Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for ensuring CivicPlus has current updates. Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Emergency Contact & Mobile Phone Billing Contact E-Mail Phone Ext. Fax Billing Address Address 2 City ST Postal Code Tax ID # Sales Tax Exempt # Billing Terms Account Rep Info Required on Invoice (PO or Job #) Contract Contact Email Phone Ext. Fax Project Contact Email Phone Ext. Fax Service & License Agreement for Lakeville, MN Page 1 of 3 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0202 CivicPlus Advantage Contract Terms and Conditions CivicPlus Advantage Invoicing & Payment Terms The following agreement terms apply to the CivicPlus Advantage Plan – whereby the initial project development fees and recurring fees are paid equally over a three (3) year period. See Exhibit A for complete details and fee options. 1. Notwithstanding any of the below, any liabilities or obligations to be incu rred by Client over the course of this contract shall be contingent on approval of this contract and its terms and conditions, including all attached exhibits, scopes of work, and service level agreements. CivicPlus agrees and affirms that such approval is of the essence for this contract. 2. Billing for the CivicPlus Advantage Plan begins upon contract signing. 3. The CivicPlus Advantage Plan provides a fixed fee for an Agreement term of 36 months from the first date of billing. At 36 months, Client has the following options: a. Contract for 12 months of standard Annual Services with CivicPlus. Base rate of $69,125 is subject to a technology investment and benefit fee of 5 percent (%) of the total Annual Services costs beginning the fourth year of consecutive service. i. After forty-eight (48) months of continuous service, Client is entitled to a no-cost redesign, details noted in Exhibit B. Redesigns that include additional features not available on the original website may be subject to additional charges. Additional features include, but are not limited to, additional modules and integration of third-party software. b. Terminate services with CivicPlus by providing written notice as noted in Term 6. 4. Payment is due 30 days from date of invoice. Unless otherwise limited by law, a finance charge of 2.9 percent (%) per month or $5.00, whichever is greater, will be added to past due accounts. Payments received will be applied first to finance charge s, then to the oldest outstanding invoice(s). 5. Client allows CivicPlus to display a “Government Websites by CivicPlus” insignia, and web link at the bottom of their web pages. Client understands that the pricing and any related discount structure provided under this agreement assumes such perpetual permission. 6. If a client change in timeline causes CivicPlus to incur additional expenses (i.e. airline change fees), Client agrees to reimburse CivicPlus for those fees. Not to exceed $1,000 per CivicPlus resource per trip. Agreement Renewal 7. Either party may terminate this Agreement at the end of the contract term by providing the other party with 60 days written notice, prior to the contract renewal date. The Contract Renewal Date is thirty-six (36) months after the original contract was signed by the Client. Renewal Options are listed in Term 2 of this Agreement. 8. In the event of early termination of the Agreement by the Client within the first twelve (12) months of the Agreement, full payment of the remainder of the total First Year fees are due within 15 days of termination. 9. In the event of early termination of the Agreement by the Client after twelve (12) months, but before the expiration of the Agreement, Annual Services fees for year(s) two (2) and three (3) will be prorated and Client will be charged only for the time it remains as a Client of CivicPlus. Full payment of the remainder of the total First Year fees and prorated fees are due within 15 days of termination. 10. This contract may be extended to any municipality in the State of Minnesota to purchase at contract prices in accordance with the terms stated herein. Ownership & Content Responsibility 11. Upon full and complete payment of submitted invoices for the Project Development and launch of the website, Client will own the Customer Content (defined as website graphic designs, the page content, all module content, all importable/exportable data, and all archived information). 12. Upon completion of the development of the site, Client will assume full responsibility for website content mai ntenance and content administration. Client, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Content. Service & License Agreement for Lakeville, MN Page 2 of 3 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0202 Intellectual Property 13. Intellectual Property of the CivicPlus Government Content Management System (GCMS®) will remain the property of CivicPlus. 14. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the GCMS® software in any way; (ii) modify or make derivative works based upon the GCMS® software; (iii) create Internet “links” to the GCMS® software or “frame” or “mirror” any GCMS® administrative access on any other server or wireless or Internet-based device; or (iv) reverse engineer or access the GCMS® software in order to (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of the GCMS® software, or (c) copy any ideas, features, functions or graphics of the GCMS® software. The CivicPlus name, the CivicPlus logo, and the product and module names associated with the GCMS® software are trademarks of CivicPlus, and no right or license is granted to use them. Indemnification 15. Client, subject to the limitations and immunities in Minn. Stat. Chapter 466, and CivicPlus shall defend, indemnify and hold the other Party harmless, its partners, employees, and agents from and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including attorney’s fees of any kind, without limitation, in connection wi th the operations of and installation of software contemplated by this Agreement, or otherwise arising out of or in any way connected with the CivicPlus provision of service and performance under this Agreement. This section shall not apply to the extent that any loss or damage is caused by the gross negligence or willful misconduct on the part of either party. Liabilities 16. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carrier or other service provider whose facilities or services are used in furnishing any portion of the service received by the Client. 17. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Client or any entity employed/contracted on the Client’s behalf. 18. Client agrees that it is solely responsible for any solicitation, collection, storage, or other use of end-users’ Personal Data on the website. Client further agrees that CivicPlus has no responsibility for the use or storage of end-users’ Personal Data in connection with the website or the consequences of the solicitation, collection, storage, or other use by Client or by any third party of Personal Data. Service & License Agreement for Lakeville, MN Page 3 of 3 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0202 Acceptance We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of service s outlined in this Agreement. Client: City of Lakeville, Minnesota CivicPlus _____________________________ _________ ________________________ _________ Mayor, City of Lakeville Date Director of Sales, CivicPlus Date _____________________________ _________ City Clerk, City of Lakeville Date Sign and E-mail the entire contract with exhibits to: Contracts@CivicPlus.com We will e-mail a counter-signed copy of the contract back to you so we can begin your project. CivicPlus does not require a physical copy of the contract, however, if you would like a physical copy of the contract, mail one (1) copy of the contract with original signature to: CivicPlus Contract Manager 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Upon receipt of signed original, we will counter-sign and return the copy for your files. --Remainder of this page left intentionally blank-- Service & License Agreement for Lakeville, MN Exhibit A 1 of 4 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. PD 06.01.2015-0202 Exhibit A - CivicPlus Project Deliverables All Quotes are in US Dollars and Valid until December 31, 2015. Project Development and Deployment Initial GCMS® upgrades, maintenance, support and hosting – no additional cost Server Storage not to exceed 10 GB $69,125 Project Enhancements  3 Days On-Site Navigation & Content Consulting  1 Day On-Site Citizen Engagement & Roadmap Consulting  3 Department Header Packages w/ Themes  Civic Media with 10GB storage for www.lakevillemn.gov  CivicSend Included Total First Year Fee $69,125 Annual Services (Continuing GCMS® Upgrades, Maintenance, Support and Hosting) Subject to annual 5% increase starting year 4 and beyond. $9,648 At the request of Client, CivicPlus agrees to redistribute their standardized pricing as follows: CivicPlus Advantage Annual Investment Payments 1st Year 2nd Year 3rd Year $29,474 $29,474 $29,474 Client may terminate contract at the end of 36 months or select from options available in Term 2 of the Terms & Conditions --Remainder of this page left intentionally blank-- Service & License Agreement for Lakeville, MN Exhibit A 2 of 4 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. PD 06.01.2015-0202 Exhibit A.1 Project Development Scope of Work Kick-Off Deliverable: Project Timeline, training jump start information, online forms, kick-off meeting CivicPlus will:  assign a project manager to this project  conduct a Project Kick-off to review awarded contract  establish communication plan for the duration of the project effort  work with the Client to identify all key internal and external project stakeholders  develop project timeline  provide access to CivicPlus University (online training manuals, videos and other resources) for the Client staff Client will:  complete the following prior to Phase 1: Functionality and Design Form, Web Team Form and Content Form, Roles and Responsibilities Form and DNS Form  review and approve of project timeline within 5 business days  attend a kick-off meeting with key stakeholders or decision makers  if modifications are required after the review of the initial project timeline, Client has 10 business days to address the modifications and come to a consensus  approve the project timeline (limited to two reviews) prior to proceeding with the project  update the current primary live website content and delete any pages from the website that are no longer wanted or needed Phase 1: Website Optimization Deliverable: Website Optimization Meeting CivicPlus will:  communicate status to the Client, key stakeholders and personnel via emails or phone calls as needed  review the goals and expectations submitted on the forms the Client completed to ensure the Client needs are clearly understood  gather preliminary design data for use Client will provide:  statistics from the current website from the past 12 months (optional)  pictures to be used in the overall design of the new website  a list of all divisions and/or departments within the organization  a list of third-party and in-house developed applications presently being utilized on the current website  a site map or outline of the current website’s navigational structure if possible  a list of any content on the current primary website that must remain as is (verbatim) because of legal requirements Phase 2: Website Layout Deliverable: Website grayscale layout and mood board color pallet presentation CivicPlus will:  present one custom layout in grayscale form and one mood board color palette based on the goals determined in the previous phase. The presented layout will show the placement of the navigation, graphic button and feature areas. The mood board will reflect the color and imagery that will represent the tone of the design  begin development of the website design upon layout and mood board approval Client will:  approve one layout and the mood board  review marketing packet material and guidelines  Website Layout billing milestone complete Service & License Agreement for Lakeville, MN Exhibit A 3 of 4 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0000 Phase 3: Website Reveal Deliverable: Website design and production website. CivicPlus will:  present a fully functional website on a production URL  migrate 500 content pages from www.lakeviewmn.gov to the production URL  conduct a quality review of the website to ensure the functionality and usability standards are met  work with the Client to adjust design and content changes  work with the Client to prepare for training  migrate current plus the past three years Agendas & Minutes in Microsoft Word.DOC or Adobe PDF format Client will:  evaluate the website design and content and provide CivicPlus with feedback  collaborate with CivicPlus on proposed changes  revise the design according to the approved timeline  if revised design changes are requested after the design approval timeline date, the project’s Go Live date will be adjusted out (training and billing milestones will remain as per approved timeline)  provide CivicPlus will all the necessary DNS items identified for the website Phase 4: 24 Hours Customized Interactive Webinar Deliverable: Train System Administrator(s) on GCMS® Administration, permissions, setting up groups and users, module administration. Basic User training on pages, module entries, applying modules to pages. Applied use and usability consulting to result in effective communication through your website. CivicPlus will:  provided training to the Client before the website goes live  train up to 6 Client staff members based on internal daily tasks and workflow  train staff members on how to use the GCMS®, update content pages and modules Client will:  provide a location for training with internet access  provide computers for staff to be trained on  Phase 4: Training billing milestone complete Phase 5: Go Live Deliverable: Custom website launched to the public. CivicPlus will:  address system issues and bugs that the Client finds  redirect the domain name to the newly developed website as per approved timeline Client will:  test and update the final site as per approved timeline  notify CivicPlus on any system issues or bugs found in the website Project Enhancements:  3 Days On-Site Navigation & Content Consulting  1 Day On-Site Citizen Engagement & Roadmap Consulting  3 Department Header Packages w/ Themes  Civic Media with 10GB storage for www.lakevillemn.gov  CivicSend Service & License Agreement for Lakeville, MN Exhibit A 4 of 4 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0202 Project Development and Deployment Includes the Following: Modules Functionality  Agenda Center  Alerts Center & Emergency Alert Notification  Archive Center  Bid Postings  Blog  Business/Resource Directory  Calendar  Citizen Request Tracker™ (5 users)  Community Connection  Community Voice™  Document Center  ePayment Center  Facilities & Reservations  Frequently Asked Questions  Forms Center  Intranet  Job Postings  My Dashboard  News Flash  Notify Me® email and 500 SMS subscribers  Photo Gallery  Quick Links  Real Estate Locator  Spotlight  Staff Directory  Action Items Queue  Audit Trail / History Log  Automated PDF Converter  Automatic Content Archiving  Dynamic Breadcrumbs  Dynamic Sitemap  Expiring Items Library  Graphic Link Administration  Links Redirect  Menu Management  Mouse-over Menu Structure  Online Editor for Editing and Page Creation (WYSIWYG)  Online Web Statistics  Printer Friendly/Email Page  RSS  Site Layout Options  Site Search & Entry Log  Slideshow  Social Media Integration (Facebook, Twitter, Instagram)  User & Group Administration Rights  Web Page Upload Utility  Website Administrative Log Service & License Agreement for Lakeville, MN Exhibit B 1 of 1 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. CPA 06.01.15-0202 Exhibit B – Basic Redesign of Website CivicPlus Project Development Services & Scope of Services for CP Basic Redesign  New design for all items originally contracted for (main site, department headers and subsites)  Redevelop banner  Redevelop navigation method (may choose top drop-down or other options)  Design setup - wireframe  Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)  Project Management  Testing  Review  Content Migration – Includes retouching of all existing published pages to ensure proper formatting, and application of new site styles. Note: Content will not be rewritten, reformatted or pages broken up (shortened or re-sectioned)  Site styles and page layouts will be touched so all pages match the new design and migrate cleanly  Spelling and broken links will be checked and reported if unable to correct Service & License Agreement for Lakeville, MN Exhibit C 1 of 1 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. PH 06.01.2015-0000 Exhibit C - Premium Included Hosting Data Center  Highly Reliable Data Center  Managed Network Infrastructure  On-Site Power Backup & Generators  Multiple telecom/network providers  Fully redundant Network  Highly Secure Facility  24/7/365 System Monitoring Hosting  Automated GCMS® Software Updates  Server Management & Monitoring  Multi-tiered Software Architecture  Server software updates & security patches  Database server updates & security patches  Antivirus management & updates  Server-class hardware from nationally recognized provider  Redundant firewall solutions  High performance SAN with N+2 reliability Bandwidth  Multiple network providers in place  Unlimited bandwidth usage for normal business operations (does not apply in the event of a cyber attack)  22 Gb/s burst bandwidth Disaster Recovery  Emergency After-hours support, live agent (24/7)  On-line status monitor at data center  Event notification emails  Guaranteed recovery TIME objective (RTO) of 8 hours  Guaranteed recovery POINT objective (RPO) of 24 hours  Pre-emptive monitoring for disaster situations  Multiple data centers  Geographically diverse data centers DDoS Mitigation  Defined DDoS Attack Process  Identify attack source  Identify type of attack  Monitor attack for threshold engagement Service & License Agreement for Lakeville, MN Exhibit D 1 of 1 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. SM 06.01.2015-0000 Exhibit D - Support and Maintenance Support Services CivicPlus’ on-site support team is available from 7:00 am to 7:00 pm CT to assist clients with any questions, concerns or suggestions regarding the functionality and usage of CivicPlus’ GCMS® and associated applications. The support team is available during these hours via CivicPlus’ toll-free support number and e-mail. Support personnel will respond to calls as they arrive (under normal circumstances, if all lines are busy, messages will be returned within two hours; action will be taken on e -mails within four hours), and if Client’s customer support liaison is unable to assist, the service escalation process will begin. Emergency support is available 24-hours-a-day for designated, named Client points-of-contact, with members of both CivicPlus’ project management and support teams available for urgent requests. Emergency support is provided free -of-charge for true emergencies (ie: website is down, applications are malfunctioning, etc.), though Client may incur support charges for non - emergency requests during off hours (ie: basic functionality / usage requests regarding system operation and management). The current discounted rate is $175/hour. CivicPlus maintains a customer support website that is accessible 24 -hours-a-day with an approved client username and password. Service Escalation Processes In the event that CivicPlus’ support team is unable to assist Client with a request, question or concern, the issue is report ed to the appropriate CivicPlus department. Client requests for additional provided services are forwarded to CivicPlus’ Client Care personnel. Client concerns/questions regarding GCMS® or associated application errors are reported to CivicPlus’ technical team through CivicPlus’ issue tracking and management system to be addressed in a priority order to be determined by CivicPlus’ technical team. All other requests that do not meet these criteria will be forwarded to appropriate personnel within CivicPlus’ organization at the discretion of the customer support liaison. Included Services: Support Maintenance of CivicPlus GCMS® 7 a.m. – 7 p.m. (CST) Monday – Friday (excluding holidays) Install Service Patches for OS System Enhancements 24/7 Emergency Support Fixes Dedicated Support Personnel Improvements Usability Improvements Integration Integration of System Enhancements Testing Proactive Support for Updates & Fixes Development Online Training Manuals Usage License Monthly Newsletters Routine Follow-up Check-ins CivicPlus Connection Service & License Agreement for Lakeville, MN Exhibit E 1 of 2 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. SLA 06.01.2015-0202 Exhibit E - CivicPlus Service Level Agreement CivicPlus will use commercially reasonable efforts to make the GCMS® available with a Monthly Uptime Percentage (defined belo w) of at least 99.7%, in each case during any monthly billing cycle (the “Service Commitment”). In the event CivicPlus does not meet the Service Commitment, you will be eligible to receive a Service Credit as described below. Definitions  “Monthly Uptime Percentage” is calculated by subtracting from 100% the percentage of minutes during the month in which the CGMS, was “Unavailable.” Monthly Uptime Percentage measurements exclude downtime resulting directly or indirectly from any Exclusion (defined below).  “Unavailable” and “Unavailability” mean: o The HTML of the home page of the site is not delivered in 10 seconds or less 3 times in a row when tested from inside our network and returns a status of 200. o The Main page of the site returns a status other than 200 or 302 3 times in a row.  A “Service Credit” is a dollar credit, calculated as set forth below, that we may credit back to an eligible account. Service Commitments and Service Credits Service Credits are calculated as a percentage of the total charges paid by you (excluding one -time payments such as upfront payments) for the month accordance with the schedule below. Monthly Uptime Percentage Service Credit Percentage Less than 99.7% 1% of one month’s fee We will apply any Service Credits only against future payments otherwise due from you. Service Credits will not entitle you to any refund or other payment from CivicPlus. A Service Credit will be applicable and issued only if the credit amount for the appl icable monthly billing cycle is greater than one dollar ($1 USD). Service Credits may not be transferred or applied to any other account. Unless otherwise provided in the Client Agreement, your sole and exclusive remedy for any unavailability, non -performance, or other failure by us to provide the service is the receipt of a Service Credit (if eligible) in accordance with the terms of this SLA. Credit Request and Payment Procedures To receive a Service Credit, you must submit a claim by opening a case with Support. To be eligible, the credit request must be received by us by the end of the second billing cycle after which the incident occurred and must include: 1. the words “SLA Credit Request” in the subject line; 2. the dates and times of each Unavailability incident that you are claiming; 3. the affected Site domains; and 4. Any documentation that corroborate your claimed outage. If the Monthly Uptime Percentage of such request is confirmed by us and is less than the Service Commitment, then we will iss ue the Service Credit to you within one billing cycle following the month in which your request is confirmed by us. Your failure to provide the request and other information as required above will disqualify you from receiving a Service Credit. SLA Exclusions The Service Commitment does not apply to any unavailability, suspension or termination of GCMS®, or any other GCMS® performance issues: (i) that result from a suspension; (ii) caused by factors outside of our reasonable control, including any force maje ure event or Internet access or related problems beyond the demarcation point of CivicPlus; (iii) that result from any actions or inaction s of you or any third party; (iv) that result from your equipment, software or other technology and/or third party equipm ent, software or other technology (other than third party equipment within our direct control); (v) that result from any maintenance as provided for pursuant to the Client Agreement; or (vi) arising from our suspension and termination of your right to use the GCMS® in accordance with the Client Agreement (collectively, the “SLA Exclusions”). If availability is impacted by factors other than those used in our Monthly U ptime Percentage calculation, then we may issue a Service Credit considering such factors a t our discretion. Service & License Agreement for Lakeville, MN Exhibit E 2 of 2 CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951 V. SLA 06.01.2015-0202 Disaster Recovery Feature Service Commitment CivicPlus will use commercially reasonable efforts to make insure that in the event of a disaster that make the Primary data center unavailable (defined below) Client site will be brought back online at a secondary data center (the “Service Commitment”). In the event CivicPlus does not meet the Service Commitment, you will be eligible to receive a Service Credit as described below. Definitions  “Datacenter availability” is determined by inability to provide or restore functions necessary to support the Service. Examples of necessary functions include but are not limited Cooling, Electrical, Sufficient Internet Access, Physical space, and Physi cal access.  A “Service Credit” is a dollar credit, calculated as set forth below, that we may credit back to an eligible account.  Recovery Time Objective (RTO) is the most anticipated time it will take to bring the service back online in the event of a da ta center event.  Recovery Point Objective (RPO) the amount of data lost that is considered acceptable. Service Commitments and Service Credits Service Credits are calculated as a percentage of the total charges paid by you (excluding one -time payments such as upfront payments) for the month accordance with the schedule below. Recovery Time Objective Service Credit Percentage 8 Hours 10% of one month’s fee Recovery Point Objective Service Credit Percentage 24 Hours 10% of one month’s fee ACHIEVING YOUR VISION Lakeville , MN September 25, 2015 3 DID YOU KNOW? 82% of users have completed at least one transaction on a government website and 69% have completed more than one. Source: Public Policy & Administration University of Utah, 2012 OUR PHILOSOPHY A unique and customized responsive website design reflecting your vision. Intuitive navigation and page layout with unlimited submenus and subpages. True live editing and training so your staff can be efficent on day one of your new website. Interactive functionality through our GCMS® Continuously updated, cutting-edge solutions designed by experts specifically for you. September 25, 2015 RE: Lakeville Website Proposal Dear Ms. Palm, Meeting the expectations of citizens is at the core of civic responsibility. Finding that perfect blend of functionality, ease of maintenance and citizen engagement can be daunting. Lakeville’s “what I want, when I need it” population is all about digital and timely responses. Saving time and money and increasing citizen satisfaction is every government entity’s goal. How do you achieve both? It’s easy with CivicPlus — we help you achieve your vision of success. Our company is passionate about our mission to help make local government better. We are not just designing a website, we are helping build a trusted and long-term relationship between you and your community through our state-of-the-art technology and process. Our expertise lies in collaborating with our clients to deliver the right solution, housed within a sophisticated and custom design that captures the culture of your community. How will we help you achieve your vision? With our proven, The 5 Essentials, process to creating functional and dynamic websites and teaming with CivicPlus on the journey, you will get where you want to go.  Vision – Finding your way with clarity. Determine where you want to go, and why.  Alignment – Moving forward…together. Clearly communicate your goals and plans to all stakeholders.  Usability – Navigating your journey in style. Designing a website that is up-to-date, easy-to- navigate and user friendly.  Mobility – Keeping your visitors in touch – wherever they access. Today’s websites need to be accessible from any device.  Measurement – Monitoring how successful your website is throughout the process and beyond. Analyze and adjust to meet your needs. The following information will show you how the CivicPlus solution will reduce your staff’s workload, respect your available budget and most importantly provide your community with a powerful online resource. A resource that promotes open and transparent access to your municipal offices and becomes an engaging communication hub for your community. Please review our proposal closely. We encourage you to contact our references and find out for yourself their experiences working with CivicPlus. We think you will be impressed. With CivicPlus, you will save time, resources, and dollars by moving your communications online and your citizens will find what they need, when they need it. We look forward to working with you and your staff to help make your vision become a reality. Sincerely, Andrew Dame, RSM 4 DID YOU KNOW? 82% of users have completed at least one transaction on a government website and 69% have completed more than one. Source: Public Policy & Administration University of Utah, 2012 OUR PHILOSOPHY A unique and customized responsive website design reflecting your vision. Intuitive navigation and page layout with unlimited submenus and subpages. True live editing and training so your staff can be efficent on day one of your new website. Interactive functionality through our GCMS® Continuously updated, cutting-edge solutions designed by experts specifically for you. ACHIEVING YOUR VISION Your proactive vision to develop a user-friendly, self-service government web environment for your community and employees is commendable. In today’s society, citizens expect and seek access to information outside of normal business hours. CivicPlus and our team of dedicated professionals will bring your vision to life. We have the tools and the expertise to design and implement a dynamic, visually attractive and end-user friendly, searchable and interactive website that will be easy to maintain for your staff. You should have complete confidence that the firm you choose to achieve your vision and create your website is the right choice. Becoming your strategic, trusted partner is paramount to the professionals at CivicPlus. How will you achieve your vision? By following The 5 Essentials to building a trustworthy website and by allowing CivicPlus to help you along the journey. Helping you reach your goal is our goal. Although you currently have a capable web presence, it’s time for a new look with better functionality. CivicPlus will help you re-envision, re-new and re-invigorate your website. Working closely with you, we will assist in designing a new look, updated usability, accessibility and quality for the delivery and exchange of information for your audience. Our approach to achieving your vision will include:  Unique Design – A customized website design to meet your unique needs and desires. This will include project design, development, and implementation of our GCMS, as well as hosting and continual support.  eGovernment Content Management System (GCMS®) - A robust and sophisticated management system which allows migration of existing content and ease of use for your staff to update and manage.  Customized Training – to allow your staff to hit the ground running at Go Live.  Project Team – to assist you through the development process, including your Project Manager, expert designer, and a team of content experts to edit and optimize your website 5 DID YOU KNOW? 82% of users have completed at least one transaction on a government website and 69% have completed more than one. Source: Public Policy & Administration University of Utah, 2012 CIVI C PLUS COMPANY OVERVIEW CivicPlus is the unique provider of the Government Content Management System (GCMS®)—the most innovative, user-friendly and comprehensive source for engaging eGovernment websites. Our clients’ solutions are based on the latest in web coding technologies. They function across all major browsers, platforms (including mobile) and incorporate engaging features such as social media integration. Today, under the leadership of founder Ward Morgan, CivicPlus has more than 200 staff members and continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our more than 1,800 clients with over 50,000 users. Our commitment to setting the standard in website design, management and government communication has been instrumental in making CivicPlus a leader in web design, communication programming and hosting. We consider it a privilege to partner with municipalities such as yours to provide your community a website that will serve your needs today and in the future. Your new website will convey a sense of place for your community, be visually appealing and utilize the latest technology to provide a convenient source of information to communicate and engage your community – so they can find the information they need, when they want it. DID YOU KNOW? “I became increasingly impressed with the capability of CivicPlus. We had other companies come in and do presentations; some of their websites were beautiful, but they weren’t as interactive or integrated with other modules, or they were limited as to what they could do. The fact that CivicPlus customized from scratch, not from a template, was fantastic. Every module I could ever think of and more was fully integrated with the site — which was a dream come true.” Tricia Dzuris Assistant to Town Manager Chelmsford, MA 6 Why should you choose CivicPlus to achieve your vision?  We are driven by client service, not billings. Our goal is to become your trusted partner and deliver what you need.  We set the industry standard and have the reputation to back it up, for helping governments better connect with citizens and constituents and we will bring that same expertise to your project.  We deliver in-house professional consulting services to provide direction for your vision, alignment, consistency and peace of mind knowing your website will be what you need today and tomorrow.  We develop highly-usable, mobile responsive sites so your website is available anywhere at any time.  We create a website specific to how you and your citizens will use it and design it to be both end-user and maintenance friendly. We securely host your site in our state-of-the-art facilities – keeping it safe. We exceed industry standards maintaining over 99.7% up time for our clients’ websites!  Our proven step-by-step implementation process has been effective for clients throughout the United States, Canada and Australia. Our dedication to working closely with you throughout the project and developing a unique-to-you design ensures we deliver a website that is not only functional, but will WOW your visitors. We can’t wait to get started on yours! DID YOU KNOW Our technical and development staff holds a variety of certifications including: Microsoft- certified system engineer, Cisco- certified engineer, Microsoft- certified software developer, Microsoft Office user specialist and project management professional from the Project Management Institute. 7 From project management, design and development to training and support, our professional staff ensures the success of your website. Our expert project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your project development and beyond. Katrina Lewison – Manager of Project Administration Katrina leads our project management team. This team oversees inter-departmental and client interactions assuring that your project will be developed in a timely manner by professional website experts. Using their knowledge of effective online citizen engagement techniques, they will keep the process moving smoothly from phase to phase. Jessica Jones – Manager of Content Development Jessica’s goal is to help make your website convey the messages you need. She heads our content development department. She will assign a team of developers to help you develop and maintain quality content for your site and keep your project on schedule. Tony Ridder – Manager of Creative Services Tony knows all things design. He is the head of our creative development and graphic representations and is responsible for each website overview and uniqueness. He leads our brilliant team of designers at CivicPlus and will team you with the right designer for your project. Your senior designer will assist the project manager in the direction of your project. YOUR TEAM OF PROFESSIONALS 8 Jim Steffensmeier – Manager of Training and Consulting From consulting services to content development to technical specifications, our consulting and training department will assist you in developing the right message in the right way by the right team. As Manager, Jim brings unprecedented experience to our customers through his many years with CivicPlus and in the technology industry. He will coordinate his team of professionals to deliver the solutions you need to achieve your training and consulting success and hit the ground running at Go Live. Kelsey Thomas – Lead Account Manager Upon launch of your website to the public, Kelsey will assign an account manager to your project. Your dedicated account manager stays current on new CivicPlus products and will continue to optimize your site. This specialized team member will provide you with information on how to better engage your citizens utilizing the tools that CivicPlus has put into place on your website. Robin Genschorck – Manager of Support Robin’s team is here to help you. Our proactive approach to keeping you up and running is in identifying and preventing potential issues before they occur. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the internet in general, our personnel often identify and correct issues before they even affect our clients’ websites. They are ready and available to answer your staff members’ questions and ensure their confidence in using our site. 9 Consulting, design, usability guidance, programming, secure hosting and dedicated training - CivicPlus delivers all of this and more during the development of your new website. PROJECT DEVELOPMENT Typical Project Timeline Timeline Website Optimization Includes: Needs assessment, best practices, and takeaways assigned. 4-6 weeks Website Layout Includes: Layout presentation, mood board and main navigation review, design feedback meeting and approval and takeaways assigned. 3-5 weeks Website Reveal Includes: Presentation of a functional website based on goals, recommendations and combined vision; final approval and take- always assigned. 3-5 weeks Customized Training Includes: Customized to give your staff the skills they need to maintain your website. 3-4 weeks Go Live 3-5 weeks Website Launch 16 – 24 Weeks (On Average) 10 DID YOU KNOW? Our Network Operations Center, based in Kansas City, MO, is set up specifically for website hosting and administration. Kickoff Meeting During the initial kick-off meeting, you will meet your project manager to establish your project timeline, review the startup kit and discuss the takeaway items that need to be completed. Your project manager will discuss the implications of deadlines and the expectations required to keep the project on track. Phase 1: Website Optimization Review Needs We will review where you are now and discuss where you want to go. Functionality, Design & Content We will review how you want your website to look, feel and function. Best Practices We will discuss our CivicPlus content best practices and standards Phase 2: Website Layout Based on your results and goals outlined during the website optimization phase, your project team will collaborate to present the most effective user interface for your website, ensuring a flexible design optimized to display in any format now and in the future. Deliverables Include:  Layout: You will be presented with a custom layout that showcases the placement of your navigation and key functionality. Very similar to the floor plan of a house, the layout will allow you to focus on where things are and if the function and proportion of the space is adequate.  Global Navigation: Simple navigation and consistent page layouts ensure that your visitors can easily find the information they seek. We’ll provide you with a best practice navigation for your new website based on your community engagement goals and our prior experience in working with government entities.  Mood Board: Your Project Team will also present a custom mood board reflecting the color and imagery that will set the tone for your design. A mood board is a collection of colors, textures, images, graphics, text and descriptive words. These items will be applied to the floor plan you choose. Think of this as the paint that will be used on the canvas that you have chosen. PROJECT DEVELOPMENT 11 DID YOU KNOW? Our Network Operations Center, based in Kansas City, MO, is set up specifically for website hosting and administration. Phase 3: Website Reveal Your Project Team will present your layout, functionality and design based on your goals, our recommendations and our combined vision. Content Development During the Kick-Off Meeting and Phase 1 your staff has the role of updating the content on your current primary site. While you are making design decisions, our content development team will optimize and reorganize your content based on CivicPlus best practices. Content from sites other than the primary site can be migrated to the new primary site for an additional fee. The CivicPlus content usability experts research and establish their standards from the following resources: Jakob Nielsen, www.Usability.gov and www.HowTo.gov. We will format and reorganize your content so it is easy for visitors to quickly scan and retrieve desired information. There is no limit to the pages you can create after you have gone through training. Design Review You will have the opportunity to evaluate and collaborate with the Project Team on proposed changes. You can revise your design composition up to the deadline that you and your project manager agree upon during the timeline meeting (the average client requests a total of three). After that deadline, your project’s Go Live date will be adjusted. Following design approval and functionality development, we conduct a review to ensure your expectations are met and website best practices are upheld. Custom designs are rarely produced in anticipation of a project. Copyright authorization and/or photography production are required unless you already have quality, usable photographs. Accessibility Compliance Our designers and programmers automatically implement all the accessibility features necessary to ensure your site is compliant with accessibility standards outlined within Section 508. We will make recommendations on best practices for keeping your content accessible and available for all users by ensuring that, among other things:  All menu items are clickable  Submenus display throughout the site  Alt tags are used for images  Site maps are dynamically generated  Documents and links can be set to open in the same window CivicPlus recognizes accessibility standards recommendations made by a variety of groups, including the World Wide Web Consortium (W3C) and the Web Accessibility Initiative (WAI) as written in the Web Content Accessibility Guidelines (WCAG). Through adherence to Section 508, CivicPlus is able to meet nearly all Priority One, Two and Three guidelines set forth in the WCAG. Those left unmet do not need to be addressed in order to allow basic access to content; some of the more stringent requirements of the WCAG may limit design and content development options. 12 DID YOU KNOW? Our Network Operations Center, based in Kansas City, MO, is set up specifically for website hosting and administration. Phase 4: Customized Training Our goal for training is to give your staff the skills and tools they need to quickly and easily keep your website current. Trainers will work with you to ensure your staff is correctly trained. Before your site is launched, CivicPlus provides in-person or online webinar training to equip your staff with the knowledge, tools and comfort level needed to maintain the site’s integrity upon Go Live. Regardless of technical ability, we will help your staff gain the confidence to effectively maintain your website. Features, Module & Page Creation Training - for Administrators & Content Contributors to better understand your site’s navigation and page layout and how these affect target audiences, we will instruct your staff on creating area-rights and back-end features for site administration as well as review all the modules included with your site. Your staff will learn how to create links, format text and lay out pages for usability and scannability. Training manuals and videos are available online and can be downloaded at no cost. Phase 5: Go Live This is an exciting time; it is the last step before your new site launches! Your Project Team will provide you the information you need to prepare your site for Go Live. Testing and Review You typically have three weeks after training to become familiar with your site. This will allow you to add, create and make adjustments to content on your production site, as well as ensure overall satisfaction with your website. Content changes will display and function the same way before and after your Go Live date. Upon completion of a collaborative final review of the website and a final spelling and links checkup by our Quality Control Team, your domain name is directed to the newly developed website. You are now a part of the CP family and will continue to receive both technical and consultative support from our support and account management team. 13 DID YOU KNOW? Our Network Operations Center, based in Kansas City, MO, is set up specifically for website hosting and administration. Your Role We will need your help to create the strongest possible website for your community. During the process, you will have homework. Yes, homework! We will need you to: Assess Your Current Website For the best consulting experience possible the following takeaways need to be completed prior to your consulting:  Functionality and Design Form - Prior to starting this form, research other websites that you like based on functionality and design elements. Provide URLs and specifics about what you like. This form also asks for details on your community’s tagline, logo and branding.  Web Team Form - Prior to starting this form, please have an understanding of your project goals, focus and expectations. This allows your CivicPlus Project Team to develop a site specific to your needs and lays the foundation for developing a highly functional information architecture.  Content Form – The information that you provide on this form will also help the content development to assess your wants and needs. Clean House and Update Content Update the content on your current primary live website. This step is critical to guaranteeing the information available is relevant, fresh and on-point. Your staff should delete any pages from your current website that you no longer want or need and ensure the remaining information is applicable and up-to-date. If you are not able to access your current site, CP will work with you to ensure that your content needs are addressed. Gather Photos and Logos Collect pictures that will be used in the overall design and logos or branding that should remain consistent. Department List Provide a list of all departments in your organization. Website Statistics Provide statistics from you current site for the last 12 months along with a list of all pages and downloaded documents. Site Map Provide the outline of your current site’s navigational structure. External Application List Supply a list of all third-party or in-house applications being utilized. Template for PDF’s Create a Microsoft Word document template that features your branding and logo. Verbatim Content Compile a list of any content on your current website that must remain as-is. Update Internet Browsers 14 DID YOU KNOW? Our Network Operations Center, based in Kansas City, MO, is set up specifically for website hosting and administration. HOSTING AND SECURITY CivicPlus protects your investment and takes hosting and security of our client sites seriously. Redundant power sources and internet access ensures consistent and stable connections. We invest over $1.0m annually in to ensure we adapt to the ever-changing security landscape while providing maximum availability. To help ensure your site is protected at the level you need, CivicPlus offers two options for coverage. Included Hosting & Security Package Your system is monitored 24/7/365. CivicPlus’ extensive, industry-leading process and procedures for protecting and hosting your site is unparalleled. From our secure data center facilities to constant and vigilant monitoring and updating of your system, including 99.7% guaranteed up-time. We’ve got you covered. Platinum Hosting & Security Package Ensuring your visitors can access your site and that it continues to be business as usual with least amount of interruption is attainable through the CivicPlus Platinum hosting and security. Cyber security is a high profile topic that makes the news almost daily. Every industry is a target, including local government. Our Platinum package protects your site through all of our included hosting and security features, but also adds the peace of mind of comprehensive and continuous DDoS protection. Our team has been pressure tested by high-profile events and has the experience and expertise to handle any situation. We’ve got you covered. Ongoing Protection Services If you choose the Included Package and experience a DDoS attack or threat, CivicPlus has mitigation and DDoS Advanced Security options that are available to you at the time of event. Whatever your needs are we have an option that will be a fit for your community. Hosting & Security Features Included Hosting & Security Platinum Upgrade Hosting & Security Data Center Highly reliable data center   Managed network infrastructure   On-site power backup & generators   Multiple telecom/network providers   Fully redundant network   Highly secure facility   System monitoring 24/7/365 24/7/365 Hosting Automated GCMS software updates   15 Server management & monitoring   Multi-tiered software architecture   Server software updates & security patches   Database server updates & security patches   Antivirus management & updates   Server-class hardware from nationally recognized provider   Redundant firewall solutions   High performance SAN with N+2 reliability   Bandwidth Multiple network providers in place   Unlimited bandwidth usage for normal business operations (does not apply in the event of a cyber attack)   Burst bandwidth 22 Gb/s 45 Gb/s Disaster Recovery Emergency after-hours support, live agent (24/7)   On-line status monitor by Data Center   Event notification emails   Guaranteed recovery TIME objective (RTO) 8 hours 4 hours Guaranteed recovery POINT objective (RPO) 24 hours 4 hours Pre-emptive monitoring for disaster situations   Multiple data centers   Geographically diverse data centers   DDoS Mitigation Defined DDoS Attack Process Identify attack source   Identify type of attack   Monitor attack for threshold engagement   DDoS Advanced Security Coverage Continuous DDoS mitigation coverage Not Included Additional coverage available at time of event. (Additional fees apply)  Content Distribution Network support  Proxy server support  Live User Detection service  16 CONTINUING SERVICE & SUPPORT CivicPlus won’t be with you just for the development, design and launch – we will be here year after year to respond to new needs and new opportunities for you to continue to have the best site possible. We offer all of our clients continuing support and additional advantages as a member of the CivicPlus family. Dedicated Account Management CivicPlus has a team of dedicated account managers to help you implement the tools needed to successfully meet the level of Community Engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to help you keep up on new CivicPlus products and optimize your site. This specialized team member can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into place on your new website. Around-the-Clock Technical Support Our support personnel are ready to answer your staff members’ questions and ensure their confidence in using our site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m. (CST) to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the internet in general, our personnel often identify and correct issues before they even affect our clients’ websites. Our expertise in website management provides assurance 17 Support Maintenance of CivicPlus Application & Modules Hosting 7 a.m. – 7 p.m. (CST) Monday – Friday (excluding holidays) Install service patches for OS system enhancements Shared Web/SQL Server DNS Consulting & Maintenance 24/7 Emergency Support Fixes Monitor bandwidth-router traffic Dedicated support personnel Improvements Redundant ISP 2-hour response during normal hours Integration Redundant cooling Usability improvements Testing Diesel powered generator Integration of system enhancements Development Daily tape backup Proactive support for updates & fixes Usage License Intrusion detection & prevention Online training manuals Antivirus protection Monthly newsletters Upgrade hardware COMPANY INFORMATION Contact Information Andrew Dame, RSM 785-370-5858 Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free 888-228-2233 Fax 785-587-8951 Incorporated In State of Kansas Primary Office www.CivicPlus.com Legal Name Icon Enterprises, Inc. d/b/a CivicPlus Primary Office Ward Morgan, President/CEO GSA Contract # GS-35F-0124U Primary Office # 2092613 CMAS Contract # 3-13-70-2966A DID YOU KNOW Find out below how our CivicPlus Advantage alternative payment plan can assist you. We hope you’ll join us. 18 PROJECT DEVELOPMENT ESTIMATE Project Development & Deployment Initial GCMS® upgrades, maintenance, support migration of 500 pages of existing content $59,477 Project Enhancements & Functionality 24 Hours Customized Interactive Webinar Training ( for up to 6 employees) 3 Days of On-Site Navigation & Content Consulting 1 Day of On-Site Citizen Engagement & Roadmap Consulting 3 Department Headers Packages w/ Themes CivicMedia (10GB) CivicSend Included Hosting & Security Hosting server storage not to exceed 10 GB Included Project Development Investment (Find out below how our CivicPlus Advantage alternative payment plan can assist $59,477 Ongoing Protection Services allows you to receive maximum benefit at minimal cost and Protecting your investment is important. You’ll receive system enhancements, maintenance and optimization and have full access to our support staff so your site stays up to date with our latest features and functionality. Includes redundant hosting services, daily backups, extensive disaster recovery plans, 24/7 support, software maintenance, system enhancements, recurring training, and access to the CivicPlus community. Subject to annual 5% increase beginning year 2 $9,648 Total First Year Investment (Find out below how our CivicPlus Advantage alternative payment plan can assist $69,125 CivicPlus Advantage eases the budgetary impact of your new site and provides a level payment plan option which will dramatically lower your Year 1 Investment, project development and start-up costs. Through a minimum four-year contract, this zero interest plan spreads your investment costs over the life of the contract. CivicPlus Advantage 1st year 2nd year 3rd year Annual Investment Payments $29,474 $29,474 $29,474 CIVICPLUS REDESIGN GUARANTEE At the end of your fourth year of continuous service with us, you are eligible to receive a basic website redesign with no further out-of-pocket expense. Your website stays current and doesn’t need to be re- built from the ground up again! 19 OPTIONAL PROJECT ENHANCEMENTS One-Time Fee Pre-Implementation On-Site Kick-Off Meeting Three days on-site. Optional - $10,000 Add up to six departments per additional day for $2,200 Phase 1: Content Consultation Three days on-site, up to six departments per day. Optional - $10,000 Phase 1: Process Roadmap Consultation Three days on-site. Optional - $10,000 Phase 1: Public Engagement Evaluation Two days on-site. Optional - $7,800 Phase 1: Website Design Consultation Two days off-site – conducted remotely. Optional - $3,600 Phase 1: Intranet Consultation Three days on-site. Optional - $10,000 Phase 4: Training/Consulting Two days on-site website review website with department administrators Optional - $7,800 Phase 5: Consolidation of Identified External Site Full Content, less than 100 pages Optional - $2,450 Phase 5: Consolidation of Identified External Site Full Content, more than 100 pages, 50 page block Optional - $1,400 per block Post-Training: Website Presentation Two days of on-site meetings to present website to stakeholders. Optional - $7,800 Post-Training: Three-Month Checkup Held three months after go-live, includes two days on-site of additional consultation/ training. Optional - $7,800 Post-Training: Three Day Annual Refresher One day on-site consultation, two days on-site refresher/advanced training. Optional - $10,000 Post Go-Live 50 Pages of Additional Content $1,450 Virtual Webmaster Five Hours of Content Updates per month. Optional - $5,700 /Annual Minimum Annual Recurring Training Training on new functionality and services Optional - $2,000 / Annually 20 FUNCTIONALITY OPTIONS One-Time Annual CivicMobile App (iOS & Android) $5,500 $1,950 Department Header Package includes up to 20 pages of content migration (No annual fee in the first year; annual fees starts in second year) $3,500 $650 Department Header THEME Package includes up to XX pages of content migration (No annual fee in the first year; annual fees starts in second year) $5,000 $650 CivicSend TBD TBD CivicReady TBD TBD CivicHR - Applicant Tracking (Annual subscription fee is subject to an annual 5% increase year 3 and beyond) n/a $4,495 CivicHR – Onboarding (Annual subscription fee is subject to an annual 5% increase year 3 and beyond) TBD TBD CivicHR – Performance Management (Annual subscription fee is subject to an annual 5% increase year 3 and beyond) TBD TBD CivicHR – HRIS (Annual subscription fee is subject to an annual 5% increase year 3 and beyond) TBD TBD LDAP Integration $1,200 $300 Media Center with Live Streaming Video (10 GB of server storage included) $1,000 $1,000 New Logo Development $5,000 n/a New Logo Development with Branding & Graphics Development $7,000 n/a Subsite includes up to 20 pages of content migration (No annual fee in the first year; annual fees starts in second year) $8,000 $1,575 21 HEAR FROM OUR CUSTOMERS “I think that the modules that are offered give a lot of flexibility to not only the taxpayers but our employees. We can use this site as much as a tool as the taxpayers do.” Ellis County, Kansas Michael Leiker CIVICPLUS FEATURES & FUNCTIONALITY Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful government content management structure and website menu management system. The system allows non-technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus Government Content Management System (GCMS®) utilizes Microsoft SQL Server, ASP, JavaScript and HTML for web development. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary, and all content is organized in accordance with web usability standards. Modules Functionality Agenda Center Action Items Queue Alerts Center & Emergency Alert Notification Audit Trail / History Log Archive Center Automated PDF Converter Bid Postings Automatic Content Archiving Blog Dynamic Breadcrumbs Business/Resource Directory Dynamic Sitemap Citizen Request Tracker™ Expiring Items Library Community Connection Graphic Link Administration Community Voice™ Links Redirect Document Center Menu Management ePayment Center or eCommerce Integration Mouse-over Menu Structure Facilities & Reservations Live Editing and Page Creation Frequently Asked Questions Online Web Statistics Forms Center Printer Friendly/Email Page Intranet RSS Job Postings Site Layout Options My Dashboard Site Search & Entry Log News Flash Slideshow Notify MeTM email and 500 SMS subscribers Social Media Integration Photo Gallery User & Group Administration Rights Quick Links Web Page Upload Utility Spotlight Website Administrative Log Staff Directory 22 CIVICPLUS MODULE DETAILS  Agenda Center – Create and display agendas and minutes for various civic organizations  Alert Center - Graphically show when there is an emergency or important notification  Bid Postings - Simple and easy to use method of posting your bids  Blog - Post opinions/information about various topics. Can also be set up to allow site visitors to comment and subscribe  Business / Resource Directory – The Yellow Pages of your website  Calendar – Create multiple calendars for various divisions and departments  Citizen Request Tracker™ - Allow users to report a problem while providing follow-up communication with the point of contact  Community VoiceTM – Open forum in which citizens can interact while allowing you to showcase projects in your community  Document Center – Organize and house documents in department or division folders and sub-folders  Payment Center - Integrate eCommerce on your website with no third-party store to setup  Facilities & Reservations - Facilities and meeting places in one convenient place allowing reservations online  Form Center - Create custom online forms that can be completed and submitted online  Frequently Asked Questions (FAQs) – Answer the most frequently asked questions from your visitors  Job Postings - Post available jobs in an easy to access manner  My Dashboard – Allow users to personalize their dashboard to stay updated on news, events, and information they care about  NotifyMeTM - Send out mass emails to subscribers of specific lists and modules, includes 500 SMS subscribers  News Flash - Post organizational news items, right on your home page, that are important to your citizens  Opinion Poll – Interact with your site visitors by posting various questions and polls  Photo Gallery - Store and display photos  Quick Links - Place links on any page  Spotlight – Allows you to highlight important text or widgets in a compact, easy-to-update module  Staff Directory - Detailed contact information for your staff and offices Social Networking & Gov 2.0 CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. From community-centric pages on Facebook to real-time Twitter feeds that can deliver emergency alerts, we are dedicated to helping our clients integrate their web content into the most dynamic social media sites and make their marks in the world of Gov 2.0. CivicPlus can sync your website to your Facebook and Twitter profiles to automatically publish news, notices, and calendar events on Facebook with a link to your website for more information. Twitter’s short, 140- character “tweets” offers a way to distribute information quickly and effectively. Other social networking sites (such as LinkedIn, YouTube, Pinterest, etc.) can be featured on your website as links to your profile on those websites. 23 Administrative Features  Instantaneous Updates – Once published, updates are posted to the live site in real time  Browser Based – No installation of programs or software needed! Your staff can update the site from an internet connection or platform (Mac or PC) at any time  Mobile Updates – Immediately upgrade your site from any location using your tablet or phone  Action Items – Direct access to a queue of pending items to be published or reviewed by the administrator upon login.  Site Search and Search Log – Powerful site search automatically indexes all content making it easy for visitors to find information. A log of all words that have been searched by visitors is kept, allowing you to update highly searched information and feature key items.  Automatic Alt Tags – Built-in features ensure your site is Section 508 compliant without having to know the requirements.  Bad Links Identifier - This module creates a list of the broken links on your site when they are accessed.  Content Creation - The CivicPlus GCMS® makes it easy to add new content, edit old content, and keep page layout consistent through use of our What You See Is What You Get (WYSIWYG) editor. Content changes will not affect the design - site breadcrumbs, page structure and sitemaps will dynamically update upon publishing. With mega menus and drop-down, pop-out menu functionality, you can essentially get to any page on your website within a single click if desired!  Content Scheduling - Material throughout the entire system can be set to auto-unpublish (expire) or it can be manually retired.  Content Versioning - The GCMS includes version control, a history log for reviewing changes made within the system, file locking through our permission system and an archive of all published content.  Dynamic Layout - The layout for your website will be determined by you and the designer. Placement of navigation and dynamic areas are important in guiding site visitors to key information quickly and easily.  Dynamic Page Components - Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. For example, the entry page for your Parks and Recreation Department can be customized with specific lists of events, FAQs and news announcements pertaining to that department.  Dynamic Breadcrumbs and Site Map - Dynamic Breadcrumbs are used to show a visitor’s location within the site. Breadcrumbs are automatically generated by our system. A dynamically generated site map automatically updates to reflect your new navigation if changes are made.  eCommerce Integration - CivicPlus offers our ePayment Center in the GCMS, but we also work with numerous trusted third-party payment processors to handle payment and account information, allowing vistors to easily log on and pay bills ranging from property taxes to utilities.  History Log - Easily tracks changes made to your website including items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable and exportable.  Integration/Interfacing - CivicPlus’ integration services work cohesively with most third-party software applications. We have the capability to link with most software or databases currently utilized. Systems such as purchasing, taxes, assessment and utilities have been developed for many of our clients.  Intranet - An intranet is a secure location on your website that allows employees and other groups to login and access non-public resources and information. You will have the ability to set up multiple intranet groups with varying view rights.  Levels of Rights - Levels of Rights may be defined as publishers (create or publish) or authors (create but not publish), or as administrators of modules. 24  Assigned groups may have the right to update their own content without affecting web pages, menu structure, top of page, banner or navigation.  LDAP Authentication - LDAP authentication provides a powerful and simple way to manage users and permissions within our system by syncing your website with your existing active directory database - negating the need for multiple user upload and sign-on. Because LDAP authentication requires custom programming time, additional fees apply.  Link Redirects - Instead of sending your users to http://civicplus.com/248/Awards-and-Recognition, you can send them to http://civicplus.com/awards. A more intuitive approach to help visitors find particular pages.  Maps – Help website users find commonly requested information such as bus routes, highways, tourist attractions, education information, major employers, or demographics. Maps can be simple, clickable maps, using our Image Map Editor, or more sophisticated JavaScript or Flash (additional fees required for JavaScript or Flash development).  Printer Friendly - Our printer friendly functionality does separates critical content from the site template to provide a clean print without menu structure and banner information included.  RSS Feeds - RSS stands for Real Simple Syndication and in short, it brings your site to the people. After signing up, they receive email notifications of the latest news updates.  Supported Browsers - CivicPlus websites are viewable in all common browsers. We optimize them for administrative use with Windows 2000+ and in the two most recent versions of major browsers including: Internet Explorer, Firefox, Safari and Chrome.  Website Statistics - Administrators will be trained on the use and analysis of web statistics, provided through Piwik Analytics. Application Programming Interfaces We have nearly a dozen application programming interfaces (APIs) throughout the system and continue to build more to make integrations with our GCMS® and disparate applications as straightforward as possible. It’s this “open architecture” approach that allows your IT staff and programmers to spend time creating applications and systems that are specific to your community’s needs and tie them into the site, using the site itself as a sturdy platform on which to build. Media Center - Mobile Video CivicPlus offers a robust mobile video experience as part of our Media Center solution. Consumption of mobile video is continuing to grow, and providing this option ias part of your overall mobile experience is a must have to drive engagement. Media Center is available for an additional fee. Mobile Video  Just about any file format is supported and are easily searchable, shareable and accessible from all devices.  Live streaming is also available—use for anything from traffic cams to beach cams (additional charges may apply) 25 ADDITIONAL PRODUCTS CivicAdvise helps you create the web environment that fits your needs with the right look, content, functionality and the right people involved. The CivicPlus consultants listen to what you want and need in order to accomplish your vision and then help develop the best solution to achieve it. Our job is to make sure your issues, ideas and needs are addressed and met to your satisfaction by our team of professionals. We take the time to ensure you are moving in the right direction with your online needs for today and well into the future. Our consulting packages can be purchased at any time during the life of a client’s website. Consulting services include:  Content Evaluation and Planning  Process Roadmap Assessment and Recommendations  Citizen Engagement and Marketing Strategy  Current Website Assessment and Adjustment Planning  Interactive Training  Social Media Planning and Integration CivicHRTM is the only software specifically focused on helping governments recruit, hire and engage employees with personalized customer service and easy implementation. CivicHRTM simplifies the HRTMTM processes associated with hiring and engagement to help communities perform at their best. Our web- based platform integrates and organizes data, automates job postings, parses resumes, and simplifies onboarding and performance management. The CivicHRTM tools are designed to help local government HR professionals hire, onboard, and manage high performing employees. The suite includes the following product modules:  Applicant Tracking  Employee Onboarding  Performance Management  Human Resource Information System (HRIS) Portal 26 Mobile device ownership is at an all-time high, and it’s growing! In order to meet your citizens where they’re at—you need to provide a comprehensive mobile experience. CivicPlus addresses all of your mobile needs including responsive web design, the CivicMobile app, and a robust mobile video experience as part of Media Center. Mobile devices are used everywhere for everything by everyone. Drive engagement by offering a robust mobile experience. Responsive Web Design As part of providing industry-leading technology, responsive design is included with your CivicPlus site. With responsive design, your site adjusts to the screen size of the device its being view on. This flexibility provides a seamless user experience. Benefits of Responsive Design  Seamless experience between desktop and mobile device  Shorter URL structure  Easier management of search engine optimization  Content adjusts to screen size and device orientation CivicMobile App The CivicMobile App is designed to look and work great on both iOS and Android mobile devices. Designed to keep users informed, content and alerts can be scheduled for automatic delivery. The controls are simple and easy for anyone to use. The CivicMobile app is connected directly to your CivicPlus website; your content will always be in-sync with your mobile site visitors. Our professional staff makes sure the system stays up-to-date with hardware and software upgrades. This will ensure a system that is always optimized, secure and problem-free. We work closely with our clients to match the aesthetics of their application – from the splash screen to the background imagery to the banner – with their website to create a polished and seamless theme across the different media with which your site visitors are interacting with you. Benefits of CivicMobile:  Cross-Platform Compatibility. CivicMobile is designed to both look and work great on both iOS and Android mobile devices. The controls are simple and easy for anyone to use.  Push Notifications. The CivicMobile app will keep your citizens informed. Content and alerts can be scheduled for automatic delivery, freeing up local administrators for more pressing tasks.  Fully Integrated. The CivicMobile app is connected directly to your CivicPlus website; your content will always be in-sync with your mobile citizens. Our professional staff makes sure the system stays up-to- date with hardware and software upgrades. This will ensure a system that is always optimized, secure and problem-free.  Custom Design. We’ve got it covered. We work closely with our clients to match the aesthetics of their application – from the splash screen to the background imagery to the banner – with their website to create a polished and seamless theme across the different media with which your citizens are interacting with you.  Emergency Alerts. Alert your citizens about emergencies in the community quickly and efficiently right to their mobile devices. 27 CivicSendTM is a visually rich e-communication platform designed with governments and citizens in mind. It saves time, improves efficiency and increases citizen engagement. CivicSendTM offers both beauty and brains. Our clients use CivicSendTM to deliver all types of non-emergency communication—from simple messages to event invitations to multi-image e-newsletters. Templates can be customized to reflect the client’s style. CivicSendTM is built to communicate over multiple channels—email, text and social media from a single point of access. One communication solution. One user-friendly interface. Endless possibilities. The advantages of adding CivicSendTM are many:  Versatility and efficiency in multiple communication channel delivery  Citizens can receive mobile responsive communication  Keeps citizens informed and engaged  Content posts to the front end of the client’s website —no extra effort  Intuitive and easy-to-use. Integrates with the CivicPlus GCMS® subscriber list  Value-conscious for clients by offering unlimited emails and lists CivicReadyTM enables communication quickly, clearly and effectively in times of emergency and weather-related disasters within communities. Advanced preparation and timely communication with citizens during an emergency is critical. CivicReady’s Emergency Preparedness focuses on helping emergency management professionals prepare and communicate quickly with citizens before, during and after a local emergency. This cloud-based emergency preparedness and mass notification solution goes beyond sending out alerts and notifications. We engage citizens through a customized website where they can easily access emergency preparedness content. CivicReadyTM’s Weather Warning enables local government to inform communities in severe weather situations. Automated weather warning keeps communities informed via multiple distribution venues including SMS, text or email providing citizens extra time to prepare. In this cloud-based emergency communication portal, designed for high traffic and low bandwidth connections, efficient communication is available when you need to share it. Notifications can be sent to all citizens or predefined groups via phone, email or SMS. 28