CP CIVICPLUS
Feature
Premium Ultimate
Google Maps Integration
Resource
Document Center
Image Auto-Scaling and Resizing
Site Metrics
Google Analytics
Schedule Publish On/Off Dates
Unlimited User Logins
Unlimited Content
Word-like WYSIWYG Editor
Board and Committees
Links and I-Frame for Third-Party Solutions
Unlimited Online Fillable Forms
Emergency Alerts
Meetings Agendas
Minutes and Videos
Event Calendar
10 CP CIVICPLUS®
Feature
Premium Ultimate
Page Versioning
Audit Trail
Latest News
Press Releases
Anti-Spam Controls
Email Harvesting Protection
Broken Link Finder
Dynamic Sitemap
Support For Windows, Mac, Linux
Video Integration
YouTube, Vimeo
Customer Owns Rights to All Data
Organization
Staff Directory
Frequently Asked Questions
Secure Pages
SSL
Printer Friendly Pages
Email Subscriptions and Notifications
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Options Premium Ultimate
Additional Pages of Content Migration $250/50 Pages $250/50 Pages - 150 pgs + 3 yrs meetings migration included at base price One-Time One-Time Business Directory $750 / year $750 / year
Jobs Listing $200 / year $200 / year
Bids and RFPs $200 / year $200 / year
Projects Directory $200 / year $200 / year
Parks Directory $200/year $200/year
Properties Directory $200 / year $200/year
Facilities Reservation $1,275 / year $1,275 / year
Citizen 311 $1,175 year $1,175 / year
Chat Bot $2,500 / year $2,500 / year
Specialty Subsites $1500 / year $1500/year
$500 $500
Microsite Color and Logo Customization
One-Time / Microsite One-Time / Microsite
Site Graphic Redesign Every Fourth Year - N/A $750/year $200 / 1 hr session $200 / 1 hrsession
Additional Training Session - 3 included a base price
Private Pages - Staff View Only $200 / year $200/year
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Project Timeline and Approach
* The typical project takes 3-4 months (standard design) | 5-7 months (custom design). The high-level timeline below is an approximation. We will finalize the schedule once we meet with you X
Analyze and
Confirm Migrate Content
Contract Date & Hosting, Maintenance &
Onboarding Design and Build Train Support
Testing
Customer Responsibilities
A smooth, on-time deployment is dependent on the customer participation, providing timely information and approving proofs quickly.
• The customer will make available relevant images, photos, logos, colors, and other branding material as well as an inventory of existing applications, websites, and content at the start of this effort and create new content copy as needed
/ The customer will assign a single point of contact that will be responsible for coordinating the schedules of other project stakeholders
• The customer will review any deliverables requiring formal approval within five business days and return all comments and issues at or before those five days have elapsed • The customer will assign one person who will act as the ultimate decision-maker in the case where consensus among the team cannot be reached
• The customer must agree to the applicable terms of services for Google-related services such as Google Analytics and Google Maps to access those features. CivicPlus is not responsible for Google's decisions related to discontinuing services or changing current APIs 13 CP CIVICPLUS
Phase 1 - Analyze and Confirm Requirements
Website Assessment CivicPlus will analyze your current website(s) to assess the existing navigation, features/functions, and content quality Organizational Overview CivicPlus will provide an organizational overview document for Inventory and Survey your completion
Deliverables: Organization Survey
Website Design Meeting CivicPlus will conduct a design meeting with a customer-defined web advisory team. We recommend the advisory team be limited to a maximum of six members who will provide input regarding the overall design of the new website, including the site branding and high-level site navigation. This team will review initial and final website design concepts before go-live approval.
Deliverables: Website design specification sheet (graphic design, Phase 2 - Design and Build
CivicPlus will complete concepts for the homepage and interior pages.
Design Concept These concepts will incorporate all the graphical elements and the high- Creation and level sitemap. You will select a concept after a series of iterative design Approval (Custom revision meetings-up to six revisions.
Designs) Deliverables: Design concepts, Finalized design (Sketch, Figma, or Photoshop)
Website Setup, CivicPlus will create a fully functional website that includes the elements Configuration, and described in this proposal. CivicPlus will finalize any remaining Customization components within the approved design and navigation as part of the website setup.
Deliverables: Functional beta website with approved design, Content migration
14 CP CIVICPLUS
Phase 3 - Migrate Content
CivicPlus will migrate initial content for your staff to finalize Content Finalization and before go-live. See the pricing section for the specific number Departmental Acceptance of included pages. Deliverables: Content creation and migration, Departmental content signoff
You will complete a Microsoft Excel template to provide information regarding each meeting and corresponding files.
CivicPlus will then auto-import that content. You must use a Meeting Agendas and Minutes
standard naming convention to allow auto parsing of data. (e.g., minutes_061516.pdf) Deliverables: Content creation and migration, Departmental content signoff
A standard webpage is defined as one that contains a title, body text, and up to five links, file attachments, or images.
We will provide a custom quote if you require migration of Standard Web Pages
more complex pages. Deliverables: Content creation and
migration, Departmental content signoff
Directory Pages | Staff Directory, You may make these updates or complete a custom Microsoft Projects, Commercial/Industrial Excel template to receive a custom quote for auto-importing.
Properties, Business Directory, Deliverables: Content creation and migration, Departmental Ordinances/Resolutions content signoff
15 CP CIVICPLUS
Phase 4 - Staff Training
Throughout the development and after launch, you and
your team can access on-demand training, resources, and educational opportunities. Our initial training is offered to Staff Training
administrators and content contributors. Deliverables:
Onsite (if applicable), Video Conference, Videos and User guides
Phase 5 - Testing
CivicPlus will perform a series of tests across multiple browsers and operating system versions to confirm site functionality and all Functional Testing
features documented in this proposal. Deliverables: Completing Testing Checklists
A standard webpage is defined as one that contains a title, body text, and up to five links, file attachments, or images. We will provide a Acceptance Testing
custom quote if you require migration of more complex pages.
Deliverables: Site acceptance by customer
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Phase 6 - Go Live
We will work with you to make the appropriate A Record
DNS entry changes to begin propagating the new
Go-Live
production web server IP address. Deliverables: Accepte Final Live Websit
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Hosting and Support
Data Center
We host your website in a secure data center. The data center is staffed 24x7x365. Your website is maintained using firewalls, load balancers, multiple web application servers, and a database server. We apply security updates to the entire web server stack regularly.
Data Transmission
We guarantee up to one terabyte of data transfer per month Web CMS Software Security
We apply security updates to your Drupal-based CMS whenever updates are posted. Drupal has the confidence of millions of private and public sector websites, including whitehouse. gov, the City of Boston, and the City of Los Angeles. Several built-in security mechanisms are in place to prevent cross- site scripting attacks.
Web Transmission Security
Your website is secured with SSL to encrypt data transmission. We SSL-enable every page on your website for maximum security.
User Authentication Security
Our solution is configured with granular role-based permissions, and each user is required to log in with a unique user ID and password. We also offer a two-factor authentication option using Google Authenticate if that should be something you are interested in pursuing.
Data Backup
We back up your data in multiple geographic locations. Backups occur daily, weekly, monthly, and up to seven years of annual data backups.
Guaranteed Uptime
CivicPlus guarantees a web server uptime of 99.95 percent. If this service level is not met within a given month, you will receive a credit for that month's service. 18 CP CIVICPLUS
Maintenance and Customer
24x7 Customer support
We will provide you with contact numbers to reach us 24x7x365 for emergency website issues. We will also be available from Monday to Friday, 7 a.m. to 7 p.m. CT via email and phone to handle routine website operation questions from staff.
Security upgrades
CivicPlus will apply security upgrades to your solution's core and contributed modules, ensuring that your website stays secure. We will perform security upgrades and other web server and website optimizations during off-hours, typically between 7 p.m. - 1 a.m. CT, if such work requires taking the website off-line. We will provide at least 14 days' notice for any non-emergency maintenance that requires downtime.
Site Monitoring and Site Recovery
CivicPlus will install auto-monitoring software routines that continually monitor website performance and alert us when problems occur. We will act as soon as possible and no later than two hours after detecting a problem.
Free feature upgrades
As we update our base features, you receive those upgrades for free. •ll 2021 Support Metrics
Award-Winning
• Total Tickets - 103,759
CivicPlus' customer service team has been honored • Average Chat Response - 3.48 Minutes with two Silver Stevie® Awards and four Bronze
• Average Phone Response - 7:57 Minutes
Stevie® Awards, which are the world's top honors
for customer service, sales professionals, and more. • Customer Satisfaction Score - 95.7% • Solved in One Touch - 71.2%
19 CP CIVICPLUS®
Project Costs
Ultimate Design
Premium Design
One-Time Build
Fee • No Fee • No Fee
Hosting and • 20% Discount on Annual Fees • 20% Discount on Annual Fees Support If a CivicPlus Customer for Agenda and If a CivicPlus Customer for Agenda and Meeting Management AND Codification Meeting Management AND Codification 10% Discount on Annual Fees • 10% Discount on Annual Fees If a CivicPlus Customer for Agenda and If a CivicPlus Customer for Agenda and Meeting Management OR Codification Meeting Management OR Codification $4,100 / year • $4,700/year
Standalone Standalone
Base Features: See the Features and Options Page
Content Migration: Up to 150 Pages + 3 Years Meetings Migration Training: Three One-on-One Training Session via Zoom
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Options Price
• Business Directory $750 / year
• Jobs Listing $200 / year
Bids and RFPs $200 / year
• Projects Directory $200/year
Parks Directory $200 / year
Properties Directory $200 / year
Facilities Reservation $1,275 / year
• Citizen 311 $1,175 / year
• Chat Bot $2,500 / year
• Specialty Subsites $1500/year How Many?
• Microsite Color and Logo Customization $500 One-Time/Microsite How Many?_ • Site Graphic Redesign Every Fourth Year - Ultimate Only $750/year • Additional Training Session - 3 included a base price $200 / 1 hr session How Many? • Private Pages - Staff View Only $200 / year
• $250/50 Pages If necessary; typically
Additional Pages of Content Migration - 150 pgs + 3 yrs determined during meetings migration included at base price One-Time implementation. 21 CP CIVICPLUS
Your Integrated Product Discount
We will apply the appropriate discount to your future purchases of a 1) Drupal website, 2) our integrated agenda and meeting management solution, and 3) Municode codification. • Website: See previous page.
• Meetings Management: 10% (double bundle) and 20% (triple bundle) discounts apply to annual fees. • Codification: 10% (double bundle) and 20% (triple bundle) discounts apply to annual fees for Self- Publishing Software or On-line Code Hosting Platform (MunicodeNEXT and Premium Features).
The Civic Experience
Platform from CivicPlus
CivicPlus is the only government technology company exclusively committed to powering and empowering local governments to efficiently operate, serve, and govern through the use of our innovative and integrated technology solutions built and supported by former municipal leaders and award-winning support teams.
Integrated Product Portfolio
Meetings & Agendas Website Design/Hosting
Governing Serving Emergency and Routine
Codification
Communications
Operating
Planning, Permitting
and Licensing Parks & Recreation
Fire and Life Safety A 311 & Citize
Inspections elationship Managemer
Talent Mgt 22 Public Works
C CIVICPLUS
Payment Schedule & Product Details Selection
Upon signing of contract 100% of Year-1 costs
Notes
• Upon receipt of your selections associated with this document, with special attention to the project costs page and the add-ons page, we will then create a formal summarized statement of work that delineates each item you have select for your final signature by a signing authority. • Annual Recurring Services shall be invoiced on the start date of each Renewal Term. Annual Recurring Services, including but not limited to hosting, support and maintenance services, shall be subject to a 5% annual increase beginning in year 2 of service. Client will pay all invoices within 30 days of the date of such invoice.
• If the payment schedule noted above does not meet your needs, please discuss with us so that we can try to accommodate your goals.
• This document is marketing material and does not form a legal agreement with CivicPlus. This document shall not be incorporated into, nor form part of, the final agreement. Final pricing may be subject to change based on the actual line items agreed upon between the parties. • We have made our selections by checking the desired boxes on the project cost and add-ons page and would like a formal statement of work for our final signature for this product. (These selections, and our initials below, do not constitute a contract or intent to buy, but provide the information needed create the formal purchase document for final signature.) Initials
See Previous Page
Let us know if you would like more information regarding any of the following:
• Meetings and Agenda Management • Public Works
Codification (Municode) Talent Management
Emergency and Routine Communications L Fire and Life Safety Inspections Parks, Facilities and Recreation • Planning, Permitting, Licensing, Code Management Enforcement
• 311 and Citizens Relationship
Management
23 CP CIVICPLUS
Meeting and Agenda Management
Solutions
Quote for lone, California
7/27/2022
Jordan Cairns
Manhattan, Kansas HQ
785-370-7764
Email: [email protected]
1 CP CIVICPLUS®
Contents
02 Contents
03 Company Profile
04 Product Features
06 Product Options
07 Meetings Hub Features (Optional) & Board Management Features (Optional) 08 Project Timeline and Approach
11 Hosting and Support
12 Project Costs
14 Your Integrated Product Discount
15 Payment Schedule & Product Details Selection
2 C CIVICPLUS®
Company Profile
Powering and Empowering Local Governments
We empower municipal leaders to transform In addition, 340 million citizens in North America interactions between residents and government are connected with their local government via into consistently positive experiences that elevate our solutions and services. resident satisfaction, increase revenue, and
streamline operations. We are proud to have Knowing that our tools help so many individuals earned the trust of our over 7,300 local find local information, apply for jobs, stay government customers and their 100,000+ informed during times of disaster, request civic administrative users. services, and be active in their communities pushes us to continually evolve our solutions as
the needs of local governments evolve.
222
70 7,300+ 340
years of gov experience _ocal government clients Million citizens connected with their local government
Local government leaders tell us that one of their What sets us apart is our Civic Experience most pressing needs is to improve how residents Platform. With it, municipalities increase revenue access and experience municipal services; and operate more efficiently while fostering trust however, they struggle with budget cutbacks and among Customers. technology constraints. CivicPlus enables civic
leaders to solve these problems, making
consistently positive interactions between
residents and government possible.
3 C CIVICPLUS
Feature
Premium Ultimate
Native Microsoft Word™ based agenda solution
Ease-of-use with minimal use of HTML fields
Create agendas (HTML and PDF versions)
Integration with Meetings Hub, Website, and Codification Services Optional Meetings webpage with meetings, calendar, search integration Unlimited meetings
Unlimited users
Create meetings
Create agenda packets
Automatically publish to the website
Optional meetings webpage with meetings, calendar, search, agenda, agenda packet, Attach agenda item files with no limit on number or file size Submit/add agenda items
Public In-Meeting Display
Presentation screen to display current agenda item and voting results Roll Call
Self-service video timestamping of agenda items to meeting videos Predefined User Roles and Permissions
4 CP CIVICPLUS®
Feature
Premium Ultimate
Minutes Support
Includes clerk-controlled voting
Minutes Support
Includes electronic legislator voting
One-step workflow for agenda items
Approved | Not Approved
Ability to route
Approve agenda items between five people
Board and Committees
2 Up to 5
Meeting Bodies, i.e.Council and Planning Commission
Meeting agenda and minutes templates
Create 1 Create 2
Choose from a list of fonts, headers and section; subjections are customer Custom staff report with bookmarking for automation
60-minute training sessions 4 8
Telephone support 7 a.m. - 7 p.m. ET
Email support with 4-hour response time during working hours Emergency 24x7 support
Product Support Help Center
Online Tutorials and More
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Options Premium Ultimate
Meetings Hub
Public-facing; advanced search and $1,000 / year $1,000 / year historical meeting capabilities
Email Subscriptions
$600 / year $600 / Year
Requires Meetings Hub
Auto-Import Historical Meeting Files
Requires Meetings Hub, includes agendas, $1,500 one-time $1,500 one-time minutes, and search indexing
Additional Meetings Bodies $300 per meeting body per year $300 per meeting body / year Custom Meeting Agenda and Minutes
Templates and Sections $1,000 one-time / template $1,000 one-time / template Customized Agenda Item Approval
Workflows
$500 per workflow / year $500 per workflow / year
Custom User Roles and Permissions -
$1,000 one-time $1,000 one-time
Including Departments
Up to 36 meetings
Video Timestamping Up to 36 meetings $2,520 / year
$2,520/year
6 CP CIVICPLUS
Meetings Hub Features (Optional)
Base
• Public Meetings Portal • Meeting calendar
• ADA Compliant HTML/CSS • Create meetings and upload PDF agendas and (WCAG 2.1 AA) minutes
• Custom header with logo, choice of colors, and • Integrations with web search Municode Next | customizable menu links Online Code
• A best-in-class search engine that indexes the • Telephone support 7 a.m. - 7 p.m. ET contents of PDF agendas and minutes
• Email support with 4-hour response time during
• Video integrations with Vimeo, YouTube, working hours SuiteOne Media, Cablecast Communications,
custom third-party video providers • 24 x 7 Emergency support Optional
• Email Notifications
• Auto-import for historical agendas and minutes
and search indexing • Board Management
Board Management Features (Optional)
Base
• Unlimited Boards and Committees • Term expiration email notifications • Manage term start/stop dates • Auto-expiration option for expiring terms • Export member data • Public web page for each board and committee • Online board application form • Create custom links/buttons on each board page
• Board member approvals
• Custom web header (logo/colors)
• Term expiration report
• Free integration with Municode Meetings
NOTE: Requires Municode Website or
Municode Portal
7 CP CIVICPLUS®
Project Timeline and Approach
Phase 1 Survey
Submit Your Design
Introduction and Initial
Configuration
Meeting
Intro Call
Phase 2 Meeting
Kickoff and Initial Review
Initial Review
Training
Phase 3
Agenda Managers
Training/Final Configuration and
Review
Meeting
Publishing
Training
Additional Users
Phase 4 Meeting
Additional Services
(As Needed)
Additional Services
Meeting
Transition to Support
8 C CIVICPLUS
Phase 1 - Introduction and Initial Configuration
Customer Responsibility CivicPlus Responsibility
• Before introduction call: • Schedule introduction call Complete the design survey
Provide Word versions of your agendas • Conduct introduction call:
and item reports • Confirm design selections
Present draft agenda based on design
• During introduction call:
• Confirm agenda template design Schedule Kickoff Call
• Confirm agenda content (e.g., sections,
items) Configure System
• Confirm workflow option
Phase 2 - Initial Review
Customer Responsibility CivicPlus Responsibility
• Kickoff Call • Complete site configuration
• Review templates
• Approve site configuration • Provide training materials and login info for primary users
• Schedule training sessions
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Phase 3 - Training and Final Configuration and Review
Customer Responsibility CivicPlus Responsibility
• Attend training sessions at agreed-upon • Lead training sessions (number of sessions times dependent on solution tier)
• Complete all assigned tasks (e.g., practice • Configure publishing option packets, adding users, watching training
videos)
Phase 4 - Additional Services as Needed
Customer Responsibility CivicPlus Responsibility
• Supply any supporting documents or • Complete any custom/additional contracted munication for aditional contracted
work
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Hosting and Support
24x7 Emergency Support
We will be available from Monday to Friday, 7 a.m. to 7 p.m. CT via email and phone to handle routine questions from staff. In addition, we will provide you with contact numbers to reach us for after-hours emergency issues.
System Monitoring and Recovery
Our auto-monitoring software continually monitors performance and instantly alerts us when problems occur. We act as soon as possible and no later than two hours after detecting an issue.
Award-Winning 2021 Support Metrics
CivicPlus' customer service team has been honored Total Tickets - 103,759 with two Silver Stevie® Awards and four Bronze Average Chat Response - 3.48 Minutes Stevie® Awards, which are the world's top honors Average Phone Response - 7:57 Minutes for customer service, sales professionals, and more.
4. Customer Satisfaction Score - 95.7%
Solved in One Touch - 71.2%
11 CP CIVICPLUS®
Project Costs
Premium Agenda Ultimate Agenda
Management Management
One-Time Build
Fee No Fee No Fee
Subscription 20% Discount on annual fees • 20% Discount on annual fees If a CivicPlus Customer for Website AND If a CivicPlus Customer for Website AND Codification Codification
10% Discount on annual fees • 10% Discount on annual fees If a CivicPlus Customer for Website OR If a CivicPlus Customer for Website OR Codification Codification
$4,200/year • $5,200/year
Standalone Standalone
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Add-Ons
Optional Add-Ons to Premium or Ultimate Agenda Package
• Additional Meetings Bodies | $300 per meeting / year
Premium includes two
Ultimate includes up to five
Requested Number of Additional Meetings Bodies
• Custom Agenda or Minutes Templates | $1,000 one-time / template Number of Custom Meetings Templates
• Customized Agenda Item Approval Workflows | $500 per workflow / year Number of Custom Workflows
• Custom User Roles & Permissions | $1,000 one-time
• Video Time-Stamping Service | $2,520 / year up to 36 Meetings • Meetings Hub | $1,000/year
Public-facing Page with advanced search and historical meeting capabilities 10% discount if Meetings purchase is bundled with codification • Email Subscriptions | $600 / year
Requires Meetings Hub or website Purchase
• Auto-Import Historical Meeting Files | $1,500 one-time Agendas, minutes, and search indexing
Requires Meetings Hub or website purchase
• Board Management | $2,000 per year
Requires Meetings Hub or website Purchase
13 C CIVICPLUS®
Your Integrated Product Discount
We will apply the appropriate discount to your future purchases of a 1) Drupal website, 2) our integrated agenda and meeting management solution, and 3) Municode codification. • Meetings Management: See previous page.
• Drupal Website: 10% (double bundle) and 20% (triple bundle) discounts apply to annual fees. • Codification: 10% (double bundle) and 20% (triple bundle) discounts apply to annual fees for Self-Publishing Software or On-line Code Hosting Platform (MunicodeNEXT and Premium Features).
The Civic Experience
Platform from CivicPlus
CivicPlus is the only government technology company exclusively committed to powering and empowering local governments to efficiently operate, serve, and govern through the use of our innovative and integrated technology solutions built and supported by former municipal leaders and award-winning support teams.
Integrated Product Portfolio
Meetings & Agendas Website Design/Hosting
Governing Serving Emergency and Routine
Codification Communications
Operating
Planning, Permitting
and Licensing Parks & Recreation
Fire and Life Safety 311& Citizen
Inspections Relationship Management
Talent Mgt Public Works
14 CP CIVICPLUS
Payment Schedule & Product Details Selection
Upon signing of contract 100% of Year-1 costs
Notes
• Upon receipt of your selections associated with this document, with special attention to the project costs page and the add-ons page, we will then create a formal summarized statement of work that delineates each item you have select for your final signature by a signing authority. • Annual Recurring Services shall be invoiced on the start date of each Renewal Term. Annual Recurring Services, including but not limited to hosting, support and maintenance services, shall be subject to a 5% annual increase beginning in year 2 of service. Client will pay all invoices within 30 days of the date of such invoice.
• If the payment schedule and terms noted above do not meet your needs, please discuss with us so that we can try to accommodate your goals.
• This document is marketing material and does not form a legal agreement with CivicPlus. This document shall not be incorporated into, nor form part of, the final agreement. Final pricing may be subject to change based on the actual line items agreed upon between the parties.
We have made our selections by checking the desired boxes on the project cost and add-ons page and would like a formal statement of work for our final signature for this product. (These selections, and our initials below, do not constitute a contract or intent to buy, but provide the information needed create the formal purchase document for final signature.) Initials
See Previous Page
Let us know if you would like more information regarding any of the following:
Website Design Public Works
Codification Talent Management
Emergency and Routine Communications Fire and Life Safety Inspections Parks, Facilities and Recreation Planning, Permitting, Licensing, Code Management Enforcement
• 311 and Citizens Relationship
Management
15