3;kc,25,Eggolk
Agenda Item No: 1.q
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: July 21, 2026
Submitted by: Lydie Gutfeld
From: Development Services
Subject:
APPROVE A NINE-MONTH AGREEMENT WITH CIVICPLUS FOR RECREATION MANAGEMENT SOFTWARE (CIVICREC) NOT TO EXCEED THE AMOUNT OF $16,940.58 Financial Impact:
Year 1 contract TOTAL
(includes installation, training, and equipment) $16,940.68 Summary:
The Community Services Department currently utilizes the Active Recreation Registration software to manage program registrations, facility reservations, memberships, online payments, leagues, classes, camps, and customer accounts. Over the years, it has become apparent that the current software is not able to meet the needs of the Community Services Department and continues to increase its fees while decreasing its service levels. As technology and customer expectations continue to evolve, staff evaluated available recreation management software solutions to improve operational efficiency, enhance the customer experience, and provide a secure, modern registration platform. Civic Rec has been selected as the software vendor that will work to ensure programs, services, events, and applications for vendors, facility reservations, and permits are better handled through efficient processes and Al capabilities.
Recommended Action:
It is recommended that the City Council:
1. Approve a nine-month agreement with CivicPlus for the CivicRec Recreation Management Software in an amount not to exceed $16,940.58; and
2. Authorize the City Administrator or her designee to execute the agreement and any related documents necessary to implement the software.
Strategic Plan Statement:
By awarding this contract, the City will move forward on accomplishing Strategic Goal No. 5 - Organizational Excellence by having a registration software that is able to better serve the Placentia community, its visitors, and internal customers with excellent customer service options when looking for programs, services, and events.
Discussion:
To ensure the City selected the solution that best met its operational needs, staff conducted a 1 comprehensive review of available recreation management software providers. Multiple vendors were invited to demonstrate their software platforms, including:
• Kaizen
• Xplor Recreation
• CivicRec (CivicPlus)
No quote provided
$17,000
$ 16,940.68
Each demonstration was evaluated based on functionality, ease of use, implementation process, customer service, reporting capabilities, security, integration opportunities, and overall cost.
Following staff evaluation, CivicRec was identified as the preferred solution. CivicRec provided the most competitive pricing while offering the functionality necessary to support the City's current and future recreation operations. Additionally, CivicRec offers the opportunity for future integration with the City's existing CivicPlus website platform, creating a more seamless customer experience while improving internal efficiencies.
A significant factor in staff's recommendation is that CivicRec is currently the only recreation management software that is GovRAMP Authorized, meeting government cybersecurity and compliance standards specifically designed for public agencies. The attached sole source letter confirms CivicRec is the only recreation management platform currently included on the GovRAMP Authorized Vendor List, making it uniquely qualified to meet the City's security and compliance objectives.
Staff is recommending approval of only a nine-month agreement at this time. The City currently contracts separately with CivicPlus for its municipal website services. That agreement expires in April 2027. At that time, staff intends to return to City Council with an amendment to the City's existing CivicPlus agreement to incorporate the CivicRec Recreation Management Software into a single, consolidated agreement. Combining these services under one contract will streamline contract administration, simplify vendor management, and provide greater integration between the City's website and recreation registration platform.
The proposed agreement includes implementation services, staff training, consulting, financial integration, GIS integration, ADA accessibility tools, and recreation management licensing for the initial term ending March 31, 2027, for a total cost of $16,940.58. Annual recurring services beginning April 1, 2027, are estimated at $15,987.50, subject to future City Council approval through the amended CivicPlus agreement.
Financial Summary:
The total cost of the initial nine-month agreement is $16,940.58, which includes software licensing, implementation, training, consulting services, and related setup costs.Sufficient funding is available within the Community Services Department's Fiscal Year 2026-27 operating budget.
Upon expiration of the initial term on March 31, 2027, staff anticipates returning to City Council to amend the existing CivicPlus website services agreement to include the CivicRec Recreation Management Software under one consolidated contract.
Attachments
Placentia CA Just Rec SOW.pdf
Xplor Recreation - City of Placentia_NextRec_Recreation Management System.pdf 2 PSA Agreement - Civic Plus
3 C p
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #:
CivicPlus Pricing
Approval Date:
Expires On:
Statement of Work
Q-129569-1
6/30/2026 5:32 PM
Client: Bill To:
City of Placentia, CA PLACENTIA CITY, CALIFORNIA
SALESPERSON Phone
Matthew Basich
EMAIL
[email protected]
Discount(s)
QTY PRODUCT NAME DESCRIPTION
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Process Automation Year 1 Year 1 Annual Fee Discount Annual Fee Discount
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Web Accessibility Year 1 Year 1 Annual Fee Discount Annual Fee Discount
7/31/2026
DELIVERY METHOD I PAYMENT METHOD
Net 30 li
12 Month
Value
USD -
3,049.40
USD -543.75
USD -125.50
USD -125.50
USD -251.00
One-time(s)
QTY PRODUCT NAME DESCRIPTION 12 Month
Value
1.00 Recreation Management Premium Package -Project Coordination -Branded USD 2,913.75 Premium Public Portal -Help Center Access -Access to Live Project Support -Named Implementation Consultant
4 QTY PRODUCT NAME
4.00 Recreation Management
Virtual Training (Half Day
Block)
1.00 Recreation Management
Virtual Consulting (Half Day
Block)
1.00 Recreation Management
Financial Accounting Extract
1.00 Recreation Management
External Processor
Implementation - Forte
1.00 Advanced Fillable Forms
Implementation
1.00 Recreation Management
Virtual Training (2 Hour Block)
1.00 AudioEye Managed
Implementation
Recurring Service(s)
QTY PRODUCT NAME
1.00 Recreation Management
Annual Fee
1.00 Recreation Management
Lighting Integration
1.00 Recreation Management GIS
Integration
1.00 Al Form Composer Annual
Fee
DESCRIPTION
Training (Virtual) - half day, up to 4 hours
Consulting (Virtual) - half day, up to 4 hours
Standard Financial Extract — Standard financial
extract adjusted to an approved financial format.
Includes setting CivicPlus Pay configuration,
configuring CivicPlus products for accepting
payments, advanced troubleshooting with our
partner's support.
Implementation of Advanced Fillable Forms
Training (Virtual) - up to 2 hours
AudioEye Managed Implementation
DESCRIPTION
Recreation Management Annual Fee
Recreation Management can schedule lighting at
ball fields that are controlled by Skylogix or Musco
lighting systems.
GIS Integration - Integrate with GIS software to
continually provide updated address information into
the new system. ArcGIS from ESRI is only option.
We do not support other GIS options.
Al Form Composer enables users to generate and
configure digital forms using AI -assisted prompts
within PADS. The outputs are user -editable and
require review prior to use. Functionality is assistive and does not guarantee accuracy or compliance.
12 Month
Value
USD 2,250.00
USD 562.50
USD 2,500.00
USD 0.00
USD 450.00
USD 281.25
USD 0.00
12 Month
Value
USD 9,737.50
USD 750.00
USD 750.00
USD 750.00
5 QTY PRODUCT NAME
1.00 Recreation Management
External Processor Annual
Fee - Forte
1.00 Advanced Fillable Forms
powered by PADS
1.00 Recreation Management
AudioEye Enterprise
DESCRIPTION
Pay Maintenance and Support Annual Fee
Advanced Fillable Forms powered by PADS
provides dynamic digital forms with configurable
approval workflows, designed to integrate with
Recreation Management
12 Month
Value
USD 0.00
USD 2,500.00
AudioEye Enterprise for Recreation Management USD 1,500.00 List Pricc - Meal Term Total
Total Investment - Initial Term
Annual Recurring Services (Subject to Uplift)
Initial Term
Initial Term Invoice Schedule
Renewal Procedure
Annual Uplift
USD 37,199.19
USD 16,940.58
USD 15,987.50
Beginning at signing and ending 3/31/2027,
Renewal Term 4/1 each calendar year
100% invoiced on 8/1/2026.
Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
5% to be applied in year 3
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https:// www.civicplus.help/hc/en-us/p/legal-stuff (collectively, the "Binding Terms"). By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW.
Please note that this document is a SOW and not an invoice. Upon signing and submitting this SOW, Client will receive the applicable invoice according to the terms of the invoicing schedule outlined herein.
Client may issue purchase orders for its internal, administrative use only, and not to impose any contractual terms. Any terms contained in any such purchase orders issued by the Client are considered null and will not alter the Binding Terms, the Agreement or this SOW.
Total Investment — Initial Term to be prorated based on signature date.
6 Acceptance of Quote # Q-129569-1
The undersigned acknowledges having read, understood, and agreed to be bound by the binding terms and conditions incorporated into this SOW. This SOW shall become effective as of the date of the last signature below ("Effective Date").
For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Sianature CivicPlus
By (please sign): By (please sign):
Printed Name: Printed Name:
Title: Title:
Date: Date:
Organization Legal Name:
Billing Contact:
Title:
Billing Phone Number:
Billing Email:
Billing Address:
Mailing Address: (If different from above)
PO Number: (Info needed on Invoice (PO or Job#) if
required)
7 ;cplor
nextRec
CITY OF PLECENTIA
Recreation Management
System
NextRec Proposal
PerfectMind Inc dba NextRec
2025 Willingdon Avenue
Suite 949
Burnaby
British Columbia
V5C 013
xplor
nextRec
RECREATION MANAGEMENT SYSTEM
1 TABLE OF CONTENTS
Pillar 1: Proactive Innovation and Ongoing Partnership 3 Pillar 2: Operational Efficiency and Ease of Use 3
Pillar 3: Demonstrated Cost Reductions and Resident Impact 4 Pillar 4: Budget Stability and Cost Predictability 4
Summary of Value 4
Cost Proposal 10
Standard Pricing Terms 13
Confidentiality 15
Service Check List 16
9 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
Xplor Recreation serves as more than a software solution; it is positioned as a strategic partner for modernization, operational efficiency, and cost management. The platform facilitates tangible enhancements in staffing, service delivery, user experience, and budgeting, while reducing reliance on manual processes and external vendors.
Our approach is structured around four pillars:
PILLAR 1: PROACTIVE INNOVATION AND ONGOING PARTNERSHIP
Dedicated Account Management: Each client is assigned a proactive account manager who meets regularly with your team to identify optimization opportunities—whether that's reducing administrative burden, improving the resident experience, or enhancing revenue capture.
Quarterly Innovation Reviews: These structured sessions give your team visibility into upcoming features, best practices from other municipalities, and opportunitiesto streamline operations—without the need to purchase add-on modules or licenses.
No -Cost Product Enhancements: All new features, security updates, and enhancements are delivered at no additional cost. Clients benefit from ongoing innovation without being forced into version upgrades or surprise license fees.
Train -the -Trainer Empowerment: Our implementation model includes hands-on training and internal capacity -building— empowering your team to be self-sufficient and confident post - launch.
Continuous Innovation and Future -Proof Architecture: Xplor is committed to continuous innovation to improve operational efficiency and reduce long-term costs. Our cloud -based platform evolves through frequent, non -disruptive updates—delivering new features, usability enhancements, and security improvements without additional costs. Built for scalability and flexibility, Xplor Recreation reduces administrative overhead through workflow automation, intuitive configuration tools, and real-time reporting.
Open API and Extensibility: Xplor Recreation's robust Open API empowers agencies to extend the platform, enabling seamless integration with third -party tools, existing enterprise systems, and custom workflows. It also supports connections to advanced analytics and reporting tools, allowing for deeper insights without added licensing fees or vendor lock -in.
This open architecture ensures that the system grows with your needs, supporting innovation while maintaining cost control and future -proofing your technology investment.
PILLAR 2: OPERATIONAL EFFICIENCY AND EASE OF USE
Self -Service Tools that Reduce Manual Work: We invest heavily in intuitive, user-friendly features that allow residents to independently register for programs, renew memberships, sign waivers, and book facilities. This dramatically reduces staff time spent walking residents through the process or fielding complaints about confusing systems. Agencies regularly report fewer calls to the front desk and less frustration from both patrons and staff.
Mobile and Kiosk Access: With our native mobile app and integrated kiosk capabilities, users can access services on their own terms—checking in, making payments, and accessing bookings without staff intervention. This supports accessibility and convenience, especially for younger and more tech -savvy populations.
Workflow Automation: Agencies use Xplor Recreation to automate confirmations, waitlist alerts, fee notifications, and program reminders—saving time while reducing the chance of human error.
10 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
Modern, Intuitive Interface: The platform is easy to use for both staff and residents. Agencies often report faster onboarding for seasonal or part-time staff, and fewer resident issues thanks to the platform's straightforward navigation and streamlined checkout flow.
Embedded Analytics and Reporting: Our reporting tools provide insights on community engagement, usage trends, and operational bottlenecks—empowering agencies to make informed decisions that further reduce inefficiencies.
Third -Party System and Utility Integrations: API -based integrations with ERP, signage, Musco lighting, League Management, and SkyLogix access control systems allow agencies to connect siloed tools, automate schedules, and reduce duplicate entry and utility costs.
PILLAR 3: DEMONSTRATED COST REDUCTIONS AND RESIDENT IMPACT Reduced Complaint Volume and Front -Desk Bottlenecks: With high self-service adoption, agencies experience significant drops in complaints about confusing registration processes or longwait times. This leads to fewer resident escalations and a smoother experience during peak registration periods.
Lowered Staffing Requirements: Agencies like Menlo Park, CA, significantly reduced their front-line staffing and eliminated the need to print and distribute program guides—thanks to over 90% of registrations now happening online.
Digital Communications: Built-in email and SMS tools reduce reliance on printed notices and postage while improving engagement, especially with hard -to -reach populations.
Faster Revenue Recovery: Cities like Pearland, TX, accelerated their post -pandemic revenue recovery with self- service registration and payment tools that made it easier for residents to re-engage with services.
PILLAR 4: BUDGET STABILITY AND COST PREDICTABILITY
Simple, Non -Modular Pricing: No hidden fees. No annual escalators. Your agency pays a fixed annual fee that doesn't increase with usage or registration volume—ensuring budget certainty year over year.
Fixed -Fee Implementation: Our implementation is milestone -based, not hourly. Even if more time is needed on our side to complete setup or training, your cost remains unchanged— eliminating scope creep.
SUMMARY OF VALUE
Our commitment to continuous improvement is matched by a platform that reduces manual effort, improves community satisfaction, and enables your team to operate more efficiently. By minimizing resident complaints, shortening front -desk queues, and simplifying the registration experience, Xplor Recreation ensures that staff can focus on delivering exceptional service—not troubleshooting technology.
ACTIVITIES AND EVENT MANAGEMENT
Efficiently managing traditional courses, drop-in classes, and childcare services, our all -in -one platform is designed for both staff and customers. With a flexible, scalable architecture, the platform streamlines the registration process while meeting complex operational needs. 11 m
uplor
nextRec
RECREATION MANAGEMENT SYSTEM
KEY BENEFITS:
+ Roster Management
+ Automated Waitlists
+ Pre-requisite/Co-requisite Management
+ Custom Registration Questions
Fee Restrictions based on age, residency
and membership
Intelligent conflict manager
+rfiu.r,
1515, p• a.b..•.
110.1.1
Customizable payment plans
Multi -Activity Registration
Curated Communication
Track Skill Assessments
Discounts for Multiple Registrations,
Promotional Codes, and Early Bird Pricing
• Ow,. .x.5. '1,.r•••
". •fssnxx • Poem Dolphins
0 path kill
CuTobr2 1r • 1
[ebbs E PEA
,1515• Nu
. M....,5a...:,
..15-:n0 5...5 .. WMM4
u..b'
fel
r w i' • t
�IOCk+i4 ■ ....a Yam, re
710
1515. 140nWs_
• W.._w.M w.-,1515..
•,
K. .114
i
a
•b.ry..=
•w.w.wo..•••.tmat
w••••.rrb.r, w.•t••...
npme
Mb..+T....r ham.... eR W . r.-.
ma rm. ebs
•
r.s pnaewr.er aa•a
..t•41.a�rr.y.....4. rr•.. F+..
ro I. mn N-•.wo.••i.ti�.•. — r•�•
raaM1YrM•••r..p op. am=
{•••••••••4•.a. PY..afrt•.+l+a.F •r
Multiple customizable filter options far staff to register people of the same time an •r .•i1Ys.M114.
KAT Mb•1r114•••••!4•••••.•MO •
300.11. mow &iry/w m 4.sem . 4.•l
1151. GYF} j{e
ITT !mbar ria bomb rrmm.aldvb
•1515 F.-{i14F9.F•.OF WW1. b T...•I
1.4..1441.4.4144F1. iFN
+deF 141•P1•••••1.•l1••Pab! ar•pa
rrms CIA !Sb
.an.arrrnva•.15•r,.•r..arbs•••.0
...sp.15- yl v,man m ar 1.13 ...wen a•
6arieleaa
1w•rg1.-•••••
i.w.-aar
*..,o-.1.• P.._ •
•may
.y....-A.1r...-,.il.YEA NMI , rwvl
...1+..• 1..+tr+o.
--i-++t,.r
•,_•• ---1515-�y--
y
,.+1-irY35.•...1151..`✓.�..1.1,_.......•....11....:�.11 �.+w.rww wwwe.r Y•.w.#wwYlrrwwrwlw
+tee Yw. 4.••r
Fwr���+ter.
•..r
-▪ .w ma.
..•o-....1515. --------..•------.—..
a.4im
r.-
Track skills and levels in the digital roster Customizable questionnaire
FACILITY MANAGEMENT
Manage bookings, schedules, and rentals for indoor and outdoor facilities, parks, fields, campgrounds, meeting spaces, party venues, and access more features with our powerful facility management software.
By using our facility management system, you can automate time-consuming tasks and focus on what truly matters: your community.
12 uplor
nextRec
RECREATION MANAGEMENT SYSTEM
Xplor Recreation makes booking a facility hassle -free both online and on-site, for both entire facilities or a partial portion. The module is optimized for use on all devices and enables users to manage and track their reservations.
KEY BENEFITS:
Online reservation
+ Advanced availability search
+ Interactive facility maps
+ Multiple rates and fees
+ Extra fees and add-ons
Customizable payment plans
Digital document management
+ Integrated lighting options
+ Integrated access management
+ Integrated digital display option
CONTACT RELATIONSHIP MANAGEMENT
Xplor Recreation makes managing your leads, clients, and members simple and efficient using our easy- to-use contact relationship management platform.
KEY BENEFITS
Streamline and
communications
administrative tasks
automate
to reduce
Track customer information and
preferences for curated engagement and
personalized offers
Manage duplicate accounts
Subsidy allocation approval
Group and family accounts
Role -based page layouts
MEMBER MANAGEMENT
Xplor Recreation's Member Management suite empowers organizations to efficiently handle every aspect of their membership base. Staff can create rich member profiles, manage a variety of flexible membership types, and centralize all membership data and documents. The platform streamlines scheduling, document handling, and communications, giving staff and members a seamless, modern experience.
KEY BENEFITS
Customisable member profiles with
notes and photos for easy administration.
Effortless management of group, family,
and individual memberships.
• Centralised database for schedules,
financials, and documents.
• Master calendar for staff and volunteer
scheduling, accessible from any device.
Secure cloud -based document
management, including digital
signatures.
Flexible membership portal supporting
unlimited, time-limited, class -based, and
date -range memberships.
POINT OF SALE & PAYMENT
Xplor Recreation's Point of Sale and Payment solution streamlines every aspect of financial transactions for recreation management. It integrates secure payment processing for one-time fees, subscriptions, and invoicing, while supporting seamless online payments and automated billing—all with PCI Level 1 13 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
compliance. The POS module is designed for speed and flexibility, allowing staff to manage sales, inventory, equipment, and registrations from any device, with layouts tailored to each user or facility.
Customers benefit from a fast, convenient checkout experience, with multiple payment options and the ability to complete several transactions in a single payment. The system supports both wired and wireless payments, and enables organizations to sell products, events, memberships, and more—anytime, anywhere.
KEY BENEFITS
PCI Level 1 compliance Multiple payment methods including account credit, gift cards and rewards
Integrated payment processing for fees,
subscriptions, and invoicing
Inventory management
Customisable POS layouts
24/7 online sales
* Fast, flexible checkout with bundling,
discounts, and payment plans
STAFF MANAGEMENT
View all staff schedules in one master calendar. Use our membership software to empower staff to take control of their schedules by letting them set their availability from any smart device.
KEY BENEFITS
+ Staff timeclock Volunteer management
+ Payroll management + Role -based permissions
+ Availability and scheduling + Secure staff member database
REPORTING & ANALYTICS
Create, customize, run, and export reports in real time, and know how your services are making an impact in the community. Use Xplor Recreation's active reporting to find data on any object or table in your database including financial reporting, facility usage, daily operations, and more. The platform can help with KPI actualization and uses predictive analytics to drive additional insights for your agency.
KEY BENEFITS
+ Real-time reporting
+ Unlimited access to data across all
database objects and tables
Export to Microsoft Power BI and Tableau
for advanced analytics
+ Supports KPI tracking and actualisation
+ Over 130 configurable standard reports + Predictive analytics for deeper strategic built-in insights
FINANCIALS AND ACCOUNTING
Xplor Recreation's financial and accounting features streamline your agency's revenue tracking and reconciliation with a robust general ledger system, flexible integration options, and easy -to -access daily cash reports.
KEY BENEFITS
14 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
Automated and manual general ledger
exports simplify integration with third -
party accounting systems
Supports both accrual and cash -based
revenue recognition
Tracks all transactions for classes,
programs, and facility rentals
Flexible export scheduling (daily, weekly,
bi-weekly, etc.) via secure FTP
Instant access to daily cash reports for
quick reconciliation
WORKFLOW + AUTOMATION ENGINE
Simplify your operations with automated workflows, designed to send automated emails or updates based on set criteria.
KEY BENEFITS
+ Waitlist Automations
+ Overdue Payment Automations
+ Class Reminders
Payment Reminders
Low Usage Automations
Personalized Automations
COMMUNICATION AND MARKETING TOOLS
Xplor Recreation makes it easy to keep your community informed and engaged with powerful communication tools. Instantly reach targeted groups—customers, staff, residents, or non-residents— using mass voice broadcasts, text messages, or customizable HTML emails for important updates, alerts, and promotions.
KEY BENEFITS
Automated scheduling for timely email
delivery
Merge fields for personalized
communications
Track email opens and reads for
actionable insights
Efficient suppression list management to
avoid unwanted messages
Flexible, pay-as-you-go SMS and voice
messaging options
Complete control over your messaging
budget and strategy
Fast, hassle -free social media login for
members and clients.
One -tap sharing of activities to social
media, amplifying the Client's online
presence.
Let clients and members promote their
participation, expanding your social
reach.
Create, export, and print program
catalogues and brochures in seconds—
right from the platform.
Brochure exports are pre -tagged for
seamless use with Adobe InDesign and
other design tools.
Easily download program info in CSV or
XML formats.
SELF -SERVE KIOSK SOLUTION (OPTIONAL)
Interactive touchscreen kiosks enhance the overall customer experience by providing self -serve options, letting your customers choose how to engage with you, while allowing your team time to manage more complex queries and connect with your community.
KEY BENEFITS
15 uplor
nextRec
RECREATION MANAGEMENT SYSTEM
+ Reduced front desk wait times POS admissions, including drop-in + Customers can manage their own class purchases and buying memberships. registrations Easy access via membership card
scanning or logging in with email and
+ Conduct surveys password
+ Print Receipts
+ Streamlined check-in for pre -booked and
single booking courses.
CONFIGURABLE PLATFORM & OPEN API
Not only can you configure the Xplor Recreation platform to how you want your staff to view and interact with it, but you can also utilize the Xplor Recreation API to extend the platform into any third -party applications that you use. The Product Managers will estimate the amount of time and additional cost needed to integrate the two products.
KEY BENEFITS
Choice of approaches to third -party
integration: export/import or API
integration
Customizable schedule and scope of
integration
16 Implementation and Professional Services
• Dedicated Implementation Consultant
• 36 hours of Training and Configuration
• Project Scope analysis and risk mitigation planning
• Power -User Training with Implementation Consultant
• Access to sandbox and training databases in addition to production • Weekly project meetings with Implementation Consultant • Access to Learning Management Software (LMS)
TOTAL ONE-OFF FEES
$8,000
$8,000
uplor
nextRec
RECREATION MANAGEMENT SYSTEM
COST PROPOSAL
This proposal outlines the Xplor Recreation software solution and its implementation. Subscription pricing is based on the City's estimated annual revenue reported.
In addition, Xplor Recreation does not charge any additional transaction or service fees outside of Credit Card Processing from the payment processor.
ANNUAL SUBSCRIPTION FEES
Xplor Recreation
• Mobile Friendly/Responsive Design
• Unlimited Users
• Unlimited 24/7/365 North American -based Technical Support • Unlimited Phone, Email, and MS Teams Chat
• Access to Xplor Help Community
• Dedicated Customer Success Manager
• Software Maintenance Including Service Patches and enhancements • 4 Hours Refresher Training Annually included for the first term • Open API Platform
TOTAL SUBSCRIPTION
$9,000
$9,000
ONE-OFF FEES
SUMMARY
Annual Subscription
$9,000
Implementation and Professional Services
$8,000
17 uplor
nextRec
RECREATION MANAGEMENT SYSTEM
OPTIONAL ADD-ONS
NextRec's core platform provides a complete solution for program/activity registration, facility booking/reservations, memberships, reporting and more. The pricing above reflects full access to the core system and NextRec's standard functionality.
Services below are not required to operate the core platform and may be added at any time, allowing agencies flexibility, phased adoption, and budget alignment while scaling at their own pace.
Native White Label Mobile App
• White labeled, customer dedicated Mobile App
• Activity registration and management
• Membership sales
• In -app notifications for waitlist registrations
• Smart Search with natural speech
• Digital membership cards
• Family management (parents and children) all in one log -in • Utilization of native device accessibility features
$6,000/year
Customer Check-in
Drop-in Registration
Membership Sales
Hardware Sold Separately*
Standalone Kiosk
Unlimited SMS
$1,500/year
Unlimited SMS Directly from platform
• Custom GL Export to ERP
One-time Professional Service Fees
• Partial Data Migration (Standard Customer Data)
$2,000/year
$5,000
$5,000
18 uplor
nextRec
RECREATION MANAGEMENT SYSTEM
PAYMENT PROCESSING SAVINGS
Xplor Recreation is the only partner that has its own payment processor, Xplor Pay.
This allows our customers to leverage savings that they would not ordinarily get with other payment processing solutions. Xplor Pay allows you to have simple, secure payment processing that allows for the following benefits:
+ Securely take payments from anywhere
+ No hidden fees and transparent pricing
+ Fast payment processing with next day funding
+ Acceptance of all card types, all ways
+ Swipe cards, chip, contactless and mobile
wallets
Processing fee can be absorbed or passed to the
customer
.calor
PAYMENTS
Current Projections
Credit Card Processing Fee*
3.5%
Fee is based on market standard however can be adjusted by providing current merchant statements to be analysed. Xplor Recreation partners typically see a reduction and savings after the analysis. 19 uplor
nextRec
RECREATION MANAGEMENT SYSTEM
STANDARD PRICING TERMS
Unlike "transaction -based" pricing models, which come at a significantly higher cost with every transaction, Xplor's tiered pricing is simple and affordable. Our "usage -based" pricing is built based on the usage of the system by your organization. Usage is calculated by using your initial estimated annual revenue; this way we ensure to provide you with the most competitive and fair pricing model.
Xplor's provided pricing is based on the revenue figures provided by the organization. Xplor reserves the right to modify the subscription pricing should the revenue be discovered to be higher than the reported amount.
STANDARD ANNUAL FEE
Your annual fee will remain the same for the duration of your contract, even in the event your revenue increases. NextRec's standard subscription includes feature updates to the core platform and 24/7/365 support for no additional cost. The subscription includes but not limited to:
Xplor's Open API - Email Marketing - Ticketing
- Client Management - Workflow Creation - Conditional Fees - Activity Calendar - Digital Signature - Permitting
Activity Registration - Document - Website Integration
- Membership Management - Live, Beta, and
Management - Al Powered Search Sandbox Databases
Facility Calendar - Ad-hoc Reporting - Instructor
- Equipment Rental - Real-time Management
- Point of Sale Processing - Event Roll-over
NextRec's provided pricing is based on the revenue figures provided by the organization. Xplor reserves the right to modify the subscription pricing should the revenue be discovered to be higher than the reported amount for the provided year— however uncommon.
ONGOING MAINTENANCE AND SUPPORT FEES
Xplor's standard subscription includes feature updates to the core platform and 24/7/365 support for no additional cost.
USERS
Xplor is a profile/permission-based software as a service (SaaS) solution that can accommodate thousands of users (e.g. full-time, part-time employees) all logged in simultaneously. Your licensing will include an unlimited number of users allowing all your staff, instructors, coaches, and volunteers to fully utilize the system with no additional cost.
GROUP DISCOUNT PROGRAM
Xplor offers a Group Discount Program in the event other organizations are interested in obtaining and utilizing our software. A group discount will be processed if we receive the referral, along with a letter of intent from interested parties within 60 days of signing the contract with City of Plecentia. We are keen to support your community and others with this offer.
20 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
PAYMENT SCHEDULE
Implementation fees are billed on project milestones and deliverables. Once milestones are successfully reached and signed -off, payments are due as agreed upon in the payment schedule. Payment schedules are developed during contract negotiations.
Software Fees are billed annually in advance.
ONGOING HOURLY RATE FOR ADDITIONAL SERVICES
The hourly rates applicable to any additional services requested beyond the scope of the core agreement are listed below.
Professional Services/Training/Data Export & Import - Hourly Rate Development & Integrations - Hourly Rate
Expense Per Diem for Onsite Attendance of Xplor Staff
$250.00
$350.00
$700.00
21 xplor
nextRec
RECREATION MANAGEMENT SYSTEM
CONFIDENTIALITY
This document is strictly confidential, is for the attention of the intended recipient(s) only and contains proprietary information including trade secrets. In consideration of us preparing and providing this document to you, you agree that your use of it and/or any of its contents (including by continuing with our discussions) constitutes your agreement that you will keep it and its contents confidential and, save as required by law, will not reproduce or disclose any of it to any other person under any circumstances without prior written permission of an Xplor group company director. 22 xplor
nextRec
SERVICE CHECK LIST
RECREATION MANAGEMENT SYSTEM
To help finalize a pricing and implementation plan, please indicate which services and add-ons you would like included. This checklist allows your team to select only the enhancements that align with your operational needs, timeline, and budget.
Please check off the services you wish to continue with and return to your representative.
Service/Add-on Check Box
Core Xplor Recreation Platform
(Mobile friendly platform, program registration, facility bookings, memberships, POS, email marketing, reporting, 24/7/365 support, and more)
Unlimited SMS
Custom -Branded Mobile App
Extends the platform with a fully branded iOS and Android mobile experience for residents, including registrations, memberships, check -ins, notifications, and payments.
Self -Serve Kiosk
Enables on-site, self-service check -ins and registrations, reducing front -desk congestion and improving in -facility customer experience.
Data Migration
Secure migration of customer historical data from existing systems into Xplor Recreation to support continuity and reduce manual setup during implementation.
General Ledger (GL) Export Configuration
Supports structured financial exports to financial ERP system based on department determined structure.
Intent to Proceed Statement
The undersigned acknowledges receipt and review of the pricing proposal provided by Xplor Recreation.
By signing below, the Agency indicates its intent to proceed toward contract finalization and implementation, subject to internal approvals, budget authorization, and execution of a mutually agreeable agreement.
This statement is non-binding and does not constitute a contract or financial obligation. Its purpose is to confirm the Agency's intent to move forward in good faith and to authorize Xplor Recreation to allocate internal resources toward implementation planning and next steps.
Agency Name:
Authorized Representative:
Title:
Signature:
Date:
23 CITY OF PLACENTIA
PROFESSIONAL SERVICES AGREEMENT
WITH
CIVIC PLUS
THIS AGREEMENT is made and entered into this 1 day of August 2026 ("Effective Date"), by and between the CITY OF PLACENTIA, a municipal corporation ("City"), and CIVIC PLUS, a California ("Consultant").
WITNESSETH:
A. WHEREAS, City proposes to utilize the services of Consultant as an independent contractor to provide Recreation Management software and related implementation, training, integration, accessibility, and support services, as more fully described herein; and B. WHEREAS, Consultant represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and C. WHEREAS, City and Consultant desire to contract for the specific services described in Exhibit "A" (the "Project") and desire to set forth their rights, duties, and liabilities in connection with the services to be performed; and
D. WHEREAS, no official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONSULTANT
1.1. Scope of Services. Consultant shall provide the professional services described in Consultant's Proposal ("Proposal"), attached hereto as Exhibit "A" and incorporated herein by this reference.
1.2. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant's performance of this Agreement. Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. Officers and employees shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.
Performance to Satisfaction of City. Intentionally omitted.
1.3. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, 24
but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State, and local laws and ordinances applicable to the services required under this Agreement. Consultant warrants that it is not suspended or debarred from doing business with the United States government and can legally be paid from federal funds. Consultant shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys' fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Consultant's performance under this Agreement.
1.4. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender, or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay, or other forms of compensation and selection for training, including apprenticeship.
Consultant agrees to post in conspicuous places, available to employees and applicants for employment, a notice setting forth provisions of this non-discrimination clause.
Consultant shall, in all solicitations and advertisements for employees placed by, or on behalf of Consultant shall state that all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, marital status, national origin, or mental or physical disability. Consultant shall cause the paragraphs contained in this Section to be inserted in all subcontracts for any work covered by the Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials.
1.5. Non -Exclusive Aareement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.
1.6. Delegation and Assignment. This is a personal service contract, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Such consent shall not be unreasonably withheld. Notwithstanding the foregoing, Consultant may assign this Agreement upon a merger or sale of a majority of its assets. Consultant may engage a subcontractor(s) as permitted by law and may employ other personnel to perform services contemplated by this Agreement at Consultant's sole cost and expense. All insurance requirements contained in this Agreement are independently applicable to any and all subcontractors that Consultant may engage during the term of this Agreement.
1.7. Confidentiality. Employees of Consultant in the course of their duties may have 2 [CivicPlus]
Rev. 01/2024
25 access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this Section shall survive the termination of this Agreement.
2.0. COMPENSATION AND BILLING
2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit "A". Consultant's total compensation shall not exceed Sixteen thousand, nine hundred forty dollars and fifty eight cents. ($16,940.58)), unless authorized herein.
2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant's Proposal or which is inconsistent with or in violation of the provisions of this Agreement unless the City or the Project Manager for this Project, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.
Should the City request in writing additional services that increase the hereinabove described "Scope of Services", an additional fee based upon the Consultant's standard hourly rates shall be paid to the Consultant for such additional services. Such increase in additional fees shall be limited to 10% of the total contract sum. The City Administrator is authorized to approve a Change Order for such additional services. Where the original contract is $40,000.00 or less, City Council approval shall be required prior to any increase bringing the total compensation to more than $40,000.00.
2.3. Method of Billing. Consultant shall submit invoices to the City for approval as outlinined in the fee schedule set forth in Exhibit "A". City shall pay Consultant's invoice within forty-five (45) days from the date City receives said invoice. Any additional services approved and performed pursuant to this Agreement shall be designated as "Additional Services" and shall identify the number of the authorized change order, where applicable, on all invoices.
2.4. Records and Audits. Records of Consultant's services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Project Manager for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date.
3.0. TIME OF PERFORMANCE
3.1. Commencement and Completion of Work. The professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit "A". The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or lack of 3 [CivicPlus]
Rev. 01/2024 26
performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of the Consultant is encountered, a time extension may be mutually agreed upon in writing by the City and the Consultant. The Consultant shall present documentation satisfactory to the City to substantiate any request for a time extension.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of 8 months, ending on March 31, 2027, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.
4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending, or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least thirty (30) days prior written notice to Consultant. The termination of this Agreement shall be deemed effective upon receipt of the notice of termination. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. If the City suspends, terminates, or abandons a portion of this Agreement such suspension, termination, or abandonment shall not make void or invalidate the remainder of this Agreement.
If either Party defaults in the performance of any of the terms or conditions of this Agreement, it shall have thirty (30) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that the defaulting Party fails to cure its default within such period of time, the other Party shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
The City shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement, immediately upon service of written notice of termination on the Consultant, if the latter should:
a. Be adjudged a bankrupt;
b. Become insolvent or have a receiver of its assets or property appointed because of insolvency;
c. Make a general assignment for the benefit of creditors; d. Default in the performance of any obligation or payment of any indebtedness under this Agreement;
e. Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or
f. Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs.
4.3. Compensation. Intentionally omitted..
4 [CivicPlus]
Rev. 01/2024 27
4.4. Documents. At any time during the term of the applicable Agreement, City will have the ability to download the City Content and export the data that is processed through the Services ("City Data"). City may request Consultant to perform the export of City Data and provide the City Data to City in a commonly used format, at any time, for a fee to be quoted at time of request and approved by City. Upon termination of the applicable Agreement for any reason, whether or not City has retrieved or requested the City Data, Consultant reserves the right to permanently and definitively delete the City Content and City Data held in the Services thirty (30) days following termination of the applicable Agreement. During the thirty (30) day period following termination of the Agreement, regardless of the reason for its termination, City will not have access to the Services.
5.0. INSURANCE
5.1. Insurance. The Contractor and all subcontractors, if any, shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, insurance as set forth in Exhibit "B" attached hereto and incorporated herein by this reference.
Neither the City nor any of its officers, officials, agents, employees, or volunteers makes any representation that the types of insurance and the limits specified to be carried by Consultant under this Agreement are adequate to protect Consultant. If Consultant believes that any such insurance coverage is insufficient, Consultant shall provide, at its own expense, such additional insurance as Consultant deems adequate.
5.2. Deductible or Self -Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. No policy of insurance issued as to which the City is an additional insured shall contain a provision which requires that no insured except the named insured can satisfy any such deductible or self-insured retention.
5.3. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages, as well as providing the City with the required endorsements, in a form and content approved by City, prior to performing any services under this Agreement.
The certificates of insurance and endorsements shall be attached hereto as Exhibit "C" and incorporated herein by this reference.
5.4. Non -limiting. Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Consultant may be held responsible for payments of damages to persons or property.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing and signed by the 5 [CivicPlus]
Rev. 01/2024 28
parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement.
6.2. Representatives. The City Administrator or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives, and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.
Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives, and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.
6.3. Proiect Managers. City shall designate a Project Manager to work directly with Consultant in the performance of this Agreement. It shall be the Consultant's responsibility to assure that the Project Manager is kept informed of the progress of the performance of the services and the Consultant shall refer any decision, which must be made by City, to the Project Manager. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Project Manager.
Consultant shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement and who shall not be changed by Consultant without the express written approval by the City. Consultant or its Project Manager shall attend and assist in all coordination meetings called by City.
6.4. Notices. Any notices, documents, correspondence, or other communications concerning this Agreement, or the work hereunder may be provided by personal delivery, facsimile or if mailed, shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.
IF TO CONSULTANT:
Civic Plus
302 South 4th St. Suite 500
Manhattan, KS 66502
Tel: (888) 228-2233
Attn: Amy Vikander
IF TO CITY:
City of Placentia
401 E. Chapman Ave.
Placentia, CA 92870
Tel: (714) 993 — 8232
Attn: Lydie Gutfeld
6.5. Attorneys' Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of 6 [CivicPlus]
Rev. 01/2024
29 laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. Consultant agrees to submit to the personal jurisdiction of such court in the event of such action.
6.7. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet, or encumber all or any part of Consultant's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting, or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Such consent shall not be unreasonably withheld. Notwithstanding the foregoing, Consultant may assign this Agreement upon a merger or sale of a majority of its assets.
6.8. Indemnification and Hold Harmless. Consultant agrees to protect, defend, indemnify, and hold free and harmless the City, its officers, officials, agents, employees, and volunteers, at Consultant's sole expense, from and against any and all third party claims, liabilities, demands, actions, expenses, damages, suits, or other legal proceedings brought against the City, its officers, officials, agents, employees, and volunteers arising out of the performance of the Consultant, its employees, and/or authorized subcontractors' work undertaken pursuant to this Agreement including all acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of the Consultant, its employees and/or subcontractors. The defense obligation provided for hereunder shall apply without any advance showing of negligence, recklessness, or willful misconduct by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, recklessness, or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its officers, officials, agents, employees, and volunteers based upon the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable, and whether or not there is any evidence of fault or wrongdoing by the Consultant, its employees and/or its subcontractors. Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City's specifications or Consultant's Proposal, which shall be of no force and effect.
6.9. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.
Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker's compensation laws. City shall have the right to offset against the amount of any fees 7 [CivicPlus]
Rev. 01/2024 30
due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.
6.10. PERS Eliaibilitv Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, State, or Federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
6.11. Cooperation. In the event any claim or action is brought against City relating to Consultant's performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.
6.12. Ownership of Documents.
Upon full and complete payment of amounts owed for the development and implementation of the City's Services ("Project Development"), City will own any website graphic designs, Services content, module content, importable/exportable data, and archived information ("City Content") created by Consultant on behalf of City pursuant to this Agreement. "City Content" also includes, without limitation, any elements of text, graphics, images, photos, audio, video, designs, artworks, logos, trademarks, services marks, and other materials or content which City provides to Consultant for processing, transmission, storage, or inputs into any website, software or module in connection with any Services. City Content excludes any content in the public domain and any content owned or licensed by Consultant, whether in connection with providing Services or otherwise.
Upon completion of the Project Development, City will take over the management and control of the Services and City will assume full responsibility for City Content maintenance and administration. City, not Consultant, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all City Content. City hereby grants Consultant a worldwide, non-exclusive right and license to reproduce, distribute and display the City Content as necessary to provide the Services. City represents and warrants that City owns all City Content or that City has permission from the rightful owner to use each of the elements of City Content and that City has all rights necessary for Consultant to use the City Content in connection with providing the Services. City agrees that Consultant shall not be responsible or liable for the content of messages created by City or by City's Users or end-users who access Service. Notwithstanding the foregoing, Consultant retains the right, but not the obligation, to remove any City Content that is libelous, 8 [CivicPlus]
Rev. 01/2024 31
harassing, abusive, fraudulent, defamatory, excessively profane, obscene, abusive, hate related, violent, harmful to minors, that advocates racial or ethnic intolerance, intended to advocate or advance computer hacking or cracking, or other material, products or services that violate or encourage conduct that would violate any laws or third -party rights.
At any time during the term of the applicable SOW, City will have the ability to download the City Content and export the data that is processed through the Services ("City Data"). City may request Consultant to perform the export of City Data and provide the City Data to City in a commonly used format, at any time, for a fee to be quoted at time of request and approved by City. Upon termination of the applicable SOW for any reason, whether or not City has retrieved or requested the City Data, Consultant reserves the right to permanently and definitively delete the City Content and City Data held in the Services thirty (30) days following termination of the applicable SOW. During the thirty (30) day period following termination of the SOW, regardless of the reason for its termination, City will not have access to the Services.
Intellectual Property in the software or other original works created by or licensed to Consultant, including all software source code, documents, and materials used in performing the Services ("Consultant Property") will remain the property of Consultant.
Consultant Property specifically excludes City Content. City shall not:
•
license, sublicense, sell, resell, reproduce, transfer, assign, distribute or otherwise commercially exploit or make available to any third party any Consultant Property in any way, except as specifically provided in the applicable SOW;
• adapt, alter, modify, or make derivative works based upon any Consultant Property;
•
create internet "links" to the Consultant Property software or "frame" or "mirror" any Consultant Property administrative access on any other server or wireless or internet-based device that may allow third - party entities, other than City, to use the Services;
• reverse engineer, decompile, disassemble, or otherwise attempt to obtain the software source code to all or any portion of the Services; • make any attempt to gain unauthorized access to the Services and/or any of Consultant' systems or networks; or
• access any Consultant Property in order to:
build a competitive product or service,
build a product using similar ideas, features, functions or graphics of any Consultant Property, or
copy any ideas, features, functions or graphics of any
Consultant Property.
The Consultant name, the Consultant logo, and the product and module names associated with any Consultant Property are trademarks of Consultant, and no right or 9 [CivicPlus]
Rev. 01/2024 32
license is granted to use them outside of the licenses set forth in this Agreement.
Provided City complies with the terms and conditions herein, the relevant SOW, and license restrictions set forth above, Consultant hereby grants City a limited, nontransferable, nonexclusive, non -assignable license to access and use the Consultant Property associated with any valid and effective SOW, for the term of the respective SOW. The license set forth herein, shall only apply to the extent that City is using the Services for legitimate business use as intended by the purpose of the Services and not for the purpose of comparing the Services to a competitor or similar product of Consultant. City hereby warrants and affirms its purpose in accessing or otherwise using the Services is for their intended purpose only and understands and agrees that any other use shall be considered fraud.
6.13. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information, and data, including, but not limited to, computer tapes, discs, or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 7920.000 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code Section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as 10 [CivicPlus]
Rev. 01/2024 33
confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.
6.14. Conflict of Interest. Consultant and its officers, employees, associates, and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant's services under this agreement, including, but not limited to, the Political Reform Act (Government Code Sections 81000, et seq.) and Government Code Section 1090.
During the term of this Agreement, Consultant and its officers, employees, associates, and subconsultants shall not, without the prior written approval of the City Representative, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates, or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant's duties and services under this Agreement shall not include preparing or assisting the City with any portion of the City's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City. The City shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.
Consultant's participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
Consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project, if any, have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by Consultant pursuant to this Agreement.
6.15. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requested, shall furnish clarification and/or explanation as may be required by the City's representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant occurs, then Consultant shall, at no cost to City, provide all necessary design drawings, estimates and other Consultant professional services necessary to rectify and correct the matter to the sole satisfaction of City and to participate in any meeting required with regard to the correction.
6.16. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.
6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, the conflict shall be resolved by giving precedence in the following order, if applicable:
This Agreement, the City's Request for Proposals, the Consultant's Proposal.
6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
6.19. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this 11 [CivicPlus]
Rev. 01/2024 34
Agreement.
6.20. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
6.21. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
6.22. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.
6.23. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.24. Severabilitv. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.
6.25. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.
6.26. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.
CITY OF PLACENTIA,
A municipal corporation
Rosanna Ramirez, Acting City Administrator
12 Date:
[CivicPlus]
Rev. 01/2024 35
ATTEST:
City Clerk and ex -officio Clerk
of the City of Placentia
CONSULTANT:
Amy Vikander, Senior VP of Customer Success
48-1202104
Social Security or Taxpayer ID Number
APPROVED AS TO FORM:
Christian L. Bettenhausen, City Attorney
APPROVED AS TO INSURANCE:
Cyndi Alvarenga, Risk Management
APPROVED AS TO CONTENT:
Lydie Gutfeld, Project Manager
DEPARTMENTAL APPROVAL:
Lydie Gutfeld, Director of Community Services
13 Date: 7/16/2026
Date:
Date:
Date:
Date:
[CivicPlus]I
Rev. 01/2024 36
EXHIBIT A
CONSULTANT'S PROPOSAL AND SCOPE OF WORK
14 [CivicPlus]
Rev. 01/2024 37
C p
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #:
CivicPlus Pricing
Approval Date:
Expires On:
Statement of Work
Q-129569-1
6/30/2026 5:32 PM
Client: Bill To:
City of Placentia, CA PLACENTIA CITY, CALIFORNIA
SALESPERSON Phone
Matthew Basich
EMAIL
[email protected]
Discount(s)
QTY PRODUCT NAME DESCRIPTION
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Process Automation Year 1 Year 1 Annual Fee Discount Annual Fee Discount
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Recreation Management Year Year 1 Annual Fee Discount 1 Annual Fee Discount
1.00 Web Accessibility Year 1 Year 1 Annual Fee Discount Annual Fee Discount
7/31/2026
DELIVERY METHOD I PAYMENT METHOD
Net 30 li
12 Month
Value
USD -
3,049.40
USD -543.75
USD -125.50
USD -125.50
USD -251.00
One-time(s)
QTY PRODUCT NAME DESCRIPTION 12 Month
Value
1.00 Recreation Management Premium Package -Project Coordination -Branded USD 2,913.75 Premium Public Portal -Help Center Access -Access to Live Project Support -Named Implementation Consultant
38 QTY PRODUCT NAME
4.00 Recreation Management
Virtual Training (Half Day
Block)
1.00 Recreation Management
Virtual Consulting (Half Day
Block)
1.00 Recreation Management
Financial Accounting Extract
1.00 Recreation Management
External Processor
Implementation - Forte
1.00 Advanced Fillable Forms
Implementation
1.00 Recreation Management
Virtual Training (2 Hour Block)
1.00 AudioEye Managed
Implementation
Recurring Service(s)
QTY PRODUCT NAME
1.00 Recreation Management
Annual Fee
1.00 Recreation Management
Lighting Integration
1.00 Recreation Management GIS
Integration
1.00 Al Form Composer Annual
Fee
DESCRIPTION
Training (Virtual) - half day, up to 4 hours
Consulting (Virtual) - half day, up to 4 hours
Standard Financial Extract — Standard financial
extract adjusted to an approved financial format.
Includes setting CivicPlus Pay configuration,
configuring CivicPlus products for accepting
payments, advanced troubleshooting with our
partner's support.
Implementation of Advanced Fillable Forms
Training (Virtual) - up to 2 hours
AudioEye Managed Implementation
DESCRIPTION
Recreation Management Annual Fee
Recreation Management can schedule lighting at
ball fields that are controlled by Skylogix or Musco
lighting systems.
GIS Integration - Integrate with GIS software to
continually provide updated address information into
the new system. ArcGIS from ESRI is only option.
We do not support other GIS options.
Al Form Composer enables users to generate and
configure digital forms using AI -assisted prompts
within PADS. The outputs are user -editable and
require review prior to use. Functionality is assistive and does not guarantee accuracy or compliance.
12 Month
Value
USD 2,250.00
USD 562.50
USD 2,500.00
USD 0.00
USD 450.00
USD 281.25
USD 0.00
12 Month
Value
USD 9,737.50
USD 750.00
USD 750.00
USD 750.00
39 QTY PRODUCT NAME
1.00 Recreation Management
External Processor Annual
Fee - Forte
1.00 Advanced Fillable Forms
powered by PADS
1.00 Recreation Management
AudioEye Enterprise
DESCRIPTION
Pay Maintenance and Support Annual Fee
Advanced Fillable Forms powered by PADS
provides dynamic digital forms with configurable
approval workflows, designed to integrate with
Recreation Management
12 Month
Value
USD 0.00
USD 2,500.00
AudioEye Enterprise for Recreation Management USD 1,500.00 List Pricc - Meal Term Total
Total Investment - Initial Term
Annual Recurring Services (Subject to Uplift)
Initial Term
Initial Term Invoice Schedule
Renewal Procedure
Annual Uplift
USD 37,199.19
USD 16,940.58
USD 15,987.50
Beginning at signing and ending 3/31/2027,
Renewal Term 4/1 each calendar year
100% invoiced on 8/1/2026.
Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
5% to be applied in year 3
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https:// www.civicplus.help/hc/en-us/p/legal-stuff (collectively, the "Binding Terms"). By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW.
Please note that this document is a SOW and not an invoice. Upon signing and submitting this SOW, Client will receive the applicable invoice according to the terms of the invoicing schedule outlined herein.
Client may issue purchase orders for its internal, administrative use only, and not to impose any contractual terms. Any terms contained in any such purchase orders issued by the Client are considered null and will not alter the Binding Terms, the Agreement or this SOW.
Total Investment — Initial Term to be prorated based on signature date.
40 Acceptance of Quote # Q-129569-1
The undersigned acknowledges having read, understood, and agreed to be bound by the binding terms and conditions incorporated into this SOW. This SOW shall become effective as of the date of the last signature below ("Effective Date").
For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Sianature CivicPlus
**SEE AGREEMENT SIGNATURE PAGE** /d"Y`1-9 tir
By (please sign): By (please sign):
Amy Vikander
Printed Name: Printed Name:
Senior VP of Customer Success
Title: Title:
7/16/2026
Date: Date:
Organization Legal Name:
Billing Contact:
Title:
Billing Phone Number:
Billing Email:
Billing Address:
Mailing Address: (If different from above)
PO Number: (Info needed on Invoice (PO or Job#) if
required)
41 Cp Addendum to the Agreements by and between CivicPlus, LLC and Placentia, CA Master Service Agreement and Statement of Work
Addendum
THIS Master Services Agreement and Statement of Work Addendum ("Addendum") hereby sets forth the (i) additional terms and conditions applicable to the Master Services Agreement, found at: httos:// www.civicolus.help/hc/en-us/o/legal-stuff , and/or Statement of Work ("Agreements") and/or (ii) amendments to specific provisions of the terms and conditions which exist in the Agreements (collectively, the "Special Terms"), as described below, as agreed upon by CivicPlus and Placentia, CA. The Special Terms shall be deemed to amend, modify, supplement, replace and/or supersede (as applicable) any inconsistent provisions of the Agreements, to the extent of the inconsistency.
ALL TERMS AND CONDITIONS OF THE AGREEMENTS NOT EXPRESSLEY MODIFIED HEREIN SHALL REMAIN IN FULL FORCE AND EFFECT.
Capitalized terms used and not defined herein shall have the meanings assigned to them in the Agreements (to which this Addendum is attached and incorporated).
1. ADDITIONAL SECTIONS
49. Governing Law and Venue
This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California. CivicPlus agrees to submit to the personal jurisdiction of such court.
50. Insurance
CivicPlus shall procure and maintain, at its sole cost and expense, during the entire term of this Agreement, the following insurance coverages:
a. Commercial General Liability: with limits of not less than $1,000,000 per occurrence and $2,000,000 general aggregate for bodily injury, personal injury, and property damage. The City, its officers, officials, agents, employees, and volunteers shall be named as additional insureds. b. Automobile Liability: with a combined single limit of not less than $1,000,000 per accident for bodily injury and property damage, covering owned, hired, and non -owned vehicles. c. Workers' Compensation: as required by the State of California, with Employers' Liability limits of not less than $1,000,000 per accident.
d. Cyber Liability / Technology Errors & Omissions: with limits of not less than $2,000,000 per claim, covering data breaches, network security failures, and privacy -related claims. e. CivicPlus shall provide certificates of insurance evidencing the above coverages upon written request from the Customer.
51. Non -Discrimination
In performing this Agreement, CivicPlus shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender, or sexual orientation, except as permitted pursuant to Section 12940 of the California Government Code.
52. Public Records Act
CivicPlus acknowledges that this Agreement and all reports, documents, information, and data furnished or prepared pursuant to this Agreement may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 7920.000 et seq.). CivicPlus shall cooperate with City in responding to any requests under the Public Records Act and shall make available any non-exempt records within ten (10) business days of City's request.
53. Conflict of Interest
CivicPlus and its officers, employees, associates, and subcontractors shall comply with all conflict of interest statutes of the State of California applicable to CivicPlus's services under this Agreement, including the Political Reform Act (Government Code Sections 81000, et seq.) and Government Code Section 1090.
54. Audit Rights
Records of CivicPlus relating to the services provided and amounts billed under this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or 1 Addendum to Master Services Agreement
42 Cp Addendum to the Agreements by and between CivicPlus, LLC and Placentia, CA audit at mutually convenient times for a period of three (3) years from the date of final payment under this Agreement.
2. AMENDMENTS
The terms and conditions of the Agreement are hereby amended as follows:
t and Sectio
MSA § 18
MSA § 34
The following sentence is added at the end of Section 18: "Notwithstanding the foregoing, any data collected or analyzed by CivicPlus pursuant to this section shall be de -identified and aggregated such that it does not identify City or any individual, and CivicPlus shall not sell, license, or otherwise disclose City's Customer Data or Customer Content to any third party for commercial purposes unrelated to the provision of the Services.
The following is added to the end of Section 34: "The limitations set forth in Sections 32 and 33 shall not apply to (a) CivicPlus's indemnification obligations under this Agreement or any Addendum, (b) CivicPlus's breach of its data security or confidentiality obligations, (c) damages arising from CivicPlus's gross negligence or willful misconduct, or (d) bodily injury or damage to tangible property.
MSA § 48 This section intentionally omitted.
Acceptance
IN WITNESS WHEREOF, the Parties have caused this Addendum to be executed by their duly authorized representatives as of the dates below.
Customer CivicPlus
By: By:
Name:
Title:
Date:
Addendum to Master Services Agreement
42,i4v&
Name: Amy Vikander
Title: Senior VP of Customer Success
Date: 7/16/2026
2 43
EXHIBIT B
INSURANCE REQUIREMENTS
15 [CivicPlus]
Rev. 01/2024 44
EXHIBIT C
CERTIFICATES OF INSURANCE AND ENDORSEMENTS
16 [CivicPlus]
Rev. 01/2024 45
4WRL
CIVILLC-03 HEATHERMAGUIRE
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
7/21/2026
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
CONTACT
NAME:
PHONE
(A/C, No, Ext): (516) 327-2700
E-MAIL
ADDRESS:
PRODUCER
NFP Property & Casualty Services, Inc.
45 Executive Drive
Plainview, NY 11803
INSURED
CivicPlus, LLC
302 S 4th St
Ste 500
Manhattan, KS 66502-6410
FAX
(A/C, No):
INSURER(S) AFFORDING COVERAGE
INSURER A : Evanston Insurance Company
INSURER B : Fortegra Specialty Insurance Company
INSURER C :
INSURER D :
INSURER E :
INSURER F :
NAIC #
35378
16823
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLIC ES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH DOLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY DAID CLAIMS.
INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS
LTR INSD WVD (MM/DDIYYYYI (MM/DDIYYYY)
COMMERCIAL GENERAL LIABILITY
A
B
CLAIMS -MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO LOC
JECT
OTHER:
AUTOMOBILE LIABILITY
ANY AUTO
OWNED
AUTOS ONLY
HIRED
AUTOS ONLY
UMBRELLA LIAB
EXCESS LIAB
■
■
SCHEDULED
AUTOS
NON -OWNED
AUTOS ONLY
OCCUR
CLAIMS -MADE
DED RETENTION $
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
If yes, describe under
QQpSCRI TIOry OF 0 ERATIONS below
Cyber/Tech E&O
Y/N
NIA
MKLVIPCY000375
Excess Cyber/Tech EO C-4MA7-206591-CEPSME-2026
5/17/2026 5/17/2027
5/17/2026 5/17/2027
EACH OCCURRENCE
DAMAGE TO RENTED
PREMISES (Ea occurrence)
MED EXP (Any one person)
PERSONAL & ADV INJURY
GENERAL AGGREGATE
PRODUCTS - COMP/OP AGG
COMBINED SINGLE LIMIT
(Ea accident)
BODILY INJURY (Per person)
BODILY INJURY (Per accident)
PROPERTY DAMAGE
(Per accident)
EACH OCCURRENCE
AGGREGATE
PER OTH-
STATUTE ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
Each Claim/Aggregate
Each Claim/Aggregate
5,000,000
5,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Placentia, CA, and its employees are included as Additional Insured as required by written contract subject to the policy terms and conditions. Primary / Non -Contributory is included as required by written contract. Certificate Holder is provided 15 Day Notice of Cancellation as required by written contract.
CERTIFICATE HOLDER
Placentia, CA
401 E Chapman Ave
Placentia, CA 92870
ACORD 25 (2016/03)
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
/Lc 1, i
© 1988-2015 ACORD CORPORATION. All rights reserve
The ACORD name and logo are registered marks of ACORD 46