HomeMy WebLinkAboutAgenda Report - February 7, 2018 C-10TM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
C40
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Agreement for Professional
Service with Civic Plus, of Manhattan, Kan., for Design and Hosting of City's Web
Services ($97,317)
MEETING DATE: February 7, 2018
PREPARED BY: Information Technology Manager
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute agreement for
professional service with Civic Plus, of Manhattan, Kan., for design
and hosting of City's web services in an amount not to exceed
$97,317.
BACKGROUND INFORMATION: An organization's web presence is critical to communicating with its
customers. A robust online and particularly mobile platform is crucial
to disseminating information to residents, businesses and visitors.
The majority of internet traffic is conducted via mobile device. The City's current website is 12 years old,
difficult to navigate, and is not mobile -friendly. The site's administration platform is not user-friendly and is
difficult for staff to maintain content. Departments cannot update their pages without assistance from staff
in other departments.
A Request for Proposals was released August 7, 2017. Sixteen vendors responded with intent to bid, with
eight vendors ultimately submitting proposals. From those, six met the minimum requirements of the
RFP. All the proposals were reviewed by a staff committee representing Parks, Recreation and Cultural
Services, Library, Police, Finance, Electric Utility, Public Works and Information Technology. The
proposals were ranked on several criteria including, but not limited to: completeness of proposal,
satisfaction of requirements, project management, implementation support and competiveness of price.
The committee invited three vendors back for onsite interviews and demonstration of services.
The vendors were required to show pricing for design service and hosting services for a three-year
contract.
3 Responding
Vendors
Aggregated
Score/Rank
Hosting
Cost of first year
and site design
Total System
Price
Civic Plus _
_ 7,012.5
_ $31,833
$ 81,597
$ 97,317
Civic Live
5,500.0
$30,750
$ 41,000
$ 71,750
_Splash Factory
_ 2,147.5
$ 3,600
$133,110
$136,710
Civic Plus offered the committee an intuitive and interactive "drag and drop" administration console to
manage the website without the need for technical skill. Civic Plus presented examples of past projects
that demonstrated their understanding of the needs of local municipalities and its citizens.
APPROVED:
p ri Schw-C'r, City Manager
Adopt Resolution Authorizing City Manager to Execute Agreement for Professional Service with Civic Plus, of Manhattan, Kansas, for Design
and Hosting of City's Web Services ($97,317)
February 7, 2018
Page 2 of 2
Implementing a modern website design will enhance the City's ability to disseminate information to a
variety of customers. It will also improve citizen engagement with city services. A modernized and mobile
website will advance the City's image to perspective businesses and visitors. A new website design will
offer a content management system for staff to simply update content on the website. This ability will
improve the relevance of information presented on the website and allow the City to quickly change
messaging as relevant to seasonal, operational and emergency or other needs as they arise.
FISCAL IMPACT:
Funding for the first year of the project to come from General Fund
balance ($18,151) and current departmental operating budgets ($14,288)
as follows:
Electric Utility
50465001.72450
$3,507
Water Utility
56052001.72450
$1,828
Wastewater Utility
53053001.72450
$1,418
Library
12090000.72450
$ 679
Community Development
27080000.72450
$ 977
PRCS
20070001.72450
$4,124
Streets
30189001.72450
$ 779
Transit
60054101.72450
$ 383
Fleet Services
65055000.72450
$ 593
Subsequent year costs will be included in the annual budget process.
FUNDING AVAILABLE: Requested appropriation
Account
Description
Requested
Amount
Revenue
10095000.50001
Transfers In — Revenue
$14,288
Transfer from Fund balance
Use of General Fund Balance
$18,151
Total Revenue
$32,439
Expense
10020400.72450
Information Technology -
Expense
$32,439
Total Expense
$32,439
Andrew Keys
Deputy City Manager/Internal Services Manager
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES OD PURPOSE
Section 1.1 Parties
THIS AGREEMENT is entered into on , 2017, by and between the CITY OF
LODI, a municipal corporation (hereinafter "CITY"), and ICON Enterprises, Inc., a Kansas
corporation, doing business in California as CivicPlus (hereinafter "CONTRACTOR").
Section 1.2 Purpose
CITY selected the CONTRACTOR to provide the services required in accordance
with attached Scope of Services, Exhibit A, attached and incorporated by this reference.
CITY wishes to enter into an agreement with CONTRACTOR for website redesign
and hosting service of the City's website (hereinafter "Project") as set forth in the Scope
of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified
to provide such services to CITY.
ARTICLE 2 SCOPE
OF SERVICES
Section 2.1 Scope of Services
CONTRACTOR, for the benefit and at the direction of CITY, shall perform the
Scope of Services as set forth in Exhibit A.
Section 2.2 Time For Commencement and Completion of Worlt
CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of
a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever
occurs first, and shall perform all services diligently and complete work under this
Agreement based on a mutually agreed upon timeline or as otherwise designated in the
Scope of Services.
CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other
work products as may be designated in the Scope of Services.
CONTRACTOR shall not be responsible for delays caused by the failure of CITY
staff to provide required data or review documents within the appropriate time frames. The
review time by CITY and any other agencies involved in the project shall not be counted
against CONTRACTOR's contract performance period. Also, any delays due to
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weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall remain
in contact with reviewing agencies and make all efforts to review and return all comments.
Section 2.3 Meetings
CONTRACTOR shall attend meetings as may be set forth in the Scope of Services.
Section 2.4 Staffing
CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's
capabilities and on the qualifications of CONTRACTOR's principals and staff as identified
in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR,
unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR
of any change of Project Manager and CITY is granted the right of approval of all original,
additional and replacement personnel at CITY's sole discretion and shall be notified by
CONTRACTOR of any changes of CONTRACTOR's project staff prior to any change.
CONTRACTOR represents it is prepared to and can perform all services within the
Scope of Services (Exhibit A) and is prepared to and can perform all services specified
therein. CONTRACTOR represents that it has, or will have at the time this Agreement is
executed, all licenses, permits, qualifications, insurance and approvals of whatsoever
nature are legally required for CONTRACTOR to practice its profession, and that
CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this
Agreement all such licenses, permits, qualifications, insurance and approvals, and shall
indemnify, defend and hold harmless CITY against any costs associated with such
licenses, permits, qualifications, insurance and approvals which may be imposed against
CITY under this Agreement.
Section 2.5 Subcontracts
Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter
into any subcontract with any other party for purposes of providing any work or services
covered by this Agreement.
Section 2.6 Term
The term of this Agreement commences on , 20 and terminates
upon the completion of the Scope of Services or on , 20 , whichever occurs
first.
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ARTICLE 3
COMPENSATION
Section 3.1 Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provisions of the Fee Proposal, attached hereto as Exhibit A and incorporated by
this reference.
CONTRACTOR shall not undertake any work beyond the scope of this
Agreement unless such additional work is approved in advance and in writing by CITY.
Section 3.2 Method of Payment
CONTRACTOR shall submit invoices for completed work as agreed upon in
Exhibit A. CONTRACTOR's compensation for all work under this Agreement shall not
exceed the amount of the Fee Proposal.
Section 3.3 Costs
The Fee Proposal shall include all reimbursable costs required for the performance
of the Scope of Services. Payment of additional reimbursable costs considered to be over
and above those inherent in the original Scope of Services shall be approved in advanced
and in writing, by CITY.
Section 3.4 Auditing
CITY reserves the right to periodically audit all charges made by CONTRACTOR
to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to
furnish CITY, or a designated representative, with necessary information and assistance
needed to conduct such an audit.
CONTRACTOR agrees that CITY or its delegate will have the right to review,
obtain and copy all records pertaining to performance of this Agreement.
CONTRACTOR agrees to provide CITY or its delegate with any relevant information
requested and shall permit CITY or its delegate access to its premises, upon reasonable
notice, during normal business hours for the purpose of interviewing employees and
inspecting and copying such books, records, accounts, and other material that may be
relevant to a matter under investigation for the purpose of determining compliance with
this requirement. CONTRACTOR further agrees to maintain such records for a period of
three (3) years after final payment under this Agreement.
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ARTICLE 4
JWSCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In performing services under this Agreement, CONTRACTOR shall not
discriminate in the employment of its employees or in the engagement of any sub
CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status,
national origin, ancestry, age, or any other criteria prohibited by law.
Section 4.2 ADA Compliance
In performing services under this Agreement, CONTRACTOR shall comply with
the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as
all applicable regulations and guidelines issued pursuant to the ADA. Notwithstanding the
foregoing, CITY warrants and agrees that ongoing ADA Section 508 compliance as it
relates to CITY's web presence shall be the ongoing responsibility of CITY.
Section 4.3 Indemnification and Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold
harmless CITY, its elected and appointed officials, directors, officers, employees and
volunteers from and against any claims, damages, losses, and expenses (including
reasonable attorney's fees and costs), arising out of performance of the services to be
performed under this Agreement, provided that any such claim, damage, loss, or expense
is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor
employed directly by CONTRACTOR, anyone directly or indirectly employed by any of
them, or anyone for whose acts they may be liable, except those injuries or damages
arising out of the active negligence, sole negligence, or sole willful misconduct of the City
of Lodi, its elected and appointed officials, directors, officers, employees and volunteers.
CITY may, at its election, conduct the defense or participate in the defense of any claim
related in any way to this indemnification. If CITY chooses at its own election to conduct
its own defense, participate in its own defense, or obtain independent legal counsel in
defense of any claim related to this indemnification, CONTRACTOR shall pay all of the
costs related thereto, including without limitation reasonable attorney fees and costs. The
defense and indemnification obligations required by this Agreement are undertaken in
addition to, and shall not in any way be limited by the insurance obligations set forth herein.
Section 4.4 No Personal Liability
Neither the City Council, nor any other officer or authorized assistant or agent or
City employee shall be personally responsible for any liability arising under this
Agreement.
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Section 4.5 Responsibility of CITY
CITY shall not be held responsible for the care or protection of any material or
parts of the work described in the Scope of Services prior to final acceptance by CITY,
except as expressly provided herein.
Section 4.6 Insurance Reauirements for CONTRACTOR
CONTRACTOR shall take out and maintain during the life of this Agreement,
insurance coverage as set forth in Exhibit C attached hereto and incorporated by this
reference.
Section 4.7 Successors and Assigns
CITY and CONTRACTOR each bind themselves, their partners, successors,
assigns, and legal representatives to this Agreement without the written consent of the
others. CONTRACTOR shall not assign or transfer any interest in this Agreement without
the prior written consent of CITY. Consent to any such transfer shall be at the sole
discretion of CITY.
Section 4.8 Notices
Any notice required to be given by the terms of this Agreement shall be in writing
signed by an authorized representative of the sender and shall be deemed to have been
given when the same is personally served or upon receipt by express or overnight delivery,
postage prepaid, or three (3) days from the time of mailing if sent by first class or certified
mail, postage prepaid, addressed to the respective parties as follows:
To CITY: City of Lodi
221 West Pine Street
P.O. Box 3006
Lodi, CA 95241-1910
To CONTRACTOR: Civic Plus
302 S. 4th Street, Suite 500
Manhattan, KS 66502
Section 4.9 Cooperation of CITY
CITY shall cooperate fully and in a timely manner in providing relevant information
it has at its disposal relevant to the Scope of Services.
Section 4.10 CONTRACTOR is Not an Employee of CITY
CONTRACTOR agrees that in undertaking the duties to be performed under this
Agreement, it shall act as an independent contractor for and on behalf of CITY and not an
employee of CITY. CITY shall not direct the work and means for accomplishment of
the services and work to be performed hereunder. CITY, however, retains the right to
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Agreement, it shall act as an independent contractor for and on behalf of CITY and not an
employee of CITY. CITY shall not direct the work and means for accomplishment ofthe
services and work to be performed hereunder. CITY, however, retains the right to require
that work performed by CONTRACTOR meet specific standards without regard to the
manner and means of accomplishment thereof.
Section 4.11 Termination
CITY may terminate this Agreement, with or without cause, by giving
CONTRACTOR at least sixty (60) days written notice. Where phases are anticipated
within the Scope of Services, at which an intermediate decision is required concerning
whether to proceed further, CITY may terminate at the conclusion of any such phase.
Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached
Exhibit B to the extent that the work has been performed. Upon termination,
CONTRACTOR shall immediately suspend all work on the Project and deliver any
documents or work in progress to CITY. However, CITY shall assume no liability for costs,
expenses or lost profits resulting from services not completed or for contracts entered into
by CONTRACTOR with third parties in reliance upon this Agreement.
Section 4.12 GQr)fisl@tiality
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents
owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or
"Proprietary", except to the extent otherwise required by law or permitted in writing by
CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California
Public Records Act.
Section 4.13 Applicable Law. Jurisdiction. Severability. and Attorney's Fees
This Agreement shall be governed by the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin
County Superior Court. If any part of this Agreement is found to conflict with applicable
laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws,
but the remainder of this Agreement shall be in force and effect. In the event any dispute
between the parties arises under or regarding this Agreement, the prevailing party in any
litigation of the dispute shall be entitled to reasonable attorney's fees from the party who
does not prevail as determined by the San Joaquin County Superior Court.
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Section 4.14 City Business License Requirement
CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020
requires CONTRACTOR to have a city business license and CONTRACTOR agrees to
secure such license and pay the appropriate fees prior to performing any work
hereunder.
Section 4.15 Caotions
The captions of the sections and subsections of this Agreement are for
convenience only and shall not be deemed to be relevant in resolving any question or
interpretation or intent hereunder.
Section 4.16 Jntegration and Modification
This Agreement represents the entire understanding of CITY and CONTRACTOR
as to those matters contained herein. No prior oral or written understanding shall be of
any force or effect with respect to those matters covered hereunder. This Agreement may
not be modified or altered except in writing, signed by both parties.
Section 4.17 Contract Terins Prevail
All exhibits and this Agreement are intended to be construed as a single document.
Should any inconsistency occur between the specific terms of this Agreement and the
attached exhibits, the terms of this Agreement shall prevail.
Section 4.18 Severability
The invalidity in whole or in part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
Section 4.19 Ownership of Documents
All documents, photographs, reports, analyses, audits, computer media, or other
material documents or data, and working papers, whether or not in final form, which have
been obtained or prepared under this Agreement, shall be deemed the property of CITY.
Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such documents
during CONTRACTOR's regular business hours. Upon termination or completion of
services under this Agreement, all information collected, work product and documents
shall be delivered by CONTRACTOR to CITY within ten (10) calendar days.
CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any
liability resulting from CITY's use of such documents for any purpose other than the
purpose for which they were intended.
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Section 4.20 Authority
The undersigned hereby represent and warrant that they are authorized by the
parties to execute this Agreement.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written.
ATTEST:
CITY OF LODI, a municipal corporation
JENNIFER M. FERRAIOLO STEPHEN SCHWABAUER
City Clerk City Manager
APPROVED AS TO FORM:
JANICE D. MAGDICH, City Attorney
ICON Enterprises, Inc. doing business
in California as
CIVICPLUS, INC.
By: ., . By: G
Attachments:
Exhibit A — Scope of Services
Exhibit B — Insurance Requirements
Funding Source:
Doc ID:
CA:Rev.01.2015
(Business Unit & Account No.)
8
Name: BY10.3(1 7f) v1 PC
Title: r4C. &I d ()Ali
C p Exhibit A for Lodi, CA
Exhibit A - CivicPlus Statement of Work #1
Project Development and Deployment
• First Year Annual Services (Initial GCMS® upgrades, maintenance, support and hosting)
• Server Storage not to exceed 25 GB
• Services and Deliverables as described in Addendum 1
• Up to 900 pages of content migration from www.lodi.gov
• Ongoing recurring 48 -month redesign, as described in Addendum 2
• 3 Years of Agendas & Minutes in PDF or DOC format migrated
• 4 Days Onsite Implementation Training for up to 12 Client Staff Members
Project Enhancements
• 4 Days Onsite Navigate Consulting
• SSL Certificate
• LDAP
• CivicEngage Media with 10 GB additional storage
• CivicEngage Send
• CivicEngage Mobile
• MobileAdmin App for Alert Center
• Design Essentials
• Intranet Subsite (includes annual services with SSL certificate and 20 pages of content
migration)
$81,597
Included
Total Fees Year 1 $81,597
Annual Services (Continuing GCMS® Enhancements, Maintenance, Support and Hosting)
_Billed 12 months from SOW signing subject to annual 5% increase year 4 and beyond
$7,860
Total Annual Services $7,860
At the request of Client, CivicPlus agrees to redistribute their standardized pricing as follows:
CivicPlus Advantage
Annual Investment
Payments
1st Year
2nd Year
3rd Year
$32,439
$32,439
$32,439
1 Performance and payment under this SOW shall be subject to the terms & conditions of the Agreement by and between Client
and CivicPlus, to which this SOW #1 is hereby attached
2. This SOW #1 shall remain in effect for an initial term of three years (36 months) ("the SOW #1 Initial Term") from signing. In
the event that neither party gives 60 days' notice to terminate prior to the end of the initial or any subsequent renewal term,
this Agreement will automatically renew for an additional 1 -year Renewal Term.
3. Invoicing shall begin upon the date of signing of this SOW #1 as detailed in CivicPlus Advantage Annual Investment
Payments. Subsequent Annual Investment Payments shall be invoiced on the dates of signature of their respective calendar
years.
4. Renewal Term Annual Services shall be invoiced on the date of signature of relevant calendar years. Annual services,
including but not limited to hosting, support and maintenance services, shall be provisioned in accordance with Addendum 3 to
this SOW #1 and shall be subject to a 5% annual increase beginning in Year 4 of service.
5. Client allows CivicPlus to display a "Government Websites by CivicPlus" insignia, and web link at the bottom of their web
pages. Client understands that the pricing and any related discount structure provided under this SOW #1 assumes such
perpetual permission.
CivicPlus • 302 S 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext 291 • Support Ext. 307 • Fax 785-587-8951
V. CPA03.01.165-0001
Exhibit A Page 1 of 5
C Exhibit A for Lodi, CA
Addendum 1 to Exhibit A.1 - Project Development Division of Work
Kick -Off
Deliverable: Project Timeline, training jump start information, online forms, kick-off meeting
CivicPlus will:
• assign a project manager to this project
• conduct a Project Kick-off to review awarded
contract
• establish communication plan for the duration of the
project effort
• work with Client to identify all key internal and
external project stakeholders
• develop project timeline
• provide access to CivicPlus University (online
training manuals, videos and other resources) for the
Client staff
Client will:
• complete the following prior to Phase 1: Website
Optimization Form, Content Form, and DNS Worksheet
• review and approve of project timeline within 5
business days
• attend a kick-off meeting with key stakeholders or
decision makers
• if modifications are required after the review of the
initial project timeline, Client has 10 business days to
address the modifications and come to a consensus
• approve the project timeline (limited to two reviews)
prior to proceeding with the project
• update the current primary live website content and
delete any pages from the website that are no longer
wanted or needed
Phase 1: Website Optimization
Deliverable: Website Optimization Meeting
CivicPlus will:
• communicate status to Client, key stakeholders and
personnel via emails or phone calls as needed
• review the goals and expectations submitted on the
forms Client completed to ensure Client needs are
clearly understood
• gather preliminary design data for use
Client will provide:
• statistics from the current website from the past 12
months (optional)
• pictures to be used in the overall design of the new
website
• a list of all divisions and/or departments within the
organization
• a list of third -party and in-house developed applications
presently being utilized on the current website
• a site map or outline of the current website's
navigational structure if possible
• a list of any content on the current primary website that
must remain as is (verbatim) because of legal
requirements
Phase 2: Design Presentation
Oeliverabfe: Website grayscale layout and mood board color pallet presentation
CivicPlus will:
• present one custom layout in grayscale form and one
mood board color palette based on the goals
determined in the previous phase. The presented
layout will show the placement of the navigation,
graphic button and feature areas. The mood board
will reflect the color and imagery that will represent
the tone of the design
• begin development of the website design upon layout
and mood board approval
Client will:
• approve one layout and the mood board
• review marketing packet material and guidelines
• Website Layout billing milestone complete
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
V. CPA03.01.165-0001
Exhibit A Page 3 of 5
c
Exhibit A for Lodi, CA
Phase 3: Website Reveal
Deliverable: Website design and production website.
CivicPlus will:
• present a fully functional website on a production
URL
• migrate content pages to the production URL as
described in Exhibit A.1 Statement of Work.
• conduct a quality review of the website to ensure the
functionality and usability standards are met
• work with Client to prepare for training
• migrate Agendas & Minutes in Microsoft Word.DOC
or Adobe PDF format as described in Exhibit A.1
Statement of Work.
Client will:
• evaluate the website design and content and provide
CivicPlus with feedback
• collaborate with CivicPlus on proposed changes
• revise the design according to the approved timeline
• if revised design changes are requested after the
design approval timeline date, the project's Go Live
date will be adjusted out (training and billing
milestones will remain as per approved timeline)
• provide CivicPlus will all the necessary DNS items
identified for the website
Phase 4: Website Review & Training (See Exhibit A.1
Deliverable: Train System Administrator(s) on
Statement of Work for details)
GCMS® Administration, permissions, setting up groups
on pages, module entries, applying modules to
in effective communication through your website
and users, module administration Basic User training
pages. Applied use and usability consulting to result
CivicPlus will:
• provided training to Client before the website goes
live
• train staff members based on internal daily tasks
and workflow
• train staff members on how to use the GCMS®,
update content pages and modules
Client will:
• provide a location for training in Client with internet
access
• provide computers for staff to be trained on
• Phase 4: Training billing milestone complete
Phase 5: Go Live
Deliverable: Custom website launched to the public.
CivicPlus will:
• address system issues and bugs that Client finds
• redirect the domain name to the newly developed
website as per approved timeline
Client will:
• test and update the final site as per approved timeline
• notify CivicPlus on any system issues or bugs found in
the website
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
V. CPA03.01.165-0001
Exhibit A Page 4 of 5
C p Exhibit A for Lodi, CA
Addendum 2 to Exhibit A.1 - Redesign Details
CivicPlus Project Development Services & Scope of Services for
CP Basic Redesign
• New design for all items originally contracted for (main site, department headers and subsites)
• Redevelop banner
• Redevelop navigation method (may choose top drop-down or other options)
• Design setup - wireframe
• Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)
• Project Management
• Testing
• Review
• Content Migration — Includes retouching of all existing published pages to ensure proper formatting, and
application of new site styles. Note: Content will not be rewritten, reformatted or pages broken up (shortened or
re -sectioned)
• Site styles and page layouts will be touched so all pages match the new design and migrate cleanly
• Spelling and broken links will be checked and reported if unable to correct
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
V. CPA03.01.165-0001
Exhibit A Page 5 of 5
C p Exhibit A for Lodi, CA
Addendum 3 to Exhibit A — Hosting, Support and Service Level Agreement
Hosting Details
Data Center
•
•
•
•
•
•
•
Highly Reliable Data Center
Managed Network Infrastructure
On -Site Power Backup & Generators
Multiple telecom/network providers
Fully redundant Network
Highly Secure Facility
24/7/365 System Monitoring
Hosting
•
Automated GCMS® Software Updates
•
Server Management & Monitoring
•
Multi -tiered Software Architecture
•
Server software updates & security patches
•
Database server updates & security patches
•
Antivirus management & updates
•
Server -class hardware from nationally recognized provider
•
Redundant firewall solutions
•
High performance SAN with N+2 reliability
Bandwidth
•
Multiple network providers in place
•
Unlimited bandwidth usage for normal business operations (does not apply in the event of a
cyber attack)
•
22 Gb/s burst bandwidth
•
Emergency After-hours support, live agent (24/7)
•
On-line status monitor at data center
•
Event notification emails
Disaster Recovery
•
Guaranteed recovery TIME objective (RTO) of 8 hours
•
Guaranteed recovery POINT objective (RPO) of 24 hours
•
Pre-emptive monitoring for disaster situations
•
Multiple data centers
•
Geographically diverse data centers
DDoS Mitigation
•
Defined DDoS Attack Process
• Identify attack source
• Identify type of attack
• Monitor attack for threshold engagement
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext 307 • Fax 785-587-8951
V. SLA03.01.16-0001
Addendum 4 Page 1 of 4
C p Exhibit A for Lodi, CA
Support and Maintenance
Support Services
CivicPlus' on-site support team is available from 7:00 am to 7:00 pm CT to assist clients with any questions, concerns or
suggestions regarding the functionality and usage of CivicPlus' GCMS® and associated applications. The support team is available
during these hours via CivicPlus' toll-free support number and e-mail. Support personnel will respond to calls as they arrive (under
normal circumstances, if all lines are busy, messages will be returned within four hours; action will be taken on e-mails within four
hours), and if Client's customer support liaison is unable to assist, the service escalation process will begin.
Emergency support is available 24 -hours -a -day for designated, named Client points -of -contact, with members of both CivicPlus'
project management and support teams available for urgent requests. Emergency support is provided free -of -charge for true
emergencies (ie: website is down, applications are malfunctioning, etc.), though Client may incur support charges for non-
emergency requests during off hours (ie: basic functionality / usage requests regarding system operation and management). The
current discounted rate is $175/hour.
CivicPlus maintains a customer support website that is accessible 24 -hours -a -day with an approved client username and password.
Service Escalation Processes
In the event that CivicPlus' support team is unable to assist Client with a request, question or concern, the issue is reported to the
appropriate CivicPlus department.
Client requests for additional provided services are forwarded to CivicPlus' Client Care personnel.
Client concerns/questions regarding GCMS® or associated application errors are reported to CivicPlus' technical team through
CivicPlus' issue tracking and management system to be addressed in a priority order to be determined by CivicPlus' technical team
All other requests that do not meet these criteria will be forwarded to appropriate personnel within CivicPlus' organization at the
discretion of the customer support liaison.
Included Services:
Support
Maintenance of CivicPlus GCMS®
7 a.m. — 7 p.m. (CST) Monday — Friday
(excluding holidays)
24/7 Emergency Support
Dedicated Support Personnel
Usability Improvements
Integration of System Enhancements
Proactive Support for Updates & Fixes
Online Training Manuals
Monthly Newsletters
Routine Follow-up Check -ins
CivicPlus Connection
Install Service Patches for OS
System Enhancements
Fixes
Improvements
Integration
Testing
Development
Usage License
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
V. SLA03.01.16-0001
Addendum 4 Page 2 of 4
cp
Exhibit A for Lodi, CA
CivicPlus Service Level Agreement
CivicPlus will use commercially reasonable efforts to make the GCMS® available with a Monthly Uptime Percentage (defined below) of
at least 99.9%, in each case during any monthly billing cycle (the "Service Commitment"). In the event CivicPlus does not meet the
Service Commitment, you will be eligible to receive a Service Credit as described below.
Definitions
• "Monthly Uptime Percentage" is calculated by subtracting from 100% the percentage of minutes during the month in which the
CGMS, was "Unavailable." Monthly Uptime Percentage measurements exclude downtime resulting directly or indirectly from
any Exclusion (defined below).
"Unavailable" and "Unavailability" mean:
o The HTML of the home page of the site is not delivered in 10 seconds or less 3 times in a row when tested from
inside our network and returns a status of 200.
o The Main page of the site returns a status other than 200 or 302 3 times in a row.
• A "Service Credit" is a dollar credit, calculated as set forth below, that we may credit back to an eligible account.
Service Commitments and Service Credits
Service Credits are calculated as a percentage of the total charges paid by you (excluding one-time payments such as upfront
payments) for the month, beginning with the first full month of service, in accordance with the schedule below
Monthly Uptime Percentage Service Credit Percentage
Less than 99.9% 1% of one month's fee
We will apply any Service Credits only against future payments otherwise due from you. Service Credits will not entitle you to any
refund or other payment from CivicPlus. A Service Credit will be applicable and issued only if the credit amount for the applicable
monthly billing cycle is greater than one dollar ($1 USD). Service Credits may not be transferred or applied to any other account. Unless
otherwise provided in the Client Agreement, your sole and exclusive remedy for any unavailability, non-performance, or other failure by
us to provide the service is the receipt of a Service Credit (if eligible) in accordance with the terms of this SLA.
Credit Request and Payment Procedures
To receive a Service Credit, you must submit a claim by opening a case with Support. To be eligible, the credit request must be
received by us by the end of the second billing cycle after which the incident occurred and must include:
1 the words "SLA Credit Request" in the subject line;
2. the dates and times of each Unavailability incident that you are claiming;
3. the affected Site domains; and
4. Any documentation that corroborate your claimed outage
If the Monthly Uptime Percentage of such request is confirmed by us and is less than the Service Commitment, then we will issue the
Service Credit to you within one billing cycle following the month in which your request is confirmed by us. Your failure to provide the
request and other information as required above will disqualify you from receiving a Service Credit.
SLA Exclusions
The Service Commitment does not apply to any unavailability, suspension or termination of GCMS®, or any other GCMS® performance
issues: (i) that result from a suspension; (ii) caused by factors outside of our reasonable control, including any force majeure event or
Internet access or related problems beyond the demarcation point of CivicPlus; (iii) that result from any actions or inactions of you or
any third party; (iv) that result from your equipment, software or other technology and/or third party equipment, software or other
technology (other than third party equipment within our direct control); (v) that result from any maintenance as provided for pursuant to
the Client Agreement; or (vi) arising from our suspension and termination of your right to use the GCMS® in accordance with the Client
Agreement (collectively, the "SLA Exclusions"). If availability is impacted by factors other than those used in our Monthly Uptime
Percentage calculation, then we may issue a Service Credit considering such factors at our discretion.
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
V SLA03.01 16-0001
Addendum 4 Page 3 of 4
C p Exhibit A for Lodi, CA
Disaster Recovery Feature Service Commitment
CivicPlus will use commercially reasonable efforts to insure that in the event of a disaster that makes the Primary data center
unavailable (defined below) Client site will be brought back online at a secondary data center (the "Service Commitment"). In the event
CivicPlus does not meet the Service Commitment, you will be eligible to receive a Service Credit as described below.
Definitions
• "Datacenter availability" is determined by inability to provide or restore functions necessary to support the Service. Examples
of necessary functions include but are not limited Cooling, Electrical, Sufficient Internet Access, Physical space, and Physical
access.
• A "Service Credit" is a dollar credit, calculated as set forth below, that we may credit back to an eligible account.
• Recovery Time Objective (RTO) is the most anticipated time it will take to bring the service back online in the event of a data
center event.
• Recovery Point Objective (RPO) the amount of data lost that is considered acceptable.
Service Commitments and Service Credits
Service Credits are calculated as a percentage of the total charges paid by you (excluding one-time payments such as upfront
payments) for the month accordance with the schedule below.
Recovery Time Objective
8 Hours
Recovery Point Objective
24 Hours
V. SLA03.01.16-0001
Service Credit Percentage
10% of one month's fee
Service Credit Percentage
10% of one month's fee
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Addendum 4 Page 4 of 4
C ? Exhibit A for Lodi, CA
6. After forty-eight (48) months of continuous service, Client is entitled to a no -cost redesign, details noted in Addendum 2.
Redesigns that include additional features not available on the original website may be subject to additional charges.
Additional features include, but are not limited to, additional modules and integration of third -party software.
7. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the Client will be charged
a $5.00 convenience fee.
Acceptance
We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined
in this Agreement.
By:
Name:
Title:
Date:
Client CivicPlus
k to ul.Sc-kl1 .DDa.U.e,(
W1aAnata.('
Approved as to form
V. CPA03.01.165-0001
City /Wormy
By:
Name:
Y1 i Pe,nri
Title: 11- s I. ek'. vi t
Date: I el 7 o 3-
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
Exhibit A Page 2 of 5
EXHIBIT C
insurance Requirements for Contractor The Contractor shall take out and maintain during the life of this
Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any
subcontractor performing work covered by this Agreement from claims for damages for personal injury, including
accidental death, as well as from claims for property damages, which may arise from Contractor's operations under
this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or
indirectly employed by either of them, and the amount of such insurance shall be as follows:
1. COMPREHENSIVE GENERAL LIABILITY
$1,000,000 Each Occurrence
$2,000,000 General Aggregate
2 COMPREHENSIVE AUTOMOBILE LIABILITY
$1,000,000 Combined Single Limit
Such insurance shall cover liability arising out of any vehicle (including, owned, hired and non -hired vehicles)
operated in performing any and all services pursuant to this Agreement. Coverage shall be written on ISO form
CA 00 01 12 90, or a later version, that provides liability coverage at least as broad as this form.
5 ERRORS AND OMISSIONS / TECHNOLOGY
$1,000,000 Per Claim
$2,000,000 Annual Aggregate
Covering all acts, errors, omissions, negligence, network security and privacy risks, including but not limited to
unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or other
negligence in the handling of confidential information, privacy perils, and including coverage for related
regulatory defense and penalties; data breach expenses, and payable whether incurred by City of Lodi or
Contractor, including but not limited to consumer notification, whether or not required by law, computer
forensic investigations, public relations and crisis management firm fees, credit file or identity monitoring or
remediation services in the performance of services for, or on behalf of, City of Lodi. Such insurance shall be
maintained in force at all times during the term of the agreement and provide an Extended Reporting Period
(ERP) for a period of one year thereafter, for services completed during the term of the agreement.
All limits are to be designated strictly for the City of Lodi, its elected and appointed boards, commissions, officers,
agents, employees, and volunteers. All deductibles or self-insured retentions (SIR) must be disclosed to City's Risk
Manager for approval and shall not reduce the limits of liability set forth hereinabove. Insurance policies containing
any deductible or SIR provision shall provide, or be endorsed to provide, that the deductible or SIR may be satisfied
by either the Named Insured(s) or the City of Lodi.
It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements and/or limits set forth above, shall be available to City as an additional insured. Furthermore,
the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance
requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the Contractor; whichever is greater.
Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims
period following termination of coverage which is at least consistent with the claims period or statutes of limitations
found in the California Tort Claims Act (California Government Code Section 810 et seq.).
A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City:
(a) Additional Named Insured Endorsement
Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides liability
coverage at least as broad as this form) such insurance as is afforded by this policy shall also apply to the City
of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers as
additional named insureds. An additional named insured endorsement is also required for Auto Liability.
(b) Primary and Non -Contributor+ Insurance Endorsement
Additional insurance coverage under the Contractor's policy shall be "primary and non-contributory" and will
not seek contribution from City's insurance or self-insurance and shall be at least as broad as ISO form CG 20
01 04 13.
Page 11 of 2 pages
Risk: rev.03.2016
Insurance Requirements for Contractor (continued)
NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West
Pine Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an
endorsement, a description of the project that it is insuring.
(c) Waiver of Subrogation
Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions,
officers, agents, employees, and volunteers. A waiver is required for General Liability and Auto Liability.
(d) Limits of Coverage
The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or
excess insurance. Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a
provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City
before the City's own insurance or self -Insurance shall be called upon to protect the City as a named insured.
(e)Severabrlity of Interest Clause
The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured
shall not operate to increase the limit of the company's liability.
(f) Notice of Cancellation or Chance in Coverage Endorsement
This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written
notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi,
CA 95240.
(g) Continuity of Coverage
All policies shall be In effect on or before the first day of the Term of this Agreement. At least thirty (30) days
prior to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or
extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor
shall provide proof of continuing insurance on at least an annual basis during the Term. If Contractor's
insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and
immediately obtain replacement insurance.
(h) Failure to Comply
If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of
coverage, the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with
interest on the premium paid by the City at the maximum allowable legal rate then in effect in California. The
City shall notify Contractor of such payment of premiums within thirty (30) days of payment stating the amount
paid, the name(s) of the insurer(s), and rate of interest. Contractor shall pay such reimbursement and interest
on the first (1st) day of the month following the City's notice. Notwithstanding any other provision of this
Agreement, if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails
to provide proof of insurance, the City may terminate this Agreement upon such breach. Upon such
termination, Contractor shall immediately cease use of the Site or facilities and commence and diligently
pursue the removal of any and all of its personal property from the site or facilities.
(i) Qualified insurers]
All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in
the State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are
acceptable to the City. Non -admitted surplus lines carriers may be accepted provided they are included on the
most recent list of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements.
Workers Compensation Insurance The Contractor shall take out and maintain during the life of this Agreement,
Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any
work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all
of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case
any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected
under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to
provide insurance for the protection of said employees. A waiver of subrogation Is required for workers
compensation insurance. This policy may not be canceled nor the coverage reduced without 30 days' prior written
notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA
95240.
NOTE: The City reserves the right to obtain a full certified copy of any insurance policy or endorsements
required. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the
effective date.
Page 2 1 of 2 pages Risk rev.03.2016 '
RESOLUTION NO. 2018-17
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH CIVIC PLUS, OF MANHATTAN, KANSAS,
FOR WEBSITE DESIGN AND HOSTING SERVICES; AUTHORIZING
AUTOMATIC RENEWAL OF AGREEMENT; AND FURTHER AMENDING
FISCAL YEAR 2017/18 BUDGET
WHEREAS, the City of Lodi relies on a properly -functioning website for communication
to citizens and staff; and
WHEREAS, a modernized and mobile website will advance the City's image to
prospective businesses and visitors; and
WHEREAS, a Request for Proposals (RFP) was released on August 7, 2017, to
16 vendors, of which eight vendors submitted proposals for consideration, six met the minimum
requirements of the RFP, and three were invited to present to the committee; and
WHEREAS, all proposals received were reviewed by a committee of 15 staff members
and ranked on several criteria, including, but not limited to: completeness of proposal,
satisfaction of requirements, project management, implementation support, and competiveness
of price. Scores and pricing were as shown below:
Vendors
Civic Plus
Civic Live
Splash Factory
Aggregated Score/Rank
7,012.5
5,500.0
2,147.5
Total System Price
$97,317
$71,750
$136,710
WHEREAS, staff recommends a three-year Professional Services Agreement with
Civic Plus, for an annual fee of $32,439 per year; and
WHEREAS, staff further recommends automatic renewal for 1 -year terms for the service
of hosting the City's website, in the amount of $7,860, subject to annual five -percent increase in
Year Four and beyond.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a three-year Professional Services Agreement with
Civic Plus, of Manhattan, Kansas, for website design and hosting services, in the amount of
$97,317 payable annually over three years; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve an
automatic renewal of this agreement after three years with the cost of hosting fees payable
annually in the amount of $7,860, subject to annual five -percent increase in Year Four and
beyond; and
BE IT FURTHER RESOLVED that the Fiscal Year 2017-18 budget be amended as
follows:
Account
Description
Requested Amount
Revenue
10095000.50001
Transfers in — Revenue
$14,288
Transfer from Fund Balance
Use of General Fund Balance
$18,151
Total Revenue
$32,439
Expense
10020400.72450
Total Expense
Information Technology - Expense
Dated: February 7, 2018
$32,439
$32,439
I hereby certify that Resolution No. 2018-17 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held February 7, 2018 by the following votes:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, and Mayor Nakanishi
NOES: COUNCIL MEMBERS — Mounce
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
NNIFE M. FERRAIOLO
City Clerk
2018-17