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HomeMy WebLinkAboutAgenda Report - August 4, 2021 C-04AGENDA ITEM COM4 CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution for the Purchase of a Three year Subscription with Siteimprove for Quality Assurance and Accessibility Services, Content Monitoring for ADA Compliance in the City's Website (Not to Exceed $30,690) MEETING DATE: August 4, 2021 PREPARED BY: Information Technology Manager RECOMMENDED ACTION: Adopt resolution for the purchase of a Three year subscription with Siteimprove for quality assurance and accessibility services monitoring content for ADA compliance in the City's website, not to exceed $30,690. 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 City is under strict standards, as set by the Americans with Disability Act (ADA), to ensure digital content is accessible by citizens with visual, auditory, and other physical limitations and disabilities. Common forms of assistive technology, including but not limited to, screen readers, optical character recognition (OCR) software systems, magnification software, and voice recognition tools, rely on an optimized content within the web pages. Poorly designed websites can create barriers for disabled citizens, limiting, or completing inhibiting, their ability toi obtain all available information from the website. Siteimprove is a software as a service (SaaS) solution to identify content in the City's site that may not comply with ADA standards. Siteimprove provides automated accessibility testing that strictly adheres to ADA standards to identify and fix accessibility issues that discriminate against users with disabilities, in violation of Title III of the ADA. Siteimprove also helps '!enforce style standards for each page giving the City's site a unified presence and look. The service offers tools to scan for various performance issues such as broken links, misspellings and content freshness. Staff recommends that the City Council authorize the City Manager to authorize the purchase of a three year subscription to Siteimpove, billed annually $10,229.22, for a total cost not to exceed $30,690. FISCAL IMPACT: Funding is budgeted in 2021/22 fiscal year. FUNDING AVAILABLE: 10020400.72450 APPROVED: ehnr Stephen Schwabauer, City Manager m Andrew Keys Deputy City Manager Attachments cc Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States ORDER FORM Address Information Bill To: City of Lodi 221 W Pine St Lodi California 95240-2019 United States Contact Name: Email Address: Term & Payment Details Ship To: City of Lodi 221 W Pine St Lodi California 95240-2019 United States Phone: Start Date: 9/1/2021 End Date: Subscription Term: 36 Months Renewal Price Increase Payment Term: Net 30 days Billing Frequency: Payment Method: Bank Transfer Billing Method: Automatic Renewal: j1 Invoice Date: Included Services Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50280.3 8/31/2024 N/A Prepaid Subscription Term Email 9/1/2021 Subscription Services Limit Type Quantity* Quality Assurance & Policy Pages 2,500 Accessibility Pages 2,500 SEO Pages 2,500 Response Response Check Points 3 PDF -check of documents PDFs 3,000 Analytics Yearly Page Views 1,000,000 Behavior Map Maps 260 Achieve your digital potential Page 1 of 5 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50280.3 Subscription Services Limit Type Quantity* Premium Support N/A 1 When Subscription Services share the same Limit Type, the Quantity specified represents an aggregated amount, which is shared by these services. Annual Subscription Fee: USD 8,229.22 Annual Subscription Fee: USD 8,229.22 Total Subscription Fee: USD 24,687.66 Exceptions and Additional Terms GS-35F-036CA. All terms, provisions, and agreements set forth in GS-35F-036CA are hereby incorporated herein by reference with the same force and effect as though fully set forth herein. To the extent that the terms set forth in this Agreement are inconsistent with the terms of the GS-35F-036CA, the terms set forth in GS-35F-036CA shall apply. Purchase Order. Customer shall include the GSA contract number and the Siteimprove Quote number on any PO issued under this Agreement. By adding the GSA contract number and Siteimprove Quote number to a PO, each party acknowledges that it has carefully read and agrees to be bound by the terms of GS-35F-036CA and this Agreement. Achieve your digital potential Page 2 of 5 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Purchase Order Information (Customer to complete) Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50280.3 Is a Purchase Order (PO) required for the purchase or payment of the products on this Order Form? [ ] No [ ] Yes Is PO renewal required for each invoicing term? [ ] No [ ] Yes PO Number: PO requests must be sent to: Billing Information (Customer to complete) Billing Contact Name: Billing E-mail: Billing References: E -invoicing Information: Sales Tax Information (Customer to complete) You may be subject to sales tax (or equivalent) unless you can provide proof of exemption. Are you exempt from sales tax? [ ] Yes, please attach exemption form. [ ] No. Achieve your digital potential Page 3 of 5 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Customer Signature Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50280.3 By signing below, City of Lodi agrees to the subscription and payment terms of this Order Form. On behalf of Customer: Name Date: Signature The Order Form must be executed and/or returned to Siteimprove before the first applicable access date. If not, Siteimprove may, without changing price or term length, adjust the first applicable access date. Achieve your digital potential Page 4 of 5 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States PREMIUM SUPPORT PLAN Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50280.3 1. SCOPE OF SERVICES. Siteimprove provides Premium support as set forth in this Premium Support Plan. 2. SELF-HELP RESOURCES. Customers can take full advantage of Siteimprove self-help tools, available online via our Help Center (https://support.siteimprove.com/). From that page, Customers can find links to technical documentation and knowledge base articles, discuss issues with other users in our community forums, review what's new, read technical notes, and access free webinars. 3. PRODUCT SUPPORT AND TRAINING. Customers can contact Siteimprove for product support, training, and additional services by visiting our Help Center. At that location, Customers can submit a support ticket 24x7x365. Service Levels: Siteimprove will utilize commercially reasonable efforts to promptly respond to all requests. Siteimprove aspires to review and respond to at least ninety percent (90%) of all tickets and requests within one (1) Business Day. "Business Day" is defined as one of the days on which Customer's regional support center is open for business (see Section 4). Besides general questions and technical issues, services covered by these tickets and requests include 4 hours of custom configuration (Event Tracking, Custom CMS Deeplinks, Custom Policies etc.) 4. SUPPORT & SYSTEM AVAILABILITY. Siteimprove has regional support centers servicing the Americas, EMEA and APAC. Siteimprove will maintain its systems and operations to ensure Customer has access to the Included Services ninety-nine percent (99%) of the time ("System Availability"). Further details on Support and System Availability can be found in our Help Center 5. LIABILITIES. Siteimprove will exercise its best efforts to meet the standards set forth in this plan. In the event of a material failure to meet the above standards in any given month, a service credit in the amount of three percent (3%) of the pro -rated annual subscription fees for the applicable month will be issued for Customer and available for future subscription fees ("Service Credit"). Siteimprove has no obligation to issue any Service Credit unless (i) Customer reports the material failure to Siteimprove immediately on becoming aware of it; and (ii) requests such Service Credit in writing within three days of the failure. In no event will a Service Credit exceed 10% of the annual subscription fee as set forth in the Agreement. The Service Credit is non-refundable upon termination of Customer's Agreement with Siteimprove. The parties acknowledge and agree that the Service Credit is intended to be Customer's sole and exclusive remedy with respect to any failure by Siteimprove under this plan. 6. SCHEDULED DOWNTIME. Siteimprove will notify Customer through email alerts at least twenty-four (24) hours in advance of all scheduled outages of the included Services ("Scheduled Downtime") as long as Customer has signed up for the alerts at http://status.siteimprove.com. 7. TERM. This Premium Support plan remains in force for as long as Customer continues to pay Siteimprove for the Premium Support. Siteimprove has sole discretion to update the terms of this plan at any time. In such event, said update(s) will not result in a reduction in the level of support set forth in this plan. Any updates shall be provided to Customer in a timely fashion. Achieve your digital potential Page 5 of 5 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States ORDER FORM Address Information Bill To: City of Lodi 221 W Pine St Lodi California 95240-2019 United States Contact Name: Email Address: Term & Payment Details Ship To: City of Lodi 221 W Pine St Lodi California 95240-2019 United States Phone: Start Date: 9/1/2021 End Date: Subscription Term: 36 Months Renewal Price Increase Payment Term: Net 30 days Billing Frequency: Payment Method: Bank Transfer Billing Method: Automatic Renewal: j1 Invoice Date: Included Services Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 8/31/2024 N/A Prepaid Subscription Term Email 9/1/2021 Subscription Services Limit Type Quantity* Premium Success Plan N/A 1 'When Subscription Services snare the same Limit 1 ype, the Quantity speatied represents an aggregated amount, which Is snared by these services. Additional Services Limit Type Quantity Product Price Premium Implementation Plan N/A 1 USD 0.00 Annual Subscription Fee: Annual Subscription Fee: Total Subscription Fee: Achieve your digital potential USD 2,000.00 USD 2,000.00 USD 6,000.00 Page 1 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Exceptions and Additional Terms Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 GS-35F-036CA. All terms, provisions, and agreements set forth in GS-35F-036CA are hereby incorporated herein by reference with the same force and effect as though fully set forth herein. To the extent that the terms set forth in this Agreement are inconsistent with the terms of the GS-35F-036CA, the terms set forth in GS-35F-036CA shall apply. Purchase Order. Customer shall include the GSA contract number and the Siteimprove Quote number on any PO issued under this Agreement. By adding the GSA contract number and Siteimprove Quote number to a PO, each party acknowledges that it has carefully read and agrees to be bound by the terms of GS-35F-036CA and this Agreement. Achieve your digital potential Page 2 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Purchase Order Information (Customer to complete) Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 Is a Purchase Order (PO) required for the purchase or payment of the products on this Order Form? [ ] No [ ] Yes Is PO renewal required for each invoicing term? [ ] No [ ] Yes PO Number: PO requests must be sent to: Billing Information (Customer to complete) Billing Contact Name: Billing E-mail: Billing References: E -invoicing Information: Sales Tax Information (Customer to complete) You may be subject to sales tax (or equivalent) unless you can provide proof of exemption. Are you exempt from sales tax? [ ] Yes, please attach exemption form. [ ] No. Achieve your digital potential Page 3 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Customer Signature Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 By signing below, City of Lodi agrees to be bound by the terms of use for the Siteimprove Intelligence Platform ("SIP"), available at: https://siteimprove.com/en/legal/sip-terms-of-use/.In the event of any conflict between the terms of the Order Form and the SIP terms of use, the terms of the Order Form will prevail. The Order Form must be executed and/or returned to Siteimprove before the earliest applicable access date. If not, Siteimprove may, without changing price or term length, adjust the first applicable access date. On behalf of Customer: Name Date: Signature Achieve your digital potential Page 4 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States PREMIUM SUCCESS PLAN Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 Scope of Services. Siteimprove provides Premium Support, education services, and training as set forth in this Premium Success Plan. 2. Customer Success Manager. Premium Success Customers are assigned a Customer Success Manager (CSM) — a solution expert who understands the Customer's business priorities and desired outcomes. The CSM quickly and effectively collaborates with technical support and other Siteimprove teams to manage the Customer's issues to resolution, offers guidance to the Customer on best practices and training needs of users, and reports progress on a regular basis. During the Initial Term and each Renewal Term, the CSM will schedule semi-annual strategy calls with Customer. 3. Education Services. Customer shall have access to Siteimprove's Academy Plus, Self -Help Resources and Training during the Initial Term and any Renewal Term. 3.1 Academy Plus. The Included Services include access to Siteimprove's Academy Plus for up to 20 users at no additional charge. Siteimprove's Academy offers courses on Accessibility, Analytics, and SEO (each a "Course"). Academy Plus includes all Courses and learning tracks, a team leaderboard, administrative capabilities, and reporting. Academy Plus can be accessed through your dashboard at http://my.siteimprove.com. 3.2 Self -Help Resources. Customers can take full advantage of Siteimprove self-help tools, available online via our Help Center (https://support.siteimprove.com/). From that page, Customers can find links to technical documentation and knowledge base articles, discuss issues with other users in our community forums, review what's new, read technical notes, and access free webinars. 3.3 Training. Customer will receive six (6) consecutive hours of training during the Initial Term and each Renewal Term with a Siteimprove employee. Unless agreed otherwise, training will be conducted over the phone or internet from Siteimprove's office. Customer and Siteimprove will cooperate in scheduling the training based on Siteimprove resource availability. Unused training hours do not rollover from one term to another. 4. Advisory Services. Customer will receive up to two (2) hours of Advisory Services with Siteimprove's domain experts during the Initial Term and each Renewal Term. Unless scheduled with the training set forth in Section 3.3 the Advisory Services will be conducted over the phone or internet from Siteimprove's office. Customer and Siteimprove will cooperate in scheduling the Advisory Services based on Siteimprove resource availability. Siteimprove has sole discretion to determine which resources to assign to Advisory Services. Advisory Services do not include any form of remediation; Customer is solely responsible for all remediation based on the results of Advisory Services. Unused Advisory Service hours do not roll over from one term to another. 5. Product Support and Training. Customers can contact Siteimprove for product support, training, and additional services by visiting our Help Center. At that location, Customers can submit a support ticket 24x7 every day of the year. 5.1 Service Levels. Siteimprove will utilize commercially reasonable efforts to promptly respond to all requests. Siteimprove aspires to review and respond to at least ninety percent (90%) of all tickets and requests within one (1) Business Days. "Business Day" is defined as one of the days on which Customer's regional support center is open for business (see Section 6). Besides general questions and technical issues, services covered by these tickets and requests include 4 hours of custom configuration (Event Tracking, Custom CMS Deeplinks, Custom Policies etc.) 6. Support and System Availability. Siteimprove has regional support centers servicing the Americas, EMEA and APAC. Siteimprove will maintain its systems and operations to ensure Customer has access to the Included Services ninety-nine percent (99%) of the time ("System Availability"). Achieve your digital potential Page 5 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States Further details on Support Availability can be found in our Help Center. Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 7. Liabilities. Siteimprove will exercise its best efforts to meet the standards set forth in this plan. In the event of a material failure to meet the above standards in any given month, a service credit in the amount of three percent (3%) of the pro -rated annual subscription fees for the applicable month will be issued for Customer and available for future subscription fees ("Service Credit"). Siteimprove has no obligation to issue any Service Credit unless (i) Customer reports the material failure to Siteimprove immediately on becoming aware of it; and (ii) requests such Service Credit in writing within three days of the failure. In no event will a Service Credit exceed 10% of the annual subscription fee as set forth in the Agreement. The Service Credit is non-refundable upon termination of Customer's Agreement with Siteimprove. The parties acknowledge and agree that the Service Credit is intended to be Customer's sole and exclusive remedy with respect to any failure by Siteimprove under this plan. 8. Scheduled Downtime. Siteimprove will notify Customer through email alerts at least twenty-four (24) hours in advance of all scheduled outages of the included Services ("Scheduled Downtime") as long as Customer has signed up for the alerts at http://status.siteimprove.com. 9. Term. This Premium Success Plan remains in force for as long as Customer continues to pay Siteimprove for the Premium Success. Siteimprove has sole discretion to update the terms of this plan at any time. In such event, said update(s) will not result in a reduction in the level of support set forth in this plan. Any updates shall be provided to Customer in a timely fashion. Achieve your digital potential Page 6 of 7 info@siteimprove.com www.siteimprove.com Siteimprove, Inc 5600 West 83rd Street Suite 400 Bloomington Minnesota 55437 United States PREMIUM IMPLEMENTATION PLAN Order Form for City of Lodi Offer Valid Through: 8/27/2021 Proposed by: Dan Barberio Quote Number: Q-50335.3 Scope of Services. Siteimprove provides set-up, configuration, data integration, and education services as set forth in this Premium Implementation Plan. 2. Implementation Team. Siteimprove will assign a Customer Success Manager, Technical Support Engineer, and Implementation Analyst to Customer to manage the Premium Implementation Plan. 3. Timeline. Scope of Services described in Section 1 and this Implementation Plan shall take approximately 2-4 weeks from the Effective Date. During this time and upon completion, the Included Services can be accessed at http:// my. siteimprove. com. 4. Set -Up and Configuration. The Implementation team will work with Customer to set up and configure its account. Set-up and configuration may include the following: • Configuration of access settings for up to 50 users and 5 groups • 2 hours of custom configuration. Custom configuration could include but is not limited to: • Advanced policies • Dashboards and reports • Behavior Maps and User Journeys • CMS deep -link • Event -tracking setup • Internal search tracking • Set-up of Development website crawls (subject to additional terms and conditions) • Set-up of non-public website (excluding development sites and subject to additional terms and conditions) • SSO configuration and access • API Support 5. Data Integration. The implementation team will assist Customer with data integration. This includes but is not limited to Jira or Sitecore. 6. Education Services. Customer shall have access to Siteimprove's Academy Plus and Self -Help Resources during the Initial Term and any Renewal Term. 6.1 Academy Plus. The Included Services include access to Siteimprove's Academy Plus for up to 20 users at no additional charge. Siteimprove's Academy offers courses on Accessibility, Analytics, and SEO (each a "Course"). Academy Plus includes all Courses and learning tracks, a team leaderboard, administrative capabilities, and reporting. Academy Plus can be accessed through your dashboard at the URL stated above. 6.2 Self -Help Resources. Customers can take full advantage of Siteimprove self-help tools, available online via our Help Center (https://support.siteimprove.com/). From that page, Customers can find links to technical documentation and knowledge base articles, discuss issues with other users in our community forums, review what's new, read technical notes, and access free webinars. Achieve your digital potential Page 7 of 7 info@siteimprove.com www.siteimprove.com RESOLUTION NO. 2021-216 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE PURCHASE OF A THREE-YEAR SUBSCRIPTION WITH SITEIMPROVE, OF BLOOMINGTON, MINNESOTA, FOR QUALITY ASSURANCE AND ACCESSIBILITY SERVICES MONITORING CONTENT FOR ADA COMPLIANCE IN THE CITY'S WEBSITE WHEREAS, 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; and WHEREAS, the City is under strict standards, as set by the Americans with Disabilities Act (ADA), to ensure digital content is accessible by citizens with visual, auditory, and other physical limitations and disabilities; and WHEREAS, poorly -designed websites can create barriers for disabled citizens, limiting or completely inhibiting their ability to obtain all available information on the website; and WHEREAS, Siteimprove is a software as a service (SaaS) solution to identify content in the City's site that may not comply with ADA standards. Siteimprove provides automated accessibility testing that strictly adheres to ADA standards to identify and fix accessibility issues that discriminate against users with disabilities, in violation of Title III of the ADA; and WHEREAS, Siteimprove will help enforce style standards for each page, giving the City's site a unified presence and look. The service also offers tools to scan for various performance issues, such as broken links, misspellings, and content freshness. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the purchase of a three-year subscription for quality assurance and accessibility services monitoring content for ADA compliance in the City's website from Siteimprove, of Bloomington, Minnesota, billed annually at $10,229.22, for a total cost not to exceed $30,690. Dated: August 4, 2021 I hereby certify that Resolution No. 2021-216 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 4, 2021 by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None ,�7c?ilN.Ga JENNIFE CUSMIR - City Clerk 2021-216