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2019-01-10 Council Agenda Packet
*Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. The complete Council Agenda Packet is available electronically on the website at www.ci.corcoran.mn.us. Corcoran City Council Agenda January 10, 2019 - 7:00pm 1.Call to Order / Roll Call 2.Pledge of Allegiance 3.Oath of Office a.Ron Thomas b.Mike Keefe c.Alan Schultz 4.Agenda Approval 5.Commission Representatives* 6.Open Forum 7.Presentations/Recognitions 8.Consent Agenda a.Draft Minutes of December 27, 2018 Council Meeting* b.Financial Claims* c.2019 Open Book Meeting 9.Planning Business 10.Unfinished Business a.Request for Contribution – Dayton Parkway Interchange* 11.New Business a.Website Update Project* b.Annual Appointments* c.2019 City Council Calendar* 12.Staff Reports* 13.2019 Council Schedule* 14.Council Liaison Calendar Planning Commission 1/3/19 2/7/19 Schultz Schultz Parks and Trails Commission 1/15/19 2/19/19 Keefe Keefe 15.Adjournment STAFF REPORT Agenda Item 5. Council Meeting: January 10, 2019 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the January 10th Council meeting are as follows: Planning Commission: Jeff Dickman Parks and Trails Commission: Deb Regan Financial/Budget: N/A Alignment with Values: This item relates to the following adopted values: Transparency We believe that open an honest communication is essential for an informed and involved citizenry. Processes and decision making should include opportunities to educate citizens and receive feedback. Options: N/A Recommendation N/A Council Action: N/A Attachments: N/A CITY OF CORCORAN City Council Meeting Minutes December 27, 2018 - 7:00 pm The Corcoran City Council met on December 27, 2018 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Dejewski, Councilor Keefe, and Councilor Schultz. Councilor Bottema was excused. Also present were City Administrator Martens, City Planner Lindahl, and City Clerk/Administrative Services Coordinator Beise. 1.Call to Order / Roll Call Mayor Thomas called the meeting to order at 7:03 pm. 2.Pledge of Allegiance Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval MOTION: made by Schultz, seconded by Dejewski to approve the agenda as presented. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) 4.Open Forum No persons were present to speak at open forum. 5.Presentations No presentations were heard. 6.Consent Agenda a.Draft Minutes of December 13, 2018 Council Meeting b.2019 Fee Schedule c.Municipal State Aid Resolutions d.Local Surface Water Management Plan e.Polling Place Designation f.Budget Transfer – 2018 Overlay Program g.Accepting Donations Councilor Dejewski asked that Items 6b. and 6g. be considered separately. Councilor Schultz asked that Item 6c. be considered separately. Mayor Thomas asked that Item 6d. be considered separately. MOTION: made by Keefe, seconded by Dejewski to approve the consent agenda consisting of Items 6a., 6e., and 6f. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) Council inquired about the changes to the fee schedule from the draft that was presented in November. City Administrator Martens noted the changes. City Clerk/Administrative Services Coordinator noted the two changes from the previous draft were the Local Government Unit fees and the water meter rental deposit as staff was finalizing the fees. Council noted that these fee changes were presented at a previous meeting. MOTION: made by Dejewski, seconded by Keefe to approve Item 6b. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) 8a. Council inquired about the change to the MSA designation. City Administrator Martens noted the proposed road sections provide an additional $14,000 in maintenance funding and the City can designate roads and change time should no project move forward. Council discussed maintenance funding and traffic concerns. MOTION: made by Schultz, seconded by Dejewski to approve Item 6c. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) Mayor Thomas discussed the surface water plan and the impact of the City taking over Local Government Unit (LGU) services. City Administrator Martens noted the plan is a planning document and does not impact the City’s ability to take over the LGU services. MOTION: made by Schultz, seconded by Dejewski to approve Item 6d. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) Council thanked the Police Department for the Shop with a Cop program noting the positive impact it is having in the community and corrected a clerical error in the title of Jill Dejewski. City Clerk/Administrative Services Coordinator Beise acknowledged the error and noted it would be corrected. Council discussed the location of donations on the agenda. Mayor Thomas thanked the Northwest Area Jaycees, the Corcoran Athletics, Paula Steelman, and the Shop with a Cop donors (Target, the Northwest Area Jaycees, Ebert Construction, and an anonymous donor). MOTION: made by Dejewski, seconded by Schultz to approve Item 6g with the minor clerical change. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Dejewski, seconded by Keefe to approve escrow claims as presented. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) b. All Other Financial Claims MOTION: made by Keefe, seconded by Dejewski to approve all other claims as presented. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) 8. Staff Reports / Memos/Commissions a. Commissioner Representatives Mayor Thomas noted Planning Commissioner Dean Jacobs was in attendance and invited him to speak on items related to the Commission. Mayor Thomas noted Parks and Trails Commissioner Nybo was unable to attend the meeting. b. Planning Project Update; report received. c. 2018 Year in Review City Administrator Martens presented the report highlighting the accomplishments of 2018. Council received the report and thanked staff for their work. d. Review of 2018 Action Steps City Administrator Martens presented the report highlighting the progress on the action steps of 2018. Council discussed the progress of the action steps and noted staff’s work to move the action steps forward. e. Performance Report City Administrator Martens presented the report outlining the projected surplus. Council noted the good work of staff. 9. Planning Business a. Lot Line Adjustment and Variance at 6626 and 6628 Pioneer Trail City Planner Lindahl presented the report outlining the variance request. Council inquired about legal non-conformities. City Planner Lindahl noted the variance allows the buildings to be legal non- conformity but not expand in size. Council discussed the need for a variance and moving the lot line north to avoid one variance. MOTION: made by Dejewski, seconded by Keefe to adopt Resolution 2018- 107 Approval of a Lot Line Adjustment for Al Pouliot at 6626 and 6628 Pioneer Trail (PIDs 31-119-23-14-0004 and 31- 119-23-11-0004) (City File 18-030). Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) MOTION: made by Schultz, seconded by Dejewski to adopt Resolution 2018- 108 Approval of Variances for Al Pouliot for Accessory Buildings at 6626 (PID 31-119-23-14-0004) (City File 18- 030). Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) b. Final PUD Development Plan and Amendment, Final Plat, and Development Contract for Bass Lake Crossing 2nd Addition City Planner Lindahl presented the report noting the Planning Commission recommendation for denial was to not have all of the three car garage homes in a row. Council discussed the market and the planning commission recommendation for not allowing more than three contiguous homes to have three car garages. Jason Biederwolf, M/I Homes, addressed the Council noting that homeowners decide the garage elevations and that the three car garage elevations vary and each design has different architectural elements. Council discussed the front setbacks and placement of garages. Mr. Biederwolf noted the grading plan doesn’t show the size of each house or the location of the garages. City Planner Lindahl noted some of the designs have garages set forward and some even with the front of the house. Council discussed having a variety of home designs on the same street. City Planner Lindahl noted adjacent homes in the development can have the same floor plan, but cannot have the same color or materials. Dean Jacobs, Planning Commission Chair, addressed the Council noting that part of the Planning Commission recommendation was to allow some flexibility on garages but require developers to hold to the originally requested. Mr. Jacobs noted flexibility was given on lot sizes and setbacks. Mr. Biederwolf noted he would resubmit the plat if the flexibility on contiguous homes with three car garages was not allowed. Mr. Biederwolf noted customers have additional items (cars, boats, etc.) and are looking for three car garages. Council discussed the market and the garage elevations. City Planner Lindahl noted that garages that are set forward are set forward only a few feet. Council discussed the garages, lot sizes, and drainage issues. City Planner Lindahl noted the drainage issues are being worked through with the City Engineers and no grading permit will be granted until the issue has been resolved. Council discussed street naming. City Administrator Martens noted the street names align with the City’s street naming policy and due to the significant directional changes of the road the name does change. Council discussed street naming. City Administrator Martens noted the City’s street naming policy tries to ensure roads work with the grid system and allow people to know where they are based on the grid. Council discussed street naming and the policy. City Administrator Martens noted the policy is adopted by the Council but could be changed. Council discussed the policy. City Administrator Martens noted the policy was designed to eliminate confusion in the future with roads having different names at intersections, ensure public safety can easily find properties, and understanding most people have access to GPS enabled devices. MOTION: made by Keefe, seconded by Dejewski to adopt Resolution 2018- 109 Approving Final Plat and Development Contract for “Bass Lake Crossings 2nd Addition” for MI Homes of Minneapolis, MN LLC on the 51.25 Acre site at County Road 116 and Maple Hill Road (PID 25-119- 23-13-0003, 25-119-23-0002) (City File-18-035). Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) MOTION: made by Keefe, seconded by Dejewski to adopt Resolution 2018-110 Approving Final PUD Development Plan and PUD Amendment for “Bass Lake Crossings 2nd Addition” for MI Homes of Minneapolis, MN LLC on the 51.25 Acre site at County Road 116 and Maple Hill Road (PID 25- 119-23-13-0003, 25-119-23-0002) (City File-18-035) with the removal of item 4bii. Council discussed the motion and the request for the garage elevations. City Planner Lindahl noted the PUD Amendments were requested by the applicant. Council discussed the PUD request and market conditions. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) c. Draft Bee Ordinance City Planner Lindahl presented the report noting the subcommittee reviewed regulations for bees but did not recommend language for chickens. Council discussed the property owner language and sale of products from beekeeping. Ken Guenthner, Bee Subcommittee, addressed the Council noting language for property owners are responsible for the keeping of bees even if someone is renting space to have their hive. Mr. Guenthner noted the sale products language was created to require those who would want to sell their beekeeping products on site to obtain a home occupation license. Council discussed clarification of the language for those selling on their property versus selling at a local establishment. Council inquired about the requirements of Section 3. Item D. Mr. Guenthner noted the requirement allows for colonies to have additional space without additional areas to collect honey. Council discussed zoning related to bees and size of setbacks. City Planner Lindahl noted the ordinance currently allows bees on agricultural uses and is based on animal units and the new ordinance would allow it in additional residential and commercial zoning. Mr. Guenthner noted the current ordinance would allow many colonies and a one-acre parcel could site a colony without impacts on neighboring properties. Mr. Guenthner noted other City’s utilize fly away zones and honeybees do not sting unless protecting the hive. Council discussed the setbacks and education of the public. Per consensus, Council directed staff to proceed with drafting an amendment with the feedback from Council. Council discussed the flyaway barrier and the setbacks. 10. Unfinished Business No unfinished business was presented. 11. New Business a. Park Planning Assistance City Administrator Martens presented the report noting additional expertise is required to move forward in the project. MOTION: made by Keefe, seconded by Dejewski to authorize staff to obtain quotes for design assistance for park planning. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) Council inquired about the amenities. City Administrator Martens noted the Commission wanted to site the identified the amenities even if those aren’t built until future phases. b. County Road Trail Corridor Feasibility Study City Administrator Martens presented the report noting the importance of trails as noted through the Comprehensive Plan process. Council discussed completing studies and the funding sources. Council discussed including this as part of the goal setting session. City Administrator Martens noted the goal setting session will focus high level, but it could be discussed at future meetings. Council discussed the results of the survey. City Administrator Martens noted they study could assist with the future planning. Council discussed trails and funding. MOTION: made by Dejewski, seconded by Schultz to authorize staff to obtain quotes for a feasibility study for trails on County Roads as outlined in the report and seek financial support from Hennepin County. Voting Aye: Thomas, Dejewski, and Schultz Nay: Keefe (Motion carried 3:1) c. 2019 Legislative Priorities City Administrator Martens presented the report highlighting the legislative priorities and noted staff will adapt as legislation arises. MOTION: made by Keefe, seconded by Dejewski to approve the 2019 legislative priorities. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) d. 2019 Commission Liaison Calendar City Administrator Martens presented the report noting the options for assigning liaisons. Council discussed their preferences and availability to serve on the commissions. Per consensus, staff was directed to create the commission liaison with Councilor Keefe as Parks and Trails Commission liaison, Councilor Schultz as the Planning Commission liaison, and Mayor Thomas and Councilor Dejewski as Commission alternates. e. 2019 Council Agenda Format City Administrator Martens presented the report noting the proposed changes. Council discussed keeping staff at meetings. City Administrator Martens noted staff reports typically would be covered by staff in attendance and they would manage the agenda as needed. Per consensus, Council directed staff to make changes to the 2019 agenda format as presented. f. 2019 Goal Setting Session City Administrator Martens presented outlining the proposed date. Mayor Thomas called for a goal setting work session of the City Council to be held on January 5th, 2019 at 9:00am. 12. Closed Session a. City Administrator Performance Evaluation Mayor Thomas stated: “Under the authority of Minn. Stat. § 13D.05 subd. 1(d), 3(a) the City is permitted to close a meeting to evaluate the performance of an individual who is subject to its authority. The city council is going into closed session to evaluate the performance of the City Administrator.” Mayor Thomas recessed the regular meeting at 8:41 pm. Mayor Thomas reconvened the regular meeting at 9:56 pm. Mayor Thomas stated “In the closed session the city council evaluated the performance of the City Administrator. The city council found the City Administrator’s performance be very good. Also in closed session the City Council discussed the compensation of the City Administrator. Chair will entertain a motion to increase the 2019 salary of the City Administrator to $125,000.” MOTION: made by Keefe, seconded by Schultz to increase the 2019 salary of the City Administrator to $125,000. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) 13. 2019 Council Schedule City Administrator Martens reviewed the Council schedule. Council discussed the upcoming meeting. 14. Council Liaison Calendar The Council liaison calendar was not reviewed but was available in the Council Packet. Council discussed the work session. City Administrator Martens noted staff will be bringing a draft ordinance back to council for review. Council discussed having productive work sessions. 15. Adjournment MOTION: made by Dejewski, seconded by Schultz to adjourn. Voting Aye: Thomas, Dejewski, Keefe, and Schultz (Motion carried 4:0) Meeting adjourned at 9:59 pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator AgendaItem8b. CouncilMeetingDate:1/10/2019 FINANCIALCLAIMS PreparedBy:jrotz CHECKRANGE AgendaItem: 7a.FUND #500ESCROWCLAIMS PaidtoAmountProjectname Total$0.00 TotalFund #500 =$ - SeeattachedPaymentsDetail) AgendaItem:7b.ALLOTHERFINANCIAL CLAIMS$ 777,476.12$ 777,476.12TotalChecks SeeattachedCheckDetailRegister) TotalofAutoDeductions$ 77,029.26 TOTALEXPENDITURESFORAPPROVAL$ 854,505.38 AutoDeductions / ElectronicFundTransfer / OtherDisbursements DatePaidtoAmount 1/2/2019FullSourceLLC$ 266.43 12/24/2018MNDeptRev - Fueltax$ 44.46 12/24/2018PERA$ 12,252.81 12/26/2018StateofMN - MSRS$ 1,932.29 12/26/2018StateofMN - Roth$ 2,210.55 12/26/2018Optum - HSA$ 2,744.17 1/4/2019NetPayrollPP01$ 42,044.05 1/4/2019PayrollTaxes$ 14,988.36 1/4/2019PaychexCGS, Garnish$ 531.14 1/4/2019ACHFileFee$ 15.00 Total$ H:\\CityHallInformation\\CITYGOVERNMENT\\Council, Commissions & Committees\\CouncilInformation\\CouncilClaims\\2019ClaimsWorkbook.xls 01/04/191:04PMCITYOFCORCORAN Page 1 Check Detail Register© January 2019 Check AmtInvoiceComment 10100 FarmersState Bank Unpaid A-1OUTDOOR POWER INC E100-45200-210 Operating Supplies (GENERAL)$678.75433535REPAIR SUPPLIES Total A-1 OUTDOOR POWER INC 678.75 Unpaid ACMETOOLS E100-43100-210 Operating Supplies (GENERAL)$107.976308650SUPPLIES Total ACMETOOLS 107.97 Unpaid AXONENTERPRISE, INC. E100-42100-208 TrainingandInstruction$836.00SI-1567957SUPPLIES Total AXON ENTERPRISE, INC. 836.00 Unpaid BEAUDRYOILCOMPANY E100-43100-212 Motor Fuels$279.9419711PROPANE - 8200 CR116 E100-43100-212 MotorFuels$459.6819712PROPANE - 8200 CR116 E100-42100-212 MotorFuels$930.41873216SQUAD FUEL E100-43100-212 MotorFuels$18.07873216GASOLINE E100-41920-210 Operating Supplies (GENERAL)$33.52873216GASOLINE E100-42100-212 Motor Fuels$586.56873824SQUAD FUEL E100-43100-212 Motor Fuels$11.39873824GASOLINE E100-41920-210 Operating Supplies (GENERAL)$21.13873824GASOLINE Total BEAUDRYOIL COMPANY 2,340.70 Unpaid CANVASSOLUTIONSINC E100-41951-207 ComputerSupplies$530.001381625413CANVAS SUBSCRIPTION ANNUAL - PUBLICWORKS Total CANVAS SOLUTIONS INC 530.00 Unpaid CARSON, CLELLAND & SCHREDER E100-41600-300 ProfessionalSrvs (GENERAL)$1,027.31010219CIVIL - LEGAL E100-42100-304 Legal Fees$2,762.53010219CRIMINAL E100-41600-300 Professional Srvs (GENERAL)$35.63010219LAMETTI CONTRACT ACTION Total CARSON, CLELLAND & SCHREDER 3,825.47 Unpaid CENTURY LINK E100-45200-321 Telephone$62.15122718LANDLINE763-420-4061 Total CENTURY LINK 62.15 Unpaid CINTAS - 470 E100-43100-417 Uniforms$41.984014177487PW UNIFORMS E100-41941-210 Operating Supplies (GENERAL)$85.184014177525CITY HALLRUGS E100-41941-210 Operating Supplies (GENERAL)$82.504014177543CITY HALLRUGS E100-43100-210 Operating Supplies (GENERAL)$94.614014177544PW RUGS E100-42100-223 BuildingRepairSupplies$64.834014177552PD RUGS E100-43100-210 Operating Supplies (GENERAL)$93.614014177563PUBLIC WORKS TOWELS E100-43100-417 Uniforms$114.814014177565PWUNIFORMS E100-41941-210 Operating Supplies (GENERAL)$85.184014472505CITYHALLRUGS E100-43100-417 Uniforms$41.984014472510PW UNIFORMS 01/04/191:04PMCITYOFCORCORAN Page 2 Check Detail Register© January 2019 Check AmtInvoiceComment E100-42100-223 Building RepairSupplies$64.834014472551PD RUGS E100-43100-210 Operating Supplies (GENERAL)$49.944014472589PW RUGS E100-41941-210 Operating Supplies (GENERAL)$82.504014472609CITYHALLRUGS E100-43100-417 Uniforms$114.814014472623PW UNIFORMS Total CINTAS - 470 1,016.76 Unpaid COMCAST- 902943336 E100-41941-321 Telephone$107.9473486334LANDLINE E100-42100-321 Telephone$107.9473486334LANDLINE E100-43100-321 Telephone$107.9473486334LANDLINE Total COMCAST- 902943336 323.82 Unpaid COMPUTER INTEGRATIONTECH E100-41941-200 OfficeSupplies (GENERAL)$1,770.00112897HP PRODESK G3 600 Total COMPUTER INTEGRATIONTECH 1,770.00 Unpaid CORCORAN PETCARE CENTER, LLC E202-42100-213 PoliceK9$137.37609630K9 VET CARE Total CORCORAN PETCARE CENTER, LLC 137.37 Unpaid ECMPUBLISHERS INC E100-41941-210 Operating Supplies (GENERAL)$27.71659718PUD ENCORE-PH Total ECMPUBLISHERS INC 27.71 Unpaid EMPLOYEE RELATIONS E100-42100-300 Professional Srvs (GENERAL)$87.5083892BACKGROUND CHECK E100-45200-300 ProfessionalSrvs (GENERAL)$70.0083892BACKGROUND CHECK Total EMPLOYEERELATIONS 157.50 Unpaid EVOLVINGSOLUTIONSINC E100-41951-300 Professional Srvs (GENERAL)$1,350.00100646IT MANAGEDSERVICE - MTH E100-41951-300 Professional Srvs (GENERAL)$945.00100861IT MANAGED SERVICE - MONTHLY Total EVOLVINGSOLUTIONSINC 2,295.00 Unpaid FEHN COMPANIES E100-43100-232 Gravel$2,682.843761GRAVEL Total FEHNCOMPANIES 2,682.84 Unpaid FERGUSON WATERWORKS E601-49400-215 WaterMeters$2,948.520314813METERS E601-49400-215 WaterMeters$919.300314814METERS Total FERGUSONWATERWORKS 3,867.82 Unpaid GOPHERSTATEONE CALL E601-49400-380 Utility & Services (GENERAL)$24.988120298SERVICE E602-49450-380 Utility & Services (GENERAL)$24.978120298SERVICE Total GOPHER STATE ONECALL 49.95 Unpaid H & HSPORTS SHOP 01/04/191:04PMCITYOFCORCORAN Page 3 Check Detail Register© January 2019 Check AmtInvoiceComment E100-42100-208 Training and Instruction$839.97181219-074-0CCIBLAZER Total H & HSPORTSSHOP 839.97 Unpaid HENN CTYHUMANSERVICES DEPT E100-41941-210 Operating Supplies (GENERAL)$272.002019ANNUAL LICENSE Total HENN CTY HUMAN SERVICES DEPT 272.00 Unpaid HOLIDAY STATION STORES E100-42100-220 Repair/Maint Supply (GENERAL)$85.00003401011900PRE PAIDCAR WASH Total HOLIDAYSTATIONSTORES 85.00 Unpaid HUNTER, JOSH G100-21709 DependentCareFSAWithhold$100.00010219DEPENDENT CAREFSAREIMBURSEMENT Total HUNTER, JOSH 100.00 Unpaid I-94WEST CHAMBER E100-41900-210 Operating Supplies (GENERAL)$35.006857STATEOF THECITIES2019MARTENS E100-41900-210 Operating Supplies (GENERAL)$35.006857STATE OF THE CITIES2019 THOMAS Total I-94WEST CHAMBER 70.00 Unpaid JOTSCOMPUTER SERVICES E100-41951-300 ProfessionalSrvs (GENERAL)$468.75255601CONTRACT SERVICE Total JOTSCOMPUTERSERVICES 468.75 Unpaid LEADERSHIP GROWTH GROUPSLLC E100-41300-208 Training and Instruction$600.002019WORKSHOPS/GROUP SESSIONS Total LEADERSHIP GROWTH GROUPS LLC 600.00 Unpaid LEAGUE OFMINNESOTACITIES E100-42100-208 TrainingandInstruction$1,080.00284747SUBSCRIPTION Total LEAGUEOFMINNESOTACITIES 1,080.00 Unpaid LORETTOFIREDEPARTMENT E100-42200-300 Professional Srvs (GENERAL)$41,720.702-22422019FIREPROTECTION - 1ST QTR Total LORETTO FIREDEPARTMENT 41,720.70 Unpaid MARTENS, BRAD E100-41300-210 Operating Supplies (GENERAL)$13.09010319OFFICE SUPPLIES E100-41300-210 Operating Supplies (GENERAL)$50.00122618CELL PHONE E100-41300-210 Operating Supplies (GENERAL)$140.07122618MILEAGE E100-41300-208 Training and Instruction$45.04122718TRAINING Total MARTENS, BRAD 248.20 Unpaid MENARDS MAPLEGROVE E100-45200-210 Operating Supplies (GENERAL)$76.0535511SUPPLIES Total MENARDS MAPLE GROVE 76.05 Unpaid METRO WESTINSPECTION SERVICES E100-42400-300 Professional Srvs (GENERAL)$17,763.511809FINALIZED INSPECTIONS 01/04/191:04PMCITYOFCORCORAN Page 4 Check Detail Register© January 2019 Check AmtInvoiceComment E100-42200-300 Professional Srvs (GENERAL)$60.001810FIRE MARSHALL INSPECTIONS Total METRO WESTINSPECTIONSERVICES 17,823.51 Unpaid METROPOLITAN AREAMGRSASSOC E100-41300-433 DuesandMemberships$45.0020192019 ANNUAL DUES Total METROPOLITAN AREA MGRS ASSOC 45.00 Unpaid METROPOLITAN COUNCIL MCES E602-49450-310 OtherProfessional Services$7,380.45010319SAC ACTIVITY Total METROPOLITAN COUNCIL MCES 7,380.45 Unpaid MINNESOTA EQUIPMENT E100-43100-210 Operating Supplies (GENERAL)$21.18P81017SUPPLIES Total MINNESOTA EQUIPMENT 21.18 Unpaid MINNESOTA RURALWATER ASSOC E601-49400-433 DuesandMemberships$275.002019FEB2019 - FEB2020 MEMBERSHIPDUES Total MINNESOTA RURAL WATERASSOC 275.00 Unpaid MNCHIEFSOFPOLICE ASSOC E100-42100-208 TrainingandInstruction$900.005263CONFLICT MANAGEMENT & MEDIATION COURSE Total MNCHIEFSOFPOLICE ASSOC 900.00 Unpaid MNCITY/COUNTY MGMTASSOC E100-41300-208 Training and Instruction$100.00122118MCMA 2019WINTERPROFESSIONAL WORKSHOP Total MNCITY/COUNTYMGMT ASSOC 100.00 Unpaid MSCIC E100-42100-208 TrainingandInstruction$1,125.002019-CORCO2019 TRAINING CONFERENCE Total MSCIC 1,125.00 Unpaid NORTHMEMORIALEMSEDUCATION E100-42100-208 Training and Instruction$120.00VLW-CDP-H4TRAINING Total NORTHMEMORIAL EMSEDUCATION 120.00 Unpaid NORTHLANDTRUST SERVICES E311-43100-600 DebtSrvPrincipal (GENERAL)$125,000.00CORCO12B.CORCO12B E311-43100-610 Interest$47,193.75CORCO12B.CORCO12B G601-22500 BondsPayable-Current Portion$60,300.00CORCO14B.CORCO14B E601-49400-610 Interest$19,140.50CORCO14B.CORCO14B G602-22500 BondsPayable-Current Portion$74,700.00CORCO14B.CORCO14B E602-49450-610 Interest$23,934.51CORCO14B.CORCO14B E309-47000-600 DebtSrvPrincipal (GENERAL)$30,000.00CORCO16A.CORCO16A E309-47000-610 Interest$2,600.00CORCO16A.CORCO16A E312-47000-600 DebtSrvPrincipal (GENERAL)$220,000.00CORCO16A.CORCO16A E312-47000-610 Interest$24,640.00CORCO16A.CORCO16A E309-47000-610 Interest$12,050.00CORCO18A.CORCO18A E313-47000-610 Interest$25,154.37CORCO18A.CORCO18A 01/04/191:04PMCITYOFCORCORAN Page 5 Check Detail Register© January 2019 Check AmtInvoiceComment Total NORTHLAND TRUSTSERVICES 664,713.13 Unpaid NUSS TRUCK & EQUIPMENT E100-43100-220 Repair/Maint Supply (GENERAL)$147.963193687PPARTS/LABOR Total NUSSTRUCK & EQUIPMENT 147.96 Unpaid OFFICEDEPOT E100-41941-200 OfficeSupplies (GENERAL)$241.38247553353001OFFICE SUPPLIES E100-41941-200 OfficeSupplies (GENERAL)$19.79247573519001OFFICE SUPPLIES E100-41100-210 Operating Supplies (GENERAL)$23.98247573520001COMMISSIONER NAME PLATES Total OFFICEDEPOT 285.15 Unpaid OMNISITE E602-49450-380 Utility & Services (GENERAL)$552.0062926MONITORING Total OMNISITE 552.00 Unpaid POSTMASTER E100-41130-351 Newsletter Expenses$1,095.10010319WINTER 2019NEWSLETTER Total POSTMASTER 1,095.10 Unpaid RANDYS ENVIRONMENTAL SERVICES E100-41941-380 Utility & Services (GENERAL)$272.81122618CITY HALL GARBAGE1280351 E100-43232-300 ProfessionalSrvs (GENERAL)$517.86122618MONTHLYRECYCLING 1280351 E100-45200-380 Utility & Services (GENERAL)$242.76122618PARKS GARBAGE11039 E100-43100-380 Utility & Services (GENERAL)$192.74122618PUBLICWORKS GARBAGE (9100) 12112149 Total RANDYSENVIRONMENTAL SERVICES 1,226.17 Unpaid ROLFERICKSONENTERPRISES INC E100-41550-300 ProfessionalSrvs (GENERAL)$5,053.75010319MONTHLYASSESSING FEE E100-41550-300 ProfessionalSrvs (GENERAL)$12.84010319COUNTY DATA FEE Total ROLFERICKSONENTERPRISES INC 5,066.59 Unpaid SAFE & KNIFECOMPANY E416-42100-210 Operating Supplies (GENERAL)$3,274.00010219SAFEGUARD GUNSAFE ANDPISTOLSAFE WITH SIMPLEXLOCK Total SAFE & KNIFECOMPANY 3,274.00 Unpaid SPRINT E100-43100-321 Telephone$310.81391283315-20CELL SERVICE Total SPRINT 310.81 Unpaid STREICHER SPOLICEEQUIPMENT E100-42100-209 PoliceReserves$6.00I1344027RESERVEOFFICER - UNIFORMS Total STREICHER SPOLICEEQUIPMENT 6.00 Unpaid TEAMSTER LOCAL320 G100-21707 UnionDues$343.44JAN19UNION DUES/TLDF Total TEAMSTERLOCAL 320 343.44 01/04/191:04PMCITYOFCORCORAN Page 6 Check Detail Register© January 2019 Check AmtInvoiceComment Unpaid TOWMASTER E416-42100-210 Operating Supplies (GENERAL)$2,080.40410953COP BOXWITH MOUNTING PLATE Total TOWMASTER 2,080.40 Unpaid TRANSUNION RISK & ALTERNATIVE E100-42100-300 ProfessionalSrvs (GENERAL)$25.003609221-1218SERVICE Total TRANSUNION RISK & ALTERNATIVE 25.00 Unpaid TWINCITYGATE E100-43100-223 Building RepairSupplies$250.0018061REPAIR PARTS Total TWINCITY GATE 250.00 Unpaid VERIZON WIRELESS E100-42100-323 Radio Units$280.089821100107RADIO UNITS E100-42100-321 Telephone$400.599821100107CELL SERVICE Total VERIZONWIRELESS 680.67 Unpaid WESTSIDE WHOLESALE TIRE E100-43100-220 Repair/Maint Supply (GENERAL)$189.31827242SERVICE E100-43100-220 Repair/Maint Supply (GENERAL)$912.10827243SERVICE Total WESTSIDE WHOLESALE TIRE 1,101.41 Unpaid XCELENERGY E100-43100-380 Utility & Services (GENERAL)$1,038.78619919317UTILITIES-9100 Total XCEL ENERGY 1,038.78 Unpaid ZEPSALES & SERVICE E100-43100-210 Operating Supplies (GENERAL)$1,218.899003907739SUPPLIES Total ZEP SALES & SERVICE 1,218.89 10100 Farmers State Bank$777,476.12 FundSummary 10100 Farmers State Bank 100GENERALFUND$95,146.00 202POLICE DONATION FUND$137.37 309D/S-EQUIPMENTCERTS$44,650.00 3112012BPUBLIC WORKS BONDD/S$172,193.75 312 2016ADOWNTOWN IMPROVEMENT D/S$244,640.00 313RockfordSchoolLand 2018A D/S$25,154.37 416CAPITAL-EQUIPMENT CERTS$5,354.40 601WATER$83,608.30 602SEWER$106,591.93 777,476.12 CityofCorcoran ConsultantSummary 1/10/2019 NameInvoice DateAmountDue Carson, Clelland & Schreder01/02/19 3,825.47 Landform MetroWestInspection01/02/19 17,823.51 RolfEricksonEnterprises01/03/19 5,066.59 WenckAssociates Total$ 26,715.57 H:\\CityHallInformation\\CITYGOVERNMENT\\Council, Commissions & Committees\\CouncilInformation\\Council Claims\\2019ClaimsWorkbook.xls Q-D1b Vendor:_ CARSON,CLELLAND&SCHREDER CITY OF CORCORAN Date: 1-2-19 PAYMENT VOUCHER Address: CARSON,CLELLAND&SCHREDER 6300 SHINGLE CREEK PKWY#305 Payment Total: $ 3,825.47 MINNEAPOLIS MN 55430-2190 Due Date: 02/01/19 Fund Department Account Descri tion Amount 100 41600 300 CIVIL-LEGAL 9' 100 41600 300 GEORGE LOT CONSOLIDATION 100 41600 300 WATERSHED FEE DISPUTE 100 41600 300 RAVINIA-TABOR 100 41600 _ 300 TOTAL CONTROL SOLUTIONS AGREEMENT 100 42100 304 CRIMINAL 2,8 3 100 41600 300 LENNAR/RAVINIA 100 41600 300 Gleason Parkway Extension ilMillialir 100 41600 300 Lametti Contract Action 35.63 205 42100 304 VEHICLE FORFEITURE 411 43100 300 PW FLOOR SETTLING 422 43100 530 DT UTILITY PROJECT-STREET 37% 422 49400 530 DT UTILITY PROJECT-WATER 28% 422 49450 530 DT UTILITY PROJECT-SEWER 35% 423 45200 510 ROCKFORD SCHOOL LAND PURCHASE 424 43100 530 FIR LANE TURN LANE PROJECT 425 49450 530 PULTE TRUNK LINE EASEMENT ACQUISITION 1 500 20320 Lennar Design 500 20335 Lennar Engineering 500 20389 STREHLER ESTATES 16-01 500 20392 MN Solar 500 20400 RAVINIA 5TH&6TH 500 20407 MOTOR CAFE CUP 500 20416 Sunrise Solar 17-007 500 20420 Bass Lake Cross Ml Home 17-012 500 20421 Ravinia 7th Addition 500 20423 Bass Lake Estates Sketch PUD 17-015 500 20433 Bass Lk Est PP/PUD, CPA 17-026/Bass Lk Cross South 500 20436 PULTE DEVELOPMENT 500 20439 Bass Lake Cross MI Home CR10 Turn Lanes 17-012 500 20441 Olsen Access Encroachment Agreement 500 20445 RAVINIA 9TH FP AND PUD 17-042 500 20446 Rush Creek Run Whisney 18-001 500 20452 Matter Home Occupation 18-009 500 20454 Edgewater Corcoran Skch 18-018 500 20456 Willow LLC Minor Subd 18-022 500 20458 Rush Creek Run FP 18-026 500 20462 Maghrak Lot Combo&Var 18-031 601 49400 304 WATER-50% 602 49450 304 SEWER-50% iI TOTAL: $ 3,825.47 Notes Check# 3zy,b Ltr. 411 IMIE Carson, Clelland Schreder ATTORNEYS AT LAW 6300 SHINGLE CREEK PARKWAY STE 305 MINNEAPOLIS, MN 55430-2190 763)-561-2800 December 28,2018 CITY OF CORCORAN ECEIVE8200CORD116 CORCORAN, MN 55340 JAN 022019 BY:. Professional Services Amount Civil 12/4/2018 Prepare for, attend conference call with Administrator, Public Works Director regarding 142.50 liquidated damages issue in construction contract, review contract,correspondence from contractor, update file 1215/2018 Correspondence with Administrator, review correspondence from watershed, draft 71.25 resolutions,watershed minutes,update file 12/6/2018 Research sign ordinance enforceability issues, campaign sign removal/destruction issues, 71.25 correspondence with Code Enforcement Official 12/7/2018 Conference with Administrator regarding personnel issue, land sale issue, research TIF 106.88 funds issue Conference with Attorney Thames regarding potential land sale, review files, conference with 46.67 Attorney Carson 12/10/2018 Correspondence with title company, order O&E report; pull 12/13 City Council agenda 35.00 packet attachments 12/12/2018 Review City Council agenda packet, correspondence with Administrator 142.50 Conference with Attorney Carson regarding sale of TIF funded land issue, eminent domain 47.50 issue, update files Receipt of O&E report, email City staff regarding EDA dissolution resolution 17.50 12/13/2018 Research condemnation issues, review O&E report, review city authority to transfer land 142.50 12/18/2018 Review CUP resolution, city authority issue 35.63 12/19/2018 Review zoning interpretation issue, correspondence with Code Enforcement Officer 47.50 regarding private property retainage issue 12/21/2018 Correspondence with City staff regarding open files, request general conditions for 35.63 construction contract,correspondence with Tammy Omdal regarding bond status issue SUBTOTAL: 942.31] bt, "II66 CITY OF CORCORAN Page 2 Amount Lametti Contract Action 12/20/2018 Review contract documents regarding retainage and final payment 35.63 SUBTOTAL: 35.63] Criminal oa-9 1601)"',70° - 11/27/2018 Review files, criminal histories, and victim input for court on 11/28 48.75 Handle Brookdale court calendar 73.13 11/28/2018 Attend hearings at Brookdale court 65.00 11/29/2018 Court updates from 11/21 court 32.50 Review files, prepare dispositions 32.50 11/30/2018 Review files, preparation disposition letters and notes for follow up 32.50 12/3/2018 Correspondence with Public Works Director, Administrator regarding open files, review city 47.50 authority issue, update files Preparation of one complaint 40.00 Court updates from 11/28 court 48.75 Review files in preparation for Brookdale court calendar 48.75 12/4/2018 Preparation of one complaint 40.00 Review files in preparation for court 32.50 Handle Brookdale court calendar 48.75 12/5/2018 Attend hearings at Brookdale court 113.75 Review files, prepare disposition letters 48.75 12/6/2018 Review file, criminal history,and prepare plea by mail petition for incarcerated defendant 32.50 12/7/2018 Preparation of one complaint 40.00 Review files, prepare dispositions 32.50 12/10/2018 Court updates from 12/5 32.50 Review Brookdale files in preparation for 12/11 calendar 48.75 12/11/2018 Schedule upcoming court appearances 16.25 Prepare plea by mail petition for e-filing 16.25 Review files,criminal histories, and victim input in preparation for court 32.50 Handle Brookdale court calendar 48.75 12/12/2018 Attend hearings at Brookdale court 97.50 Review files, prepare dispositions and notes for follow up 32.50 12/13/2018 Court updates from 12/12 65.00 Correspondence with staff regarding ordinance violation 48.75 12/17/2018 Review file/offer 16.25 Phone call with defendant to discuss case, offer, and plea by mail 32.50 Review Brookdale files in preparation for 12/18 calendar 32.50 12/18/2018 Conference with Attorneys Ross, Larkin regarding nuisance enforcement actions,open files,106.88 update files, conference regarding probation violation hearing Corcoran v. McCarthy--Discuss case with Attorney Larkin, discuss probation violation 121.88 hearing Review file, review evidence, contact witnesses and prepare for contested Morrissey hearing 146.25 in McCarthy matter Review files,criminal histories, and victim input for court 32.50 Handle Brookdale calendar 48.75 CITY OF CORCORAN Page 3 Amount 12/19/2018 Conference with Attorneys Ross and Larkin regarding probation violation hearing, CUP 121.88 enforcement issue, review charging issue Email and phone call with attorneys regarding criminal cases 48.75 Attend hearings at Brookdale court 308.75 12/20/2018 Preparation of one complaint 40.00 Review file, criminal history,and prepare plea by mail petition for incarcerated defendant 32.50 12/21/2018 Preparation of one complaint 40.00 Review files in preparation for 12/26 court; review criminal histories, driving records, 32.50 probation status, victim input, prepare offers Open criminal files, preparation of criminal complaints; preparation of cases for court 112.50 calendars, including court and jury trials;contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 81.25 calendars, including court and jury trials;contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 93.75 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period SUBTOTAL: 60' 91 I0) 3°"I - [ 2,746.27) For professional services rendered 3,724.21 Client Expense Charges : Civil O&E report regarding City Hall property k 85.00 SUBTOTAL: 85.00] Criminal Expenses: Monthly support fee for November 16.26 SUBTOTAL: 16.26] Total Client Expense Charges Uo 3`)Y $101.26 Total amount of this bill 3,825.47 Previous balance 4,486.04 12/27/2018 Payment-thank you 4,486.04) Total payments and adjustments 4,466.04) CITY OF CORCORAN Page 4 Amount Balance due 3,825.47 I hereby declare under the penalties of perjury that the foregoing statement for legal services is just and correct and that no part thereof has been paid. 0- John J.Thames, City Attorney Vendor: METRO WEST INSPECTION SRV CITY OF CORCORAN Date 1-2-19 PAYMENT VOUCHER Address: METRO WEST INSPECTION SRV I BOX 248 Payment Total: $ 17,823.51 LORETTO,MN 55357 Due Date: 02/01/19 I 1FundDepartmentAccountDescription Amount 100 20201 INSPECTION-2015 100 20201 INSPECTION-2016 100 42400 300 FINALIZED INSPECTIONS 1809 17,763.51 100 20201 INSPECTION-2016 100 42400 300 INSPECTION-2017 100 42400 300 MEETINGS & PLAN REVIEWS 100 42400 300 _ MEETINGS & PLAN REVIEWS 100 42200 300 FIRE MARSHALL INSPECTIONS 1810 60.00 TOTAL : $ 17,823.51 Approved Notes Check# 94),A 32gzs111'7, Metro West Inspection Services, Inc. 689 Medina St, Suite 250 Loretto, MN 55357 Metro West Inspection Services, Inc. INVOICE BILL TO INVOICE# 1809 City of Corcoran DATE 12/28/2018 8200 County Rd 116 Corcoran, MN 55340 ECIV JAN 01 2019 BY: ACTIVITY HOURS RATE AMOUNT Finaled Permits 1 17,763.51 17,763.51 Finaled permits November 2018 BALANCE DUE 17,763.51 I 1 METRO WEST INSPECTION SERVICES,INC. BOX 248 LORETTO,MN 55357 PH.763-479-1720 FAX 763-479-3090 BILLED TO: City of Corcoran 8200 County Rd 116 Corcoran,MN 55340 Invoice Date December 28,2018 35%EllsMe Fees, Permit 8 Perm*Address Mechanical,Pkn .Mechanical, n in Flan 100% Tad Fees Check,SEC 2018-00089 19860 Country Rd 90.00 31.50 2018-00106 19343 Bridle Path 6,021.28 2,107.45 2018-00110 19355 Bridle Path 5,749.48 2,012.32 2018-00113 19367 Bridle Path 5,933.90 2,076.87 2018-00129 19365 Lupine Ln 5,105.66 1,786.98 2018-00130 19379 Bridle Path 5,232.33 1,831.32 2018-00190 19188 66th Ave N 4,355.42 1,524.40 2018-00191 19343 Annabelle Ln 5,734.48 2,007.07 2018-00209 19152 66th Ave N 4,954.46 1,734.06 2018-00226 10810 Co Rd 19 599.04 209.66 2018-00242 6685 Willow Dr 248.74 87.06 2018-00270 19202 Galloway Cr 55.00 19.25 2018-00275 21090 Horseshoe Tr 179.44 62.80 2018-00282 7461 Fir Ln 3,926.86 1,374.40 2018-00289 6431 Hunter LA 156.34 54.72 2018-00308 9422 Fox Valley Dr 90.00 31.50 2018-00334 20075 Dassel LA 150.00 52.50 2018-00347 10100 Hage Dr 75.00 26.25 2018-00354 19401 Lupine Ln 294.94 103.23 2018-00359 9733 Sundance Rd 252.54 88.39 2018-00360 7760 Corcoran T E 150.00 52.50 2018-00361 19214 Galloway CR 100.00 35.00 2018-00362 6330 Horseshoe DR 75.00 26.25 2018-00364 7800 Maple Hill Rd 250.00 87.50 2018-00267 9925 Ebert Rd 92.98 32.54 2018-00369 20112 Hillside Dr 90.00 31.50 2018-00373 20740 70th Ave N 20.00 7.00 2018-00374 6900 Old Settlers Rd 90.00 31.50 2018-00376 20115 Auger Ave 50.00 17.50 2018-00390 19325 Mystique Dr 150.00 52.50 2018-00378 23044 Co Rd 10 90.00 31.50 2018-00389 19389 Lupine Lane 75.00 26.25 2018-00391 10415 Hage Dr 75.00 26.25 2018-00398 23107 Larsen Rd 90.00 31.50 2018-00392 6841 Olde Sturbridge Dr 75.00 26.25 2018-00393 23870 Pioneer Dr 75.00 26.25 0.00 0.00 0.00 0.00 Page Total 17,763.51 Invoice Total 517,763.51, Metro West Inspection Services, Inc. 689 Medina St, Suite 250 Loretto, MN 55357 ER Metro West Inspection Services, Inc. INVOICE BILL TO INVOICE# 1810 City of Corcoran DATE 12/28/2018 8200 County Rd 116 Corcoran, MN 55340 EC1 II JAN 01 2019 BY: ACTIVITY HOURS RATE AMOUNT Are Marshall 1 60.00 60.00 review and memo for 23405 Co Rd 10 with Fire Marshal Loren Kohnen BALANCE DUE 60.00 Metro West Inspection Services, Inc. Box 248 Loretto, MN 55357 November 28, 2018 To: Mike Pritchard City of Corcoran From: Loren Kohnen Item: Project at 23405 County Rd 10 Corcoran I have reviewed the site plan for 23405 County Road 10. Upon review it will be necessary to remove all buildings,wells and septic tanks before any structure is built. This lot has a proposed 27,320 square foot building with a large open lot and a parking area.After review of the proposed building,the items listed below, but not limited to, need to be addressed prior to approval. Outside storage Fire Department access to be reviewed and approved by public safety The building should be of metal type construction, if permitted by the city of Corcoran A key box will be required at the gate and on the building The area for two compliant septic system Respectfully, Loren Kohnen Fire Marshal Vendor: ROLF ERICKSON ENTERPRISES INC CITY OF CORCORAN Date: 1-3-19 PAYMENT VOUCHER Address: ROLF ERICKSON ENTERPRISES INC PO BOX 47841 Payment Total: $ 5,066.59 PLYMOUTH, MN 55447 Due Date: 02/02/19 Fund Department Account Description Amount _ 100 41550 300 MONTHLY ASSESSING FEE 010319 5,053.75 1 100 41550 300 COUNTY DATA FEE 12.84 100 41550 210 FORMS AND SUPPLIES-POSTAGE 100 41550 210 FORMS AND SUPPLIES 100 41550 210 FORMS AND SUPPLIES 100 41550 201 POSTAGE TOTAL : $ 5,066.59 Approved Notes Check# 60 gl)?3 3i3Z 7 1 STATEMENT flECEVEF 31-Dec-18 JAN 0 3 2019 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING BY: P O BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 116 CORCORAN, MN 55340 DECEMBER 2018 ASSESSING FEE 5,053.75 COUNTY DATA FEE 12.84 TOTAL 5,066.59 STAFF REPORT Agenda Item 8c. Council Meeting: January 10, 2019 Prepared By: Jessica Beise Topic: 2019 Open Book Meeting Action Required: Approval Summary: Since 2015, the City Has hosted an Open Book meeting in place of a Local Board of Appeal and Equalization meeting. The Open Book meeting is coordinated by the City Assessor’s office in place of having Council members trained to review property assessments The Open Book meeting is an informal review between the property owners and the assessor/appraiser to resolve assessment questions prior to the county board of appeal and equalization. Residents are not required to appear at the Open Book Meeting, but attendance is strongly recommended if appealing an assessment. Residents may appeal directly to the county board of appeal and equalization. In previous years it has been hosted on the second Thursday in April prior to the first Council meeting. The proposed date for 2019 is April 11, 2019. Financial/Budget: The assessor costs associated with an Open Book meeting are the same as a Local Board of Appeal meeting. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. Recommendation: Host the Open Book meeting as proposed. Council Action: Host the Open Book meeting as proposed. STAFF REPORT Agenda Item 10a. Council Meeting: January 10, 2019 Prepared By: Brad Martens Topic: Request for Contribution – Dayton Parkway Interchange Action Required: Approval Summary: The City of Corcoran has received a formal request from the City of Dayton to contribute $250,000 towards the Dayton Parkway Interchange project (formerly known as the Brockton Interchange project). The request was discussed at the November 8th and November 19th meetings in 2018. Council requested additional information regarding the potential for a loan option, potential for commercial/industrial tax base development, and potential reciprocity for receiving water from Dayton. The following outlines each of those items: Potential for a loan option o The City of Dayton has confirmed that a loan is not possible. See attached letter from the City of Dayton dated December 31, 2018. Potential for commercial/industrial tax base development o Approximately 148 acres in northeast Corcoran (north of CR 30 and east of CR 116) is guided as commercial or industrial. An additional 77 acres is guided as mixed use which 50% is to be non-residential. As a comparison the City currently has a total of 247 acres currently zoned as commercial/industrial. o Annual City taxes paid by randomly selected commercial/industrial properties (2018): 23350 County Road 10 (5.98 acres): $8,184 9350 County Road 19 (7 acres): $9,872 23580 Hwy 55 (10.29 acres): $8,320 7631 Commerce St (1.66 acres): $4,403 The above randomly selected properties average a City tax of $1,236 per acre, per year. o Using the above $1,236 per acre, the following table shows how long it would take for a potential return on the investment with different amounts of acres developed: Acres Years 10 20 20 10 30 7 40 5 50 4 It should be noted that the ability to have additional development would require an amendment to the water service agreement with Maple Grove, or a City of Corcoran water system. Potential reciprocity for receiving water from Dayton o The City of Dayton intends to work with Corcoran as possible to provide efficient water service for our communities however is unable to commit at this time. See attached letter from the City of Dayton dated December 31, 2018. The Dayton Parkway Interchange project has been a priority for the City of Corcoran for some time. Each of the past five adopted legislative priorities has included the support for the interchange. In addition, the following is from the draft 2040 Comprehensive Plan: Along with the potential for commercial/industrial development, the other benefit for Corcoran is improved trip distribution. Attached to this report is a graphic showing a projection completed by SRF showing anticipated traffic volumes after completion of the interchange and associated road connections. The projection shows a decrease in 2040 traffic volume on County Road 30 and portions of County Roads 116 and 101. It is requested that the Council discuss the request and consider approving the attached resolution dedicating the funds. Financial/Budget: Design work completed over the past several years has been funded through multiple sources including $2 million from the City of Dayton. The proposed remaining project is estimated at approximately $25 million. The City of Dayton has identified at $4 million gap and is requesting $250,000 from Corcoran to fill a portion of that gap. According to the City of Dayton, the contribution is not due immediately and could be staged over multiple years. In 2019 a transportation fund will be created through a financial transfer for the Gleason Parkway extension project. This fund will be in excess of the $250,000 contribution request and be eligible for use. The other option would be to commit general fund tax dollars through the annual budget process. Alignment with Values: This item relates to the following adopted values: Fiscal Responsibility We believe that the prudent stewardship and opportunistic investment of public funds is essential for confidence in government and to position the City for future success. Responsible Decision Making We believe it is the responsibility of the City to address difficult issues now in order to avoid larger more difficult issues in the future. Options: 1. Approve resolution 2019-02 dedicating funds to the Dayton Parkway Interchange Project 2. Decline to approve the resolution. Recommendation The vision of Corcoran includes “a variety of commercial and industrial businesses exist to provide for most services and jobs for the community”. An investment of this nature in close proximity to Corcoran would significantly increase the likelihood of additional investment in properties guided commercial and light industrial. It should be noted that water supply issues would need to be addressed prior to new development being approved. Due to past support for the project, potential benefits, and reasonably sized request, staff recommends approval of the resolution. Council Action: Consider a motion to approve resolution 2019-02 dedicating funds to the Dayton Parkway Interchange Project Attachments: 1. December 31, 2018 Letter from City of Dayton 2. Traffic Volume Shifts with Dayton Interchange 3. Resolution 2019-02 December 31, 2018 Brad Martens, City Administrator City of Corcoran Dear Brad: This letter is a follow up to your November 19, 2018 Council meeting in which Dayton Mayor Tim McNeil was asked to respond to Corcoran related to a potential loan option as well as the potential availability of the Dayton water supply system for use in northeast Corcoran. The following outlines the responses to both questions: Potential loan option o A question arose whether the City of Corcoran could loan $250,000 to the Dayton Parkway Interchange project and only forgive it if certain tax base grew because of the project. This is not possible to achieve the regional status needed to secure additional funding. Potential availability of the Dayton water supply system for use in northeast Corcoran o Due to the water supply system being only in the planning phase, the City of Dayton unfortunately cannot commit to allowing Corcoran to use the system for its northeast district. The City of Dayton however will continue to work collaboratively with Corcoran in planning our system in order to provide water service as efficient and cost effective as possible. This includes looking into the option of a shared water supply system for Dayton and Corcoran. Thank you for the opportunity to respond to the questions. The City of Dayton looks forward to continued partnership between our two cities. Sincerely, Tina Goodroad City Administrator 22,70012,8009,600 5,200 12,400 94 101 HENNEPIN COUNTY 116 HENNEPIN COUNTY 30 HENNEPIN COUNTY 116 HENNEPIN COUNTY 81 HENNEPIN COUNTY 610 94 117 HENNEPIN COUNTY 30 HENNEPIN COUNTY 17,300 (-5,400) 9,900 (-2,900) 7,500 (-2,100) 13,800 (+8,600) 11,000 (-1,400) 94 94 101 HENNEPIN COUNTY 116 HENNEPIN COUNTY 30 HENNEPIN COUNTY 117 HENNEPIN COUNTY 116 HENNEPIN COUNTY 81 HENNEPIN COUNTY 610 26,000 117 HENNEPIN COUNTY 30 HENNEPIN COUNTY Year 2040 No Build Conditions (No DPI or CR 117 Extension) Year 2040 Build Conditions (DPI and CR 117 Extension Assumed) Traffic Volume Shifts with Dayton Interchange XX,XXX - Year 2040 Forecast XX,XXX - Year 2040 Forecast (X,XXX) - Change from No Build City of Corcoran January 10, 2019 County of Hennepin State of Minnesota RESOLUTION NO. 2019-02 Page 1 of 2 Motion By: Seconded By: DEDICATING FUNDS TO THE DAYTON PARKWAY INTERCHANGE PROJECT WHEREAS, the Dayton Parkway Interchange project (formerly Brockton Interchange project) is intended to provide an additional access to I-94 just north of Corcoran in the City of Dayton; and WHEREAS, corridor studies, location studies, and interchange design has been completed, and final plans are near completion; and WHEREAS, the proposed schedule is to complete the interchange project by end of year 2021; and WHEREAS, the cost of the project is estimated at more than $28 million of which $26 million has been secured; and WHEREAS, the City of Dayton has requested that the City of Corcoran contribute $250,000 towards the finance gap for the project and to show regional support for the project; and WHEREAS, benefits of the interchange to the City of Corcoran include support for commercial and industrial economic development, better traffic distribution, and increased transportation capacity for future growth; and WHEREAS, the Corcoran City Council has previously showed support for the project in the 2030 Comprehensive Plan, draft 2040 Comprehensive Plan, and past five years of adopted legislative priorities; and WHEREAS, the Corcoran City Council has discussed this request at the November 8, 2018, November 19, 2018, and January 10, 2019 City Council meetings; and WHEREAS, the Corcoran City Council has found that the investment of $250,000 is appropriate due to the benefits as stated in this resolution. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that the City of Corcoran hereby dedicates $250,000 to the Dayton Parkway Interchange Project subject to the following conditions: 1. The project receives full funding and is constructed to substantial completion. 2. Corcoran receives notice of substantial completion from the City of Dayton or their designee. 3. Payment will be made to the City of Dayton or their designee from a fund of Corcoran’s choosing upon notice of substantial completion. City of Corcoran January 10, 2019 County of Hennepin State of Minnesota RESOLUTION NO. 2019-02 Page 2 of 2 VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Bottema, Jonathan Bottema, Jonathan Dejewski, Brian Dejewski, Brian Keefe, Mike Keefe, Mike Schultz, Alan Schultz, Alan Whereupon, said Resolution is hereby declared adopted on this 10th day of January 2019. ___________________________________ Ron Thomas - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 11a. Council Meeting: January 10, 2019 Prepared By: Jessica Beise Topic: Website Project Update Action Required: Approval Summary: In 2017 as part of the City Council goal setting the Council identified Increase Communication as an action step/goal. The City discussed a future website redesign as an option to increase communications. In 2018 the City allocated funds in the Capital Improvement Plan (CIP) to redesign the City’s website. Staff has received five proposal and viewed demonstrations with the prospective providers. Staff reviewed the proposals and based on features, internal interface usability, and cost, staff is recommending CivicLive with the mass notification tool as the option for the City. See the attached website quote comparison chart. If approved staff will begin working on the website which in anticipated to be completed by the end of June. Financial/Budget: In the 2018-2019 CIP $25,000 was allocated to implement a new website and annually $5,500 was allocated for annual maintenance as part of the budget. The recommended provider provides a significant implementation cost reduction and reduced annual fees. Additionally the City will receive a redesign of the website in year four if the City stays with the provider. Alignment with Values: This item relates to the following adopted values: Fiscal Responsibility We believe that the prudent stewardship and opportunistic investment of public funds is essential for confidence in government and to position the City for future success. Responsible Decision Making We believe it is the responsibility of the City to address difficult issues now in order to avoid larger more difficult issues in the future. Community Pride and Partnership We believe in creating a strong sense of community through partnerships with civic organizations, school districts, and local businesses. Efficient and Effective Service Delivery We believe providing services to residents and businesses in an efficient and effective manner makes government easier to work with and creates a business friendly environment. Options: 1. Authorize staff to execute the quote for website redesign services with CivicLive with the mass notification tool and to begin the website redesign process. 2. Recommend another provider. 3. Decline to move forward with a website redesign. Recommendation Authorize staff to execute the quote for website redesign services with CivicLive with the mass notification tool and to begin the website redesign process. Council Action: Consider a motion to authorize staff to execute the quote for website redesign services with CivicLive with the mass notification tool and to begin the website redesign process. Attachments: 1. Website Quote Comparison 2. Granicus Quotes 3. Revize Quotes 4. CivicLive Quotes 5. CivicsPlus Quote 6. GovOffice Quote Provider/Product Examples Key Features Internal Interface Additional Cost Considerations Set Up Fee Year 1 Year 2 Year 3 Year 4 Year 5 Total Cost Granicus - Innovator Product Custom Template Eden Prairie, MN https://www.edenprairie.org/Custom Template, Auto link to Facebook, Integrate with Agendas Software Someday, Can edit mobile site content More intuitive then our current provider 15,150.00$ 150.00$ 4,675.50$ 4,890.38$ 5,134.89$ 5,391.64$ 35,392.41$ Granicus - Pioneer Product Predesigned Templates Gilbert, AZ https://www.gilbertaz.gov/Predesigned Template, Auto link to Facebook, Integrate with Agendas Software Someday, Can edit mobile site content More intuitive then our current provider 7,650.00$ 150.00$ 4,675.50$ 4,890.38$ 5,134.89$ 5,391.64$ 27,892.41$ Revize - Basic Custom Template, Social Media Integration, Additional Apps for Purchase More intuitive then our current provider Website Redesign in Year 4 with No Additional Costs - Provided an additional 10% Off 8,280.00$ 2,000.00$ 2,000.00$ 2,000.00$ 2,000.00$ 2,000.00$ 18,280.00$ Revize - with Form Builder or Public Service Request App Custom Template, Social Media Integration, Additional Apps for Purchase More intuitive then our current provider Website Redesign in Year 4 with No Additional Costs - Provided an additional 10% Off 9,180.00$ 3,000.00$ 3,000.00$ 3,000.00$ 3,000.00$ 3,000.00$ 24,180.00$ Revize - with Form Builder and Public Service Request App Custom Template, Social Media Integration, Additional Apps for Purchase More intuitive then our current provider Website Redesign in Year 4 with No Additional Costs - Provided an additional 10% Off 9,630.00$ 3,500.00$ 3,500.00$ 3,500.00$ 3,500.00$ 3,500.00$ 27,130.00$ CivicLive - Predesigned Templates Predesigned Template, Responsive Design, Create Workflows for Documents Live Edit Option Website Redesign in Year 4 with No Additional Costs 5,750.00$ 1,750.00$ 1,750.00$ 1,750.00$ 1,750.00$ 12,750.00$ CivicLive - Custom Template Custom Template, Responsive Design, Create Workflows for Documents Live Edit Option Website Redesign in Year 4 with No Additional Costs 7,950.00$ 1,750.00$ 1,750.00$ 1,750.00$ 1,750.00$ 14,950.00$ CivicLive - Custom Template with Mass Notification Solution Custom Template, Auto link to Facebook, Responsive Design, Create Workflows for Documents, Mass Notification Software (Surveys, mobile app) Live Edit Option Website Redesign in Year 4 with No Additional Costs 7,950.00$ 2,000.00$ 3,750.00$ 3,750.00$ 3,750.00$ 3,750.00$ 24,950.00$ CivicsPlus - Custom Blaine, MN https://www.blainemn.gov/ Orono, MN https://www.ci.orono.mn.us/ Custom Template, Responsive Design, Social Media Integration, Additional Integrations (HR Functions, Etc.) Live Edit Option Website Redesign in Year 4 with No Additional Costs 21,599.00$ 4,800.00$ 4,800.00$ 4,800.00$ 4,800.00$ 40,799.00$ GovOffice - Basic Predesigned Templates Waterford, MN https://www.waterfordtownshipmn.org/Predesigned Template Current Provider - Not intuitive 6,700.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 10,950.00$ GovOffice - Budget Predesigned Templates Clarence, IA http://www.clarenceia.org/Predesigned Template Current Provider - Not intuitive 4,900.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 9,150.00$ GovOffice - Value Predesigned Templates Wall, SD https://www.wallsd.us/Predesigned Template Current Provider - Not intuitive 3,400.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 7,650.00$ GovOffice - Progressive Predesigned Templates Otsego, MN https://www.ci.otsego.mn.us/Predesigned Template Current Provider - Not intuitive 2,200.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 6,450.00$ Moundsview, MN http://www.moundsviewmn.org/index.php Columbia Heights, MN https://www.columbiaheightsmn.gov/ Farmington, MN http://farmingtonmn.gov/ Davenport, IA http://cityofdavenportiowa.com/ Website Providers Comparison Granicus Proposal for Corcoran, MN Granicus Contact Name:Will Trost Phone:7207705582 Email:will.trost@granicus.com Proposal Details Quote Number:Q-52076 Prepared On:12/27/2018 Valid Through:1/26/2019 Pricing Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Currency:USD Period of Performance:The term of the Agreement will commence on the date this document is signed and will continue for 60 months. One-Time Fees Solution Billing Frequency Quantity/Unit One-Time Fee govAccess – Website Design and Implementation – Pioneer Milestones - 40/ 20/20/20 1 Each $7,500.00 CMS 6 SSL Certificate (Set-Up)Milestones - 40/ 20/20/20 1 Each $150.00 SUBTOTAL:$7,650.00 Annual Fees for New Subscriptions Solution Billing Frequency Quantity/Unit Annual Fee govAccess - Maintenance, Hosting, & Licensing Fee - Core Annual 1 Each $0.00 (First year free) Single-Domain SSL Certificate Annual 1 Each $150.00 SUBTOTAL:$150.00 Remaining Period(s) Solution(s)Year 2 Year 3 Year 4 Year 5 govAccess - Maintenance, Hosting, & Licensing Fee - Core $4,500.00 $4,725.00 $4,961.25 $5,209.31 Single-Domain SSL Certificate $157.50 $165.38 $173.64 $182.33 TOTAL:$4,657.50 $4,890.38 $5,134.89 $5,391.64 Product Descriptions Name Description govAccess – Website Design and Implementation – Pioneer govAccess Website Design and Implementation - Pioneer provides a citizen focused website and includes: •One (1) homepage wireframe from Granicus' design library •One (1) custom mobile homepage •Fully responsive design •Custom mobile homepage or standard mobile responsive homepage •Video background or standard rotating Image carousel (switchable at any time) •Programming/CMS implementation •Migrate up to 50 webpages •One (1) day of remote web-based training govAccess - Maintenance, Hosting, & Licensing Fee - Core The govAccess Maintenance, Hosting, and Licensing plan is designed to equip the client with the technology, expertise and training to keep the client's website relevant and effective over time. Services include the following: •Ongoing software updates •Unlimited technical support (6:00 AM - 6:00 PM PT, Monday - Friday) •Access to training webinars and on-demand video library •Access to best practice webinars and resources •Annual health check with research-based recommendations for website optimization •DDoS mitigation •Disaster recovery with 90-minute failover (RTO) and 15-minute data replication (RPO) CMS 6 SSL Certificate (Set-Up) Client will purchase and provide the PFX, and Granicus will install and manage SSL certificates for the agreed upon domains. Each certificate will be provided by the client. The client is responsible for ensuring the new PFX is provided to Granicus' Client Support at least three (3) business days before expiration of the old certificate. Single-Domain SSL Certificate SSL Certificate - Granicus Provided and Managed Granicus will purchase, install and manage SSL certificates for the agreed upon domains. Each certificate will be for a single-level domain. Includes both www and non-www versions of the domain by default (example: www.sampleville.com and sampleville.com). Terms and Conditions •Link to Terms:https://granicus.com/pdfs/Master_Subscription_Agreement.pdf •This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Corcoran, MN to provide applicable exemption certificate(s). •Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. •If submitting a Purchase Order, please include the following language: All pricing, terms and conditions of quote Q-52076 dated 12/27/2018 are incorporated into this Purchase Order by reference. •Billing Frequency Notes (Milestones - 40/20/20/20): •An initial payment equal to 40% of the total; •A payment equal to 20% of the total upon Granicus' delivery of the draft homepage design concepts to the client; •A payment equal to 20% of the total upon implementation of the main website into the VCMS on a Granicus-hosted development server; and •A payment equal to 20% of the total upon completion; provided, however that the client has completed training. If the client has not completed training, then Granicus shall invoice the client at the earlier of: completion of training or 21 days after completion. •Corcoran, MN is eligible to receive up to five (5) two-day passes to the 2019 Granicus National Summit, valued at $299.00 each. The Granicus National Summit is the premiere user conference for public sector professionals across federal, state, and local government. Attendees will be provided with hands-on training led by Granicus subject matter experts, as well as opportunities to learn and network with peers and leaders in government. Granicus National Summit Dates: May 14-15, 2019 Agreement and Acceptance By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Billing Information Name: Phone: Email: Address: Corcoran, MN Signature: Name: Title: Date: info@granicus.com | granicus.com Most people come to a government website with one goal – to complete a task – yet most government websites fail to deliver. With Granicus govAccess, user-friendly design, powerful content, accessibility, and secure transactions have never been easier. A GOVERNMENT WEBSITE TO BETTER SERVE YOUR CITIZENS MODERN WEBSITE DESIGN, MADE EASY! A website redesign doesn’t have to be a daunting task. Let our team of experts guide you through the process. We’ll leverage best practices gleaned from developing more than 800 government websites, combined with our proven and collaborative project process, to deliver a modern website your agency will be proud of. SIMPLE, YET DYNAMIC GOVERNMENT CMS govAccess is a content management system (CMS) that was purpose built for government, allowing your staff to easily create content that informs, engages and serves their communities. Our CMS makes it easy to manage mobile experiences, bring more services online, share content through popular social media channels, create custom interior pages, and more - all while ensuring consistency and control. ENTERPRISE-CLASS HOSTING + SUPPORT From our state-of-the-art hosting infrastructure with greater than 99.9% uptime, to a team of certified government experts and tech gurus, the govAccess team relentlessly focuses on client satisfaction. Continuous optimization, regular health checks that include research-based recommendations, and 24x7 support deliver guaranteed success. The Granicus Team went above and beyond. They were as invested in the website as we were, and we truly appreciated that. Anthony WilsonPublic Information OfficerCity of San Angelo, TX Granicus govAccess info@granicus.com | granicus.com Granicus govAccess WEBSITE DESIGN + IMPLEMENTATION – PIONEER KEY CMS FEATURES SUPPORT + MAINTENANCE A homepage wireframe from our design library Fully responsive design Custom Mobile Homepage or Standard Mobile Responsive Homepage Video Background or Standard Rotating Image carousel (switchable at any time) Website Programming + CMS Implementation Migrate up to 50 webpages One (1) day of remote Web-based Training (typically used for “Writing for the Web” Training, Accessibility Training, and CMS Training) Ongoing software updates (quarterly) Role-based dashboard for easy content updates, approvals + ability to lock down user permissions Mobile management to analyze mobile traffic and customize display on mobile device Interior page builder with drag-and-drop page building, 100+ widgets, save and reuse layouts + more Social media management with ability to schedule + preview posts to multiple social media accounts Form and survey builder with ready-to-use templates for the m ost common use cases, conditional logic, payment processing, and legally binding digital signatures Flexible search with the ability to define search synonyms, promote page + more Universal API + a vast number of commonly used apps integrated out-of-the-box 24/7 support Online help, including an extensive library of on-demand training videos Hosting infrastruture with 99.9% uptime Disaster recovery w/ 90 min failover (RTO), data replication every 15 mins (RPO), failover testing every 2 wks. Enterprise grade DDoS migration Industry leading data security (advanced threat detection and penetration) Granicus Proposal for Corcoran, MN Granicus Contact Name:Will Trost Phone:7207705582 Email:will.trost@granicus.com Proposal Details Quote Number:Q-52076 Prepared On:12/27/2018 Valid Through:1/26/2019 Pricing Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Currency:USD Period of Performance:The term of the Agreement will commence on the date this document is signed and will continue for 60 months. One-Time Fees Solution Billing Frequency Quantity/Unit One-Time Fee govAccess – Website Design and Implementation – Pioneer Milestones - 40/ 20/20/20 1 Each $7,500.00 CMS 6 SSL Certificate (Set-Up)Milestones - 40/ 20/20/20 1 Each $150.00 SUBTOTAL:$7,650.00 Annual Fees for New Subscriptions Solution Billing Frequency Quantity/Unit Annual Fee govAccess - Maintenance, Hosting, & Licensing Fee - Core Annual 1 Each $0.00 (First year free) Single-Domain SSL Certificate Annual 1 Each $150.00 SUBTOTAL:$150.00 Remaining Period(s) Solution(s)Year 2 Year 3 Year 4 Year 5 govAccess - Maintenance, Hosting, & Licensing Fee - Core $4,500.00 $4,725.00 $4,961.25 $5,209.31 Single-Domain SSL Certificate $157.50 $165.38 $173.64 $182.33 TOTAL:$4,657.50 $4,890.38 $5,134.89 $5,391.64 Product Descriptions Name Description govAccess – Website Design and Implementation – Pioneer govAccess Website Design and Implementation - Pioneer provides a citizen focused website and includes: •One (1) homepage wireframe from Granicus' design library •One (1) custom mobile homepage •Fully responsive design •Custom mobile homepage or standard mobile responsive homepage •Video background or standard rotating Image carousel (switchable at any time) •Programming/CMS implementation •Migrate up to 50 webpages •One (1) day of remote web-based training govAccess - Maintenance, Hosting, & Licensing Fee - Core The govAccess Maintenance, Hosting, and Licensing plan is designed to equip the client with the technology, expertise and training to keep the client's website relevant and effective over time. Services include the following: •Ongoing software updates •Unlimited technical support (6:00 AM - 6:00 PM PT, Monday - Friday) •Access to training webinars and on-demand video library •Access to best practice webinars and resources •Annual health check with research-based recommendations for website optimization •DDoS mitigation •Disaster recovery with 90-minute failover (RTO) and 15-minute data replication (RPO) CMS 6 SSL Certificate (Set-Up) Client will purchase and provide the PFX, and Granicus will install and manage SSL certificates for the agreed upon domains. Each certificate will be provided by the client. The client is responsible for ensuring the new PFX is provided to Granicus' Client Support at least three (3) business days before expiration of the old certificate. Single-Domain SSL Certificate SSL Certificate - Granicus Provided and Managed Granicus will purchase, install and manage SSL certificates for the agreed upon domains. Each certificate will be for a single-level domain. Includes both www and non-www versions of the domain by default (example: www.sampleville.com and sampleville.com). Terms and Conditions •Link to Terms:https://granicus.com/pdfs/Master_Subscription_Agreement.pdf •This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Corcoran, MN to provide applicable exemption certificate(s). •Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. •If submitting a Purchase Order, please include the following language: All pricing, terms and conditions of quote Q-52076 dated 12/27/2018 are incorporated into this Purchase Order by reference. •Billing Frequency Notes (Milestones - 40/20/20/20): •An initial payment equal to 40% of the total; •A payment equal to 20% of the total upon Granicus' delivery of the draft homepage design concepts to the client; •A payment equal to 20% of the total upon implementation of the main website into the VCMS on a Granicus-hosted development server; and •A payment equal to 20% of the total upon completion; provided, however that the client has completed training. If the client has not completed training, then Granicus shall invoice the client at the earlier of: completion of training or 21 days after completion. •Corcoran, MN is eligible to receive up to five (5) two-day passes to the 2019 Granicus National Summit, valued at $299.00 each. The Granicus National Summit is the premiere user conference for public sector professionals across federal, state, and local government. Attendees will be provided with hands-on training led by Granicus subject matter experts, as well as opportunities to learn and network with peers and leaders in government. Granicus National Summit Dates: May 14-15, 2019 Agreement and Acceptance By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Billing Information Name: Phone: Email: Address: Corcoran, MN Signature: Name: Title: Date: info@granicus.com | granicus.com Most people come to a government website with one goal – to complete a task – yet most government websites fail to deliver. With Granicus govAccess, user-friendly design, powerful content, accessibility, and secure transactions have never been easier. A GOVERNMENT WEBSITE TO BETTER SERVE YOUR CITIZENS MODERN WEBSITE DESIGN, MADE EASY! A website redesign doesn’t have to be a daunting task. Let our team of experts guide you through the process. We’ll leverage best practices gleaned from developing more than 800 government websites, combined with our proven and collaborative project process, to deliver a modern website your agency will be proud of. SIMPLE, YET DYNAMIC GOVERNMENT CMS govAccess is a content management system (CMS) that was purpose built for government, allowing your staff to easily create content that informs, engages and serves their communities. Our CMS makes it easy to manage mobile experiences, bring more services online, share content through popular social media channels, create custom interior pages, and more - all while ensuring consistency and control. ENTERPRISE-CLASS HOSTING + SUPPORT From our state-of-the-art hosting infrastructure with greater than 99.9% uptime, to a team of certified government experts and tech gurus, the govAccess team relentlessly focuses on client satisfaction. Continuous optimization, regular health checks that include research-based recommendations, and 24x7 support deliver guaranteed success. The Granicus Team went above and beyond. They were as invested in the website as we were, and we truly appreciated that. Anthony WilsonPublic Information OfficerCity of San Angelo, TX Granicus govAccess info@granicus.com | granicus.com Granicus govAccess WEBSITE DESIGN + IMPLEMENTATION – PIONEER KEY CMS FEATURES SUPPORT + MAINTENANCE A homepage wireframe from our design library Fully responsive design Custom Mobile Homepage or Standard Mobile Responsive Homepage Video Background or Standard Rotating Image carousel (switchable at any time) Website Programming + CMS Implementation Migrate up to 50 webpages One (1) day of remote Web-based Training (typically used for “Writing for the Web” Training, Accessibility Training, and CMS Training) Ongoing software updates (quarterly) Role-based dashboard for easy content updates, approvals + ability to lock down user permissions Mobile management to analyze mobile traffic and customize display on mobile device Interior page builder with drag-and-drop page building, 100+ widgets, save and reuse layouts + more Social media management with ability to schedule + preview posts to multiple social media accounts Form and survey builder with ready-to-use templates for the m ost common use cases, conditional logic, payment processing, and legally binding digital signatures Flexible search with the ability to define search synonyms, promote page + more Universal API + a vast number of commonly used apps integrated out-of-the-box 24/7 support Online help, including an extensive library of on-demand training videos Hosting infrastruture with 99.9% uptime Disaster recovery w/ 90 min failover (RTO), data replication every 15 mins (RPO), failover testing every 2 wks. Enterprise grade DDoS migration Industry leading data security (advanced threat detection and penetration) MUNICIPAL WEBSITE PROPOSAL FOR The City of Corcoran, Minnesota Prepared by Robert J. Suchomel 1890 Crooks Rd, Troy, MI 48084 Ph: 248-269-9263 x40 Fax: +1 866-346-8880 www.revize.com October 15, 2018 Revize Website Proposal for The City of Corcoran, Minnesota 2 of 62 Dear Jessica Beise, Thank you for considering Revize as your web development partner. For nearly two decades, Revize has been a leader in providing high quality, government-compliant web solutions. Located in Troy, Michigan we have launched hundreds of government websites nationwide, including nearly 200 right here in Michigan, a myriad of industry awards and hundreds of satisfied clients stand as testament to the quality and value of our work. Every member of the Revize team understands that your website is more than a website. It’s a valuable resource that can help you build a better community. Visitors are drawn to websites that are appealing yet functional, user friendly with a plethora of services, and accessible on a wide range of devices. A Revize website will allow your residents and businesses to easily fill out and submit documents, review and pay bills and taxes, perform searches to answer frequently asked questions and perform a suite of other tasks that would otherwise require staff assistance. What’s more, a Revize website will enable you to increase staff productivity and decrease costs by reducing off-line departmental operations. Some of our great clients in include: The City of Mounds View, MN www.moundsviewmn.org The City of Columbia Heights, MN www.columbiaheightsmn.gov The City of Logan, UT www.loganutah.org The City of Seguin, TX www.seguintexas.gov Flagler County, FL www.flaglercounty.org The City of St. Petersburg, FL www.stpete.org The City of Cedar Rapids, IA www.cedar-rapids.org And Many More! We will work closely with you to design and develop a dynamic, functional and easy to navigate website that will perfectly fit your community. Then we empower you to control your digital presence with the industry’s best administrative management applications. Revize training ensures that your team has the skills needed to expertly update and manage website content and delivery. Revize Website Proposal for The City of Corcoran, Minnesota 3 of 62 Government clients select Revize because we can help them Effectively engage residents. Enhance their web presence and build an online communications center. Empower non-technical web content editors and administrators to easily execute changes. Implement a scalable solution that allows them to affordably grow their web presence for the long term. “Revize Websites build engagement with your constituents.” We have worked hard to establish a reputation for creating online community websites that engage, inform, and increase participation of your community. With our help, your community’s website can serve your residents better, inspire them more, and get them actively involved in your municipal government. Please contact me if you have any questions at all. Sincerely, Robert J. Suchomel Account & Project Manager Office: 248-269-9263 x40 Cell: 248-961-2193 Robert@revize.com Revize Website Proposal for The City of Corcoran, Minnesota 4 of 62 Table of Contents Table of Contents 4 Executive Summary 5 Government Project Experience 9 Government Account References 16 Project Planning and Setup 22 Timeline 24 Phase 1: Initial Meeting, Communication Strategy, SOW 25 Phase 2: Discovery & Design 25 Phase 3: Template Development, CMS Integration 31 Phase 4: CMS Modules Setup 31 Phase 5: Custom Functionality Development 31 Phase 6: Quality Assurance Testing 31 Phase 7: Content Development / Content Migration 32 Phase 8: Training Your Staff (in-person or web based training) 32 Final Phase: You Go Live! 36 Marketing & Ongoing Consultation 36 Search Engine Registration and Marketing 36 Security 36 Security Controls, SSL, and Active Directory (LDAP) 37 Application Security Authentication 37 Revize Quote 46 Website Features Included: 47 Revize Website Proposal for The City of Corcoran, Minnesota 5 of 62 Executive Summary Thank you for considering Revize Software Systems for your new website project. We understand the importance of this undertaking and know how motivated your government/community is to selecting the right vendor; one who will work with you through all the steps required to build the perfect website featuring a plethora of high quality online services that your constituents will want to use regularly. In more than two decades of working with government leaders, as well as through nationwide surveys, we have learned that the key to choosing a website vendor is finding the right balance between the total cost of the solution and the quality of the design, online apps and user functionality. In simpler terms, you need a solution that works for you and serves your constituents. About Us Having launched nearly 1,400 government clients nationwide, Revize Software Systems is one of the industry’s leading providers. We credit our rapid growth to our 20-year track record of building award-winning government websites and content management systems. When you work with Revize, you’re not just a client, you become part of the Revize family and will receive the service and support you need and expect! We are among the most highly respected government website experts in the United States and we proudly stand by our work. Our Innovative Responsive Web Design (RWD) and Web Apps Revize has been a pioneer in implementing the latest trends in design by using Responsive Web Design (RWD). This technology ensures that site visitors have an optimal viewing experience — easy reading and navigation with a minimum of resizing, panning, and scrolling — across a wide range of devices, from desktop monitors to mobile phones. RWD provides flexible and fluid website layouts that adapt to almost any screen. When you implement a dynamic new website powered by Revize, you will not only get an outstanding look, layout and navigation, but you also receive 24/7 access to our Government Communication Center for residents, business and visitors. Revize Website Proposal for The City of Corcoran, Minnesota 6 of 62 Here you will find the communication tools you need such as Public Service Request App Calendar of Events E-Notification Modules On-Line Payment Portal Facilities Reservations News Center with Facebook/Twitter Integration Emergency Alerts Online Forms / Survey Tools E-Newsletter Applications Job Posting and Tracking Module Public Records Request Track Our Award-Winning Government CMS Revize is renowned as a leader in providing practical, high-value, easy to use content management software Government CMS. This simple-to-use yet powerful solution enables clients to manage their online presence with high functionality and style. With applications such as an online document center, public service request app, public records request tracker, agendas and minutes, frequently asked questions and more, Revize ensures that our clients have the tools they need to make information and services available for website users at the click of a mouse. Quick Deployment, Personalized Training and Support Revize addresses time concerns by completing websites in considerably less time than our competitors. And because our software is so easy to use, we are also able to effectively train our clients in less than half the time it takes our competitors. Our training program is customized based on each client’s needs, and we provide hands on training the way you want it - either onsite or off site through web conferencing tools. We pride ourselves on the skills of our support staff, who are responsive, knowledgeable and helpful. Our online support portal is available 24X7X365 for issue tracking and management. We also provide phone and email support during regular business hours. Did you know? Our technical support staff are trained developers. When you call for tech support, you’ll be speaking to staff with direct knowledge of development! Revize Website Proposal for The City of Corcoran, Minnesota 7 of 62 Company Profile FOUNDED 1995 HEADQUARTERS 1890 Crooks Road, Troy, MI 48084 PHONE 248-269-9263 WEB SITE www.revize.com Revize Software Systems was founded in June, 1995 as a "new media" development company specializing in the creation of interactive web design, multimedia content delivered on CD-ROM, and video production. Since then, Revize has made an unsurpassed name for itself in the web/internet industry as THE master of government website design, which remains our specialty. We now boast more than 1400 clients in North America and have created acclaimed website designs for hundreds of municipalities and counties, as well as government departments and agencies. In September, 1996 as the Internet was becoming a world-wide reality, Revize began developing a Web Content Management System (CMS) for the government market to enable non-technical contributors to quickly and easily update content on their websites. The result was the creation of our state-of-the-art Revize Government CMS. Our mission has always been to enhance the communications of government organizations nationwide with their varied and valued audiences. This is based on our vision statement, which reads: “The empowerment of people through simplified information management technologies.” Focused exclusively on creative web design, government web apps and content management technologies, Revize continues to invest in its technology, continually adding new capabilities and features that manifest our vision. While many municipalities choose Revize to develop and cost-effectively manage their website Revize Website Proposal for The City of Corcoran, Minnesota 8 of 62 content, clients also use Revize as an information-sharing platform. Our suite of Revize Government web-based solutions has proven valuable as a powerful technology that empowers clients to build and maintain sophisticated web sites, all while using the Internet and internal Intranets/Extranets to acquire, analyze, process, summarize and share information – ensuring that the right people always have the right information at the right time. “We are proud of our award winning web designs, technologies, continued innovations to build government centric modules and apps, web content management, training and support capabilities. We are especially proud of being recognized as one of the industry’s top government website experts and innovators. We are committed to pursuing the continued evolution of all our services to provide increased value to our government clients.” Did you know? Revize has won national awards for our websites! Revize Website Proposal for The City of Corcoran, Minnesota 9 of 62 Government Project Experience Flagler County, Florida www.FlaglerCounty.org Details: Flagler County is a County of over 100,000 residents about 24 miles north of Daytona Beach. Flagler has many departments with varying levels of needs on the website. The success of any county or large city website relies on balancing these departmental needs, whilst showcasing a unified vision. In this website, we did just that. While respecting the County’s history, we also designed the site to towards innovation. Users will notice that they can easily find the most important online services without having to search through line after line of text. Also, the Revize HR application was added into this website for a seamless hiring process. All 3rd party applications are integrated in a way that was right for each particular department. This website is the perfect mix of functionality and design! Revize Website Proposal for The City of Corcoran, Minnesota 10 of 62 The City of Mounds View, Minnesota www.moundsviewmn.org Details: The City of Mounds View website was recently redesigned in 2016 to highlight all of what the city has to offer. The design does not overburden the user with too much content. It separates that content into different focus areas. This lets the residents get information in a way that is much more of an experience. The straightforward news and events feature images that promote click-through. With the Revize CMS this City is able to quickly and easily update the website in just a few clicks! Revize Website Proposal for The City of Corcoran, Minnesota 11 of 62 The City of Columbia Heights, Minnesota www.columbiaheightsmn.gov Details: Columbia Heights, MN is now up and live with their redesigned site. They have many departments with varying levels of needs on the website. The success of any city website relies on balancing these departmental needs, whilst showcasing a unified vision. In this website, we did just that. While respecting the City’s history, we also designed the site to towards innovation. Users will notice that they can easily find the most important online services without having to search through line after line of text. This website is the perfect mix of functionality and design! Revize Website Proposal for The City of Corcoran, Minnesota 12 of 62 The City of Logan, Utah www.loganutah.org Details: Logan, Utah wanted a design unlike any City out there. With this design we pushed the limit of what people think when they see a City website. We integrated a video that plays on the full width homepage. Using video in this manner increases resident return visits by 59% and 93% of first time visitors watch the entire video. In addition, this site features more scrolling than you may notice on more traditional websites. That is a good thing! Users are now, more than ever, viewing websites on their hand- held devices. Some estimates say this is as high as 60% of all internet usage! With more scrolling we are able to give the user a lot of information, without having to squeeze it into such a small space. We use images, icons, and interactive features to create an experience for the user. This type of design also allows us to extend the City’s brand in a way that is unmatched in the industry! Revize Website Proposal for The City of Corcoran, Minnesota 13 of 62 The Village of Glencoe, Illinois www.villageofglencoe.org Details: The Village of Glencoe is beautiful community on the shores of Lake Michigan just north of Chicago. This website brings together an amazing design with a full suite of web apps to engage Village residents. Smooth transitions from the home page to interior pages of this website allow users to find exactly what they are looking for easily. The Revize Public Service Request App, Village Manager’s Blog, fillable online form database, and a high traffic featured news and headlines area round out this website! Revize Website Proposal for The City of Corcoran, Minnesota 14 of 62 The City of St. Petersburg, Florida www.stpete.org Details: As Florida’s 5th largest, St. Petersburg is an iconic City with something to offer everyone. Because St. Pete is a longtime Revize client, their team worked very closely with ours and actually provided their own design concepts. We did the integration/pre-launch work and their staff was with us every step of the way. Inner pages are flexible to allow departments to have dedicated pages with a cohesive feel across all pages. Social media feeds from Instagram, Flickr, Facebook, Twitter, and YouTube all on the homepage! St. Petersburg also users the Revize API to develop their own templates. This website is an elite representation of the power and beauty of the Revize process. Revize Website Proposal for The City of Corcoran, Minnesota 15 of 62 The City of Seguin, Texas www.seguintexas.gov Details: The City of Seguin, Texas is a clear example of how we adapt to our clients’ needs and custom tailor our process. During our on-site discovery meeting in Seguin, we determined that, in addition to the city website, there were some overarching goals of economic development and increasing the library’s presence online. Therefore, instead of “shoehorning” those departments in the main City website, we built a new City website, EDC website, Visitors website, and Library website, all with a similar brand but a unique design. Our focus is to help achieve the goals of our clients. While we cannot guarantee this type of addition, we are always looking for ways to deliver more than our clients expect! www.seguintexas.gov www.seguinedc.com library.seguintexas.gov www.visitseguin.com Revize Website Proposal for The City of Corcoran, Minnesota 16 of 62 Government Account References Client: City of Columbia Heights, MN Keith Dahl, Economic Development Manager Office: (763) 706-3674 Email: kdahl@columbiaheightsmn.gov Website: www.columbiaheightsmn.gov Client: City of Wylie, TX Craig Kelly, Public Information Officer Office: (972) 516-6016 Email: craig.kelly@wylietexas.gov Website: www.ci.wylie.tx.us Client: Pittsfield, MA Scott Connors, IT Administrator Phone: (413) 499-9405 Email: sconnors@pittsfieldch.com Website: www.cityofpittsfield.org Client: Flagler County, FL Julie Murphy, Public Information Officer Phone: (386) 313-4039 Email: JMurphy@FlaglerCounty.org Website: www.FlaglerCounty.org Client: City of Auburn Hills, MI Stephanie Carroll, Manager of Business Development and Community Relations Office: (248) 364-6802 Email: scarroll@auburnhills.org Website: www.auburnhills.org Client: City of Seguin, TX Morgan Ash, Public Information Officer Office: (830) 386-2590 Email: mash@seguintexas.gov Website: www.seguintexas.gov Client: City of Berkley, MI Darchelle Strickland Love, Assistant City Manager Phone: (248) 658-3350 Email: Dslove@berkleymich.net Website: www.berkleymich.org Revize Website Proposal for The City of Corcoran, Minnesota 17 of 62 Revize Organization Chart Revize Website Proposal for The City of Corcoran, Minnesota 18 of 62 Why Choose Revize? We Have Government Specific Experience and Outstanding Client Testimonials You can rely on Revize and our 20 years of experience building and maintaining websites for municipal, county and government agencies of all sizes throughout North America, to deliver a customized site design that improves layout, navigation, usability and content. Using Revize ensures that your website will be reliable, W3C and ADA compliant, and allow for easy integration with existing or future web applications and third-party software. But there’s no need to take our word for it -- we encourage you to peruse our massive file of testimonials from our many satisfied clients. We Will Build a Government Communication Center that Works for Your Community! The Revize website design, Government CMS and interactive tool sets have been developed exclusively for our government clients to help them effectively communicate with their key target audiences such as residents, businesses and visitors. Some of our most popular website and Government applications and modules include: a new and improved Online Calendar, the comprehensive Forms Center, our News Center with real-time social media connectivity, Emergency Alerts, E-Notifications, Citizen Request Tracker, Parks & Shelter Reservations System, Document Center, and Online Payment Portal. “We Build Superior Technology into Every Website with CMS Performance & Reliability That’s Second to None.” Revize Website Proposal for The City of Corcoran, Minnesota 19 of 62 What sets Revize apart from other companies? Revize’s superior technical architecture, unsurpassed staff expertise and highly effective publishing engine provide our government clients with the most reliable website solutions in the industry today. By ensuring our client’s data security and providing redundant server architecture and back-up data centers, Revize has a nearly 100% up-time rate. Plus, our clients never have to worry about data loss or data corruption because of our instantaneous back-up process and our data center’s tape back-up processes. Revize believes that investing a higher percentage of our profits into our technology and security makes us the best choice for the short and long term for governments seeking the best value for their community’s website. “We Always Provide Knowledgeable, Friendly and Responsive Service!” All this, and a reliable IT partner too! Our website development is superior, and our Government CMS and suite of online apps is easy to learn and administer, but our 24/7 technical support will also be there for you to help you get over the hurdles! Our technical support team is widely considered to be among the industry’s best. We also provide a sophisticated backup infrastructure which allows us to guarantee 99.99 percent uptime. Plus regular updates and improvements to ensure that your site will remain current with industry standards and keep running smoothly for years to come. The Client Owns the CMS License and the Code! We often hear the question: “What happens if we want to move the website to another vendor? Do we lose all access or any of our website data?” The answer is 100% NO! As our client, you own the template source code, the CMS, and any data that you put onto the website. We understand that clients may come and they go, but we always make sure they know they are just as important to us at the end of our tenure as they were at the beginning. If you decide to run the CMS in your own server, we can transfer the CMS license and software to your server as you own the license and you can run it from your server as long as you want. Revize Website Proposal for The City of Corcoran, Minnesota 20 of 62 Top Ten Reasons Why Revize gives you the Greatest Value! Modern, timeless and unique website design integrated with online Government apps On-time delivery Competitive pricing Responsible stewardship of the organization’s stakeholders Full functionality to update and manage your website All the tools/apps needed to increase communications with citizens An easy CMS to train employees quickly Extended phone and email support Unlimited Upgrades: Revize provides unlimited FREE upgrades to new and existing modules at no additional cost to you. Unlimited Upgrades: Revize provides unlimited upgrades to new and existing modules at no additional cost to you. Once you invest in Revize, you will receive free upgrades and feature enhancements for life. “The Revize responsive website design is second to none for us providing an excellent experience for the growing number of residents, visitors and businesses accessing WylieTexas.gov on mobile devices. Our website’s progressive look captures the vibrant culture of our community. — Craig Kelly, Public Information Officer, City of Wylie, TX Did you know? Revize CMS is one of the most advanced CMS in the government web design industry with over 15 years of development. Revize Website Proposal for The City of Corcoran, Minnesota 21 of 62 Awards & Accolades We were thrilled with the outcome of our website redesign project. The Revize team was professional and responsive throughout the process. - Stephanie Teoli Kuhls, Township Manager, Middletown Township Revize Website Proposal for The City of Corcoran, Minnesota 22 of 62 The Revize Solution Project Planning and Setup What makes Revize unique in its project approach and experience is our thorough preparation for each individual community combined with the range of website deployments and creative, customized fit we implement for each client. From small to large, rural to urban, the Revize project management process guarantees a perfect fit between the concept of the deployment and the expectations of the client’s level of engagement preferences. We don’t use a “one size fits all” approach because it doesn’t make sense. However we do use a standard, proven effective process methodology. Each client is unique and we tailor our process to fit their unique needs. For as long as you are our client you will have staff dedicated to your account and access to an on-line portal for communication, design process and on-going support. Dedicated Accounts Manager: Your dedicated Account Manager will handle all issues related to your contract, pricing, future product add-ons, and general account satisfaction. During the initial kick-off meeting, your Account Manager will introduce you to the team, explain roles and responsibilities, and place you in the very capable hands of your Dedicated Project Manager and Designer. Dedicated Project Manager: Your dedicated Project Manager will handle all issues related to the website design, development, navigation, content, training, timelines and deliverables, as well as ensuring that feedback and communication occurs promptly in order to keep the project on-track. Also, the dedicated project manager will be the point of contact for any future technical support or issues that need to be addressed during the deployment and post deployment of the site. Revize Website Proposal for The City of Corcoran, Minnesota 23 of 62 24/7/365 Project Portal Access: From day one, your project and on-going support is tracked in the Revize On-line Project Portal. The main point of contact you select for the project will receive an invitation to register, including setting up a secure user name and password. The Project Portal serves as a communication tool for any matter pertaining to your website design, development and on-going support even after your website is launched. “We guarantee the best support in the industry that’s 24/7 365 by the trained developers & technicians” Did you know? Revize will provide a project portal that allows you to check in on the status of your project at any time! Revize Website Proposal for The City of Corcoran, Minnesota 24 of 62 Timeline Project Timeline Phase When Duration Phase 1: Initial Meeting, Communication Strategy, SOW Weeks 1 thru 3 3 Weeks Phase 2: Discovery & Design Weeks 4 thru 8 5 Weeks Phase 3: Template Development, CMS Integration Weeks 9 thru 11 3 Weeks Phase 4: Module Setup Weeks 12 thru 14 3 Weeks Phase 5: Custom Development Weeks 15 thru 16 2 Weeks Phase 6: Quality Assurance Testing Week 17 1 Weeks Phase 7: Sitemap Development / Content Migration Weeks 18 thru 20 3 Weeks Phase 8: Content Editor and Web Administrator Training on your new website, final content changes and Go Live preparation Week 21 1 Weeks Go-Live (Average) 16-21 Weeks Did you know? The project planning process is designed to fit your needs. We will adapt our timeline if your schedule requires. Revize Website Proposal for The City of Corcoran, Minnesota 25 of 62 Revize Project Life Cycle Phase 1: Initial Meeting, Communication Strategy, SOW Your Revize Account Manager will set up the initial internal project planning meeting where we will talk about the overall management of your project, establish a timeline, and devise a Revize-Client Communication Strategy that will keep everyone engaged and up-to-date on the progress of the project. We will also discuss specific technical requirements of the project and determine the phases through which those requirements will be addressed. In addition, Revize will address the content strategy of the new site, any new content that needs to be written and how to fit the existing content into the new site, Additionally, as an optional item, Revize will discuss the process of conducting online surveys to gather feedback from your constituents for the new website layout and requirements. After this meeting, Revize will develop a Statement of Work and provide it to the client for review and approval. Prior to the design kick-off meeting, you will receive our questionnaire to complete with various answers that will help our designers gather information regarding your needs and preferences. Our team will also brainstorm ideas and suggestions with you during the meeting. The questionnaire addresses various issues such as: As a result of a new website design and navigation, what are the main improvements you hope to achieve? What are some key points and areas you may want featured on the Home Page? Do you need help with logo design? Image? Marketing & branding? What key modules do you want featured in your web site, like Document Center, Report a Request, News & Events, Events Calendar etc. Do you need social media features need to be highlighted in the new site? etc.. Phase 2: Discovery & Design If there is client approval, we will collect feedback from the residents on the new design layout by setting up an online survey with a set of standard questions. The survey questions need to be approved by the client prior to our adding a link from your current website. This link can also be distributed through other channels like email, newsletter or any other form of communications you might be using to stay in touch with your residents. Usually there is a 1- to 2-week survey period. Revize Website Proposal for The City of Corcoran, Minnesota 26 of 62 Once survey results have been tabulated and your needs have been determined, you and your Revize team will participate in a Design Kick-Off Meeting. A senior designer and team will conduct an in-depth interview, and brainstorm ideas with you about your vision for the look and feel of your custom website. Our efforts on this project will extend far beyond placement of provided information within a stunning design. It’s about uncovering how your audience wants to be informed and applying our 20+ years of web design and development expertise to create the most effective ways of displaying that information and getting users to access and use your website. We always strive for nothing less than an award winning design! Revize Design Principles The Revize Web Application Developers are not only responsible for the look, functionality, and performance of your website. They are also responsible for the security of the web content and web-based applications they create. They ensure that the code supports secure authentication and authorization and provides access control mechanisms as required. Good design principles are always based on readability, taking into consideration appropriate font type and size for headlines and text area, as well as line height – ensuring all page elements are balanced. Our designers also pay meticulous attention to their use of shadows and gradients. To the layman’s eye there may not appear to be a shadow, however on the website the font will appear sharper (or maybe softer depending on the amount of shadow used). Of course, color cannot be overlooked. Our designers first take the client’s preferences, official logo colors, and pictures into consideration to create a color scheme consisting of no more than three colors. We then use variants and hues to create visual appeal, contrast, eye-catching allure and invoke the overall feeling that the client desires. Last but not least is effective use of page elements such as call to action buttons, social sharing icons, email newsletter sign-up, and promotion areas. The ultimate goal is to provide an easy to navigate webpage that is informative without being overwhelming. Therefore, it is the designer’s job to guide the client in making appropriate placement choices for needed items. Revize Website Proposal for The City of Corcoran, Minnesota 27 of 62 Revize Design Trends There are some exciting new design trends, and Revize is always on the cutting edge, implementing the best of these innovations in our websites. We are especially pleased at how effectively they are proving to be in increasing engagement in government websites. #1 Responsive Web Design – The most important development in website design in years, Responsive Web Design (RWD) automatically conforms and optimizes websites for any screen size. With the substantial increase in smartphone and tablet users today, people are going online using a vast number of devices with wildly different screen sizes. Our websites offer this very important feature of easily and cleanly conforming to computer, tablet and mobile device screens. #2 Liquified Content – This is another important trend that address the fact that information is no longer static or concrete. Instead, content is specifically customized for each unique user. Liquidity of content enhances the immediacy and flexibility of content. The more liquid your community’s content, the easier it is for residents and businesses to access this information in ways and via the channels of their choice: fixed or mobile, interactive and live. Revize is able to effectively make your content liquid. This will make it adaptable to various situations and, therefore, easy to reuse in different contexts distributed for a variety of display formats and communication channels. #3 Image Tiles – This is a trend that enables developers to display content in a pin board style of display. Revize now offers this feature, which creates a very visually appealing display of content, such as pictures or social streams. Image tiles also help promote engagement by encouraging site visitors to comment or reply to items from directly within the image tile. This is an especially useful option for web pages promoting tourism. #4 Parallax Scrolling – This is a highly advanced, innovative design technique for sophisticated websites. Parallax Scrolling allows Revize to build websites in multiple layers, with content that moves across the screen at different speeds as visitors scroll. This unique design technique is very visually engaging and can help improve time-on-site metrics. Revize Website Proposal for The City of Corcoran, Minnesota 28 of 62 #5 Innovative Typography – This plays a very important role in website design, image and branding, and is especially important for maximizing the look and feel of the website when accessing it from mobile devices. Our designers are experts in effective typography and take many factors into consideration when selecting the type of fonts, font sizes, and colors to be used for a website. #6 Social Feeds – With the proven ability to strengthen and deepen interpersonal connections, social networks present a wonderful opportunity for government organizations to increase community engagement and make governments more accessible to the people they serve. One method already mentioned for improving social activity is using pin boards; another is creating a social area or social wall that combines activity from multiple social networks, like Facebook, LinkedIn, YouTube and Pinterest. Revize offers a comprehensive line of popular social media applications and networking. “Over the past 20 years, Revize has mastered the art of designing government websites.” Key Phase Objectives & Deliverables: The following steps are followed while designing new sites Establish Needs and Creative Direction: Understand your objectives and requirements, and provide recommendations for effective online branding pertinent to your requirements, existing branding and your web audience’s needs. The Revize designer will also conduct his own research in order to capture the character and “feel” of your area, which will inspire ideas for the overall design direction of the website. Revize Website Proposal for The City of Corcoran, Minnesota 29 of 62 Main Menu Navigation & Home Page Wireframes: Work with you to establish a main-level navigational architecture and identify key items accessible from your home page. This establishes a baseline for the navigational structure, as well as the preferred content structure (wireframe*) for the home page. Page Layout and module placement: We will follow all the best practices to layout the different features and modules so that they can be easily accessed by your residents. For example, on the home page there will be sliding picture gallery and quick link buttons for Notify Me, Report a Concern, Document Center, FAQs etc. Also the news and announcements module and events calendar would be integrated into the website, along with the Social Media Center. Did you know? Revize will provide a 100% from scratch design with a satisfaction guarantee! Please Note: The home page “wireframe” will simply serve as a realistic guideline in terms of content placement, but will not include the final text nor final imagery for this phase. Please see a sample wireframe to concept development snapshot in the next page. Revize Website Proposal for The City of Corcoran, Minnesota 30 of 62 Wire Frame to Concept Design Deliverable: The design concepts for this phase will be based on one or possibly two home page layouts. The client will review and provide design feedback to the designer for changes. Revize asks that clients have no more than three iterations of changes up to the point that the final concept is approved. Final Home Page Sign Off: When all changes have been made, Revize will present your final home page design and layout for approval. Customer approval is required to proceed to the next phase, the inner pages of the website, and the process repeats itself before the actual HTML & CSS is written. Final Inner Page Sign Off: When all changes have been made, Revize will present your final inner page designs and layouts for approval. Customer approval is required to proceed to the next phase, when the actual HTML & CSS is written. Revize Website Proposal for The City of Corcoran, Minnesota 31 of 62 Phase 3: Template Development, CMS Integration First, the Revize development team will transform the approved designs from mere pictures into fully-functioning HTML/CSS and Revize Smart Tag enabled web page templates using the Revize Dreamweaver Extension. The Revize Smart Tags are fully customizable and allow customers to expand functionality as needed. To maximize this extensibility, the full Revize Java API is provided to clients with our Advanced Training Program. Phase 4: CMS Modules Setup In this phase, all of the features and modules the client has requested will be set up, e.g. calendar, document center, picture galleries, alert center, e-Notify, etc. are all brought to life and made functional while also being tested in the Revize CMS. Revize enhances current modules and adds new modules continuously, and you will receive all future updates to modules at no additional cost. Phase 5: Custom Functionality Development In this phase and according to your specifications, custom functionality of existing CMS modules, database scripting and programming, as well as any custom application development will be executed. The Revize development team will be interfacing directly with your technical staff to obtain information and test information exchange and application functionality. This phase may overlap phases 2 – 4. Phase 6: Quality Assurance Testing In our testing phase, we ensure that your website meets functionality, performance and security standards. Our QA team uses mock data to test navigation and interfaces of the templates, along with any custom developed applications or modules. Additionally, through a series of tests, we perform input validation to ensure that security mechanisms cannot be bypassed if anybody tampers with data he or she sends to the application, including HTTP requests, headers, query strings, cookies, and form fields. We also ensure that when errors do occur, they are processed in a secure manner to reduce or eliminate exposure of sensitive implementation information. Revize Website Proposal for The City of Corcoran, Minnesota 32 of 62 Phase 7: Content Development / Content Migration Revize will develop all of the pages for your site to make the initial content available upon site deployment. Our content development and migration experts use the latest standard formatting practices to develop the navigation and create the most effective content possible for your website. This includes spelling and style corrections into the new website. There are no limits to the number of pages you can create after you have gone through training. Revize will implement an effective website architecture with the latest technology and usability trends so your website visitors can find information in an instant. We will also assess your current website content and incorporate what you currently have with additional content to maximize interest and excitement for your readers. Our content experts are educated in proper writing and terminology, and will use correct grammar, spelling and punctuation. Our web designers use creative typography which makes the website more visually appealing and also plays a role in defining the hierarchy of content to be placed on the web page. Variations in size and color are used, as well as strategic placement on the page to highlight certain site areas so the visitors can easily navigate the site. Effective typography also ensures that your website will look good on desktop, laptop, mobile and tablet devices. Phase 8: Training Your Staff (in-person or web based training) Once your website is ready for you to begin editing, you will be able to easily revise your content as often as needed. Revize will train you on how to operate the Administrative and Content Editor functions so you can manage your website. We typically provide this training on-site; however, we can also provide on-line training for your staff if you prefer. For your convenience, training materials can be downloaded from the Revize website. After training, our friendly and responsive support staff is always here to answer questions and provide training refreshers as needed. Revize Website Proposal for The City of Corcoran, Minnesota 33 of 62 Standard Training Agendas Basic Administrator Training (How to) Sign-in Create users Assign roles Set page level permissions Set section level permissions Configure and set up workflow approval process Content Editor Training (How to) Sign-in Edit page content Copy/paste content or add new Create a file link Create a link to another web page or external web site Create a new page and link to it Insert/update a picture Insert/update a table Spell check Save and Save as Draft History of the page content (content archive) Create a survey form or any other type of online web form Create navigation pages (top/left menus) Create new calendar and create/edit calendar events Edit metadata Advanced Administrator Training (How to) Run back-end reports Run Google Analytics reports Training on use of specific Modules included, such as Emergency Notification Center Public Service Request App Web Calendar E-Notify Quick Links Document Center Form Center News Center Frequently Asked Questions Revize Website Proposal for The City of Corcoran, Minnesota 34 of 62 Request Center Bid Posting Center Job Posting Application RSS And more…. Revize Maintenance Covers 4 CMS upgrades per year Software and modules upgrades (Automatic Install) Server Hardware & OS upgrades Immediate bug fixes/patches Round the clock server monitoring Data Center network upgrades Security and antivirus software upgrades Firewall and router upgrades Bandwidth and network infrastructure upgrades Remote backup of all website assets Tape backup of all website assets Quarterly newsletters on major feature updates Regular Webinars on CMS features and usage Did you know? Revize has launched hundreds of municipal and county websites large and small! Revize Website Proposal for The City of Corcoran, Minnesota 35 of 62 Hosting Service Revize has four state-of-the-art physical data centers located in Chicago, Detroit, San Diego and Houston with around-the-clock (24/7/365) monitoring of all server activities. Remote data backups are scheduled nightly with Carbonite data backup service. Additionally, Revize utilizes multiple Tier 1 bandwidth providers such as Level 3, Wiltel, and Cogent for redundancy and continuous connectivity. These procedures provide our clients with up to 500Mbps of fast fiber optic up-stream connectivity. Revize hosts your web services on redundant (1TB Hard Drive, 3.2 GHz CPU and 32 GB RAM) servers in order to provide enhanced performance, as well as accurate security and data restoration for your website. The Revize technology architecture physically separates the CMS from the website in order to provide another layer of redundancy. With this model, we keep an up-to-the-minute exact duplicate of your website in the event your site must be restored. Revize support staff will simply republish your site within a guaranteed two hours (as opposed to the several hours or days timeframe our competitors offer). “Revize provides clients with unlimited data storage server space for each website.” Revize will host both your Extranet and Intranet; your Intranet is secure and only accessible by authorized users through a login system. There are no special software requirements to run a Revize hosted website and CMS solution. We make it all very simple. All you need is an internet connection and a browser. We also provide complete maintenance of your website, which includes but is not limited to: OS patches, intrusion prevention, antivirus, and software upgrades. Revize Website Proposal for The City of Corcoran, Minnesota 36 of 62 Final Phase: You Go Live! At last, your website content is complete and your staff is sufficiently trained! The final phase in the process is to redirect your website domain name from your old site to your beautiful new one. Once this is completed, Revize will closely monitor the transfer for the first 24 hours to ensure that everything is working properly. Any issues that arise will be immediately resolved. Marketing & Ongoing Consultation Revize seizes on every effort to make our clients’ sites highly visible. We draft press releases for posting on our website and for distribution locally and will continuously monitor your site after it goes live so that you can take advantage of all marketing opportunities. We also look to submit your site for different awards and recognition competitions to further maximize your site’s exposure. Search Engine Registration and Marketing Revize will input all the targeted keywords to make your web pages search engine friendly, thus enabling users to find targeted information when they do a Google, Yahoo or any other search on your site. Security Revize takes website security very seriously and we provide our clients with the very best website protection protocols. Our data centers are located on secure premises equipped with card-reader access, security cameras and guards on duty 24/7 to ensure the physical protection from unauthorized entry. Our web and network administrators monitor network activity 24-hours-a-day to ensure system integrity and protection against threats such as Denial of Service (DoS) attacks that could corrupt your website or block user access. Maintaining the secure configuration of our web servers is managed through application of appropriate patches and upgrades, security testing, vulnerability scans, monitoring of logs, and backups of data and OS. Revize Website Proposal for The City of Corcoran, Minnesota 37 of 62 Security Controls, SSL, and Active Directory (LDAP) Anti-malware software such as antivirus software, anti-spyware software, and rootkit detectors Shield Plus Security Bundle to prevent DDoS attacks Intrusion detection and prevention software (such as file integrity checking software) Host-based firewalls to protect CMS servers from unauthorized access Patch management software Security and Authentication Gateways Content filters, which can monitor traffic to and from the web server for potentially sensitive or inappropriate data and take action as necessary HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and decryption for user page requests that require more secure online transactions SSL (Secure Socket Layer) provides an encrypted end-to-end data path between a client and a server regardless of platform or OS If you have an existing SSL Certificate we can transfer it to the new website. Otherwise, if included, we will install a new SSL Certificate upon go live. Active Directory (LDAP) is compatible with the Revize CMS. It can be set up in a variety of configurations. As part of the process we will work with you to determine which configuration will best meet your needs. Application Security Authentication Role-Based Security: Role-based authentication to add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers, etc., or department roles and empower the department to assign specific roles to users. Permission-Based Security: Ability to set up Content Owners/Editors and restrict which site pages they are authorized to update Global & Department Workflow Management: Create workflow management and approval processes where authorized department personnel become approvers Did you know? Revize will host your website and CMS in at least two completely separate geographic locations! Revize Website Proposal for The City of Corcoran, Minnesota 38 of 62 Maximum Response Times 1 hour for crisis issues 4-6 hours for critical issues 24 hours for normal issues Revize Support 8 a.m. – 8 p.m. EST Phone Support (Monday thru Friday) 24X7X365 Portal & Email Support Dedicated support staff to provide assistance and answer all questions New and existing user training Training refreshers Video tutorials and online training manual Automatic integration of enhancements E-Newsletter module support Automatic upgrades of CMS Modules such as Calendar, Document Center, etc… Software Maintenance Revize rolls out two new versions of the Revize CMS, and six to eight product updates every year. The Revize CMS is continuously enhanced to keep pace with cutting edge technologies and industry trends. When a software update or new version is rolled out, Revize will automatically update all servers used by our subscription service clients. “As a Revize client, you will receive full access to all enhancements to the core components and modules in the Revize CMS at no additional charge.” Revize Website Proposal for The City of Corcoran, Minnesota 39 of 62 Revize Technology Architecture The Revize Government CMS is a standards-based, open architecture software product without any proprietary restrictions. Revize uses leading technologies to avoid integration problems with existing systems and comes complete with its own Integrated Publishing Engine, Embedded Relational DB, JSP/Servlet Engine, and Application Server. Revize Intelligent Publishing WCM “Security, Performance, Redundancy” Revize Website Proposal for The City of Corcoran, Minnesota 40 of 62 Revize Project Team Revize understands the importance of having a talented and experienced staff. We are proud of our well-respected team of top notch experts in the field of government website design, development, analysis, content management, training and support. From the first creative concepts through to the design phases, and from site launch to training of personnel and continued support of your website project, we have the right group of seasoned professionals to work with you through the website process and beyond. We are pleased to introduce them: Robert Suchomel Account & Project Manager Robert is a proven and experienced website design and IT services consultant with over 10 years of account management experience. His attention to detail, assertive personality and general desire to help his clients make him a great asset to have and is someone you can truly trust to manage your website project. He has worked with hundreds of municipalities across the US and has extensive knowledge on the current trends, industry standards, and advanced applications that help make Revize Government Websites a leader in municipal government web design. Philosophy: “The most important thing any municipality can do for it’s residents is provide a clear line of communication from the resident to the administration.” Education: BS in Health Sciences Oakland University 2014. Current MBA candidate at Walsh College of Business class of 2020. Expertise: 10+ years of experience in account management, project management, sales and marketing with a focus in consultative web design sales, digital marketing strategies including SEO, Google Adwords, and other digital solutions. Role on your website project: Account & Project Manager Revize Website Proposal for The City of Corcoran, Minnesota 41 of 62 Joseph J Nagrant Business Development Director Joseph is an accomplished professional internet and website design consultant with more than 20 years of successful business development and account management leadership experience. He has worked with well over 400 townships, cities, counties, educational institutions, companies, and non-profit organizations. He’s a foremost expert in translating technical solutions into compelling living websites and other online community building opportunities. Additionally, he is a board member for Mott Community College (Flint, MI) MTEC Center, IT Advisory Council, Education Advisory Group. He also participates in many government discussions regarding the Internet for government use, including being a frequent guest on WDET (NPR) public radio and in The Detroit News. He has an excellent reputation for building and sustaining effective, long lasting client relationships. • Philosophy: “Put yourself in the client’s shoes and do what is best for them.” • Education: BS in Electrical Engineering, Lawrence Tech University, MS in Business, Central Michigan University. • Expertise: 29+ years of project, sales and marketing experience with government, education, corporate, and non-profit organizations. • Role on your website project: Supervisor of account management between client and project team. Ray Akshaya Technical Director Ray has 20+ years of extensive technical experience with internet and website solutions. He has worked on hundreds of government, non-profit and educational websites and has a keen eye for web visitor requirements, information architecture, and usability. He is also a long-time veteran of Revize Software Systems and our clients enjoy working with him. In his career, he has deployed and/or assisted with technical solutions for more than 500 websites. When working on a project, Ray always visualizes himself in the client’s chair at the closing stages of the project and makes sure that all decisions made on a project are in alignment with the client’s vision and best practices for developing the system. • Philosophy: “Work Hard, Help People and Live Honest." Revize Website Proposal for The City of Corcoran, Minnesota 42 of 62 • Education: MS in Engineering Science, Louisiana State University, Baton Rouge • Expertise: Client Management, Project Management, Technology Development for CMS & Web Apps • Role on your website project: Technical Director Samir Alley Creative Director Samir has more than a decade of experience in managing web site design projects. He has deployed 360+ municipal websites and has a solid background in web design and the latest web technologies. Formerly with Google, Samir is a leader equipped to handle any kind of sophisticated web project. He is an exceptional communicator with an innate listening skill that gives him the ability to understand and deploy a client’s unspoken needs. Samir’s blend of creativity, proficiency, and technical knowledge is unsurpassed in the industry. • Philosophy: “Empathy, Focus, and… Impute” • Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. • Role on your website project: Graphic design of website and backup support. Tom Gooden Website Developer / Graphic Designer, Illustrator Tom is a senior front-end developer and designer with Revize with more than 10 years of experience in website development. He is highly skilled in his ability to leverage the latest technologies to create fast and innovative web solutions. He commands an intense, yet light-hearted creative presence at Revize, producing excellent design work. • Philosophy: Design and development are constantly evolving, and learning new methods and practices gives me a “geeky” excitement. What I truly enjoy most is that I can create what is considered to be art, but at the same time serves a very functional purpose. Expertise: Skilled in Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. • Role on your website project: Graphic design of website and backup support. Revize Website Proposal for The City of Corcoran, Minnesota 43 of 62 Denise Brazier Project Manager/Trainer Denise is an educator by nature. Her 20 years of experience in the public school system has made her a master of engaging participants during training. She effortlessly builds effective relationships with all clients. Denise has served as Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several organizations in the education, non-profit and public sectors. She has been appointed to the state’s quality committee evaluating organizational policies and procedures for recognition. • Philosophy: “Always explain things in the terms of your audience to ensure their understanding” • Education & Training: MS in the Art of Education from Marygrove College. Certification in Secondary Education • Expertise: Training, education, teaching, public affairs and project management. • Role on your website project: Trainer for the Content Management toolset and project manager Did you know? Revize will put together a project team based on the unique needs of your project! Revize Website Proposal for The City of Corcoran, Minnesota 44 of 62 Revize Government CMS User Interface 1. Revize CMS User Interface Home Page 2. Users simply browse to a page that they want to edit, select the Login button, and then insert their Login Name and Password into a login screen as shown below. Revize Website Proposal for The City of Corcoran, Minnesota 45 of 62 3. Edit buttons appear on the page after the Login executes. Based on users roles/permissions, the appropriate buttons are displayed. The input form appears as shown below. Content Editors can change banner, page heading and the content displayed in the center of the page. Notice the content is changed using a “Word Like” editor. After the page is “saved”, the page can be sent to an approver for review or immediately published to the web site. Revize Website Proposal for The City of Corcoran, Minnesota 46 of 62 Revize Quote Phase 1: Project Planning and Analysis, SOW $600 Phase 2: Discovery & Design from scratch - One concept, three rounds of changes, home page template and inner page design and layout, includes Responsive Web Design. Includes departmental designs $2,200 Phase 3 & 4: Revize Template Development - Set-up all CMS modules listed on the following page with I-framing or linking to any additional 3rd party web application. You also receive all updates to all CMS modules for the life of your Revize relationship. And you own the technology, design and content! $3,700 Phase 5: QA Testing $800 Phase 6: Site map development/content reorganization and migration from old website into new website including spell checking and style corrections – up to 887 webpages and documents (approximate amount on your website today) $1,200 Phase 7: Content editing and site administration training (one day session) $700 Phase 8: Go live! Included Annual Unlimited Tech Support, CMS software updates (Unlimited Users), security software updates, and website health checks. Website hosting Included free of charge (Unlimited GB storage space) with security certificate: $2,000 Grand Total (1st year) Second year and onward investment $11,200 $2,000/year Flexible Payment Options Available Revize provides a free website redesign after year four of service if client signs a 5 year agreement Revize Website Proposal for The City of Corcoran, Minnesota 47 of 62 Website Features Included: The Following Applications & Features will be integrated into Your Website: In addition to the Government Content Management System that enables non- technical staff to easily and quickly create/update content in the new web site, Revize provides a suite of applications and features specifically designed for government. All of those apps and features are fully described in the following section. The applications and features are grouped into five categories: Citizen’s Communication Center Apps Citizen’s Engagement Center Apps Staff Productivity Apps Site Administration and Security Features Mobile Device and Accessibility Features Citizen’s Communication Center Apps Home Page Alert E-Notify Searchable Document Center Searchable How Do I? (FAQs) News Center with Facebook/Twitter Integration Online Web Forms Photo Gallery Quick Link Buttons Revize Web Calendar “Share This” Social Media Flyout App Sliding Feature Bar Language Translator Citizen’s Engagement CENTER Apps Citizen Request Center with Captcha Online Bill Pay RSS Feed Staff Productivity Apps Image Manager iCal Integration Link Checker Menu Manager Bid Posting Management System via Vendor Registry Online Web Form Builder Website Content Archiving Website Content Scheduling Revize Website Proposal for The City of Corcoran, Minnesota 48 of 62 Site Administration and Security Features Audit Trail Drag and Drop Menu Management Drag and Drop Picture Management Drag and Drop Document Management History Log URL Redirect Setup Roles and Permission-based Security Mode Secure Site Gateway Website Security Certificate Unique Login/Password for each Content Editor Web Statistics and Analytics Workflows by Department Mobile Device and Accessibility Features Font Size Adjustment Alt-Tags Responsive Website Design (RWD) for mobile friendly viewing and navigation on smart phones and tablets Revize Website Proposal for The City of Corcoran, Minnesota 49 of 62 Revize Support Includes • 8 AM – 8PM EST Phone Support (Monday thru Friday) • 24X7X365 Portal and Email Support • Staff provides assistance and answers all questions • Dedicated support staff • New/existing user training • Free Training Refreshers • Video tutorials and online training manual • Automatic integration of enhancements • E-Newsletter Module support • Automatic upgrade of CMS modules, such as Calendar, Document Center, etc. • Four major CMS upgrades per year • Software and modules upgrades (automatic install) • Server hardware and OS upgrades • Immediate bug fixes/patches • Round the clock server monitoring • Data Center Network upgrades • Security and antivirus software upgrades • Firewall and router upgrades • Bandwidth and network infrastructure upgrades • Remote backup of all website assets • Tape backup of all website assets • Quarterly Newsletters on major feature updates • Regular webinars on CMS features and usage Revize Website Proposal for The City of Corcoran, Minnesota 50 of 62 Citizen’s Communication Center Apps DOCUMENT CENTER APP Revize helps clients save thousands of dollars each year in employee time and resources with our Document Management Center. Using this module you can create and archive the documents your site visitors need: applications, brochures, manuals, policy and data sheets, research papers, meeting minutes, and more. By providing all of your documents online, your site visitors can access them 24/7 – usually within two clicks -- and you won’t incur any printing or postage costs. FAQ FAQ’s make it easy for site visitors to find answers to common questions and will greatly decrease the number of calls coming into your switchboard each day. In fact, within six weeks of a Revize website launch, our clients typically experience a significant decrease in the number of daily phone calls… some by as much as 23%! Revize Website Proposal for The City of Corcoran, Minnesota 51 of 62 E-NOTIFY Many of our municipal clients include an email/text notification option on their Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up for automatic updates anytime there is a new posting. JOB POSTING Revize’s job postings app allows your site visitors to view and apply for open positions online. Postings are removed automatically based on the job expiration date input by your HR personnel. You can provide as much detail as you like and link to or upload any number of files that fully describe the job position. Best of all, with the form fill interface, new openings can be posted in minutes by non-technical staff. Revize Website Proposal for The City of Corcoran, Minnesota 52 of 62 INTERACTIVE MAP Not only does the Revize CMS ensure that your site is easy for visitors to navigate, we’ve made it even easier for them navigate the real world surrounding your location. Specific buildings, parks, bike paths, mass transit stations, nearby businesses, tourist attractions, parking lots, voter polling locations, and more are incredibly easy to identify with the familiar Google Maps highlighted with Pins. CALENDAR APP The Master/Sub Calendar provides an easy-to-use tool to enhance usability and encourage the communication of events both internally and externally. It provides visibility and transparency into activities, meetings, and events with a visually appealing display and easy to find event contact information. The ability to insert recurring events saves time by allowing you to create the event once then repeat automatically; great for Board and City Council meetings. Revize Website Proposal for The City of Corcoran, Minnesota 53 of 62 NOTIFICATION CENTER You can’t fool or control Mother Nature. But you can protect members of your community from her wrath. Posting emergency notifications on your home page, any other page, or throughout your site, this module allows your content editor to accurately explain the situation and instruct members of your community on the next steps to take. BID POSTING The Bid Postings App provides a simple and easy-to-use method for organizing and presenting bids, RFPs and RFQs online for vendors or local contractors interested in providing products and services to your community. BUSINESS DIRECTORY Ideal for municipalities, chambers of commerce or any membership organization, this module allows you to easily create and maintain a searchable directory for either members or businesses within the website. Listings can be added, removed and categorized by non-technical staff in a simple table interface. NEWS CENTER WITH FACEBOOK INTEGRATION Many of our municipal clients include an email/text notification option on their Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up for automatic updates anytime there is a new posting. ONLINE FORMS Using this module, you can create -- from scratch -- an unlimited number of online forms on any page of your site using various field options such as long answers, radio buttons, drop-down lists, multiple choice, etc. Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, opinions or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign-up for various events, activities or programs. Revize Website Proposal for The City of Corcoran, Minnesota 54 of 62 QUICK LINKS The Quick Links module allows site visitors to navigate to their areas of interest, much like FAQs. Examples for users: Where do I… Get Registered for Summer Camp Where do I… Get a Marriage License. SHARING APP Provides a one click drop down to multi-social media and utility buttons. A common widget used on the web, it is intuitive and easy to use. SLIDING FEATURE BAR This feature is a mainly for visual appeal. It helps to break up pages with an interesting slide bar that can be populated with any subjects or areas that you want to draw attention to. For example, you may want to feature Parks & Rec, Landmarks and Tourist Attractions. TRANSLATOR Revize integrates the Google Translator into your website templates and translates from English to over 40 other international languages. Provides users a large visual display at the top of the web page to choose any language to convert the text into. Revize Website Proposal for The City of Corcoran, Minnesota 55 of 62 Citizen’s Engagement Center Apps PUBLIC SERVICE REQUEST APP This app allows residents to submit requests based on a map view. Each time an issue is submitted, a staff member will receive an email notification. From there they are able to respond directly to the requests. Photo submission, automatic escalation, mobile app integration, and archived reporting make this one of our most powerful features! CITIZEN REQUEST CENTER This app allows customers, residents, participants, students, or any website visitor to post requests online. By the use of a drop-down menu, individuals can forward the request, idea, or comment to the party of interest. That item is then forwarded via email to the proper recipient. You can add or delete department names as well as individuals in the drop-down menu at any time. Captcha is integrated to ensure each request is genuine and not a spam. PUBLIC RECORDS REQUEST TRACKER This app allows public to order copies of the public records maintained by a municipality. The request is routed to the record custodian within a department and automated response is generated with a unique tracking number. The system allows the full tracking, correspondence and online handling of all types of public record request. The record request form is very flexible and customizable for every municipality. CITIZEN CONNECT This app helps open up the lines of communication between administrators and their constituents, increasing transparency and constituent interaction. It is a blog that features the option to allow constituent comments for feedback (comments can be moderated before being published to the website). Revize Website Proposal for The City of Corcoran, Minnesota 56 of 62 PARKS RESERVATION This app allows the display of parks shelters and their amenities and to manage their availability to the public. A website visitor can search for facilities by type available, review the amenities for each facility and easily reserve the facility including the option to pay for its use. ONLINE BILL PAY Allows clients to set-up secure on-line payment processing for credit card transactions. Can be used for utility and tax payments; Purchasing items on-line; or making donations to non-profit organizations. RSS FEED Site visitors will be eating out of the palm of your hand with our RSS feeds module. Revize’s CMS allows customers to generate RSS (Real Simple Syndication) feeds for any genre of news or events. RSS feeds are a trusted way to communicate important information to site visitors while ensuring that they remain engaged with your organization and regularly return to your site. Revize Website Proposal for The City of Corcoran, Minnesota 57 of 62 Staff Productivity Apps AGENDA POSTING CENTER Using this app, you can upload agendas, meeting packets, meeting minutes, proposals for review, and more, all into one area on your website for easy access and review before, during, or after each meeting. Old meeting agendas and information are archived per meeting for quick access at any time. JOB POSTING APP This app allows you to post a job and receive resume submissions online. Candidates can fill in all the fields and submit the job application online. Once the job application is submitted, a link to the filled in application form will be emailed to the responsible HR person which they can view, print and file for their records. IMAGE MANAGER Allows approved staff to upload images from their computer or network folders. This very simple interface allows you to upload new pictures and stores uploaded pictures for reuse. Each department can create their own image folders and organize image libraries by department. Also, obsolete images can be deleted from the image library. INTRANET Provides a Dynamic CMS-enabled area with secure login to build out an entire Intranet for employee specific information only. It benefits your employees to have an internal organization landing page that can be updated with news, events, alerts and many of the same modules used on the extranet. LINK CHECKER When a new link is created, the Revize system checks if the URL (link) is valid or not. If not, an error message will be displayed. This benefits the Content Editor by double checking bad links before they are saved on your website. Revize Website Proposal for The City of Corcoran, Minnesota 58 of 62 MENU MANAGER Allows approved content editors to add or edit site-wide top navigation, department or section specific links (e.g. left or right navigation). This feature gives you control to change and update the Navigation menus of your website for continuous improvement. NEWS LETTER APP The system allows non-technical staff to build attractive, informative newsletters and disseminate them with one click to everyone on your distribution list. Activity metrics include emails sent successfully to help you validate email addresses. The application provides the ability to import contact lists, upload images, add groups, assign contact lists to groups, as well as export lists. ONLINE FORM BUILDER Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign-up for various events, activities or programs. WEB CONTENT ARCHIVE Your site history will never be a mystery because all content edits for your site are archived on the Revize CMS database. Your content editors can click on the History button to view previous versions of a particular page or content block from your site. WEB CONTENT SCHEDULE This feature eliminates the possibility of having dated or past events being promoted on your site AFTER the event has passed, thus potentially undermining the perceived accuracy and currency of the site’s content in the minds of your audience. Revize Website Proposal for The City of Corcoran, Minnesota 59 of 62 AUDIT TRAIL This is a powerful administrative tracking tool that provides reports on the content change activities of any webpage within the system. The administrator can gauge how often the site is updated, which departments are most active; and also use the audit trail for recovery of data if necessary. AUTO SITEMAP TOOL Revize CMS provides this tool to automatically generate a sitemap. Anytime a new page is added or deleted from the system, the sitemap will republish to show the change. An up-to-date sitemap is very critical to boost the ranking of your website in different search engines. HISTORY LOG Administrators can view all the archived versions of any web page and restore any old/archived page. It is a very useful feature for referring to any archived legal documents or press releases. ROLES/PERMISSION SETUP Our CMS uses a role based authentication system where you can add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers etc., or you can add roles for each department and assign department-specific roles to each user. SECURE SITE GATEWAY Provides a secure login area for either users of an intranet or users to access information not available to the general public. Once users are set-up with a secure login ID, they can manage their own password changes as necessary. WEBSITE STATISTICS Revize integrates Google’s Web Analytics tool to track number of site visits, website traffic sources, etc. Your website administrator can run various reports to collect important data on the usage of your website. Revize Website Proposal for The City of Corcoran, Minnesota 60 of 62 WORKFLOWS BY DEPARTMENT Provides a method for Supervisory Oversight of content updates. The process allows an authorized “approver” to compare the current page with the proposed new page content (side-by-side) for easy review and comparison. “Our innovative solutions are custom-tailored to meet the needs of each individual client.” Did you know? Revize installs new features into your content management system on a rolling basis! Revize Website Proposal for The City of Corcoran, Minnesota 61 of 62 Mobile Device and Accessibility Apps ALT-TAGS Use of alt tags for images, a required part of the Revize CMS image manager feature, allows vision impaired individuals to understand the content of the image. FONT SIZE ADJUSTMENT Provides the ability for users to change font size by clicking button to reach their desired size. Helps those with low vision to easily read information on your website. RESPONSIVE WEB DESIGN Revize uses pixel rendering Responsive Web Design to accommodate better viewing of text and graphics for any size screen, i.e., smart phones, tablets, iPads and iPhones. Revize Website Proposal for The City of Corcoran, Minnesota 62 of 62 Thank you For Considering Revize Prepared by Robert J. Suchomel 1890 Crooks Rd, Troy, MI 48084 Ph: 248-269-9263 x40 Fax: 866-346-8880 www.revize.com From:Robert Suchomel To:Jessica Beise Subject:RE: Revize Price Quote Date:Friday, December 28, 2018 1:27:12 PM Hey Jessica, I sent a reply to this last week but it was held up in my drafts, sorry for the delayed response. Yes I can make a pre-recorded demo but I would like to know the audience and what is most important before I record it. Or even better, I could do a brief live demo with anyone or any group of individuals. I can definitely honor the original pricing I quoted you in October. I can even give you a 10% discount off that price if you can sign an agreement to work with Revize before the end of January! As far as a sandbox website goes, yes we do have one you can check out and play around with but I would like to do a brief training demo before I send that over. Otherwise it will be hard to know how to make edits. We could do a second demo and some training during that call. Could we schedule something for after the 1st of the year? Warm Regards, Robert J. Suchomel | Account & Project Manager | 1890 Crooks Road, Suite #340, Troy, MI 48084 ( 248.269.9263 ext. 40 | * robert@revize.com | www.revize.com From: Jessica Beise [mailto:jbeise@ci.corcoran.mn.us] Sent: Thursday, December 20, 2018 12:19 PM To: robert@revize.com Subject: RE: Revize Price Quote Robert, A couple things including the election came up at the end of the year here and I wasn’t able to move this project forward but my goal is to present to the City Council Revize and a couple other options. I was wondering if you had a couple things you might be able to help me out with as I pitch to staff and then Council. · Do you have a pre-recorded demo? · Do you have a sandbox/practice site where we could text out the interface with staff? · Have prices changed since October? I’m hoping to present to staff next week on Thursday and the City Council on January 10th. Thanks, Jessica Beise City Clerk/Administrative Services Coordinator City of Corcoran From: Robert Suchomel [mailto:robert@revize.com] Sent: Wednesday, October 17, 2018 3:16 PM To: Jessica Beise <jbeise@ci.corcoran.mn.us> Subject: Revize Price Quote Hey Jessica, Here is the proposal document I’ve been working on. This is a detailed document containing the price quote on page 46, details about our company, design process, project team, references, and example designs. The total cost for the website without the Digital Form Builder app and Public Service Request app (reporting issues like potholes, etc. on a map view) would be $11,200 which includes a $2,000 annual fee. Cost of the site including the Form Builder and PSR app would be $14,200 including a $3,500 annual fee. Cost to include just one of those apps (not both together) would be $13,200 including a $3,000 annual fee. Keep in mind we can spread the cost of the website over 5 years with an interest free payment plan. Take some time to review the quote and I’ll touch base with you later this week. Have a great rest of your day! Warm Regards, Robert J. Suchomel | Account & Project Manager | 1890 Crooks Road, Suite #340, Troy, MI 48084 ( 248.269.9263 ext. 40 | * robert@revize.com | www.revize.com West Interactive Services Corporation 100 Enterprise Way, Suite 300A Scotts Valley, CA 95066 9735 Landmark Parkway, Suite 100 St. Louis, MO 63127 1027 S. Main Street, Suite 503 Joplin, MO 64801 175 Bloor Street East, South Tower, Suite 900 Toronto, ON M4W 3R8 Website Redesign/Hosting: City of Corcoran, MN Project Proposal PREPARED FOR: PREPARED BY: Jessica Beise Jason Scheper CivicLive Region Director The Cityof Corcoran t: 1.877.519.3851 ext. 657 MN e: jescheperl@west.com f: STANDARD LEGAL CLARIFICATIONS Binding Agreement West Interactive Services Corporation (CivicLive solutions) confirms that submission of this response does not constitute a binding agreement to provide the proposed solution. West reserves the right to negotiate any term or condition including: acceptance/rejection criteria, pricing, force majeure, guarantees, warranties, indemnities, limitations of liability, liquidated damages, set-off and hold-backs, insurance, and confidential information. Further, in any event, it is West’s policy that any and all liability under a final negotiated contract pursuant to this proposal, not exceed a fixed dollar amount. Liability Limitation West’s liability for all claims and damages arising from this contract including any warranty liabilities will be limited, and liability for all indirect and consequential damages will be excluded. Regulatory Approvals This Proposal is subject to the comments and qualifications contained herein, as well as all regulatory approvals applicable to transactions of this kind. Certain regulatory requirements may have to be met prior to entering into a definitive agreement including but not limited to: (i) including mandatory terms and conditions in any definitive agreement; and (ii) filing and receipt of any necessary tariffs or regulatory approvals. The City of Corcoran | City of Corcoran, MN Project Proposal TABLE OF CONTENTS Table of Contents .................................................................................................................. 1 Executive Summary ............................................................................................................... 1 Why CivicLive ......................................................................................................................... 3 About Us .............................................................................................................................................................................. 3 Benefits of Partnering with CivicLive .................................................................................................................................. 3 Client Profiles ...................................................................................................................................................................... 4 What We’re Offering ............................................................................................................. 5 Tools That Make Content Management Easy for Staff ...................................................................................................... 6 A Mobile-Optimized eGovernment Solution ...................................................................................................................... 8 Citizen Engagement Solutions ............................................................................................................................................. 9 Productivity & Transparency Tools ................................................................................................................................... 10 Integration with 3rd Party Software................................................................................................................................... 11 Support, Hosting & Maintenance ...................................................................................................................................... 12 How We’ll Complete Your Project ........................................................................................ 13 Our Team & Your Team ..................................................................................................................................................... 13 The SmartWork Project Implementation Methodology ................................................................................................... 18 Estimated SmartWork Project Timeline ............................................................................................................................ 22 Cost Proposal ....................................................................................................................... 23 1 The City of Corcoran | City of Corcoran, MN Project Proposal EXECUTIVE SUMMARY Presenting CivicLive! We are the eGovernment web specialists that the City of Corcoran can trust to redesign Website Redesign/Hosting: so that it serves your community using our powerful web software, and markets Corcoran as a vibrant place to visit, do business, and call home. We have prepared this proposal to showcase our industry-leading eGovernment web solution that we believe will meet your project’s immediate goals and provide long-term value to your City. At a high-level, our solution includes: Responsive Website Design with a 100% Design Satisfaction Guarantee A website’s design matters – a lot. That’s why our Designing phase is completely iterative and allows your team to provide actionable feedback every step of the way. In fact, we value good web design so much that we offer a 100% Satisfaction Guarantee with our design deliverables, along with a free redesign every four years to keep your website current. This means Website Redesign/Hosting: will look and feel exactly the way your City wants it to! Implementation of Our SitePublish CMS CivicLive web solutions use our robust SitePublish Content Management System [CMS] to enable even the most non-technical staff to quickly and easily manage Website Redesign/Hosting:’s content using numerous easy-to- use modules and tools. A versatile citizen engagement solution Your citizens will be able to get more information from your City, request more services from your departments, and participate more with your City in a digital community thanks to our ever-expanding range of citizen engagement modules. Long-Term Partnership that Includes Hosting, Support & Maintenance Our proposed solution includes a long-term partnership designed to bundle essential website services in to one fixed annual fee. These services include Technical Support, an Unlimited-User CMS Software License, and Enterprise-grade Hosting and Data Protection services – all included in one low annual fixed fee! We hope that this Project Proposal demonstrates the capabilities of the CivicLive eGovernment website solution and our commitment to excellence which will ensure the best possible outcome for your City of Corcoran, MN project. If you have any questions about what we’re offering, or would like us to present our solution to your team in more detail, please do not hesitate to contact me. 2 Jason Scheper | CivicLive Region Director Phone: 1.877.519.3851 ext. 657 | Email: jescheperl@west.com 3 The City of Corcoran | City of Corcoran, MN Project Proposal WHY CIVICLIVE About Us CivicLive solutions are offered by West Interactive Services Corporation, a California based company and an independent subsidiary of West Corporation. Backed by West Corporation and its $3 billion market capitalization, the company is very profitable, stable, and committed to the long-term development of CivicLive solutions. Since our start with websites in 2001, the CivicLive platform has expanded to become the recognized and respected choice for eGovernment solutions for North American towns, cities, counties, regional municipalities, agencies, and state/provincial governments. OUR MISSION: Provide municipalities with the enterprise-grade web software solutions they need to succeed in an era where citizens are seeking more services and information from their local governments on the Internet. Our innovative approach to design and software development has garnered the praise of the technological community and earned CivicLive solutions many technology and business accolades and awards. We continue to refine our solutions and services in order to build eGovernment websites that will set new standards for years to come. Benefits of Partnering with CivicLive Over 1,000 government institutions trust CivicLive’s web software solutions to serve and engage with their communities. For each eGovernment project we undertake, our team brings 16 years of experience working with governments. In other words, we’ve perfected the tools and techniques to make your City of Corcoran, MN project a success. WE UNDERSTAND MUNICIPALITIES and help create true eGovernment experiences for citizens using Citizen Engagement and CMS tools purpose-built for a City like yours. WE HELP GOVERNMENTS make the best of their investment in websites as marketing tools by providing leading- edge creative web design services. WE SET YOUR WEBSITE FREE by offering no limits on hosting services, unlimited website hierarchies, and easy 3rd party app integration via APIs and Web Services. WE’LL HELP YOU COMPLY with public sector legal standards by offering unlimited records retention and security standards that have passed the Department of Defence’s stringent standards. WE STAY BUDGET FRIENDLY with flexible SaaS solutions and streamlined project-management capabilities that save your City money. Using the Internet to serve citizens better is our top priority. We want municipal government websites to be the instinctive first choice for community engagement, not an afterthought. John Carbrey CivicLive CTO 4 Client Profiles The following section features some of our invaluable CivicLive clients and the work we did for them. Contact Information Project Overview Mike Hammoud, Web Lead 253-502-2215 | mhammoud@ci.tacoma.wa.us The City of Tacoma, Washington CivicLive team partnered with the City of Tacoma to create lasting changes in how Tacoma residents would interact with their government. Tacoma residents will be able to get any City information they want from any type of device thanks to our responsive full mobile-optimization solution. Charles Huntley, IT Director 804-443-8154 | chuntley@essex-virginia.org Essex County, Virginia Essex County selected CivicLive to provide a design, usability and functionality overhaul for a decade-old county government website that offered minimal resources to citizens. Launched in Summer 2014, the new Essex-Virginia.org is a model eGovernment solution: it’s easy for Essex staff to maintain thanks to our SitePublish CMS, and improvements in navigation, searchability, and mobile- optimization make it simple for key stakeholders such as citizens to find exactly what they’re looking for, even while on the go. Nathan Hamilton, Director 501.975.8833 | nhamilton@nlr.ar.gov North Little Rock, Arkansas The vibrant and booming city of North Little Rock, Arkansas needed a new website built from scratch. Everything from design to functionality to user experience needed to be changed in order to offer every resident and tourist a simple, but informative online experience. Civiclive team worked with North Little Rock to implement features unique to their needs, introduce new ways for the city to interact with their residents, and enhance the overall experience of living or visiting North Little Rock. “In order to respect the privacy of our clients, the content of this page is proprietary and deemed confidential. It is not meant to be distributed to any third party without the written consent of CivicLive team.” www.cityoftacoma.org Pierce County, Washington ~202,000 www.essex-virginia.org Middle Peninsula, Virginia ~12,000 www.northlr.org North Little Rock, Arkansas ~62,300 5 The City of Corcoran | City of Corcoran, MN Project Proposal WHAT WE’RE OFFERING CivicLive’s eGovernment solution is designed to overcome your current website’s woes and address your City’s needs with a host of resources and functionality. This innovative solution offers dozens of modules and tools tailored to address staff users and key end user groups’ requirements through our robust SitePublish web CMS. We’re also providing the necessary framework for making your website accessible on mobile devices with a range of proven mobile-optimization methods, and proposing a compelling, cost-effective partnership focused on maintaining your website over the long-term. PROFESSIONAL SERVICES RESPONSIVE DESIGN SITEPUBLISH WEB CMS LONG-TERM SUPPORT SOFTWARE INTEGRATION We’ve created the right solution for meeting your City of Corcoran, MN project’s immediate goals, and offered a roadmap for hassle-free website maintenance over the long-term. 6 Tools That Make Content Management Easy for Staff The backbone of our web solutions is our easy-to-use CivicLive SitePublish web Content Management System [CMS]. SitePublish is designed to put the power of managing eGovernment websites into the hands of non-technical staff. SitePublish’s browser-based tools enable easy content authoring and management, allowing your staff to create webpages with defined templates, author content with familiar editing tools, and post content to the internet within a structured review and approval process created by your Website Administrators. Some tools that make content management easy for staff: Drag-and-Drop Page Editing Image Editor with automatic resizing In-Context Editing Rotating Banner Module Photo Galleries Module Advanced WYSIWYG Editor HTML5 and CSS3 Support All standard formatting options including indent and justification control Cut/Copy/Paste Edit in HTML mode Flash Manager for animations Font Manager Format Stripper Hyperlink control Image Manager Insert Symbol Module Manager Online Support Resources Human Readable URLs Content Scheduling Page Description and Keyword Editing Global Content Widget Foreground and Background Color Dropdowns Paste from Word with Formatting and Fonts Paste HTML Paste Plain Text Preview Print Spellcheck Undo/Redo Site-wide File Manager Page-level Document Container One-Click Social Media Sharing Media Manager w/ Streaming Video Multiple Advanced Elements per Page Page wizards with multiple templates Page Checkout Page Checkout Administrator Override Page Link Paragraph Control Paste from Word with Format Cleaning Broken Link Reports Quick Links Style & CSS Manager Table Wizard Template-Based Layout We’ve highlighted a few of key SitePublish features below, and encourage your team to schedule a presentation with us so we can showcase the full functionality in a live demo. Either maintain your website’s currency and accuracy, or shut it down. Bad information is worse than no information. Robert McArthur eGovernment Project Director National Policy Research Council 7 The City of Corcoran | City of Corcoran, MN Project Proposal WYSIWYG + HTML CONTE NT EDITOR Content creation and editing is powered by a What You See Is What You Get (WYSIWYG) Content Editor. This editor provides numerous tools from Word Processor- style formatting, spell checking, and multimedia management, making it simple to create and update a page’s content. HTML-view is also supported from the Content Editor, allowing users with HTML knowledge to edit in a code-based view. NEWS & ALERTS CONTEN T ENGINE The News and Alerts Engine is a powerful tool that allows you to publish news or announcements in one central location and have them appear everywhere on the site that you want that content to be. The News & Alerts Engine supports RSS subscriptions, allowing your stakeholders to subscribe to your news feeds and receive notifications when new content is published. ON-PAGE SOCIAL MEDIA PU BLISHING We’ve made it simple to unify your webpage’s content updating processes with your active social media updating processes through SitePublish’s On-Page Social Publishing tool. This feature allows your content managers to save time by automatically posting updates, notifications, summaries and links to new pages and new updates to page content so subscribers and social media followers can discover that fresh content faster than ever. WEBPAGE CONTENT SCHE DULING SitePublish also provides Content Scheduling tools that make it easy to plan ahead and be prepared for important page updates. These tools allow you to release information on a given date, remove a webpage from the public view on a given date, auto-archive a page and send stale-content reminders and reports to easily track which pages need to be updated. Content Scheduling tools work in conjunction with SitePublish’s Automatic Archiving and Page Hiding functionality, which streamlines archiving processes and makes it easy to maintain information stored on webpages for as long as your City wants. DRAG -AND -DROP PAGE DESIGNER Place any of SitePublish’s numerous widgets simply by dragging the widget you want from SitePublish’s drag- and-drop interface on to the section of the page where you want that content or tool to appear. This easy-to-use element places advanced page editing right into the hands of even the most non-technical user! CLOUD -BASED DOCUMENT & MED IA MANAGER Upload thousands of document and multimedia files your City uses into SitePublish’s centralized Document & Media Libraries to facilitate the creation of a completely digital archive and resource centre for staff and citizens. IMAGE & MEDIA MANAGE R Since a webpage is more than just text, SitePublish also provides built-in, easy to use Image & Media Managers for simple multimedia content editing. Unlike many competitors, SitePublish can also support streaming media and podcasts to facilitate immersive multi-media experiences. ON-PAGE ACCESSIBILITY C HECKER & REPORTING Meeting W3C, WCAG, and Section 508 guidelines is always a priority for government websites, so SitePublish includes an Accessibility Checker to ensure your page meets legal requirements for accessibility on an ongoing basis. SitePublish can also run out-of-the-box reports such as a broken link validator, content update and usage reports, and page error verification reports. USER ACCESS & PERMIS SIONS MANAGEMENT To make the best of your City’s Website management team resources, SitePublish offers Delegated Authoring Capabilities, enabling Administrators to set every user’s permissions for content management to embed and use advanced components such as calendars, FAQs and forms without being site-wide Administrators for the entire Website. 8 A Mobile-Optimized eGovernment Solution With over half of the website traffic now coming from mobile devices, the message to governments is clear: your citizens want information accessible on the go. That’s why each CivicLive powered website comes with responsive design. We want your City to be able to optimize service delivery and drive citizen engagement by offering web-based services where your stakeholders will use them the most: on their mobile phones, tablets, and other portable devices. RESPONSIVE DESIGN Responsive Design maintains a consistent look and feel for your website across all platforms, keeping navigation familiar to end-users. Furthermore, services and functionality can be securely accessed from their mobile browsers at once, without the need to switch between multiple mobile apps that your City may have developed in the past. With a CivicLive responsive-design website, the web services your citizens need are all there, just like with their desktop experience. Responsive Design is included with every CivicLive website implementation and is the simplest, most effective means for making your website function optimally on any screen size and any platform. Depending on your project requirements, responsive design may be the only form of mobile-optimization your website needs. Whether navigating through full webpages optimized for an end-user’s specific device, or quickly navigating between specialized application sections, your end-users will get the information, resources, and access to municipal services that they want on whichever device they’re using at that time. To help you meet the mobile-first needs of your users – Responsive Design is included in our proposal! 9 The City of Corcoran | City of Corcoran, MN Project Proposal Citizen Engagement Solutions Effective government websites go beyond delivering information online: they create a gateway for citizens to get access to the resources and services they need and want. People are becoming used to easy self-service options for everything from shopping for clothes to buying cars – and the proliferation of services and technology that has evolved from this phenomenon is a proof that it works. So, it only makes sense for your government to provide this level of convenience in your citizens’ lives. Our Citizen Engagement Modules include: Citizen Dashboards Collaborative Social Groups Customizable Surveys Unlimited Blogs with Podcast and Streaming Video Support Multi-Level Calendars with Year, Month, Week, Day views, Full Filtering and RSS Public/Private Discussion Forums Searchable Staff Directories Site-wide Search Citizen Services Request Permits & License Applications Customizable Forms Polls & Surveys RSS-Subscription Support News Engine Emergency Homepage Banner Searchable Business Directories FAQ Pages E-Commerce Integration It’s surprising how poor many government Websites are to this day. They’re poorly organized, and most eGovernment applications are still very agency-centric, rather than focusing on what would make sense to the citizen.” Rob Atkinson President of the Information Technology and Innovation Foundation 10 Productivity & Transparency Tools One of the greatest benefits of choosing the CivicLive eGovernment solution is that it doesn’t just offer new ways to engage citizens and make website content management easy for your staff, it also provides new ways for your staff to improve how their primary roles in your government work as well. Our Productivity, Transparency & Accessibility Management Tools include: Advanced Drag-and-Drop Workflow Manager Meeting Agenda, Minutes and Media Manager Structured Content Publishing Approvals Granular User Permissions Group-based Permissions Activity Logs Full Audit Trails designed to meet legal requirements for government sites Full Content Reporting Integrated Analytics and Reporting Dynamic XML Sitemap Intranet Management Scheduled and Automatic Archiving ‘I Want To…’ Navigation Mega-Drop-Down Menu Navigation Automatic Breadcrumb Navigation Accessibility Checker Text-Only Page Creation Printer-Friendly Pages RFP Posting Job Posting SSL Support Multiple Independent Website, Subsite and Microsite Management 11 The City of Corcoran | City of Corcoran, MN Project Proposal Integration with 3rd Party Software With the CivicLive platform, we want your website to offer a limitless range of functionality, either by solely using our software, or by integrating with preferred external systems. In order to help your website reach its potential, SitePublish includes a robust set of web services, rich XML support for input and output, and APIs for easy interoperability. CivicLive web solutions can be integrated with countless 3rd party software and applications, including: APIs & Web Services Google Search Integration Google Translate Integration Social Media Feed Integration Social Media Sharing [like, tweet, +1, etc.] Interactive Links Integration E-Pub Reader Integration Flickr & Google Photos Integration ArcGIS Integration Google Analytics Support PCI-Compliant Online Payment Processing Integration YouTube and Vimeo Player Support RSS SQL Server LDAP SSO ADFS 12 Support, Hosting & Maintenance We are proposing a Software-as-a-Service (SaaS) solution as our response to your City of Corcoran, MN project’s long- term requirements. With a SaaS solution, your City administrators will enjoy: 24/7/365 TECHNICAL S UPPORT SERVICE We offer every client UNLIMITED North American based, 24/7/365 support services for all issue types through numerous methods, including: A Toll-Free 24/7/365 Support Hotline Email Support Live Online Chat A Structured Support Escalation Process Technical Support Ticket Tracking Access to User Manuals and Multimedia over a Client Intranet AN UNLIMITED -USER SITEPUBLISH CMS SOFTWARE LICENSE We don’t want to limit any City’s website management experience and processes by restricting the number of staff users who can assume web management roles using our SitePublish CMS software. That’s why the CivicLive Software-as-a-Service solution includes an unlimited-user software license that is bundled together along with technical support and software maintenance services into one low annual services fee. In other words, your website governance team will never feel pressured to limit the number of users on SitePublish; any City staff can contribute to your new eGovernment strategy! DEDICATED ACCOUNT MA NAGEMENT Once your site goes live, you will be introduced to your dedicated Account Manager, who will take on the role of caring for you as a member of the CivicLive family. Serving as your primary point of contact throughout your contract term, your Account Manager will ensure Corcoran’s long-term success by tracking your website’s goals, sharing industry best practices, and keeping you informed of new CivicLive product enhancements that you may benefit from. ENTERPRISE -GRADE HOSTING & DATA PROTECTION SERVICES Our enterprise-grade Hosting & Data Protection Services are extensive, and include: Unlimited-bandwidth hosting via our international, 14- point North American Content Distribution Network Weekly Full/Incremental Database Backup Services with Remote Location Storage Redundant Network, Power & Database structures Defined Firewall Architecture SITEPUBLISH SOFTWARE VERSION UPGR ADES & MAINTENANCE We invest considerable resources into the long-term maintenance and development of our CivicLive SitePublish CMS software. We give every client access to our software maintenance and upgrade services in order to ensure the SitePublish CMS your City uses is always the latest and best version of our software. Benefits of our Software Maintenance and Upgrades include: Getting access to the latest eGovernment tools and modules we develop for SitePublish Ensuring that software is always up-to-date with CivicLive’s latest security standards Software upgrades are handled by CivicLive’s team, which means your IT team never has to worry about spending time on installing updates themselves. 13 The City of Corcoran | City of Corcoran, MN Project Proposal HOW WE’LL COMPLETE YOUR PROJECT In this section, we introduce CivicLive solutions delivery team, provide an in-depth look at the project management methodology we use to develop and implement your eGovernment website, and offer an estimated project timeline based on your RFP’s initial Scope of Work. Our Team & Your Team The success of your City of Corcoran, MN project is assured thanks to our multi-disciplinary team of technical specialists assigned to completing it, and to the commitment your City’s Project Team staff will make to ensure that all necessary information and communications are exchanged promptly. Corcoran Project Team THE DELIVERY TEAM THE SUPPORT TEAM Technical Support Team Project Director Chief Technical Officer Escalation Point-of-Contacts Project Manager Web Designer Q/A Analysts Training Specialist Web Programmer Software Analysts Mobile Specialist 14 THE CIVICLIVE DELIVERY TEAM The CivicLive solutions Delivery Team is a talented group of technical professionals that perform all of the tasks in our SmartWork Project Implementation Methodology. These tasks include project management, website design and implementation, CMS configuration, training, and quality assurance. MATTHEW O’DONNELL | PROJECT MANAGEMENT TEAM LEAD Education Bachelors of Engineering in Electronic and Computer Systems, Honours Key Technical Skills ASP.NET, Solution Design, HTML, CSS, JavaScript, API Integration Solutions Matthew is an experienced Project Manager, known for his detail oriented approach, thorough knowledge, and ability to focus on the needs of the customer to deliver high calibre projects. Since joining the CivicLive team in 2009, Matthew has successfully led implementation and project management services for countless CivicLive clients. Mathew currently leads our talented Project Management team and will be in charge of partnering you with the right Project Manager for your project. Matthew will be the initial point of contact between your City’s Website Project Team and the CivicLive Delivery Team as we begin City of Corcoran, MN – and will continue to work behind the scenes with your project manager to ensure your project’s success. ATOM SMITH | DESIGN TEAM MANAGER Education Graphic Design & 3D Animation; Diploma in Business Administration & Management Key Technical Skills HTML, CSS3, JavaScript, Adobe Creative Suite, Responsive Web Design Atom is our Design Manager with over 10 years of experience in digital design, program delivery and people management. Atom’s unique combination of creativity and analytical skills have helped him build successful marketing programs and digital platforms for his clients. With strong leadership and input into the creative design of your City of Corcoran, MN project, Atom will guide our design team to create a look and feel for Website Redesign/Hosting: that will drive user engagement and enhance your City’s branding and identity. BRITTANY HANNON | USABILITY & MOBILE OPTIMIZATION SPECIALIST Education Advanced Diploma in Web Design, Graphic Design Key Technical Skills HTML, CSS, jQuery, Responsive Design, Usability Testing Brittany is a creative and technical specialist whose HTML and JavaScript web design skills have given her a reputation as a usability expert. She fulfills the crucial Usability & Mobility Optimization Designer role on the CivicLive team, focusing on turning design mock-ups and wireframes into a usable, cross-platform-compatible website through technical design implementation processes. Brittany uses industry best-practices to test sites for usability, accessibility and functionality, as well as tracking adherence to privacy and protection guidelines. Brittany’s keen eye for color and composition continually raises the bar of graphic and web design for our clients. 15 The City of Corcoran | City of Corcoran, MN Project Proposal GRACE LIU | QA ANALYST Education Bachelor of Science, Computer Engineering Key Technical Skills C#, HTML5, ASP.NET, Usability Testing Having been an invaluable CivicLive Quality Assurance team member for nearly eleven years, Grace now leads the QA team and provides final approval on every version release of the SitePublish CMS software that will be used extensively in our eGovernment solution. JUDY WANG | DEVELOPMENT MANAGER Education Masters of Science, Computer Engineering Key Technical Skills C#, ASP.NET, Technical Design Judy has over sixteen years of software development and analysis experience. She is an expert in analyzing, designing and developing enterprise multi-tier Web applications. As a member of the CivicLive team for over eleven years, Judy has led a team of developers whose work is deployed through the ever-expanding selection of SitePublish CMS modules. AMY SPENCE | TRAINING SERVICES MANAGER Education Bachelor of Business Administration with minor in Information Technology Member of the American Society for Training and Development Key Technical Skills HTML5, ASP.NET, Usability Testing Amy is the CivicLive training program manager with nearly 20 years of relevant experience in training, onboarding and supporting customers. Since joining the team in 2002, Amy has led hands-on training program delivery for many high-profile public agencies. She is instrumental in developing, customizing and delivering onsite and online training programs and documentation for our SitePublish CMS. Amy currently oversees the talented team of CivicLive trainers, one of whom will be assigned to your project. Under Amy’s guidance and in consultation with your project manager, Corcoran’s dedicated trainer will plan and direct the training sessions that we’ve included with our proposal to teach your staff how to use our SitePublish CMS and become effective website administrators and content managers. 16 THE CIVICLIVE LONG-TERM SUPPORT TEAM Once your City of Corcoran, MN project’s core scope is complete and your website(s) are live, your staff members are introduced to your Long-Term Support Team, a team of professionals who will be your go-to contacts throughout the duration of your contract term for everything from user support-related issues to future eGovernment projects your City wants the CivicLive team to complete. TREVOR MACKAY | TECHNICAL SUPPORT TEAM LEAD Education Bachelor of Arts, English w/ Philosophy Minor Key Technical Skills Instructional Documentation Development, SitePublish CMS Troubleshooting, HTML, JavaScript Trevor MacKay is CivicLive’s Technical Support Team Lead, coordinating a team of support specialists who solve immediate technical and user- experience-related issues for our clients as well as offer longer-term user engagement. In addition to being available for live technical support via telephone, email and live chat, Trevor also leads CivicLive’s end user supporting documentation initiative, personally developing webinars, instructional videos, blog posts and manuals that help end users learn more about the ever-increasing capabilities of our software. PADRAIG O’SHEA | PROJECT DIRECTOR Education Hon. Bachelor of Science, Computer Engineering Key Technical Skills Technical Design, C#, API Development & Integration Solutions, HTML, JavaScript, CSS As CivicLive’s Project Director, Padraig provides overall product development strategy for our eGovernment solutions from a product roadmap perspective as well as a client-specific solutions perspective. Your City will be communicating with Padraig throughout the initial relationship-building stages to get your City of Corcoran, MN project off the ground, and may also work with him again on future projects that require his expertise. Padraig is also the second tier contact person for any support escalations that are not immediately resolved by the CivicLive Technical Support Specialists team. 17 The City of Corcoran | City of Corcoran, MN Project Proposal RECOMMENDED CORCORAN PROJECT TEAM RESOURCES In order to make the City of Corcoran, MN project a success at every level, we recommend the following staffing commitments from Corcoran stakeholders and staff. Although these recommendations have been separated by roles, it is common to have the same individual fill multiple roles on the City Project Teams. 1 PROJECT MANAGER A Project Manager will serve as the main point of contact during the life of your contract. They will act as the liaison and prime partner for CivicLive’s Project Manager. Although not mandatory, we highly recommend that your Project Manager be an individual with some degree of technical qualifications or experience, such as a City IT Professional. 1 -4 PROJECT IMPLEMENTATI ON TEAM The Project Implementation Team are staff members involved in the planning and management of your site’s implementation. Ideally, this team is – or will become – your City’s Web Governance Committee – and will provide guidance on how your City’s long-term web content strategy will impact your new website’s design and functionality during every stage of our SmartWork Implementation Methodology, especially the Envisioning and Planning phases. These staff members will also be the core team that provides the vast majority of the feedback during the many client-side review periods that occur during our SmartWork Implementation’s various phases. 1 -5 CONTENT AUTHORS At least one content author - someone who will post material to the website regularly - should attend training to gain mastery over SitePublish’s many intuitive content creation and editing tools. MEDIA & DIGITAL ASSE TS After initial project launch, we recommend that your Project Team gather logos, photos, videos, documents, and other pertinent files that may be stored offline. This will facilitate the migration of that content to SitePublish, which will in turn streamline the quality assurance process. 18 The SmartWork Project Implementation Methodology The CivicLive team uses a proven 8-phase project implementation methodology called SmartWork to take your eGovernment project from conceptualization planning to a complete implementation that ends with a live website. SmartWork’s 8 phases are each designed to address specific project milestones. Via our Project Manager, your City Project Team gets to interact with a number of our technical specialists throughout the SmartWork implementation. Learn more about SmartWork’s 8 phases, key project milestones, and the numerous project deliverables in the following section. THE ENVISIONING PHASE The Envisioning phase kicks-off your City of Corcoran, MN project and is designed to create a dialogue between your project team and our Project Manager about what the goals and constraints of the project are. After the project kick-off meeting, our Project Manager creates a project roadmap in a Vision Scope Document which is used to begin the more technical project planning that occurs in the next phase. THE PLANNING PHASE This phase is dedicated to detailed requirements gathering about specific aspects of the project and how our proposed solution will address them. Everything from the most general creative elements to the most specific technical details are outlined, and will include project elements like: CivicLive Team and Corcoran team roles & responsibilities by SmartWork phase SitePublish configuration functional specifications Website analytics analysis report A staff/community needs and objectives survey document Information architecture planning exercise Web content strategy training Web content development, optimization and migration plan Stabilizing & user acceptance testing plan “For someone that is not so tech-savvy, I was able to follow the lead of the folks at CivicLive to help create our site. We were asked for our input, what we wanted, how we wanted it to look, and it’s like they used the images in my mind. I appreciate the weekly one-on-one calls with our implementation analyst, Kevin Nguyen. He explained the system and web creation tools to me in a way that made sense. With his approach, I was less intimidated. I felt comfortable with the process, and even enjoyed it. The trainer, Thomas, did such an excellent job with me and with our staff. When he left, we felt confident that we’d be able to transfer content and create content. Thanks, CivicLive!” Natalee Flynn Clearfield City PR Coordinator 19 The City of Corcoran | City of Corcoran, MN Project Proposal Long-term software update & maintenance Plan THE DESIGNING PHASE Citizen engagement, usability and effective web presence-building all depend on quality web design work. That’s why we place so much emphasis on the Designing phase of our project! We want to ensure your City of Corcoran, MN project results in the most tangible success indicator – a beautiful, usable website! We want to make sure our design work is exactly what your City staff, citizens and other stakeholders want, which is why we’ve broken down the Designing phase into four processes that begin with a Design Vision & Analysis surveying process, and end with the our Design Team implementing the design elements in our SitePublish CMS. 1. Design Vision & Planning CivicLive’s Design Team and Corcoran staff meet to discuss and plan the design vision for your project. 2. Website Information Architecture Our Team creates an information architecture (IA) that will outline how the webpage hierarchy on your website is organized. 3. Design Webpage Wireframes & Interface The dedicated CivicLive Designer creates webpage layouts for the homepage and various subpage templates so your staff can see how information will be displayed at the page level. Branding elements are then added to create full graphical user interface design. This iterative process ends when your team is 100% satisfied with our creative team’s work! 4. Technical Design Implementation Once all design deliverables have been approved, our Mobile Optimization Specialist implements page designs and templates in our SitePublish Web CMS. This final stage of our Designing phase briefly overlaps with the next (configuring) phase. THE CONFIGURING PHASE The Configuring phase is where the CivicLive team fully configures your eGovernment software solution – a custom deployment of our SitePublish CMS’s many modules and tools that Corcoran staff will use for everything from day-to-day content management to delivering online services to your community. This four-step phase houses the bulk of our technical implementation process and requires minimal input from Corcoran staff. 1. Provisioning the server environment where the website data will be stored. 2. Installing our base SitePublish on the environment and conducting a preliminary testing. 3. Configuring SitePublish’s modules and functionality based on the technical specifications outlined in the Planning phase. 4. Integrating desired 3rd party systems and applications your City uses as part of its web solution with the SitePublish CMS. 20 THE TRAINING PHASE In order to ensure your staff have everything they need to effectively manage your City’s website over the long-term, we dedicate an entire phase of our project implementation methodology to training the staff that will use our software based on the type of roles they will fulfill. Our training plan will include sessions that are tailored to the unique needs of your staff, which will likely include Administrator-level and Content Manager-level training sessions. THE MIGRATING PHASE The Migrating phase focuses on transferring all desired content from Website Redesign/Hosting: to the corresponding webpage based on your CivicLive website’s new information architecture. The Content Migration process is accomplished through two processes that typically occur simultaneously: Webpage Content Migration & Optimization –The CivicLive Content Migration conduct manual page content migration; optimizing and transferring desired web content from your live website to your new site. Automated or Manual Document Migration – For high volume, we can automate document and file migration. However, this process can be handled manually in most cases, and is verified by a CivicLive Analyst for data accuracy and consistency. THE STABILIZING PHASE We firmly believe that testing and QA is best done prior to a website’s launch. This is why we dedicate an entire phase for two different critical types of testing: CivicLive Internal QA Process – Our Quality Assurance Specialists conduct our stringent QA process that is designed to discover problems before the site goes live to the public. Corcoran Staff User Acceptance Testing Period – A great time for Corcoran staff to get familiar with the website and provide our team with any final feedback that may result in changes prior the site’s Go-Live date. THE DEPLOYING PHASE In this final phase of our SmartWork Project Methodology, we launch your new CivicLive-powered Website Redesign/Hosting: to the public. Our team performs any remaining knowledge transfer with Corcoran staff and conducts a final quality assurance process as the website goes live in order to ensure the launch goes smoothly. 21 The City of Corcoran | City of Corcoran, MN Project Proposal We can also provide post-deployment services such as tracking citizen engagement with analytics and conducting stakeholder satisfaction surveys if desired. 22 Estimated SmartWork Project Timeline The following table provides an estimated project timeline and highlights project milestones using our SmartWork Project Implementation Methodology. City of Corcoran, MN Project Timeline Est. Duration THE ENVISIONING PHASE 1 Day Project Kick-Off Meeting THE PLANNING PHASE 15 Days Draft Master Project Plan & Charter Client Reviews Project Plan & Project Charter Finalized Project Plan & Charter Documents THE DESIGNING PHASE 25 Days Conduct Vision & Requirements-Gathering Process Conduct Iterative Information Architecture Process Conduct Iterative Wireframing Process Conduct Iterative Interface Design Process Finalized Website Design Implement Responsive Webpage Templates in CMS THE CONFIGURING PHASE 30 Days Provision Staging Environment Install SitePublish on Staging Environment Configure SitePublish Modules Integrate 3rd Party Software Fully-Configured SitePublish CMS Technical Solution THE TRAINING PHASE 3 Days Conduct Training Sessions Fully-Trained Corcoran Staff THE MIGRATING PHASE 15 Days Collaborative Web Content Migration Collaborative Document & File Migration Internal Beta Website Launch THE STABILIZING PHASE 20 Days CivicLive Quality Assurance [QA] Process Corcoran Staff User Acceptance Testing [UAT] Period THE DEPLOYING PHASE 1 Day Website Launch! 23 The City of Corcoran | City of Corcoran, MN Project Proposal COST PROPOSAL The following section outlines the One-Time and Annual fixed fee structure we’ve proposed to meet your City of Corcoran, MN project’s requirements. Please contact us if you have any questions about our fixed fee-based pricing model for CivicLive web solutions. One-Time Implementation Fee- Templated Design $5,750.00 Our One-Time Implementation Fee covers costs associated with designing, developing and implementing your new website using our SmartWork Methodology. Key deliverables per SmartWork phase include: Envisioning & Planning Phase Kick-Off Meeting Finalized Project Plan Project Charter Designing Phase A Completely New Responsive Website Design for Website Redesign/Hosting: with our 100% Design Satisfaction Guarantee Configuring Phase Complete SitePublish CMS Software Configuration Integration of 3rd Party Software Training Phase Completion of Training Sessions User Manuals, Videos, and Access to Online Resources Migrating Phase Completion of Desired Website Content Migration Stabilizing Phase A Stable Internal Beta Launch of Website Redesign/Hosting: Completed CivicLive QA and Corcoran Staff User Acceptance Period Deploying Phase Website Redesign/Hosting: Goes Live! Finalized Project Documents Please Note: There are no additional hidden fees for meeting your project’s current scope of work! Annual Software-as-a-Service Fee $1,750.00 This fee is not charged in Contract Year #1! CivicLive’s Annual Software-as-a-Service [SaaS] Fee Includes the following services: Enterprise-grade Data Protection and Unlimited- Bandwidth Website Hosting Services for Website Redesign/Hosting: SitePublish CMS Software Version Upgrades & Maintenance Unlimited, 24x7x265 Access to Technical Support Unlimited-User SitePublish CMS Software License A Design Refresh of Website Redesign/Hosting: at the End of Contract Year #4 [if desired] PLEASE NOTE: There is no Annual SaaS Fee charged in Contract Year #1! West Interactive Services Corporation 100 Enterprise Way, Suite 300A Scotts Valley, CA 95066 9735 Landmark Parkway, Suite 100 St. Louis, MO 63127 1027 S. Main Street, Suite 503 Joplin, MO 64801 175 Bloor Street East, South Tower, Suite 900 Toronto, ON M4W 3R8 www.ci.corcoran.mn.us/ Website Design & Hosting Project Proposal PREPARED FOR: PREPARED BY: Jessica Beise Jason Scheper CivicLive Region Director The City of Corcoran t: 1.877.519.3851 ext. 657 MN e: jscheper@west.com f: STANDARD LEGAL CLARIFICATIONS Binding Agreement West Interactive Services Corporation (CivicLive solutions) confirms that submission of this response does not constitute a binding agreement to provide the proposed solution. West reserves the right to negotiate any term or condition including: acceptance/rejection criteria, pricing, force majeure, guarantees, warranties, indemnities, limitations of liability, liquidated damages, set-off and hold-backs, insurance, and confidential information. Further, in any event, it is West’s policy that any and all liability under a final negotiated contract pursuant to this proposal, not exceed a fixed dollar amount. Liability Limitation West’s liability for all claims and damages arising from this contract including any warranty liabilities will be limited, and liability for all indirect and consequential damages will be excluded. Regulatory Approvals This Proposal is subject to the comments and qualifications contained herein, as well as all regulatory approvals applicable to transactions of this kind. Certain regulatory requirements may have to be met prior to entering into a definitive agreement including but not limited to: (i) including mandatory terms and conditions in any definitive agreement; and (ii) filing and receipt of any necessary tariffs or regulatory approvals. The City of Corcoran | Website Design & Hosting Project Proposal TABLE OF CONTENTS Table of Contents .................................................................................................................. 1 Executive Summary ............................................................................................................... 1 Why CivicLive ......................................................................................................................... 2 About Us .............................................................................................................................................................................. 2 Benefits of Partnering with CivicLive .................................................................................................................................. 2 Client Profiles ...................................................................................................................................................................... 3 What We’re Offering ............................................................................................................. 4 Tools That Make Content Management Easy for Staff ...................................................................................................... 5 A Mobile-Optimized eGovernment Solution ...................................................................................................................... 7 Citizen Engagement Solutions ............................................................................................................................................. 8 Productivity & Transparency Tools ..................................................................................................................................... 9 Integration with 3rd Party Software................................................................................................................................... 10 Support, Hosting & Maintenance ...................................................................................................................................... 11 Cost Proposal ....................................................................................................................... 12 1 The City of Corcoran | Website Design & Hosting Project Proposal EXECUTIVE SUMMARY Presenting CivicLive! We are the eGovernment web specialists that the City of Corcoran can trust to redesign www.ci.corcoran.mn.us/ so that it serves your community using our powerful web software, and markets Corcoran as a vibrant place to visit, do business, and call home. We have prepared this proposal to showcase our industry-leading eGovernment web solution that we believe will meet your project’s immediate goals and provide long-term value to your City. At a high-level, our solution includes: Responsive Website Design with a 100% Design Satisfaction Guarantee A website’s design matters – a lot. That’s why our Designing phase is completely iterative and allows your team to provide actionable feedback every step of the way. In fact, we value good web design so much that we offer a 100% Satisfaction Guarantee with our design deliverables, along with a free redesign every four years to keep your website current. This means www.ci.corcoran.mn.us/ will look and feel exactly the way your City wants it to! Implementation of Our SitePublish CMS CivicLive web solutions use our robust SitePublish Content Management System [CMS] to enable even the most non-technical staff to quickly and easily manage www.ci.corcoran.mn.us/’s content using numerous easy-to-use modules and tools. A versatile citizen engagement solution Your citizens will be able to get more information from your City, request more services from your departments, and participate more with your City in a digital community thanks to our ever-expanding range of citizen engagement modules. Long-Term Partnership that Includes Hosting, Support & Maintenance Our proposed solution includes a long-term partnership designed to bundle essential website services in to one fixed annual fee. These services include Technical Support, an Unlimited-User CMS Software License, and Enterprise-grade Hosting and Data Protection services – all included in one low annual fixed fee! We hope that this Project Proposal demonstrates the capabilities of the CivicLive eGovernment website solution and our commitment to excellence which will ensure the best possible outcome for your Website Design & Hosting project. If you have any questions about what we’re offering, or would like us to present our solution to your team in more detail, please do not hesitate to contact me. Jason Scheper | CivicLive Region Director Phone: 1.877.519.3851 ext. 657 | Email: jscheper@west.com 2 WHY CIVICLIVE About Us CivicLive solutions are offered by West Interactive Services Corporation, a California based company and an independent subsidiary of West Corporation. Backed by West Corporation and its $3 billion market capitalization, the company is very profitable, stable, and committed to the long-term development of CivicLive solutions. Since our start with websites in 2001, the CivicLive platform has expanded to become the recognized and respected choice for eGovernment solutions for North American towns, cities, counties, regional municipalities, agencies, and state/provincial governments. OUR MISSION: Provide municipalities with the enterprise-grade web software solutions they need to succeed in an era where citizens are seeking more services and information from their local governments on the Internet. Our innovative approach to design and software development has garnered the praise of the technological community and earned CivicLive solutions many technology and business accolades and awards. We continue to refine our solutions and services in order to build eGovernment websites that will set new standards for years to come. Benefits of Partnering with CivicLive Over 1,000 government institutions trust CivicLive’s web software solutions to serve and engage with their communities. For each eGovernment project we undertake, our team brings 16 years of experience working with governments. In other words, we’ve perfected the tools and techniques to make your Website Design & Hosting project a success. WE UNDERSTAND MUNICIPALITIES and help create true eGovernment experiences for citizens using Citizen Engagement and CMS tools purpose-built for a City like yours. WE HELP GOVERNMENTS make the best of their investment in websites as marketing tools by providing leading- edge creative web design services. WE SET YOUR WEBSITE FREE by offering no limits on hosting services, unlimited website hierarchies, and easy 3rd party app integration via APIs and Web Services. WE’LL HELP YOU COMPLY with public sector legal standards by offering unlimited records retention and security standards that have passed the Department of Defence’s stringent standards. WE STAY BUDGET FRIENDLY with flexible SaaS solutions and streamlined project-management capabilities that save your City money. Using the Internet to serve citizens better is our top priority. We want municipal government websites to be the instinctive first choice for community engagement, not an afterthought. John Carbrey CivicLive CTO 3 The City of Corcoran | Website Design & Hosting Project Proposal Client Profiles The following section features some of our invaluable CivicLive clients and the work we did for them. Contact Information Project Overview Mike Hammoud, Web Lead 253-502-2215 | mhammoud@ci.tacoma.wa.us The City of Tacoma, Washington CivicLive team partnered with the City of Tacoma to create lasting changes in how Tacoma residents would interact with their government. Tacoma residents will be able to get any City information they want from any type of device thanks to our responsive full mobile-optimization solution. Charles Huntley, IT Director 804-443-8154 | chuntley@essex-virginia.org Essex County, Virginia Essex County selected CivicLive to provide a design, usability and functionality overhaul for a decade-old county government website that offered minimal resources to citizens. Launched in Summer 2014, the new Essex-Virginia.org is a model eGovernment solution: it’s easy for Essex staff to maintain thanks to our SitePublish CMS, and improvements in navigation, searchability, and mobile- optimization make it simple for key stakeholders such as citizens to find exactly what they’re looking for, even while on the go. Nathan Hamilton, Director 501.975.8833 | nhamilton@nlr.ar.gov North Little Rock, Arkansas The vibrant and booming city of North Little Rock, Arkansas needed a new website built from scratch. Everything from design to functionality to user experience needed to be changed in order to offer every resident and tourist a simple, but informative online experience. Civiclive team worked with North Little Rock to implement features unique to their needs, introduce new ways for the city to interact with their residents, and enhance the overall experience of living or visiting North Little Rock. “In order to respect the privacy of our clients, the content of this page is proprietary and deemed confidential. It is not meant to be distributed to any third party without the written consent of CivicLive team.” www.cityoftacoma.org Pierce County, Washington ~202,000 www.essex-virginia.org Middle Peninsula, Virginia ~12,000 www.northlr.org North Little Rock, Arkansas ~62,300 4 WHAT WE’RE OFFERING CivicLive’s eGovernment solution is designed to overcome your current website’s woes and address your City’s needs with a host of resources and functionality. This innovative solution offers dozens of modules and tools tailored to address staff users and key end user groups’ requirements through our robust SitePublish web CMS. We’re also providing the necessary framework for making your website accessible on mobile devices with a range of proven mobile-optimization methods, and proposing a compelling, cost-effective partnership focused on maintaining your website over the long-term. PROFESSIONAL SERVICES RESPONSIVE DESIGN SITEPUBLISH WEB CMS LONG-TERM SUPPORT SOFTWARE INTEGRATION We’ve created the right solution for meeting your Website Design & Hosting project’s immediate goals, and offered a roadmap for hassle-free website maintenance over the long-term. 5 The City of Corcoran | Website Design & Hosting Project Proposal Tools That Make Content Management Easy for Staff The backbone of our web solutions is our easy-to-use CivicLive SitePublish web Content Management System [CMS]. SitePublish is designed to put the power of managing eGovernment websites into the hands of non-technical staff. SitePublish’s browser-based tools enable easy content authoring and management, allowing your staff to create webpages with defined templates, author content with familiar editing tools, and post content to the internet within a structured review and approval process created by your Website Administrators. Some tools that make content management easy for staff: Drag-and-Drop Page Editing Image Editor with automatic resizing In-Context Editing Rotating Banner Module Photo Galleries Module Advanced WYSIWYG Editor HTML5 and CSS3 Support All standard formatting options including indent and justification control Cut/Copy/Paste Edit in HTML mode Flash Manager for animations Font Manager Format Stripper Hyperlink control Image Manager Insert Symbol Module Manager Online Support Resources Human Readable URLs Content Scheduling Page Description and Keyword Editing Global Content Widget Foreground and Background Color Dropdowns Paste from Word with Formatting and Fonts Paste HTML Paste Plain Text Preview Print Spellcheck Undo/Redo Site-wide File Manager Page-level Document Container One-Click Social Media Sharing Media Manager w/ Streaming Video Multiple Advanced Elements per Page Page wizards with multiple templates Page Checkout Page Checkout Administrator Override Page Link Paragraph Control Paste from Word with Format Cleaning Broken Link Reports Quick Links Style & CSS Manager Table Wizard Template-Based Layout We’ve highlighted a few of key SitePublish features below, and encourage your team to schedule a presentation with us so we can showcase the full functionality in a live demo. Either maintain your website’s currency and accuracy, or shut it down. Bad information is worse than no information. Robert McArthur eGovernment Project Director National Policy Research Council 6 WYSIWYG + HTML CONTE NT EDITOR Content creation and editing is powered by a What You See Is What You Get (WYSIWYG) Content Editor. This editor provides numerous tools from Word Processor- style formatting, spell checking, and multimedia management, making it simple to create and update a page’s content. HTML-view is also supported from the Content Editor, allowing users with HTML knowledge to edit in a code-based view. NEWS & ALERTS CONTEN T ENGINE The News and Alerts Engine is a powerful tool that allows you to publish news or announcements in one central location and have them appear everywhere on the site that you want that content to be. The News & Alerts Engine supports RSS subscriptions, allowing your stakeholders to subscribe to your news feeds and receive notifications when new content is published. ON-PAGE SOCIAL MEDIA PU BLISHING We’ve made it simple to unify your webpage’s content updating processes with your active social media updating processes through SitePublish’s On-Page Social Publishing tool. This feature allows your content managers to save time by automatically posting updates, notifications, summaries and links to new pages and new updates to page content so subscribers and social media followers can discover that fresh content faster than ever. WEBPAGE CONTENT SCHE DULING SitePublish also provides Content Scheduling tools that make it easy to plan ahead and be prepared for important page updates. These tools allow you to release information on a given date, remove a webpage from the public view on a given date, auto-archive a page and send stale-content reminders and reports to easily track which pages need to be updated. Content Scheduling tools work in conjunction with SitePublish’s Automatic Archiving and Page Hiding functionality, which streamlines archiving processes and makes it easy to maintain information stored on webpages for as long as your City wants. DRAG -AND -DROP PAGE DESIGNER Place any of SitePublish’s numerous widgets simply by dragging the widget you want from SitePublish’s drag- and-drop interface on to the section of the page where you want that content or tool to appear. This easy-to-use element places advanced page editing right into the hands of even the most non-technical user! CLOUD -BASED DOCUMENT & MED IA MANAGER Upload thousands of document and multimedia files your City uses into SitePublish’s centralized Document & Media Libraries to facilitate the creation of a completely digital archive and resource centre for staff and citizens. IMAGE & MEDIA MANAGE R Since a webpage is more than just text, SitePublish also provides built-in, easy to use Image & Media Managers for simple multimedia content editing. Unlike many competitors, SitePublish can also support streaming media and podcasts to facilitate immersive multi-media experiences. ON-PAGE ACCESSIBILITY C HECKE R & REPORTING Meeting W3C, WCAG, and Section 508 guidelines is always a priority for government websites, so SitePublish includes an Accessibility Checker to ensure your page meets legal requirements for accessibility on an ongoing basis. SitePublish can also run out-of-the-box reports such as a broken link validator, content update and usage reports, and page error verification reports. USER ACCESS & PERMIS SIONS MANAGEMENT To make the best of your City’s Website management team resources, SitePublish offers Delegated Authoring Capabilities, enabling Administrators to set every user’s permissions for content management to embed and use advanced components such as calendars, FAQs and forms without being site-wide Administrators for the entire Website. 7 The City of Corcoran | Website Design & Hosting Project Proposal A Mobile-Optimized eGovernment Solution With over half of the website traffic now coming from mobile devices, the message to governments is clear: your citizens want information accessible on the go. That’s why each CivicLive powered website comes with responsive design. We want your City to be able to optimize service delivery and drive citizen engagement by offering web-based services where your stakeholders will use them the most: on their mobile phones, tablets, and other portable devices. RESPONSIVE DESIGN Responsive Design maintains a consistent look and feel for your website across all platforms, keeping navigation familiar to end-users. Furthermore, services and functionality can be securely accessed from their mobile browsers at once, without the need to switch between multiple mobile apps that your City may have developed in the past. With a CivicLive responsive-design website, the web services your citizens need are all there, just like with their desktop experience. Responsive Design is included with every CivicLive website implementation and is the simplest, most effective means for making your website function optimally on any screen size and any platform. Depending on your project requirements, responsive design may be the only form of mobile-optimization your website needs. Whether navigating through full webpages optimized for an end-user’s specific device, or quickly navigating between specialized application sections, your end-users will get the information, resources, and access to municipal services that they want on whichever device they’re using at that time. To help you meet the mobile-first needs of your users – Responsive Design is included in our proposal! 8 Citizen Engagement Solutions Effective government websites go beyond delivering information online: they create a gateway for citizens to get access to the resources and services they need and want. People are becoming used to easy self-service options for everything from shopping for clothes to buying cars – and the proliferation of services and technology that has evolved from this phenomenon is a proof that it works. So, it only makes sense for your government to provide this level of convenience in your citizens’ lives. Our Citizen Engagement Modules include: Citizen Dashboards Collaborative Social Groups Customizable Surveys Unlimited Blogs with Podcast and Streaming Video Support Multi-Level Calendars with Year, Month, Week, Day views, Full Filtering and RSS Public/Private Discussion Forums Searchable Staff Directories Site-wide Search Citizen Services Request Permits & License Applications Customizable Forms Polls & Surveys RSS-Subscription Support News Engine Emergency Homepage Banner Searchable Business Directories FAQ Pages E-Commerce Integration It’s surprising how poor many government Websites are to this day. They’re poorly organized, and most eGovernment applications are still very agency-centric, rather than focusing on what would make sense to the citizen.” Rob Atkinson President of the Information Technology and Innovation Foundation 9 The City of Corcoran | Website Design & Hosting Project Proposal Productivity & Transparency Tools One of the greatest benefits of choosing the CivicLive eGovernment solution is that it doesn’t just offer new ways to engage citizens and make website content management easy for your staff, it also provides new ways for your staff to improve how their primary roles in your government work as well. Our Productivity, Transparency & Accessibility Management Tools include: Advanced Drag-and-Drop Workflow Manager Meeting Agenda, Minutes and Media Manager Structured Content Publishing Approvals Granular User Permissions Group-based Permissions Activity Logs Full Audit Trails designed to meet legal requirements for government sites Full Content Reporting Integrated Analytics and Reporting Dynamic XML Sitemap Intranet Management Scheduled and Automatic Archiving ‘I Want To…’ Navigation Mega-Drop-Down Menu Navigation Automatic Breadcrumb Navigation Accessibility Checker Text-Only Page Creation Printer-Friendly Pages RFP Posting Job Posting SSL Support Multiple Independent Website, Subsite and Microsite Management 10 Integration with 3rd Party Software With the CivicLive platform, we want your website to offer a limitless range of functionality, either by solely using our software, or by integrating with preferred external systems. In order to help your website reach its potential, SitePublish includes a robust set of web services, rich XML support for input and output, and APIs for easy interoperability. CivicLive web solutions can be integrated with countless 3rd party software and applications, including: APIs & Web Services Google Search Integration Google Translate Integration Social Media Feed Integration Social Media Sharing [like, tweet, +1, etc.] Interactive Links Integration E-Pub Reader Integration Flickr & Google Photos Integration ArcGIS Integration Google Analytics Support PCI-Compliant Online Payment Processing Integration YouTube and Vimeo Player Support RSS SQL Server LDAP SSO ADFS 11 The City of Corcoran | Website Design & Hosting Project Proposal Support, Hosting & Maintenance We are proposing a Software-as-a-Service (SaaS) solution as our response to your Website Design & Hosting project’s long-term requirements. With a SaaS solution, your City administrators will enjoy: 24/7/365 TECHNICAL S UPPORT SERVICE We offer every client UNLIMITED North American based, 24/7/365 support services for all issue types through numerous methods, including: A Toll-Free 24/7/365 Support Hotline Email Support Live Online Chat A Structured Support Escalation Process Technical Support Ticket Tracking Access to User Manuals and Multimedia over a Client Intranet AN UNLIMITED -USER SITEPUBLISH CMS SOFTWARE LICENSE We don’t want to limit any City’s website management experience and processes by restricting the number of staff users who can assume web management roles using our SitePublish CMS software. That’s why the CivicLive Software-as-a-Service solution includes an unlimited-user software license that is bundled together along with technical support and software maintenance services into one low annual services fee. In other words, your website governance team will never feel pressured to limit the number of users on SitePublish; any City staff can contribute to your new eGovernment strategy! DEDICATED ACCOUNT MA NAGEMENT Once your site goes live, you will be introduced to your dedicated Account Manager, who will take on the role of caring for you as a member of the CivicLive family. Serving as your primary point of contact throughout your contract term, your Account Manager will ensure Corcoran’s long-term success by tracking your website’s goals, sharing industry best practices, and keeping you informed of new CivicLive product enhancements that you may benefit from. ENTERPRISE -GRADE HOSTING & DATA PROTECTION SERVICES Our enterprise-grade Hosting & Data Protection Services are extensive, and include: Unlimited-bandwidth hosting via our international, 14- point North American Content Distribution Network Weekly Full/Incremental Database Backup Services with Remote Location Storage Redundant Network, Power & Database structures Defined Firewall Architecture SITEPUBLISH SOFTWARE VERSION UPGR ADES & MAINTENANCE We invest considerable resources into the long-term maintenance and development of our CivicLive SitePublish CMS software. We give every client access to our software maintenance and upgrade services in order to ensure the SitePublish CMS your City uses is always the latest and best version of our software. Benefits of our Software Maintenance and Upgrades include: Getting access to the latest eGovernment tools and modules we develop for SitePublish Ensuring that software is always up-to-date with CivicLive’s latest security standards Software upgrades are handled by CivicLive’s team, which means your IT team never has to worry about spending time on installing updates themselves. 12 COST PROPOSAL The following section outlines the One-Time and Annual fixed fee structure we’ve proposed to meet your Website Design & Hosting project’s requirements. Please contact us if you have any questions about our fixed fee-based pricing model for CivicLive web solutions. One-Time Implementation Fee- Custom Template Design $7,950.00 Our One-Time Implementation Fee covers costs associated with designing, developing and implementing your new website using our SmartWork Methodology. Key deliverables per SmartWork phase include: Envisioning & Planning Phase Kick-Off Meeting Finalized Project Plan Project Charter Designing Phase A Completely New Responsive Website Design for www.ci.corcoran.mn.us/ with our 100% Design Satisfaction Guarantee Configuring Phase Complete SitePublish CMS Software Configuration Integration of 3rd Party Software Training Phase Completion of Training Sessions User Manuals, Videos, and Access to Online Resources Migrating Phase Completion of Desired Website Content Migration Stabilizing Phase A Stable Internal Beta Launch of www.ci.corcoran.mn.us/ Completed CivicLive QA and Corcoran Staff User Acceptance Period Deploying Phase www.ci.corcoran.mn.us/ Goes Live! Finalized Project Documents Please Note: There are no additional hidden fees for meeting your project’s current scope of work! Annual Software-as-a-Service Fee $1,750.00 This fee is not charged in Contract Year #1! CivicLive’s Annual Software-as-a-Service [SaaS] Fee Includes the following services: Enterprise-grade Data Protection and Unlimited- Bandwidth Website Hosting Services for www.ci.corcoran.mn.us/ SitePublish CMS Software Version Upgrades & Maintenance Unlimited, 24x7x265 Access to Technical Support Unlimited-User SitePublish CMS Software License A Design Refresh of www.ci.corcoran.mn.us/ at the End of Contract Year #4 [if desired] West Lifetime SSL Cert PLEASE NOTE: There is no Annual SaaS Fee charged in Contract Year #1! 13 The City of Corcoran | Website Design & Hosting Project Proposal Annual Mass Notification Solution Fee $2,000.00 With the CivicLive Mass Notification Solution, you will receive: Unlimited Voice, SMS text and email Social media publishing (Facebook/Twitter) Surveys through phone and web with unlimited questions Configurable RSS widget to post messages automatically Instant translation to 50+ languages with reverse translation quality assurance Recipient portal mobile app; manage preferences & review prior messages Unlimited self-updating groups/lists (dynamically change based on source data) Dashboard offers at-a-glance views into overall messaging activity User Training, and Unlimited 24x7x365 Support From:Scheper, Jason E. To:Jessica Beise Subject:FW: Website Date:Friday, December 21, 2018 11:20:16 AM Jessica, I have confirmed the pricing is still valid. If possible, can we push the meeting back till 10:30 AM? Not a big deal but may help with my colleagues availability. Thanks and I look forward to the presentation. Jason Scheper Region Director Interactive Services | CivicLive solutions o 877.519.3851 x 657 c 314.398.8575 e jescheper@west.com Facebook Site Twitter Linkedin From: Scheper, Jason E. Sent: Thursday, December 20, 2018 4:57 PM To: 'Jessica Beise' <jbeise@ci.corcoran.mn.us> Subject: RE: Website Jessica, Let me reach out to the Solution Engineers and find out if one of them is available at that time. Just to be clear- you would like two meetings next Thursday. One for the a brief overview and another more intensive review of the CMS. If I misunderstood please let me know. Jason Scheper Region Director Interactive Services | CivicLive solutions o 877.519.3851 x 657 c 314.398.8575 e jescheper@west.com Facebook Site Twitter Linkedin From: Jessica Beise [mailto:jbeise@ci.corcoran.mn.us] Sent: Thursday, December 20, 2018 4:38 PM Presented by: Jordan Cairns, Sales Representative THE Integrated Technology Platform for Local Government Corcoran, Minnesota Website Redesign Services March 13, 2018 Jessica Beise City Clerk Corcoran, Minnesota RE: Website Redesign Services Dear Jessica: Today’s society expects instant access to news, answers, and communication. In today’s virtual world, making your government work better can be a challenge when you don’t have the tools and resources to get the job done right. So how do you meet these ever-increasing expectations with already-constrained resources? As your partner, that’s where CivicPlus can help. We are passionate about our mission to help make local government better. You won’t simply be getting a website. You’ll obtain the tools to build a trusted and long-term relationship between you and your citizens. Collaborating with you throughout the process ensures we deliver the right solution, housed within a sophisticated and custom design that captures the culture of your community. Corcoran is unique with your own set of values and goals. You won’t get a cookie-cutter website−your solution will be tailored to meet your specific needs. By partnering with CivicPlus, you’ll receive: One-of-a-kind design that captures your community’s unique qualities, achieved by working with you until you are completely satisfied with the design concept 40+ modules with all of the features and functionality you need that have been tried and tested by CivicPlus clients for over 20 years Guaranteed redesign after only 48 months of service to keep your website fresh and innovative Hands-on existing content migration by our team of experts to ensure the content you present is optimized, relevant, and accessible to all 24/7/365 support with secure hosting and maintenance to keep your investment safe and current 100% satisfaction with your new website Your new site will be developed on the most robust and flexible content management system available. Our CivicEngage CMS is an easy-to-use suite of cloud-based tools built specifically for local government. You’ll be able to inform and empower your citizens and staff in more efficient ways. Easier for you, easier for them. CivicPlus will deliver a website that conveys your look (through a custom design), enables effective communication (with Notify Me and CivicEngage Send), and encourages engagement for all visitors (WCAG 2.0 Level A & AA accessibility standards). Even more convenient features and functionalities are built in to CivicEngage and CivicPlus websites to enhance your web presence. 302 South 4th Street, Suite 500 Manhattan, Kansas 66502 888-228-2233 We encourage you to contact the references included and discover what their experiences are working with CivicPlus. A Corcoran and CivicPlus partnership will save you time and money with a website for your community to find what they need, when they need it. Sincerely, Jordan Cairns Sales Representative cairns@civicplus.com 785-370-7764 Table of Contents 1 Project Approach Summary 4 CivicPlus Company Overview 9 Experience 11 CivicEngage CMS 18 Project Timeline/Development 24 Support, Hosting & Security 27 Proposed Investment Estimate 30 Optional Project Enhancement 1 Corcoran’s proactive vision to develop a user-friendly, self-service government web environment for its community and employees is commendable. You should have complete confidence that the firm you choose to achieve your vision and create your website is the right choice. Becoming your strategic, trusted partner is paramount to the professionals at CivicPlus. Although you currently have a capable web presence, it’s time for a new look with better functionality. CivicPlus will help you re-envision, re-new, and re- invigorate your website. Working closely with you, we will assist in designing a new look, updated usability, accessibility, and quality for the delivery and exchange of information for your audience. Project Approach Summary | 2 Approach Summary We propose the following approach to help you meet your goals: Easy-to-Use CMS Our CivicEngage Content Management System (CMS) is developed specifically for local government with unique functionality to streamline your processes and offer self-service options to reduce call volumes and walk-ins for common requests. CivicEngage will empower your staff to update your website content easily and often with robust, straightforward editing tools and permission-based access. CivicEngage Send Our integrated e-communication module easily sends emails, texts, and social media updates in visually rich, mobile responsive, and easily customizable templates through a single interface. Secure Hosting, Cloud-Based Access Provide peace of mind for your staff and community that your site is in good hands. Our solution is supported by an enterprise-level hosting environment with vigilant 24/7/365 monitoring and continual system updating. We guarantee a 99.9% uptime for your website (excluding maintenance). No need to log into a network - access can be achieved anywhere from nearly any device. 24/7/365 Support Our helpful in-house support team is available via telephone, email and live chat to ensure your complete and ongoing satisfaction with our products and service. SSL Certificate Protect your new site and your online community’s information through encryption of sensitive data and identity verification with an SSL Certificate. Custom Data Driven Design Our experienced designers will work with you until you are 100% satisfied to create a custom, impactful design that will reflect your unique story. Utilizing relevant data to drive decisions, especially those that increase user experience, is at the core of our process. Among other data driven tools, heat mapping and website analytics may be utilized. Fully Responsive Support citizens on the go with abundant online resources accessible from their mobile phone or tablet. With responsive web design throughout, the content on your site will automatically adjust to the screen size of any device. For our mobile web clients, we design mobile first to ensure it is responsive! MobileAdmin App This convenient app provides you with ultimate flexibility. You can share important information anywhere at anytime by securely adding, modifying, and approving categories and items for CivicEngage’s module Alert Center. You can also upgrade to access communication modules News Flash, Calendar, and Citizen Request Tracker for even more on-the-go updates and modification functionality. | 3 Content Migration & Optimization One of our Content Development teams will manually migrate text, documents, and images from your current site to your new CivicPlus site - saving your staff hours of effort, ensuring consistency, accessibility, and that your information is easier to access and navigate. WCAG and Section 508 Compliance Our designers and programmers automatically implement all the accessibility features necessary to ensure your site is compliant with accessibility standards outlined within Section 508 and WCAG Level A & AA. We will make recommendations on best practices for keeping your content accessible and available for all users Dedicated Project Team A specialized team of experts will assist you throughout the development process including a project manager, an art director, content developers and a trainer/consultant. Customized Training Through three (3) days of interactive web-based instruction, our trainers will ensure your staff gains the confidence to effectively and easily maintain your new website with our WYSIWYG live editing tools and intuitive user interface. Design Essentials These design tools within CivicEngage allow your staff to build, modify, and manage your website’s look and feel within the design and structure parameters of your website. Guaranteed Redesign At the end of your fourth year of continuous service with us, you’re eligible to receive a basic website redesign with no further out-of-pocket expense. Your website stays current and doesn’t need to be rebuilt from the ground up. With CivicPlus Before CivicPlus After partnering with CivicPlus, Portland, Michigan was able to connect and engage their community better through their innovative, mobile, secure and interactive site. Before & After – Portland, Michigan 4 CivicPlus Company Overview 20+ 20+ years of experience with a focus to help local governments 250+ 250+ employees, many who have experience in local government organizations 2,500+ More than 2,500 local government clients across Canada and the U.S. 60k+ Over 60,000 internal admin users 60M+ More than 60 million online visitors (and counting!) | 5 CivicPlus CivicPlus’ team of over 250 professionals develop and deliver superior local government web technology, human resources efficiency, parks & recreation management functionality and mass notification solutions for our clients. CivicPlus is the integrated technology platform for local government, working with over 2,500 local governments including municipalities, counties, and municipal departments. CivicPlus’ focus to help local governments work better and engage their citizens through their web environment began in 1994 in Manhattan, Kansas by the owner, Ward Morgan. CivicPlus became a Kansas Corporation in 1998 and is still headquartered in this vibrant university town. Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a world leader in government web technology. We’ve steadily grown over the last 20+ years and have honed our skills working with municipal organizations across the US and Canada - helping them streamline their daily work and better inform and connect their communities. We believe in the goals our clients are seeking to achieve, and we work alongside them to do our part to help. These partnerships have provided great insight into how their web environments need to work and how we can help them find the right solutions to meet those needs. That help means: Guiding – with unparalleled consulting and training and facilitating stakeholder buy-in Supporting – with exceptional client service before, during and after launch Protecting – with industry-leading 24/7 security, support and service, and Learning – with continual client contact to better ourselves and our products Ultimately, CivicPlus is a company that’s about amazing people doing amazing things. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our clients, their 60,000+ internal users and the 60 million online visitors (and counting!). We consider it a privilege to partner with our clients and provide them with a solution that will serve their needs today and well into the future. | 6 Our Promise To You We will deliver a high-caliber, responsive web presence that reflects your vision in design, features, and functionality. The CivicEngage premium solution is simple-to-use, yet flexible and powerful – with intuitive navigation for your citizens and an intuitive administration for your staff. True live editing and training is included so your staff can be efficient on day one, and we’ll continue to support you after launch. Your system will be secure and continuously updated, as our experts develop further cutting- edge solutions designed specifically for local government. CivicPlus Communities / Recognition 7-time Inc. 5000 Honoree www.govtech.com/100 | 7 Project Team From project management to design and development to training and support, a dedicated project team will assist you throughout the development process to ensure your project’s success and your complete satisfaction. Our expert project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your project development and beyond. Adam Block – Manager of Project Administration Adam leads our project management team. This team oversees inter-departmental and client interactions assuring that your project will be developed in a timely manner by professional website experts. Education BS Business Administration Management Economics Resume Lead Project Manager Financial Services 5+ Years of Experience Project Management Business Management Team Building Customer Service Zach Myers – Lead Graphic Designer The team of designers, developers and art directors partner with the team project manager in designing and creating our websites. He will coordinate the creative approach with a dedicated senior art director to assist the project manager in the visual direction of your project. Our creative services staff, all with Bachelor of Fine Arts degrees, are responsible for each website overview and uniqueness of design and will work with you until it achieves your vision. Education Bachelors of Fine Arts Graphic Design Resume Lead Senior Designer Design & Development 7+ Years of Experience Branding Illustration Visual & Web Design Barney Barnett – Manager of Implementation Resource Team Our expert content developers’ goal is to migrate and arrange content for usability that exceeds the expectations of citizens and local government. Barney’s content development team strives to deliver a website on schedule that is easily understood, ADA compliant for Section 508 and WCAG Level A & AA, which can be efficiently maintained. Education BA in Anthropology Coursework in Business, Editing, and Creative Writing Resume Operations Manager Assistant Manager of Membership Systems 10+ Years of Experience Customer Service Operations Team Building Leadership Coaching Systems Support Jim Flynn – Director of Information Security and Infrastructure Jim is a passionate advocate for Information Security and performs a critical role in aligning CivicPlus Security Strategy with the needs of clients like you. He coordinates and manages our in-house experts on the technical aspects of your project. From data center operations to security and compliance, his team will ensure that your hosting and security needs are met. Education BA Computer Information Systems Resume Chief Systems Architect Information Technology Director Software Engineer 18+ Years of Experience Cyber Security Network Infrastructure System and Software Architecture | 8 Jim Steffensmeier – Manager of Training and Consulting From consulting services to content development to technical specifications, our consulting and training department will assist you in developing the right message in the right way by the right team. He will coordinate his team of professionals to deliver the consulting and training services you need to achieve success. All Trainers and Consultants on Jim’s team have UI/UX certifications to ensure they deliver the best experience for our end users. Education MA in Education/Adult Education & Training BS in Psychology AA in Business Management Resume Training Consulting 10+ Years of Experience Customer Service Best Practices & Website Optimization US Army Veteran Sumre Amerin – Manager of Account Management Upon launch of your website to the public, Sumre will assign an account manager to your account. Your dedicated account manager is a specialized team member that will ensure you stay current on CivicPlus solutions. This individual is your main point of contact and will partner with you to create an ongoing strategy to better engage your citizens by utilizing the tools and products that CivicPlus has to offer. Education BS in Integrated Services Resume Performance Management Consultant Sales Manager 5+ Years of Experience Leadership Customer Service Project Management Process Improvement Constance Huseth – Manager of Client Support Constance Huseth manages the technical support team for all CivicPlus products. Upon launch of your new CivicPlus website, any technical questions or issues you may encounter may be reported to your CivicPlus Technical Support Team. This specialized team operates on a 3 tier, product specific, escalation process to report technical issues to the products development team and works hand- in-hand with our Help Center to continually improve online assistance content and best practices information. Education BA English, Communication Resume Technical Support Specialist Documentation and Communications Manager 5+ Years of Experience Technical Support Business Management Team Building Customer Service Company & Contact Information Contact Information Jordan Cairns Sales Representative cairns@civicplus.com 785-370-7764 Legal Name CivicPlus, Inc. Company Founder Ward Morgan, Owner and Chairman of the Board Purchasing Vehicles GSA Contract #: GS-35F-0124U TIPS/TAPS Contract #: 2092613zz Interlocal Purchasing Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free: 888-228-2233 Fax: 785-587-8951 Incorporated in State of Kansas Company Website www.CivicPlus.com Date Incorporated June 1998 9 We have assisted more than 2,500 clients throughout the United States and Canada with the design, implementation and hosting of new, engaging, innovative and functional websites. Included are just a few examples of relevant sites, similar in scope, which we have designed. Experience | 10 Design Portfolio The included design portfolio will provide you an idea of the different directions we can take your creative design. We will be glad to provide additional links to some of our live client websites or additional samples from our portfolio. Please note that not all parties listed have agreed to be contacted for reference. Mineral Wells, Texas www.mineralwellstx.gov Savannah, Georgia www.savannahga.gov Wadsworth, Ohio www.wadsworthcity.com Union City, California www.unioncity.org Rio Rancho, New Mexico www.rrnm.gov Montrose, Colorado - Tourism www.visitmontrose.com 11 The CivicEngage CMS is a robust and flexible CMS that has all of the features and functionality you need today and in the future. Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful government content management structure and website menu management system. The system allows non-technical employees the ability to easily update any portion of your website with ease. The CivicPlus content management system, CivicEngage, utilizes Microsoft SQL Server, C# MVC, HTML5, AngularJS and CSS3 for web development. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary, and all content is organized in accordance with web usability standards. CivicEngage CMS Content Management System | 12 User Interface CivicEngage’s intuitive interface empowers your staff in more efficient ways. Based on client input and extensive testing, the CivicPlus team has created a clean, crisp updated look-and-feel for the admin-side of CivicEngage. It’s sleek and streamlined, designed specifically to make your job easier. All CivicPlus Trainers and Consultants are UI/UX certified to ensure they deliver the best experience for our clients and their end users. ADA Section 508 Compliance We provide highly compliant sites based on WCAG 2.0 A and AA guidelines, which encompass and surpass ADA accessibility requirements. Our focus is to provide a high degree of compliance with WCAG 2.0 A and AA, which maximizes accessibility for all users while providing freedom to create a visually rich and appealing site. Our approach includes the following steps to ensure you receive a compliant and accessible website: Build – We build our content and design using the four WCAG principles: Perceivable, Operable, Understandable, and Robust and we guarantee that we deliver you a site that meets ADA (Section 508) and WCAG 2.0 A and AA levels. Train – Our trainers will use CivicPlus best practices to teach your staff to keep your content and design elements accessible and up-to-date with the latest ADA/WCAG standards. Code-Base Updates and Rollouts – We ensure that any new regulations that require code changes are done automatically for you and perform code changes quarterly with no additional effort required from you. Ongoing Education – Our product team closely follows changes in regulations and updates our best practices as well as provide regular updates to clients via our CivicPlus website, blog articles, webinars, and other publications. We will deliver a compliant website, and training and provide you some tools to do that will help you maintain compliance after Go Live: Accessibility Checklist – assists you in reviews of your site’s design and content Best Practices – helps your team take personal responsibility and accountability for your web pages Ongoing Scans – we think it is a best practice to occasionally scan your site to check ongoing compliance (available for an additional cost) Features & Functionality | 13 Activities – Create activities and accept registrations while integrating with other CMS modules. Agenda Center – Create and display agendas and minutes for various civic organizations. Alert Center – Post emergency or important information on your website to notify citizens via email and SMS. Archive Center - Store and retrieve agendas, minutes, newsletters and other data-driven documents. Bid Postings – Post your bids with this easy-to-use tool. Blog – Post opinions/information about various community topics and allow citizen comments and subscriptions. Business / Resource Directory – List municipal contact information and community resources. Calendar – Create multiple calendars and events to inform citizens of upcoming activities. Carousel Widget – Present more impactful information with easier navigation in a single page element that can hold up to 10 clickable rotating groups of 1-3 widgets. Citizen Request Tracker™ – Allow users to report a problem and provide follow-up communication with the point of contact. Community VoiceTM – Interact with citizens about projects in your community. Document Center – Organize and house documents in one central location. ePayment – Allow customers to have the ability to process payment transactions via the website. Facilities & Reservations – Showcase community facilities and allow reservations online. Form Center – Create custom online forms that can be completed and submitted online. Frequently Asked Questions (FAQs) – Answer the most frequently asked questions from your visitors. Job Postings – Post available jobs online and accept online applications. My Dashboard – Allow users to personalize their dashboard to stay updated on news, events, and information they care about. Notify MeTM – Send out mass emails and SMS to subscribers of specific lists. (Includes 500 SMS subscribers) News Flash – Post organizational news items, right on your home page, that are important to your citizens. Opinion Poll – Interact with your site visitors by posting various questions and polls. Photo Gallery – Store and display photos. Quick Links – Place links on any page using your WYSIWYG editor that let your visitors find what they need quickly. Spotlight (Advanced widget) – Highlight important text or widgets in a compact, easy-to-update tool. Staff Directory – Share detailed contact information for your staff and offices. Features & Functionality | 14 Live Edit – Quickly edit directly on the front-end with point-click-edit access to information. See where your information will be posted before you commit to any changes. Browser Based – No installation of software needed! Update the site from an internet connection and any platform (Mac or PC). Pending Approval Items – Direct access to a queue of pending items to be published or reviewed by the administrator upon login. Predictive Site Search and Search Log – Powerful site search automatically indexes all content making it easy for visitors to find information. All search words are kept in a log, allowing you to update highly searched information and feature key items. Automatic Alt Tags – Built-in features ensure your site is Section 508 compliant. Content Creation – Easily add new content, edit old content, and keep page layout consistent through use of our What You See Is What You Get (WYSIWYG) editor. Content Scheduling – Any material in the system can auto-publish and auto-expire. Content Versioning – An archive of all published content to review and access previous versions. Social Networking CivicPlus can sync your website to your Facebook and Twitter profiles to automatically publish news, notices, and calendar events from one central location. Other social networking sites (such as LinkedIn, YouTube, Pinterest, etc.) can have feeds displayed on any page of your site and can be featured on your website with links to your profiles. Administrative Features Features & Functionality Dynamic Page Components – Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. Dynamic Breadcrumbs and Site Map – Dynamic Breadcrumbs are automatically generated and used to show a visitor’s location within the site. A dynamically generated site map automatically updates to reflect your new navigation if changes are made. ePayments / eCommerce Integration – Process payment transactions via the website. Additional processing transaction and merchant account fees will apply. History Log – Track changes made to your website including items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable and exportable. Intranet – Use permissions to set a secure location on your website to allow employees to login and access non-public resources and information. Levels of Permissions – Assign staff members to groups with different levels of permissions of access and authority throughout the CMS. | 15 Link Redirects – Instead of sending your users to http://civicplus.com/248/Awards-and-Recognition, you can send them to http://civicplus.com/awards. Maps – Maps can be developed simply by using our native Image Map Editor to create different link areas. Easily embed maps from Google, ESRI, and more using the HTML widget. Mega Menu – A main navigation menu is makes it easy to get to any page on your site with a single click. MobileAdmin App – A separate app to update your admin functions (Alert Center included - upgrade to NewsFlash, Calendar, and CRT) from any location using your tablet or phone. Printer Friendly – Separates critical content from the site template to provide a clean print without menu structure and banner information included. RSS Feeds – Real Simple Syndication (RSS) allows patrons to sign up to receive email notifications. Supported Browsers – CivicPlus websites are viewable in all common browsers. We optimize them for administrative use with Windows 2000+ and in the two most recent versions of major browsers including: Internet Explorer, Firefox, Safari and Chrome. Translation – Integration with Google Translate translates web pages into over 100 languages. Website Statistics – Piwik Analytics provides web statistics for analysis. Features & Functionality Application Programming Interfaces (APIs) We know that each municipality has unique needs and develops individualized solutions through software, data integrations and custom programming to meet those needs. We help you to bring these pieces together in a single location. We continue to improve and evolve our CMS to make integrations with our CivicEngage CMS and disparate applications as straightforward as possible. It’s this “open architecture” approach that allows your IT staff and programmers to spend time creating applications and systems that are specific to your community’s needs using the site itself as a sturdy platform on which to build. APIs: CivicPlus offers integration via SOAP and REST APIs. Our APIs are available within the CivicEngage system, which allow your IT staff and developers to build community-specific applications right from your website. Enabling communication between your CivicPlus software and third party systems provides the flexibility to leverage the capabilities of both. This information exchange between systems maximizes productivity and efficiency, allowing you to do more with your available resources. Integrations: CivicPlus routinely integrates with other software to maximize the efficiency and effectiveness of our platform. Most integrations are embedded tools, allowing you to seamlessly leverage the technology with no additional steps. Common integrations that help local government organizations are our data integrations with ESRI and Google Maps within our emergency management, facilities management, and activities software. Additionally, our clients utilize analytics tracking offered through Piwik or Google Analytics. CivicPlus also utilizes the robust functionality and options available through Zapier to assist with client integrations. | 16 Design Essentials Experience the flexibility to update your website design. When it comes to updating your website design, CivicEngage is the most flexible solution. Whether you want to replace a banner, adjust colors, or modify your layout, we make it easy with no HTML or CSS coding needed. Features & Functionality CivicPlus.com 888.228.2233 302 South 4th Street, Suite 500, Manhattan, KS 66502 Design Flexibility Personalize Your CivicEngage Website Experience the flexibility to update your website design. When it comes to updating your website design, CivicEngage is the most flexible solution. Whether you want to replace a banner, adjust theme colors, or modify your layout, we make it easy with no HTML or CSS coding needed. Build: Create Impactful Webpages with Tools Anyone on Your Team Can Use Design custom landing pages for specific departments to engage citizens Develop unique graphic icons for municipal services and support Create unique global navigation for custom landing pages Modify: Refresh Your CivicEngage Website Change your website borders and backgrounds quickly and easily Adjust fonts and colors within your site’s original color palette throughout your website Update static banners to promote important news and events Manage: Provide Specific Staff Access To Your Design Tools Anything, Anywhere Maintain consistent website design and best practices across your entire site. Provide custom design access for specific departments and staff Oversee theme and widget modifications with front-end preview | 17 CivicEngage Send CivicEngage Send is a visually rich communication module for government, used to efficiently distribute general (non-emergency) communication to citizens. Send is more than a simple email newsletter tool; it provides CivicPlus clients with a single point of access, via integration with CivicEngage, to multiple communication channels, including: email, SMS/text, Facebook and Twitter. Send centralizes communication, saves administrative users time and improves overall productivity. Additional benefits of the CivicEngage Send module include: Content auto-posts to your website Unlimited communication – there isn’t a limit to the number of emails you can send (text messaging rates do apply) Template options to make customizing your message quick and easy Access to all subscriber lists in your CivicEngage website, including the ability to select multiple lists Project Enhancement 18 A dedicated project team will assist you throughout our proven development process to ensure your new website achieves your vision of success and delivers you complete satisfaction - guaranteed. Project Timeline/ Development | 19 Typical Project Timeline Consulting, design, usability guidance, programming, secure hosting and dedicated training - CivicPlus delivers all of this and more during the development of your new website. Exact development timelines can vary due to scope, client availability, milestones set and other factors. To deliver the best possible solution for Corcoran’s web environment, your project development is estimated at 28+ weeks. Kick-Off Meeting During the initial kick-off meeting, you will meet your project manager to establish your project timeline, review the startup kit and discuss the takeaway items that need to be completed. Your project manager will discuss the implications of deadlines and the expectations required to keep the project on track. Average Timeline: 16 - 28 Weeks Kick-Off Meeting Phase 1 ~ 4 – 6 Weeks Phase 2 ~ 3 – 6 Weeks Phase 3 ~ 3 – 7 Weeks Phase 4 ~ 4 – 6 Weeks Phase 5 ~ 4 – 6 Weeks | 20 Project Phase Descriptions Phase 2: Design Presentation Based on the results and goals outlined during the Optimization, your project team will collaborate and present the most effective layout for your website, ensuring a responsive structure that’s optimized to display in any format – now and in the future. RESPONSIVE PROTOTYPE You’ll be presented with a simple, responsive prototype that demonstrates the placement of your navigation and key functionality. This prototype is a rudimentary version of a home and interior page that will act as a blueprint to ensure that design choices translate into effective user experiences. The layout is hosted on a unique web address so it can be viewed on multiple devices and easily shared with key stakeholders. COLOR PALETTE A custom color palette is also included with your responsive prototype. It is paired with your layout so that it is easy to envision how colors will enhance the design and engage your users. Our prototype presentation software allows you to visualize the proposed design and style of your new site and how it will respond on both desktop/tablets and smartphones. Phase 1: Website Optimization REVIEW NEEDS Goal: Review where you are now and discuss where you want to go. DESIGN, CONTENT & FUNCTIONALITY Goal: Determine how you want your website to look, feel and function. BEST PRACTICES Goal: Outline our CivicPlus content best practices and standards. | 21 Project Phase Descriptions Phase 3: Production Site Development Your Project Team will present your layout, functionality and design based on your goals, our recommendations and our combined vision. CONTENT DEVELOPMENT During the Kick-Off Meeting and Phase 1 your staff has the role of updating the content on your current primary site. While you are making design decisions, our content development team will optimize and reorganize your content based on CivicPlus best practices. Content from sites other than the primary site can be migrated to the new primary site for an additional fee. DESIGN REVIEW You will have the opportunity to evaluate and collaborate with the Project Team on proposed changes. You can revise your design composition up to the deadline that you and your project manager agree upon during the timeline meeting (the average client requests a total of three). After that deadline, your project’s Go Live date will be adjusted. Following design approval and functionality development, we conduct a review to ensure your expectations are met and website best practices are upheld. ACCESSIBILITY COMPLIANCE Our designers and programmers automatically implement all the accessibility features necessary to ensure your site is compliant with accessibility standards outlined within Section 508 and WCAG Level A & AA. We will make recommendations on best practices for keeping your content accessible and available for all users by ensuring that, among other things: All menu items are clickable Submenus display throughout the site Alt tags are used for images Site maps are dynamically generated Documents and links can be set to open in the same window | 22 Project Phase Descriptions Phase 4: Website Review & Training Our goal for training is to give your staff the skills and tools they need to quickly and easily keep your website current. Before your site is launched, CivicPlus will provide in-person or online training to equip your staff with the knowledge, tools and comfort level needed to maintain the site’s integrity upon Go Live. Your training plan will be customized to the needs and skill levels of your site users and administrators. All training will sessions will utilize your production site so users are familiar with your new site. Regardless of technical ability, we will help your staff gain the confidence to effectively maintain your website. FEATURES, MODULE & PAGE CREATION TRAINING During the training for Administrators & Content Contributors, you will receive an understanding of your site’s navigation and page layout and how these affect target audiences. We will instruct your staff on creating area-rights and back- end features for site administration as well as review all the modules included with your site. Your staff will learn how to create links, format text and lay out pages for usability and scanability. CivicPlus training manuals and videos are available for download at no cost from our online resources. TYPICAL TRAINING PLAN Your training plan will be customized to the needs and skill levels of your site users and administrators. All training sessions will utilize your production site so users are familiar with your new site. Day One typically consists of administrator training in the morning and an introduction for your core group of users in the afternoon. The remaining days will be dedicated to using modules and work sessions. Work sessions are designed to be time for groups to work on their pages and modules as well as to consult with the trainer about their specific areas of the website. During the work session time, individuals who need specific module training on items not covered in earlier sessions can go through those modules. There are also options for training sessions for individual departments. The final day includes information on department-specific widgets such as Facilities and Activities with Parks and Recreation, Jobs with HR, and Bids with Procurement. The last hour of training will be a wrap up session with System Administrators. | 23 Phase 5: Go Live This is an exciting time; it is the last step before your new site launches! Your Project Team will provide you the information you need to prepare your site for Go Live. TESTING AND REVIEW You typically have three weeks after training to become familiar with your site. This will allow you to add, create and make adjustments to content on your production site, as well as ensure overall satisfaction with your website. Content changes will display and function the same way before and after your Go Live date. Upon completion of a collaborative final review of the website and a final spelling and links checkup by our Quality Control Team, your domain name is directed to the newly developed website. Project Phase Descriptions Your Role We will need your help to create the strongest possible website for your community. We will need you to: Assess your current website, and complete functionality and design, web team, and content forms. Update the content on your current website and delete any pages you no longer need. Gather photos and logos that will be used in the overall branding and design of your new website. Provide a list of departments in your organization. Provide website statistics from the past 12 months along with a list of pages and downloaded content. Provide an outline of your site’s current navigational structure. Supply a list of all third-party and in-house applications utilized. Compile a list of any content on your current site that must be migrated verbatim to your new site. Ensure you have the most up-to-date web browsers installed on your organizations computers. 24 You are now a part of the CivicPlus family and will continue to receive both technical and consultative support from our Support and Account Management team. CivicPlus will protect your investment and take the hosting and security of your client website seriously. Support, Hosting & Security | 25 Continuing Service & Support AROUND-THE-CLOCK SERVICE & SUPPORT With technology, unlimited support is crucial. Our live support personnel based in the United States are ready to answer your staff members’ questions and ensure their confidence in using our site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m. (CST) to field your calls, emails, and live chat. Emergency services are available free of charge after regular hours with our on-call staff 24-hours a day. CivicPlus is also proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the internet in general, our personnel often identify and correct issues before they ever affect our clients’ websites. WWW.CIVICPLUS.HELP - THE CIVICPLUS HELP CENTER CivicPlus clients and their visitors have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. The Help Center also provides our release notes to keep you in the loop on upcoming enhancements and maintenance. The Community Forum allows your staff and your users to interact with each other, send CivicPlus feedback and suggestions for future system enhancements, and view trending topics among members - along with other functional and engaging features and capabilities. DEDICATED ACCOUNT MANAGEMENT CivicPlus has a team of dedicated account managers to help you implement the tools needed to successfully meet the level of community engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to provide you with further information on how to utilize the tools in your new website. Your account manager will help you keep up on new CivicPlus products and optimize your site. Support Maintenance Our knowledgeable staff is available 7 a.m. – 7 p.m. (CST) (excluding holidays) 2-hour response during normal hours by our dedicated support personnel Emergency Support is available 24/7 from our trained on-call staff CivicPlus Help Center is available 24/7 for online training manuals, troubleshooting solutions and CivicPlus Community OS system patches are installed frequently to continually enhance our CMS Full backups are performed daily as a regular service All updates are tested internally before being installed Regularly scheduled upgrades include fixes and other improvements Development Team works in two-week sprints for new functionality and services as well as software fixes and minor enhancements | 26 Hosting & Security Redundant power sources and internet access ensures consistent and stable connections. We invest over $1.0M annually to ensure we adapt to the ever-changing security landscape while providing maximum availability. To help ensure your site is protected at the level you need, CivicPlus’ Included Hosting & Security Package is built into Corcoran’s solution. Your system is monitored 24/7/365. CivicPlus’ extensive, industry-leading process and procedures for protecting and hosting your site is unparalleled. From our secure data center facilities to constant and vigilant monitoring and updating of your system, including 99.9% guaranteed up-time (excluding maintenance), we’ve got you covered. If you experience a DDoS attack or threat, CivicPlus has mitigation and DDoS Advanced Security options that are available to you at the time of event. Included Hosting & Security Features Data Center Bandwidth Highly reliable data center & secure facility Managed network infrastructure On-site power backup & generators Multiple telecom/network providers Fully redundant network System monitoring - 24/7/365 Multiple network providers in place Unlimited bandwidth usage for normal business operations (does not apply in the event of a cyber attack) Burst bandwidth - 22 Gb/s Hosting Automated CivicEngage 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 Disaster Recovery Emergency after-hours support, live agent (24/7) On-line status monitor by Data Center Event notification emails 8-hour guaranteed recovery TIME objective (RTO) 24-hour guaranteed recovery POINT objective (RPO) Pre-emptive monitoring for disaster situations Multiple, geographically diverse data centers DDoS Mitigation DDoS Advanced Security Coverage Defined DDoS Attack Process Identify attack source and type Monitor attack for threshold* engagement Not Included. Additional coverage available at time of event. Additional fees will apply. *THRESHOLDS: Traffic exceeds 25 Mb/s sustained for 2+ hours. Traffic over 1 Gb/s at any point during attack 27 We will want to talk with you in more detail about your goals, expectations and vision before we finalize your scope so we deliver what you need, when you need it. Proposed Investment Estimate | 28 Total Investment – Year 1 (Including Annual Services) $21,599 Year 1 Investment Proposal All quotes are priced per project and presented in US dollars. Pricing is valid for 60 days from March 13, 2018. As detailed in the proposal, Corcoran’s project development includes. Website Design, Development & Deployment CivicEngage Content Management System Migration of up to 115 pages of existing content for URL: www.ci.corcoran.mn.us Included Hosting and Security Package One (1) SSL Certificate for URL: www.ci.corcoran.mn.us Professional Consulting Services & Training Three (3) Days Web-Based Implementation Training for up to Six (6) Staff Members/Session Projects Enhancements & Functionality CivicEngage Send | 29 Annual Investment Year 2 and Beyond Annual Hosting/Maintenance Services (Beginning Year 2) Receive maximum benefit at minimal cost while protecting your investment. Each year of your contract, you’ll receive system enhancements, maintenance and optimization and have full access to our support staff so your site stays up-to-date with our latest features and functionality. Your annual services fee includes redundant hosting services, daily backups, extensive disaster recovery plans, 24/7 support, software maintenance, system enhancements, and access to the CivicPlus community. Annual Hosting/Maintenance Services are subject to a cumulative annual 5% technology fee increase beginning Year 3 (for non-CPA payment projects) and beyond. CivicPlus Advantage - Alternate Payment Plan The CivicPlus Advantage (CPA) provides zero interest, level payments that divides the Total Investment - Year One expense of your project over the first four (4) years of your contract. Each payment also includes your Annual Hosting/Maintenance Services. Our CivicPlus Advantage payment plan lowers your initial “out of pocket” expenses dramatically. Redesign Guarantee At the end of your fourth year of continuous service with us, you are eligible to receive a basic website redesign with no further out-of-pocket expense. Keep your website fresh, innovative and up-to-date! 1st Year CPA Payment ...............................$9,000 2nd Year CPA Payment ..............................$9,000 3rd Year CPA Payment ...............................$9,000 4th Year CPA Payment ...............................$9,000 5th Year Annual ..........................................$5,040 (annual + 5% technology fee) Annual Services (Beginning Year 2) $4,800 30 Please take a look at additional information highlighting an optional project enhancement. Department Header with Theme Package Optional Project Enhancement | 31 Optional Project Enhancement Department Header with Theme Sometimes, a department or a division within your organization has a need to distinguish information from the parent site. A Department Header Package is a cost-effective way for these groups to informatively and graphically differentiate themselves from the look of the main – or parent – site while still falling under the umbrella of the same Content Management System administration. DEPARTMENT HEADER WITH THEME PACKAGE INCLUDES: Unique site URL (if applicable) Custom site identifier / logo Unique homepage that follows the layout of the parent site Your own global navigation and menus Custom background image and/or slideshow images (if applicable) Department-specific buttons Choice of what modules to use on the homepage Shared login and modules with the parent site (design of module pages will match parent site design) Unique button layout and graphic button design Customized color palette for the department header homepage and interior pages (does not include View All version of modules) Functionality Options One-Time Annual Department Header THEME Package – includes up to 20 pages of content migration and additional level of navigation. No annual fee in the first year; annual fees begin year 2. $3,950 $1,150 From:Jordan Cairns To:Jessica Beise Subject:RE: CivicPlus Pricing Date:Thursday, December 20, 2018 11:30:47 AM Hi Jessica, No problem, I understand! I’d be happy to help out. To answer your questions, Not for Engage, as there is potentially too much to cover in a reasonable timeframe. I am currently available to provide a demo as I am completely open next Thursday. Yes! I can have a sandbox set up and available for you to try out after the demo. Technically yes, but I have been given the approval to honor anything I proposed earlier this year through January. So in your case, no. Best, Jordan Cairns | CivicPlus Inside Sales Representative p: 785.370.7764 | f: 785.587.8951 civicplus.com THE Integrated Technology Platform From: Jessica Beise <jbeise@ci.corcoran.mn.us> Sent: Thursday, December 20, 2018 11:18 AM To: Jordan Cairns <cairns@civicplus.com> Subject: RE: CivicPlus Pricing Jordan, A couple things including the election came up at the end of the year here and I wasn’t able to move this project forward but my goal is to present to the City Council CivicPlus and a couple other options. I was wondering if you had a couple things you might be able to help me out with as I pitch to staff and then Council. Do you have a pre-recorded demo? Do you have a sandbox/practice site where we could text out the interface with staff? Have prices changed since June? I’m hoping to present to staff next week on Thursday and the City Council on January 10th. Thanks, Jessica Beise <jessbeise@gmail.com> GovOffice Web Solutions Designs - City of Corcoran, MN 3 messages Ross Heupel <ross@govoffice.com>Thu, Dec 20, 2018 at 12:30 PM To: jessbeise@gmail.com Jessica, Sorry about the long voice message, here’s information regarding our new responsive web designs. Within the past several months we launched/redesigned the following Minnesota municipal websites: https://www.lakecrystalmn.org https://www.ci.lake-city.mn.us https://www.ci.otsego.mn.us https://www.cityofluverne.org https://pinecity.govoffice.com https://www.byronmn.com https://www.ci.chatfield.mn.us https://www.mendota-heights.com https://goodview.govoffice.com https://www.ci.lino-lakes.mn.us The new design allows clients/editors swap out the large home page images whenever they wish! Responsive Web Design (RWD) is the new standard for website design. Responsive websites automatically resize to fit all screen sizes - from desktop PCs to tablets to smartphones - ensuring a winning user experience on any device. But that's not all! Responsive websites provide many more important benefits: They help meet new ADA/accessibility requirements, which are critical for local governments to incorporate. They are built on very efficient code which makes your website even faster. They improve Search Engine Optimization (SEO) by avoiding duplicate content which negatively impacts your search ranking. Since 2015, Google has been prioritizing mobile-friendliness as a key ranking attribute. Design options include: Progressive - $6,700 (most popular design) All of the MN sites listed above are Progressive designs. Includes five homepage images that the client can change at any time. 10 quick link buttons Notification banner Value Package - $4,900 City of Wall, SD - https://www.wallsd.us Janesville, MN – in development - http://previews.cmsdev.avenet.net/previews/janesvillemn/final Includes five homepage images that the client can change at any time. Six quick link buttons Budget - $3,400 Website example: Clarence, IA , population 1,200 - https://www.clarenceia.org The large homepage image can be changed anytime by the client! Basic - $2,200 Includes one large image, website example – Waterford, MN, population 500 - http://www.waterfordtownshipmn.org. Most design projects are completed with 3-5 months. We now offer multi-year agreements, you have three years to pay off the custom design! Let’s schedule a 30 minute design webinar soon, just let me know what day/time works best for you. Regards, Ross Heupel Local Government Outreach Director GovOffice.com 651.270.0442 Jessica Beise <jessbeise@gmail.com>Thu, Dec 20, 2018 at 12:32 PM To: "jbeise@ci.corcoran.mn.us" <jbeise@ci.corcoran.mn.us> [Quoted text hidden] Jessica Beise <jessbeise@gmail.com>Thu, Dec 27, 2018 at 9:39 AM To: "jbeise@ci.corcoran.mn.us" <jbeise@ci.corcoran.mn.us> Thanks Ross for your help. I’ll check in with you soon to discuss a demo. [Quoted text hidden] STAFF REPORT Agenda Item 11b. Council Meeting: January 10, 2019 Prepared By: Jessica Beise Topic: Annual Appointments Action Required: Approval Summary: Each year the City makes annual appointments as required for the operations of the City. The recommended appointments are the same as 2018. It is requested the City Council review the appointments and approve for 2019. Direction is requested on the position of Acting Mayor which was held by Councilmember Keefe in 2018. Selected notes on annual appointments: City Newspaper: No increase in rates City Attorney: No increase in rates City Planner: $3/hour increase for Principal Planner City Engineer: No increase for City Engineer Financial/Budget: Fees for various appointments are included in the 2019 budget. Alignment with Values: This item relates to the following adopted values: Efficient and Effective Service Delivery We believe providing services to residents and businesses in an efficient and effective manner makes government easier to work with and creates a business friendly environment. Fiscal Responsibility We believe that the prudent stewardship and opportunistic investment of public funds is essential for confidence in government and to position the City for future success. Options: 1. Approve Resolution 2019-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Recommendation: Approve Resolution 2019-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Council Action: Page 2 Consider a motion to approve Resolution 2019-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Attachments: 1. Resolution 2019-01 Establishing Annual Appointments 2. Crow River News Engagement Letter 3. Landform 2019 Rate Schedule 4. Wenck Associates Engagement Letter 5. Carson, Clelland & Schreder Engagement Letter City of Corcoran January 10, 2019 County of Hennepin State of Minnesota RESOLUTION NO. 2019-01 Page 1 of 2 Motion By: Seconded By: RESOLUTION ESTABLISHING ANNUAL APPOINTMENTS FOR THE CITY OF CORCORAN FOR 2019 WHEREAS, the City of Corcoran (City) is required to designate the official newspaper, official depositories and signatories, make annual appointments to various commissions within the organization of the City, as well as other defined organizational items as defined by State Statute and City Codes. NOW THEREFORE, BE IT RESOLVED that the City hereby makes the following appointments for the year 2019. 1. Official Newspaper Crow River News, (aka Sun Media) 10917 Valley View Road, Eden Prairie MN 55344 2. Acting Mayor The Acting Mayor shall be _________ 3. Planning Consultant Landform, 105 S. Fifth Avenue, # 513 Minneapolis, MN 55401 4. Engineer Wenck Associates, Inc., 1800 Pioneer Creek Center, Maple Plain MN 55359 5. Attorney – Civil and Criminal John Thames - Carson, Clelland & Schreder, 6300 Shingle Creek Parkway, Suite 305, Minneapolis, MN 55430-2190 6. Auditor Abdo, Eick & Meyers, LLP 5201 Eden Avenue #250, Edina, MN 55436 KDV Ltd., 220 Park Avenue South, Saint Cloud, MN 56302 7. Assistant Weed Inspector City Administrator and the Public Works Department 8. Insurance Agent Anderson Insurance Agency, 312 Central Avenue S.E., #488, Minneapolis, MN 55414-1064 9. Animal Control Officer Monticello Animal Facility, 203 Chelsea Road, Monticello, MN 55362. 10. Official Depositories Farmers State Bank of Hamel Northland Securities 4M Fund City of Corcoran January 10, 2019 County of Hennepin State of Minnesota RESOLUTION NO. 2019-01 Page 2 of 2 11. Official Signatory The following individuals are hereby authorized as official signatories for the City: a. Mayor/Ron Thomas b. City Administrator/Brad Martens 12. Authorized for funds transfer and inquiry at Farmers State Bank of Hamel The following individuals are hereby authorized for funds transfer and inquiry for the City checking and savings accounts at Farmers State Bank of Hamel: a. City Administrator/Brad Martens b. City Clerk/Administrative Services Coordinator/Jessica Beise c. Accountant/Joe Rotz VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Bottema, Jon Bottema, Jon Dejewski, Brian Dejewski, Brian Keefe, Mike Keefe, Mike Schultz, Alan Schultz, Alan Whereupon, said Resolution is hereby declared adopted on this 10th day of January, 2019. ________________________________ Ron Thomas - Mayor ATTEST: ____________________________________ City Seal Jessica Beise– City Clerk/Administrative Services Coordinator December 2018 City of Corcoran City Council 8200 County Road 116 Corcoran, MN 55340 Dear City Council Members: Please accept the following bid from the Crow River News for legal newspaper designation for the City of Corcoran. This newspaper is qualified by the State of Minnesota as a legal newspaper under Minnesota Statutes Section 331A.02, Subd. 1. The following rate structure for legals is effective January 1, 2019: First insertion: $15.83 per column inch Subsequent insertions: $9.24 per column inch Characters per inch: 320 Lines per inch: 9 A notarized affidavit will be provided for each notice published. Additional affidavits are $2.50 each. A $20.00 charge will be assessed on legal notices that require typing. All published legal notices are posted on the Press & News website at no additional charge. The Crow River News is published weekly on Thursdays. The deadline is 12:00 p.m. on Friday for publication the following Thursday. Please email legal notices to publicnotice@ecm-inc.com. Thank you for considering the Crow River News as the official newspaper for the City of Corcoran for the upcoming year. We appreciate the opportunity to serve the needs of your community. Sincerely, Steve Gall Advertising Director 10917 VALLEY VIEW ROAD, EDEN PRAIRIE, MN 55344 • 952-392.6844 • PRESSNEWS.COM 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. December 17, 2018 Brad Martens City of Corcoran 8200 County Road 116 Corcoran, MN 55340 RE: 2019 Rate Schedule Dear Mr. Martens, Thank you for utilizing Landform to provide planning services for the City. We appreciate your confidence in us and we value our working relationship with the City. We are proud to have been able to take the lead on the 2018 planning efforts, which included 39 land use applications and continued work initiation of the 2040 Comprehensive Plan update. We look forward to working with you in 2019 to help the City Council meet their goals, including completion of the 2040 Comprehensive Plan updates, adoption of updated ordinances and policies to implement the Comprehensive Plan, review of development applications and other code enforcement and planning support. Landform has a full time staff of professionals, all of whom are committed to providing services that are truly tailored to the communities we serve and helping our clients plan great places. I have attached our municipal rate schedule for 2019. We recognize that we all have budget constraints and this rate schedule with an average increase of just under 3% allows us to be competitive with other firms and provide a comprehensive range of services through retention of our most talented employees. These rates will become effective on January 1, 2019 for hourly work performed by Landform on behalf of the City in 2019. We look forward to working with the City of Corcoran in 2019 and the opportunity to continue to provide professional planning services to assist your staff. Landform is an interdisciplinary site design firm with a studio-based, client-centered practice. Our professional staff includes landscape architects, planners, urban designers, civil engineers and land surveyors. We offer you a SensiblyGreen® approach to your development challenges from Site to Finish®. If you have any questions or comments, please do not hesitate to call me at 612.638.0225. Sincerely, Landform Kendra Lindahl, AICP Principal Planner Brad Martens 2 December 17, 2018 2019 Rate Schedule Professional Services Title Hourly Rates Senior Principal $207 Principal $170 Principal planner* $132 Associate $139 Studio Lead $139 Project Lead/Senior Designer/Senior CAD Manager $139 Planning Lead/Senior Planner $122 Planner III/Designer III/Survey Technician III $98 Planner II/Designer II/Survey Technician II $81 Planner I/Designer I/Survey Technician I $71 Survey Lead $139 Senior Surveyor $128 Crew Chief $133 Survey Coordinator $101 Field Technician $59 Construction Administrator III $128 Construction Administrator II $91 Construction Administrator I $84 Accounting/Business/Office Lead $79 Office Coordinator $80 Administrative Assistant $61 *Reduced Principal Planner rate for Corcoran 1. Attendance at regularly scheduled Planning Commission and City Council meetings will be billed at a flat rate of $100.00 per meeting. 2. Standard Internal reimbursable expenses associated with prints, plots, scanning and mileage are included in our hourly rates. Deliverable plots and prints will be charged at internal rate. 3. Internal reimbursable expenses are priced as follows: Mileage Based on IRS Requirements Plotting on Bond 0.50 per square foot Plotting on Vellum 1.10 per square foot Plotting on Mylar 2.75 per square foot Color Printing 1.00 for 8.5 x 11 2.50 for 8.5 x 14, 11 x 17 Foam core 25.00 per sheet Scanning 1.50 per scan CD/DVD/Thumb drive 10.00 per cd/DVD/thumb drive 4. External reimbursable expenses shall be billed at cost plus 15%. Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com - December 17, 2018 Brad Martens City Administrator City of Corcoran 8200 County Road 116 Corcoran, MN 55340 RE: 2019 Letter of Engagement for City Engineering Services Dear Brad: On behalf of Wenck Associates, we thank you for the opportunity to serve as the City Engineer and look forward to continuing in that role in 2019. Our team has provided the depth and expertise to serve the day to day engineering services, construction management, future planning and financial projections, along with other needs of growth. We appreciate supporting the staff and Council in achieving the Council’s goals and look forward to another exciting year. Over the past year, we have worked alongside staff managing developers to support the City in delivering quality infrastructure, providing excellent customer service and solid technical expertise. Our business model shows that Corcoran benefit s from experienced municipal engineers while discounting rates and eliminating charges for Council meeting time past one hour, some weekl y Cit y Hall hours, initial resident inquiries, mileage costs, and other miscellaneous items. We are proud to provide this discounted local service while keeping the range of Wenck hourly rates still competitive with other metro firms. Business Model As noted above, Wenck provides a discount to Corcoran of 15% to 20% from our standard fee schedule. This can be provided due to the steady nature of municipal work and our location allows for efficiency. Developers on escrow work receive this discount also. Unbilled fees We recognize that a client does not want to see a charge for every phone call, meeting, or site visit and due to our location can provide no charge services along with quick response. Wenck documented over 200 unbilled hours of service in 2018, mostly were City Engineer hours which has been a typical annual amount since 2009. The average calculates to be 3 to 4 hours a week of unbilled time servicing Corcoran. No mileage is charged for City projects due to our staff and office proximity. Hourly Rates The fees for engineering work is billed on an hourly basis and categories include the range shown on the following list. Our City Engineer rate for 2019 is proposed to remain at $132 with other engineering staff billed in accordance with experience and technical skills. The range in this schedule does not vary much, however employees have received a step increase. The majority of work is via escrow to design and build the infrastructure for new developments. Brad Martens City Administrator City of Corcoran January 12, 2015 2 H:\City Hall Information\CITY GOVERNMENT\Council, Commissions & Committees\Council Information\Council Agendas\2019\2019-01-10\11b4. Wenck Associates Engagement Letter.docx Skill Level Hourly Rate ($) Field Inspector / Asst. Design Engineer $85.00--$105.00 Wetlands/MS4/LGU $80.00--$130.00 PE Engineer/Surveyor/Senior Construction $120.00-$130.00 Senior Engineer/Speci alist/Scientist $132.00-$160.00 We look forward to discussing this letter of engagement and a productive 2019 year. Sincerel y, Wenck Associates, Inc. Kent Torve, P.E., LEED AP Principal ENGAGEMENT LETTER The Law Firm of Carson, Clelland & Schreder agrees to represent the City of Corcoran for civil legal services and for municipal prosecution services in 2019. Civil services include meeting attendance, staff consultation and the production of work relating to ordinances, zoning, special assessments, development contracts and other contractual matters. Representation for EDA matters is also anticipated. In addition to the before mentioned subjects, any other services as needed and directed by the City Council will be gladly performed. Charges for the civil work will be $70.00 per hour for paralegal assistant and $142.50 per hour for attorney. The criminal prosecution services include the prosecution of petty misdemeanors, misdemeanors and gross misdemeanors as they occur; review and preparation of criminal complaints and consultation and advice with officers and police administration. The prosecution services include vehicle forfeitures. The prosecution services are billed at $97.50 per hour for attorney and $37.50 per hour for legal assistant. The firm will also provide human resources and labor consultation and representation if desired by the City. These services will be billed at the civil rate. Sincerely, Jo~ on behalf of Carson, Clelland & Schreder APPROVED BY CITY OF CORCORAN By: Its Mayor By: Its Clerk STAFF REPORT Agenda Item 11c. Council Meeting: January 10, 2019 Prepared By: Jessica Beise Topic: 2019 City Council Calendar Action Required: Approval Summary: Attached to this report is a proposed schedule for City Council and Commission meetings for 2019. Staff requests the Council approve the calendar as presented. The second City Council meeting in November is proposed to be moved to November 25th to avoid the Thanksgiving holiday. Financial/Budget: N/A Alignment with Values: This item relates to the following adopted values: Transparency We believe that open an honest communication is essential for an informed and involved citizenry. Processes and decision making should include opportunities to educate citizens and receive feedback. Options: 1. Approve 2019 City Calendar as presented. 2. Approve 2019 City Calendar with amendments. Recommendation: Approve 2019 City Calendar as presented. Council Action: Consider a motion to approve 2019 City Calendar as presented. Attachments: 1. 2019 City of Corcoran Calendar Meetings S M T W T F S S M T W T F S S M T W T F S 30 31 1 2 3 4 5 27 28 29 30 31 1 2 24 25 26 27 28 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 17 18 19 20 21 22 23 27 28 29 30 31 1 2 24 25 26 27 28 1 2 24 25 26 27 28 29 30 3 4 5 6 7 8 9 3 4 5 6 7 8 9 31 1 2 3 4 5 6 S M T W T F S S M T W T F S S M T W T F S 31 1 2 3 4 5 6 28 29 30 1 2 3 4 26 27 28 29 30 31 1 7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8 14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15 21 22 23 24 25 26 27 19 20 21 22 23 34 25 16 17 18 19 20 21 22 28 29 30 1 2 3 4 26 27 28 29 30 31 1 23 24 25 26 27 28 29 5 6 7 8 9 10 11 2 3 4 5 6 7 8 30 1 2 3 4 5 6 S M T W T F S S M T W T F S S M T W T F S 30 1 2 3 4 5 6 28 29 30 31 1 2 3 1 2 3 4 5 6 7 7 8 9 10 11 12 13 4 5 6 7 8 9 10 8 9 10 11 12 13 14 14 15 16 17 18 19 20 11 12 13 14 15 16 17 15 16 17 18 19 20 21 21 22 23 24 25 26 27 18 19 20 21 22 23 24 22 23 24 25 26 27 28 28 29 30 31 1 2 3 25 26 27 28 29 30 31 29 30 1 2 3 4 5 4 5 6 7 8 9 10 1 2 3 4 5 6 7 6 7 8 9 10 11 12 S M T W T F S S M T W T F S S M T W T F S 29 30 1 2 3 4 5 27 28 29 30 31 1 2 1 2 3 4 5 6 7 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28 27 28 29 30 31 1 2 24 25 26 27 28 29 30 29 30 31 1 2 3 4 3 4 5 6 7 8 9 1 2 3 4 5 6 7 5 6 7 8 9 10 11 Mike Keefe mkeefe@ci.corcoran.mn.us 2019 CITY OF CORCORAN Meetings Contracted Services Council Ron Thomas SEPTEMBER Parks & Trails Commissions Jonathan Bottema Building Inspector JANUARY FEBRUARY MARCH Council Members 763-473-3978 rthomas@ci.corcoran.mn.us Planning 612-638-0225 Mayor 763-479-1720 APRIL MAY JUNE JULY AUGUST City Holiday OCTOBER NOVEMBER DECEMBER Planning Commission Updated 1/4/2019 jbottema@ci.corcoran.mn.us bdejewski@ci.corcoran.mn.usBrian Dejewski Septic / Henn Co.612-543-5200aschultz@ci.corcoran.mn.usAlan Schultz City Assessor Randy's Sanitation 763-972-3335 Engineer 763-479-4209 2019 CITY OF CORCORAN JANUARY S MIT T W T F S Brian Dejewski 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 31 31 31 APRIL S M T W T F S Brian Dejewski 1 2 3 4 5 6 7 8 9 10 11' 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 31 31 31 31 JULY S M T W T F S Brian Dejewski 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 191 20 21 22 23 24 2 26 27 28 29 30 31 31 31 31 31 OCTOBER S M T W T F S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18119 16 20 21 22 23 214 25 26 27 28 29 30 31 31 31 31 Meetings Council Planning Commission Parks & Trails Commissions City Holiday FEBRUARY S I M T W T F S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us Alan Schultz 1 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 31 31 31 MAY S M T W T F S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us Alan Schultz 1 2 3 4 5 6 7 8 9 10 11 12 13 141 15 16 171 18 19 20 21 22 23 24 25 261 27 28 29 30 31 31 31 AUGUST S M T W T F S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us Alan Schultz aschultz -ci.corcoran.mn.us 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 31 NOVEMBER S M T W T F S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us Alan Schultz aschultz -ci.corcoran.mn.us Mike Keefe 1 2 3 4 5 6 7 8 9 10 11 12 13 141 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Mayor Ron Thomas rthomasCcDci.corcoran.mn.us Council Members Jonathan W Bottema jbottemaCa-)-ci.corcoran.mn.us S Brian Dejewski bdejewski(aD-ci.corcoran.mn.us Alan Schultz aschultz -ci.corcoran.mn.us Mike Keefe mkeefe @_ci.corcoran.mn.us r (4scc K-�e �,-- - - - - MARCH S M T W T F S 1 2 3 4 5 1 2 3 4 5 6 7 8 9 10 11 12 13 1 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 JUNE S M T W T F S 1 2 3 4 5 6 1 2 3 4 5 6 7 8 9 101 11 12 13 141 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 SEPTEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26' 27 28 29 30 31 DECEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Contracted Services Planning 612 - 638 -0225 Engineer 763- 479 -4209 Building Inspector 763- 479 -1720 City Assessor 763- 473 -3978 Septic / Henn Co. 612 - 543 -5200 Randy's Sanitation 763- 972 -3335 Updated 11912019 City of Corcoran 2019 City Council Schedule Agenda Item 13. January 24, 2019 Work Session – 5:45 pm Open Space and Preservation ordinance January 24, 2019 Work plan for establishing water supply in northeast Corcoran Campaign sign enforcement policy Code Compliance Annual Report Code Enforcement Contract City Council meeting rules of decorum Met Council SAC Deferral program Planning project update Meyer Lot Line Adjustment Commissioner Appointment Process Deputy Clerk Process Watershed LGU Resolution February 14, 2019 Review public participation at Council meetings – rules of conduct Bring Your Own Device Policy Deputy Clerk and Administrative Services Director appointment February 28, 2019 Work Session – 5:45 pm Southeast District Design Guidelines February 28, 2019 Planning Project Update Southeast District Design Guideline Update 2040 Comp Plan Approval Planning Commission Annual Report and 2019 Priorities Parks and Trails Commission Annual Report and 2019 Priorities Planning Commission Appointments Parks and Trails Commission Appointments