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11. Website Redesign by Revise Staff Report Date of Meeting: May 1, 2024 For: Honorable Mayor and Council From: Kyle Morell, City Administrator Subject: Revise Website Redesign and Sales Agreement Background: The City worked with Revise in 2020 to redesign its website. At that time, a four-year Sales Agreement was signed for $1,900 annually for hosting, support, and maintenance. We are now in the last year of that Agreement. Revise is again offering a website redesign and proposing a new Sales Agreement for hosting, support, and maintenance beginning in April 2025 at the increased cost of $2,400 per year. With the proposed redesign, the City would like to add a feature called “Smart Search.” This function lets City Staff tell the website where to direct people using the search feature by mapping various keywords to preferred destinations. This feature would cost $1,250. Without a new Web Service Sales Agreement, the City website would continue, but we could continue to pay an annual fee for hosting, support, and maintenance, but would be subject to annual increases instead of having a locked-in price. Financial Impact: The proposed new fee of $2,400 is billable in 2025. The “Smart Search” feature cost of $1,250 is billable in 2024 and will be paid out of the Administration and Finance Expenditures, Software Support, and Maintenance line item in the General Fund. The City also owes its final annual payment of $1,900 in 2024 from the Agreement signed in 2020. Options: 1) Approve the Website Redesign and new Sales Agreement 2) Deny website redesign and approve new Sales Agreement 3) Table for further discussion Recommendation: Option 1 Attachments: Revise Web Services Sales Agreement Page 1 of 6 Revize Web Services Sales Agreement This Sales Agreement is between The City of Scandia, Minnesota (“CLIENT”) and Revize LLC, aka Revize Software Systems, (“Revize”). Federal Tax ID# 20-5000179 Date: 4-16-2024 CLIENT INFORMATION: REVIZE LLC: Company Name: City of Scandia Revize Software Systems Company Address: 14727 209th Street North 150 Kirts Blvd. Company City/State/Zip: Scandia, MN 55073 Troy, MI 48084 Contact Name: Brenda “Bee” Stignani 651.433.2274 248-269-9263 Billing Dept. Contact: b.stignani@ci.scandia.mn.us CLIENT Website Address: www.cityofscandia.com The CLIENT agrees to purchase the following products and services provided by REVIZE: Quantity Description Price 1 Phase 1: Kickoff Meeting and Discovery/Project Planning, onetime fee: Included 1 Phase 2 – Design Mockups/Wireframes, onetime fee: • (1) one mockup with up to (3) three rounds of changes • Home page template and inner page design and layout. Included 1 Phase 3 & 4 – HTML Development & Revize CMS Integration, onetime fee: • Set-up all CMS modules listed in this agreement • Integration with all 3rd party web applications Included 1 Phase 5 – Quality Assurance Testing, onetime fee: Included 1 Phase 6 – “As is” content migration. Content will be moved into new site with same sitemap and content existing on current website: Client will be responsible for content cleanup after initial migration Included 1 Phase 7 –Content Editing Training, onetime fee: Included 1 Phase 8 – Go Live: Included 1 Curated “Smart” Search $1,250.00 1 Curated “Smart Search” Total $1,250.00 1 Revize Annual Software Subscription, Tech Support, CMS Updates, Website Hosting, Unlimited Users, 100GB website storage, 200GB/Month Bandwidth, SSL Certificate pre-paid annual fee: $2,400.00 1 First Year Annual Fee (starting 2025) $2,400.00 Page 2 of 6 Year 4 Annual Hosting, Support, Maintenance Curated “Smart” Search Costs Year 1 Annual Hosting, Support, Maintenance Year 2 Annual Hosting, Support, Maintenance Year 3 Annual Hosting, Support, Maintenance Year 4 Annual Hosting, Support, Maintenance AGREED TO BY: CLIENT REVIZE Signature of Authorized Person: Name of Authorized Person: Thomas Jean Title of Authorized Person Project Manager Date: Please sign and return to: Thomas@revize.com Fax 1-866-346-8880 Page 3 of 6 Terms: 1. Payments: All Invoices are due upon receipt. Work begins upon receiving initial payment. 2. Additional content migration, if requested, is available for $3 per web page or document. 3. Additional bandwidth is available at $360 per year for each additional 50GB per month. 4. Additional website storage is available at $500 per year for each additional 5GB website storage. 5. This agreement is the only legal document governing this sale & Proper jurisdiction and venue for any legal action or dispute relating to this Agreement shall be the State of Michigan. 6. Both parties must agree in writing to any changes or additions to this Sales Agreement. 7. CLIENT understands that project completion date is highly dependent on their timely communication with Revize. CLIENT also agrees and understands that; a. The primary communication tool for this project and future tech support is the Revize customer portal found at https://support.revize.com. b. During the project, CLIENT will respond to Revize inquiries within 48 hours of the request to avoid any delay in the project timeline. c. CLIENT understands that project timelines will be delayed if they do not respond to Revize inquiries in a timely manner. 8. 4-year agreement. Revize will provide a free redesign of the website in year 4 of the agreement. This assumes the CLIENT agrees to 4 consecutive years of annual software subscription, tech support, CMS updates, and hosting. 9. CLIENT owns design, content, and will receive periodic updates to the CMS for the life of the contract. 10. Unless otherwise agreed, Revize does not migrate irrelevant records, calendar events, news items, bid results, low quality images, or data that can reasonably be considered non-conforming to new website layout. 11. Storage is limited only to relevant website data. Unreasonably large folders of documents or images are not permitted. Examples include, but are not limited to, plat/property maps, tax records, GIS data, etc. 12. After content migration, CLIENT is responsible for any additional content cleanup. This includes, but is not limited to, resizing photos, reformatting text, replacing photos/icons, consolidating unwanted content, adding future calendar events, and general prep of the site before go live. CLIENT will also have the ability to add new photos, content, and pages. 13. This contract includes up to three (3) rounds of changes to the homepage and inner page mockup during phase 2 of the project. Client may purchase unlimited rounds of changes for an additional, one -time fee of $500. Any design changes that occur after phase 2 that require changes to the code will be billed at $125/hour, subject to the approval of CLIENT 14. As part of the original contract between CLIENT and Revize, Revize included a redesign of the websites anytime in year 4 or thereafter. Upon successful completion of this redesign, Revize and CLIENT will have fulfilled their obligations for the original contract. Additional services, features, customizations, migration, anticipated support or storage increases may require an additional charge. Revize and CLIENT will modify or add to this agreement to accommodate those possible future requests. Page 4 of 6 Project Timeline Statement of Understanding Revize and CLIENT agree and understand that the timeline provided is an estimate of our expected timeline for this project. It is not a guarantee. Revize intends to adhere as closely to the proposed timeline expectation as reasonable. CLIENT is expected to take an active role in this project including, but not limited to, participating in meetings with Revize, providing design feedback and approval, providing sitemap feedback and approval, scheduling and participating in user training, etc. Revize expects to complete phase 7 (training) of this project according to timeline provided. Upon completion of phase 7 it is the CLIENT’s responsibility to decide when to go live with the website. CLIENT decision to delay go-live for any reason, unrelated to a functional defect making site inoperable, does not constitute breach of contract on the part of Revize. CLIENT understands that it is incumbent upon the CLIENT to respond to Revize requests in a timely manner. CLIENT further agrees that any timeline delays due to their lack of timely communication do not constitute a breach of contract on the part of Revize. C LIENT also acknowledges that satisfaction related to visual and experiential services like that of a website design project can be subjective. The parties agree that this project is a collaborative project and agree to work in good faith to “fine - tune” final deliverables in preparation for go live of new website. Parties further agree that generalized dissatisfaction related to the aesthetic aspects or services previously approved by the CLIENT does not constitute a breach of contract unless Revize fails to cure the functional defect with the website. The CLIENT may also elect to postpone or delay certain deliverables in favor of earlier go-live date of the website. Enterprise Revize CMS License As part of this agreement Revize LLC. will provide full usage access to our Enterprise Revize CMS Software, hosted in our cloud servers. This software is a proprietary software built and maintained by Revize LLC. and is intended to allow the CLIENT to easily update the content of their website. CLIENT agrees that this software access will only be used to maintain the websites included in this agreement. Sharing of the ac cess, by the CLIENT, with other entities not identified in this agreement is prohibited. Revize will maintain, update, and host the Revize CMS in our cloud server during the contract period. In the event that the contract is terminated, for any reason, Revize will halt CLIENT access to the Revize CMS, and will provide website content to the client, provided all payments for the entire length of the contract are fully paid. Notice of termination must be in writing and given to the non-terminating party at least 60 days prior to the effective date of termination. Page 5 of 6 Revize will integrate the following web applications into your website Citizen’s Communication Center Apps • Notification Center with Text/Email Alerts • Bid Posting • Document Center • Email Notify • FAQs • Job Posting • Multi-use Business Directory • News Center with Facebook/Twitter Integration • Online 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 • Agenda Posting Center • Job Posting App • Image Manager • iCal Integration • Link Checker • Menu Manager • Online Form Builder • Staff Directory • Website Content Archiving • Website Content Scheduling Page 6 of 6 Site Administration and Security Features • Audit Trail • Auto Site Map Generator • History Log • URL Redirect Setup • Roles and Permission-based Security Mode • Secure Site Gateway • 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)