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6. Discussion on website redesignSCANDIA. Staff Report Date of Meeting: April 1, 2020 To: City Council Work Session From: Brenda "Bee" Stignani, Office Assistant Re: Website Upgrade Background: The City of Scandia contracted with GovOffice in February 2017 for a custom graphic design for our current website. Staff contacted four potential businesses who currently provide this service for other governmental office websites to upgrade our web presence. Proposals from Granicus, GovOffice and Revize are attached. CivicPlus never responded. Details: The fee for the current custom design on the City of Scandia website was $2,795 and the annual support fee is $700. The city has chosen to stay in a year-to-year contract for support services. Staff recommends considering proposals from GovOffice and Revize. Both offer three-year payment plans that include One-time setup fee, Annual fee, and free redesign in the fourth year. 2020 2020 Cost One-time Fee Annual Cost Example GovAccess (Granicus) $ 7,500 $ 4,000 https://www.ci.cambridge.mn.us/ $ 2,100 $ 2,100 GovOffice — Progressive GovOffice — Budget $ 3,400 $ 700 https://www.beloitwi.gov/ $ 3,500 GovOffice - Value $ 4,900 $ 700 https://www.ianesvillemn.gov/ GovOffice - Progressive $ 6,700 $ 700 https://zimmerman.govoffice.com/ GovOffice - Premium $ 8,700 $ 700 https://www.ci.sauk-rapids.mn.us/ Revize $6,700 $ 1,900 https://www.woodburVmn.gov/ Staff recommends considering proposals from GovOffice and Revize. Both offer three-year payment plans that include One-time setup fee, Annual fee, and free redesign in the fourth year. 2020 2021 2022 GovOffice — Budget $ 1,600 $ 1,600 $ 1,600 Gov -Office — Value $ 2,100 $ 2,100 $ 2,100 GovOffice — Progressive $ 2,700 $ 2,700 $ 2,700 Revize $ 3,500 $ 3,500 $ 3,500 The City of Scandia subscribes to QScend for the 311 service to track complaints and requests for the Public Works Department. Residents who click on the 311 icon on the city website are redirected to QScend. The 2020 subscription fee for hosting and supporting this site was $2,729. Mike Chaloupka, Regional Sales Manager for GovOffice, informed staff that they offer basic services only. Clients needing specialty services contract with vendors like QScend. GovOffice sites redirect users to secondary service providers. The City's new form of electronic payments, PSN, is another example of a specialty service. These expenses are in addition to the City of Scandia's website. The difference between each of GovOffice website design levels is the number of RWD (Responsive Web Design) services available. The 2017 graphic design was at the Budget level, with a few additional features purchased. Staff recommends considering the Value level if GovOffice is selected to redesign the city's website. GovOffice does not have the capacity to generate forms in the way that the City of Scandia needs. A forms upgrade by GovOffice is in the development phase and may become available to users within the next 24 months. Thomas Jean, Revize Proposal/Project Manager, demonstrated to staff their system to generate and track forms while maintaining and documenting communication with area residents via the website. This is the only service the city currently uses in the QScend website which the city could potentially discontinue. Staff contacted Laserfiche to investigate the possibility of allowing forms from our website to be stored directly in the permanent system without needing to be printed. Their annual support fee would increase $20 in addition to a one-time $120 fee to enable this feature. This creates an option for public access to view a public side of Laserfiche. These public records would include meeting packet information and processed building permits. This link would eliminate staff's use of DropBox and the current process of posting in multiple locations. Fiscal Impact: *GovOffice Support Fees paid for 2020 **QScend is paid for 2020 and estimated for 2021, 10% increase from 2019 to 2020. 2020 Fees 2021 Fees Change Nothing: GovOffice-Budget $ 700 * $ 840 QScend $ 2,729 ** $ 2,729 ** PSN $ 148.40 $ 148.40 TOTAL: $ 3,577.40 $ 3,717.40 GovOffice-Value $2,100 $2,100 QScend $2,729 ** $2,729 ** PSN $148.40 $148.40 Laserfiche $ 20 $ 20 TOTAL: $ 4,997.40 TOTAL: $ 4,997.40 Revise $ 3,500 $ 3,500 PSN $ 148.40 $ 148.40 Laserfiche $ 20 $ 20 TOTAL: $ 3,668.40 TOTAL: $ 3,668.40 *GovOffice Support Fees paid for 2020 **QScend is paid for 2020 and estimated for 2021, 10% increase from 2019 to 2020. Options: 1. Do nothing and continue with the current GovOffice — Budget graphic design and QScend, adding PSN as already approved. GovOffice rate increase for 2021 support fees were published in February of 2020. 2. Accept proposal from GovOffice — Value to "lock in" lower annual support fees in the three- year contract and update the current website, considering changes in QScend Laserfiche in the near future. 3. Accept the proposal from Revize for a three-year contract and update the current website, considering changes in QScend Laserfiche in the near future. 4. Instruct staff to continue collecting more information for a future discussion. Recommendation: Option 3 — If the Council acts on Revize proposal by April 21, 2020, there is an additional $600 discount off of their proposal. revi ze ■ The Government Website Experts Website Proposal for The City of Scandia, innesota Prepared by Thomas J. Jean - Thomas.Jean@revize.com Ph: 248-269-9263 x16 Fax: 866-346-8880 www.revize.com February 27, 2020 Revize Government Websites Proposal Dear Bee Stignani and City of Scandia, 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. 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: • City of Woodbury, MN www.woodburymn.gov • City of Columbia Heights, MN www.columbiaheightsmn.gov • City of Wilmar, MN • Kanabec County, MN www.willmarmn.gov www.kanabeccounty.org • Association of MN Counties, MN www.mncounties.or • City of Logan, UT www.loganutah.org • The City of St. Petersburg, FL www.stpete.org • The City of Des Moines, IA www.dsm.city • 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. rev�ze. e Go�e�nm website E -pert, 2of21 Revize Government Websites Proposal 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 government. Please contact me if you have any questions at all. Sincerely, � J 67f 1J?fl1 l /1'/l Thomas J. Jean Project Manager 248-269-9263 x16 Thomas.JeanCcbrevize.com rev�ze. 3of21 Table of Contents Executive Summary Government Project Experience Government Account References Security Revize Government Websites Proposal 5 D 17 19 Application Security Authentication 19 Revize Quote: Custom Design 20 rev�ze. e Cw�emmen� wepsite Experts 4 of 21 Revize Government Websites Proposal 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 With more than 1,500 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. re��ze. 5of21 Revize Government Websites Proposal Here you will find the communication tools you need such as • Public Service Request App • Emergency Alerts • Calendar of Events • Online Forms / Survey Tools • E -Notification Modules • E -Newsletter Applications • On -Line Payment Portal • Job Posting and Tracking Module • Facilities Reservations • Public Records Request Track • News Center with Facebook/Twitter Integration 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. 0P 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! 6of21 Revize Government Websites Proposal Company Profile FOUNDED HEADQUARTERS PHONE WEB SITE 1995 150 Kirts Blvd. 248-269-9263 www•revize.com Troy, MI 48084 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 1200 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 rev�ze. 7of21 Revize Government Websites Proposal 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! rev�ze. e�o�e.�me� eQs��Ex�e. 8of21 Revize Government Websites Proposal Government Project Experience The City of New Bern, North Carolina www.newbernnc.aov Details: New Bern, North Carolina 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 drone video that plays on the full width homepage. 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! revue. e Ge�emmenl Website E.perts 9of21 Revize Government Websites Proposal Tipton County, Tennessee www.tiptonco.com Details: Tipton County is located on the Mississippi River north of Memphis and is one of the fastest growing counties in the state. Because of this fact, the website needed to refocus its attention. In addition to resident services, this website has a focus on economic development. To achieve this, we started off by integrating a drone video. That video instantly showcases the growth in industry that Tipton is experiencing. As you scroll down the website, this business -friendly atmosphere is intertwined with resident engagement features. Each department has their own icon that is used to identify them uniquely. The interior pages have distinctive features that make them stand out as if they were stand-alone websites. With its service for residents and its appeal to the business community, this is the next generation of government websites. revue. e Ge�emmenl Website E.perts 10 of 21 Revize Government Websites Proposal The Village of Glencoe, Ilinois www.vi I lageofg lenceo.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! revlze. e Ge�emmenl Website E.perts 11of21 Revize Government Websites Proposal The City of St. Petersburg, Florida www.stpete.org Details: As Florida's 51" 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. revue. e Ge�emmenl Website E.perts 12 of 21 Revize Government Websites Proposal City of Des Moines, Iowa wwwAsm.cit SEWS & EVENTS Details: The City of Des Moines, Iowa came to Revize for a website that was completely different. Coming from an internally developed site, they wanted to work with a vendor that could lead them to a new way of interacting with their users. Page layouts were created to allow unique interaction with the City. This included board listings, Q&As, interactive park directories, plain language, and a resident focused navigation. We also incorporated some of their internal databases and features that had been built internally. This site improves the online experience for residents, business owners, and visitors! revlze. e Ge�emmenl Website E.perts 13 of 21 Revize Government Websites Proposal City of Largo, Florida www.larao.com Details: Largo, Florida wanted a website like no other. Through a collaboration between the city marketing team and Revize, we were able to create this award winning website. Each page in this website was designed to uniquely fit the needs of the community. We also built unique designs for the city parks, library, and theater. The navigation within this site is built based on services rather than department silos. Overall this website brings together an amazing mix of design expertise and functional clarity to create a great user experience! revue. e Ge�emmenl Website E.perts 14 of 21 Revize Government Websites Proposal The City of Troy, Michigan www.troVmi.gov Details: The City of Troy wanted a website to increase ease of communication to all of their audiences. In addition, the city has been experiencing an economic resurgence particularly in the technology sector. In fact, Revize headquarters are in the City of Troy! This project included custom designs for The City, Library, and Recreation Department. Integration with the City's existing 3rd party software was a major linchpin of this project. Included is a live -searchable "How Do I" section that narrows down results as the user is typing. This allows any user to easily find what they are looking for regardless of which department it exists under. revue. e Ge�emmenl Website E.perts 15 of 21 Revize Government Websites Proposal The City of Burlingame, California Details: The City of Burlingame came to Revize after a previous website redevelopment project was stalled. We were able to get their project started quickly and live within the proposed timeframe. In fact, it was three websites. One for the City, one for the Parks and Recreation Department, and one for the Library. Sites include specialized page types built specifically for the needs of each department. re��ze. e Go�e�nm website E -pert, 16 of 21 Revize Government Websites Proposal Government Account References Client: City of Wylie, TX Craig Kelly, Public Information Officer Office: (972) 516-6016 Email: craig.kelly(c)wylietexas.gov Website: www.ci.wvlie.tx.us Client: Tipton County, TN Shawn Anderson, GISP Director Phone: (901) 476-0234 Email: sanderson@tiptonco.com Website: www.tiptonco.com Client: Flagler County, FL Julie Murphy, Public Information Officer Phone: (386) 313-4039 Email: JMurphy@FlaglerCounty.org Website: www.FlaglerCounty.org Client: City of Acworth, GA Keith Wilson, I T Manager Office: (770) 974-8844 Email: kwilson(aOacworth.org Website: www.acworth.org Client: City of Arcadia, CA Michael Bruckner, Assistant to the City Manager Office: (626) 574-5433 Email: mbruckner(o�ArcadiaCA.gov Website: www.arcadiaca.aov revize. 17 of 21 Revize Government Websites Proposal Hosting Service Revize has partnered with Amazon Web Services (AWS) and Google Cloud Service Platform (GCP) for it's LIVE WEB server hosting infrastructure needs. Both AWS and GCP are industry leaders in high availability cloud server architecture, both server farm infrastructure is highly secured, scalable and redundant for 24/7/365 availability. Snapshot/Mirror Image backups of all of our cloud servers guarantees 100% data protection and recovery in case of any disaster. Also, Revize has dedicated CMS servers in two state-of-the-art physical data centers located in Chicago and Detroit. Onsite/Offsite data backups of all of our dedicated servers are scheduled nightly with R1Soft 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 sites and web applications on redundant (3 TB Hard Drive, 3.2 GHz CPU and 32 GB RAM) servers in order to provide enhanced performance and reliability. The Revize technology architecture physically separates the CMS from the website in order to provide another layer of redundancy/security. 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 several hours or days time frame our competitors offer). 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. rev�ze. 18 of 21 Revize Government Websites Proposal 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.Host-based firewalls to protect CMS servers from unauthorized access. 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 r oi Did you know? Revize will host your website and CMS in at least two completely separate geographic locations! 19 of 21 Revize Government Websites Proposal Revize Quote: Custom Design Phase 1: Project Planning and Analysis, SOW $500 Phase 2: Discovery & Design from scratch - One concept, three rounds of changes, $1,000 home page template and inner page design. Includes Responsive Web Design. Phase 3 & 4: Revize Template Development - Set-up all CMS modules listed on the $1,400 following page with 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! Phase 5: QA Testing $600 Phase 6: "As -Is" Migration Up to 300 Webpages and Documents $1,300 Phase 7: Content editing and site administration training Included Phase 8: Go live! Included Annual tech support, CMS software updates (unlimited users), and website health $1,900 checks. website hosting Included free of charge (IOGB storage space) 50GB monthly bandwidth limit: Grand Total (1st year) $6,700 Second year and onward investment $1,900/year 3 Year Optional Payment Plan • Year 1: $ 3,500 • Year 2: $ 3,500 • Year 3: $ 3,500 • Year 4: $ 1,900 (Includes Free Redesign) revue. e Ge�emmenl Website Experts 20 of 21 Revize Government Websites Proposal Revize Support Includes • 8 AM - 8PM EST Phone Support (Monday thru Fridz • 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 Did you know? Revize updates your Content Management System an average of 4 times per year! rev�ze. e Go�e�nmen, website Evperts 21 of 21 GOYOFFICE �km gm-; SCANDIA Proposal for Fully Mobile -Friendly Website Upgrade, Website Service, and Support Today's Date: 3/9/20 Expiration Date: 6/9/20 Mike Chaloupka, Regional Sales Manager GovOffice Web Solutions 2112 Broadway Street NE, Suite 250 Minneapolis, Minnesota 55413 612-617-5709 direct Mike@GovOffice.com www.GovOffice.com GOVOFFICF Dear City of Scandia Officials and Staff, My name is Mike Chaloupka, and I represent GovOffice Web Solutions (www.govoffice.com) in Minneapolis, Minnesota. We are the current provider of your official website. Following you will find my proposal for planning, drafting, structuring, revising, programming, testing, implementing, hosting, securing, and supporting a modern, professional, mobile -friendly website to better serve your residents. Branding and marketing experts agree that all professional organizations should engage in a website upgrade once every few years. I am pleased to work with you on your next generation website and to put the City on an upgrade schedule—one every three years—starting with acceptance of my proposal. Citizens' expectations of their local government website have grown tremendously over the years; GovOffice has added technology and service solutions and infrastructure upgrades over time to keep pace with those expectations, and they are presented in this proposal with a focus on the following: • The City's website will be fully mobile -friendly (and each design element will be built for compliance with ADA standards), meaning the design and its content will conform to your citizens' choice of device from wide desktop monitors to small smartphone screens in both vertical and horizontal orientations. See pages 5-6. • Included in your service are enhancements to the core GovOffice Content Management System for greater editing features and our expanding infrastructure for increased speed, security, and support. Seepages 8-10. • An attractive, mobile -friendly design is not the only enhancement that you can expect. Navigation and, thus, delivery of information will be greatly improved as well, with a focus on ease of use for your residents and staff. See page 14. • GovOffice offers numerous, flexible payment options, but our standard Agreement calls for a commitment of only 3 years, and all charges are spread evenly over those 3 years. Some national competitors require a commitment of 4 and even 5 years! See page 15. On behalf of the entire GovOffice Team, I thank the City of Scandia for its consideration of my proposal for a next generation website. I look forward to discussing it with you in the near future. Sincerely, Mike Chaloupka Regional Sales Manager 612-617-5709 GovOffice.com mikena aovoffice.com GOVOFFICE Contents GovOfficeIntroduction......................................................................................................................4 Responsive Website Design (RWD) Framework................................................................5 PopularRWD Features......................................................................................................................6 Content Management Highlights..............................................................................................7 GovOffice CMS Version 4.0 Announcement........................................................................ 8 Delivery of GovOffice Technology, Hosting, and Security.......................................9-10 CMS Product & Service Features............................................................................................11-13 Navigation and Content Services...............................................................................................14 3 -Year Payment Plan........................................................................................................................15 LiveExamples........................................................................................................................................16 Renewal Options and General Project Timeline................................................................17 Testimonials from Upgraded Clients......................................................................................18 3 GOYOFFICE Background GovOffice is a leading provider of cost-effective, state-of-the-art websites for local governments. With its cloud -based, mobile -friendly platform, GovOffice offers proven, easy-to-use web technology tools to enable a more efficient and responsive government. Launched in 2001, GovOffice was the centerpiece of a unique public-private partnership to bring website technologies to cities across America. Founding partners included the International City - County Management Association and the League of Minnesota Cities, with an additional 1S state municipal leagues eventually joining our partnership. In those 19 years, we've seen local government websites evolve from being a novelty to a necessity. We have served over 1400 local governments in 44 states and stayed true to our mission of providing state-of-the-art web technologies that meet the needs of local government at an affordable cost. GovOffice LLC is headquartered in Minneapolis, Minnesota. Our Value Proposition Our population -based pricing makes GovOffice an effective, affordable solution for every size of local government. With GovOffice, you don't pay for a bunch of pricey features you don't want or need. Our solution provides all the core features used by most local governments, and enables you to add more specialized features as needed. In short, we are easier to use, more affordable, and offer the features you and your citizens need, designed to fit a government budget. And as governments try to do more with less now more than ever, that's the perfect win-win for you and your constituents. GovOffice is Powerful and Affordable GovOffice delivers the solution you need with a whole lot less hassle and expense, including: • Professional Responsive Website Design (RWD) website Powerful, flexible Content Management, with unlimited sections and subsections Online forms system for sign-ups, comment forms, polls, and more Audio and video files integration Calendars, News, Image galleries Security system enabling multiple users with varying levels of editing permissions to update the website 4 GOYOFFICF Responsive Website Design (RWD) Framework Why RWD? The number of U.S. residents using smartphones increases each year, and the number of visits to government websites increases annually, too. To extend service to the public whose choice of device is a smartphone—tablets as well—a fully mobile -friendly PWD website is the answer, as it conforms to any device from large desktop monitors to small smartphone screens in either portrait/ vertical or landscape/ horizontal view. Why Now? Simply put, RWD is not only the future, it is the present. Todayyourwebsite receives twice as many visits from someone using his/her smartphone than from any other type of device. So, local governments should be looking at RWD for its next website design, and many already have made the switch. While RWD itself is not new, it is a new concept to local governments that are slow to adopt new Internet technologies; far too few of them have a Responsive Website Design in 2020. Making the switch to RWD now will not only serve your citizens better right away, your website may be promoted as a model of excellence to communities across the region that are not yet Responsive. Creative Process 1) Personal consultation with our graphic designer, 2) Development of draft(s), 3) Presentation of design draft(s) to the Client via Preview Mode, 4) Round(s) of revision to the Client's chosen draft, 5) After completion of revision(s), presentation of final draft to the client via Preview Mode; Client's approval is then requested Programming Process 6) Constructing the final design draft approved by the Client onto a working test site (Test Mode), 7) Adjustment as necessary to the display or behavior of the design on the test site, 8) Testing of the design across the latest versions of all major Web browsers; further adjustment made, 9) Schedule a date for upload of the finished, browser -tested design with the Client, 10) Upload of the design to replace the Client's existing design on its live, public website; the project is then declared completed GOYOFFICF Popular RWD Features Packages that included these features are noted in blue 1. Development of new title graphic including official logo, slogan, and stylish font type. It appears atop or overlapping the large homepage image and moves to the navigation menu and Search bar automatically on smaller devices. Favicon and Mobile Touch Icon development both take place at this time and also are included. Budget, Value, Progressive, Premium 2. Image Slider allows staff to put up and take down community photos at anytime on the homepage (S images at a time). Each image may be captioned and linked to any page, internal or external. Further, website visitors may swipe forward or back with their cursor or finger to see more photos. Value, Progressive, Premium (Slider on any section at Premium); Budget:1 static image at a time 3. The Filmstrip contains Icons that allow one click access to the most highly trafficked pages of the website. Ten icons will be uploaded, arranged, and linked for the Client per the Homepage Setup process and will slide continuously. Website visitors may swipe forward or back with their cursor or finger to see more Icons. Progressive, Premium 4. Carousel allows even more self -admin control (images, titles, links) in directing visitors to specific areas of interest on the website. Up to 10 items at a time may be added to the color - styled Carousel and, like the Filmstrip feature, will slide continuously. Website visitors may swipe forward or back with their cursor or finger to see more. Premium 4 W'k—to Betuaa 1:....... Community Updates M, .I:P. Frequent Questions Living In Benicia quick Can - 8 8 7 5. Like Image Slider, Filmstrip, and Carousel, the Notifications Banner is another self-administered, self -activated feature to Responsive designs. It allows Clients to draw citizens' attention to urgent notices, alerts, reminders, etc. on the homepage with an eye-catching, colored, roll down banner that also has a close out button. Progressive, Premium (Notifications on any section at Premium) 6. Social Media Icons Bar supports clickable icons to your Facebook, Twitter, YouTube, Blogger, Instagram, Pinterest, Linkedin, and Nextdoor pages. The icons are anchored to the browser window so that your citizens know where to find them, regardless the page they are on. Above Social Media Icons Bar is Local Weather Integration, also fixed in the same location on every page. Local Weather Integration is a feed from the National Weather Service (weather.gov) and provides a dynamic reading of temperature and weather condition. Weather Integration: Progressive & Premium; Social Media Icons Bar: Premium only 7. An Advanced Footer is personalized to the Client's branding with a custom color, font, image, and left and right (or centered) blocks of text. It also includes a floating Return to Top button. Progressive, Premium 8. This entire area of the homepage (and all interior pages), left to right, above the footer and, in this case, above the Secondary Navigation Block (Premium designs only) is where self-administered website content displays. If a Section Introduction is added, it will be located in the center. Regular Promotions, such as a calendar, and Sidebars may be added to the left, center, or right, and all are totally Responsive. If Content Boxes, another standard, self -admin feature of Responsive designs, is utilized, they will appear in the main column (4 are shown here). Budget, Value, Progressive, Premium GOVOFFICF Content Management Highlights Everyday GovOffice users efficiently manage their websites from their office and at home—on any computer that is connected to the Internet through the latest versions of modern Web browsers—and they enjoy the many features that GovOffice offers: • Unlimited number of sections and subsections are allowed to expand your site • Unlimited number of links throughout your site • Build a home page that includes a greeting, breaking news, upcoming events • Online sign-up for newsletters, comment forms, polls, and surveys • Audio and video files posted throughout the site • Image gallery that serves as an online photo album • News articles that can be featured and archived • Post meetings agendas and minutes as searchable documents • Calendar of all community events and meetings • Contact information of staff and elected officials • Advanced users may switch to HTML mode for added flexibility • Social media integration (Facebook, Twitter, YouTube, Pinterest, Instagram, Linkedln, Blogger, Nextdoor) • Security system allows multiple users with varying levels of permissions to update the website simultaneously • And much more! This is howyour GovOffice Site Administration appears on desktop, tablet, and smartphone devices... GOYQFFICE = SNim Mnw Home 419"+c wLt—pemu s see�nn i.srce«igen ws—�.ioon�>r•- uu.n �� u+wtmrai cmn ....��.�r C GOVOPFECE ... � M r.'�y pi.r�aer.n•�m V ti-rxr.rww-riw 4..w y. • • •• p-My�ul• •»Po.'. M�nnl.MwM[V. w.Y. .eaflY4 NlwwF.MMI[w.w.xlr.+i.4wNwpN •' -. •.' `Yur r4uarsi..u.wa+✓ruM �..u.wwila u..r ubMu.enw11154iRlNIr/MeRG9[Mlw{wMws.�raV.�ew4rL'a 1rlFM�e'gnK G6Y#qC E s s.nw.*.w 7 GOVOFFICE GovOffice CMS Version 4.0: A Message from Our General Manager GovOffice was launched in 2001 as the centerpiece of a unique public-private partnership to bring website technologies to cities across America. Founding partners included the International City - County Management Association, League of Minnesota Cities, and Avenet Web Solutions which developed the GovOffice technology. Over time an additional 15 state municipal leagues joined our partnership. In those 19 years local government websites have evolved from being a novelty to a necessity. We have served over 1500 local governments in 44 states and stayed true to our mission of providing state-of-the-art web technologies that meet the needs of local government, at an affordable cost. Now we are excited to announce that we have initiated a major development initiative to create the next generation of our technology: GOYOFFICE4.0 GovOffice CMS 4.0 will meet the needs of our local government clients and your constituents well into the future. This major upgrade will be implemented in multiple phases which will help users absorb and adopt to changes over time. User interface upgrades will maintain a priority on ease of use. Current sites will be seamlessly upgraded to the new system with no or minimal disruption. Phase 1 will result in: • A faster, more intuitive Admin system—DONE • Even faster public websites—DONE • A new site -wide Search system—DONE • Refresh of the Admin look & feel aimed at enhancing ease of use; also, it will be fully Responsive (mobile-friendly)—DONE • A state-of-the-art code which can be extended rapidly to add new features in subsequent phases—ONGOING Additional, incremental upgrades will feature new content types to meet the growing needs of our clients. Subsequent phases may include: • Newfile upload software -2020/2021 • eNotification/ eAlert system—DONE (GovOffice Connect) • Upgraded SuperForms & ePayment-2020 • Document management repository -2020/2021 • Customized content types, such as Council Packets/Agendas—Meetings DONE Thankyou for being a client and partner in preparing for the next generation of GovOffice! Eric Johnson, General Manager GovOffice LLC P GOVOFFICE Delivery of GovOffice Technology, Hosting, and Security GovOffice has provided the website technology to over 1400 local governments for almost 20 years. We have developed unique expertise in protecting local government websites from security concerns and delivering a proven record of reliability, performance and data protection for our clients. Delivery of GovOffice CMS Technology The GovOffice technology stack is architected for redundancy and scalability. We use blade servers with Intel Xeon processors with SSD storage. The GovOffice CMS is hosted on a load -balanced Web farm that can easily be expended as resources require. Our application servers run Windows Server 2016 with IIS 10.0 and SQL Server 2016, which allows SSL communication to be done over TLS 1.2. The GovOffice design framework utilizes jQuery and HTML 5 to provide Responsive designs that look great and are optimized on both desktop and mobile browsers. In contrast to some widely used software systems, GovOffice CMS is a proprietary system that does not have known exploits published on public websites for hackers to exploit. The GovOffice team installs patches on a regular basis, adheres to the highest standard of web server administration and access and logs access to all of our infrastructure. Worry -Free Hosting & Security All GovOffice websites include our worry -free hosting and support which includes the following services: Web Monitoring • Data center engineers monitor all of our servers and infrastructure, 24/7/365 Up -time and Disaster Recovery • 99.99% up -time • Daily backups of all website data and are kept for 90 days • Website data can be restore as needed from backups, typically within hours Enterprise Class Data Center GovOffice websites are hosted in a highly secure, cutting-edge global data center with 24 x 7 monitoring to meet your critical need for robust bandwidth, streamlined data storage, and business continuity. Located only 15 minutes from GovOffice's corporate office, the data center is monitored by trained technicians with a Network Operations Center (NOC) team. The NOC adheres to a strict escalation procedure to help ensure that GovOffice websites are available to the public at all times. Our primary data center is located in a former US Federal Reserve System building, constructed to withstand natural disasters, such as earthquakes, tornadoes, and floods. 17 GOYOFFICE Security The safety and security of your data is our highest priority. Our data center is SAS 70 audited, SOC 2® attested, and SOC 3® certified We observe industry best -practice standards including, but not limited to: • Hand biometric and RFID card controlled access to data center • Cage door sensors • Motion activated surveillance cameras • 24 x 7 Monitoring • 24 x 7, on -premise security guards DDoS protection Federal, state and local government websites have become prominent targets for both domestic and foreign originated Distributed Denial of Service (DDoS) attacks designed to impair or shut down websites. All GovOffice clients' websites are protected through a system -wide DDoS solution designed to combat this growing threat. The data center utilizes an enterprise level DDoS solution developed by a leading DDoS security company, Corero. The key benefit of the Corero solution is that it automatically mitigates DDoS attack traffic before it impacts GovOffice clients, enabling us to keep our networks clean of attack traffic. Training & Tech nical Support Our Training & Technical Support Team is available Monday through Friday, excluding national holidays, from 8:00 AM to 5:00 PM Central Standard Time. It provides unlimited assistance to clients via toll-free phone and e-mail in the areas of initial online training of the GovOffice toolset, additional training, technical support of websites, and more. Online training sessions typically take 90 minutes to complete. If your staff has a basic understanding of Microsoft Word, everyone will easily pick up our Content Management System. Support will schedule a training session at no added charge that fits your group's schedule, and sessions are conducted via Webinar. No expensive on-site meetings is necessary, and there is no charge for future training sessions with new or existing staff. GovOffice Support delivers unlimited access to: • Help Website • Online Training Sessions • Toll -Free Phone Support • Video tutorials • Support documents • Online Help Chat Chat with us 10 GOYOFFICF CMS Product & Service Features GovOffice requires no specialized software skills, and it allows staff to administer the site anytime, from any Internet connection. GovOffice CMS is a database driven web application based upon underlying Microsoft technologies, including SQL Server. Our Software as a Service (SaaS) hosting model means your website will be worry -free. GovOffice provides the hosting, technical infrastructure, upgrades and maintenance, saving you time and money. No additional software is required. Professional Design Standard Suggested Access to stock design template styles; customization of the design by the end user is limited to adding your organization's name, slogan, and a footer Customized graphic design to incorporate a community theme into a Responsive Website Design (RWD) format (Budget, Value, Progressive, Premium) Self -admin linking of Facebook and Twitter icons; in addition, YouTube, Pinterest, Instagram, Linkedin, Blogger, and Nextdoor icons are available on all designs Web Hosting, Performance, and Support Standard Suggested Up to 2 GB of stored uploads; nightly data backups at a cloud based Web hosting facility Extended Storage Plan for an additional 2 GB of stored uploads on your website n/a DDoS (Distributed Denial of Service) protection SSL encrypted administrative website V TLS encrypted public website V Unlimited online Webinar training of the GovOffice CMS and selected modules V Unlimited access to toll-free Technical Support for all staff V Video tutorials and unlimited, live Help Chat at help.govoffice.com V GovOffice Mobile delivers mobile version of website (smartphones) V Page -relevant Quick Tips within the administrative website V 11 GOVOFFICF Website Access, Editing, and Management Standard Suggested Homepage Setup by a GovOffice Content Specialist Unlimited number of administrative users on the GovOffice system Limit access and administrative permissions to each user and group(s) on the system Preview feature that shows how an unsaved edit would appear if it was saved and activated on the live website Live Site feature that allows users to switch between the live and administrative websites within one browser window Data storage tracker to help manage your load of Web content Audit log that shows editing activity of all administrative users Google Analytics integration CMS Features Standard Suggested Flexibility to name and order all navigation menu buttons Import, type, and edit text with formatting controls essential for a Web page Create unlimited number of links to internal pages and external websites Upload, resize, position, and caption photos Online forms for questions, comments, and requests to be contacted by staff Upload and post audio and video files V Upload and name documents, such as Agendas & Minutes and newsletters V Schedule of events, including recurring events, within a true calendar display V Online opinion polls with controlled responses and option to display the results V Image gallery to create a Community Photo Album; includes slideshow capability ✓ 12 GOYOFFICE Ability to add, turn on & off, and easily remove sidebars from all pages � f Directory, including contact information and photos, of Elected Officials and staff Post news stories with a pre-set release date for automatic display on live website Display job listings with post & deadline dates and post the employment application List Frequently Asked Questions by department or the entire organization Highlight related /inksto associated websites without posting long URLs */ Directory of local attractions and automatically created links to a Google Map V Site Map for added ease by site visitors in locating any section of the website V Last Editstamp that shows the date on which any Web page was last updated Site -wide search engine that also searches keywords within uploaded documents Advanced Features HTML mode for editing—example: embed community videos from your YouTube Channel or Google Maps of your area Friendly URLs (for example, govofficecity.com/police) for quicker and direct access to select sections the website—bypassing the home page entirely Intranet capability for staff on/yareas of the website; accessed only by username and password Bulk e-mail tool that allows visitors to opt -in and opt -out of receiving e-mail notifications from your government office RSS feeds in from other news -related websites NEW GovOffice ePayment—online and over-the-counter payments (taxes, utilities, etc.) Standard Suggested NEW Meetings content type (agendas, minutes, packets, audio, video) V 13 GOVOFFICE Navigation and Content Services—INCLUDED in all custom Responsive packages The Complete Navigation Analysis & Restructure will make your navigation menu compatible with a Responsive Website Design and greatly enhance speed of service to your website visitors. Our content professionals will analyze the entire site navigation menu and then organize and label it according to best practices of usability, Web design and the latest standards for government websites. The end result is a well -organized, intuitive website that ensures your site visitors will quickly and easily find the information they need. After completion of the Complete Navigation Analysis & Restructure project, GovOffice will address the homepage by doing a Homepage Setup which involves organizing your existing homepage content to follow the best practices of Web writing and design. Specifically it involves: • Re -writing and formatting welcome text for efficient online reading • Organizing and labeling primary site navigation menus • Incorporating images effectively • Using Promotions to display news, events, calendars, etc. in a visually appealing way • Using Sidebars and Content Boxes to display related links, text and images Quarterly Accessibility Review (QAR) Service—OPTIONAL GovOffice provides the following for ongoing assistance in maintaining website accessibility compliance: • GovOffice will utilize automated tools to review your website and identify areas of your website with are not in compliance with WCAG 2.0 accessibility standards. • Based upon findings, GovOffice Content Specialists will perform remediation to remediate or address areas of your website which are not in compliance with accessibility standards. • The Accessibility Review includes up to 4 hours of professional services, four times per year. • Only clients with a Responsive Website Design are eligible for the QAR Service. With acceptance of this proposal, the Client will have a Responsive Website Design. 14 GOYOFFICE 3 -Year Payment Plan DESIGN Non -Recurring Creative and technical development of a customized, $3400 $4900 $6700 $8700 public PWD which elements support the latest in ADA compliance standards CONTENT Non -Recurring Complete Navigation Analysis & Restructure, Homepage Setup, and Accessibility Statement HOSTING, MAINTENANCE, SECURITY, SUPPORT Recurring ($700/year x 2years; if 2020 already paid) License of GovOffice Content Management System (CMS) • Unlimited bandwidth & Website hosting up to 2 GB of uploads • Unlimited toll-free technical support Unlimited training/ re-training of CMS • Daily backups of stored Website content and design files - Maintenance of Web servers and their installed security systems • Unlimited Administrative users • Secure SSL (Secure Sockets Layer) Administrative Website - Upgrades of base CMS • DDoS (Distributed Denial of Service) Protection • Secure TLS (Transport Layer Security) Public Website • Domain name registration or redirection • Friendly URLs for all sections Tota I Over 3 Years Equal, Annual Payments Present -January 2021 Payment February 2021 -January 2022 Payment February 2022 - January 2023 Payment y OPTIONAL 4 - Quarterly Quarterly Accessibility Review Service (ADA compliance of website content); see page 14 $0 $0 $0 $0 $1400 $1400 $1400 $1400 15 GOVOFFICF Live Examples Budget Responsive https://www.beloitwi.gov/ Another Example: https:l/aackmanme.net/ Another Example: https://hilltop.govoffice.com/ For the City of Scandia... $1600 per year for 3 years Progressive Responsive https://zimmerman.govoffice.com/ Another Example: https://caldwell-na.com/ Another Example: https://www.killingtontown.com/ For the City of Scandia... $2700 per year for 3 years MOST POPULAR CHOICE Value Responsive https://www. mvrra.org/ Another Example: https://www.janesvillemn.ciov/ Another Example: https://www.annandale.mn.us/ For the City of Scandia... $2100 per year for 3 years Premium Responsive T HE C IT Y OF ENICI K ._ https://vvww.ci.benicia.ca.us/ Another Example: https://www.ci.sauk-rapids.mn.us/ Another Example: https://www.denaliborough.org/ For the City of Scandia... $3366 per year for 3 years 16 GOVOFFICE 3 -Year Budget Plan: Three Options to Continue with GovOffice at the End of Year 3 1. The original Agreement may be renewed for Years 4-6 at the same rate as Years 1-3. At renewal GovOffice will repeat all of the services performed in the original Agreement (or services up to an equal dollar value), including development of a totally new graphic design and content services and the respective levels. This plan will keep the City in a modern, compelling Responsive Website Design at all times, and the City will be insulated from any rate increase that occurs over the next 6years in the areas of Annual Service & Maintenance, Graphic Website Design, and Professional Content Services that are used to calculate the annual payment. 2. The City may opt not to renew the original Agreement, rather start an entirely new 3 -year Agreement (again, with an option for renewal for Years 4-6). The new annual charge could be less than or greater than the original Agreement, depending on the services selected (i.e. a less advanced website or a more advanced website). 3. The City may opt out of the original 3 -year Agreement and convert back to a year-to-year commitment at the then -current, population -based Annual Service Package rate, but none of the non-recurring services will be repeated. General Project Timeline The implementation timeline for deliverables is subject to client participation, direction, and approvals. The Client's remade GovOffice website may be deployed in approximately 3.5 months (estimate only). Responsive Website Design (PWD) process—creative & programming 10 weeks Site testing across all major Web browsers and mobile devices < 1 week Complete Navigation Analysis & Restructure and Homepage Setup 4 weeks Webinar training/ re-training (no added charge) of GovOffice CMS for staff 90 minutes 17 GOVOFFICF Testimonials from Upgraded Clients City of Cascade Locks, Oregon https://www.cascade-Iocks.or.us/ "GovOffice walked side by side with us through the process, stayed in constant communication, advised and guided us to an exquisite website that today is the central source for information and connection in our community." City ofTwentynine Palms, California https://www.ci.twentynine-palms.ca.us/ "GovOffice allowed us to personalize our website with new features so it remains fresh and innovative for years to come. And their customer service gets an A+ rating. Always quick replies, always a positive attitude and all the options you need to decide what fits your city." to(MCADE LOCKS — Wile mr4owws e n.,Nyw. {,.qh �kwwG�4-a •�rl4dt.+. b,�T�w rw'i4if rvcwMay w'+,wn N.w uw�ryuwi r,""' rwn � 1■tnlMiatF�'--� qi NNGome toTwukrnine NW IE LI wlw+,kl.pN,r,.�, sw.w E 18 G GRAN IC -U S Empowering Modern Digital Government City of Scandia, MN Website Design, Development & Hosting Proposal G GRANICUS Dear Selection Committee Members, Thank you for the opportunity to submit a proposal for the upgrade of the Scandia, MN website. Based on our conversations and the thoroughness of your RFP, we feel our comprehensive offering will enable you to transform yourweb presence into a true "Digital City Hall." Granicus is uniquely positioned to help you serve, engage and reach - residents, visitors and businesses in the Village of Plainfield. Here is how we can help you: • Serve. Like most government organizations, you are looking to bring more services online. We'll help you transform your website into a true service portal. We'll start by identifying the top tasks users perform on your website - like paying a ticket - and make it easy for visitors to find and complete those tasks. • Engage. Connect with your citizens in a whole new way. With Granicus govAccess you can gather input on important issues, conduct polls, and aggregate and analyze data to inform public policy. • Reach. Extend the reach of your website with Granicus govDelivery. Send targeted campaigns to our network of more than 150M subscribers nationally. • Protect. Keep critical data safe by working with a vendor serving federal agencies that require the highest levels of security. At a time when ransomware attacks are growing in local government, you can never be too careful. We are here to help! • Mobilize. With nearly 50 percent of traffic to local government websites coming from a mobile device, responsive design is no longer enough. Granicus offers the tools to truly optimize the mobile experience for your users. We see tremendous potential for your website and would welcome the opportunity to help you achieve it. I look forward to talking with you soon about what's next for Scandia. Respectfully submitted, Kathryn Rivard Account Executive *Because much of our proposal contains proprietary trade secrets that could substantially harm Granicus financially if revealed, we ask Scandia to allow us to redact this document prior to fulfilling any public records request per 5U.S.C. §552(b)(4) and O.C. G.A. §50-18-72. � Executive Summary Better Serve Your Citizens Your citizens approach their digital interactions with government in the same manner they do elsewhere on the web - as customers. Whether they are looking for information on a consumer website or a government website, they expect to find clear and understandable answers to their questions, quickly, in plain language they understand, at any time of day and via the device of their choice. Increasingly, that device is a mobile one, which requires additional thought to ensure this emerging group of site visitors can easily navigate your site. The Granicus Experience Granicus has partnered with more than 800 leading local government agencies to design, develop and host their websites. Through these partnerships we continuously evolve our processes and technology to put our government clients at the forefront of innovation in digital government. Everything we do contributes to our mission to help YOU create a superior digital customer experiences including: A citizens -focused project approach that starts with research into how your website visitors want to engage with you and what services and information is most important to them. We'll also interview internal stakeholder to understand your goals. This research informs the design, content structure and development of your website -ultimately helping you deliver a superior digital CX. G GRANICUS \1 "I've never worked with a vendor that has been more invested in our success." Robert Rasmussen Assistant IT Director Amarillo, TX Ongoing support and continuous improvement that helps ensure your website evolves with customer expectations. The Granicus team conducts an annual analysis of your website using proprietary data and makes recommendations to improve your customer experience leveraging our flexible CMS. You'll also benefit from a guaranteed free redesign. A CMS that powers superior digital citizen experiences. After we hand over your new website, our CMS solution is there to help you carry on the superior digital citizen experience mission. The casual user can easily update the website with fresh content and visuals, while the power user can monitor, manage, analyze and optimize the website over time. G GRANICUS Meet Granicus Granicus provides technology and services that empowers government organizations to create O 1999 seamless digital experiences for the people they serve. Offering the industry's leading cloud -based solutions for communications, content management, meeting and FOUNDED agenda management, and digital services to more than 4,000 public sector organizations, Granicus helps turn government missions into quantifiable realities. 4500+ Granicus acquired Vision in 2018, the national leader in government website design, development and hosting. GOV Granicus was impressed by the evolution of the Vision CLIENTS CMS to meet the changing needs of government and the people they serve. They were equally impressed by the process the team perfected to design and develop award-winning government websites. 40 Company Contact Info: OF TH E 50 Kathryn Rivard, Account Executive MOST 201.591.1743 / 612.720.0936 POPULOUS U.S. Kathryn.Rivard@granicus.com CITIES Full name of legal entity Granicus, LLC Years in Business 21 Years (Vision) / 19 Years (Granicus) 2018 Number of Clients VISION ISI ON Company website ACQUIRED www.Granicus.com BY G RAN I C US Office Locations: Los Angeles Washington D.C. 222 N Sepulveda Blvd, 1 152 15'" Street NW Suite 1500 Suite 800 EI Segundo, CA 90245 Washington, DC 20005 Denver St. Paul 707 17'" St 408 St. Peter St. Suite 4000 Suite 600 Denver, CO 80202 St. Paul, MN 55102 G GRANICUS OPTIONAL PROJECT RECOMMENDATIONS Complete Digital Government Platform - govNetwork Are your peers talking about a future digital city hall? Look no further than the Granicus platform to extend the impact of your website. Our platform of intuitive solutions are built for government and enable you to transform your digital presence. • govDelivery - Publish content to a network of over 150 MILLION people to promote services and achieve a larger impact. • govMeetings - Coordinate agenda and minute creation or stream meetings to video to maximize exposure and simplify democracy. • govRecords - Transform the clerk and recorder's office into an efficient gateway of public information, automating and streamlining government records. • govExperts -Meet and exceed your goals with our team of communications experts who can help you optimize your programs for maximum impact. \ � Z 0 o govAccess Websites designed for today's citizen ] govDelivery G GRANICUS I Timeline + Development Plan Over the last 20 -plus years, we've developed thousands of websites for some of the most progressive local government agencies. Lessons learned from this experience have helped us refine our process in order to deliver consistent, superior results. Here's what you can expect. GOAL Conduct analysis to understand how your website is used. GOAL Develop a website that reflects your community and brand and delivers superior digital customer experience. GOAL Refine the website's content and implement Granicus govAccess. GOAL Train your team and bring the new site live to the public. GOAL Provide ongoing support and maintain a superior digital customer experience. Ongoing The govAccess Content Management System Our content management system, Granicus govAccess, is designed to help you deliver superior digital customer experience to your community. So, how do we deliver on this promise? • Ease of Use & Administrative Control- Lock down user permissions while providing drag -and -drop simplicity to users where help is never more than a click away. • Mobile Management - Offer a better experience to residents by analyzing mobile traffic before customizing the display on different screen sizes. • Digital Service Delivery- Move more services online, go completely paperless, and ensure your community can easily find everything that you have to offer. • Interior Page Design -Think past the homepage and create a plan for how you will optimize the complete end-to-end customer journey with flexible technology. • Federal -grade Security- Follow the same hosting and security best practices as The White House, Social Security Administration, and Census Bureau. • Continuous Innovation- Enjoy monthly release updates and help shape the product by joining our customer council, Labs, for prototypes, beta access and more. Granicus technology serves more than 4,000 agencies across United States, Canada, and United Kingdom. If you desire something not listed, then there is a very good chance we either still offer it or the requested functionality is on our near-term roadmap. Go ahead and connect with us; we are happy to answer any questions. GS; GRANICUS "I love working with Granicus because the CMS always evolves to meet the changing dynamics of local government. They never settle and always strive to deliver the best technology in the market." Anthony Wilson, Public Information Officer City of San Angelo, Texas Labs G GRANICUS Everything a Government CMS Requires to Succeed Granicus has served government clients for more than 20 years and we developed our CMS to meet the unique needs of these agencies. Decentralized authorship across many different departments leads to ranges in skill levels and requirements around approvals. The visionLive CMS delivers everything you need and more. Embedded Training & Support Digital Asset Management • Quick links (button designer) • Image Library (centralized) • Inline (live) editing • Image rotation and cropping • Live chat support • Image Meta Tagging • LMS curriculum & help articles • Document Central (centralized) • Tool tips and instructional text • Document meta tagging • Video training materials • "In -Use" logic • WYSIWYG or HTML editing • Analytics and reporting • Wizard interfaces • Custom dashboards Administrative Management • Custom quick links • "My Favorite" pages • Approval Cycle and workflows • User account settings • Audit trail history • CAPTCHA security Webmaster Tools • Two -factor authentication • Centralized Subsite Management • Mega menu designer • Content permissions and security roles • Mobile editor (visionMobile Designer) • Content Review • Custom Content • Content Scheduling • Custom Fields • Content Versioning (CMS Archives) • Google Analytics dashboard blocks • Emergency alert banner • Page layout designer • External Archives (via PageFreezer) • Extranet (Password protected content) Integrations • Awaiting Approval Reports • Expiring Content Reports • Active Directory LDAP* • "My Tasks" management • Active Directory Federation Services* • Page template controls • Granicus "Agenda Management" • Accessibility (WCAG 2.1 / ADA) tools • Granicus "Communications Cloud" • Import / export functionality Reports & Analytics • Laserfiche • Maps (multiple) • Administrative analytics • Open APIs and custom programming • Asset inventory report • PageFreezer • Broken link reporting • Payment Gateways (multiple) • Dashboard blocks • Siteimprove • Edited content reporting • Expiring & expired content reports (ask for other integration examples) • Global site analytics • Page performance analytics G GRANICUS Tools to Deliver a Superior Digital Customer Experience Citizen expectations are rising and you are expected to do more with less. The visionLive CMS provides an easy-to-use system with all the out-of-the-box functionality necessary to better inform, serve, engage, and personalize the experience for your community. Information -based • Calendar Event & Registrations • Business (Resources) Directory • Facility directory & reservations • Frequently asked questions (FAQs) • Meetings management • News stories • Photo gallery (albums) • Site search (visionSearch) • Site search (Google CSE) • Site search (Cludo) • Site search (Swiftype) • Staff directory Service-oriented • Digital signatures (legally binding)* • Form builder • Form calculations • Form conditional logic (If -this -then -that) • Form email notifications • Form finder • Form template library • Form security settings • Online payments • RFP, RFQ, Bid management • Service requests (CRM / 31 1) • Service directory • Service finder* Engagement -related • Activity registration • Audio & Video Embed • Blogging* • Community topics* • Email campaigns • Event Registration • Emergency alert banner • eNotifications • Facility Reservations • Job post and application manager • Linkedln, Nextdoor, and Instagram • Online Polls • RSS feeds • SMS (500 subscribers) • Surveys • Social media share links • Social media management • Streaming Video • YouTube or Vimeo channels Personalization • Resident dashboard (My Dashboard) • Email and SMS subscriptions • Email and SMS digests • Geo Finder* • Service request alerts • Specialty homepages Expecting something else? Chances are we have it. (reach out with questions) CMS, Hosting, and Security - Continued Federal -grade Hosting & Security Within Budget Granicus serves some of the most secure agencies, such as the Department of Homeland Security, Department of Defense, and Veterans Affairs, as well as cities, counties, and states. These agencies all share a #I priority - the security of citizen and government data. We have successfully completed several Certifications and Accreditations (as seen right). Granicus is one of only a few government technology vendors authorized by FedRAMP. We are also one of a handful of elite organizations that are IS027001 certified, and have been awarded the United Kingdom's G -Cloud IL2 accreditation. Our data centers adhere to top certification requirements and assure that your data and citizen data is safe and kept private. • Encryption -At rest encryption of all data, always • Security Scanning -Weekly automated scanning at the application, host, and network level by a dedicated team of security experts • Physical Security- Facility protected by five concentric security rings and constant monitoring of common and restricted areas • Archiving -High performant Cache and SSD storage for archiving of video and other large files • Virtualized Servers - Facilitates minimal downtime for application improvements and superior failover protection (technical specifications available upon request) GS; GRANICUS P Fed RAMP Federal Risk Authorization Management Program National Institute of Standards and Technology U.S. Department of Commerce bSLISOAEC Y 27001 Information Security Management United States- ensus Bureau CMS CENTERS FOR MEDICARE & MEDICAID SERVICES Granicus Proposal for Scandia, MN Name: Kathryn Rivard Phone: Email: kathryn.rivard@granicus.com Quote Number: Q-95749 Prepared On: 3/2/2020 Valid Through: 5/1/2020 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. Billing Frequency Milestones - 40/ Quantity/Unit govAccess - Website Design and Implementation - Pioneer 1 Each $7,500.00 Solution govAccess - Maintenance, Hosting, & Licensing Fee - Core 20/20/20 Billing Frequency Annual SUBTOTAL: $7,500.00 Quantity/Unit Annual Fee $0.00 1 Each first year free SUBTOTAL: $0.00 Remaining Period(s) �ion(s) govAccess- Maintenance, Hosting, & Licensing Fee - Core SUBTOTAL: Year 2 $4,000.00 $4,000.00 Year 3 $4,200.00 $4,200.00 Year 4 $4,410.00 $4,410.00 Year 5 $4,630.50 $4,630.50 Name Description govAccess - Website govAccess Website Design and Implementation - Pioneer provides a citizen focused website Design and and includes: Implementation - One (1) homepage wireframe from Granicus' design library Pioneer 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 anytime) • Programming/CMS implementation • Migrate up to 50 webpages • One (1) day of remote web -based training govAccess - The govAccess Maintenance, Hosting, and Licensing plan is designed to equip the client with Maintenance, the technology, expertise and training to keep the client's website relevant and effective over Hosting, & Licensing time. Fee - Core 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) • 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 Scandia, 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-95749 dated 3/2/2020 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. • Granicus certifies that it will not sell, retain, use, or disclose any personal information provided by Client for any purpose other than the specific purpose of performing the services outlined within this Agreement. • The initial subscription term includes all the subscription years noted in quote Q-95749 dated 3/2/2020 and must be awarded to receive the first year free promotion. The Agreement and subscription term begins upon date of document signature or award. 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: Scandia, MN G GRAN ICUS info@granicus.com I granicus.com G GRANICUS Staff Communication with Revize Hi Bee, That is great news! If you still have time today, I'd be happy to setup another demo. How about 11AM your time? Otherwise, we can schedule for another time this week. Also, would you like me to send over the sales agreement for you to have for the April 1St meeting? Thomas Jean — Proposal/ Project Manager ReviZe — The Government Website Experts 1 150 Kirts Blvd Suite B, Troy, MI 48084 2 248.269.9263 ext. 8035 1 ® thomas.jean@revize.com I www.revize.com Facebook I Twitter I Linkedin I Instagram From: b.stignani <b.stignani@ci.scandia.mn.us> Sent: Monday, March 23, 2020 5:03 PM To: thomas.jean@revize.com Subject: RE: Bee: Revize Website Proposal - Scandia, MN Thank you for the generous offer, I have passed on your information to the city administrator. He said that he intended to have this on the agenda. I am still working on my staff report, and a follow up demo on Wednesday would still be good for me if you have time. I did get information on our camera over the skate rink: The cameras on the warming house are: HIKVISION ERI-Q10x-Px NVR Network Turret Camera ECI-T22Fx Internet used is cable with Midco. Speed is 200 upload / 20 download We had training on the PSN we will be using for electronic payments, but they did not yet send the links for me to put on our website. Thank you again, Bee From: thomas Jean@revize.com <thomas.jean@revize.com> Sent: Friday, March 20, 2020 11:40 AM To: b.stignani <b.stignani@ci.scandia.mn.us> Subject: RE: Bee: Revize Website Proposal - Scandia, MN Hi Bee, Our leadership here at Revize has asked that we offer the City an additional discount. If the City approves by April 15th, we include an additional $600 discount of of the price. All we would need to get started is a signed 5 -page agreement (which I can send over today). So it would not require anything from the board other than their approval at the April 1St meeting. Would it still be possible to get this on the April 1St meeting agenda? Thomas Jean — Proposal/ Project Manager ReviZe — The Government Website Experts 1 150 Kirts Blvd Suite B, Troy, MI 48084 2 248.269.9263 ext. 8035 1 ® thomas.jean@revize.com I www.revize.com Facebook I Twitter I Linkedin I Instagram From: b.stignani <b.stignani@ci.scandia.mn.us> Sent: Friday, March 20, 2020 11:32 AM To: thomas.jean@revize.com Subject: RE: Bee: Revize Website Proposal - Scandia, MN Thank you, I would like more demo time, but I won't have time until Wednesday, March 25th . I only work part time and have a project due on Monday. The city council is still meeting April 1St, but they have trimmed their agendas down to bare necessities as they are conducting all meetings remotely. I have not asked directly, but I assume that this will delay my work on a new web site until other more pressing matters have been addressed. I will confirm with our city administrator on Monday if this will be on the next council agenda or delayed. Thank you again! Bee From: khomas.jean@revize.com <thomasJean@revize.com> Sent: Thursday, March 19, 2020 7:58 AM To: b.stignani <b.stignani@ci.scandia.mn.us> Subject: RE: Bee: Revize Website Proposal - Scandia, MN Hi Bee, My apologies for not responding right away. The response below was stuck in my drafts. I've added those responses in bold font below. Do you have some time to discuss this week? Please clarify for me, if the city goes with Revise, will forms which are filled out on line by residents, will they print on our end when needed to look like our actual forms? Meaning, I want information printed on the forms that do not have fields to be entered. The "for office use only" section to document dates and actions for example. • Yes, Absolutely. If you have 5-10 minutes, I can show you through a quick online demo. It's super easy and will look just like a real form. But much quicker and easier to manage. Also, we have a skate rink with security cameras. Residents have asked if we could make Live Cam' viewing available on our web site. Some people want to be able to look and see if a pick up game of hockey is possible or if the skateboard ramps are too full when they have time to head to the rink. • This is possible for sure. It definitely is contingent on the quality of the camera equipment you have, however. But we're able to integrate almost any video format into the website. So it shouldn't be a problem at all. We are beginning the training process for our new electronic payment options, but I understand that is very simple in any web design to embed our links to the vendor we are using. I didn't mention this in our demo as it's new enough that I forgot. • Yes. However, we can take it a step further and actually integrate the payment directly into a form if you'd like. I can show you if you have 5-10 minutes for a quick online demo. Thomas Jean — Proposal/ Project Manager ReviZe — The Government Website Experts 1 150 Kirts Blvd Suite B, Troy, MI 48084 R 248.269.9263 ext. 8035 1 ® thomas.jean@revize.com 1 www.revize.com Facebook I Twitter I Linkedin I Instagram From: b.stignani <b.stignani@ci.scandia.mn.us> Sent: Thursday, March 12, 2020 9:27 AM To: thomas.jean@revize.com Subject: RE: Bee: Revize Website Proposal - Scandia, MN Hi Thomas, It looks like the three proposals I now have will go instead to the City Council work session for discussion on April 1, 2020 and likely then to the regular meeting on April 21, 2020 for approval of what they decide. This is a different time line than when we communicated last month. Please clarify for me, if the city goes with Revise, will forms which are filled out on line by residents, will they print on our end when needed to look like our actual forms? Meaning, I want information printed on the forms that do not have fields to be entered. The "for office use only" section to document dates and actions for example. Also, we have a skate rink with security cameras. Residents have asked if we could make Live Cam' viewing available on our web site. Some people want to be able to look and see if a pick up game of hockey is possible or if the skateboard ramps are too full when they have time to head to the rink. We are beginning the training process for our new electronic payment options, but I understand that is very simple in any web design to embed our links to the vendor we are using. I didn't mention this in our demo as it's new enough that I forgot. Thank you again, Bee From: thomas.jean@revize.com <thomas.jean@revize.com> Sent: Thursday, February 27, 2020 12:15 PM To: b.stignani <b.stignani@ci.scandia.mn.u5> Subject: Bee: Revize Website Proposal - Scandia, MN Hi Bee, We are thrilled to submit a proposal for the City website design and CMS. Based on our discussions and some research here, we have put together a proposal for your review. You can see the costs on page 20 The price includes: A custom design built by our team here. If you choose this option we will provide a 100% custom mockup for you to review and provide feedback. Based on your feedback, we will provide an updated mockup to you. And we will continue in this iterative process for as many rounds as it takes for you to be satisfied. We then code out the website and add in the content of your choice up to 300 webpages and documents. We also provide a beta test period where you can request functional changes to the site. • Responsive Web Design (Mobile friendly) • ADA Compliance Review • The Revize Content Management system integrated. We will build out the site and provide training to allow you to add content and make future updates. • Average of 4 CMS updates per you that will come to you automatically. So you will always have the latest technology available. • Live tech support staff ready to help throughout your entire time as a Revize client. All together we think either of the options will be a big step forward for your site for years to come. Please keep in mind that many factors go into the pricing. And we can adjust those as needed to find the best mix of pricing and included features for you. Please let me know if you have any initial questions. Thanks again! Thomas Below are some of our websites across the country: www.burlingame.org www.dsm.city www.newbern-nc.orq www.tuckerga.gov www.ci.sandusky.oh.us www.bristolbayboroughak.us www.loganutah.org Favorite www.troymi.gov Favorite www.cityofbardstown.org Favorite www.stpete.org www.burlinciame.org www.cedar-rapids.org www.seciuintexas.gov www.newhanover-pa.org www.villageofglencoe.org www.southburlingtonvt.gov www.cityofmyrtlebeach.com Thomas Jean — Proposal/ Project Manager ReviZe — The Government Website Experts 1 150 Kirts Blvd Suite B, Troy, MI 48084 8 248.269.9263 ext. 16 1 ® thomas.iean@revize.com I www.revize.com Facebook I Twitter I Unkedin I Instagram Staff Communication with GovOffice Bee, where did you read this: "Our new optional payment feature allows clients to sign a 3 Year Agreement which includes your partial design fee and the Annual Service Hosting Fee, if you renew the 3 Year Agreement you receive a redesign credit!" Is that from an email? From whom? Thanks, Mike Mike Chaloupka Regional Sales Manager GovOffice.com 612.617.5709 f 6 From: b.stignani[mailto:b.stignani@ci.scandia.mn.us] Sent: Thursday, March 26, 2020 10:02 AM To: Mike Chaloupka <mike@govoffice.com> Subject: RE: Need Info about updating web site/ GovOffice proposal is attached Importance: High WARNING: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. I have reread your proposal carefully, and pulled up the initial one as well. The initial one states: "Our new optional payment feature allows clients to sign a 3 Year Agreement which includes your partial design fee and the Annual Service Hosting Fee, if you renew the 3 Year Agreement you receive a redesign credit!" If we signed this January 18, 2017, what are we eligible for now? We just paid invoices this last January. Did we automatically renew something? Are we in a new contract that I'm not aware of? I have looked through all of the documents and do not see paperwork that would clear this up for me. Thank you. From: b.stignani Sent: Thursday, March 26, 2020 9:23 AM To: Mike Chaloupka <mike@govoffice.com> Subject: RE: Need Info about updating web site/ GovOffice proposal is attached Thank you again! I forgot to ask in the technology will be updated on mobile application would be improved. Other quotes are highlighting RWD that look like we do not currently have. Is this correct? Would a site redesign, even at the Budget level, change this currently outdated look? From: Mike Chaloupka <mike@govoffice.com> Sent: Thursday, March 26, 2020 9:12 AM To: b.stignani <b.stignani@ci.scandia.mn.us> Subject: RE: Need Info about updating web site/ GovOffice proposal is attached Importance: High Good morning Bee, Please find my responses within the body of your email below in bold. Thank you for your patience! LIMIT Mike Chaloupka Regional Sales Manager GovOffice.com 612.617.5709 © rq Q From: b.stignani[mailto:b.stignani@ci.scandia.mn.us] Sent: Thursday, March 12, 2020 9:33 AM To: Mike Chaloupka <mike@govoffice.com> Subject: RE: Need Info about updating web site/ GovOffice proposal is attached WARNING. This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Thank you Mike for this proposal. It looks like there is a different timeline than I originally indicated. I'm working to prepare a staff report now for the City Council Work Session on April 1, 2020 for discussion with the intent to have the council make a decision at the regular session on April 21, 2020. I am guessing that when the City of Scandia first set up the current website, they chose the Budget plan or something equivalent. It seems that we would consider the Value or Progressive options at this time. Would these upgraded options allow us to be able to create forms that resemble our actual forms when printed? Moving to a Responsive Website Design will accomplish a number of goals surrounding the delivery of information to the public, but online forms does not fall under that category. What's great is that we are working right now to upgrade our online forms system, and all clients will get it at no additional charge. But it does not present forms in the format that you desire. You might be interested in a solution like this: https://www.seamiessdocs.com/. I need in particular "for office use only" type spaces to document dates and actions. And for forms that we do not need to print, is there a way to transfer directly to our permanent electronic storage in Laserfiche? All GovOffice websites allow for a password -protected area, often called an Intranet. The Intranet gives you all of the features that you have on the public/ non -password -protected areas. I am not sure that Intranet addresses your need surrounding documents on Laserfiche, though. Does your Laserfiche allow for a password -protected area for staff versus an open/ public area for citizens? If it does, that would work for the scenario you gave me. We are also looking to see if we would be able to include "Live Cam" video feed from one of our security cameras over our outdoor rink. Residents have asked to be able to see if others are out there for either a pick up game of hockey or if the skateboard ramps are too full or not (depending on the season!) While not common, we have had clients add a Live Cam feed to their websites in the past. I am not sure of the hardware requirements on your end, but our Support Team at support@govoffice.com probably will be able to help. Please clarify if the $1,400 annual fee for the annual service package includes the email service or not. If it is just the new price for this package, is the $700 fee we currently pay scheduled to change? Or if the City Council choose for any reason to not take any action, will that rate remain the same for 2020? The Service portion of the annual charge under the 3 -year program is not $1400. It is $700. My pricing chart assumes the $700 charge for 2020 has been paid (because the City is on a February — January billing cycle, and we are past February). The $1400 you see represents the $700 charge for 2021 and 2022. The numbers to focus on in the pricing chart are the Total Over 3 Years and the annual charge amount beneath it. The annual charge includes both the regular Annual Service Package charge and the graphic design upgrade and content services. You may stay on a year-to-year Agreement with GovOffice whether you upgrade the design or not. If you do upgrade the design, the one-time charge for the Value service, for example, is $4900. And then the City will be billed for its Annual Service Package again in early 2021. But, for the first time since 2016 our rates are increasing. I believe the City's new rate in 2021 will be $840. If you start a 3 -year Agreement, $700 is the rate that I will use to calculate your all-inclusive price ($2100/ year for Value, for example), and that will be your payment for the next 3 years and for 6 years if the Agreement is renewed 3 years from now (see #1 at the top of page 17). Yes, we do have Qscend, however, I understand that only one person is knowledgeable and it is underutilized. Thank you, Bee From: Mike Chaloupka <mike@govoffice.com> Sent: Monday, March 09, 2020 5:13 PM To: b.stignani <o.stignanf(a)ci.scandla.mn.us> Subject: RE: Need Info about updating web site/ GovOffice proposal is attached Importance: High Hi Bee, It's Mike Chaloupka from GovOffice Web Solutions (www.govoffice.com) writing with the website upgrade and service proposal that you've been expecting. It is attached. On page 15 you will find pricing of our very popular 3 -Year Payment Plan. Although popular, the Plan is not required. If the City wishes to stay with GovOffice on a year-to-year Agreement, any of the 4 custom design options (all are mobile -friendly) may be purchased in one lump sum: $3400 Budget, $4900 Value, $6700 Progressive, $8700 Premium. A Complete Navigation Analysis & Restructure, Homepage Setup, and Accessibility Statement will be performed at no additional charge. Also important is the fact that your website will not have to be rebuilt/ content migrated, nor will your website be down during the upgrade process. I will be available starting tomorrow morning to have a phone conversation about the proposal. Lastly, I am glad to see that the City also is a Qscend client. Qscend is a sister company of GovOffice. Thank you for your interest and for the opportunity! Mike Mike Chaloupka Regional Sales Manager GovOffice.com 612.617.5709 ©"0 From: Mike Chaloupka Sent: Wednesday, March 4, 2020 4:40 PM To: b.stignani <b.stignani@ci.scandia.mn.us> Cc: Mike Chaloupka <mike@govoffice.com> Subject: RE: Need Info about updating web site That won't be a problem. You will have everything from me that you need by then. I'll be in touch again very soon. Thanks! Mike Mike Chaloupka Regional Sales Manager GovOffice.com 612.617.5709 fivial From: b.stignani [mailto:b.stignani@ci.scandia.mn.us] Sent: Monday, March 2, 2020 12:47 PM To: Mike Chaloupka <mike@govoffice.com> Subject: RE: Need Info about updating web site WARNING: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Thank you Mike for responding. I have requested information from four businesses total with the intent to have prepared my initial recommendation to the Scandia City Council at their March 17. 2020 meeting. This means I need to have an opportunity to discuss options with someone at GovOffice prior to Thursday, March 12, 2020. Will this be possible? Thank you, Bee From: Mike Chaloupka <mike@govoffice.com> Sent: Wednesday, February 26, 2020 3:54 PM To: b.stignani <b.stignani@ci.scandia.mn.us> Subject: RE: Need Info about updating web site Hi Brenda, My name is Mike Chaloupka, and I represent GovOffice. I can help you with this. At present I am onboarding our new salesperson; I apologize for the delay and will get back to you again very soon. Thank you for your patience. Mike Mike Chaloupka Regional Sales Manager GovOffice.com 612.617.5709 f � 6 From: b.stignani[mailto:b.stignani@ci.scandia.mn.us Sent: Monday, February 24, 2020 3:36 PM To: Gov Office Info <Info@GovOffice.com> Subject: Need Info about updating web site WARNING: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. The City of Scandia is looking into options to update our web site. The current one is designed through GovOffice. But the mobile app is terrible and the custom design page is pretty dated. I need to gather information of the financial impact for making updates if we choose to stay with GovOffice. Thank you. Brenda "Bee" Stignani Office Assistant/Parks & Recreation Coordinator City of Scandia 14727 209Th Street North Scandia, MN 55073 651433-2274 Staff Communication with OPG3 — Laserfiche That's great! Laserfiche has evolved wayyy past standard scan and store document management. Most of this is handled with Laserfiche Forms. There are two pieces to Laserfiche Forms that you don't have. The first piece is called Forms Professional. This is a very cheap add-on to your current system (about $120 maximum) and $20 extra each year on your renewal. This gives us the ability to tie forms to other systems to help auto -populate fields as much as we can. Forms Professional is essential to building out internal or external forms processes. The second piece is called Forms Portal. This is a more expensive piece of Laserfiche that allows you to create forms that can have an unlimited number of anonymous submissions. Cities use these for all kinds of forms for citizens to fill out. City of Red Wing seems to be our best reference for this external stuff, so here's a link to they're website with a few of their 30 -some forms they have all over their website https://www.red-wing.org/798/Liquor-Licenses-Permits . This one is roughly $9,600 with $1600 more on your renewal each following year. The piece you stumbled across is one of the most popular pieces of Laserfiche called the Public Portal (also known as WebLink). This allows our cities to make parts of their repositories external so that citizens can access public records from directly from the website. I know you've seen it, but here's a link to Red Wing's Public Portal http://If.ci.red-wing.mn.us/weblink/Browse.aspx?cr=1 . The basic version of this portal (5 concurrent connections) costs the exact same as the Forms Portal. Now, these prices don't include any install, configuration, building of forms. If you wanted to look at building some processes, we would have to do discovery so I could get you a formalized SOW. Let me know if you have any questions. I'd be happy to talk about this over the phone as well, 651-233- 5062. Thanks, Sean From: b.stignani <b.stignani@ci.scandia.mn.us> Sent: Thursday, March 26, 2020 1:30 PM To: Sean Nilan <snilan@opg-3.com> Subject: [SPAM]RE: Laserfiche Public Portal I am gathering information and learning exponentially as I go down different "rabbit trails." This started with our need to update our website. Now I have proposals from three different vendors and my mind is reeling with the possibilities from each. I've asked these companies if I can get forms that look like ours created in their site proposals, with documentation on action on our part, to be stored directly into Laserfiche when completed. That led me to search client's web sites from each of the other companies, and I stumbled on a public access side of Laserfiche! So now I would like to know if this is something the City of Scandia should consider now? Or only with a new web site? Or what is really possible? From: Sean Nilan <snilan@opg-3.com> Sent: Thursday, March 26, 2020 1:24 PM To: b.stignani <b.stignani@ci.scandia.mn.us> Subject: Laserfiche Public Portal Hi Brenda, Brett on OPG -3's Support team let me know that you were looking at Laserfiche WebLink after seeing it on other cities' websites. I'm happy to help supply you with any information you need! Let me know what you would like from me and what your goals are and I'd be happy to help. Thanks, Sean Nilan Solutions Manager I OPG -3 Inc. las*rfKAe10 P: 651.233.5062 � . • E: snilan@opg-3.com 8030 Old Cedar Ave S, Suite #205 Bloomington MN, 55425 Content Management OPC-31 Process Automation Enterprise Transformation