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Home My WebLink About2020-06-24 CC WS & Meeting Packet CITY OF CENTERVILLE COUNCIL WORK SESSION & MEETING AGENDA Wednesday, June 24, 2020 Meeting available via Zoom Videoconferencing https://zoom.us/j/478824301 Meeting ID: 478 824 301 312-626-6799 (for audio only) 5:00/6:30 p.m. WORK SESSION (5:00 PM) CALL TO ORDER Roll Call ITEMS OF DISCUSSION Preliminary Budget Discussion (pg. ) Fund Balance Policy and City Hall Renovation Finance Plan (pg. ) Website Redesign (pg. ) ADJOURNMENT MEETING (6:30 PM) CALL TO ORDER Roll Call PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA APPOINTMENTS/PRESENTATIONS None PUBLIC HEARINGS None APPROVAL OF MINUTES None CONSENT AGENDA Centerville Claims through June 24, 2020 (1532E-1540E & Check #34025-34054; voided check #34033) (pg. ) Centennial Lake Police Department Claims through June 19, 2020 (Check #13243-13255w/Payroll Checks 13256-13266) (pg. ) Centennial Fire District Claims through June 9, 2020 (Check #8831-8835), (pg. ) Encroachment Agreement 7313 Old Mill Road - Fence (pg. ) rd Encro St) Encroachment Agreement 1885 Prairie Drive Fence (pg.) OLD BUSINESS Fire Station Lease Agreement M Health Fairview (pg. ) NEW BUSINESS COVID-19 Preparedness Plan (pg. ) COUNCIL/ADMINISTRATOR ANNOUNCEMENTS Administrator/Engineer Report Council Reports Lakso Anoka County Fire Protection Council Centennial Fire Steering Committee Parks & Recreation Koski Centennial Fire Steering Committee Planning & Zoning Commission Montain Centennial Lakes Police Governing Board North Metro Telecommunications Commission Wilharber Economic Development Authority Love Centennial Lakes Police Governing Board Economic Development Authority Other Mayoral Reports ADJOURNMENT INFORMATIONAL MATERIAL None REMINDERS All Meetings via Zoom Videoconferencing Memorandum Date: June 24, 2020 To: Honorable Mayor and City Council Members Through: Mark R. Statz, City Administrator/City Engineer From: Bruce DeJong, Finance Director Item: 2021 General Fund Budget and Property Tax Levy Discussion City staff are eager to discuss the General Fund budget for 2021 with the City Council in July. In anticipation of that discussion, we are accumulating a number of known changes to the budget. These changes take the form of signed contracts or outside agency changes over which the city has little or no control. The items of which we are aware are shown below with their impact on the budget. As you can see in the table, there are a number of items that we do not have a handle on In the coming month or so, we will go through the individual department budgets in detail. We intend to incorporate prior year spending and make some additional estimates of what needs to be budgeted for each line item. There will certainly be additional changes as we proceed with the budget through the preliminary adoption in September. The purpose of this discussion is to identify areas where the Council may wish to add or subtract from the budget to fund or defund certain programs and services. DĻƓĻƩğƌCǒƓķDĻƓĻƩğƌCǒƓķ .ǒķŭĻƷ/ŷğƓŭĻ wĻǝĻƓǒĻ/ŷğƓŭĻ9ǣƦĻƓķźƷǒƩĻ/ŷğƓŭĻ Wage&StepIncrease(Union ~$20,000 contracttobenegotiated) LocalGovernmentAid? FireContract~$10,000 PoliceContract~$25,000 LegalExpenses~$3,000 ProfessionalServices~$3,000 Audit$900 DebtServiceLevy($79,074) LMCIT(insurance)~$7,000 WaterTowerPropertyLease ($7,200) WaterTowerAntennaLease ~$3,000 FireHallAmbulanceLease $7,200 /ƚƓƷƩğĭƷǒğƌ{ǒĬƷƚƷğƌβυЌͲЉЉЉβΛυЊЉͲЊАЍΜ Elections$400 CapitalEquipmentFund $5,000 Transfer(CIPProgrammed) Fines~($2,000) BuildingPermits~($20,000) EmployeeActionCommittee$250 AdministrativeIntern~$5,000 Rebranding~$5,000 AdditionalCapitalEquipment ? FundContribution EDATransferOut (?)/? (AdjustmentstoEDAbudget) TaxRelief(usingfund (?) balance) Otherinitiatives(?)/? /źƷǤ/ƚƓƷƩƚƌƌĻķ{ǒĬƷƚƷğƌ βΛυЋЋͲЉЉЉΜβυЊЎͲЏЎЉ TotalBudgetChange βΛυЊВͲЉЉЉΜβυЎͲЍАЏ bĻƷ.ǒķŭĻƷLƓĭƩĻğƭĻ Λ5ĻĭƩĻğƭĻΜβυЋЍͲЍАЏ Staff is happy to discuss budget issues and answer questions at any time with council, property owners, and residents. After this discussion, staff will bring back a full budget, including information on capital fund expenditures for equipment, streets, and City Hall renovation at the Work Session on July 24. At this meeting staff is looking for feedback from the City Council regarding any preliminary targets for property tax levy, budget expenditure changes, and other revenue changes. Memorandum Date: June 24, 2020 To: Honorable Mayor and City Council Members Through: Mark R. Statz, City Administrator/City Engineer From: Bruce DeJong, Finance Director Item: Fund Balance Policy and City Hall Renovation Finance Plan City staff would like to discuss the current fund balance policy to determine if it accurately reflects the level of cash reserves that the City Council would like to keep on hand. It is important to understand this policy as we formulate a Financing Plan for the proposed City Hall Renovation Project. Policy Review The current policy is included as an attachment. The relevant section for this discussion reads: Unassigned fund balance represents the residual classification for the General fund. Includes amounts that have not been assigned to other funds and that have not been restricted, committed, or assigned to specific purposes within the General fund. The General fund should be the only fund that reports a positive unassigned fund balance amount. i. The City will maintain an unassigned fund balance in the General fund of 40% to 50% of the next yearÓs budgeted expenditures of the General fund. This will assist in maintaining an adequate level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aids are received in the second half of the CityÓs fiscal year. There are several ways of calculating the amount of fund balance percentage, as shown on the attached spreadsheet. The State Auditor calculates the fund balance as of a fiscal year end. They divide the final fund balance by the final amount of expenditures in both the general fund and any special revenue funds. Centerville only has the Cable TV fund of those numbers for the current year at the time when our next year budget is prepared. As a work around, we use the prior year ending fund balance and compare that to budgeted expenditures since we do know both those numbers. We have always calculated the amount based on including both expenditures and transfers. Our policy however says to calculate based on expenditures only. Since we have a significant amount of transfers out for equipment replacement and street construction, this affects the level of funds available by over $100,000. Policy Results Policy % of Fund Balance Available Funds (over 50%) Current City Practice 60.8% $ 178,816 (Including Transfers) Current City Policy (Specific $ 292,569 67.7% Language) State Auditor $ 308,749 68.7% City Hall Renovation Financing Plan A rough budget of $300,000 (excluding Audio-Visual upgrades) has been established for a limited scope renovation of City Hall. An analysis of employee hours allocated to activities in the Water, Sewer, and Storm Water funds shows that it would be appropriate, at a minimum, for 26% of the remodel costs to be paid from these enterprise funds. Twenty six percent (26%) of the $300,000 cost to remodel would equal $78,000 to come from enterprise funds: $33,000 from Water, $33,000 from Sewer, and $12,000 from Storm Water. Additionally, the water department occupies, wholly, a space representing about 10% of the entire building (excluding the Fire Hall bay area). This space is for chemical feed, metering, SCADA and other water-only functions. Therefore, an additional 10% ($30,000) contribution from the Water Fund is proposed. The allocation of expenses to the utility funds shown above, is the minimum that would be appropriate. There are other methodologies to determine appropriate contributions, such as looking at the utility fund budgets as a percentage of the overall city budgets or the division of auditing expenses, which are determined by the number of transactions and interactions with staff. All of these methods result in larger contributions to the project from the utility funds. Source % of Funding Cost Excess General Fund Balance 64% $192,000 Sewer Utility $33,000 11% Water Utility $33,000 + $30,000 11% + 10% Stormwater Utility $12,000 4% Total $300,000 Depending on how the council chooses to view the General Fund surplus, it may or may not be totally expended on this project. Staff stands ready to help the City Council understand the methodology of these alternatives and the policy implications as you deliberate. Capital Equipment Fund The Capital Equipment Fund has a current balance of roughly $250,000. It is important to remember that this balance sits outside of originally had items such as City Hall HVAC, carpet and other similar items programmed into it. Therefore, it would be very appropriate to take money from that fund to pay for the parts of this renovation project which were specifically enumerated in our former Capital Improvement Plans (CIPs). However, , assuming they would come from general fund excess fund balance. Therefore, if we use the Capital Equipment Fund to help pay for any of the renovation project, we will need to adjust its CIP, and therefore, our annual contribution to it, accordingly. This would be a sensible strategy, if the Council felt that the city hall project pushed us too close to our general fund cash balance minimum. CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: June 26, 2020 Administration 2.3 TITLE OF ISSUE: Website Redesign BACKGROUND AND SUPPLEMENTAL INFORMATION: The City has obtained services from GovOffice since 2002 for hosting and utilizing their website software with no upgrades. GovOffice for many years has only provided "site specific" photo inclusion on an entity's Main Page, with little to no upgrades elsewhere. The City's current website is not responsive to cellphone usage or does it conform with ADA requirements. Three proposals have been included for informational purposes, discussion and viewing of provider's services being utilized by other entities. COST AND SOURCE(S) OF FUNDING: REQUESTED COUNCIL ACTION: No action at this time. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ _____ Other (specify) ____________ _____ _____ Love _____ _____ _______________________________________________________________ _____ _____ Koski _____ _____ Montain _______________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ Teresa Bender From:barbara@revize.com Sent:Friday, May 29, 2020 5:58 PM To:Teresa Bender Subject:REVIZE Government Website Proposal Attachments:Revize Webgen Proposal May 29, 2020.pdf Importance:High Caution: This email originated outside our organization; please use caution. Hello Teresa, As promised, attached is the website proposal for the City of Centerville. Pricing is found on page 34. Please contact me with any questions. Thank You, for allowing me the opportunity to present our Government specific website solutions. We can always add more features if desired. I will always keep you informed of new enhancement applications as we develop them. I look forward to our continued relationship. Kind Regards, Barbara Anderson Marketing & Account Manager Revize: The Government Website Experts 150 Kirts Blvd. Suite B, Troy, MI 48084 Direct (248) 928-8037 barbara@revize.com | revize.com (248)269-9263 ext 8037 Facebook | Twitter | Linkedin | Instagram | 1 GOVERNMENT WEBSITE PROPOSAL FOR City of Centerville, Minnesota Prepared by Barbara Anderson 150 Kirts Blvd., Suite B, Troy, MI 48084 Ph: 248-928-8037 Fax: 866-346-8880 www.revize.com March 29, 2020 Pricing good for 30 days Revize is a Minority Owned Business Revize Website Proposal Dear Ms. Teresa Bender, and the City of Centerville City Council, 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 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 more, a Revize website will enable you to increase staff productivity and decrease costs by reducing off-line departmental operations. In regards to the actual design and build of your new website, and ongoing hosting and support, Revize has been doing this for over 20 years. What you need to know is that over the last 6 months there's been an increase of hacking of government agency websites by 394%, especially if they're using what's called free software, open source software like WordPress and Drupal. Revize does not use that technology. We have a secure, refined content management system developed specifically for non-profit and government class organizations like yourself for use by non-technical individuals to edit the website easily. Revize has a full proof, secure hosting environment that so far has been bulletproof against hackers for over 8 years. We have 4 redundant Server Farms across the whole United States and multiple backups of all the information. 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 applications. Revize training ensures that your team has the skills needed to expertly update and manage website content and delivery. 2 of 38 Revize Website 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. We have worked hard to establish a reputation for creating online community websites that engage, inform, and increase participation of your community. With more, and get them actively involved in your government. Please contact me if you have any questions at all. Sincerely, Barbara Anderson Account Manager 248-928-8037 Barbara@revize.com 3 of 38 Revize Website Proposal Table of Contents About Us 5 Our Innovative Responsive Web Design (RWD) and Web Apps 5 Here you will find the communication tools you need such as 6 Our Award-Winning Government CMS 6 Quick Deployment, Personalized Training and Support 6 Company Profile 7 Government Website Experience: 11 Government Account References 14 Top Ten Reasons Why Revize gives you the Greatest Value! 17 Project Planning and Setup 22 Final Phase: You Go Live! 25 Marketing & Ongoing Consultation 25 Search Engine Registration and Marketing 25 Security 25 Security Controls and Protocols 26 Application Security Authentication 26 Revize Quote 34 4 of 38 Revize Website 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-friendly functionality. In simpler terms, you need a solution that works for you and serves your constituents. About Us With more than 1,800 government clients nationwide, Revize Software Systems is year track record of building award-winning government websites and content 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 phones to desktop monitors. 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. 5 of 38 Revize Website 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 Tracker News Center with Facebook/Twitter Agenda Creator Integration Our Award-Winning Government CMS Revize is renowned as a leader in providing practical, high-value, easy to use Government 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, agenda creator 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 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 tools.Weprideou are responsive, knowledgeable and helpful. Our online support areresponsive, portal is available 24X7X365 for issue tracking and portalisavailab management. We also provide phone and email support during management.W regular business hours. regularbusines Did you know? Our technical and development staff holds a variety of certifications and has a 6 of 38 Revize Website Proposal Company Profile FOUNDED HEADQUARTERS PHONE WEB SITE 150 Kirts, Suite B, www.revize.com 1995 248-269-9263 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 1,800 government clients in North America and have created acclaimed website designs for hundreds of municipalities, and counties, as well as government departments, agencies and school districts. 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: through simplified information 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 7 of 38 Revize Website 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, right information at the right time. 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 innovators. We are committed to pursuing the continued evolution of all our services to provide Did you know? Di Revize websites have received over 100Re web awards in the last 5 years alone. we 8 of 38 Revize Website Proposal Government Project Experience Plumb Creek Water Authority, Colorado www.pcwracolorado.org Details: Another happy Revize client, Plumb Creek Water Authority is now up and live with their newly redesigned site. They have many departments with varying levels of needs on the website. The success of any water authority website relies on balancing these departmental needs, whilst showcasing a unified vision. In this website, we did towards innovation. Users will notice that they can easily find the most important online services without having to search through line after line of text. 9 of 38 Revize Website Proposal Wylie, Texas www.wylietexas.com Details: City website designed to make you feel like you are in this charming community. The website not only functions as a community engagement center but has special SEO attraction for tourism interests with easy navigation! Features: Members Center, Event Calendar, Document Center, Quick Links and Online Bill Payment 10 of 38 Revize Website Proposal Entiat, Washington www.entiatwa.us Details: The City of Entiat wanted a new website design that showed off a new pictorial branding look and feel of what it is like to live in their fine community. This website was recently redesigned in 2019 to highlight all of what Entiat has to offer. The design does not overburden the user with too much content. It separates that content into different focus areas. This lets the residents get information in a way that is much more of an experience. The straightforward news and events feature images that promote click-through. With the Revize CMS this City is able to quickly and easily update the website in just a few clicks! 11 of 38 Revize Website Proposal Auburn Hills, Michigan www.auburnhills.org Details: Another longtime Revize client, Auburn Hills is now up and live with their newly redesigned site. Auburn Hills has many departments with varying levels of needs on the website. The success of any city website relies on balancing these departmental needs, whilst showcasing a unified vision. In this website, we did just that. While will notice that they can easily find the most important online services without having to search through line after line of text. This website is the perfect mix of functionality and design! 12 of 38 Revize Website Proposal The Village of Glencoe, Illinois www.villageofglencoe.org Details: The Village of Glencoe is beautiful community on the shores of Lake Michigan just north of Chicago. This website brings together an amazing design with a full suite of web apps to engage Village residents. Smooth transitions from the home page to interior pages of this website allow users to find exactly what they are looking for form database, and a high traffic featured news and headlines area round out this website! 13 of 38 Revize Website Proposal Government Account References Client: City of Wylie, TX Craig Kelly, Public Information Officer Office: (972) 516-6016 Email: craig.kelly@wylietexas.gov Website: www.ci.wylie.tx.us Client: Village of Glencoe, IL Laura Boll, Management Analyst Phone: (847) 835-4114 Email: lboll@villageofglencoe.org Website: www.villageofglencoe.org Client: City of Treasure Island, FL Mark Santos, Communications & IT Director Phone: (727) 547-4575 x 234 Email: msantos@mytreasureisland.org Website: www.mytreasureisland.org Client: Tipton County, TN Shawn Anderson, GISP Director Phone: (901) 476-0234 Email: sanderson@tiptonco.com Website: www.tiptonco.com Client: City of Auburn Hills, MI Stephanie Carroll, Manager of Business Development and Community Relations Office: (248) 364-6802 Email: scarroll@auburnhills.org Website: www.auburnhills.org Client: Flagler County, FL Julie Murphy, Public Information Officer Phone: (386) 313-4039 Email: JMurphy@FlaglerCounty.org Website: www.FlaglerCounty.org Client: City of Seguin, TX Morgan Ash, Public Information Officer Office: (830) 386-2590 Email: mash@seguintexas.gov Website: www.seguintexas.gov 14 of 38 Revize Website Proposal Why Choose Revize? We Have Government Specific Experience and Outstanding Client Testimonials You can rely on Revize and our 20 years of experience building and maintaining websites for municipal, county and government agencies of all sizes throughout North America, to deliver a customized site design that improves layout, navigation, usability and content. Using Revize ensures that your website will be reliable, W3C and ADA compliant, and allow for easy integration with existing or future web we encourage you to peruse our massive file of testimonials from our many satisfied clients. We Will Build a Government Communication Center that Works for Your Community! The Revize website design, Government CMS and interactive tool sets have been developed exclusively for our government clients to help them effectively communicate with their key target audiences such as residents, businesses and visitors. Some of our most popular website and Government applications and modules include: a new and improved Online Calendar, the comprehensive Forms Center, our News Center with real-time social media connectivity, Emergency Alerts, E-Notifications, Citizen Request Tracker, Parks & Shelter Reservations System, Document Center, and Online Payment Portal. into Every Website with CMS 15 of 38 Revize Website Proposal architecture and security, unsurpassed staff expertise and highly effective publishing engine provide our government clients with the most reliable website solutions in the architecture and back-up data centers, Revize has a nearly 100% up-time rate. Plus, our clients never have to worry about data loss or data corruption because of our believes that investing a higher percentage of our profits into our technology and security makes us the best choice for the short and long term for governments All this, and a reliable IT partner too! Our website design and development is superior, and our Government CMS and suite of online apps is easy to learn and administer, but our 24/7 technical support will also be there for you to help you get over the hurdles! Our technical support team is widely considered to be among the us to guarantee 99.99 percent uptime. Plus, regular updates and improvements to ensure that your site will remain current with industry standards and keep running smoothly for years to come. The Client Owns the CMS License and the Code! We often hear the question: 100% NO! As our client, you own the template source code, the CMS, and any data that you put onto the website. We understand that clients may come and they go, but we always make sure they know they are just as important to us at the end of our tenure as they were at the beginning. If you decide to run the CMS in your own server, we can transfer the CMS license and software to your server as you own the license and you can run it from your server as long as you want. 16 of 38 Revize Website Proposal Top Ten Reasons Why Revize gives you the Greatest Value! Modern, timeless and unique website design integrated with online Government apps On-time delivery Competitive pricing Full functionality to update and manage your website All the tools/apps needed to increase communications with citizens An easy CMS to train employees quickly Extended phone and email support 1,200+ satisfied government clients Unlimited App Upgrades: Revize provides unlimited upgrades to new and existing modules at no additional cost to you. Once you invest in Revize, you will receive free upgrades and feature enhancements for life. an excellent experience for the growing number of residents, visitors and progressive look captures the vibrant culture of our community. Did you know? Did Revize CMS is the most advanced CMS Rev in the government web design industry int with over 18 years of development. wit 17 of 38 Revize Website Proposal Revize did a great job building our website design. Not only did Revize capture the character of our Michigan county, but it has helped connect our citizens to their county government." Dawn Olney County Clerk, Benzie County, MI website platform for the City of Albion. It allowed us to apply the best practices for municipalities in conveying vital information to citizens and businesses. Most of our department heads are not exceptional training and Revize platform makes content management a breeze." MI 18 of 38 Revize Website Proposal Awards & Accolades We were thrilled with the outcome of our website redesign project. The Revize team was professional and responsive throughout the process. - Tori Mathes, Media Communications, City of Auburn Hills, MI 19 of 38 Revize Website Proposal Revize provided a dynamic website platform for Genesee County. It allowed us to apply the best practices for counties in conveying vital information to citizens and businesses. 20 of 38 Revize Website Proposal County website to find the information I needed was easy, user-friendly and a - Patrick Gleen, Resident, Genesee County MI When I wanted to open my new shop everything I needed was at my fingertips on the city of St. Petersburg - Emily Hunter, Business Owner, St. Petersburg, FL 21 of 38 Revize Website Proposal The Revize Solution Project Planning and Setup What makes Revize unique in its project approach and experience is our thorough preparation for each individual community combined with the range of website deployments and creative, customized fit we implement for each client. From small to large, rural to urban, the Revize project management process guarantees a perfect of engagement preferences. However, we do use a standard, proven effective process methodology. Each client is unique and we tailor our process to fit their unique needs. For as long as you are our client you will have staff dedicated to your account and access to an on-line portal for communication, design process and on-going support. Dedicated Accounts Manager: Your dedicated Account Manager will handle all issues related to your contract, pricing, future product add-ons, and general account satisfaction. During the initial kick-off meeting, your Account Manager will introduce you to the team, explain roles and responsibilities, and place you in the very capable hands of your Dedicated Project Manager and Designer. Dedicated Project Manager: Your dedicated Project Manager will handle all issues related to the website design, development, navigation, content, training, timelines and deliverables, as well as ensuring that feedback and communication occurs promptly in order to keep the project on-track. Also, the dedicated project manager will be the point of contact for any future technical support or issues that need to be addressed during the deployment and post deployment of the site. 22 of 38 Revize Website Proposal 24/7/365 Project Portal Access: From day one, your project and on-going support is tracked in the Revize On-line Project Portal. The main point of contact you select for the project will receive an invitation to register, including setting up a secure user name and password. The Project Portal serves as a communication tool for any matter pertaining to your website design, development and on-going support even after your website is launched. Did you know? Revize has launched over 1400 government websites both small and large. 23 of 38 Revize Website Proposal Hosting Service Revize has partnered with Amazon Web Services (AWS) and Google Cloud Service 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. 24 of 38 Revize Website Proposal Final Phase: You Go Live! At last, your website content is complete and your staff is sufficiently trained! The final phase in the process is to redirect your website domain name from your old site to your beautiful new one. Once this is completed, Revize will closely monitor the transfer for the first 24 hours to ensure that everything is working properly. Any issues that arise will be immediately resolved. Marketing & Ongoing Consultation releases for posting on our website and for distribution locally, and will continuously monitor your site after it goes live so that you can take advantage of all marketing opportunities. We also look to submit your site for different awards and recognition Search Engine Registration and Marketing Revize will input all the targeted keywords to make your web pages search engine friendly, thus enabling users to find targeted information when they do a Google, Yahoo or any other search on your site. Security Revize takes website security very seriously and we provide our clients with the very best website protection protocols. Our data centers are located on secure premises equipped with card-reader access, security cameras and guards on duty 24/7 to ensure the physical protection from unauthorized entry. Our web and network administrators monitor network activity 24-hours-a-day to ensure system integrity and protection against threats such as Denial of Service (DoS) attacks that could corrupt your website or block user access. Maintaining the secure configuration of our web servers is managed through application of appropriate patches and upgrades, security testing, vulnerability scans, monitoring of logs, and backups of data and OS. 25 of 38 Revize Website Proposal Security Controls and Protocols Anti-malware software such as antivirus software, anti-spyware software, and rootkit detectors Shield Plus Security Bundle to prevent DDoS attacks Intrusion detection and prevention software (such as file integrity checking software) Host-based firewalls to protect CMS servers from unauthorized access Patch management software Security and Authentication Gateways Content filters, which can monitor traffic to and from the web server for potentially sensitive or inappropriate data and take action as necessary HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and decryption for user page requests that require more secure online transactions SSL (Secure Socket Layer) provides an encrypted end-to-end data path between a client and a server regardless of platform or OS Application Security Authentication Role-Based Security: Role-based authentication to add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers, etc., or department roles and empower the department to assign specific roles to users. Permission-Based Security: Ability to set up Content Owners/Editors and restrict which site pages they are authorized to update Global & Department Workflow Management: Create workflow management and approval processes where authorized department personnel become approvers Did you know? Revize launched over 300 websites last year alone. 26 of 38 Revize Website Proposal Maximum Response Times 1 hour for crisis issues 4-6 hours for critical issues 24 hours for normal issues Revize Support 24X7X365 Portal & Email Support Dedicated support staff to provide assistance and answer all questions New and existing user training Training refreshers Video tutorials and online training manual Automatic integration of enhancements E-Newsletter module support Automatic upgrades of CMS Modules such as Calendar, Document Center, Software Maintenance Revize rolls out two new versions of the Revize CMS, and six to eight product updates every year. The Revize CMS is continuously enhanced to keep pace with cutting edge technologies and industry trends. When a software update or new version is rolled out, Revize will automatically update all servers used by our subscription service clients. access to all enhancements to the core components and modules in the Revize 27 of 38 Revize Website Proposal Revize Technology Architecture The Revize Government CMS is a standards-based, open architecture software product without any proprietary restrictions. Revize uses leading technologies to avoid integration problems with existing systems and comes complete with its own Integrated Publishing Engine, Embedded Relational DB, JSP/Servlet Engine, and Application Server. Revize Intelligent Publishing WCM 28 of 38 Revize Website Proposal Revize Project Team Revize understands the importance of having a talented and experienced staff. We are proud of our well-respected team of top-notch experts in the field of government website design, development, analysis, content management, training and support. From the first creative concepts, through to the design phases, and from site launch to training of personnel and continued support of your website project, we have the right group of seasoned professionals to work with you through the website process and beyond. We are pleased to introduce them: Joseph J Nagrant Business Development Director Joseph is an accomplished professional internet and website design consultant with more than 20 years of successful business development and account management leadership experience. He has worked with well over 400 townships, cities, counties, educational institutions, companies, and non-profit organizations expert in translating technical solutions into compelling living websites and other online community building opportunities. Additionally, he is a board member for Mott Community College (Flint, MI) MTEC Center, IT Advisory Council, Education Advisory Group. He also participates in many government discussions regarding the Internet for government use, including being a frequent guest on WDET (NPR) public radio and in The Detroit News. He has an excellent reputation for building and sustaining effective, long lasting client relationships. Philosophy: Education: BS in Electrical Engineering, Lawrence Tech University, MS in Business, Central Michigan University. Expertise: 29+ years of project, sales and marketing experience with government, education, corporate, and non-profit organizations. Role on your website project: Supervisor of account management between client and project team. 29 of 38 Revize Website Proposal Ray Akshaya Technical Director Ray has 20+ years of extensive technical experience with internet and website solutions. He has worked on hundreds of Government, non-profit and educational websites and has a keen eye for web visitor requirements, information architecture, and usability. He is also a long-time veteran of Revize Software Systems and our clients enjoy working with him. In his career, he has deployed and/or assisted with technical solutions for more than 500 websites. When working on a project, Ray vision and best practices for developing the system. Philosophy: Education: MS in Engineering Science, Louisiana State University, Baton Rouge Expertise: Client Management, Project Management, Technology Development for CMS & Web Apps Role on your website project: Technical Director Samir Alley Creative Director Samir has more than a decade of experience in managing web site design projects. He has deployed 360+ municipal websites and has a solid background in web design and the latest web technologies. Formerly with Google, Samir is a leader equipped to handle any kind of sophisticated web project. He is an exceptional communicator with an innate listening skill that gives him the ability to understand and deploy a knowledge is unsurpassed in the industry. Philosophy: Education: BS in Computer Science, Wayne State University Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. Role on your website project: Graphic design of website and backup support. 30 of 38 Revize Website Proposal Alec Armstrong Website Developer / Front End Web Application Designer Alec is a senior front-end web developer and designer with Revize with more than 10 years of experience in website development. He is highly skilled in his ability to leverage the latest technologies to create fast and innovative web solutions. He commands an intense, yet light-hearted creative presence at Revize, producing excellent design work. Philosophy: Design and development are constantly evolving, and learning new that I can create what is considered to be art, but at the same time serves a very functional purpose. Education: Expertise: Skilled in Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. Role on your website project: Graphic design of website and backup support. Denise Brazier Project Manager/Trainer Denise is an educator by nature. Her 20 years of experience in the public school system has made her a master of engaging participants during training. She effortlessly builds effective relationships with all clients. Denise has served as Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several organizations in the education, non-profit and public sectors. She has been procedures for recognition. Philosophy: Education & Training: MS in the Art of Education from Marygrove College. Certification in Secondary Education Did you know? Expertise: Training, education, teaching, public affairs and project management. Revize has the largest number of township websites in the state of Michigan than Role on your website project: Trainer for the Content Management toolset and any other website company? project manager 31 of 38 Revize Website Proposal Revize Government CMS User Interface 1. Revize CMS User Interface Home Page 2. Users simply browse to a page that they want to edit, select the Login button, and then insert their Login Name and Password into a login screen as shown below. 32 of 38 Revize Website Proposal roles/permissions, the appropriate buttons are displayed. The input form appears as shown below. Content Editors can change banner, page heading and the content displayed in the center of the page. Notice the content is changed using a Ð Word Like Ñ editor. After the page is Ð saved Ñ, the page can be sent to an approver for review or immediately published to the web site. 33 of 38 Revize Website Proposal Revize Quote $1,500 Banner customization, Revize CMS integration, and Content Editor training, onetime fee Content migration included up to 170 $300 pages 90 documents. Citizen Request Center Application. To help remove stale content, Revize will not be moving over old announcements, news, events or calendar items. Revize CMS Annual Software $1,500 Subscription (2 Users), Unlimited Tech Support, Software Updates, SSL Security Certificate, and Website Hosting up to 5 GB storage, 30GB monthly bandwidth Grand Total (1st year) $3,300 Second year and onwards investment $1,500/year Website delivery: approximately 4-6 weeks pick from one of Three designs, starting on page 36. Revize will change the color scheme and customize the banner to fit your organization. Each design includes Response Website Design programming for great viewing on any size mobile phone screen without having to zoom in on the text! Takes approximately 4 - 6 weeks. Revize CMS web content management software subscription for up to 2 Content Editors Revize Web Calendar Module, Document Center, and other modules as indicated on the next page Content migration included up to 168 webpages and 64 documents (about of relevant content on your website today). Revize will not be moving over any old news, calendar events, or empty webpages to help clean up stale content. Additional content migration, if requested, is available for $3 per webpage and document. up to 3 hours for up to 2 people via web conference and phone Technical Support and Product Upgrades, Website Hosting Four-year agreement 34 of 38 Revize Website Proposal Following Applications & Features will be integrated into Your Website Project Revize provides applications and features specifically designed for government organizations. The applications and features are categorized into: CitizenÓs Communication Center Apps CitizenÓs Engagement Center Apps Staff Productivity Apps Site Administration and Security Features Mobile Device and Accessibility Features CITIZENÓS COMMUNCIATION CENTER APPS: Home Page Alert Document Center with search bar News Center Photo Gallery/YouTube Video Upload Quick Link Buttons Revize Web Calendar Î Unlimited Calendars CITIZENÓS ENGAGEMENT CENTER APPS: Social Media Sharing App Online Bill Pay STAFF PRODUCTIVITY APPS: Image Manager Link Checker Menu Manager Vendor Registration/RFP Management System via Vendor Registry Website Content Archiving SITE ADMIN & SECURITY APPS: Audit Trail History Log Roles and Permission-based Security Mode Secure Site Gateway Unique Login/Password for each Content Editor MOBILE DEVICE AND ACCESSIBILITY FEATURES: ADA Compliant WCAG 2.1AA Responsive Website Design (RWD) Î for great Mobile Device viewing i.e SMART phones, PC Tablets, iPads, iPhones, Windows and Android devices Select one of the following Website Designs on the following pages and Revize will add your logo in the banner and change the color scheme to reflect your organization Ó s character. The Revize CMS is already built into it saving you the cost of a custom design and CMS technology development. Turnaround time: approximately 4-6 weeks 35 of 38 Revize Website Proposal Revize WEBGEN ÐReady-to-UseÑ Website Designs: Peak Town Design 36 of 38 Revize Website Proposal Thomas City Design 37 of 38 Revize Website Proposal Rugged Beauty Design 38 of 38 Teresa Bender From:Jordan Cairns <cairns@civicplus.com> Sent:Friday, May 29, 2020 9:26 AM To:Teresa Bender Subject:RE: CivicPlus Minnesota Website Clients Attachments:CivicCMS - Centerville, MN.pdf /ğǒƷźƚƓʹThisemailoriginatedoutsideourorganization;pleaseusecaution. DearTeresa, Proposalisattached!PleaseletmeknowifyouortheCityAdministratorhaveanyquestions,orifeitherofyouwould likeafurtherdemo. Verybest, Jordan CƩƚƒʹTeresaBender<TBender@centervillemn.com> {ĻƓƷʹWednesday,May27,20205:12PM ƚʹJordanCairns<cairns@civicplus.com> {ǒĬƆĻĭƷʹRE:CivicPlusMinnesotaWebsiteClients DearJordan: ThankyouforyourtimetodayandIlookforwardtoyourproposal. Sincerely, Teresa CƩƚƒʹJordanCairns<cairns@civicplus.com> {ĻƓƷʹWednesday,May27,20204:48PM ƚʹTeresaBender<TBender@centervillemn.com> {ǒĬƆĻĭƷʹCivicPlusMinnesotaWebsiteClients /ğǒƷźƚƓʹThisemailoriginatedoutsideourorganization;pleaseusecaution. HiTeresa, Thanksforyourtimetoday!AttachedisalistofallclientsinMinnesotaasoflastyear. Iwillstrivetocompleteacostproposalbyearlynextweek.Pleaseletmeknowifanyquestionscomeup! Thankyou, Jordan Cairns CivicPlus P:F: 785.587.8951 1 CivicPlus.com 2 Centerville, MN Website Proposal Presented by Jordan Cairns cairns@civicplus.com (785) 370-7764 302 S. 4th Street, Suite 500 | Manhattan, KS 66502 1300 Massachusetts Ave., Boxborough, MA 01719 www.civicplus.com th May 29, 2020 Teresa Bender City Clerk Centerville, MN RE: Website Redesign Services Dear Teresa, Meeting the expectations of citizens is at the core of civic responsibility. Finding that perfect blend of functionality, ease of maintenance, and cost effectiveness can be responses. Saving time and money and increasing citizen satisfaction is every your vision of success. CivicPlus, Inc. (CivicPlus) is passionate about our mission to help make local government better. We are not just designing a website; we are helping build a trusted and long-term relationship between you and your community through our state-of-the-art technology and process. Our expertise lies in collaborating with our clients to deliver the right solution, at the right cost, housed within a modern design that captures the culture of your community. The following information will show you how the CivicCMS solution will reduce your community with a powerful online resource that promotes open access to your municipal offices. Please review our proposal closely. This proposal will save you time and resources while providing your visitors a website where they can find what they need, when they need it. We look forward to working with you and your staff to help make your vision become a reality. Sincerely, Jordan Cairns cairns@civicplus.com Ћ What Sets CivicCMS Apart? Created to Meet Your Needs Developing your new website under the Open Source Initiative provides CivicCMS with the flexibility to develop new features and modules to help you meet your goals and vision. Our Drupal Platform source platforms, Drupal. It is the platform of choice by national, state, and local governments all over the world. We Build Long-Term Relationships Our partnership with you is only beginning at go-live! We provide ongoing customer support and our Account Management team will work with you to help you evolve your web environment throughout your relationship with CivicPlus. Easiest System for Updating & Adding New Content Your new CivicCMS website will be specifically designed for ease-of-use so your staff, regardless of their technical skill level, can maintain and update your new website easily and efficiently. Custom & Responsive Design Your custom-designed website will be fully responsive on multiple devices including smart phones, tablets and wide screen monitors. Useful & Relevant Modules CivicCMS is flexible and scalable so your site can grow as your needs grow without extra features and functionalities that are not as relevant. Affordable Cost, Flexible Payments We understand the fiscal challenges municipalities face on a daily basis, so CivicPlus offers payment options to meet your budgeting needs. Our Tier IV secure hosting facilities are monitored 24/7 and your website is backed up daily off-site. We deploy state-of-the-art hardware and software to prevent DDoS and hacking attacks to protect your investment. 302 S. 4th Street, Suite 500 | Manhattan, KS 66502 1300 Massachusetts Ave., Boxborough, MA 01719 www.civicplus.com Client Design Examples Little Canada MN ŷƷƷƦƭʹΉΉǞǞǞ͵ƌźƷƷƌĻĭğƓğķğƒƓ͵ƚƩŭΉ Elk River MN ŷƷƷƦƭʹΉΉǞǞǞ͵ĻƌƉƩźǝĻƩƒƓ͵ŭƚǝΉ Waconia MN ŷƷƷƦƭʹΉΉǞǞǞ͵ǞğĭƚƓźğ͵ƚƩŭΉ Ѝ Features & Functionality Content Management Functionality Communication Features Administrative Functionality Reports Duties Design Features Graphic & Image Functionality Ў Typical Project Timeline Design creation, accessibility, usability guidance, content optimization, training - CivicPlus delivers all of this and more during the development of your new CivicCMS website. Your exact project timeline can vary based on determined project scope, project enhancements purchased, your availability for meeting coordination, action item return and completion, approval dates kept, and other factors. Based on our experience, the estimated timeline for the successful completion of your CivicCMS project is approximately 12-15 weeks. Implementation Phase Timeframe Deliverables 1 Week Θ Define Core Objectives Phase 1 Needs Assessment Strategy Sessions & Discovery 3-4 Weeks Θ Design Meeting with Client Website Phase 2 Committee Design & Architecture Θ Homepage Options & Layout Θ Subpage Design and Layout Θ Finalize Design (once you are completely satisfied) 2-3 Weeks Θ Identify Global and Cascading Phase 3 Navigation (and related links) Site Implementation Θ Implement Design within CivicCMS 4-5 Weeks Θ Migrate Agreed Existing Content Phase 4 Content Development 1 Week Θ Sessions for Content Editors and Site Phase 5 Administrators Training & Education Θ Group and Individual Sessions 1 Week Θ Final Quality Check of Website Phase 6 Θ Install and Activate Selected Deployment & Go-Live Modules Θ DNS & SEO Activities Џ Estimated Year 1 Investment CivicCMS Website Project Centerville MN All quotes are priced per project and presented in US dollars. Pricing is valid for 60 days from 5/29/20 Graphic Design Secure Hosting Θ Custom Design; Fully Responsive Θ SSL Certificates Format (Smart Phones, Tablets) Θ Tier 4 Data Center Θ Nightly Offsite Backups Content Development Θ Intrusion Detection, DDoS Mitigation Θ Build all Department level pages Θ Migrate 200 Additional Pages/Files Ongoing Customer Support identified on current website Θ Admin Support for Up to 2 Users Staff Training Θ Unlimited Content Editors Θ Free Monthly Webinars Θ Online Training, as needed; minimum Θ 24/7 Technical Support One Day for all Staff Θ Full Access to Library of CivicCMS Application Videos/Documentation Θ Annual CMS Usage License Θ Periodic Module Upgrades Supplemental Modules at No Cost Θ Full Maintenance & Service Patches Θ Bids/RFPS Also Includes Θ Intranet Θ Agenda Manager Θ Apache Solr Search Appliance Θ Popular Pages Θ Google Analytics Θ Recyclopedia Θ E-Subscriber Mail Lists Θ Business Directory Θ Social Media Integration Θ Web Forms Builder Θ No Limit on Future Pages & Files Year One Investment: $9,250 Θ Custom Redesign every 4 years Website Development: $7,500 Annual Fees: $1,750 OPTION: Spread All Costs over 3 Years: $4,250 per Year А Year 2 and Beyond - Annual Services Centerville MN optimization, and have full access to our support staff so your site stays up-to-date with our latest features and functionality. (Annual Hosting/Maintenance Services are subject to a cumulative annual 5% technology fee increase beginning Year 3 and beyond) Θ Secure Hosting and Security Services Θ Software maintenance including service patches and system enhancements Θ 24/7 technical support and access to the Online Help Center Θ Unlimited Live Customer Support for up to 4 Designated Users Θ Account Management Team for ongoing support and web evolvement $1,750 per year Optional Services CivicPlus Advantage - Alternate Payment Plan The CivicPlus Advantage (CPA) payment alternative payment plan provides zero interest, level payments that divides the One-Time Implementation Investment expense of your project over the first three (3) years of your contract to assist with your initial out of pocket expense and budget allocation. Each payment also includes your Annual Hosting/Maintenance Services. 1st Year CPA ................................... $4,250 3rd Year CPA ............................... $4,250 2nd Year CPA ................................. $4,250 4th Year CPA ............................... $1,837 (Annual plus 5% Technology Fee) Б Accessibility ADA Section 508 Compliance We provide highly compliant sites based on WCAG 2.0 AA guidelines. Our focus is to provide a high degree of compliance to maximize accessibility for all users while providing freedom to create a visually rich and appealing site. Our approach for each website includes the following steps: Θ industry accessibility checking: https://wave.webaim.org/ Θ Whenever possible we will use text-based fonts to replace graphics for design elements such as icons, links, and buttons. Θ Our designs will focus on color schemes that will satisfy required color contrast requirements. Θ Θ Our trainers will use CivicPlus best practices to teach your staff to keep your content and design elements accessible and up-to-date with the latest ADA/WCAG standards. Θ PDFs need to be saved in an accessible format. While the responsibility for this lies with our clients, we will provide instructions to your staff for the best way to accomplish this. Θ Our product team closely follows changes in regulations and updates our best practices as well as provides regular updates to clients via our CivicPlus website, webinars, and other publications. Θ check ongoing compliance. Our customer support team will show you how to scan your site or will run periodic scans upon request. AudioEye Partnership CivicPlus also partners with AudioEye to provide a suite of accessibility tools and services at a discounted rate to our clients. Audio Eye provides this online application to increase website accessibility and help maintain ADA compliance; this includes automated and manual website fixes, a voice reader, text magnification, and the More information and pricing is included in your supplemental proposal. В Optional Services CivicClerk Agenda Management System The fastest, most intuitive way to streamline complex paper-based processes. Automate agenda management, meeting minutes management, and the sharing of meeting content with board members, staff, and your citizens. CivicReady Mass Notification System Whether communicating routine or emergency news, we allow you to alert recipients with the reach of your time-sensitive message. Quickly create and distribute news and information staff. CivicRec Recreation Management Whether the public is using the recreation registration software to sign up for programs, rent facilities, or find volunteer opportunities, you can be confident that your parks and recreation department is offering an intuitive citizen self-service solution. Our all-in-one solution also includes team and league memberships, point-of-sale capabilities, even event ticket generation. CivicHR Employee Management Software The easiest-to-use local government human resource management solution. Our cloud-based software integrates and organizes data, automates job postings, collects applications, simplifies employee onboarding, and manages performance. CP Connect Citizen Request Management Receive and respond to all citizen requests, inquiries, and comments from a single hub. CP automated follow-ups and giving citizens the transparency they expect. Civic Media Live & On-Demand Streaming CivicMedia provides our clients with the capability to easily live stream any board or committee meeting. Each meeting can also be archived online for quick on-demand access. AxisGIS Online Mapping AxisGIS is a dynamic online mapping application that lets users query, browse, report and visualize location-based content from anywhere, anytime. Ideal for assessment data, abutters lists, flood zones, private parcel data, public works mapping, and much more. ЊЉ Optional Department Subsites their own graphics, colors, layout and navigational structure, and can utilize its own website address (URL). Besides enjoying the benefits of our CMS, there is significant savings in both upfront development and ongoing costs versus a stand-alone website. Some examples are shown here. Economic Development Police https://edc.town.westborough.ma.us/ https://www.townofmilton.org/police Libraries Fire https://www.greenfield-nh.gov/stephenson-memorial-library https://www.oobmaine.com/fire-department Recreation Emergency Management https://www.fairviewtownship.com/parks-and-recreation https://www.stoughton.org/emergency-management ЊЊ WRIGHT COUNTY, MINNESOTA ST. JOSEPH, MINNESOTA BLUE EARTH COUNTY, MINNESOTA BENTON COUNTY, MINNESOTA CROW WING COUNTY, MINNESOTA FRIDLEY, MINNESOTA COON RAPIDS, MINNESOTA WASECA COUNTY, MINNESOTA LAKEVILLE, MINNESOTA ORONO, MINNESOTA FREEBORN COUNTY, MINNESOTA WAITE PARK, MINNESOTA CHANHASSEN, MINNESOTA NORTH ST. PAUL, MINNESOTA NORTHFIELD, MINNESOTA WADENA COUNTY, MINNESOTA SHERBURNE COUNTY, MINNESOTA KOOCHICHING COUNTY, MINNESOTA RICE COUNTY, MINNESOTA LE SUEUR, MINNESOTA CLAY COUNTY, MINNESOTA LITTLE CANADA, MINNESOTA BURNSVILLE, MINNESOTA WACONIA, MINNESOTA OTTER TAIL COUNTY, MINNESOTA WATONWAN COUNTY, MINNESOTA CHISAGO COUNTY, MINNESOTA WHITE BEAR TOWNSHIP, MINNESOTA APPLE VALLEY, MINNESOTA STEVENS COUNTY, MINNESOTA EDINA, MINNESOTA MAHTOMEDI, MINNESOTA GOODHUE COUNTY, MINNESOTA PIPESTONE, MINNESOTA ITASCA COUNTY, MINNESOTA RED WING, MINNESOTA MAPLEWOOD, MINNESOTA ST. JAMES, MINNESOTA ISANTI COUNTY, MINNESOTA VADNAIS HEIGHTS, MINNESOTA CARLTON COUNTY, MINNESOTA EAST BETHEL, MINNESOTA INVER GROVE HEIGHTS, MINNESOTA FOREST LAKE, MINNESOTA ROSEVILLE, MINNESOTA MOOSE LAKE, MINNESOTA NICOLLET COUNTY, MINNESOTA ST. ANTHONY VILLAGE, MINNESOTA ANDOVER, MINNESOTA STILLWATER, MINNESOTA BROOKLYN CENTER, MINNESOTA GRANT COUNTY, MINNESOTA LE SUEUR COUNTY, MINNESOTA LITCHFIELD, MINNESOTA OAKDALE, MINNESOTA BRAINERD, MINNESOTA MILLE LACS COUNTY, MINNESOTA DODGE CENTER, MINNESOTA OWATONNA, MINNESOTA BECKER, MINNESOTA CHASKA, MINNESOTA KITTSON COUNTY, MINNESOTA RAMSEY, MINNESOTA ASKOV, MINNESOTA FARIBAULT, MINNESOTA EXCELSIOR, MINNESOTA MEEKER COUNTY, MINNESOTA EAST GRAND FORKS, MINNESOTA ELK RIVER, MINNESOTA ANOKA COUNTY, MINNESOTA ROSEMOUNT, MINNESOTA WASHINGTON COUNTY, MINNESOTA SOUTH ST. PAUL, MINNESOTA SCOTT COUNTY, MINNESOTA HOPKINS, MINNESOTA ST. CLOUD, MINNESOTA BIG LAKE, MINNESOTA BLAINE, MINNESOTA ARDEN HILLS, MINNESOTA VICTORIA, MINNESOTA Teresa Bender From:Phillip Neenan <phil@GovOffice.com> Sent:Wednesday, June 3, 2020 11:49 AM To:Teresa Bender Subject:RE: List of MN Customers /ğǒƷźƚƓʹ This email originated outside our organization; please use caution. Hi Teresa. So we have over 300 MN customers and a lot of them are not representative of our current work since they have not updated their website in a while. If you need some more examples on top of what I sent you, I would be happy to get those for you. Thank you. Phil Neenan Regional Sales Manager 952-484-1827 www.GovOffice.com CƩƚƒʹ Teresa Bender <TBender@centervillemn.com> {ĻƓƷʹ Tuesday, June 2, 2020 4:29 PM ƚʹ Phillip Neenan <phil@GovOffice.com> {ǒĬƆĻĭƷʹ RE: List of MN Customers 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. This is great information for a new design but I am looking for an entire list of your Minnesota customers. Teresa CƩƚƒʹ Phillip Neenan <phil@GovOffice.com> {ĻƓƷʹ Tuesday, June 2, 2020 4:07 PM ƚʹ Teresa Bender <TBender@centervillemn.com> {ǒĬƆĻĭƷʹ RE: List of MN Customers /ğǒƷźƚƓʹ This email originated outside our organization; please use caution. Yes. We have a lot, so here are a few of our recent designs: https://www.milanmn.com/ https://thomson.govoffice.com/ http://newulmmn.dev.govoffice.com/ https://marineonstcroixmn.dev.govoffice.com/ https://www.cityofmilaca.org/ https://www.cityofdeephaven.org/ 1 https://www.pequotlakes-mn.gov/ If you need more than this, let me know. Thanks Teresa. Phil Neenan Regional Sales Manager www.GovOffice.com CƩƚƒʹ Teresa Bender <TBender@centervillemn.com> {ĻƓƷʹ Friday, May 29, 2020 6:18 PM ƚʹ Phillip Neenan <phil@GovOffice.com> {ǒĬƆĻĭƷʹ List of MN Customers 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. Dear Phil: May I please get a listing of MN customers? Teresa Bender 2 Teresa Bender From:Phillip Neenan <phil@GovOffice.com> Sent:Thursday, May 14, 2020 4:24 PM To:Teresa Bender Subject:GovOffice proposal for City of Centerville, MN Attachments:GovOffice proposal for City of Centerville, MN.pdf /ğǒƷźƚƓʹThisemailoriginatedoutsideourorganization;pleaseusecaution. HereyougoTeresa.Letmeknowwhatquestionsyouhave. Reachoutanytime. Thanksagain. PhilNeenan RegionalSalesManager 9524841827 www.GovOffice.com 1 Proposal for Fully Mobile-Friendly Website Upgrade, Website Service, and Support City of Centerville, MN 5/14/20 Expiration Date: 8/14/20 Phil Neenan, Regional Sales Manager GovOffice Web Solutions 2112 Broadway Street NE, Suite 250 Minneapolis, Minnesota 55413 612-617-5711 direct Phil@GovOffice.com www.GovOffice.com Dear City of Centerville Officials and Staff, My name is Phil Neenan, and I represent GovOffice Web Solutions (www.govoffice.com) in Minneapolis, Minnesota. 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 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: 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. See pages 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 Centerville for its consideration of my proposal for a next generation website. I look forward to discussing it with you in the near future. Sincerely, Phil Neenan Regional Sales Manager 612-617-5711 GovOffice.com phil@govoffice.com 2 Content GovOffice Introduction......................................................................................................... 4 Responsive Website Design (RWD) Framework ................................................................... 5 Premium RWD 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 Live Examples..................................................................................................................... 16 Renewal Options and General Project Timeline .................................................................. 17 Testimonials from Upgraded Clients .................................................................................. 18 3 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 15 state municipal leagues eventually joining our partnership. 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 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 GovOffice is Powerful and Affordable GovOffice delivers the solution you need with a whole lot less hassle and expense, including: 4 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 RWD 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. Today your website 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)5) After completion of revision(s), presentation of final draft to 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 5 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 any time on the homepage (5 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 5. Like Image Slider, Filmstrip, and Carousel, the Notifications Banner is another self-administered, self-activated feature to Responsive designs. It allows 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 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 6 Content Management Highlights 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, LinkedIn, Blogger, Nextdoor) Security system allows multiple users with varying levels of permissions to update the website simultaneously And much more! GovOffice CMS Version 4.0: A Message from Our CEO 7 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: 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: DONE DONE DONE Refresh of the Admin look & feel aimed at enhancing ease of use; also, it will be fully Responsive DONE ONGOING Additional, incremental upgrades will feature new content types to meet the growing needs of our clients. Subsequent phases may include: 2020/ 2021 2020 2020 2020/ 2021 aĻĻƷźƓŭƭ DONE Thank you for being a client and partner in preparing for the next generation of GovOffice! Eric Johnson, General Manager GovOffice LLC 8 Delivery of GovOffice Technology, Hosting, and Security GovOffice has provided the website technology to over 1500 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. 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. 9 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 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 & Technical 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 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 10 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 Customized graphic design to incorporate a community theme into a Responsive Website Design format: Budget, Value, Progressive, Premium packages available 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 TLS encrypted public website Unlimited online Webinar training of the GovOffice CMS and selected modules Unlimited access to toll-free Technical Support for all staff Video tutorials and unlimited, live Help Chat at help.govoffice.com GovOffice Mobile delivers mobile version of website (smartphones) Page-relevant Quick Tips within the administrative website Website Access, Editing, and Management Standard Suggested 11 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 Upload and name documents, such as Agendas & Minutes and newsletters Schedule of events, including recurring events, within a true calendar display Online opinion polls with controlled responses and option to display the results Image gallery to create a Community Photo Album; includes slideshow capability Ability to add, turn on & off, and easily remove sidebars from all pages Directory, including contact information and photos, of Elected Officials and staff 12 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 ƩĻƌğƷĻķ ƌźƓƉƭ to associated websites without posting long URLs Directory of local attractions and automatically created links to a Google Map Site Map for added ease by site visitors in locating any section of the website \[ğƭƷ 9ķźƷ stamp 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 Standard Suggested 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 Intranet capability for ƭƷğŅŅ ƚƓƌǤ areas 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 źƓ from other news-related websites NEW NEW Meetings content type (agendas, minutes, packets, audio, video) 13 Complete Navigation Analysis and Restructure The Navigation Architecture 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 move on to the homepage and perform 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 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 3-Year Payment Plan Recurring and Non-Recurring Services Budget Value Progressive Premium Over 3 Years Responsive Responsive Responsive Responsive DESIGN Non-Recurring $3400 $4900 $6700 $8700 Creative and technical development of a customized, public RWD which elements support the latest in ADA compliance standards CONTENT Non-Recurring $0 $0 $0 $0 Navigation Architecture, Homepage Setup, and Accessibility Statement HOSTING, MAINTENANCE, SECURITY, SUPPORT Recurring ($700/ year x 2 years; year 1 already paid) Unlimited bandwidth & Website hosting up to $1400 $1400 $1400 $1400 ure Total Over 3 Years $4800 $6300 $8100 $10,100 Equal, Annual Payments ÷ 3 years ÷ 3 years ÷ 3 years ÷ 3 years January 2021 $1600 $2100 $2700 $3366 January 2022 Payment $1600 $2100 $2700 $3366 January 2023 Payment $1600 $2100 $2700 $3366 OPTIONAL Quarterly Accessibility Review Service Add Add Add Add (ADA compliance of website content); $1200/ $1200/ $1200/ $1200/ see page 14 year year year year 15 Live Examples Value Responsive Budget Responsive https://www.mvrra.org/ https://www.beloitwi.gov/ Another Example: https://www.janesvillemn.gov/ Another Example: https://jackmanme.net/ Another Example: https://uniontwp-hcnj.gov/ Another Example: https://hilltop.govoffice.com/ Premium Responsive Progressive Responsive https://zimmerman.govoffice.com/ https://www.ci.benicia.ca.us/ Another Example: https://caldwell-nj.com/ Another Example: https://www.ci.sauk-rapids.mn.us/ Another Example: https://www.killingtontown.com/ Another Example: https://www.cityofbaraboo.com/ MOST POPULAR CHOICE 16 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 $700/year (same 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 6 years 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 GovOffice website may be deployed in approximately 3.5 months (estimate only). Responsive Website Design (RWD) process 9 weeks Site testing across all major Web browsers and mobile devices 1 week Complete Navigation Analysis & Restructure, Homepage Setup, Accessibility Statement 4 weeks Webinar training/ re-training (no added charge) of GovOffice CMS for staff 90 minutes 17 Testimonials from Upgraded Clients City of Cascade Locks, Oregon https://www.cascade-locks.or.us/ process, stayed in constant communication, advised and guided us to an exquisite website that today is the central source for information and connection City of Twentynine 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." 18 06/19/20 3:34 PM CITY OF CENTERVILLE Page 1 Check Detail - June 24, 2020 Check DateCheck #Vender NameCommentsAmount 16/19/2020001532ETASCTO RECORD TASC PAYMENT FOR PAY PERIOD 12$114.58 Check Nbr 001532 TASC$114.58 16/19/2020001533EPSNTO RECORD PSN CHARGES FOR 5-1- THRU 5-31-20$293.71 16/19/2020001533EPSNTO RECORD PSN CHARGES FOR 5-1- THRU 5-31-20$293.71 16/19/2020001533EPSNTO RECORD PSN CHARGES FOR 5-1- THRU 5-31-20$15.04 16/19/2020001533EPSNTO RECORD PSN CHARGES FOR 5-1- THRU 5-31-20$131.90 Check Nbr 001533 PSN$734.36 16/12/2020001534EMINNESOTA DEPT OF REVENUESTATE W/H - PAY PERIOD 12$1,124.43 Check Nbr 001534 MINNESOTA DEPT OF REVENUE$1,124.43 16/10/2020001535EMINNESOTA DEPT OF REVENUEMAY SALES TAX - WATER$90.55 16/10/2020001535EMINNESOTA DEPT OF REVENUEMAY SOLID WASTE TAX - GARBAGE$1,643.00 16/10/2020001535EMINNESOTA DEPT OF REVENUEMAY SALES TAX ON WATER METERS SOLD$101.45 Check Nbr 001535 MINNESOTA DEPT OF REVENUE$1,835.00 16/12/2020001536EOPTUM BANK - H.S.A.H.S.A W/H - PAY PERIOD 12$1,300.00 Check Nbr 001536 OPTUM BANK - H.S.A.$1,300.00 16/19/2020001537EPERAPERA W/H - PAY PERIOD 12 - SHORTAGE$10.01 Check Nbr 001537 PERA$10.01 16/12/2020001538EPERAPERA W/H - PAY PERIOD 12 - SHORT 10.01$3,407.55 Check Nbr 001538 PERA$3,407.55 16/12/2020001539EIRS/EFTPSFICA/MED W/H - PAY PERIOD 12$4,153.12 16/12/2020001539EIRS/EFTPSFED W/H - PAY PERIOD 12$2,610.88 Check Nbr 001539 IRS/EFTPS$6,764.00 16/12/2020001540EIRS/EFTPSFICA/MED - W/H - PAY PERIOD 12.01$10.78 Check Nbr 001540 IRS/EFTPS$10.78 16/24/2020034025 A-1 EXCAVATING INC.PAY REQUEST 2 - CENTERVILLE DT AREA STR & UT IMPROVE$86,592.16 Check Nbr 034025 A-1 EXCAVATING INC.$86,592.16 16/24/2020034026 AMEERS TOBACCOREFUND 2 MONTHS WORTH OF TOBACCO LICENSE FEES - CO$14.17 Check Nbr 034026 AMEERS TOBACCO$14.17 16/24/2020034027 BRIGHTON SANDBLASTING, INC.BLAST & EPOXY COAT BLACK THE INSIDE OF SALT SPREADER$1,200.00 16/24/2020034027 BRIGHTON SANDBLASTING, INC.PREP, BLAST EPOXY PRIME & PAINT BLACK THE TRUCK STEP$425.00 16/24/2020034027 BRIGHTON SANDBLASTING, INC.PREP,BLAST, EPOXY PRIME & ENAMEL PAINT BLACK THE HYD$180.00 Check Nbr 034027 BRIGHTON SANDBLASTING, INC.$1,805.00 16/24/2020034028 CANON FINANCIAL SERVICES INC.P.W. 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COUNCIL ENV. SERV. (SDS)JULY 2020 WASTEWATER TREATMENT$19,836.43 Check Nbr 034040 MET. COUNCIL ENV. SERV. (SDS)$19,836.43 16/24/2020034041 MICHAEL LEE, INC.20-048 - REFUND ON PERMIT OVER CHARGED PLAN REVIEW$1,200.69 Check Nbr 034041 MICHAEL LEE, INC.$1,200.69 16/24/2020034042 MN PEIPJULY HEALTH INSURANCE$2,706.90 Check Nbr 034042 MN PEIP$2,706.90 16/24/2020034043 NATIONWIDE RETIREMENT SOLUTIONDEF COMP W/H - PAY PERIOD 13$1,083.33 16/24/2020034043 NATIONWIDE RETIREMENT SOLUTIONDEF COMP W/H - PAY PERIOD 12$1,083.33 Check Nbr 034043 NATIONWIDE RETIREMENT SOLUTION$2,166.66 16/24/2020034044 NORTHLAND TRUST SERVICES, INC.AGENT ANNUAL FEE - GEN. OBLIG. IMPROV. CROSSOVER REF$495.00 16/24/2020034044 NORTHLAND TRUST SERVICES, INC.GEN. OBLIG. IMPROV. CROSSOVER REFUNDING BONDS, SERI$10,995.00 16/24/2020034044 NORTHLAND TRUST SERVICES, INC.GEN. OBLIG. IMPROV. CROSSOVER REFUNDING BONDS, SERI$18,103.13 16/24/2020034044 NORTHLAND TRUST SERVICES, INC.AGENT ANNUAL FEE - GEN. OBLIG. IMPROV. CROSSOVER REF$495.00 Check Nbr 034044 NORTHLAND TRUST SERVICES, INC.$30,088.13 16/24/2020034045 PRESS PUBLICATIONSORD 105 - ZONING CODE FOR DRIVEWAYS$157.60 16/24/2020034045 PRESS PUBLICATIONSORD. 104 - EMERGENCY ORD TO ASSIST BUSINESSES & ESTA$167.45 Check Nbr 034045 PRESS PUBLICATIONS$325.05 16/24/2020034046 REPUBLIC SERVICES, INC.MAY 2020 GARBAGE SERVICES$15,932.80 16/24/2020034046 REPUBLIC SERVICES, INC.MAY 2020 RECYCLING SERVICES$4,292.48 Check Nbr 034046 REPUBLIC SERVICES, INC.$20,225.28 16/24/2020034047 S & B CENTER CORPORATIONREFUND 2 MONTHS WORTH OF LIQUOR LICENSE FEES - COVI$466.67 Check Nbr 034047 S & B CENTER CORPORATION$466.67 16/24/2020034048 SHI INTERNATIONAL CORPELITE BOOK 850 - COMPUTER & DOCK STATION$1,669.00 Check Nbr 034048 SHI INTERNATIONAL CORP$1,669.00 16/24/2020034049 STANTEC CONSULTING SERVICES INGENERAL SERVICES - SERV THRU 5-29-20$1,730.00 16/24/2020034049 STANTEC CONSULTING SERVICES IN2019 D.T. STREET AND UT IMPROVEMENTS - SERV THRU 5-2$5,932.29 16/24/2020034049 STANTEC CONSULTING SERVICES IN2019 D.T. STREET AND UT IMPROVEMENTS - SERV THRU 5-2$1,825.32 16/24/2020034049 STANTEC CONSULTING SERVICES IN2019 D.T. STREET AND UT IMPROVEMENTS - SERV THRU 5-2$1,368.99 16/24/2020034049 STANTEC CONSULTING SERVICES INCONSTRUCTION - COVID 19$1,016.00 16/24/2020034049 STANTEC CONSULTING SERVICES INLAMOTTE PARK IRRIGATION EXPANSION - SERV THRU 5-29-2$856.41 16/24/2020034049 STANTEC CONSULTING SERVICES IN2020 CITY HALL RENOVATIONS$259.50 Check Nbr 034049 STANTEC CONSULTING SERVICES IN$12,988.51 06/19/20 3:34 PM CITY OF CENTERVILLE Page 3 Check Detail - June 24, 2020 Check DateCheck #Vender NameCommentsAmount 16/24/2020034050 SUMMIT LAKES PROPERTIES, LLCREFUND 2 MONTHS WORTH OF LIQUOR LICENSE FEES - COVI$450.00 Check Nbr 034050 SUMMIT LAKES PROPERTIES, LLC$450.00 16/24/2020034051 VERIZONCELL PHONE SERV THRU 6-9-20$106.20 16/24/2020034051 VERIZONCELL PHONE SERV THRU 6-9-20$53.09 16/24/2020034051 VERIZONCELL PHONE SERV THRU 6-9-20$53.09 16/24/2020034051 VERIZONCELL PHONE SERV THRU 6-9-20$53.09 Check Nbr 034051 VERIZON$265.47 16/24/2020034052 WISEGUYS PIZZA & PUBREFUND 2 MONTHS WORTH OF LIQUOR LICENSE FEES - COVI$450.00 Check Nbr 034052 WISEGUYS PIZZA & PUB$450.00 16/24/2020034053 XCEL ENERGY1600 LAMOTTE DR - WARMING HOUSE - SERV THRU 6-3-20$20.89 16/24/2020034053 XCEL ENERGY1601 LAMOTTE DR - SERV THRU 6-3-20$23.75 16/24/2020034053 XCEL ENERGY7098 CENTERVILLE RD - SERV THRU 6-30-20$19.32 16/24/2020034053 XCEL ENERGY6870 LAMOTTE DR - SERV THRU 6-3-20$283.26 16/24/2020034053 XCEL ENERGY1682 MAIN ST - SERV THRU 6-3-20$93.85 16/24/2020034053 XCEL ENERGY1745 MAIN ST - SERV THRU 6-3-20$19.32 16/24/2020034053 XCEL ENERGY1875 FOX RUN - PUMP HOUSE - SERV THRU 6-3-20$133.20 16/24/2020034053 XCEL ENERGY7300 MILL RD - SERV THRU 6-3-20$157.02 16/24/2020034053 XCEL ENERGY1889 CENTER ST - SEWER LIFT - SERV THRU 6-7-20$31.83 16/24/2020034053 XCEL ENERGY1600 LAMOTTE DR - BALLFIELD LIGHTS - SERV THRU 6-3-20$179.70 16/24/2020034053 XCEL ENERGY7285 MAIN ST - SERV THRU 6-3-20$50.59 16/24/2020034053 XCEL ENERGYSTREET LIGHTS - SERV THRU 6-3-20$2,041.95 Check Nbr 034053 XCEL ENERGY$3,054.68 16/24/2020034054 INNOVATIVE OFFICE SOLUTIONS LLELECTION SUPPLIES - COVID 19$49.04 Check Nbr 034054 INNOVATIVE OFFICE SOLUTIONS LL$49.04 $204,536.65 CENTENNIAL LAKES POLICE DEPTCheck Register - Police GL without invoice numbersPage: 1 Check Issue Dates: 6/13/2020 - 6/19/2020Jun 19, 2020 10:56AM Report Criteria: Report type: Summary GLCheckCk NoDescriptionCheck PeriodIssue DatePayeeAmount 06/2006/19/202013256AMAZON12 TIRES1,784.17 06/2006/19/202013257CONNEXUS ENERGYELECTRIC MAY2,069.79 06/2006/19/202013258E C S I, LLCSEMI ANNUAL FIRE ALARM INSPECTI295.98 06/2006/19/202013259HOLIDAY COMPANIESFUEL MAY2,193.93 06/2006/19/202013260PETTY CASH/ELENA DADDARIOCOVID HAND SANITIZER & SPRAY BO108.28 06/2006/19/202013261PURCHASE POWER INCPOSTAGE REFILL108.99 06/2006/19/202013262ANOKA COUNTY ATTORNEYFOREFEITURE DISTRIBUTION DL1,021.00 06/2006/19/202013263CENTENNIAL UTILITIESUTILITIES MAY216.21 06/2006/19/202013264MY HOLDINGS INCTREATMENT VIRUSES/BACTERIA/ETC130.00 06/2006/19/202013265OFFICE OF MN IT SERVICESWAN SERVICES MAY86.40 06/2006/19/202013266STATE OF MINNESOTAFORFEITURE DISTRIBUTION DL511.00 Grand Totals:8,525.75 13253-13255 Payroll M = Manual Check, V = Void Check CENTENNIAL LAKES POLICE DEPTCheck Register - Police GL without invoice numbersPage: 1 Check Issue Dates: 6/5/2020 - 6/12/2020Jun 12, 2020 10:01AM Report Criteria: Report type: Summary GLCheckCk NoDescriptionCheck PeriodIssue DatePayeeAmount 06/2006/12/202013243ASPEN MILLS, INCLIFESAVING AWARD BARS1,161.75 06/2006/12/202013244CENTURY LINKCOMMUNICATIONS JUNE119.66 06/2006/12/202013245COVERALL OF THE TWIN CITIES INCCLEANING SERVICE JUNE780.00 06/2006/12/202013246DON'S CIRCLE SERVICEVEHICLE REPAIRS & MTC604.99 06/2006/12/202013247METRO SALES, INCCOPIER CONTRACT USAGE CHG182.31 06/2006/12/202013248PITNEY BOWES GLOBAL FINANCIAL2ND QTR POSTAGE METER LEASE61.59 06/2006/12/202013249CITY OF ROSEVILLEIT SUPPORT SERVICES JUNE3,816.00 06/2006/12/202013250SHRED-N-GO, INCSHREDDING SERVICE MAY54.73 06/2006/12/202013251STREICHER'S, INCDRAG STABILIZED BEAN BAG298.60 06/2006/12/202013252TRANSUNION RISK & ALTERNATIVEINVESTIGATION EXPENSES MAY50.00 Grand Totals:7,129.63 M = Manual Check, V = Void Check CENTENNIAL FIRE DISTRICTCheck Register - FIRE GLPage: 1 Check Issue Dates: 5/27/2020 - 6/9/2020Jun 09, 2020 12:21PM Report Criteria: Report type: Summary GLCheckCheckVendorDescriptionCheck PeriodIssue DateNumberNumberPayeeAmount 06/2006/09/2020883110850ANOKA COUNTY TREASURY DEJune Broadband (CAC Fiber)112.50 06/2006/09/20208832200126TARGET SOLUTIONS, LLCMembership, EMS Recert., OSHA 3,563.00 06/2006/09/20208833220200VERIZON WIRELESS4/16-5/15 Mobile Broadband & Mo210.06 06/2006/09/20208834230325WEX BANKMay fuel131.84 06/2006/09/20208835220300VOL. FIREFIGHTERS BENEFITINS Premium for Nicole Kiecker11.00 Grand Totals: 4,028.40 M = Manual Check, V = Void Check CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: June 24, 2020 Administration VII.7 TITLE OF ISSUE: Step Increase - James Huisenga BACKGROUND AND SUPPLEMENTAL INFORMATION: Mr. Huisenga has been given a successsful performance review and will reach his date of hire aniversary on July 2, 2020. Therefore, he is eligible for a Step Increase from Grade 6 Step 2 ($23.15/hr) to Step 3 ($24.43/hr). COST AND SOURCE(S) OF FUNDING: Budgeted Expense - General Fund/Public Works REQUESTED COUNCIL ACTION: Motion to approve the Step Increase for James Huisenga effective July 2, 2020. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ _____ Other (specify) ____________ _____ _____ Love _____ _____ _______________________________________________________________ _____ _____ Koski _____ _____ Montain _______________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: June 24, 2020 Administration VIII.1 TITLE OF ISSUE: Fire Station Lease Agreement BACKGROUND AND SUPPLEMENTAL INFORMATION: As of June 1, the city is now being serviced by M Health, as its primary ambulance service provider. We have not reached an agreement with them on a lease, allowing them to park in our Fire Station. The agreement has been reviewed by the city attorney and has M Health paying for any maintenance work on the garage door or automatic opener for the bay that they utilize. COST AND SOURCE(S) OF FUNDING: $600/Month Income REQUESTED COUNCIL ACTION: Motion to approve the Lease Agreement with M Health. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ X Vote Record: Aye Nay _____ _____ Other (specify) ____________ _____ _____ Love _____ _____ _______________________________________________________________ _____ _____ Koski _____ _____ Montain _______________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ LEASE AGREEMENT THIS LEASE AGREEMENT ("Lease"), is made and entered into on July 1, 2020, by and between the City of Centerville, a Minnesota municipal corporation ("Lessor"), and HealthEast Care System, doing business as HealthEast Medical Transportation ("Lessee") (collectively "Parties"). RECITALS WHEREAS, Lessor is the owner of real property located at 1880 Main Street in Centerville MN, on which Fire Station No. 3 is located ("Station 3"); and WHEREAS, Lessee desires to lease portions of Station 3 to store and operate its ambulances; and WHEREAS, Lessor is willing to lease to Lessee upon such terms and conditions as are expressed herein. NOW, THEREFORE, Lessor and Lessee hereby covenant and agree as follows: 1. LEASED PREMISES: Subject to, and upon the terms, provisions, and conditions hereinafter set forth, Lessor does hereby lease and demise unto Lessee, the portions of Station 3 (collectively, the "Leased Premises" or "Premises") consisting of approximately 300 useable square feet: Station 3: Lessee shall not have any dedicated leased space in Station 3, but shall have the non-exclusive right to use the following areas: dayroom, kitchen, restrooms, dispatch/staging room, decontamination restroom as needed, and the hallways. Lessee shall also have the right to use the apparatus bay for one ambulance, with immediate emergency access to an exit (specific location to be assigned by the Fire Chief), as well as two exterior parking stalls for Lessee's employees. The use of all areas is subject to the rules, regulations and policies of Lessor, which may change from time to time. TERM OF LEASE: The term of this Lease shall commence as of July 1, 2020 and shall continue for a term of three years. Any prior lease between the Parties for any portion of the Leased Premises is hereby terminated. This Lease Agreement shall automatically renew for additional successive twelve (12) month terms unless terminated as set forth below. EARLY TERMINATION OF LEASE: If Lessee is no longer utilizing 2. Station 3 to store and operate its ambulances services to Lessor, Lessee may, at its option, terminate the Lease upon 30 days prior written notice. The Lease may be terminated without cause prior to the end of the term by either Party by providing 30 days written notice to the other Party. Upon termination of this Lease, Lessee will promptly and peaceably surrender the Premises to Lessor in substantially the same condition existing on the commencement date of the Lease, ordinary and reasonable use, damage and wear excepted. 3. RENT: Lessee shall pay to Lessor Rent for the use of the Leased Premises in the amount of $600 per month. Rent shall be payable in advance on or before the first day of each month of this Lease. If Lessee fails to pay Rent by the fifth day of the month in which such payment is due, Lessee shall automatically be assessed and shall pay, as additional Rent, a late charge equivalent to ten percent (10%) of the amount of such late payment. Lessor reserves the right to increase Rent by providing Lessee with written notice at least 90 days in advance of the effective date of the increase. 4. MAINTENANCE: a. Lessor shall be responsible for maintenance and repair of all structural components, heating, ventilation, air conditioning, electrical, plumbing and mechanical systems of the Premises. b. Lessor shall be responsible for maintaining the exterior and surrounding areas, including lawn care and snow removal. c. Lessee shall maintain and clean the dedicated leased area within Station 3 (ambulance, day room, etc.) and shall otherwise clean any mess or clutter created by Lessee in all other areas to which it has access (including dishes, counters, refrigerator, etc.). d. Lessee shall be responsible for all damage arising out of its use of the Leased Premises, ordinary wear and tear excepted. e. Lessee shall be responsible for the maintenance of the dedicated garage door and automatic garage door opener provided by Lessor. 5. VISITOR AND PET RESTRICTIONS: Lessee shall not allow anyone other than its own personnel into Station 3 unless authorized in advance by the Fire Chief. Lessee shall not allow any pets or other non-service animals into the Fire Station. 6. LESSOR PROPERTY: Lessee acknowledges that this Lease does not grant Lessee unfettered access to Lessor's tools, equipment, furniture or fixtures outside of the leased and common areas. Lessee shall not use, borrow or take any Lessor tools or equipment without express prior authorization from the Fire Chief. Tools and equipment include hand tools, power tools, audio visual equipment, computers, and firefighting and EMT apparatus and supplies. 7. INSURANCE: Each party represents that it has and will continue to have appropriate levels of insurance to cover its operations, vehicles, equipment and personnel during the term of this Lease. All insurance required to be maintained by Lessee under this Lease shall be effected under valid and enforceable policies issued by a reputable insurance company or companies authorized to do business in the State of Minnesota. Not less than 10 days prior to the Lease term, Lessee shall deliver to Lessor certificates of all insurance required to be maintained hereunder. Lessee shall immediately notify Lessor of any changes in coverage or policy status for the policies required to be maintained under this Lease. 8. INDEMNITY: Lessee agrees to indemnify, defend and hold Lessor harmless from and against any and all claims, actions, liability, and damages of every kind and nature, and from and against all costs and expenses, including negligence or intentional tort of Lessee, its agents, employees, licensees, or invitees, in or about Station 3. In the event of any action or proceeding brought against Lessor, by reason of any such claim, upon notice from Lessor, Lessee covenants to defend such action or proceeding by counsel satisfactory to Lessor. Lessor agrees to indemnify, defend and hold Lessee and its directors, officers, employees, agents and representatives harmless from and against all loss, liability, damages and expense (including reasonable attorney's fees) caused by any act or omission of Lessor, its officers, employees, agents, invitees and representatives, except to the extent such loss, liability, damage or expense is covered by insurance maintained by Lessor. Lessor and Lessee hereby waive against the other any claims, liabilities or damages arising from or caused by any hazard covered by the insurance maintained or required by the waiving party. 9. NON-LIABILITY OF LESSOR: Except in the event of negligence or an intentional act by Lessor, its agents, employees, or contractors, Lessor shall not be liable for any loss or damage resulting from or caused by any failure to furnish heat, electricity, water, gas, air conditioning or sprinkler system, nor for any consequential damage arising from interruption of any utility or services. 10. ASSIGNMENT: Unless approved by Lessor, Lessee shall not assign or transfer any of its rights under this Lease or sublease any part of the Premises. 11. DEFAULT: a. Should any voluntary or involuntary petition in bankruptcy be filed by or against Lessee, Lessor may, by written notice to Lessee, immediately terminate this Lease and terminate Lessee's right to possession of the Premises. If Lessee does not voluntarily quit the Premises upon receipt of notice of termination, Lessor may, in its discretion, recover sole possession of the Premises in an eviction (unlawful detainer) proceeding, and recover from Lessee all attorney fees, costs, and expenses relating to such proceeding. In addition, Lessor shall be entitled to recover all damages and other claims arising prior to the date of termination, including without limitation, all rent due through the end of the month of termination, damages, and attorney fees. b. If Lessee defaults in the payment of Rent, and such default continues for 20 days after Lessor's written notice thereof to Lessee, or Lessee defaults in the prompt and full performance of any other provision of this Lease and such default continues for 30 days after Lessor's written notice thereof to Lessee, or if Lessee makes an assignment for the benefit of creditors, or if a receiver is appointed for the property of Lessee, or if Lessee abandons the Premises, then, and in any such event, Lessor may by written notice to Lessee, immediately terminate this Lease and terminate Lessee's right to possession of the Premises. If Lessee does not voluntarily quit the Premises upon receipt of notice of termination, Lessor, may, in its discretion, recover sole possession of the Premises in an eviction (unlawful detainer) proceeding, and recover from Lessee all attorney fees, costs, and expenses relating to such proceeding. In addition, Lessor shall be entitled to recover all damages and pursue all claims arising prior to the date of termination, including without limitation all rent due through the end of the month of termination, damages, and attorney fees. 12. RIGHT OF ENTRY: Lessor and its employees or agents shall have the right, without any diminution of Rent, additional Rent or other charges payable hereunder by Lessee, to enter the Premises at all reasonable times and upon reasonable notice for the purpose of inspection, cleaning, repairing, altering or improving the same or the Premises, but nothing contained in this provision shall be construed so as to impose any obligation on Lessor to make any repairs, alterations or improvements. 13. USE BY LESSEE: Lessee agrees to comply with all laws, ordinances, orders, rules, and regulations promulgated by all government agencies which relate to the use, condition, or occupancy of the Premises by Lessee. Lessee warrants that it will abide by Lessor's workplace policies and the Premises will remain tobacco and chemical free. Lessee acknowledges and agrees that Lessor has the exclusive authority to modify and/or change its rules and regulations at any time. Lessee shall not make any alterations or improvements to the Premises without prior written consent of Lessor. All alterations and improvements to the Premises and fixtures shall become the property of Lessor. 14. SAFETY AND SECURITY: Lessee is solely responsible for the safety and security of its employees, guests, and invitees while they are on the Premises. The Lessee is also responsible for maintaining security of the structure as well as the confidentiality of any door codes, keys, entry devices and they like used to gain access into the structure. 15. SIGNS: Lessee agrees that no exterior or interior window or door sign, advertising media, or window or door lettering or placards or other signs or advertising materials shall be installed, erected, attached or affixed to any portion of the interior or exterior of the Premises or the buildings, without the express prior written consent of Lessor. 16. DAMAGE OR DESTRUCTION OF PREMISES: If the Premises are damaged or destroyed by fire or other casualty, Lessee shall have the right to terminate this Lease provided it gives written notice thereof to Lessor within 60 days after such damage or destruction, unless such fire, damage, or destruction is proved to be the fault of Lessee. 17. SUCCESSORS: It is agreed that the covenants, terms and conditions of this Lease shall extend, apply to and firmly bind the heirs, executors, administrators, successors, and assigns of the respective parties. 18. SEVERABILITY: Should any one or more of the provisions of this Lease for any reason be declared invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision of this Lease, and this Lease shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 19. RELATIONSHIP: This Lease does not create the relationship of principal and agent, partnership, joint venture, or any other association between Lessor and Lessee. 20. CONSTRUCTION OF LEASE: It is agreed that this Lease shall be governed by, construed, and enforced in accordance with the laws of the State of Minnesota. 21. ENTIRE AGREEMENT: This Lease shall constitute the entire agreement relating to the lease of the Premises between the Parties. Any prior understanding or representation of any kind preceding the date of this Lease shall not be binding upon either party except to the extent incorporated in this Lease. \[The remainder of this page left blank.\] IN WITNESS HEREOF, the parties hereto caused these presents to be validly executed in their respective names, as of the day and year first above written. LESSOR: LESSEE: CITY OF CENTERVILLE HEALTHEAST CARE SYSTEM By: _______________________________ By: _______________________________ Title: _______________________________ Title: _______________________________ Date: _______________________________ Date: _______________________________ CITY OF CENTERVILLE REQUEST FOR COUNCIL ACTION Agenda Item # Department: Requested Council Meeting Date: June 24, 2020 Administration IX.1 TITLE OF ISSUE: COVID-19 Preparedness Plans BACKGROUND AND SUPPLEMENTAL INFORMATION: Recent Governor's Orders require essential businesses, such as city governments, to have a COVID-19 Preparedness Plan in place as of June 29. Attached is our plan, for your review and adoption. COST AND SOURCE(S) OF FUNDING: N/A REQUESTED COUNCIL ACTION: Motion to approve the City's COVID-19 Preparedness Plan. SUPPORTED DOCUMENTS ATTACHED Motion By: ____________________________________ Resolution Ordinance Contract Minutes Plan Map Second By: ____________________________________ Vote Record: Aye Nay _____ _____ COVID-19 Preparedness Plan Other (specify) ____________ _____ _____ Love _____ _____ _______________________________________________________________ _____ _____ Koski _____ _____ Montain _______________________________________________________________ Administration Department Use: Refer to: _________________________________ Consent Tabled Until: ______________________________ Regular Other: ___________________________________ COVID-19 Preparedness Plan for is committed to providing a safe and healthy workplace for all our workers To ensure we have as safe and healthy workplace, we have developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. Managers and workers are all responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that requires full cooperation among our workers management. Only through this cooperative effort can we establish and maintain the safety and health of our workers and workplaces. Management and workers are responsible for implementing and complying with all aspects of this COVID-19 Preparedness Plan. managers and supervisors have our full support in enforcing the provisions of this policy. Our workers are our most important assets. We are serious about safety and health and keeping our workers working at . Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in Our COVID-19 Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines, federal OSHA standards related to COVID-19 and Executive Order 20-48, and addresses: •hygiene and respiratory etiquette; •engineering and administrative controls for social distancing; •cleaning, disinfecting, decontamination and ventilation; •prompt identification and isolation of sick persons; •communications and training that will be provided to managers and workers; and •management and supervision necessary to ensure effective implementation of the plan • Screening and policies for employees exhibiting signs and symptoms of COVID-19 Workers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19. The following policies and procedures are being implemented to assess workers’ health status prior to entering the workplace and for workers to report when they are sick or experiencing symptoms. as implemented leave policies that promote workers staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. ccommodations for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. In addition, a policy has been implemented to protect the privacy of workers’ health status and health information. Handwashing Basic infection prevention measures are being implemented at our workplaces at all times. Workers are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes and after using the toilet. All customers and visitors to the workplace will be required to wash or sanitize their hands prior to or immediately upon entering the facility. Hand-sanitizer dispensers (that use sanitizers of greater than 60% alcohol) are at entrances and locations in the workplace so they can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. Respiratory etiquette: Cover your cough or sneeze Workers, customers and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. They should dispose of tissues in provided trash receptacles and wash or sanitize their hands immediately afterward. Respiratory etiquette will be demonstrated on posters and supported by making tissues and trash receptacles available to all workers, customers and visitors. Social distancing Social distancing of six feet will be implemented and maintained between workers, customers and visitors in the workplace through the following engineering and administrative controls: Cleaning, disinfection, and ventilation Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, delivery vehicles and areas in the work environment, including restrooms, break rooms, lunch rooms, meeting rooms, checkout stations, fitting rooms, and drop-off and pick- up locations. Frequent cleaning and disinfecting will be conducted in high-touch areas, such as phones, keyboards, touch screens, controls, door handles, elevator panels, railings, copy machines, credit card readers, delivery equipment, etc. Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications and are being used with required personal protective equipment for the product. The maximum amount of fresh air is being brought into the workplace, air recirculation is being limited and ventilation systems are being properly used and maintained. Steps are also being taken to minimize air flow blowing across people. ommunications and training This COVID-19 Preparedness Plan was and necessary training provided. Additional communication and training will be ongoing and provided to all who did not receive the initial training. Instructions will be communicated to customers and visitors about: drop-off, pick-up, delivery ensure social distancing between the customers and workers; required hygiene practices; and customers and visitors use face masks when dropping off, picking up, accepting delivery Customers and visitors will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19. Managers and supervisors are to monitor how effective the program has been implemented by Management and are to work through this new program together and update the training as necessary. This COVID-19 Preparedness Plan has been certified by and was . It will be updated as necessary. Certified by: