SCC Item 1. RCA - CivicPlus Website
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration Assistant City Administrator/Human Resources Hille
City Clerk Etzel
August 28, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Administration City Administrator/Finance Director Flaherty 1 – City Website
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
X Is a strong organization that is committed to leading the community through innovative communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and expectations in a
cost-effective manner.
X Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council authorize City staff to enter an agreement with CivicPlus for the City website.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
Yes No
BACKGROUND/JUSTIFICATION:
The City currently uses Catalis (formerly GovOffice) as the website host provider. With the current contract expiring
12/31/2023, staff were notified of a significant price increase for 2024 and beyond. Given that City staff was not
completely satisfied with the current host provider or the price increase, City staff researched alternative website hosts
including: CivicPlus, Granicus, and Revize.
After reviewing the options available from the hose providers, staff recommend entering an agreement with CivicPlus to
design and create a new website. The quoted price for the design and development of the website total $33,159.55. To
have the new website live by the beginning of 2024, which correlates to the end of the current host provider contract,
work would need to begin immediately. CivicPlus has agreed to defer these costs until 2024 to align with the City’s
budgeting process. Beyond 2024, the annual cost would be $8,808, which is less than the quoted price from Catalis for
2024. The City would maintain the current domain of ci.otsego.mn.us.
Included features with the CivicPlus website:
• Request and Issue Reporting Submission
• Notification Resident Sign Up
• Agenda Management
• Resident Notice System
• FAQ Section
• Smart Search Bar
Additionally, CivicPlus is willing to include their 311 CMR Technology, a case management program for reporting a
concern, for a one-year trial at no cost. The 311 CMR Technology would be an improvement of the current software
package and mobile application (MyCivic). If the City is satisfied with this program and wishes to continue with the 311
CMR Technology, the cost for 2025 would be confirmed and budgeted accordingly.
A few of the cities that use CivicPlus include Andover, Anoka, Big Lake, Buffalo, Champlin, Elk River, Fridley, Maple Grove,
Monticello, and Ramsey.
The City Attorney has been provided with the service agreement and is in the process of review.
SUPPORTING DOCUMENTS ATTACHED:
• Statements of Work
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve an agreement with CivicPlus for website hosting services in the amount of $33,159.55, and
pending favorable review by the City Attorney, to authorize City staff to execute the agreement.
BUDGET INFORMATION
FUNDING: BUDGETED:
General Fund – IT Department
Yes – The amount will be included within the 2024 General
Fund budget.
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #:Q-47357-1
Date:8/23/2023 9:50 AM
Expires On:11/13/2023
Client:
OTSEGO, MINNESOTA
Bill To:
OTSEGO, MINNESOTA
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Hector Ortega hector.ortega@civicplus.com Net 30
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 SeeClickFix Request Unlimited gov user licenses for service request
management tool to intake citizen submissions via mobile
app. Assign requests internally, resolve issues and
measure request performance. Includes support and
virtual training services.
Renewable
1.00 SeeClickFix Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount Renewable
List Price - Year 1 Total USD 15,239.62
Total Investment - Initial Term USD 8,036.44
Annual Recurring Services - Year 2 USD 11,807.11
Initial Term & Renewal Date Beginning at signing and ending 12/31/2024.
Renewal Date: January 1 of each calendar year.
Initial Term Invoice Schedule 100% of the Total Investment invoiced on 1/1/2024
Renewal Procedure Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
Renewal Invoice Schedule Annually on Renewal Date
Annual Uplift 5% starting in Year 2
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement
and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal-
stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the
Binding Terms throughout the term of this SOW.
V. PD 06.01.2015-0048
Page 1 of 2
Acceptance
The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have
caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date:
Authorized Client Signature
CivicPlus
By:
___________________________________
By:
___________________________________
Name:
___________________________________
Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required)
___________________________________
V. PD 06.01.2015-0048
Page 2 of 2
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #:Q-47358-1
Date:8/23/2023 9:53 AM
Expires On:8/31/2023
Client:
OTSEGO, MINNESOTA
Bill To:
OTSEGO, MINNESOTA
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Hector Ortega hector.ortega@civicplus.com Net 30
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 Alignment Virtual Consulting Up to 2 days virtual consult. Recommended group 8 or
less.
One-time
1.00 Annual - CivicEngage Central Annual - CivicEngage Central Renewable
1.00 Hosting & Security Annual Fee -
CivicEngage Central
Hosting & Security Annual Fee - CivicEngage Central Renewable
1.00 SSL Management – CP Provided
Only
SSL Management – CP Provided Only 1 per domain
(Annually Renews)
Renewable
1.00 DNS and Domain Hosting Setup
(http://URL)
DNS and Domain Hosting Setup (http://URL)One-time
1.00 DNS and Domain Hosting Annual
Fee (http://URL)
DNS and Domain Hosting Annual Fee (http://URL)Renewable
1.00 Premium Implementation -
CivicEngage
Premium Implementation One-time
1.00 48 Month Redesign Premium
Annual - CivicEngage Central
48 Month Redesign Premium Annual - CivicEngage
Central
Renewable
129.00 Content Development - 1 Page -
CivicEngage
Content Development - 1 Page - CivicEngage One-time
6.00 New Customer System Training
(3h, virtual) - Web Central
CivicEngage System Training - Virtual, Up to 3 Hours, up
to 12 Attendees
One-time
1.00 Agendas & Minutes Migration
- PDF - 100 Meetings -
CivicEngage
Content Migration : Agendas & Minutes - Per 100
Meetings (Approx. 1 year)
One-time
1.00 CivicEngage Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount Renewable
V. PD 06.01.2015-0048
Page 1 of 3
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 Expedited Timeline Expedited Timeline "18" Weeks One-time
1.00 CivicEngage Year 1 Annual Fee
Discount
Year 1 Annual Fee Discount Renewable
List Price - Year 1 Total USD 39,170.85
Total Investment - Initial Term USD 25,123.11
Annual Recurring Services - Year 2 USD 8,807.40
Initial Term & Renewal Date Beginning at signing and ending 12/31/2024.
Renewal Date: January 1 of each calendar year.
Initial Term Invoice Schedule 100% of the Total Investment invoiced on 1/1/2024
Renewal Procedure Automatic 1 year renewal term, unless 60
days notice provided prior to renewal date
Renewal Invoice Schedule Annually on Renewal Date
Annual Uplift 5% starting in Year 2
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement
and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal-
stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the
Binding Terms throughout the term of this SOW.
V. PD 06.01.2015-0048
Page 2 of 3
Acceptance
The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have
caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date:
Authorized Client Signature
CivicPlus
By:
___________________________________
By:
___________________________________
Name:
___________________________________
Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required)
___________________________________
V. PD 06.01.2015-0048
Page 3 of 3