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Home My Public Portal AboutCivic Plus- Civic ClerkMediaCivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 US Quote #:Q-08598-1 Date:4/9/2020 10:49 AM Expires On:7/8/2020 Product:CivicClerk Ship To Elizabeth Roy Crestview FL - CivicClerk Bill To Crestview FL - CivicClerk SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Mathew Marler x7853234766 marler@civicplus.com Net 30 Exhibit A.1 - Statement of Work QTY PRODUCT NAME DESCRIPTION PRODUCT TYPE 1.00 CivicClerk March 2020 Promotion CP Media Premium Package March 2020 CivicClerk Promotion 1.00 CP Media Annual - Premium CP Media Annual - Premium (Unlimited Storage)Renewable 1.00 CivicPlus Platform Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable 1.00 CP Media Implementation CP Media Implementation One-time Total Days of Quote:365 Total Investment – Year 1 USD 3,780.00 Annual Services – Year 2 USD 6,300.00 V. PD 06.01.2015-0048 Page 1 of 2 City Clerk for City Manager Tim Bolduc 1. Performance and payment under this SOW shall be subject to the terms & conditions of the Agreement by and between Client and CivicPlus, to which this Statement of Work (SOW) is hereby attached. 2. This SOW shall remain in effect for a period of one year (12 months) from signing, unless terminated, by either party in writing to the other party, within 90 days from signing. In the event that neither party gives 60 days’ notice to terminate prior to the end of the initial or any subsequent renewal term, this Agreement will automatically renew for an additional 1-year Renewal Term. 3. Unless Client terminates this SOW and the services within 90 days of signing this SOW, the First Year Fees will be invoiced ninety (90) days from signing, the Client will have thirty (30) days from receipt of the invoice to pay the invoice and continue the services. 4. Renewal Term Annual Services shall be invoiced on the date of signature of relevant calendar years. Annual services, including but not limited to hosting, support and maintenance services, shall be subject to a 5% annual increase beginning in Year 3 of service. 5. The CivicClerk services being provided herein are offered under a limited promotion. In the event Client would like to upgrade the services or add ADFS, additional training or consulting at any time, Client may purchase such additional services at a later date. In the event Client chooses such optional add-ons at the time of signing this SOW, implementation timelines will be extended by CivicPus in order to accommodate such add-ons. 6. If Client is purchasing CP Media, expedited timelines communicated to Client by CivicPlus require the Client to have selected third party video hardware or software in place and tested prior to the scheduled training. 7. CivicPlus will use commercially reasonable efforts to perform the Services in a manner consistent with applicable industry standards including, maintaining Services availability 24 hours a day, 7 days a week and responding to Client’s requests for support during the hours of 7:00 AM to 7:00PM CT, Monday through Friday and any critical support requests 24 hours per day, 7 days a week. 8. Client shall have sole control and responsibility over the determination of which data and information shall be included in the content that is to be transmitted to CivicPlus. Client shall not provide to CivicPlus or allow to be provided to CivicPlus any content that (a) infringes or violates any 3rd party’s Intellectual Property rights, rights of publicity or rights of privacy, (b) contains any defamatory material, or (c) violates any federal, state, local, or foreign laws, regulations, or statutes. 9. The service(s) are provided on an “as is” basis, and Client’s use of the service(s) is at its own risk. CivicPlus does not warrant that the service(s) will be uninterrupted or error-free or unaffected by force majeure events. 10. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the Client will be charged a $5.00 convenience fee. V. PD 06.01.2015-0048 Page 2 of 2 | 1 CivicClerk | CP Media Special Offerings Agenda Management Simplify your process with user-friendly interface and agenda creation tools. You’ll be able to create customized and consistent agenda formats for your meetings. With an agenda workflow process, featuring deadlines and approvals, there’s no second guessing what is missing from your agenda – saving your staff valuable time. Automated Workflow The workflow engine streamlines routing of agenda items, automates notifications, and gives full transparency to collaborators in the approval process. The system tracks changes and revisions, keeping them visible within the item fields and on the item timeline. In-app commenting and task assignments keeps agenda prep moving forward. Agenda Packet Creation CivicClerk compiles your items and all the legislation, memorandums, or supporting documentation into a bookmarked PDF packet quickly and easily, regardless of size. Create multiple packet versions instantly to include only specific items for internal and external users. Board Portal Access past, current, and future meeting content from any device with a standard browser including computers, tablets, and mobile phones. Make notes on current packets, as well as view comments and discussions from previous meetings. Your staff, officials, and citizens live in an instant access world, where a wealth of information and knowledge is expected to be available with a few clicks of a mouse. Isn’t it time your agendas and minutes and even your meetings were available this easily? To assist our clients remain transparent and can proceed with the important duties of local government, we are offering 90-day, risk-free access to our CivicClerk agenda and meeting management software and CP Media live and recorded video solution, at-cost, with free expedited implementation. Three offerings are available including: CivicClerk Standard (Up to five Boards) + CP Media – Implemented in two weeks CivicClerk Premium (up to five Boards) + CP Media – Implemented in two weeks CP Media Only – Implemented in one week If, after your initial period of use, you would like to cancel your access, you may do so at no cost. We will also delay invoicing during this time. As always, we remain committed to helping ensure that your citizens can access the local information they need from their leaders any time, anywhere. To support you and help ensure you can still connect with consitutents and keep them informed in this social distancing climate, we are offering all current, non-CivicClerk and/or CP Media clients, risk-free limited access to CivicClerk at-cost. An executive summary and information on the features and functionality of our offerings follows. www.civicplus.com Executive Summary | 2 Meeting Minutes Create minutes that reflect common actions and make live edits as the meeting progresses with drag-and-drop tools. Easily take attendance with the Roll Call feature and view comments, motions, and votes for individual items. Public Engagement Provide transparency by allowing viewing and downloading of agendas, minutes, and complete packets straight from the website. Citizens will also be able to submit an online form to comment on an agenda. They can search keywords and filter to find what they need, sign up to receive notifications of agendas or packets, and share or save documents. If Premium CivicClerk is purchased, you will also receive: Automatic Item Report Generation Communicate background, fiscal information, recommended actions, or other pertinent information via an Item Report. Staff members enter pertinent information about their item into CivicClerk and the system will generate consistent, clear Item Reports to be included in the agenda packet. If changes are made to the item during the workflow and approval process, the Item Report is updated automatically. Electronic Voting Minutes takers can record motions and votes instantly in Live Meeting Manager or initiate electronic voting when desired. Apply motions and votes to individual agenda items or multiple agenda items as a group. Display Pages Keep meeting participants informed and engaged by displaying the current item, speaker, or vote results automatically to the constituents attending the meeting. If CP Media is selected and identified on your included quote, you will receive: CP Media CP Media is available as stand-alone software or integrated with CivicClerk as a comprehensive meeting management solution. Increase your citizen engagement and participation by sharing high-definition live video feeds of your meetings directly. Stream live proceedings and seamlessly integrate all video content directly into your meeting agendas. Videos feature clear bookmarking and navigation so viewers can quickly find discussions of interest. Viewers can watch videos from any device with no software or application downloads necessary. Integrated closed captioning services are also available. Additional fees will apply. | 3 Standard Implementation Process Your CivicClerk implementation team will create a limited and expedited implementation including system set-up with your choice of predefined agenda templates, four preset user permissions, and other system standards to help alleviate your time commitment and prepare you to run meetings in as little as two weeks. Specific configuration can be purchased after the accelerated implementation as well as additional training if needed. CivicClerk agenda management system, including: Agenda Management – Up to five boards z Choice of predefined agenda templates or configuration to upload agendas Live Meeting Management z Record minutes including motions, votes, speakers, and discussion Board Portal z Set up access for elected and appointed officials Staff List Import z Set up access for staff members and administrators Citizen Portal and Accessibility Portal Training: Access to Virtual Admin Training Session (1-2 hours) Access to pre-recorded End User Training (1-2 hours) Premium Implementation Process Your CivicClerk implementation team will create a limited and expedited implementation including system set-up with your choice of predefined agenda templates and item report templates, four preset user permissions, and other system standards to help alleviate your time commitment and prepare you to run meetings in as little as two weeks. Specific configuration can be purchased after the accelerated implementation as well as additional training if needed. CivicClerk agenda management system, including: Agenda Management – Up to five boards z Choice of predefined agenda templates or configuration to upload agendas z Choice of predefined item report templates or configuration to upload item reports Live Meeting Management z Record minutes including motions, votes, speakers, and discussion z Electronic voting configuration z Display pages configuration Board Portal z Set up access for elected and appointed officials Staff List Import z Set up access for staff members and administrators Citizen Portal and Accessibility Portal Training: Access to Virtual Admin Training Session (1-2 hours) Access to pre-recorded End User Training (1-2 hours) | 4 CP Media Implementation Process Your CivicClerk implementation team will create a limited and expedited implementation including system access setup, training, and configuration and testing to help alleviate your time commitment and prepare you to live stream or provide video-on-demand content in as little as one week. CP Media livestreaming and video on demand, including: Live Stream Capability (An encoder MUST be in put in place by client before training) z Configuration and testing of live stream Video-on-Demand Capability z Configuration of video-on-demand service Agendas and Minutes Upload Capability Citizen Portal and Accessibility Portal Training: Access to Virtual or Pre-Recorded Training (1-2 hours) Technical Support Dedicated support personnel available 7 a.m. – 7 p.m. (CST) Monday – Friday (excluding holidays) Four-hour response during normal hours 24/7 emergency support Maintenance Full backups performed daily Regularly scheduled upgrades, including fixes and other enhancements, and OS system patches For the last two years, CivicPlus Technical Support has won multiple Stevie® Awards, which are the world’s top honors for customer service, contact center, business development, and sales professionals. 2020 – Silver for Front-Line Customer Service Team of the Year – Technology Industries & Bronze for Customer Service Training or Coaching Program of the Year – Technology Industries 2019 – Bronze award in the Front-Line Customer Service Team of the Year – Technology Industries Support | 5 Offerings Features & Functionality With All CivicClerk Implementations Fully Integrated, Cloud-Based Software Suite User-friendly, modern interface Unlimited users Unlimited storage Field-level versioning Secure Cloud-Based Hosting Automatic Upgrades CivicClerk Implementation Agenda Management Choice of pre-defined agenda templates Bulk and single item actions to easily copy, move, and initiate agenda items Flexible workflow and approvals engine with visual progress indicators Automated PDF file conversion Task assignment Full-text search functionality PREMIUM Implementation includes: Pre-defined agenda templates and staff report templates for up to five boards Elected/Appointed Officials Board Portal Secure, individual access to meeting materials Annotation and note-taking ability that you can use in pre-meeting preparation as well as in-meeting note- taking Full-text search functionality provides visibility into past meeting content including notes made within the individual’s private notes field Minutes summary view enables officials to see motions, votes, and any comment or discussion recorded in the meeting minutes for individual items Optimized for all devices, including desktops, laptops, tablets, and smartphones. No separate application required PREMIUM Implementation also includes: Live speaker name and countdown timer visible for each item Visual cues and one-touch access to the current discussion item Electronic voting from any device Chair view to allow the meeting chair to call speakers and advance agenda items | 6 CivicClerk Implementation Live Meeting Management Agenda content automatically pulls over into the Minutes module Single screen access to all meeting controls Record comments and discussion, roll call, motions and votes, speakers Bulk copy available to quickly apply motions and the associated votes to multiple agenda items PREMIUM Implementation also includes: Integrated board portal with electronic voting In-chamber display pages show a welcome screen, current item name, current speaker with countdown timer, motion made on the item, vote count recorded for the item Integrated video bookmarking (with optional CP Media live streaming and on-demand video service – additional fees apply) Multiple concurrent video streams (with optional CP Media live streaming and on-demand video service – additional fees apply) Integrated live and on-demand closed captioning services (if optional CP Media live streaming and on-demand video service is selected – additional fees apply) CP Media Only Implementation High-definition video for professional-quality presentations Immediate availability of recorded videos (from live stream) for on-demand viewing – no additional steps or manual uploads required Easy upload function for on-demand videos (not from live stream) Accommodate unlimited events and viewers Pause live streaming and post a custom message to viewers Concurrent multiple stream functionality to allow for streams of multiple meetings or events simultaneously Integrated live and on-demand closed captioning services available. Additional fees will apply. Acceptance We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this Agreement. CivicPlus By: ___________________________________ Name: ___________________________________ Title: ___________________________________ Client By: City of Crestview ___________________________________ Name: ___________________________________ Title: ___________________________________ Date: ___________________________________ Date: ___________________________________ V. PD 06.01.2015-0048 Page 1 of 4 for CM Tim Bolduc City Clerk April 21, 2020 Contact Information *all documents must be returned: Master Service Agreement, Statement of Work, and Contact Information Sheet. Organization City of Crestview URL ________________________________________________________________________________________________________________________ Street Address 198 N Wilson Street ____________________________________________________________________________________________________________________ Address 2 ________________________________________________________________________________________________________________________ City Crestview State Fl Postal Code 32536 ________________________________________________________________________________________________________________________ CivicPlus provides telephone support for all trained clients from 7am –7pm Central Time, Monday-Friday (excluding holidays). Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for ensuring CivicPlus has current updates. ________________________________________________________________________________________________________________________ Emergency Contact & Mobile Phone Elizabeth M Roy 850-612-6074 ________________________________________________________________________________________________________________________ Emergency Contact & Mobile Phone Cesar Damiani 850-612-7297 ________________________________________________________________________________________________________________________ Emergency Contact & Mobile Phone ________________________________________________________________________________________________________________________ Billing Contact Elizabeth Roy E-Mail cityclerk@cityofcrestview.org ________________________________________________________________________________________________________________________ Phone 850-682-1091 Ext. Fax 850-682-8077 ________________________________________________________________________________________________________________________ Billing Address 198 N Wilson Street ________________________________________________________________________________________________________________________ Address 2 ________________________________________________________________________________________________________________________ City State Postal Code ________________________________________________________________________________________________________________________ Tax ID #Sales Tax Exempt # ________________________________________________________________________________________________________________________ Billing Terms Account Rep ________________________________________________________________________________________________________________________ Info Required on Invoice (PO or Job #) ________________________________________________________________________________________________________________________ Contract Contact Email ________________________________________________________________________________________________________________________ Phone Ext.Fax ________________________________________________________________________________________________________________________ Project Contact Email ________________________________________________________________________________________________________________________ Phone Ext.Fax ________________________________________________________________________________________________________________________ V. PD 06.01.2015-0048 Page 2 of 4 Crestview FL 32536 855-801262551C-865-596000295 Elizabeth Roy will send PO number when available cityclerk@cityofcrestview.org 850-682-1091 or 850-612-6074 same OFFERING: The services offered to and selected by Client under this limited promotion are subject to the following requirements and limitations: 1. CP Media Premium with expedited timeline - 1 week (5 business days) Scope includes: • Access to live streaming/on demand video (25 GB storage limit) • Access to upload only Agendas and Minutes • Access to virtual & pre-recorded User Training sessions Client Requirements: • Video Hardware or Software in place / test prior to training •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000116034-Video-Streaming-Equipment •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000106193-Video-Streaming-Process article Additional training &/or consulting is available for purchase at a later date. 2. CP Media Base with expedited timeline - 1 week (5 business days) Scope includes: • Access to live streaming/on demand video (25 GB storage limit) • Access to upload only Agendas and Minutes • Access to virtual & pre-recorded User Training sessions Client Requirements: • Video Hardware or Software in place / test prior to training •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000116034-Video-Streaming-Equipment •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000106193-Video-Streaming-Process article Additional training &/or consulting is available for purchase at a later date. 3. CivicClerk Standard Implementation with expedited timeline – 2 weeks Scope includes: • Access to Upload Only Agendas –OR- Up to 5 boards using Pre Built Templates • Access to Virtual Admin Training Session (1-2 hours) • Access to pre-recorded End User Training (1-2 hours) Client Requirements: • Must use Sample Template (3 to pick from) if not uploading agendas • No item report generation • No Display pages • Video Hardware or Software in place / test prior to training •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000116034-Video-Streaming-Equipment •https://www.civicclerk.civicplus.help/hc/en-us/articles/360000106193-Video-Streaming-Process article Additional training &/or consulting is available for purchase at a later date. Optional Add-Ons like ADFS will lead to longer timelines – also can be purchased at a later date 4. CivicClerk Premium Implementation – 2 weeks Scope includes: • Access to Upload Only Agendas –OR- Up to 5 boards using Pre Built Templates • Includes E-Voting/Display pages • Item Report Generation – Pre-Built Templates • Access to Virtual Admin Training Session (1-2 hours) • Access to pre-recorded End User Training (1-2 hours) Client Requirements: • Must use Sample Template (3 to pick from) if not uploading agendas • Must use Item Generation template if not uploading their own V. PD 06.01.2015-0048 Page 3 of 4 " Video Hardware or Software in place / test prior to training " https://www.civicclerk.civicplus.help/hc/en-us/articles/360000116034-Video-Streaming-Equipment " https://www.civicclerk.civicplus.help/hc/en-us/articles/360000106193-Video-Streaming-Process article Additional training &/or consulting is available for purchase at a later date. Optional Add-Ons like ADFS will lead to longer timelines also can be purchased at a later date V. PD 06.01.2015-0048 Page 4 of 4