The URL can be used to link to this page

Home My WebLink AboutR-2023-157 CivicEngage Website RedesignRESOLUTTON NO. 2023-15-l A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE USE OF A SOLE SOURCE VENDOR, CIVICPLUS LLC, FOR PURCHASING CIVICENGAGE EVOLVE MUNICIPAL WEBSITE, IMPLEMENTATION, AND TRAINING SERVICES UNDER A THREE YEAR AGREEMENT; AND TO EXCEED THE CITY'S ANNUAL VENDOR PURCHASING THRESHOLD AMOTJNT OF FIFTY THOUSAND ($s0,000.00); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE, WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection O, authorizes the City Manager to purchase supplies, services, equipment, and materials for the City government in amounts in excess of the established monetary threshold without competitive bidding and without advertising for bids if she is authorized to do so in advance by a resolution adopted by the City Commission; and WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10, "Monetary thresholds for certain purchases and payment disbursement authorizations," Subsection (a), sets the monetary threshold at Fifty Thousand Dollars ($50,000.00) for a vendor each fiscal year; and WHEREAS, the City's website is cunently hosted and managed on the CivicPlus platform and the City's relationship with CivicPlus also includes the CivicClerk agenda creator, CivicOptimize engine, Monsido accessibility optimization tool, and Municode online Code of Ordinancest and WHEREAS, the Marketing and Communications and Information Technology Divisions have determined that the website needs modernization, including an enhanced, user-friendly interface and the removal of legacy data; and WHEREAS, CivicPlus is the Sole Source provider of the aforementioned software and website products and has provided a comprehensive proposal for the CivicEngage Evolve platform, for modemization of the website along with additional tools to enhance visitor experience and accessibility to important City information and processes; and WHEREAS, the cost for the initial one (l ) year term, including irnplementation services is Forty-Nine Thousand Six Hundred Fifty-Six Dollars and Fifty-Two Cents ($49,656.52), and the recurring cost for year two (2) is Forty-Two Thousand Five Hundred Fifty-Three Dollars and Thirty-Five Cents ($42,553.35) plus a five (5) percent annual uplift; and WHER-EAS, the City Administration recommends that the City Commission waive formal bidding and authorize the sole source purchase ofthe CivicEngage Evolve platform from CivicPlus and to exceed the City's annual vendor purchasing threshold amount of Fifty Thousand Dollars ($50,000.00), under a tlree year agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the above "Whereas" clauses are true and correct, and they are made a part ofand incorporated into this Resolution by this reference. Section 2. That all Resolutions or parts of resolutions in conllict with this Resolution are repealed to the extent of such conflict. Section 3. That the City Administration is authorized waive formal bidding and to purchase the CivicEngage Evolve platform fiom CivicPlus, a sole source vendor, in accordance with the pricing provided in the CivicPlus proposal, which proposal is attached as "Exhibit A," and made a part ofand incorporated into this Resolution by this reference. Section 4. That the City Manager and City Attomey are authorized negotiate final terms and execute an agreement with CivicPlus. Section 4. That funding for the purchase is appropriated and available in the Information Technology Fund Software Accormt No. 507 -17 -04-517 -52-30. Section 5. That the City is authorized to exceed the City's annual vendor purchasing threshold amount of Fifty Thousand Dollars ($50,000.00) for the purchase of all services from Civic Plus for fis calyear 2023-24, and future fiscal years that an agreement for services is in effect. Section 6. That this Resolution shall become effective within ten (10) days of its passage and adoption. PASSED AI\{D ADOPTED on Det<rnwr l'L,zozt. tutotionuyCO]nflJdIl/-9,seconauy@ FINAL VOTE ON ADOPTION: Commissioner Joyce L. Davis Commissioner Tamara James Commissioner Marco Salvino Vice Mayor Lori Lewellen Mavor Archibald J. Rvan IV =85rlzsE u€s rr[s---r--- RESOLUTION #20N. ]51 CITYCLERK APPROVED AS TO FORM AND CORRECTNESS: REsoLUrroN #2023-15-1 ct GivicPlus 302 South 4th St. Suite 500 l\ranhattan, KS 66502 US Client: Dania Beach FL - CivicEngage Quote #: Date: Expires On: Statement of Work Q-56085-1 1012612023 2:01 PM 12t31t2023 Bill To: Dania Beach FL - CivicEngage SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Trevor Jueneman 7857131563 trevor. jueneman@civicplus.com Net 30 QTY PRODUCT NAME DESCRIPTION PRODUCT TYPE TOTAL 1 .00 4yr Redesign Ultimate Annual CivicEngage Evolve Upgrade 4yr Redesign Ultimate Annual CivicEngage Evolve Upgrade Renewable usD 3,364.00 1.00 CivicEngage Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable usD -1 ,682.00 1.00 Ultimate lmDlemenlation - CivicEngage Evolve Ultimate lmplementation - CivicEngage Evolve One-time usD 13,878.02 1.00 CivicEngage Evolve Upgrade, Custom Annual Fee CivicEngage Evolve Upgrade, Custom Annual Fee Renewable usD 27,000.00 1 .00 CivicEngage Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable usD -1s,000.00 1 .00 Design Center Pro Bundle - CivicEngage Evolve Includes Annual Subscription, lmplementation, and '1 Block of Training (Up to 2 individuals - 4 Hours) USD O.OO 1 .00 Design Center Pro Annual - CivicEngage Evolve Design Center Pro Annual - CivicEngage Evolve Renewable usD 3,495.00 1 .00 CivicEngage Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable usD -1,747.50 1 .00 Design Center Pro lmplementation - CivicEngage Evolve Design Center Pro lmplementation - CivicEngage Evolve One-time usD 375.00 1 .00 Design Center Pro Training (3h, virtual) - Web Central Uo to 3 hours virtual instruction with live instructor. (Pricing per two seats) One{ime usD 625.00 v. PD 06.01.2015{048 Page 1 of 4 QTY PRODUCT NAME DESCRIPTION PRODUCT ryPE TOTAL 1 .00 CivicPlus Chalbot Subscriotion Powered by Al technology, the Frase Answer Engine for Local Government uses website content to answer citizen questions. This solution includes dashboard analytics and language translation. Renewable usD 5,355.00 1 .00 CivicEngage Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable usD -2,677.50 1.00 Ultimate Department Header Package - CivicEngage Page specific Site lD, Navigation. Banner, Graphic Links, Colors, Design Styles; follows main site layout. USD O.OO 1 .00 Ultimate Deoartment Header Annual Fee - CivicEngage Ultimate Deoarlment Header Annual Fee: 'Deoartment Name' Renewable usD 1 ,313.00 1.00 CivicEngage Year 1 Annual Fee Discount Year 1 Annual Fee Discount Renewable usD -656.50 1 .00 Ultimate DeDartment Header lmplementation - CivicEngage Ultimate Department Header lmDlementation One-time usD 3,045.00 8.00 Virtual Content Consulting - CivicEngage Virtual Content Consulting Up to 4 Hours - CivicEngage One-time usD 3,000.00 6.00 New Customer System Training (3h, virtual) - Web Central CivicEngage System Training - Virtual, Up to 3 Hours, up to 12 Attendees One-time usD 2,250.00 386.00 Content Development - 1 Page - CivicEngage Content Development - 1 Page CivicEngage One-time usD 7,720.00 LisfPriee-\ffi usD€ffis.ffis Total Investment - lnitial Term usD 49,656.52 Annual Recurring Services - Year 2 usD 42.553.35 Initial Term & Renewal Date 12 Months Initaal Term Invoice Schedule 100% lnvoiced upon Signature Date 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 httos://www.civicolus.help/hc/en-us/p/legal- v. PD 06.01.2015-0048 Page 2 of 4 year renewal term, unless notice orovided orior to renewal dale stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the lerm of this SOW. Jurisdiction is Florida law. Venue shall be Broward County for litigation. v. PD 06,01.2015-0048 Page 3 of 4 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: For CivicPlus Billing Information, please visit https://www.civicolus.com/verify/ Authorized Client Signature By: Name: Title: Date: Organization Legal Name: Billing Contact: Billing Phone Number: Billing Email: Billing Address: Mailing Address: (lf different from above) PO Number: (lnfo needed on Invoice (PO or Job#) if required) CivicPlus By: Name: Title: Date: Tifle: v. PD 06.01.2015-0048 Page 4 of 4