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HomeMy WebLinkAbout2013.12.17_City Council Agenda_AddendumECEWEQ PUBLIC NOTICE OF AN ADDENDUM TO DEC 1201 THE MEETING OF THE OWASSO CITY COUNCIL C;.y Clerk's Ofi.,ic,. The Owasso City Council will meet in regular session on Tuesday, December 17, 2013 at 6:30 PM at Old Central, 109 N. Birch, Owasso, Oklahoma. Notice of addendum filed in the office of the City Clerk and posted on the City Hall bulletin board at 5:00 PM on Monday, December 16, 2013. In ► J iuliul ann M. Stevens, Deputy City Clerk L/' ADDENDUM The following is submitted as an addendum to the Owasso City Council Agenda filed on Friday, December 13, 2013. Items numbered 1-15 shall remain the same. Items number 16 shall become item numbered 18, and new items numbered 16 and 17 are as follows: 16. Consideration and appropriate action relating to a request for an executive session for the purpose of discussing personnel matters relating to the City Attorney, such executive session provided for in O.S. 25, Section 307(8)(1) In an e-mail dated Friday, December 13, 2013 at 9:20pm, Councilor Ross requested an item be placed on the December 17, 2013 City Council agenda to discuss a personnel matter related to the City Attorney. 17. Consideration and appropriate action deemed necessary as a result of the discussion held in executive session regarding the City Attorney. Mr. Ross PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: December 17, 2013 TIME: 6:30 pm PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of Friday, December 13, 2013. Clerk and posted Stevens, Deputy Call to Order Mayor Doug Bonebrake AGENDA 2. Invocation Pastor Ted Johnson of Bible Church of Owasso 3. Flag Salute 4. Roll Call 5. Presentation of art work featuring the City of Owasso Citj, Ciem,s OffjC Hall at 6:00 pm on Artist, Laura Austin, will present the City of Owasso with an original painting. 6. Consideration and appropriate action relating to a request for City Council approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non-debatable. A. B. C. D. E. Approval of Minutes of the December 3, 2013 Regular Meeting and the December 10, 2013 Work Session Attachment #6A Approval of Claims Attachment #6B Receipt of the Monthly Budget Status Report Attachment #6C Adoption of Resolution No. 2013-23 calling an election for City Council representation for Wards 3 and 4 Attachment #6D Acceptance of infrastructure including sidewalk and approach with curb and gutter for Friendship Baptist Church located at 14100 E 86th St North Attachment #6E Owasso City Council December 17, 2013 Page 2 7. Consideration and appropriate action relating to items removed from the Consent Agenda 8. Consideration and appropriate action relating to the purchase of website content management software Teresa Willson Attachment #8 Staff recommends Council authorize a contract with Icon Enterprises, Inc, d/b/a Civic Plus, for services related to website design, hosting and content management systems in the amount of $44,694. 9. Consideration and appropriate action relating to the approval of a final plat for Maple Glen IV Bronce Stephenson Attachment #9 Staff recommends approval of the final plat for the Maple Glen IV residential development, consisting of approximately 24 acres, located approximately'/2 mile north of E 106th St North on Garnett Road. 10. Consideration and appropriate action relating to a contract for professional services to remodel the future City Hall building located at 76th & Main and authorization for Mayor to execute contract John Feary Attachment #10 Staff recommends approval of an agreement for professional architectural and engineering services with BKL Incorporated of Tulsa, Oklahoma in the amount of $140,000. 11. Consideration and appropriate action relating to the purchase of an ambulance chassis and the remount of an existing ambulance module Mark Stuckey Attachment #111 Staff recommends approval to purchase an ambulance chassis and the refurbishment and remount of an existing ambulance module from Excellance, Incorporated of Madison, Alabama in the amount of $179,054.74. 12. Report from City Manager 13. Report from City Attorney 14. Report from City Councilors 15. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 16. Adjournment OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, December 3, 2013 The Owasso City Council met in regular session on Tuesday, December 3, 2013 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 pm on Wednesday, November 27, 2013. 1. Call to Order Mayor Doug Bonebrake called the meeting to order at 7:00 pm. 2. Roll Cali Present: Mayor - Doug Bonebrake Vice-Mayor-Chris Kelley Councilor - Charlie Brown Councilor - Jeri Moberly Councilor- Patrick Ross A quorum was declared present. Staff Interim City Manager- Warren Lehr City Attorney - Julie Lombardi 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of Minutes of the November 19, 2013 Regular Meeting B. Approval of Claims Mr. Brown moved, seconded by Mr. Ross to approve the Consent Agenda with claims totaling $89,242.29. Also, included for review were the self-insurance claims and the payroll report for 11(16/13. YEA: Brown, Moberly, Ross, Kelley, Bonebrake NAY: None Motion carried: 5-0 4. Consideration and appropriate action relating to items removed from the Consent Agenda No action required 5. PUBLIC HEARING related to the City of Owasso Multi-Jurisdictional Multi-Hazard Mitigation Plan Larry White presented the item. Mayor Bonebrake opened the public hearing at 7:02pm. No public comments were received. Mayor Bonebrake closed the public hearing at 7:03pm. Owasso City Council December 3. 2013 Page 2 6. Consideration and appropriate action adopting Resolution No.2013-22, approving action taken by the Owasso Public Works Authority (the "Authority") authorizing issuance, sale and delivery of its Series 2013 Clean Water SRF Promissory Note to Oklahoma Water Resources Board; ratifying and confirming a lease whereby the City leased to the Authority its water, sanitary sewer, and garbage and trash collection systems and the Bailey Ranch Golf Club; ratifying and confirming a subordinate lien sales tax agreement; and containing other provisions related thereto Linda Jones presented the item recommending adoption of Resolution No. 2013-22. After discussion, Mr. Ross moved, seconded by Dr. Kelley to adopt Resolution No. 2013-22. YEA: Brown, Moberly, Ross, Kelley, Bonebrake NAY: None Motion carried: 5-0 7. Report from City Manager Rogers Stevens presented the Public Works Project Status Report. Warren Lehr stated Public Work weather event. Roger Stevens intersections and inclines and during the event, as needed. 8. Report from City Attorney No report 9. Report from City Councilors s crews are prepared and ready for the anticipated winter added that crews will begin pre-treating heavily traveled Public Works employee work schedules will be staggered Mayor Bonebrake commented on Black Friday shopping, additional Police presence, and the Holly Trolley. Mayor Bonebrake asked Council to review and rank the City Manager candidates per Gary Holland of Strategic Government Resources (SGR). Additionally, all communication with the candidates is to be directed via SGR. Councilor Brown stated he will draft a financial disclosure form and resolution for key city employees and forward to Julie Lombardi for Council discussion at the December 10, 2013 work session. 10. New Business None Owasso City Council December 3, 2013 Page 3 11. Adjournment Mr. Brown moved, seconded by Ms. Moberly to adjourn the meeting. YEA: Brown, Moberly, Ross, Kelley, Bonebrake NAY: None Motion carried and the meeting adjourned at 7:30 pm. Doug Bonebrake, Mayor Lisa Wilson, Minute Clerk OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, December 10, 2013 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, December 10, 2013 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 pm on Friday, December 6, 2013. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:04 pm. PRESENT ABSENT Doug Bonebrake, Mayor/Chairman None Chris Kelley Vice Mayor/Vice Chairman Charlie Brown Councilor/Trustee Jeri Moberly, Councilor/Trustee Patrick Ross, Councilor/Trustee A quorum was declared present ITEM 2: DISCUSSION RELATING TO ADMINISTRATION ITEMS A. Website Content Management Teresa Willson presented item A and discussion was held. Ms. Willson commented that staff was finalizing the evaluation of vendor services and anticipates placing the item on the December 17, 2013 agenda for Council consideration and appropriate action. ITEM 3: DISCUSSION RELATING TO OPERATIONAL ITEMS A. Maple Glen IV B. Recycle Center Master Plan C. FY 2015 Community Development Block Grant Bronce Stephenson presented item A and discussion was held. It was further explained that staff anticipates placing the Maple Glen IV Final Plat on the December 17, 2013 agenda for Council consideration and appropriate action. Roger Stevens presented item B and discussion was held. Mr. Stevens commented that a public hearing to solicit citizen input is anticipated for the January 21, 2014 Council meeting. The Council recessed the meeting at 7:13 pm and returned at 7:18 pm. Bronce Stephenson presented item C and discussion was held. Mr. Stephenson commented that a community meeting would take place in January in order to receive citizen input and suggestions for the 2015 Community Development Block Grant funds. Information related to the public meeting will be disseminated using the city's social media sites and local news media. December 10, 2013 Page 2 ITEM 4: DISCUSSION RELATING TO CITY MANAGER ITEMS A. City Manager Report • RFQs for Former Bank Building Remodel • Sales Tax Report • City Manager Report Warren Lehr stated that requests for qualifications were received for the design of the future City Hall building and that staff has completed an evaluation of each submittal. Mr. Lehr further advised that staff completed fee negotiations with BKL Incorporated of Tulsa, Oklahoma and anticipates placing an item on the December 17, 2013 Council agenda for consideration and action to approve an agreement for professional architectural and engineering services for the renovation work. Discussion was held. Sherry Bishop provided the monthly sales tax report and discussion was held. Warren Lehr reminded the Council of the parade on Saturday, December 14 at 9:00am. He also advised of the following: a resolution calling an election will be placed on the December 17 agenda; staff continues to discuss with SKO railroad representatives concerns with blocking the railroad track across E 76 Street North and possible solutions; the OEDA at their December 12 meeting will discuss a federal tax exempt financing program for economic development; staff received the results of a traffic study conducted for the HWY 20 signalization project and is reviewing the findings. ITEM 5: DISCUSSION RELATING TO FINANCIAL DISCLOSURE POLICY Councilor Brown presented this item. Discussion was held regarding a draft financial disclosure statement and possible resolution language as provided by Councilor Brown. Councilor Brown requested Julie Lombardi draft a resolution in a format that could be used by the city. Following additional discussion, Councilor Brown stated that he will revise the draft form based on the discussion held and will bring it back before the Council for additional consideration. ITEM 6: REPORT FROM CITY COUNCILORS Mayor Bonebrake expressed appreciation to city staff for their snow and ice removal efforts during and after the weekend winter weather event. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PROSPECTIVE CANDIDATES FOR EMPLOYMENT FOR THE POSITION OF CITY MANAGER; SUCH REQUEST PURSUANT TO TITLE 25 O.S. § 307(B)(t) Councilor Kelley moved, second by Councilor Moberly to enter into executive session. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 5-0. The Council with Gary Holland and Julie Lombardi entered into executive session at 8:29 pm. At 8:35 pm the Council returned to the Council Chambers and resumed in open meeting. December 10, 2013 Page 3 ITEM 8: ADJOURNMENT Councilor Moberly moved for adjournment, seconded by Councilor Brown. YEA: Brown, Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 5-0 Meeting adjourned at 9:36 p.m. Doug Bonebrake, Mayor/Chairman Juliann Stevens, Minute Clerk Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount GENERAL TREASURER PETTY CASH OC REFUND/THETFORD 250.00 TREASURER PETTY CASH CC REFUNDICHURCH 100.00 TREASURER PETTY CASH CC REFUND/FRUGA 100.00 TREASURER PETTY CASH CC REFUND/DUGAN 50.00 TREASURER PETTY CASH CC REFUND/WILLIAMS 50.00 TREASURER PETTY CASH OC REFUND/AKERS 100.00 TREASURER PETTY CASH CC REFUNDM/ARR 50.00 TREASURER PETTY CASH CC REFUND/BRAXTON 50.00 TREASURER PETTY CASH OC REFUNDNVOHLGEMUTH 100.00 TREASURER PETTY CASH CC REFUND/DIAZ 100.00 TREASURER PETTY CASH CC REFUNDICRUSE 50.00 TREASURER PETTY CASH OC REFUND/LEONARD 100.00 TREASURER PETTY CASH CC REFUND/HACKL 50.00 TREASURER PETTY CASH CC REFUNDISMITH 50.00 AEP/PSO STREET LIGHTS 15.06 TOTAL GENERAL 1,215.06 MUNICIPAL COURT CHARLES N. ROMANS BAILIFF SERVICES 210.00 TOTAL MUNICIPAL COURT 210.00 MANAGERIAL JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 6.73 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 26.98 JPMORGAN CHASE BANK BIG LOTS-PARADE CANDY 16.00 JPMORGAN CHASE BANK PIKEPASS-FEES 8.20 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 316 TREASURER PETTY CASH EMBROIDERY 45.00 TREASURER PETTY CASH PASTOR MEETING EXPENSE 11.20 TREASURER PETTY CASH PARKING REIMB/LEHR 8.00 JPMORGAN CHASE BANK OKLA BAR-ASSOCATION DUES 275.00 JPMORGAN CHASE BANK SAMS-SUPPLIES 67.96 CITY GARAGE LABOR/OVERHEAD - NOV, 201 58.33 STRATEGIC GOVERNMENT RESOURCES, INC CITY MANAGER SEARCH 6,001.66 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 30.24 A STITCH OF ART LLC EMPLOYEE APPRECIATION 150.00 TOTAL MANAGERIAL 6,708.56 FINANCE FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 23.62 JPMORGAN CHASE BANK OFFICE DEPOT-CREDIT -28.92 CITY GARAGE LABOR/OVERHEAD - NOV, 201 33.33 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 48.91 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 21.24 TOTAL FINANCE 98.18 Page 1 Claims List 12/1712013 Budget Unit Title Vendor Name Payable Description PaymentAmount HUMAN RESOURCES JPMORGAN CHASE BANK TULSA WORLD-ADVERTISING 1,525.60 JPMORGAN CHASE BANK CHARACTER-INITIATIVE 675.00 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 26.99 JPMORGAN CHASE BANK CHARACTER FRST-INITIATIVE 557.20 JPMORGAN CHASE BANK REASORS-EMP RECOGNITION 129.95 JPMORGAN CHASE BANK CHARACTER FIRST-GUIDES 159.63 TREASURER PETTY CASH CHAMBER LUNCHIDEMPSTER 10.00 JPMORGAN CHASE BANK ADMIRAL EXP-SUPPLIES 22.68 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 11.64 JPMORGAN CHASE BANK OFFICE DEPOT-CREDIT -6.06 JPMORGAN CHASE BANK OFFICE DEPOT-RETURN -9.09 A N Z SIGNS & SHIRTS, INC CHARACTER MINI BANNERS 280.00 COMMUNITYCARE EAP EMPLOYEE ASSISTANCE PROGR 227.00 BAILEY EDUCATION FOUNDATION CHARACTER INITIATIVE 110.00 STRATEGIC GOVERNMENT RESOURCES, INC SGR MEMBERSHIP 175.00 AMERICANCHECKED, INC ATTN: BILLING BACKGROUND CHECKS- PRE-EM 253.30 URGENT CARE OF GREEN COUNTRY, P.L.L PRE-EMPLOYMENT DRUG SCREE 125.00 URGENT CARE OF GREEN COUNTRY, P.L.L RANDOM DRUG SCREENING 375.00 TOTAL HUMAN RESOURCES 4,648.84 GENERAL GOVERNMENT MCAFEE & TAFT LEGAL- DENTON 504.36 THOMAS A. CIPOLLA, P.C. ARBITRATION 1,587.50 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, GRAND JURY OCTOBER 13,784.50 CINTAS CORPORATION CARPET/MAT CLEANING 53.29 TULSA COFFEE SERVICE INC COFFEE SUPPLIES 24.95 COMMUNITY PUBLISHERS INC PUBLICATIONS 98.00 TULSA COUNTY CLERK FILING FEES 119.00 RICOH USA, INC. COPIER SERVICE & SUPPLIES 199.49 JPMORGAN CHASE BANK MAILFINANCE-LEASE 1,140.00 TREASURER PETTY CASH RETURN POSTAGE PAYMENT 200.00 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 27.49 JPMORGAN CHASE BANK SAMS-LIGHTS 39.96 MCAFEE & TAFT LEGAL-ARBITRATION 6,549.66 XEROX CORPORATION COPIER MAINT SEPT 266.19 XEROX CORPORATION COPIER MAINT OCT 179.90 XEROX CORPORATION COPIER MAINT NOV 260.01 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 27.49 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 27.49 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 749.71 JPMORGAN CHASE BANK AMERICAN WASTE-REFUSE 139.64 JPMORGAN CHASE BANK SAMS-VET PARADE CANDY 32.44 AT&T CONSOLIDATED PHONE BILL 674.92 TOTAL GENERAL GOVERNMENT 26,686.21 Page 2 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount COMMUNITY DEVELOPMENT VERIZON WIRELESS WIRELESS CONNECTION 88.95 CITY GARAGE LABOR/OVERHEAD - NOV, 201 166.66 JPMORGAN CHASE BANK WALMART-ENVELOPE 3.22 JPMORGAN CHASE BANK SAMS-FOLDING CHAIRS 79.92 JPMORGAN CHASE BANK FURNITURE WHLS-CONF TABLE 249.99 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 159.42 JPMORGAN CHASE BANK APA-ANNUAL DUES 415.00 TOTAL COMMUNITY DEVELOPMENT 1,163.16 ENGINEERING UNIFIRST HOLDINGS LP UNIFORM RENTAL 20.56 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 206.72 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 46.50 JPMORGAN CHASE BANK ATWOODS-BOOTS/EATON 109.99 UNIFIRST HOLDINGS LP UNIFORM RENTAL 20.56 CITY GARAGE LABOR/OVERHEAD - NOV, 201 208.33 CITY GARAGE VEHICLE PARTS - NOV, 2013 208.65 VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 20.74 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 2.76 TOTAL ENGINEERING 874.46 INFORMATION TECHNOLOGY JPMORGAN CHASE BANK GODADDY-DOMAIN RENEWAL 139.98 VERIZON WIRELESS WIRELESS CONNECTION 139.32 CITY GARAGE LABOR/OVERHEAD - NOV. 201 58.33 JPMORGAN CHASE BANK DELL-NETWORK FIBER TRANS 275.00 JPMORGAN CHASE BANK PAYPAL-REPLACEMENT PHONES 109.00 ATLAS COMPUTERS, INC. WIRELESS UPGRADE-FIRE 9,436.00 JPMORGAN CHASE BANK FEDEXSHIPPING 8.81 TOTAL INFORMATION TECHNOLOGY 10,166.44 SUPPORT SERVICES JPMORGAN CHASE BANK LOT A-PARKING FEE INCOG 5.00 JPMORGAN CHASE BANK LOWES-PLUMBING PARTS 15.01 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 49.46 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 185.44 JPMORGAN CHASE BANK SAMS-RETURN -11.38 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 20.21 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 20.06 JPMORGAN CHASE BANK LOWES-CEILING TILES 16120 CITY GARAGE LABORIOVERHEAD - NOV, 201 291.66 CITY GARAGE VEHICLE PARTS - NOV, 2013 190.96 OKLAHOMA DEPT OF CORRECTIONS TULSA DOC WORKER PROGRAM - NOV 870.00 JPMORGAN CHASE BANK SAMS-SUPPLIES 9.98 JPMORGAN CHASE BANK SAMS-SUPPLIES 259.56 Page 3 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount SUPPORT SERVICES... VERIZON WIRELESS WIRELESS CONNECTION 29.65 AT&T CONSOLIDATED PHONE BILL 77.06 JPMORGAN CHASE BANK OWASSO FENCE-TIE WIRE 5.90 JPMORGAN CHASE BANK LOCKE-BULBS/BALLASTS 189.92 JPMORGAN CHASE BANK SCHINDLER-MAINT CONTRACT 894.72 JPMORGAN CHASE BANK LOWES-PARTS 36.91 JPMORGAN CHASE BANK INTERSTATE-BATTERY 2.34 TOTAL SUPPORT SERVICES 3,305.66 CEMETERY VERDIGRIS VALLEY ELECTRIC COOP CEMETERY ELECTRIC 32.81 JPMORGAN CHASE BANK GRAINGER-CEMETERY SLINGS 162.36 TOTAL CEMETERY 195.17 POLICE SERVICES JPMORGAN CHASE BANK DICKS-FITNESS EQUIPMENT 267.35 JPMORGAN CHASE BANK OFFICE DEPOT-CHAIR 94.99 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV. 2 7,928.48 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 34.73 JPMORGAN CHASE BANK DICKS-TAX CREDIT -16.70 LAW ENFORCEMENT PSYCHOLOGICAL SERV WEEMS PSYCH EVAL 80.00 LAW ENFORCEMENT PSYCHOLOGICAL SERV THOMPSON PSYCH EVAL 80.00 COUNCIL ON LAW ENFORCEMENT EDUCATIO WOODRUFF POLY LICENSE 100.00 JPMORGAN CHASE BANK TRACOM-ASSESSMENTS 101.42 JPMORGAN CHASE BANK TRACOM-ASSESSMENTS 56.42 JPMORGAN CHASE BANK TRACOM-ASSESSMENTS 101.38 JPMORGAN CHASE BANK INTERSTATE-SUPPLIES 219.60 JPMORGAN CHASE BANK WALMART-EXTINGUISHERS 96.86 JPMORGAN CHASE BANK ADMIRAL EXP-SUPPLIES 79.73 JPMORGAN CHASE BANK AT YOUR SERV-RESTROOM 80.32 TREASURER PETTY CASH FUEL 45.00 TREASURER PETTY CASH DRY CLEANING/CHAMBLESS 11.54 JPMORGAN CHASE BANK WALMART-SUPPLIES 8.97 JPMORGAN CHASE BANK DRY CLEANING-CLEANING 20.02 JPMORGAN CHASE BANK SAMS-SUPPLIES 33.56 JPMORGAN CHASE BANK WALMART-SUPPLIES 26.36 JPMORGAN CHASE BANK WALMART-DE-ICER 27.58 JPMORGAN CHASE BANK SAMS-PD SUPPLIES 71.44 JPMORGAN CHASE BANK OK POLICE SUPPLY-UNIFORM 121.70 CITY GARAGE LABOR/OVERHEAD - NOV, 201 5,166.66 CITY GARAGE VEHICLE PARTS - NOV, 2013 1,212.76 JPMORGAN CHASE BANK AMAZON-SSD HARD DRIVE 149.99 JPMORGAN CHASE BANK DASH-PROTECTIVE GLOVES 243.60 JPMORGAN CHASE BANK GALLS-UNIFORM ITEMS/PALES 224.99 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 82.47 JPMORGAN CHASE BANK OK ASSOC OF COP-POSTTEST 495.00 Page 4 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount POLICE SERVICES... JPMORGAN CHASE BANK OFFICE DEPOT-TONERS 192.98 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 102.17 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 102.17 JPMORGAN CHASE BANK INTERSTATE-BATTERIES 60.50 JPMORGAN CHASE BANK SPECIAL OPS-UNIFORM ITEMS 31.99 JPMORGAN CHASE BANK QUALITY TIRE-SUPPLIES 383.32 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 10.24 JPMORGAN CHASE BANK GRAINGER-SUPPLIES 17.14 JPMORGAN CHASE BANK DRY CLEANING ST-CLEANING 12.34 JPMORGAN CHASE BANK TRAVEL EXPENSE 2935 JPMORGAN CHASE BANK SPEC FORENSICS-SUPPLIES 44.03 JPMORGAN CHASE BANK OWASSO FITNESS-GYM FEES 225.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 280.89 AT&T CONSOLIDATED PHONE BILL 476.13 JPMORGAN CHASE BANK MTM-PROMOTION BADGES 345.47 VERIZON WIRELESS WIRELESS CONNECTION 300.35 JPMORGAN CHASE BANK MTM-PROMOTION BADGES 209.76 TOTAL POLICE SERVICES 20,074.45 POLICE COMMUNICATIONS JPMORGAN CHASE BANK DASH-PROTECTIVE GLOVES 121.80 JPMORGAN CHASE BANK SAV ON-BUSINESS CARDS 60.00 JPMORGAN CHASE BANK KANTOLA-DISPATCH TRAINING 347.00 JPMORGAN CHASE BANK SAMS-PRISONER BOARD 54.88 JPMORGAN CHASE BANK WALMART-DISPATCH AWARD 50.00 JPMORGAN CHASE BANK WALMART-PRISONER BOARD 190.64 RGR SECURITY SOLUTIONS, LLC DVR REPAIR 390.00 URGENT CARE OF GREEN COUNTRY, P.L.L HEPA & B VACCINES 135.00 DEPARTMENT OF PUBLIC SAFETY DEC OLETS USER FEE 450.00 JPMORGAN CHASE BANK AMAZON-HARD DRIVES 539.97 RGR SECURITY SOLUTIONS, LLC DVR SYSTEM UPGRADE 3,095.00 TOTAL POLICE COMMUNICATIONS 5,434.29 ANIMAL CONTROL BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 42.78 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 93.62 JPMORGAN CHASE BANK WALMART-SUPPLIES 61.66 ANNE K. KARN NEUTER & SPAY SERVICES 365.00 JPMORGAN CHASE BANK PLATINUM PROT-AC DOOR REP 65.00 JPMORGAN CHASE BANK PLATINUM PROT-SERVICE 115.00 CITY GARAGE LABOR/OVERHEAD - NOV, 201 166.66 JPMORGAN CHASE BANK CHIEF SUPPLY-UNIFORM ITEM 79.94 JPMORGAN CHASE BANK COMPANIONS-CREMATIONS 430.00 JPMORGAN CHASE BANK BYOD-GROOMING 35.00 VERIZON WIRELESS WIRELESS CONNECTION 80.04 AT&T CONSOLIDATED PHONE BILL 79.21 Page 5 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount TOTAL ANIMAL CONTROL 1,613.91 FIRE SERVICES AT&T CONSOLIDATED PHONE BILL 416.31 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 1,053.09 JPMORGAN CHASE BANK DAVIS & STANTON-UNIFORMS 513.50 VERIZON WIRELESS WIRELESS CONNECTION 198.64 JPMORGAN CHASE BANK OREILLY-SUPPLIES 31.45 JPMORGAN CHASE BANK LOWES-SUPPLIES 51.47 JPMORGAN CHASE BANK WALMART-STATION SUPPLIES 19.94 JPMORGAN CHASE BANK SAMS-STATION SUPPLIES 558.02 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 28.79 JPMORGAN CHASE BANK ROGUE FIT-FITNESS EQUIP 467.08 JPMORGAN CHASE BANK P & K EQUIPMENT-SUPPLIES 56.20 JPMORGAN CHASE BANK LOCKE-LIGHT BULBS/BALLAST 643.95 JPMORGAN CHASE BANK PIKEPASS-FEES 5.10 CITY GARAGE LABOR/OVERHEAD - NOV, 201 1,250.00 CITY GARAGE VEHICLE PARTS - NOV, 2013 1,635.52 JPMORGAN CHASE BANK P&K EQUIPMENT-SUPPLIES 120.56 JPMORGAN CHASE BANK P&K EQUIPMENT-SUPPLIES 8.44 JPMORGAN CHASE BANK LOWES-SUPPLIES 3.98 JPMORGAN CHASE BANK OK POLICE SUPPLY-PATCHES 30.00 JPMORGAN CHASE BANK OK POLICE SUPPLY-APPAREL 469.00 TREASURER PETTY CASH MEAL REIMB 50.06 TREASURER PETTY CASH BAGGAGE FEE REIMB/STUCKEY 25.00 JPMORGAN CHASE BANK SAMS-SUPPLIES 43.92 JPMORGAN CHASE BANK WALMART-SUPPLIES 27.45 JPMORGAN CHASE BANK P&K EQUIPMENT-SUPPLIES 8.00 OK STATE FIRE FIGHTERS ASSOC 2014 ANNUAL MEMBERSHIP 2,856.00 NORTH AMERICA FIRE EQUIPMENT CO. UNIFORM CLOTHING 3,820.80 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 2,810.77 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 298.60 JPMORGAN CHASE BANK LOCKE SUPPLY-SUPPLIES 6.99 JPMORGAN CHASE BANK AMSAN-STATION SUPPLIES 345.54 JPMORGAN CHASE BANK MAIL THIS-SHIPPING 69.62 TOTAL FIRE SERVICES 17,923.79 EMERGENCY PREPAREDNES FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 293.14 JPMORGAN CHASE BANK SAMS-SUPPLIES 9.98 VERIZON WIRELESS WIRELESS CONNECTION 29.65 AT&T CONSOLIDATED PHONE BILL 40.98 TOTAL EMERGENCY PREPAREDNESS 373.75 STREETS JPMORGAN CHASE BANK MAXWELL-SUPPLIES 77.69 Page 6 Claims List 12117/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount STREETS... JPMORGAN CHASE BANK ALL WHEEL DRIVE-PLOW REPR 297.50 JPMORGAN CHASE BANK MILL CREEK-FORM SUPPLIES 26.40 JPMORGAN CHASE BANK MILL CREEK-FORM SUPPLIES 39.40 VERIZON WIRELESS WIRELESS CONNECTION 80.02 JPMORGAN CHASE BANK OREILLY-WIPER BLADES 67.89 JPMORGAN CHASE BANK WALMART-KEYS 3.56 JPMORGAN CHASE BANK TULSA FREIGHTLINER-REPAIR 518.48 JPMORGAN CHASE BANK LOWES-SAND BAGS 16.68 JPMORGAN CHASE BANK TRANSCO-PPE 12.10 JPMORGAN CHASE BANK DIESEL POWER-PLOW LIGHTS 599.90 AMERICAN ELECTRIC POWER MAIN STREET LIGHTING 1,000.00 AMERICAN ELECTRIC POWER SILVER CREEK LIGHTING 513.00 JPMORGAN CHASE BANK OREILLY-WASHER FLUID 13.74 JPMORGAN CHASE BANK OREILLY-WIPER BLADES 52.82 JPMORGAN CHASE BANK OREILLY-VACCUM TUBE 12.47 JPMORGAN CHASE BANK YELLOWHOUSE-CUTTING EDGE 1,189.80 JPMORGAN CHASE BANK GRAINGER-PPE 24.81 JPMORGAN CHASE BANK IMSA-MEMBERSHIP DUES 70.00 JPMORGAN CHASE BANK IMSA-MEMBERSHIP DUES 70.00 CITY GARAGE VEHICLE PARTS - NOV, 2013 511 SO CITY GARAGE LABOR/OVERHEAD - NOV, 201 1,500.00 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 1,308,26 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 87.94 JPMORGAN CHASE BANK INTERSTATE-BATTERY CHRGR 28.20 JPMORGAN CHASE BANK INTERSTATE-BATTERY 92.00 JPMORGAN CHASE BANK HOME DEPOT-FLASHLIGHT 26.89 UNIFIRST HOLDINGS LP UNIFORM RENTAL 37.98 UNIFIRST HOLDINGS LP UNIFORM RENTAL 36.03 AEPIPSO STREET LIGHTS 5,405.02 APAC-OKLAHOMA, INC. POTHOLES 145.23 TWIN CITIES READY MIX, INC CONCRETE 350.00 TWIN CITIES READY MIX, INC CONCRETE 250.00 TWIN CITIES READY MIX, INC CONCRETE 100.00 TOTAL STREETS 14,565.31 116TH ST N BRIDGE REPAIR ARROWHEAD SOD FARM SOD SLOPED AREAS - 116 ST 3,013.00 TOTAL 116TH ST N BRIDGE REPAIR 3,013.00 STORMWATER JPMORGAN CHASE BANK GRAINGER-PPE 24.77 CITY GARAGE LABOR/OVERHEAD - NOV, 201 1,166.66 CITY GARAGE VEHICLE PARTS - NOV, 2013 150.47 JPMORGAN CHASE BANK TRANSCO-PPE 12.10 JPMORGAN CHASE BANK GELLCO-SAFETY BOOTS 134.99 JPMORGAN CHASE BANK MAXWELL-MATERIALS 116TH 176.08 Page 7 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount STORMWATER... JPMORGAN CHASE BANK LOWES-MARKER PAINT 65.25 JPMORGAN CHASE BANK QUALITY TIRE-TIRE REPAIR 10.00 JPMORGAN CHASE BANK QUALITY TIRE-TIRE REPAIR 25.00 JPMORGAN CHASE BANK EQUIPMENT ONE-SAW BLADE 89.99 JPMORGAN CHASE BANK UTILITY SUPPLY-HOOKS 108.25 VERIZON WIRELESS WIRELESS CONNECTION 109.67 UNIFIRST HOLDINGS LP UNIFORM RENTAL 27.93 UNIFIRST HOLDINGS LP UNIFORM RENTAL 27.93 JPMORGAN CHASE BANK MAXWELL-CONCRETE BLANKET 57.10 JPMORGAN CHASE BANK RADIOSHACK-AUDIO CABLE 17,99 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASES - NOV, 137.31 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 746.76 TOTAL STORMWATER 3,088.25 PARKS FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 691.04 VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK ATWOODS-SUPPLIES 10.95 JPMORGAN CHASE BANK ATWOODS-BOOTS 149.97 AT&T CONSOLIDATED PHONE BILL 269.57 JPMORGAN CHASE BANK LOWES-LIGHTS FOR TREE 9.92 JPMORGAN CHASE BANK P&K EQUIP-POLE SAW PARTS 36.94 JPMORGAN CHASE BANK ARCMATE-TRASH GRABERS 168.48 JPMORGAN CHASE BANK LOWES-SUPPLIES 41.94 JPMORGAN CHASE BANK P&K EQUIP-SAW PARTS 12.99 CITY GARAGE VEHICLE PARTS - NOV, 2013 170.65 CITY GARAGE LABOR/OVERHEAD - NOV, 201 500.00 UNIFIRST HOLDINGS LP UNIFORMS 8.95 ADT SECURITY SERVICES INC ALARM SYSTEM 126.14 ROGERS COUNTY RURAL WATER DISTRICT WATER SERVICES CENTENNIAL 159.50 TOTAL PARKS 2,386.69 COMMUNITY CENTER CITY GARAGE LABOR/OVERHEAD - NOV, 201 83.33 JPMORGAN CHASE BANK BEST BUY-MONITOR 109.99 JPMORGAN CHASE BANK JOHNSTONE-BLOWER BELT 6.18 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 34.44 JPMORGAN CHASE BANK CORNERSTONE-LOCK 5.99 JPMORGAN CHASE BANK TUCKER-SUPPLIES 265.60 JPMORGAN CHASE BANK OFFICE DEPOT-SUPPLIES 88.26 JPMORGAN CHASE BANK CHARACTER-INITIATIVE 29.25 JPMORGAN CHASE BANK CHARACTER FRSTANITIATIVE 25.87 AT&T CONSOLIDATED PHONE BILL 180.18 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 431.88 JPMORGAN CHASE BANK LOWES-LOCK 5.18 JPMORGAN CHASE BANK GRAINGER-STEAMER REPAIR 55.49 Page 8 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount COMMUNITY CENTER... FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 75.67 TOTAL COMMUNITY CENTER 1,397.31 HISTORICAL MUSEUM ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 138.90 AT&T CONSOLIDATED PHONE BILL 24.98 TOTAL HISTORICAL MUSEUM 163.88 ECONOMIC DEV VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK OEDA MEETING EXPENSE 11.17 CITY GARAGE LABOR/OVERHEAD - NOV, 201 58.33 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 41.43 TOTAL ECONOMIC DEV 140.58 FUND GRAND TOTAL 125,442.9 AMBULANCE SERVICE SANDRA BUTLER AMBULANCE REFUND mon~ 30.25 DAVID KENNEDY AMBULANCE REFUND 100.00 BRIAN BARBER AMBULANCE REFUND 25.00 COMMUNITYCARE HMO AMBULANCE REFUND 504.52 JOHN P MCWILLIAMS AMBULANCE REFUND 15.44 KENNETH REDDICK AMBULANCE REFUND 86.55 AETNA AMBULANCE REFUND 978.80 PENNWELL CORPORATION AMBULANCE REFUND 235.75 BAILEY MEDICAL CTR, LLC AMBULANCE REFUND 783.50 TOTAL AMBULANCE SERVICE 2,759 81 AMBULANCE JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 12.88 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 19.32 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 25.76 JPMORGAN CHASE BANK KNOX CO-SUPPLIES 418.00 JPMORGAN CHASE BANK KNOX CO-SUPPLIES 551.00 JPMORGAN CHASE BANK PHYSIC, CONTROL-SUPPLIES 1,820.65 JPMORGAN CHASE BANK PHARM SYSTEMS-SUPPLIES 965.95 VERIZON WIRELESS WIRELESS CONNECTION 158.65 JPMORGAN CHASE BANK WALMART-SUPPLIES 7 .44 JPMORGAN CHASE BANK FULLERTON-OXYGEN 43.50 JPMORGAN CHASE BANK PHYSIO-SUPPLIES 1,323.58 JPMORGAN CHASE BANK VIDACARE-SUPPLIES 581.89 JPMORGAN CHASE BANK STERICYCLE-WASTE DISPOSAL 793.10 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 26.30 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 1,121.90 JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 1,234.27 Page 9 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount AMBULANCE... JPMORGAN CHASE BANK BOUND TREE-SUPPLIES 77.28 CITY GARAGE LABOR/OVERHEAD - NOV, 201 1,416.66 CITY GARAGE VEHICLE PARTS - NOV, 2013 112.46 TREASURER PETTY CASH VEHICLE TAG 37.50 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 1,931.77 MEDICLAIMS INC BILLING SERVICES 6,218.29 JPMORGAN CHASE BANK NATL REG EMTS-MEMBER DUES 20.00 JPMORGAN CHASE BANK PHYSIO-SERVICE CONTRACT 8,867.16 JPMORGAN CHASE BANK NATL REG EMTS-MEMBER DUES 20.00 TOTAL AMBULANCE 27,805.31 FUND GRAND TOTAL 30,565.12 E911 COMMUNICATIONS AT&T CONSOLIDATED PHONE BILL 346.68 TOTAL E911 COMMUNICATIONS 1AR Rx FUND GRAND TOTAL HOTEL TAX - ECON DEV JPMORGAN CHASE BANK OLD URBAN TROLLEY-H TROLL 1,500.00 AEPIPSO ELECTRIC USE 40.95 JPMORGAN CHASE BANK FASTENAL-CABLE TIES 9.97 JPMORGAN CHASE BANK HOBBY LOBBY-BOWS 20.86 OWASSO CHAMBER OF COMMERCE ECON DEVELOP-HOME & GARDE 1,250.00 TOTAL HOTEL TAX - ECON DEV 2,821 78 STRONG NEIGHBORHOODS CITY GARAGE VEHICLE PARTS - NOV, 2013 30.00 CITY GARAGE LABOR/OVERHEAD - NOV, 201 58.33 JPMORGAN CHASE BANK CAPPS RENTAL-VAN RENTAL 137.75 JPMORGAN CHASE BANK PIKEPASS-FEES 7.80 JPMORGAN CHASE BANK QUIK TRIP-FUEL 57.00 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - NOV, 2 54.88 TOTAL STRONG NEIGHBORHOODS 345.76 FUND GRAND TOTAL 3,167.5 STORMWATER- STORMWATE MESHEK &ASSOCIATES, P.L.C. ENGINEERING SERVICES 5,280.00 TOTAL STORMWATER-STORMWATER 5,280.00 SILVER CREEK DET FACILITY TRI-STAR CONST SILVER CREEK DRY DETENTIO 24,000.00 Page 10 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description Payment Amount FUND GRAND TOTAL 29,280.0 PUBLIC SAFETY - POLICE JPMORGAN CHASE BANK DIAMONDBACK-TRUCK COVER 3,258.00 JPMORGAN CHASE BANK TURNKEY-LAPTOP CRADLES 550.00 TOTAL PUBLIC SAFETY - POLICE 3,808.00 PUBLIC SAFETY - FIRE CLIFFORD POWER SYSTEMS INC GENERATOR FS#1 31,948.00 LIGHTHOUSE ELECTRIC INC ELECTRICAL WORK 15,000.00 CHRISTOPHER DALE CONGER ROOF, SIDING REPAIR FS#1 29,536.00 TOTAL PUBLIC SAFETY-FIRE 76,484.00 FUND GRAND TOTAL 80,292.0 CI - VEH MAINT FAC BLDG MATRIX ARCHITECTS, ENGINEERS, ARCHIT DESIGN VEH MAINT 20,850.00 TOTAL CI - VEH MAINT FAC BLDG 20,850.00 CI - POLICE BLDG TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 17,099.00 TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 879.00 TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 933.00 TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 154.00 TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 1,384.00 TULSA COUNTY TREASURER NEW CITY HALL PROPERTY TA 465.00 TOTAL CI-POLICE BLDG 20,914.00 CI - 86 STIR MAIN-MEM TULSA COUNTY TREASURER DEBOER ROW PROPERTY TAXES 2.00 TULSA COUNTY TREASURER DEBOER ROW PROPERTY TAXES 1.00 TULSA COUNTY TREASURER DEBOER ROW PROPERTY TAXES 4.00 TULSA COUNTY TREASURER DEBOER ROW PROPERTY TAXES 1.00 TOTAL CI - 86 STIR MAIN-MEM 8.00 FUND GRAND TOTAL 41,772.0 CITY GARAGE JPMORGAN CHASE BANK FLEET DISTRIBSPOTLIGHT 180.06 JPMORGAN CHASE BANK PEPBOYS-BRAKE PADS 65.99 AT&T CONSOLIDATED PHONE BILL 79.21 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 523.21 JPMORGAN CHASE BANK BUMPER TO BUMPER-BLADES 39.90 JPMORGAN CHASE BANK LOWES-LIGHT BULBS 22.96 JPMORGAN CHASE BANK CLASSIC CHEV-FUEL CAP 21.20 JPMORGAN CHASE BANK PEPBOYS-BRAKES/ROTORS 517.97 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 31.71 UNIFIRST HOLDINGS LP UNIFORM RENTAL FEES 31.71 Page 11 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount CITY GARAGE... JPMORGAN CHASE BANK LOWES-RETURN LIGHT BULBS -9.98 GIL SAURER DBA PHOENIX RECYCLING USED OIL FILTER RECYCLING 10.00 TOTAL CITY GARAGE 1,513.94 1 513.9 FUND GRAND TOTAL , WORKERS' COMP SELF-INS CITY OF OWASSO IMPRESTACCOUNT WORKERS COMP CLAIM CITY OF OWASSO IMPRESTACCOUNT WORKERS COMP CLAI 1= CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAI 323.00 TOTAL WORKERS' COMP SELF-INS czs nn WORKERS' COMP SELF-INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 44.00 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 1,854.30 UNITED SAFETY & CLAIMS INC WC-TPA-ADMINISTRATION FEE 1,658.33 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 366.98 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 3,021.40 CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS PAYME 209.92 SAS, LLC SELECT ACTUARIAL SERVICE WORKERS COMP ACTUARIAL 3,500.00 WORKERS' COMP SELF-INS FUND GRAND TOTAL `x'°"''' GEN LIAB-PROP SELF INS NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, MAZZANTi, OCTOBER 540.00 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, DARNABY, OCTOBER 4,037.50 WOOD, PUHL & WOOD, P.L.L.C LEGAL-WILLIAMS, SEPT 7,469.66 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, SMOKEY DAVIDSON 1,161.72 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, DENTON, OCTOBER 480.00 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, DARNABY, SEPTEMBER 6,290.26 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, MAZZANTI, SEPT 2,072.84 WOOD, PUHL & WOOD, P.LLC LEGAL, WILLIAMS, AUG 2013 20,246.45 DAVID L. WEATHERFORD LEGAL, ROSS VS OWASSO 468.00 NEWTON, O'CONNOR, TURNER & KETCHUM LEGAL, SPRADLIN, OCTOBER 96.00 TOTAL GEN LIAB-PROP SELF INS Al RR9 Al IFUND GRAND TOTAL SELF-INS HEALTHCARE GRAND TOTAL 1 Page 12 Claims List 12/17/2013 Budget Unit Title Vendor Name Payable Description PaymentAmount CITY GRAND TOTAL $368,732.59 Page 13 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 12/17113 VENDOR DESCRIPTION AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE DENTAL MEDICAL SERVICE DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL AMOUNT 51,923.86 37,981.66 22,302.78 28,516.51 140,724.81 3,052.80 3,986.10 2,377.60 2,283.92 11.700.42 VSP VISION MEDICAL SERVICES 2,520.04 ADMIN FEES 1,924.03 VISION DEPT TOTAL 4,444.07 HEALTHCARE SELF INSURANCE FUND TOTAL 156,869.30 CITY OF OWASSO GENERALFUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 11130/13 Department Payroll Expenses Total Expenses Municipal Court 4,648.80 6,649.32 Managerial 16,763.99 23,282.68 Finance 11,18113 17,646.62 Human Resources 7,369.67 11,980.52 Community Development 11,951.58 18,123.02 Engineering 16,361.38 24,052.59 Information Systems 12,274.35 18,764.10 Support Services 7,207.34 10,841.56 Police 159,322.33 219,725.34 Central Dispatch 14,134.27 21,933.59 Animal Control 2,627.45 4,107.26 Fire 104,491.86 158,809.14 Emergency Preparedness 1,467.23 2,097.96 Streets 5,460.42 9,455.99 Stormwater/ROW Maint. 5,889.29 9,674.91 Park Maintenance 10,941.91 16,096.36 Community-Senior Center 2,525.50 4,073.44 Historical Museum 492.80 553.32 Economic Development 3,076.92 4,022.84 General Fund Total 398,190.22 581,890.56 Garage Fund Total 4,22160 7,186.36 Ambulance Fund Total 28,504.01 43,438.92 Emergency 911 Fund Total 7,922.85 12,031.78 Stormwater Fund 27 Total Worker's Compensation Total 497.76 593.35 Strong Neighborhoods 2,740.31 4,148.30 CITY OF OWASSO GENERALFUND FISCAL YEAR 2012-2013 Statement of Revenues & Expenditures As of November 30, 2013 REVENUES: Taxes Licenses & permits Intergovernmental Charges for services Fines & forfeits Other TOTALREVENUES EXPENDITURES: Personal services Materials & supplies Other services Capital outlay TOTAL EXPENDITURES REVENUES OVER EXPENDITURES TRANSFERS IN (OUT): Transfers in Transfers out TOTALTRANSFERS NET CHANGE IN FUND BALANCE FUND BALANCE (Budgetary Basis) Beginning Balance Ending Balance MONTH YEAR PERCENT TO-DATE TO-DATE BUDGET OF BUDGET $ 1,837,186 $ 9,189,597 $ 22,700,000 40.48% 10,720 88,051 273,500 32.19% 99,327 369,462 840,814 43.94% 39,533 195,037 564,560 34.55% 31,326 242,757 724,000 33.53% 3,032 134,037 156,200 85.81% $ 2,021,123 $ 10,218,942 $ 25,259,074 40.46% $ 1,048,208 $ 5,924,808 $ 14,686,521 40.34% 46,116 303,717 794,656 38.22% 104,811 739,811 1,691,148 4175% 33,962 157,237 894,605 17.58% $ 1,233,097 $ 7,125,574 $ 18,066,930 39.44% $ 788,026 $ 3,093,368 $ 7,192,144 43.01% $ 1,011,739 $ 5,290,633 $ 13,575,000 38.97% (1,662,339) (8,340,904) (21,250,000) 39.25% $ (650,600) $ (3,050,271) $ (7,675,000) 39.74% $ 137,425 $ 43,097 $ (482,856) 2,156,268 1,945,564 $ 2,199,365 * $ 1,462,708 Unaudited 0_n, City Wit oul Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Juliann M. Stevens Deputy City Clerk SUBJECT: Resolution No. 2013-23, City Council Election DATE: December 13, 2013 BACKGROUND: Pursuant to the provisions of the Owasso City Charter governing the election of City Council members, "the Council shall take action by Resolution to call any necessary Ward Elections." In 2014, such election is required for Wards 3 and 4, each for a three-year term. The staff has prepared Resolution No. 2013-23 which calls for an election to be conducted for City Council Wards 3 and 4. In addition, the proposed resolution identifies the process to be followed in order to meet all legal requirements and allows for proper notification to the Tulsa County and Rogers County Election Boards. The filing period for interested candidates will be February 3, 4, and 5, 2014. All candidates must file a Declaration of Candidacy form with the Tulsa County Election Board between the hours of 8:00 AM and 5:00 PM on any of these dates. Only qualified electors who reside within the ward shall be qualified to hold the office of City Council Member for that ward. The primary election is set by the City Charter and will be held on March 4, 2014. All registered voters residing within the city limits of the City of Owasso may vote in the election. Should one of the candidates not receive the majority of all votes cast for the particular ward, a general election will be held. The general election, if necessary, will be held on April 1, 2014. RECOMMENDATION: Staff recommends adoption of Resolution No. 2013-23 calling an election for the purpose of electing City Council representation for Wards 3 and 4. ATTACHMENT: 1. Resolution No. 2013-23 CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2013-23 NOTICE OF ELECTIONS AND CERTIFICATION WHEREAS, a Primary Election shall be held on the 4m day of March, 2014 for the purpose of electing Owasso City Council Members, for the words and terms as follows: WARD NO. TERM 3 3 years 4 3 years WHEREAS, a General Election, if necessary, shall thereafter be held on April 1, 2014 to elect said Council Members. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA: 1. That a non-partisan Primary Election for City Council Members, as set out, be held on March 4, 2014. 2. That the General Election thereafter, if necessary, be held on April 1, 2014 3. Only qualified electors of the City of Owasso who reside in the respective ward shall be qualified to hold the office of Council Member. BE IT FURTHER RESOLVED that the City Council of the City of Owasso, Oklahoma, hereby certifies to the Tulsa County Election Board that all precincts, except as otherwise noted, in Tulsa and Rogers Counties within the city limits of the City of Owasso, Oklahoma are to be opened. Tulsa County Precinct 21 and Rogers County Precincts 6, 21, and 29 are to be closed. The filing period is from February 3, 2014 through February 5, 2014 for the Primary Election. PASSED AND APPROVED this 171h day of December 2013 by the City Council of the City of Owasso, Oklahoma. Douglas Bonebroke, Mayor ATTEST: Sherry Bishop, City Clerk The City W.t"- Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Earl Farris Project Administrator SUBJECT: Acceptance of Infrastructure including Sidewalk and Approaches Friendship Baptist Church DATE: December 13, 2013 BACKGROUND: The subject property is located at 14100 E 86t" St North. Public infrastructure includes sidewalk including 2 handicap ramps and one approach with curb and gutter. FINAL INSPECTIONS: Final inspections for all infrastructure components were completed in November 2013 by the Public Works Department and all requirements and standards have been met. In addition, the construction contractor and design engineer have supplied the necessary two-year maintenance bonds and required as-built drawings. RECOMMENDATION: Staff recommends acceptance of Friendship Baptist infrastructure improvements including sidewalk, approach and curb, and gutter. ATTACHMENTS: A. Location Map B. City Attorney bond approval letter & copy of bonds CITY OF OWASSO P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso.com FRIENDSHIP BAPTIST CHURCH LOCATION MAP N W E S 12/4/13 Farris, Earl From: Lombardi, Julie Sent; Tuesday, October 15, 2013 1:01 PM To: Farris, Earl Cc: Hancock, Brandon Subject: RE: Message from "RNP00267332O0OF" Mr. Farris, I have reviewed the Friendship Baptist Church Maintenance Bond for concrete work, curb and guttering at your request. The attorney-in-fact signature is authorized, the surety is licensed to do business in Oklahoma, and the amount of the bond is well within the surety's $13,565,000 underwriting limitation. Therefore, the bond is approved. Julie Lombardi Julie Trout Lombardi City Attorney 111 North Main Owasso, Oklahoma 74055 918.376-1511(0) 918.376-1599 (f) -----Original Message----- From: Farris, Earl Sent: Wednesday, September 25, 2013 1:40 PM To: Lombardi, Julie Cc: Hancock, Brandon Subject: FW: Message from "RNP00267332COCF" Ms. Lombardi, Would you please review the attached bonds for Friendship Baptist Church and add any comments. Thank you. Earl Farris -----Original Message----- From: publicworkst7acityofowasso.com (mailto:publicworkstdcitvofowasso.com1 Sent: Wednesday, September 25, 2013 12:32 PM To: Farris, Earl Subject: Message from "RNP00267332COCF" This E-mail was sent from "RNP00267332COCF" (C9155). Scan Date: 09.25.2013 13:31:35 (-0400) Queries to: publicworks@cityofowasso.com i Maintenance Bond PRIVATELY FINANCED PUBLIC RMPROVEMENTS Bond No: 1007337 KNOW ALL MEN BY THESE PRESENTS, That we Chtuchos by banieis, Ina as Principal (Developer and Contractor), and Mid-Continent Casualty Company as Surety, are held and firmly bound unto the City of Owasso, Oklahoma, as Obligee, in the penal $am of Eleven thousand, one hundred dollars & nol100--- to which payment will and truly to be made, we do bind ourselves, and each of our heirs, executors, administrators, successors, and assigns jointly and severally, firmly by these presents. WHEREAS, the Principal will i irnish it bond conditioned to guarantee, for the period of TWO YEAR. after final approval of the Friendship Baptist Church, concrete work & curb & gutter a privately financed public improvement, and acceptance of such by the City Council of the City of Owasso, Oklahoma, against all defects in workmanship and materials which may become apparent in such privately financed public improvement during said period. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH that the Principal and/or Surety shall indemnify the Obligee for all loss that the Obligee may sustain by reason of any defective materials or workmanship in the privately financed public improvement which may become apparent during the said period. SIGNED, STALED, AND DATED: January 17, 2013 Churches by nieis, I Principal BY: G~c=•---- Mid-Continent Casualty Corn Dan S11 ID 11 li . ' T, Attorney4n-Fact da' urns, " Attach Power of Attorney M10-C© N`TtNENTiCASUAI:T'Y'C..UMPANY 1437 SOUTH f#OdLDER, SUITE 200 • CUi S 4, OKLAHOMA /4119 918587-72$1 • iAx 618-588-1253 . POWKk OF ATTAIRNEY { ~ ~ S KNOW ALL MEN BY THESE PRESENTS That,tbeBID-CONTINENT CASUALTY DQMPANY, a corporallon organized and oxis(rng under and 4y'v3Jtue of the laws of Iha:S(al9$f,Qhio, does herahy homi~u(6;'constltute anti appolhfthq pe'i`Son or persinrbi j mi4d:b21gw.-each tndividrtalty tf; prone Than one is named ItF trop and,l'a+xful attorney fn faG tot it 9nct-l~r Its name place andst4ft i4 execute orl bHhlrif of ijhe kiijq bompany as surety; % "any and all bonds, undertakings ahd'cbnlraets of suretyship; or other written obfigatlons fh'thd na(8te thereof. Travis E. Brown, Jamie Burris, John Kelly Dear, Vaughn P. Graham, Vaughn Paul Graham, Jr., Mark Edward Long, Robbie Loyd, Stephen M. Poleinan and Michael J 'Swellton, 1ndivlduaIIy6fTUL,SA, OK _ IN WITNESS WHEREOF, the MID-CONTINENL CASUALTY COMPANY hes ceased those presents to be eigped inid attested by IIe appioprtete o(f(cers and ll@rrn pp[ it S' .al hereunto 'affxetl this :13 Jayot December- =ra 2{112 .t' - - s iltz MID;-CON TIN ENT CA,St1AI T`! COMPANY ue `s ATTEST: jam. - ' SARA`ANDE 36NN 1 ASSISTANT seOReTARY, , , 10 D- AZJyTA „I PRSIOE~NT - " On this 11 day of December 2012, before me personally oppeaCgd TODD BAZATA , e, me known being duly sw6m deposes 'enrfsas that Yni}fesides in Tidsa blilahdma`; Inat slhe Is a Vlde neo cl ot_M7d•CartinonYCpstidity>;bittpany, the comppany described In and wtrklirokecutgd !ha above Inslrurneht t at S he knows the seal o(the sa d C' 4tpapy that the soar aft xoi to the:s~id nstrumen(Issu t or5te seal; that it was so authority. afxed by' authority of hor(his'otfice dn9er the By-Laws of said Company, and that slho slgried ht§ Arle thereto byfike' = STATE.QFOKLAHOM.ti COUNTY OF TULSA t ~PUBLIC S " • PTAYp OAn ~ v .",A dOU~ikkti c - This Power of Agorneyls,granted by authority, orate tQIIg ing resolutions adopted by the.Eoard of Directors of Mrd Continent Casgitty. S Company by Mo. ayliteg pptlsertJ dated Sept Melt erlib$r 25; 2t) 9. g; ' s RESOLVED: That the President, the Executive Uce President, the several Sehlor Vice Presidents and Vice Presidents or any one of them, be and hereby Is authorized, from time to time, to appoint one or more Attorneys-In-Fact to execute on behalf of the Company, as surety, any and all boosts undertakings and oonlracts ef.suretyship, orotherwrilten obligations in the naturpJhe%ot, to._presorlbe their regpeohve duties and the rospectiva.. li}nps of their authority;ahdle rov4k zany such appiibilfienta(6y.time. sr t x <x RESOLVED,~URTHER ?flat the Company seat e7id: 11vabnature of anylof the;aldreSald~officers end anyago`retiny-ptAsslstant Secretaeyof the Company may be affixed by facsimile to any power of attorney or certificate of either given for the execution of any bond, undertaking, contract of suretyship, or other written obligation In the nature thereof, such signature and seal when so used being hereby adopted by the Company as the original signature of such officer and the 4risfnaisseal o(ths, companyu lA ba valid and binding 4pon:thg Oprnpany with the aamefgroe andeffect as though' mapvaltyafrl%ed . . 57, CERTIFICATION SARA? AN 1)ER$0N::: As§Istah4S r1lack'ef MW-Confinenl PasuaLtt4Obmpany, do herb 6'ertfy(hIWthe foregoing Pavyer%'., ofAttprn4y and (he ReBO u4ons ottfie tloard of DlraotgYs pf Sgpfelnbej'25, 2089 hake Of b onl revdf( e~and are)ab , of rill jb& Ad effect 1 y of / _ da ~~Asy ty~. Signed and sealed into P44R,r F~ : st x 1 , it 2 SEAL lVk SARA ANDERSON Assistant Secretary i, r 7i'VOID IF BO f'WtgPTti DANIE96 OPID:TT CERTIFICATE OF LIABILITY INSURANCE D09119120`1YY) 0911912013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: If tho eortifieato holder is an ADDITIONAL INSURED, the policytles) must be endorsed. If SUBROGATION IS WAIVED, subject to the tormB and conditions of the Palley, cortaln.pallclas may require an endorsement. A statement an this certificate does not confer rights to the certificate holder in lieu of such endorsement s P RODUCER Phone: 91&743.8811 NAME: RICH S: 4 INC Fax: 918-744.8429 East st 51st 51st #400 0 0 2738 P e BIT Tulsa, 74105 Tulsa, ORES - _ JKelry Door INSURE RI5r APFORDiNO GDVEjiAGE mot, _ INSURERA: First Mercury Insurance Co 90657 wsuREn -Danlele and Oanfeis Iusuma e:OneBeacon America Ins Co 20621 Construction, Inc. Daniels Church B Inc INsuREAC: Mercury Insurance Co. 160,10 n , Churches by Daniels, lInc. Torus Sp ecialtyInsCo _ INSURERD: 44776 3501 W. Kenosha St. INsuiteaE: National American Insurance Co 23663 Broken Arrow, OK 74012 a ERP: LIP OS of London COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR. OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BYPAiD CLAIMS. _ RISK TOM N.sP - I TYPEOFINSURANCE PCLICYNU BER MEW D LIhHi' S _ GENERALLIABILITY FACE{DCCUARENCE $ 1,ODD,09 A X COhpk?RCIFL GENENAl-LIABILITY X X W-CGL.0000008392.01 0410112093 0410112014 j'RE.BSE ocoommu S _ 50,000 ~CLAWSWDE: OCCUR APO Fl P(A,r/ one ponon) S EXCL PERWWL a ADV IN"y ; 1,D90,09 X Po_r _Praject Aggre GENERAL AGGREGATE $ 2,000,00 GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS -CQI4YCP AGG $ 2,DOD,00 POLICY X PRP LOC § AUTOMOSILEDABRIIY NIN o a, dent GLeL 1,OOD,00 C X ANY AUTO X X CLP7050548 0410tf2013 04[0112014 BODILY INJURY O>m Person) $ ED AUTOESD4lE0 BODILY INJURY F"MC(di,ni) § X HIREDAUTOS X AOON"' WIEo UTOS er ecc $ X COMP 900 X COLL $1000 v § UMBRELLALIAN OCCUR EACH OCCURRENCE S 1,000,00 D X EXCESSLIA6 _ CIABA&MW XLSODS1026 0410112613 000112014 AGCREGATe & 9,OD0,00 RE E t V S WO AND RNERSCOMPENSATION EMPLOYERS' L KOILITY pT~{ X WC SI'' ER YIN E ANYPROPR-TORPARTN'ERIFUrNE RXEC PRoPR` NIA X CW40416535 0410912013 0410112014 E.L.EA4;HACCInENT § 1,000,00 Oip hfBLir EXCLUDE ad t011n NH) (A . CL DISEASE-EA EdPLO $ 1,000,00 ~ y DESCftIPOD N Oro PLRA71PNStalart E.L. DISEASE-POLICY LIMIT $ 1,00000 B Equipmont-Loased 716033648-0000 0710912013 07!0012094 Per Item 9tltl,009 J Max Limit 100,000 DESCRIPTIONOFOPERATIONS)LOCAflDNSt VEHICLES (AMach ACARO lOi, AddtlonN ROmatke 9chedule,lf MOro cpau larequiradj FRIEN01 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE WILL BE DELIVERED IN Friendship Baptist Church THE EXPIRATION DATE THEREOF, PROVISIONS. of Owasso 14100 E 86th St. N AUTHOR250 REPRESENTATIVE Owasso, OK 74055 gjA,6II1118.2010ACORDCORPORA7I0N. All fiahts rosomad. ACORD 26 (2010105) The ACORD name End logo are registered marks of ACORD NOTEPAD: HOLPERco m FRIEN01 DANIE06 PAGE2 mumo•s NAms Daniels and Daniels OP ID: TT DATE 09119113 Builders Risk -Americ Met Insurance Effective 06/2 12-06 20/13 obsite Limit56500 00 _Earthquake Li 't U,600,000 $5,000 per Occurrence except Earthquake.& Flood are $25,000 hiy Baptist Church and First Hank of Owasso are inol or named as na insured as respeots GI, Auto liability & Builders Risk as A by written aontraot. of subrogation is inol in favor of Friendship Baptist Church as a G1, Auto & WC as required by written contract. O-T pckoY Wit ouf limits. TO: The Honorable Mayor and City Council FROM: Teresa Willson Information Technology Director SUBJECT: Website Content Management DATE: December 13, 2013 BACKGROUND: The current Information Technology budget includes a project to upgrade the City's website to include a full content management system, allowing greater flexibility for staff to interact with the site, as well as many features not currently available on the City's website, resulting in greater transparency and more efficient citizen engagement. The City currently has a static website with few features that allow for the collection of data, workflow and engagement capabilities. Over time, the existing site has grown very large and difficult to navigate. It is limited on features and functionality, when compared to other contemporary municipal websites. The current site does not include an effective means for staff outside of the site administrator to update information. At this time, few users other than the site administrator have access to post or update information. Funding for this project in the amount of $18,000 is included in the FY 2014 approved budget for the year one of the total to be paid out over three years. PROJECT INFORMATION: This project is more than a redesign of the existing site. These are software systems, much like those utilized by the Fire and Police departments. The biggest difference is that this system is hosted by the vendor, which eliminates the need for the City to purchase software, hardware and then maintain and monitor these systems. Instead, staff will utilize the system through a remote connection. The greatest benefit is that these systems improve the ability for citizens to interact with the City when and how it is most convenient for them to do so. The demand for online services has continued to increase significantly over the years. Citizens expect to be able to access City information and to do business in this way. These systems include many software modules that provide workflow, and data collection capabilities that improve the City's ability to deliver effective and efficient online services with a goal of increasing citizen engagement in the process. A system such as this is considered Software as a Service, SaaS, which means it is a system that is accessed via the Internet and hosted by the vendor. SaaS provides the benefit of utilizing the vendor's software, hardware infrastructure and other resources without the City having to host and maintain these systems on its own. Additionally, the City benefits from future development of the software by the vendor. There are several goals in this project. The most significant objectives include: • Ease of navigation • Improved citizen engagement • Increased transparency • Special features such as facility scheduling and agenda work flow Staff contacted three vendors based on referrals from other cities and the vendor's specific focus on municipal website content management. Each vendor provided an online demonstration, answered follow up questions, and submitted detailed proposals. Below is a summary comparison of pricing for each vendor. Vendor Year 1 Investment Annual Support' Maintenance Total 3`year cost Civic Plus 14,989- $5,120 $44,694 eGov Strate ies 22,140*- 3,768 29,676 Vision Internet 33,570 6,600 46,770 Civic Plus includes maintenance in 3 equal payments, eGov and Vision include year 1 maintenance in the first payment, then add year 2 and 3 to total. **Includes Year 1 investment ($17,890) plus Action Center ($4,250) Company profiles: Icon Enterprises Inc In business since 1998 d/b/a Civic Plus 100 employees 1500+ municipal customers Manhattan, Kansas eGov Strategies In business since 1999 17 employees 400+ municipal customers Indianapolis, Indiana Vision Internet Company information not included in proposal Santa Monica, California After a review of proposals, and information provided by vendors, Civic Plus stands out as having a high level of expertise and ability to provide a long-term solution for the needs of our organization. Civic Plus is not the lowest cost provider, but they offer an outstanding software solution, with excellent project management, and support. Many Oklahoma communities are already using Civic Plus and have indicated they are very pleased with the choice to do so. One of the most significant differences between Civic Plus and the other vendors is their operating model. Their proposal states that clients own all data and software associated with its website. If the City were ever to end its contract with Civic Plus, they would work with the City to complete a transfer of the site and content, including the content management system. According to their proposal, they would "allow the client to move the entire website to an alternate hosting location without altering the management tools or modifying operation of the website in any way." That being said, there is an advantage to maintaining a contract with the vendor. The City continues to benefit from continuous development, maintenance and system security that is provided by the vendor. Most hosted systems will allow the customer to retain the right to the content, design and data, but not the software systems to operate it independent of the vendor. The reference sites for Civic Plus are all very professional in appearance and demonstrate a practical use of the many modules that allow ease of navigation and the ability to customize a citizen's online interaction with the sites. The Civic Plus proposal includes a list of 31 modules, unlimited licensed users, a full migration of the current site, and on-site consultation meetings and training. Some notable features of Civic Plus sites include: • Transparency Portal providing simple open access to local government information: httl2:llcrqov.com/-`index.aspx?nid=I 159 • +myConnections, allows visitors the ability to customize their online experience with the City: http:llbrokenarrowok.gov/ • Navigation versatility - Sites have many navigation features on the site home page while maintaining a professional uncluttered appearance: http://edmondok.com/ • Agendas Center: http://www libertyville com/agendacenter + Alert Center allows citizens to sign up for the alerts they would like to see and whether they wish to receive them via email or text: http:Zllportofaalveston.com/list.aspx Project management through Civic Plus includes several meetings with staff during the consultation and website development phases. Then staff receives four days of on-site training on the use of the content management system. The Civic Plus proposal includes a full migration of the City's current site, including existing forms. In addition, they commit to an additional site redesign at no additional charge at the end of the fourth year of service. Customer support is available from 7:00 am to 7:00 pm, Monday through Friday, excluding holidays. Emergency support is available 24/7. In addition, Civic plus promises to increase the number of visitors by 50% or they guarantee a full refund. Civic Plus is recognized as a leader in the field of municipal website design, hosting and content management with 1500+ customers. The sites designed by Civic Plus have received multiple awards. Their headquarters is geographically located closest to Owasso of all vendors. They have a large staff available for planning, implementation and support. Currently in Oklahoma, sixteen municipal, county and tribal agencies have selected Civic Plus to provide website design, hosting and content management services. A list of the agencies and their site addresses is attached. Software modules listed in the proposal from Civic Plus include: • Agenda Center • Alerts Center & Emergency Alert Notification • Archive Center • Bid Postings + Blog • Business/Resource Directory • Calendar • Carbon Calculator • Citizen Request TrackerTm • Community VoiceTM • Community Connection • Document Center • ePayment Center • Facilities & Reservations • Frequently Asked Questions • Forms Center + Healthy City • Intranet • Job Postings • Media Center with Live Streaming Video • My Dashboard • News Flash • Notify Me@ Email & 500 SMS Text Subscription • Online Job Application with 1 Generic Application • Opinion Poll • Photo Gallery • Postcard • Quick Links • Real Estate Locator • Spotlight • Staff Directory CONCLUSION: The City's site has grown significantly over the years and through that growth, easy navigation and the ability for citizens to conduct business with the City online has become more difficult. In addition, the City's ability to maintain and improve the site is very limited with existing resources. Citizens expect a more functional and efficient way to interact with their local government online. The tools necessary to accommodate this online interaction are available through companies who specialize in municipal website design and content management systems. These systems provide a full software suite, much like specialized software systems that are utilized in other City departments, such as Police and Fire. Although Civic Plus does not offer the least expensive system, they are recognized as leaders in this field and provide a superior operating model, outstanding software solutions, project management, and support, as well as a money back guarantee to increase traffic to the site by 50% or more. The services they provide result in sites that are extremely efficient in their design, maximize citizen engagement, and improve navigation and transparency. RECOMMENDATION: Staff recommends Council authorize a contract with Icon Enterprises, Inc, d/b/a Civic Plus, for services related to website design, hosting and content management systems in the amount of $44,694. ATTACHMENTS: Civic Plus Clients in Oklahoma Civic Plus Proposal eGov Strategies Proposal Vision Internet Proposal Civic Plus clients in Oklahoma Currently in Oklahoma, sixteen municipal, county and tribal agencies have selected Civic Plus to provide website design, hosting and content management services. A list of the agencies and their site addresses is below. Broken Arrow- hftp://www,brokenarrowok.gov/ Canadian County- http://www.conadiancounty,org/ Claremore- http://vvww.claremorecity.com/ Cleveland County-Under Development Edmond- http://edmondok.com/ Guthrie- http://www.cityofguthrie.com/ Guymon- http://www,guymonok.org/ Hugo-Choctaw County-Under Development Lindsay- http://www.cityoflindsay.com/ McAlester- http://www.cityofmcalester.com/ Miami- http://www.rniamiok.org/ Perkins- hftp://www.cityofperkins.net/ Ponca City- http://www.poncocityok.gov/ Quapaw Tribe- http://www,quapawtribe.com/ Sand Springs- http://www.sandspringsok.org/ Stroud- http://cityofstroud.com/ CP CIVICPLUS" i+LLPi NG COMMVNII IG LNGA4L G IN i L VVr l Website Redesign and Implementation of a Web Content Management System The City of Owasso, OK • December 11, 2013 +CONNECTING PEOPLE Developed by DUSTIN BRINKMAN Regional Sales Manager 317 Houston St., Suite E Manhattan, KS 66502 888-228-2233 x253 + Direct 785-323-4753 Fax 785-587-8951 + Brinkman@CivicPlus.com C Proposal for the City of Owasso, OK Introduction The City of Owasso wishes to transform its website with an innovative design that enables visitors to find the services and information they need. The website should be user-friendly and utilize the latest technology to provide a convenient source of information to better communicate with citizens. The CivicPlus-Proven Development Approach CivicPlus provides our eGovernment communication solution to more than 50 million citizens in more than 1,500 municipalities - cities and counties of every size across the United States, Canada and Australia. For more than a decade, CivicPlus has focused on government clients, giving our customers access to the latest in next-generation applications that meet and exceed their needs. Those needs include: • A unique and customized website design with minimal work and time commitments from Owasso's staff • Intuitive navigation and page layout with unlimited submenus and subpages • Interactive functionality through our Government Content Management System (GCMS®) • Continuously updated, cutting-edge solutions designed by eGovernment experts for governments • A per-project, customized pricing model with comprehensive training and unlimited support included Hundreds of Cities & Counties Are Upgrading to CivicPlus Each Year It's simple: CivicPlus knows municipal government. • No one else offers the CivicPlus Government Content Management System (GCMS®). • No one can match our interactive suite of tools that enable governments to better engage and communicate with their citizens. • No one can match the CivicPlus development process and the depth of our implementations designed by experts who know local government, its people and its processes. • No one can match our track record - period. CivicPlus for Owasso The following proposal contents include: • CivicPlus' capabilities, experience and commitment to our clients, as well as our approach and methodology to transforming your site • Ongoing training and consultation • Creativity and recommended functionality usage to engage and attract site visitors • Price estimate All estimates are negotiable based on client requests. We encourage you to schedule a 45-minute demonstration of the latest site developments and the administrative interface that allows non-technical users the ability to update the website as needed. At CivicPlus, we have a passion for building websites. We'd like to partner with you to build a website your citizens will use. C Proposal for the City of Owasso, OK What Is Community Engagement? At its core, community engagement is expectation. More than 75 percent of U.S. residents are connected online. They bank online. They pay bills online. They chat, they opine, they find love... all via the internet. The web has become the first resource for the vast majority of people when they need to find an answer to a question, locate a service, file a complaint or conduct business. The expectation is that local government should be conducting business online as well. However, having an engaged community means going beyond the basics of the web. Community engagement is: • Transparency - Removing the veil from local government by providing citizens with open access to government through citizen-centric technologies and information structures • Citizen Sourcing - Encouraging citizens to get active, get involved and take ownership of local issues, all through an easily available communication method they're likely to use • MicroVoting - Allowing citizens' voices to be heard, and making that voice resonate with government leaders in ways that allow for a finger to be placed on the pulse of the citizen's wants and needs Local governments provide so much service, infrastructure and support to our communities, but too often those efforts go unnoticed and unappreciated. Community engagement is a two-way street - it's letting your citizens have a voice and letting them know why government matters. Where You Rank on the Community Engagement Scaler"' '%I Governments across the nation find themselves in various stages on the Community Engagement Scaler"'. Some may inhabit multiple stages, and others may be reluctant to engage more deeply due to concerns of openness and the criticism that may accompany it. Where does Owasso fit within the 6 Levels of Digital Community Engagement? What does each stage look like? What will it take to reach the top? Only CivicPlus can provide these answers, because CivicPlus is the only government website provider focused on equipping communities to better engage and interact with their citizens. How CivicPlus Can Make Your Job Easier - Fully Engaged © - Participatory e - Receptive _J - Active 0- Emerging 0- Static All of our modules and features are designed to help improve interaction with citizens and users on your website, but here are a few examples from CivicPlus that help take community engagement to the next level: • Citizen Request Tracker TM • Calendar • Community VoiceTA° • Facilities and Reservations • Alert Center • Form Center 0 Media Center 0 News Flash • ePayment Center C Proposal for the City of Owasso, OK History of CivicPlus Since our inception. CivicPlus has been capturing the passion our customers have for their communities and their residents with high-quality, next-generation websites. We consider it a privilege to partner with municipalities to provide the individuals, families and organizations in your community a website that serves as a primary, interactive communication tool. Icon Enterprises, Inc., does business as CivicPlus and Networks Plus and employs more than 100 people. Incorporated in Kansas in 1998, we began providing technical-related services in 1994. CivicPlus was born out of four rural cities' desire for a progressive way to maintain their websites without the burden of employing a continual webmaster. They sought a system that would allow routine updates and changes to be implemented by city staff, regardless of technical skill. After close consultation with these four initial cities, an innovative tool that automated the process of updating website content was developed. Today, under the leadership of founder Ward Morgan, CivicPlus has more than 165 staff members and continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our more than 1,500 clients. Our commitment to setting the standard in website design, management and government communication has been instrumental in making CivicPlus a leader in web design, communication programming and hosting. Our technical and development staff holds a variety of certifications including: Microsoft-certified system engineer, Cisco-certified engineer, Microsoft-certified software developer, Microsoft Office user specialist and project management professional from the Project Management Institute. Company Information Legal Name Icon Enterprises, Inc., d/b/a Primary Office 317 Houston St. CivicPlus Suite E Manhattan, KS 66502 Toll Free 888-228-2233 Incorporated In State of Kansas Fax 785-587-8951 Company Founder Ward Morgan, President/CEO Company Website www.civicplus.com GSA Contract # GS-35F-0124U DIR Contract # DIR SDD 1636 Additional Locations Charleston, SC Glen Carbon, IL Sherwood, OR Chicago, IL Columbus, OH Mount Laurel, NJ Olathe, KS Spring Hill, KS Topeka, KS Fort Collins, CO Seffner, FL Vancouver, WA "With CivicPlus, you're not just getting a website. It's social media, it's emergency alerts, it's my weekly blog, it's the mobile version of the site. Our website is tied to Facebook and Twitter, so updates are automatic. We're pushing information to where the people are. What good is all the good in your community if no one knows about it?" Thomas Russo, Newton Township, New Jersey iC Proposal for the City of Owasso, OK The CivicPlus Effect - Award-Winning Websites & Exceptional Results Since 2006, CivicPlus clients have won an amazing 377 awards for their websites, and recently, the Center for Digital Government awarded CivicPlus their "Best Fit Integrator" award for being among the best private-sector information technology integrators for delivering extraordinary digital solutions to public IT projects. This distinction puts CivicPlus alongside Accenture, IBM, Motorola and Northrup Grumman as the true leaders in municipal government technology. Our customers are proof that by partnering with CivicPlus, your new website will be amazing. Below is just a sampling of some of the most prestigious awards in the industry earned by CivicPlus customers. Some of our Award-Winning Clients... Castle Rock, CO Amherst, MA crgov.com amherstma.gov Ontario County, NY Richland, WA co.ontario.ny.us ci.rich land.wa.us Hinton, AB hinton.ca Farragut, TN townoffarragut.org Avondale, AZ ci.avondale.az.us Maui County, HI co.maui.hi.us Waunakee, WI vil.waunakee.wi.us Athens-Clarke County, GA athensclarkecountv.com Broken Arrow, OK broken arrowok.gov Dodge City CVB, KS visitdodgecity.org Richmond, CA Missoula, MT ci.richmond.ca.us ci.missoula.mt.us Montrose, CO Port of Galveston , TX citvofmontrose.org portofgalveston.com Tequesta, FL teguesta.org Cumberland County, PA ccpa.net Beaverton, OR beavertonoreaon.gov Danville, VA danville-va.gov Caddo Parish, LA caddo.org Webster, TX cityofwebster.com Recognition Integrator THE COMMUNICATOR H- RIZON AWARDS JU lx;)- N►~'.A National Atiwciation of webwa WIN Ma ' Com Tl111Y11.0' Pti NACIO Awards" 5 C Proposal for the City of Owasso, OK High-Impact, Custom Designs Created Specifically for Your Community Our programmers implement our designers work - not the other way around - so options for a unique site are endless. Designs that truly represent your unique image, message and brand come through extensive access to and consultation with our design team. Our portfolio demonstrates our graphic designers' vast creative abilities and styles. Additional examples can be provided upon request or can be viewed at wvvw.CivicPlus.com/designs. Washington County, OH - www.washingtongov.org Design Details: Washington County's history shines through in this simple yet sophisticated design. An intuitive layout guides the user to important information while fostering ease of use among the community. Also Look For: Mouse-over buttons and click through scrolling menus guide you easily to popular features within this homepage. Jeffersontown, KY - www.*effersontownky.com Design Details: Jeffersontown's website does a great job showing off the amenities offered in the State of Kentucky. The design color scheme is a reflection of their branding and seal. Also Look For: The use of the ePayment module and Code Red integration. McKinney, TX - www.mckinnevtexas.orq Design Details: Straightforward navigation coupled with an uncluttered homepage and subtle color scheme make the user experience an enjoyable - and easy - one. Also Look For: McKinney's Economic Development Corporation and Convention & Visitors Bureau subsites. Banff, AB - www.banff.ca Design Details: Client wanted a minimalist website design. The top banner features pop-out navigation. Simple homepage for ease of search and navigation. Also Look For: Extensive use of Calendar and Citizen Request Tracker modules. Flagstaff, AZ - www.flagstaff.az.gov Design Details: Flagstaff fosters community engagement by providing a simple and clean navigation structure. The beautiful landscape imagery is a reflection of a unique natural formation that dominates the landscape. Also Look For: The "E-Services" section enables the user to monitor their utility account and pay bills as well as view streamed city meetings right from the comfort of their homes. C Proposal for the City of Owasso, OK Designs Continued... Kodiak, AK - www.kodiakak.us Design Details: Kodiak Island's uncluttered layout draws the user's attention to important community news and announcements. The site's subtle color scheme highlights the beauty of the magnificent scenery. Also Look For: "Find It Quick" mega menu section making online services and answers to questions available with one click. Draper, UT - www.draper.ut.us Design Details: This simple yet elegant design goes to the heart of the culture in this community - a community focused on preserving its unique identity and heritage. Also Look For: The extensive use of the Facilities module for parks and trails, as well as department header packages for the Draper Amphitheater and Police Department. Litchfield Park, AZ - www.litchfield-park.org Design Details: A great example of how a "dark" website can still be robust and appealing to the eye. Also Look For: Hover over the "Citizen Center" and take a look at the Mega Menu linking the public to loads of community information. Blue Earth County, MN -www.blueearthcountymn.gov Design Details: "Effectively and efficiently delivering essential services" perfectly describes Blue Earth County's appealing web design. Bold blue colors and panoramic images burst from the page to highlight the beauty of the area. Also Look For: The use of social media integration and library subsite. Walton County, FL- www.co.walton.fl.us Design Details: Beautiful community images and a unique page design invite the user to explore the county's services, check the current beach conditions, and catch up on the news - in just one click. Also Look For: The use of the CivicPlus Frequently Asked Question module and Google Translation Tool. C Proposal for the City of Owasso, OK Let Our Experts Be Your Trusted Advisors Only CivicPlus offers the depth and breadth of staff for next-generation eGovernment communication projects. Depending on the size of and duration of your project and whether you utilize our creative, branding and advisory consulting teams, we will engage between six to 11 experienced staff members. Utilizing her strong technology background, your dedicated national sales manager, Carrie Broeckelmann, initially works with you to determine the best solutions for your administrative users and website visitors. A member of our seasoned project management team oversees the inter-departmental and client interactions, assuring that your project will be developed in a timely manner by professional website experts. Using their knowledge of effective online citizen engagement techniques - with specific case studies and examples - they will ensure the process transitions smoothly from phase to phase. After the completion of each phase, you will be encouraged to fill out a survey rating the project process as well as CivicPlus personnel. The CEO receives the surveys and is personally accountable for your satisfaction, which we guarantee, or we'll refund your money. Award-Winning Designers Cuslorn-tx,ilt. non tarr:plate! dcs+ ,n Programtmers {rnrAern rnt CrvlcPlus GCMS Content Experts Drwrrlc)prnc•nt & qudify conhol End-to-End Trainers fiv%t r'4<7clice e(Jueal;on Always-There Support 24111165. wo... un'.11111 _•c1 You Pfoj*ct Manog*r !nr(.tigh o4:f: irq ment as an m3doco!e for yaor 5ucces: A Process Dedicated to Helping You Succeed Upon completion of a custom design, setup of the website, development of modules, content development and quality control review, your trainer works to ensure your staff masters the simple Government Content Management System (GCMS®) and learns basic website usability concepts. Your new site is then launched and your support calls are handled by our Client Care Department. Your Role Your role during the project will be to answer questions, provide input, gain your staffs feedback to complete forms and provide necessary information so CivicPlus can develop recommendations for your design, navigation and content. Your project manager will explain the work required to achieve your goals. Pre-project, on-site strategic planning sessions can be added to the project at an additional cost. "A company is created by its people. The CivicPlus staff is phenomenal. CivicPlus is going to understand what your town means to you and your residents and how you want your town or city to appear. They are just as passionate about promoting your area as you are." -Karen McGrath, Castle Rock, Colorado C p Proposal for the City of Owasso, OK Our Project Development Approach Consulting, design, usability guidance, programming, secure hosting and dedicated training - CivicPlus delivers all of this and more during the development of your new website. Consulting Website Preview Presentation Website Reveal Presentation Design & Content Review Website Training Go Live 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Weeks Phase 1 - Consulting (may vary with on-site meetings) 4-5 weeks Includes: Needs assessment, best practices and takeaways assigned- Phase 2 - Website Preview Presentation Includes: Layout presentation, mood board and main navigation review, design feedback meeting and 3-5 weeks approval and takeaways assigned. Phase 3 - Website Reveal Presentation Includes: Presentation of a functional website based on goals, recommendations and combined vision; 3-4 weeks final approval and takeaways assigned. Phase 4 - Customized Website Training (varies based upon amount of content) 3-4 week Includes: Customized to give your staff the skills they need to maintain your website. Phase 5 - Go Live 3-4 weeks Website Launch 16 -22 Weeks (On Average) We rarely supply a custom timeline in our proposal responses. Working together, we want to ensure a realistic timeline is available to meet your specific goals. Through the outline of our proven development model provided in this proposal, development timelines can be estimated based on the date of the project's initiation. 9 C P Proposal for the City of Owasso, OK System Ownership Under our standard operating model, our clients own all data and software associated with the website - the design, the page content, all module content, all importable / exportable data, all archived information and the GCMS®. This allows them the peace-of-mind of remaining in total control of all website content and functionality. While hosted and maintained with CivicPlus, this data is never shared, and CivicPlus retains tight controls over our hosting operations, allowing for daily site backups, redundant power and internet systems, site redundancy and emergency recovery procedures. If the contract between your organization and CivicPlus were to be canceled due to the wishes of the client, our Support Department would work with you to transfer all associated data and software in order to make a smooth transition to the client's new hosting arrangement and, if necessary, management platform. In the highly unlikely event that CivicPlus were to cease support for the software due to bankruptcy, acquisition, a change in business operations or other circumstances, you would also receive full and complete control of all website data and software. Under either circumstance, provision of the core code, all associated modules and functionality would allow the client to move the entire website to an alternative hosting location without altering the management tools or modifying operation of the website in any way. Ongoing Training & Support Opportunities We want your website to be an investment that holds its value over time rather than a big expense that you have to budget for every few years. We apply this same thinking to our approach toward training and support, too. After the launch of your website you should be able to keep current staff as well as new-hires trained and supported as they update and maintain your site. CivicPlus offers ongoing training and support, as well as the incredible resource of more than 1,500 other municipalities that use the CivicPlus Government Content Management System (GCMS®). Stay up to date and always informed with unlimited access to: CivicPlus Connection When you join the CivicPlus community, you're connecting with our entire staff as well as a network of more than 1,500 cities, counties and CIVICP us other government entities that use the CivicPlus solution. CivicPlus Connection - a social network for CivicPlus users - invites our CONNECTION customers to engage us and each other even more! By logging onto CivicPlus Connection, you can: • Earn different levels of CivicPlus certification, from contributor to webmaster, at our online testing center • Access online training manuals and videos to learn the tips, tricks and processes to become the expert at creating the best website for your users in the CivicPlus University section • Attend webinar series for refresher trainings or for sneak peeks at the newest features and functionality in development • Try to stump the CivicPlus trainers with a question • Share ideas and contribute to bettering our community through opinion polls, surveys and group discussions • Stay up to date on the latest trends in web technology, design and government processes through blogs, webinars and informational updates tailored to local government professionals • Access our always-available online support center for our clients • Signup to be a part of the CivicPlus beta testers to get your hands on the newest features and functionality first The CivicPlus Connection is another exciting benefit to the CivicPlus client experience and available only for clients who have been through initial training. 10 C P Proposal for the City of Owasso, OK Resource Center With CivicPlus, you will discover a team of people ready to help you at any time. We are not just with you for the development, design and launch - we will be here year after year to respond to new needs and new opportunities for you to build you site into the best site it can be. Community Engagement Consultants CivicPlus has a team of Community Engagement Consultants to help you implement the tools needed to successfully meet the level of Community Engagement that you desire. Upon website Go Live, you will have a dedicated member of this team to help you keep up on new CivicPlus products and optimize your site. This specialized team member can provide you with further information on how to engage your citizens, utilizing the tools that CivicPlus has put into place on your new website. Around-the-Clock Technical Support Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m. (CST) to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day. In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the internet in general, our personnel often identify and correct issues before they even affect our clients' websites. Our expertise in website management provides assurance to our clients that their site is in good hands. Maintenance & Support Includes: Support Maintenance of CivicPlus Application & Modules 7 a.m. - 7 p.m. (CST) Mon. - Fri. (excluding holidays) Install Service Patches for OS 24/7 Emergency Support Upgrades Dedicated Support Personnel Fixes 2-hour Response During Normal Hours Improvements Usability Improvements Integration Integration New and Upgraded Services Testing Proactive Support for Updates and Fixes Development Online Training Manuals Usage License Monthly Newsletters Phone Consulting CivicPlus Connection Automatic CivicPlus Software & Module Updates All CivicPlus customers receive the benefits of new features and upgrades that we add to our ever-growing Government Content Management System (GCMS®). The core of the CivicPlus product offering grows with you and your community, ensuring that your site never grows stale and that your website is truly an investment. Mobile Website Detection & Browsing Mobile browsing is automatically available with a CivicPlus-developed website, meaning your residents can easily access and refresh your site and its important content from any mobile platform, such as their iPhones, Androids, Blackberrys, etc. Software Licensing No programs or software are necessary to install, meaning you and your staff can update the site from any internet connection or platform (Mac or PC) at any time. The City of Owasso will not pay money per seat to install software. You can have an unlimited number of users in the system. Citizens Request Tracker is limited to 5 users; additional user licenses may be purchased. 11 C Proposal for the City of Owasso, OK CivicPlus Project Development Estimate eject Development and Deployment Initial GCMS® upgrades, maintenance, support and hostina - no additional cost With CivicPlus' Annual Services, you'll enjoy redundant hosting services, daily backups, extensive disaster recovery plans, 2417 support, software maintenance, unlimited upgrades, recurring training, and access to the CivicPlus community. Protecting your investment is important, and our Annual Services allow you to receive maximum benefit at minimal cost. Over the course of a year, you'll receive software upgrades, maintenance and optimization. Additionally, your staff will have full access to our support staff, ensuring that they're always up to date on our latest features and functionality. to Optional Payment Plan - CivicPlus Advantage $5,120 CivicPlus Advantage offers local governments an alternative payment plan that eases the impact of a new website on your budget and spreads the one-time project development costs over a longer period of time. Through a minimum three-year contract, CivicPlus Advantage dramatically lowers the one-time project development and start-up costs of launching a new website, combining one-time and recurring fees and spreading them over the life of the contract. And because we value our continuing relationships with our customers, those who extend their contract beyond the three-year minimum will receive a redesign at the end of their fourth year with CivicPlus - at no additional charge. CivicPlus Advantage* Project 1st year 2"d year Total 3 Development Annual Annual year cost $34,454 $5,120 $5,120 $44,694 3 year payment schedule 1st Year 2nd Year 3rd Year Total Cost Annual Recurring Fees $14,898 $14,898 $14,898 $44,694 * CivicPlus Advantage was calculated based on 30% discount 12 All Quotes are in US Dollars and Valid until December 31, 2013 C Proposal for the City of Owasso, OK The CivicPlus Redesign Option At CivicPlus, we realize that over time, you might decide that you want to change your design by giving it a visual refresh, so to speak. On average, we have noticed that clients tend to request a redesign about every four or five years in the life of a typical government website. But instead of starting completely over from scratch with a new website rebuild, CivicPlus has an option that can not only help save you time and effort, but lots of money too! With our CivicPlus Redesign Option, at the end of your fourth year of continuous service with us, you will automatically receive a website redesign with no further out-of-pocket expense. The cost of the redesign is included in your annual fees each year, giving you the knowledge that your website design will never become stale and that you'll never have to build your site from the ground up again! • Redevelop banner • Up to three graphic buttons to promote special services • Redevelop navigation method (may choose top drop-down or other options) • Select color scheme to match new graphics • Design setup - wireframe • Print this page option • Email this page option • Breadcrumbs • Sitemap + Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.) • Project management + Testing + Review • Content migration - Includes retouching of all existing pages on the redesigned website to ensure proper formatting, menu structure, and application of new site styles. Note: Content will be rewritten or pages broken up (shortened or resectioned) during this process to reflect best web usability practices. • Site styles and page layouts will be touched so all pages match the new design and migrate cleanly 13 C Proposal for the City of Owasso, OK Project Development Kick-Off Meeting Deliverable: Project Timeline, training jump start and worksheets Included Phase 1: On-Site Content Consultation Four (4) days on-site, up to six departments per day. Quote includes travel expenses. A consultation package concentrating on evaluating current website content and making recommendations for improved content development, presentation and maintenance. Included Deliverable: A comprehensive report on evaluation of current content (placement, length, style and effectiveness), recommendations for improvement or creation of new content, a follow-up report reviewing the results of implemented suggestions. Phase 2: Website Preview Presentation Deliverable: Website layout and mood board will be presented for your Included approval Phase 3: Website Reveal Presentation Deliverable: Completed website design and navigation structure will be Included presented. You will be able to propose changes at this time. Phase 4: Four (4) Days On-Site Training for up to 12 students Additional Students are billed at $85 per day. Quote includes travel expenses. Deliverable: Train System Administrator(s) on GCMS® Administration, permissions, setting up groups and users, module administration. Basic User Included training on pages, module entries, applying modules to pages. Applied use and usability consulting to result in effective communication through your website. Phase 5: Go Live Deliverable: Content migrated from current site to new site based on best practice recommendations. Custom website. Registration of site with all major Included search engines. Additional Functionality Google Translation Tool Included Unlimited Users Citizen's Request Tracker Included Total Project Development and Deployment Fee Initial GCMS® upgrades, maintenance, support and hosting included - no additional cost $49,220 Server Storage not to exceed 20 GB; Media Center Storage not to exceed 10 G B _ _ 0' B o e oo i • • a(o o 4}~~ TIMM- 14 C Proposal for the City of Owasso, OK Project Enhancement Options Annual Recurring Training: Training on new functionality and services Deliverable: • New User Training: A three-hour training for new users to learn basic features of the GCMS®. • Refresher Training/New Module Training: A three-hour session designed to Optional refresh existing users as well as to train them on new modules. $2,000 • New Feature Overview: A three-hour session designed to make users aware Annually of recently released modules and features. • Website Review Consulting: An hour-long, in-depth review of the client website followed by a two-hour session with client users. Functionality Options One-Time Annual GoCitizen Pro Custom Mobile App (iOS & Android) $4,500 $1,200 Department Header Package (No annual fee in the first year, annual fees starts in second year) $3,500 $650 Language Translation (hand translation, priced per single language) $125/page or n/a $1,000/10 pages LDAP Integration $1,200 $300 New Logo Development $5,000 n/a New Logo Development with Branding & Graphics Development $7,000 n/a Subsite (No annual fee in the first year; annual fees starts in second year) $8,000 $1,575 15 C p Proposal for the City of Owasso, OK Project Development and Deployment Includes the Following: Modules Functionality Agenda Center Action Items Queue Alerts Center & Emergency Alert Notification Audit Trail / History Log Archive Center Automated PDF Converter Bid Postings Automatic Content Archiving Blog Content Library Business/Resource Directory Dynamic Breadcrumbs Calendar . Dynamic Sitemap Carbon Calculator . Expiring Items Library Citizen Request TrackerTM . Generic Mobile App (iOS & Android) Community Voice TM . Graphic Link Administration Community Connection . Links Redirect and Broken Links Finder Document Center Menu Management ePayment Center Mouse-over Menu Structure Facilities & Reservations MuniMobileTM (Mobile Website Browsing) Frequently Asked Questions . Online Editor for Editing and Page Creation (WYSIWYG) Forms Center . Online Web Statistics Healthy City . Printer Friendly/Email Page Intranet Rotating Content Job Postings . RSS Media Center with Live Streaming Video . Search Engine Registration My Dashboard . Site Layout Options News Flash . Site Search & Entry Log Notify MeO Email & 500 SMS Text Subscription . Slideshow Online Job Application with 1 Generic Application . Social Media Integration (Facebook, Share and Twitter) Opinion Poll . User & Group Administration Rights Photo Gallery . Web Page Upload Utility Postcard . Website Administrative Log Quick Links Real Estate Locator Spotlight Staff Directory Support Maintenance of CivicPlus Hosting Application & Modules .7 a.m. - 7 p.m. (CST) Monday - Friday Install Service Patches for OS Shared Web/SQL Server (excluding holidays) Upgrades DNS Consulting & Maintenance 24/7 Emergency Support Fixes Monitor Bandwidth-Router Traffic Dedicated Support Personnel Improvements Redundant ISP 2-hour Response During Normal Hours Integration Redundant Cooling Usability Improvements Testing Natural Gas Powered Generator Integration New & Upgraded Services Development Daily Tape Backup Proactive Support for Updates & Fixes Usage License Intrusion Detection & Prevention Online Training Manuals Antivirus Protection Monthly Newsletters Upgrade Hardware Phone Consulting CivicPlus Connection 16 C Proposal for the City of Owasso, OK Hosting & Security Features CivicPlus' Network Operations Center - based in Kansas City, MO - is set up specifically for website hosting and administration. Redundant power sources and internet access ensure consistent and stable connections, and regular hardware upgrades make certain that CivicPlus-hosted sites are maintained on uD-to-date. relinhle Pni inmPnt Hosting With CivicPlus Includes: • Shared Web/SQL Server . Natural Gas Powered Generator • DNS Consulting and Maintenance Nightly Tape Backup • Monitor Bandwidth-Router Traffic Intrusion Detection and Prevention • Redundant ISP Antivirus Protection • Redundant Cooling Hardware Upgrades • Physical Security Biometric access • Proximity card key system prevents unauthorized access to servers • High-resolution, closed-circuit video with time lapse recording covering secured areas • All visitors require a full-time escort within hosting area • Redundant cooling systems Power • All systems fed by uninterruptible power supplies (UPSs) with diesel-powered generator backup Bandwidth 1 GB burstable internet capability with option to expand • Multiple carriers to provide redundancy for continuous connectivity - including MCINerizon, Hurricane Electric and Cogent • AT&T: 45Mbps fiber optic network • Cox: 100Mbps fiber optic network • BGP internet routing; continuously monitor and manually balance internet load between carriers for optimal speed • Round-the-clock (24/7/365) monitoring of all critical components, including: internet Monitoring connectivity, servers, routers, switches and power systems Backup Tape backup performed daily • Off-site tape archive Antivirus Continuously scan system • Signature files auto-updated every 4 hours from national registry Data Security Server operating systems applied as necessary • Router level port blocking and reporting • Router level packet filtering and reporting • Server level port blocking and logging • Ongoing security analysis by Cisco security specialist Data Redundancy * RAID Level 5 data storage array • RAID 1 + 0 Intrusion Detection • Redundant Palo Alto Advanced Services Firewalls • Full-time electrical engineers (EE) Staff Certifications • Full-time Microsoft-certified systems engineers (MCSE) • Full-time Cisco-certified network associates (CCNA) • Full-time Cisco-certified network professionals (CCNP) 17 C p Proposal for the City of Owasso, OK Conclusion As your website committee narrows the search for a partner to create the website for Owasso, CivicPlus would like to be your partner of choice. Our experienced and knowledgeable professionals are committed to creating the communication infrastructure that the City of Owasso desires. • Your city will have access to the most experienced staff in the municipal website management market, and your project team will work with you to create a unique and engaging site that reflects your community. • CivicPlus will remain a trusted advisor and support resource after the site launches; Owasso will always have access to government communication experts. • Your site will grow and change with you as industry trends and technology change. CivicPlus will ensure that your website is on the cutting edge - always. We have the expertise to help your city work better, help citizens help themselves and build a website both you and your citizens will use. Our promise: To build a website that increases your number of visitors by 50% or 100% of your money back. Guaranteed. 18 Cp CIVICPLUS HELPiNGCOIANUriii{E;E:r.:•',! 61;;UU•T CivicPlus Features and Functionality +CONNECTING PEOPLE Serving more than 1,500 clients in 49 states, Canada and Australia, we partner with governments to create award-winning websites. C CivicPlus Features and Functionality The CivicPlus-Proven Development Approach ..............................................................................................................2 Hundreds of Cities & Counties Are Upgrading to CivicPlus Each Year ......................................................................2 What Is Community Engagement? ....3 Project Development and Deployment CivicPlus Features & Functionality Hosting & Security Features 4 5 ..............................................17 C CivicPlus Features and Functionality The CivicPlus-Proven Development Approach CivicPlus provides our eGovernment communication solution to more than 50 million citizens in more than 1,500 municipalities - cities and counties of every size across the United States, Canada and Australia. For more than a decade, CivicPlus has focused on government clients, giving our customers access to the latest in next-generation applications that meet and exceed their needs. Those needs include: • A unique and customized website design with minimal work and time commitments from your staff • Intuitive navigation and page layout with unlimited submenus and subpages • Interactive functionality through our Government Content Management System (GCMS®) • Continuously updated, cutting-edge solutions designed by eGovernment experts for governments • A per-project, customized pricing model with comprehensive training and unlimited support included Hundreds of Cities & Counties Are Upgrading to CivicPlus Each Year It's simple: CivicPlus knows municipal government. • No one else offers the CivicPlus Government Content Management System (GCMS®). • No one can match our interactive suite of tools that enable governments to better engage and communicate with their citizens. + No one can match the CivicPlus development process and the depth of our implementations designed by experts who know local government, its people and its processes. • No one can match our track record - period. CivicPlus Client Map r r J • i • • r • a • • • i p • J J J • J r • • iy. J• w •r ~T J •U ° r • g • • • r ~ w J • r . i/ • • w~V r W r r i M W y • 'i y • • r• 'ra r e• r • r •w ~•:f r••a'~C+ ,r~+• O E w • -agoti 460 r JV Wet • ; J S • J V •rri • y • i • 40 vo 14 Association City County Other 2 C CivicPlus Features and Functionality What Is Community Engagement? At its core, community engagement is expectation. More than 75 percent of U.S. residents are connected online. They bank online. They pay bills online. They chat, they opine, they find love... all via the internet. The web has become the first resource for the vast majority of people when they need to find an answer to a question, locate a service, file a complaint or conduct business. The expectation is that local government should be conducting business online as well. However, having an engaged community means going beyond the basics of the web. Community engagement is: • Transparency - Removing the veil from local government by providing citizens with open access to government through citizen-centric technologies and information structures • Citizen Sourcing - Encouraging citizens to get active, get involved and take ownership of local issues, all through an easily available communication method they're likely to use • MicroVoting - Allowing citizens' voices to be heard, and making that voice resonate with government leaders in ways that allow for a finger to be placed on the pulse of the citizen's wants and needs Local governments provide so much service, infrastructure and support to our communities, but too often those efforts go unnoticed and unappreciated. Community engagement is a two-way street - it's letting your citizens have a voice and letting them know why government matters. Where You Rank on the Community Engagement Scale TM Governments across the nation find themselves in various stages on the Community Engagement ScaleTM. Some may inhabit multiple stages, and others may be reluctant to engage more deeply due to concems of openness and the criticism that may accompany it. Where does your community fit within the 6 Levels of Digital Community Engagement? What does each stage look like? What will it take to reach the top? Only CivicPlus can provide these answers, because CivicPlus is the only government website provider focused on equipping communities to better engage and interact with their citizens. How CivicPlus Can Take You Higher 0- Fully Engaged ® - Participatory e - Receptive - Active - Emerging 0- Static All of our modules and features are designed to help improve interaction with citizens and users on your website, but here are a few examples from CivicPlus that help take community engagement to the next level: • Citizen Request Tracker TM • Calendar 0 Media Center • Community Voice TM • Facilities and Reservations 0 News Flash • Alert Center • Form Center 0 ePayment Center C CivicPlus Features and Functionality Project Development and Deployment Includes the Following: Modules Functionality Agenda Center . Action Items Queue Alerts Center & Emergency Alert Notification Audit Trail / History Log Archive Center . Automated PDF Converter Bid Postings . Automatic Content Archiving Blog Content Library (Content Templates) Business/Resource Directory Dynamic Breadcrumbs Calendar Dynamic Sitemap Carbon Calculator . Expiring Items Library Citizen Request Tracker TM (5 users) . Graphic Link Administration Community Voice TM . Links Redirect and Broken Links Finder Document Center . Menu Management ePayment Center . Mouse-over Menu Structure Facilities & Reservations MuniMobileTM Frequently Asked Questions Online Editor for Editing and Page Creation (WYSIWYG) Forms Center . Online Web Statistics (Only With CivicPlus Hosting) Healthy City Printer Friendly/Email Page Intranet Rotating Content Job Postings RSS License & Permits . Search Engine Registration Media Center with Live Streaming Video . Site Layout Options My Dashboard . Site Search & Entry Log News Flash . Slideshow Notify Me@ Email & SMS Text Subscri ption . Social Media Integration (Facebook, Share and Twitter) Online Job Application with 1 Generic Application . User & Group Administration Rights Opinion Poll . Web Page Upload Utility Photo Gallery . Website Administrative Log Postcard Quick Links Real Estate Locator Spotlight Staff Directory Support Maintenance of CivicPlus Hosting Application & Modules 7 a.m. - 7 p.m. (CST) Monday - Friday Install Service Patches for OS Shared Web/SQL Server (excluding holidays) Upgrades DNS Consulting & Maintenance 2417 Emergency Support Fixes Monitor Bandwidth-Router Traffic Dedicated Support Personnel Improvements Redundant ISP 2-hour Response During Normal Hours Integration Redundant Cooling Usability Improvements Testing Diesel Powered Generator Integration New & Upgraded Services Development Daily Tape Backup Proactive Support for Updates & Fixes Usage License Intrusion Detection & Prevention Online Training Manuals Antivirus Protection Monthly Newsletters Upgrade Hardware Phone Consulting CivicPlus Connection C CivicPlus Features and Functionality CivicPlus Features & Functionality Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful government content management structure and website menu management system. The system allows non- technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus Government Content Management System (GCMSO) utilizes Microsoft SQL Server, ASP, JavaScript and HTML for web development. No HTML knowledge is needed to update your website. However, if desired, HTML code can be used throughout the website for advanced users. With extensive web applications in place, continual enhancement and an easy-to-use interface, our clients are the proud owners of their websites and are excited to be part of the CivicPlus community. Additional benefits of the CivicPlus GCMSO include webpage version controls, customizable levels of user-rights, searchable data, accessible customer support services, instantaneous functionality updates, comprehensive security and much more. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary, and all content is organized in accordance with web usability standards. Modules are constantly being developed and upgraded to meet the needs of our clients. A list of our modules follows. Core GCMSO Modules Agenda Center The CivicPlus Agenda Center is an all-inclusive agenda creation module. No longer will you have to build your agendas in a word-processing program, print it out and pass it around the office for approval, export the final version to a PDF and then upload it to the website. Agenda Center allows for the creation and management of the entire agenda process, from submitting preliminary items at the departmental level, to a robust and easy-to-use workflow, to the publishing of the agenda live to the public - one smooth and seamless process. The Agenda Center not only offers a one-stop-shop for agenda creation, but upon publish of the approved agenda, a template for the minutes of that meeting can also be generated. Additionally the Agenda Center ties in with the Archive Center, so published agendas and minutes can be placed in an Archive Center category for immediate storage. You can also update your residents in a fast and timely manner by using the Notify Me@ module to send email and text message updates of published agendas and minutes. Archive Center The Archive Center has been developed specifically for the storage and retrieval of agendas, minutes, newsletters and other date-driven documents. Archives can be searched by date, category or keyword, and the unique "View Most Recent" link functionality on your website pages automatically pulls the most recently uploaded item every time you add a new document within that category. Business/Resource Directory Think of the Business/Resource Directory as the Yellow Pages of your website, as it provides site visitors with links to and information about organizations and services within your community. Site visitors can search by business or organization name or category, and entries can be organized by business (Yellow Pages-style) or by category (topical directory-style). The module can display useful information such as a description of the business/organization, link to an interactive map, address, phone number, email and link to the business' website. Citizens can also download the included iPhone App at no cost, allowing them to search for businesses or services on the go. C CivicPlus Features and Functionality Calendar The Calendar Module allows administrators to set up calendar items to help keep the public informed about upcoming events and meetings in your community. Events can be set on a i c,uta.s one-time basis or as recurring events for multiple months in advance, with short descriptions and N., IT lmaro a Nov. ,5 hyperlinks to display the event details. The calendar CERT Tra•n.nq N- recognizes the current date as the starting date for 0 6 A „-.,S the display of events and provides easy navigation to State or The Cr. ' future events. Multiple calendars are available. rpulh CGnn~;4 Department Calendar: Any page on your Conee nvmc site can display the most current calendar items in a special content area, great for departments or sections of the website that wish to have their calendar events appear on their page(s). Featured Events: You can draw attention to upcoming events using the Featured Events functionality, within the Calendar module. The Calendar supports multiple views, including a monthly view that displays all the events in a month. Document Center The Document Center is a document storage center that allows for a variety of file types (e.g., PDF, spreadsheets, pictures, video files, sound clips and more) to be downloaded or viewed by the end user, allowing for easy access for your site visitors. Instead of bogging down your employees with requests for documentation, site visitors can locate the forms and documents they need easily online. Your employees can easily add new documents and direct residents to the information they requested online, without sending out extra paperwork. Moreover, all files are organized by our structured filing system of folders and subfolders, keeping all of your information easily obtainable by your citizenry 24/7. Frequently Asked Questions Help your citizens reduce time-consuming phone calls or trips to government offices by answering commonly asked questions through your website. Frequently Asked Questions (FAQs) - which can be organized by departments and/or category - may be added to any page of your website and can be set up to link to additional information or documentation for easy reference. FAQs have their own search feature, so your site visitors can easily find answers to the questions they ask the most. News Flash The News Flash Module provides an area where important and timely news and announcements are posted. Any department may utilize this module for posting information that is specific to their department, like a change in meeting location, results from an election, rainout announcements for sports fields and more. News Flash is a dynamic page element that may be placed on any page, and each News Flash item has its own start and expiration date. Opinion Poll The Opinion Poll Module allows you to interact with your site visitors. Once a user submits their vote, poll results are displayed. This is a popular module and is an easy way to keep people coming back to see what's new on your site. We recommend that the poll questions be non-controversial, as results are not scientific. The results may be used to provide website decision-makers with valuable information in order to make informed decisions. Also, using the Opinion Poll Module demonstrates even further the true interest your municipality has in its residents and stakeholders. C p CivicPlus Features and Functionality Photo Gallery The Photo Gallery Module is designed to allow you to store and display photographs in a central location to showcase to your citizens and the world the best that your community has to offer. Photo Gallery helps your website become the place to put your community's best face out there and to attract new citizens to your area. Users will be able to: • Explore your municipality through albums and favorites • Browse your featured photos and events • Share with friends or send as postcard • Submit images • View images as thumbnails or full-size • Write descriptions with each photo • Search the Photo Gallery • View a slideshow of photos • Give photo credits • Give images "thumbs up" You can use the Photo Gallery to store and organize photo files by department, division, and/or event. Like the Document Center, you can store as many pictures in as many albums as you like. Quick Links The Quick Links Module allows you to place links to related and often-requested information directly on the page of your choice. The entire collection of these links is contained within the actual module, and is unlimited in the amount of categories and links that you can provide to your users. The links can be to interior pages of your website, to documents and forms, or to outside websites. You can organize the links by category or item and can set them up to auto-publish and unpublish. Spotlight The Spotlight function creates additional space on a webpage that allows you to highlight important text or widgets in a compact, easy-to-update module. The information posted with this module can relate to one or more pages. Staff Directory If the Business/Resource Directory is your website's Yellow Pages, then the Staff Directory Module is the white pages. A time-saving resource for your residents, Staff Directory provides detailed contact information for your staff and various offices all in one place, decreasing the number of calls requesting contact information. You can include as much or as little employee and department information as you deem necessary; plus, Staff Directory entries can be linked to pages throughout your site, providing quick access to a specific department or employee's information. Employee information can include title, biography, photo and contact links via email or form submittal (email addresses are blocked from email harvesting programs). Website users can search the directory for a specific employee by last name, first name or department. C CivicPlus Features and Functionality Transaction Modules Bid Postings The Bid Postings Module provides a simple and easy-to-use method of posting and organizing bids, RFPs and RFQs online for vendors or local contractors that are interested in providing products and services to your community. Provide links to upload the full RFP package, links to related web pages or post other bid details like the scope of work. Bids can be searched by category, title or closing date and by open, closed, cancelled or awarded. This module is integrated with the Notify Me® Module, allowing site visitors to sign up to be notified when new bids are available or when bids are updated let interested parties know of amendments, cancellations and to whom the bid was awarded. Bids can also be set to automatically expire (become unpublished) from the site if you so choose. Citizen Request TrackerTM The Citizen Request TrackerTM (CRT) is a powerful tool that facilitates interoffice and government-to-citizen communication and workflow concerning requests reported by residents. Site users create a profile and submit requests or complaints, view pending issues, reopen closed issues, request additional information and more. Once a profile is set up, contact information is automatically filled in when a site user submits a new request. Furthermore, problems reported over the phone can be manually entered into the system for increased efficiency. Marketing the CRTTM system as the primary tool for communication on problems and requests in your area will allow you to reduce staff time spent on addressing issues by hand and will allow your constituents to interact with your staff any time of the day. The CRT TM System Makes It Easy To: • Add comments and action items • Assign the request to a staff member • Review the history of the issue • Send messages to the constituent • Close the request r..~.r•r .rF !v j~n Viry • Print and/or export statistics and reports • Print work orders • Generates efficiency statistics and reports • Export data in CSV or tab-limited format ePayment Center Integrate eCommerce on your website with no third-party store to setup, and save your citizen's time and effort by affording them the opportunity to pay for services directly through your website. You have the ability to customize or make changes to any form that you create to take in online payments such as permit fees, registration fees, pool passes, etc. Email notifications are sent out to both customer and client when a transaction is made. Financial reporting through our trusted PCI-compliant partner is also available with the click of a button. Facilities & Reservations The Facilities & Reservations Module allows the site administrator to display local facilities and their amenities and to manage their availability to the public. A site visitor can search for facilities by type or amenities available, review the amenities for each facility, retrieve location information with mapping integration (ESRI,GIS, Google, etc.) and easily reserve the facility. Search results will offer additional options such as admission requirements, handicap accessibility and how to reserve or make payments. A description with details of the facility (location, contact information, photographs, video, map, handicap accessibility, rental availability, etc.) display within each facility's listing, with your staff able to allow for online reservation requests and interactive calendar to view and manage online reservations. This module is integrated with the Form Center and e-Payment module for a streamlined reservation process. C CivicPlus Features and Functionality Form Center Having online forms makes it easy for you to receive useful information from your community and for your community to complete tasks online. These completely customizable forms can be used as a means for citizens to contact you with questions, requests and feedback or to sign up for various events and activities. You can have as many online forms as you need with this module, creating forms easily from scratch or from our library of sample online forms. Various field options include long answer, radio button, drop-down lists and multiple choice (among others), with formatting options that include font colors, background colors, text alignment and more. You can preview forms as you create and edit them instead of sending it to someone else for changes. The Form Center lets you develop every aspect of your online form with no programming knowledge necessary through a simple drag-and-drop interface. In addition to being able to create your own form, you can track your forms through your website! No more lost emails and sorting for statistical data through multiple emails. Any form submitted on your website can be received via email to as many people as you wish and/or be kept in a backend database with basic analytical reporting available. This data can then be exported to Microsoft Access, Excel or other database software. Job Postings Display available jobs within your organization on your website in an easy-to-search-and-retrieve format for your site visitors. The Job Posting Module allows you to provide as many details as you like and link to a number of files supporting the available position(s), with the ability to allow the visitor to download a job application and email their resume to the person/department of your choice. Website visitors can sort jobs by date or job type, and can sign up to be notified of new jobs through the Notify Me@ Module. You can also choose to allow for online applications using the Online Job Application Module. The Job Postings Module can also be set up to allow employers within your community to be able to post their own available job openings in a controlled environment on yourwebsite, helping to boost your community's economic standing and further make your website the hub of information within your community. Licenses & Permits This online service gives you the ability to let residents submit request for and payment of simple permits online. Once a resident fills out the required fields on their license or permit submission form, they are issued the printable version of their license/permit immediately, and you can set these requests to utilize the CivicPlus ePayment Center Module or to be cost-free. Creating a new license or permit request form is done through the Forms Center, and you can utilize one of our 10 default forms or create your own customized form. You can also add number and letter formatting as a way of tracking permits (ex: 01234-Kansas). Online Job Application Save yourself and your residents' time, save paper and give your website users instant access to apply for available positions with the Online Job Application Module. Allow applicants to apply completely online by filling in the application, attaching supplemental paperwork and submitting to your HR department, with applications time- and date-stamped. Applicants can also create an online profile, which allows them to update their application and apply for other jobs without filling out multiple applications. Your staff can be notified by email when a new application has been received, which then allows you to view, sort and download submitted applications. And fear not about lost applications - they're kept in a database on the website for easy retrieval. C CivicPlus Features and Functionality Real Estate Locator The Real Estate Locator helps attract incoming businesses and residents by providing a one-stop shop for available real estate listings in your community. Properties - commercial or residential - can be organized by and searched for by neighborhood, street or zone, and price range. Additionally, the Real Estate Locator can be set up to allow realtors and brokers the ability to post their own available properties in a controlled environment on your website, further helping boost economic development. Interactions & Communications Modules Alert Center The Alert Center provides an efficient and noticeable way to get important news out to your community, whether it be local inconveniences like street closures and road conditions or critical, up-to-the-minute emergencies like flood warnings and Amber Alerts. With one click, graphics and information can be activated on your website from a variety of layouts that best fit the alert's importance, with public notifications sent out through email, text message and social media. When a user clicks on an alert that is displayed on the site, they will be taken to the module information that details the alert, as well as provides photos, links to other resources and a history of updates. Al.nCanler , No.p'ry you abrmro.ewn crn:urouw.Mn m ynw<ammunny 4 • VI.11M1 A1.1, V TM IIYrH.rIhN»FlOONn/ '••vnw e..~. t~•nvi ..y :LM e. MT+..r.+vw Mn.r, lnn....,n ~ TornaOa w.rnx,y iwrm awn Cw'. t 1+~ p r tWS 1 1 W W v..; NMr MtK~." • rmw. . PoIk.CMcMp0lnt. Blog The Blog Module helps open up the lines of communications between administrators and citizens, increasing government transparency and citizen interaction. The Blog features the option to allow citizen comments for feedback (comments can be moderated before being published to the website). Community VoiceTM Community VoiceTM is an interactive module that uses citizen sourcing to create dialog on your site while allowing you to showcase things you are implementing in your community. The module encourages citizen idea submission, engaging discussions, voting, user recognition and more. Your site administrator creates general topics that citizens can provide input on. Citizens can create a user account through My Dashboard to submit their ideas, leave comments and vote other ideas up or down within each topic. Showcasing Community Voice on your website increases communication and citizen satisfaction within your community, showcases projects and initiatives within your community, and helps consistently drive traffic to your site. Carbon Calculator Help your website keep up with green initiatives by allowing your citizens to track their carbon footprint. Healthy City Help keep your citizens more health-conscious by giving them a way to track their daily and weekly exercise routine. Media Center with Live Streaming Video The Media Center Module provides an affordable way to upload video files and stream live video right through your website without the need to purchase costly third-party solutions. Media Center is optimized for the storage of video files, but it takes you a step further by providing an avenue to stream meetings, demonstrations and events right through your website. All you need to get started is a camera connected to a computer with internet access. This unparalleled offering from CivicPlus comes standard with our product with 10 GB of storage (roughly 40 hours), something our competitors simply cannot match. 10 C p CivicPlus Features and Functionality My Dashboard With My Dashboard, residents and users can set up a profile on your website that allows them to pick and choose the information that automatically becomes fed to their dashboard upon site login. In one simple and streamlined view, your users can immediately see important news, available job openings, keyword searches, favorite pages, calendar feeds and much more. Your users will be able to login to My Dashboard using the Facebook Connect feature, negating the need for multiple usernames and passwords. Notify Me0 With Notify Me@, visitors can sign up to be notified via email and/or SMS text message about community activities, meetings and other updates to your website. Users can self-manage multiple subscriptions at once, and unsubscribing is easy. You can send out unlimited emails, and the first 500 text message subscribers are free, with the option to add more for an additional fee. This module automatically integrates with our Alerts Center, News Flash, Calendar, Job Postings, Bid Postings and Blog modules. Also, administrators can create as many Notify Me@ lists as they want. Notify Me® supports HTML and plain text versions of email messages, and newsletter templates can be created for added presentation quality. You can set up notifications as drafts and set them to send to subscribers at a specified date and time. Additionally, most current subscriber notification lists can be imported to our system, while the email lists created by your CivicPlus system can be exported for other files and/or purposes. All of these features make Notify Me@ an excellent and valuable communication tool for your website, allowing you to continuously stay in contact with your residents by sending them important information updates that they are interested in receiving. Postcard Highlight your community by giving visitors the opportunity to email virtual picture postcards with personalized messages. Social Networking & Gov 2.0 CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. From community-centric pages on Facebook to real-time Twitter feeds that can deliver emergency alerts, we are dedicated to helping our clients integrate their web content into the most dynamic social media sites and make their marks in the world of Gov 2.0. Other social networking sites (such as Linkedln, YouTube, Pinterest, etc.) can be featured on your website as links to your organization's profile on those particular websites. Facebook and Twitter Many governments are finding Facebook to be an essential part of their online presence, as it provides another avenue to share news, announcements, events, pictures and videos with a wide range of regular site visitors. CivicPlus can create your Facebook page and sync your website to your Facebook profile to automatically publish news and calendar events on Facebook with a link to your website for more information. Twitter's short, 140-character "tweets" offer a way for municipalities to distribute information quickly and effectively. CivicPlus can link your website to your Twitter account for automatic publishing of news and announcements such as road closings, meeting schedules and emergency notifications. 11 C p CivicPlus Features and Functionality Administrative Features Instantaneous Updates Browser Based Mobile Updates Action Items Site Search and Site Search Log Updates are posted to the live site in real- time once the administrator publishes the page. No installation of programs or software needed, meaning you and your staff can update the site from any Internet connection or platform (Mac or PC) at any time. Immediately update your site from any location with urgent announcements using your tablet. Direct access to a queue of items waiting to be published or reviewed by the administrator provided immediately upon login. Powerful site search automatically indexes all content making it easy for all visitors to find information. This feature also keeps a log of all words that are searched by your visitors. Timesaver - Ensures your site is communicating the most up-to-date information. Convenience - Updates can be made anywhere at any time. Money Saver - Does not charge a per seat rate to install software. Crisis Communication -Warn audiences of crisis situations from anywhere at any time. Convenience - Helps the administrator stay organized and timely with the site. Knowledge - The search log serves as a tool in making decisions about updates and upgrades as well as placement of key items on the homepage. Automatic Alt Tags Built-in features ensure your site is Section 508 compliant, Application Programming Interfaces (APIs) Convenience - Editors do not need to know Section 508 requirements as the system will automatically format to accommodate for Section 508 compliance. We have nearly a dozen application programming interfaces (APIs) scattered throughout the system and continue to build more to make integrations with the GCMS® and disparate applications as straightforward as possible. It's this "open architecture" approach that allows your IT staff and programmers to spend time creating applications and systems that are specific to your community's needs and tie them into the site, using the site itself as a sturdy platform on which to build. Maintaining the site's base code will fall on CivicPlus' shoulders, saving you time, effort and, most importantly, money. Bad Links Identifier You may not be aware of any broken links on your website, but your guests are. This module creates a list of the broken links on your site when they are accessed. It also allows a site visitor the ability to enter comments concerning how they accessed the page. On the administrative side of the system an asterisk alerts you that a comment concerning a bad link has been posted. Content Creation Recognizing that not all site administrators possess high levels of technical expertise, the CivicPlus GCMS® makes it easy to add new content, edit old content, and keep page layout consistent through use of our WYSIWYG editor. This front-end edit feature makes updating website content even quicker and easier, as users have point-click-edit access to information, right from the front-end of the website. To edit content, all you have to do is follow the steps below. Step 1: Find the page creation icon, and click on the area of the website that you wish to edit. Step 2: Make changes to the website, then click 'Save'. Changes are immediately reflected on the site. A great tool for users to update the website from the public view, CivicPlus' Live Edit allows you to see where your information will be posted before you make any changes. If you would like to move a page under a different department or move the entire department section of your website to a different location, just follow the steps below. 12 C CivicPlus Features and Functionality Step 1: Find the page creation icon, and click on the section of the navigation you wish to move Step 2: Drag-and-drop the page or section in its new location. Changes are immediately reflected on the site. The page content creation functionality is separate from the overall design of the site; the content will reflect font sizes and styles associated with the various heading levels and content types. Content changes will not affect the design, though the site breadcrumbs, page structure and sitemap will dynamically update upon publish of any content changes. Unlimited pages can be created with the CivicPlus GCMS® and there is no limit to the depth of pages that can be created. You are responsible for the depth of navigation. With mega menus and dropdown and pop-out menu functionality, you can essentially get to any page on your website within a single click if you desire. Content Library The Content Library features galleries full of templates and pages all at your fingertips. It is a way for you to create and share page templates and layouts between coworkers, departments or with the entire CivicPlus community. The Fire Department is not sure what pages to include under their section? Search the Content Library. Need some ideas on how to set up a fantastic Permits and Licenses page? Find examples in the Content Library. Want to share a great page that you made on your website? Share it with the entire CivicPlus community. Templates and pages are categorized by type or department and available in all site sizes. CivicPlus includes its own personal picks and best practices for each type and department. Pages and templates can be voted on and rated by your peers, with the ability to view top downloads and top contributors from the entire CP community. The highest rated and downloaded templates will have their creator placed in a CivicPlus Hall of Fame. Content Scheduling When creating an entry, simply select the date and time desired for the material to publish and/or unpublish. Material can be set to auto-unpublish or it can be manually retired. Every aspect of the system has the ability to have expiration dates. These dates are logged in an Expiring Items Report and can have an automatic email sent to you 72 hours before it is set to expire. When items expire they are unpublished from public view but will remain in the system until someone manually removes them from the archive. This allows you to bring the page back at any time with updated content. Content Versioning The GCMS® includes version control, a history log for reviewing changes made within the system, file locking through our permission system and an archive of all published content so that previous versions can be accessed or used, if necessary. Archived content can be viewable by the public if desired, but is typically not shown on the public-facing side of the site and just housed within the Archives. Administrators and staff with module access may access those archives; others will not see them. Dynamic Layout The layout for your website is determined by you and the designer. The placement of navigation and dynamic areas are important in guiding site visitors to key information quickly and easily. Our consultants make recommendations based upon website-user studies and research on best practices. Dynamic Page Components Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. For example, the entry page for your Parks and Recreation Department can be customized with specific lists of events, FAQs and news announcements pertaining to that department. 13 C CivicPlus Features and Functionality Dynamic Breadcrumbs & Site Map When a user visits your site, Dynamic Breadcrumbs are used to show their location within the website. Breadcrumbs are automatically generated by the CivicPlus system. This feature assists a site visitor in understanding the site structure and navigation. A dynamically generated site map automatically updates itself to your menu system. So if a menu item is renamed, added or deleted in your navigation, the site map will reflect those changes. eCommerce Integration While CivicPlus does offer our ePayment Center, we also work with numerous trusted third-parry payment processors to handle payment and account information, allowing your citizens to easily log on and pay bills ranging from property taxes to utilities. The payment processor used for transactions is dependent upon the municipality's wants and needs, with every effort made to ensure a clean, seamless on-site presentation of the payment portal. Of the vendors that we've worked with, many allow for one-time credit card or debit card payments, payment through the Automated Clearing House (ACH) network and even Interactive Voice Response (IVR) payment options via telephone. Many give users the option for automatic bill payment, with payment being automatically withdrawn from the specified account on a certain day each month. These payment processors feature payment and usage reporting, and all of our eCommerce partners meet the Payment Card Industry's Data Security Standard (PCI DSS). Integration of third-party vendors is subject to scope and additional fees. History Log Easily track changes made to your website by all of your users with the History Log. Track changes made to items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable and exportable. Integration/Interfacing CivicPlus has performed a variety of integration services for our clients, all of which work cohesively with most third- party software applications. The CivicPlus GCMS® is different from other standard design programs, in that we have the ability to link with most software or databases you are currently utilizing. Systems such as purchasing, taxes, assessment and utilities have been developed for many of our clients. Integration can take place on varying levels, from simply linking to a third-party-hosted site to dynamically drawing in content from other existing sites to actual custom programming to integrate services into our GCMSO. Our typical method of integration involves dynamically scraping content from an existing web application, allowing continuously updating content or form fields to access an application to be drawn directly into the CivicPlus-created site. If a web interface currently exists for an application on a client's web server, we recommend moving it to a third-level domain so that it can remain active when the CivicPlus site is launched; CivicPlus can then draw in that content from the third-level domain directly into the primary site at a lower cost than actual integration into the GCMSO. If true integration rather than interfacing is required, the project will need to be more fully scoped and additional charges may be incurred. Intranet We can set up an Intranet for your site to be used by employees or other groups that need to share non-public resources. An intranet is a secure location on your website that allows employees to login and access information specific to them, and you have the ability to set up multiple Intranet groups with varying view rights. Most modules available to the public on your site are also available for use on the Intranet. For example, you can use the Calendar Module to notify employees of work events; FAQs to answer questions about wages; Notify Me@ to send notification of flexible benefits deadlines; and News Flash module to let employees know of births, marriages and other personal events. 14 C p CivicPlus Features and Functionality Levels of Rights Most information is constantly changing and needs to be updated frequently. With CivicPlus, each department is capable of updating their own content. Even though each department can update their own information and web pages, the menu structure, top of page, banner and navigation throughout the site remains the consistent. A central administrator is given the ability to establish groups with specific rights and capabilities to update the website. Users are then assigned to those groups based upon the role they will have in updating the website. Users of the administrative system may be defined as publishers or authors of the content, or as administrators of modules. A central publisher for each department can then approve the pages. LDAP Authentication LDAP authentication provides our clients with a powerful and simple way to manage users and permissions within our system by syncing your website up with your existing active directory database, negating the need for multiple user upload and sign-on. Features of this functionality include: • Log on with existing network account credentials • Automatic user creation • Automatic permissions setup • Integrate with other non-LDAP authentication systems • Easy-to-use "remember me" sign-in • Security features like "next required login" Because LDAP authentication requires custom programming time, additional fees apply. Link Redirects This is helpful in marketing an area of your website by creating a web address that is easy to remember. Instead of sending your users to http://civicr)lus.com/index.aspx?nid=351, you can send them to http://civicplus.com/awards. A more obvious link is great for print materials and much easier to tell people how to find a particular page on the website. Maps - Clickable, JavaScript or Flash Help website users find commonly requested information such as: • Bus schedules = 1~i13r1 ~ • Parks Clickable Area • Walking tours • • eaueres • Bike paths • Trash pick-up schedules • Location of highways • Tourist attractions • Education information • Major employers • Demographics i- Maps can be customized as simple, cickable maps through the use of our Image Map Editor, or more sophisticated JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to present your community to web visitors. 15 C p CivicPlus Features and Functionality MuniMobileTm CivicPlus' Muni Mobile TM feature ensures that your website will have a mobile-compatible version, automatically, with no extra work required. Given the near-ubiquitous demand for full-mobile sites, CivicPlus offers this functionality a no additional cost. The design, navigation and content of your website will be automatically configured in such a way that a person viewing the site from a mobile device will still be afforded the same ease-of-use and intuitive setup as if they were navigating the website on a computer, with an option to view the full website available as well. Portal Page Development Portal pages are often developed to bring numerous site resources together into one central entry location. Creating a graphic overview, the portal provides direction to a diverse group of site visitors while reinforcing your website's key message. Portal pages may be simple links or may be developed using animation such as JavaScript or Flash programming. Because there is additional design and programming time involved with portals, additional fees apply. Printer Friendly Our printer friendly functionality does more than simply call the browser's print command - it separates the critical content from the template so as to give a clean presentation of the information that needs to be printed without the menu structure and banner information. RSS Feeds RSS stands for Real Simple Syndication, and in short, it's a way of bringing your site to the people rather than waiting for them to come to your site to find out new information. When a user signs up for RSS feeds, they receive email notifications of the latest news updates without having to visit your website. RSS begins by downloading a free reader and then subscribing to the feed. Then, as often as the website is updated, the subscriber receives notifications of these updates at their earliest convenience. Site Search On the public side of the site, we supply all our clients with a robust site search with advanced search features. The CivicPlus Site Search will search through web pages on your site, PDF documents, any module entries and document files. Video and sound files are searched by name. The Site Search organizes the results by the type of information (calendar item, web page, Microsoft files, PDF documents, etc.) With the Site Search Log, site administrators can review a history of searched-for words by frequency, date, time and exact terms input by site visitors. This is a helpful tool for your site users and also a means of keeping your staff in- the-know of what items are being regularly searched on your site. Supported Browsers Websites built by CivicPlus are viewable in all common browsers; however, they are optimized for administrative use with Windows 2000+ and supported in the two most recent versions of any major browser including: Internet Explorer, Firefox, Safari and Chrome. Website Statistics In order to review how your site visitors are using the site, administrators will be trained on the use and analysis of the web statistics, which are provided through Google Urchin Analytics. Important information can be pulled from this data in order to make decisions about the use of the website. 16 C CivicPlus Features and Functionality Hosting & Security Features CivicPlus' Network Operations Center - based in Kansas City, MO - is set up specifically for website hosting and administration. Redundant power sources and internet access ensure consistent and stable connections, and regular hardware upqrades make certain that CivicPlus-hosted sites are maintained nn im-tn-date reliahla anninmant Hosting With CivicPlus Includes: • Shared Web/SQL Server Diesel Powered Generator • DNS Consulting and Maintenance . Nightly Tape Backup • Monitor Bandwidth-Router Traffic Intrusion Detection and Prevention • Redundant ISP . Antivirus Protection • Redundant Cooling Hardware Upgrades Physical Security Biometric access • Proximity card key system prevents unauthorized access to servers • High-resolution, closed-circuit video with time lapse recording covering secured areas • All visitors require a full-time escort within hosting area • Redundant cooling systems Power • All systems fed by uninterrupfible power supplies (UPSs) with diesel-powered generator backup Bandwidth • 1 GS burstable internet capability with option to expand • Multiple carriers to provide redundancy for continuous connectivity - including MCINerizon, Hurricane Electric and Cogent • AT&T: 45Mbps fiber optic network • Cox: 100Mbps fiber optic network • BGP internet routing; continuously monitor and manually balance internet load between carriers for optimal speed Monitoring • Round-the-clock (2417/365) monitoring of all critical components, including: internet connectivity, servers, routers, switches and power systems Backup • Tape backup performed daily • Off-site tape archive Antivirus Continuously scan system • Signature files auto-updated every 4 hours from national registry Data Security Server operating systems applied as necessary • Router level port blocking and reporting • Router level packet filtering and reporting • Server level port blocking and logging • Ongoing security analysis by Cisco security specialist Data Redundancy • RAID Level 5 data storage array RAID 1 + 0 Intrusion Detection • Redundant Palo Alto Advanced Services Firewalls Staff Certifications • Full-time electrical engineers (EE) Full-time Microsoft-certified systems engineers (MCSE) • Full-time Cisco-certified network associates (CCNA) • Full-time Cisco-certified network professionals (CCNP) 17 C 00 CITIZEN MOBILE APP SEARCH B SEO UPGRADES Q LAYOUT 6 PAGES UPGRADE HERE YOU WILL FIND A QUICK LOOK Al BUR ANTICIPATED DESTINATIONS AND PRODUCT COIISIDERATIONS. - _ WHAT WE DELIVERED IN THE LAST 6 MONTHS FACILITIES & RESERVATIONS Q 22 CUSTOMER-DRIVEN FEATURES 1'11IERE I; ERE GOING COMMUNITY-SOURCED CONTENT COMMUNICATION MANAGEMENT p ADVANCED SOCIAL MEDIA INTEGRATION FINE TUNING CURRENT PRODUCTS PRECISE * QUALITY I.VIIAT lVE'RE DOING WE'RE KICKIN'THE TIRES AND DIALING IN PERFECTION. BEFORE NEW FUNCTIONALITY HITS THE INFORMATION SUPER PARKS AND REC ACTIVITIES NEIGHBORHOOD NOTIFICATION HIGHWAY, WE ENSURE THE HOR3EPOT6'ER IS THERE FOR YOU TO BE EFFECTIVE AND EFFICIENT. IF IT DOESN'T MEASURE UP, ' NEWSLETTER - ADVANCED WEB ANALYTICS IT DOESN'T LEAVE THE SHOP. MNM=N1 egov strategies [to egov strategies QUOTE COMPANY eGov Strategies LLC 233 S. McCrea Street, Suite 600 Indianapolis, IN 46225 PHONE 877.634.3468 WEB egovstrategies.com PREPARED FOR City of Owasso, OK PO Box 180 Owasso, OK 74055-0180 CREATED ON 11.08.2013 QUOTE # EGOV-13-251 Project Estimate PREPARED BY Trent Ward tward@egovstrategies.com 877-634-3468 ext. 6717 CONTACT Teresa Wilson twillson@cityofowasso.com (918) 376-1514 ITEM DESCRIPTION RATE QTY TOTAL WEBSITE DESIGN, DEVELOPMENT & IMPLEMENTATION eGov Custom Design In-house ground up custom design to integrate $ 125 38 $ 4,750 County brand, intuitive navigation and easy-to- use tools with an integrated information management nlatform that ontimizes digital Responsive Design In-house non-template responsive design service $ 125 20 $ 1,750 to ensure a maximized experience for constituents across all device tVpes. Website Configuration Custom development service to transition $ 85 15 $ 1,275 existing online service modules to new information management platform and integrate new sOrvlr.P dPlivPrv annllcations. Planning & Content Jumpstart Collect and transition website content from $ 85 25 $ 2,125 existing website to new content platform. Training & Website Launch Webinar training sessions to train Coutny staff on $ 85 4 $ 340 the use of the eGov system. 24 / 7 access to online training videos, help resources and hard copy operating guides. Launch support includes coordination of new site launch details and 90- day monitoring for ensured operating quality. HOSTING, MAINTENANCE & SUPPORT Secure Hosting (Year 1) System Maintenance & Upgrades (Year 1) 24 / 7 / 365 Support (Year 1) PLATFORM LICENSE(S) eGov Manager Enterprise License Site and content hosting in US Department of INCLUDED lyr $ Homeland Security "Designated Secure Site" data center in Indianapolis. IN Monthly system enhancements, upgrades and INCLUDED 1 yr $ any necessary patches delivered directly to your platform Live support services via phone, email and web INCLUDED lyr $ available around the clock. Enterprise license for eGov Manager Information $ 2,650 1 $ 2,650 and Digital Government Application Platform (unlimited users) eGov Strategies LLC 1 Project quote volid for 30 days DIGITAL GOVERNMENT APPLICATIONS One-Click Social Media Publishing Publish to all social platforms. INCLUDED 1 $ Citizen login for site content and applciations. MyCommunity Account Mgmt INCLUDED eGov Connect (e-mail & SMS) E-mail and SMS notification platform for content $ 2,500 updates, emergency notifications or any nature of constituent reminder or uodate. Action Center Integrated constituent request management tool $ 4,250 with automated workflow, tracking and live reports. Map Builder Dynamic Google Maps government map $ 2,500 compostion tool integrated with eGov's geo- coded Locations & Facilities functionality. Agenda Builder Cloud-based meeting management system $ 2,500 with automated agenda creation, live content linking, streaming support and more. 1 $ 1 $ 2,500 1 Invoiced 2014 0 $ 1 $ 2,500 TOTAL SET-UP / YEAR 1 INVESTMENT $ 17,890 Annual Support, Hosting & Maintenance Renewa $ 3,768 1 $ 3,768 NOTES Alternative Pricing Models eGov offers two pricing models to its clients to adapt to the specific needs of your budgeting process. Option A: Upfront Professional Services Payment 30% Down Payment $ 5,367 Progress Billing for Professional Services and Licensing $ 12,523 Option B: Monthly Recurring Charge 60% of Implementation Costs Required at Start $ 6,594 eGov Strategies LLC 2 Project quote valid for 30 days OMMMMR egov strategies I'm CUSTOM WEBSITE AND CMS SOLUTION for the City of Owasso, Oklahoma Solution Overview and Proposal Tuesday, November 12, 2013 Submitted by: eGov Strategies LLC One Jackson Square 233 S McCrea Street, Suite 600 Indianapolis, IN 46225 Trent Ward, Business Dev. twai-d@eoovsti'a-tegies.com 877.634.3466, ext. 6717 317.759.6543 (flax) q;J Tuesday, November 12, 2013 City of Owasso Teresa Wilson Owasso, OK 74055-0180 (918) 376-1514 twi I Ison @ cityofowasso.com Ms. Wilson: Thank you for considering eGov Strategies as a partner to the City of Owasso in the development and ongoing service of a new website, content management system and transaction management tool for the City. After our recent discussions I'm excited to share the enclosed proposal that outlines an innovative, user-friendly and easily administered solution to fit all of the City's expressed website technology needs. eGov Strategies has been a leader in the municipal technology industry since its founding in 1999. Our company leaders are experts with decades of experience in the development of public sector technology that delivers unmatched ease-of-use, efficiency, innovation, and seamless integration across the government enterprise. Many providers will promise to deliver a well-designed website, an extensive suite of web-based content management tools, the training needed to get the project up and running and an aggressive, detailed timeline of work to suit your request. Beyond these standards, our eGov proposal also offers a unique -wholly customized - combination of comprehensive software solutions like An industry first (and industry-leading) approach to content mobility Fully-integrated productivity, workflow management and transaction processing tools Ground-up design and development; there's nothing cookie cutter about our solution for the City A suite of resources to capture, synthesize and report upon mountains of useful constituent data A plan for strategically integrating your new system with the existing technology and processes of your enterprise A truly unlimited partnership; meaning no limit on the complexity of your project A reasonable price that fits comfortably within your budget At eGov Strategies we pride ourselves on delivering technology solutions that lead the market and supporting them with unlimited, 24/7 live customer service, extensive and easily accessible training (before, during and after launch), unlimited and on-going updates and enhancements to your system and a Solutions Partner (me) to stay on top of the latest industry trends and help implement them in your community. I sincerely appreciate the opportunity to present the enclosed proposal and look forward to answering any further questions and developing a fruitful long-term partnership with the City of Owasso. Sincerely, Trent Ward I Business Development Manager 1877.634.3468 ext. 6717 tward@egovstrategies.com eGov Strategies 1 877 634 eGov (3468) 1 egovstrategies.com eGOV PROPOSED CUSTOM SOLUTION To address the City of Owasso's detailed website design and development needs, eGov Strategies has drafted the following custom solution. The proposal leverages eGov's industry expertise in five areas government technology. This proposal is based upon the stated needs of the City and can be adapted as appropriate to address new requirements or a change in project scope. The list below includes all of eGov's custom functionality. Those solutions highlighted in dark font are those proposed for the unique solution built for the City of Owasso. Website Information Management Establish an intuitive community hub of information on all aspects of your local government. Administrative access levels, Quick Edit functionality and dynamic, organized design make these solutions ideal for your community and easily administered by users of all skill levels. • Proprietary Government Content Management architecture • Easy-to-use administrative tools for multiple access levels • Intuitive content organization • Dynamic, ground-up, non-template design • WYSIWYG, front-end quick editing • Fully-integrated Google Maps API • Experienced-based implementation plan with eGov Content Roadmap strategy • Content and document management with built-in transparency controls • Context-level Language translation • Optimized standard web tools like o Agenda Builder o Emergency Alerts o Archive Center o Bid / RFP posting and management _ o Business Directory o Commercial Properties Database o Document Center o Events Calendar o Facility Directory and Management o FAQs / "How do I..." o Forums and Polls o Intranet t o Media Center with Live Streaming o News o Notifications via SMS and e-mail o Photo Gallery o Program Registration o RSS o Service Directory o Staff Directory o Weather o Web Traffic Statistics 3 eGov Strategies 1 877 634 eGov (3468) 1 egovstrategies.com ..III o0 ❑ Citizen Engagement Create and control the unique message of your community across all digital media platforms from Facebook and Twitter to RSS and email. Controlled access and one-click publishing make constant, accurate updates a breeze. Proprietary myCommunity integration powers rich data collection and constituent engagement. Live reporting and trend monitoring tools to consume and synthesize constituent data into actionable information • eNotify • Social Media Publishing management tools for multiple departments • myCommunity citizen portal to aggregate and tailor communication • Social conversation monitoring (coming soon) ❑ Productivity Slim budgets, tight deadlines and heavy workloads are forcing us all to do more with less. eGov's productivity platform includes multiple cloud-based applications to do just that. Our business process re-engineering team examines workflow and defines a virtual approach that puts our tools to work at making your jab easier. • ActionCenter Constituent Request Management • PermitTracker paperless license and permit management system • Agenda Builder Complete Meeting Management • MapBuilder simple tools to create map points, lines and districts Mobile eGov was the first company to launch a comprehensive government mobile application and we didn't stop there. eGov offers the widest range of mobile solutions available to local governments - iPhone and Android apps, mobile web applications and responsive design. Pick the platform; we've got a mobile solution to help you. All eGov solutions and apps are mobile-ready out of the box. • Responsive Design • iPhone & Android Apps • Mobile Templates visitors are delivered a unique mobile website experience when accessing the site via smartphone or tablet All eGov solutions are available in web or mobile-friendly format L. Payments The next frontier in e-government hinges on the creation of efficient means for managing online, IVR and in-person constituent-government transactions. As in mobile, eGov is again leading the way into this space with a centralized transaction solution with seamless integration, cost-eliminating e-billing, virtual workflow and robust reporting. • Cross-Platform Payment Processing online, IVR, mobile, POS 4 :<<--,---: c...FZ: eGov Strategies I 877 634 eGov (34681 I egcvstrate-gi_s.com ft I-1 .1111 • Electronic Bill Presentment dynamic bill-matching design • E-billing (e-mail and SMS) automated for multi-platform delivery • Virtual Permits & Licensing paperless workflow for nearly any internal process • myCommunity locally-branded single sign-on constituent portal • Enterprise Custom Integration pair to hundreds of back-office systems Included within this proposal is an overview of our company, examples of the projects we have completed for cities like Owasso, further detail of the custom-built applications that will be used in this proposed solution and the our budget- conscious price estimate. eGov 5,rateg'ies 1 877 634 eGov (3-1636) 1 egovstrategies.com COMPANY OVERVIEW eGov Strategies was founded by Ken Barlow and Alan Pyrz in 1999 in Indianapolis, IN. The past 14 years have resulted in an array of government software innovations, but the company leadership and philosophy remain unchanged. Included in this overview are the vital details of our company. Company: eGov Strategies, LLC Founded: 1999 egov Headquarters: Indianapolis, IN strategies West Office: St. Louis, MO Number of FTEs: 17 Ownership: Privately held Professional services: E-government software, online payment processing, website content management, mobile applications, online services and customer support tools Industry Experience: 400+ projects including 200 (and counting) municipal websites and over 200 unique payment processing gateways, complete with design and interactive online tools for citizen engagement and 24/7 customer service. Recipient of the Center for Digital Government's "Best Fit Integrator" in 2010 First company to design, develop and deploy a mobile application for government in '09 First company to design, develop and implement a completely responsive website design for government in '12 Only industry provider to offer integrated e-commerce, design, mobile and content management via a single platform Contact Information: eGov Strategies, LLC One Jackson Square 233 S McCrea Street; Suite 600 Indianapolis, IN 46225 877.634.3468 (main) 317.759.6547 (fax) egovstrategies.com 24 / 7 / 365 LIVE Support 877.634.eGov support@egovstrategies.com Description of Products and Services eGov develops, sells and implements municipal software solutions that cover five distinct areas of digital government. Components from each software suite are included in the solution proposed to Owasso. eGov's innovative web-based solutions centralize the functionality of disparate agency systems and enable the municipality to collect and leverage data to improve process management, utilize technology and reduce the cost of government. Simultaneously, eGov s proprietary platform powers enhanced transparency, engagement and service to constituents. Each feature, function and advantage was constructed with the government worker - and the unique demands associated with that responsibility - in mind. We're also happy to report that more than 400 municipalities use the system and appreciate its ease-of-use, tailored functionality and, well, it's comprehensiveness. 6 eGov Strategies 877 634 eGov (3463) 1 egovstrate;ies.com Our solutions are the foundation of our business and the reason so many municipalities trust us to guide their technological operation. We've built a wide array of features centered on five primary areas of need. • Website Design, Development & Information Management All of the tools to implement a visually-appealing, user-friendly and feature-rich municipal web presence • Citizen Engagement A platform to communicate with, and deliver updates to (emergent and otherwise), constituents via email, SMS, RSS, Blogs and all social channels with a single click • Productivity Cloud-based tools to streamline business operation and service delivery; the digital tools to drive enterprise efficiency and satisfied constituents • Mobile Design and development support to optimize municipal content and objectives for the mobile world; be it workforce mobility or constituent multi-platform access • Payments A fully-integrated e-commerce platform for municipalities that includes seamless payment flow design (an eGov exclusive), account management, e-billing and an infinitely scalable platform that's easy to administer eGov Strategies, with 14 years' experience as a leader in the development of digital government software, is uniquely positioned to deliver a customized solution to the City of Owasso that fulfills all of the outlined expectations and develops an integrated virtual government hub that will efficiently serve the community for generations. We appreciate the opportunity to submit our proposal for this partnership and sincerely believe that once you have seen a live demonstration of our solutions and have reviewed the proposal and key differentiators identified below, you will be inclined to select eGov Strategies as your partner in this important initiative. eGov's Next-Generation Platform, The eGov Manager The value of a partnership with eGov Strategies begins at our base, our robust, scalable and easy-to-use government information management engine, the eGov Manager. This next-generation system is the central portal that powers all of eGov's innovative management tools and web applications. The system is constantly updated with the latest digital government functionality and easily managed by users of all skills levels. As an eGov client, the City of Owasso will have its own eGov Manager installed with each piece of functionality. Most importantly, every tool and solution is built within the Manager and integrated to your existing enterprise operation. This means that users will have assigned security-level access to all of these standard tools with a single login. Proprietary Government Content Management architecture (and the hundreds of content modules that come standard) _ f Intuitive content organization WYSIWYG, front-end quick editing Fully-integrated Google Maps API eGov Strategies 1 877 634 eGov (3468) egcvstrategies.com Content and document management with built-in transparency controls Context-level Language translation Service & Staff Directory Geo-coded Locations & Facilities (with reservation / registration control) Events Calendar Meeting Management system with streaming media support Emergency Alerts Analytics and Data Center (for the website and all associated module) for tracking and trend-monitoring Document Center Advanced Action Center CRM Digital Workflow tools Social Media Publishing and Citizen Engagement portal No other government content management system is as feature-rich, deeply integrated or easy to use as the eGov Manager. You can see the Manager in operation by requesting a live online demonstration. We'll be happy to show you around! Industry-leading Mobile Solution, Responsive Design It's no secret that constituents are accessing your website and digital government services via their mobile device or tablet at an increasing rate. Statistics indicate that nearly 50% of traffic to your municipal website is now likely to originate from a mobile device. For this reason, a strategic mobile solution for your website is vitally important. eGov Strategies is the only industry provider that can deliver in- house responsive design service, the web design solution that guarantees an optimized constituent experience no matter when, where or how users choose to interact with your website. eGov Strategies was the first company to design, develop and deliver a municipal mobile application for iPhone in 2009 and now is the only company with the platform (the eGov Manager), the development team (more than 40 years combined government software development experience) and the in-house design expertise to deliver a responsive designed website for your community. A lD A responsive designed website means that your constituents see the best view of your website no matter their device. Your content adjusts dynamically to fit the screen size of the visitor. No apps, no templates, no duplicated content, just a dynamic design that serves the visitor with the premium experience every time. See more examples of eGov's Responsive Design techniques in action in the Design Samples section of this document. Reduce Costs and Increase Efficiency with Enterprise Payments from eGov Doing more with less; it's becoming the mantra at every level of government. Fortunately, eGov Strategies has a solution to do just that, eGov Enterprise Payments. eGov Strategies 1 877 634 eGov (3463) 1 eoovstrategies,com Ow ..III eGov Enterprise Payments is a fully-integrated transaction management portal that delivers a seamless e-commerce experience to constituents and a simple-to-manage administrative platform that creates myriad operating efficiencies and reduces resource consumption across the organization. The Enterprise system includes robust functionality that can be implemented as a complete system or piece-by-piece as the features fit the County's plans. Payment Processing: accept and manage payments across multiple platforms (over-the-counter, mobile, phone, IVR and online) and payment methods (cash, check or credit/debit card) Electronic Bill Presentment & Payment (EBPP): Cost-eliminating paperless bill delivery, account management and payment processing,- ideal for the municipal utility. E-billing: automated push billing and renewal alerts across digital platforms (e-mail and SMS) Virtual Permits & Licensing: cloud-based workflow to streamline registration, approval and compliance; the complete paperless solution! myCommunity: locally-branded constituent interface for managing bills, licenses, communication and reminders Strategic Integration: back-office integration with hundreds of existing systems and processes; custom implementation for cross-agency operation Live Reporting & Trend Monitoring: collect, synthesize and respond to detailed constituent data; fine-tune service delivery and tailor personalized communication Enterprise's robust custom functionality is being implemented in some of the nation's largest municipalities and delivering efficiency to communities of all sizes. Best of all, the functionality is ready to implement in Owasso at any time. Training, Support & Satisfaction - Guaranteed When it gets down to it, what's most important for any new technology solution is the confidence that it's backed up by unlimited access to the people and resources necessary to make it work perfectly 24/ 7/ 365. At eGov we take that paradigm to heart and deliver for each of our clients. Here are some guarantees to keep in mind: - Training is standard with every implementation. We don't add charges for extra staff we train; we make sure that everyone has the resources to learn how to use our system, no questions. - How To materials are available online, anytime. If you forget something, the resource you need is available online via the eGov Manager and access doesn't cost you anything more. - 24 / 7 Support available by phone, web and email. If you have a comment, question or issue, report it. Someone will be on the other end to help. - Talk to a live person when you call. Every employee of eGov is at your service. Call 6a - 6p EST and a friendly voice will be ready to help immediately. Call after hours and our on-call support staff will provide direct assistance. - 99.9% up-time, meaning you don't need to worry about an unplanned outage If you find any element of this proposal on which you have additional questions or require further explanation, please do not hesitate to contact us at any time, 317.634.3468 or tward@egovstrategies.com. 9 o, eGov S.rateg:es S77 634 eGov (3 ~6S) egovstrategies.com Experienced Staff to Lead Your Project eGov's team of government technology experts will guide and oversee each step of your project. Principally, you will engage with and be supported by these key personnel (biographies available at your request) KEN BARLOW, Founder and Director of Solutions Architecture and Implementations The Implementation Coordinator for this project LAWRENCE BALLENGER, Senior Software Engineer Lead software development manager for this project KATHY ARNETT, Senior Project Manager Lead project manager and client contact for this project BRIAN FISHER, Director of Creative Services Lead designer for this project NICOLE MATHEW, Site QA and Implementation Specialist Project, Implementation and QA support for this project TRENT WARD (me), Customer Relationship and Business Development Manager Your ongoing point of contact before, during and after the sale 10 eGov Strategies 1877 634 eGov (3468) I egovstrategies,com a•® OUR WORK Current Projects Here's a taste of the projects we're working on right now and will launch within the next six months. These samples should provide a taste of the communities we serve and the breadth of solutions we implement. Some of the same team members working on your project are also assisting in new initiatives in these communities and make for tremendous "best practices" resources. Just ask them, they like to share! City of Davenport, Iowa pop 100,802 Website redesign, Enterprise Payments and iPhone app City of Portales, New Mexico pop 12,641 New website, citizen engagement and productivity solutions City of Dover, Delaware pop 36,560 Enterprise Payments for taxes and municipal utility South Sioux City, Nebraska pop 13,293 Custom iPhone and Android applications City of Bogalusa, Louisiana pop 12,224 New website, communication and productivity tools City of Gretna, Louisiana pop 17,739 Website redesign and myGRETNA citizen portal City of Florissant, Missouri pop 52,145 New website, Map Builder and Agenda Builder apps City of Atchison, Kansas pop 10,943 New website, Enterprise Payments, EBPP and E-billing City of Lake Charles, Louisiana pop 72,475 New website and Enterprise Payments for municipal utility City of West Lafayette, Indiana pop 29,921 Responsive design website with full Enterprise integration Please note that these projects are currently in progress. Some contracted functionality is not yet deployed publically. Each project will be completed within the next six months. 11 eGov Strategies I 877 634 eGov (3463) I egovstrategies.com Design & Implementation Portfolio eGov offers website design services rooted in the company's 14 years of e-government experience. Included here are samples of previously completed design and implementation projects that exhibit industry best practices for visual appeal and usability. Now= 4 y tulpu r fanboak , x WESTFIELD, INDIANA www.westfield.in.gov (launching soon) population: 30,971 Voted one of the nation's 50 "Best Places to Live" by CNN Money Magazine, the City of Westfield (a decade-long client of eGov Strategies) will soon launch a newly developed responsive design for its website that reflects the City's technological innovation and diverse, young population. The City's site features full eGov Manager functionality, including: - Responsive Design - Action Center CRM - eGov Connect - Payment Processing - Virtual Permitting - GIS & Maps - Social Media Live Integration +:•ae:irair: a:[~ NOBLESVILLE NOBLESVILLE, INDIANA www.cityofnoblesville.org o population: 53,515 P. _ _ R- . - - Noblesville, an expanding community and business hub north of Indianapolis, took J advantage of eGov's custom design offering ; to bolster its web presence. VisionsIoi7la t. In addition, the community integrated these eGov applications. . r ~ N[[enl Xaw.XXO1XH uaana.%[vm:. Action Center CRM Agenda Builder ~ < r Map Builder m ' iPhone Application - Payment Processing 12 Gov Strategies 8177 634 eGov (3468) ~ egovstrategies.com & awn •e.. ~.w:r •y au: i ~ v....:.... s-c.w: r w:.-., ,-r :.y. r H sr sr:~:,.u;,:w a•o.w r,anfc.>:.,..n.e. ua..r~:a.>•.m r~.a.>.ea••.. KEY WEST, FLORIDA www.keywestcity.com population: 24,909 An easy client to visit, the City of Key West, Florida engaged eGov to design and deliver a robust website to carry the tropical elegance of the community and deliver convenience to citizens, visitors and businesses. The City's website leverages these eGov solutions: Custom Design Blog eGov Connect Newsletter Intranet Map Builder Online Surveys CRAWFORDSVILLE, INDIANA www.crawfrodsvilIe.net population: 16,042 Crawfordsville, one of the 100 Best Small Towns in America and home to Wabash College, implemented industry best practices heavily in the redesign of its website in 2013. A visible calendar, live event list, quick links and easy-to-access search bar all make the community's new homepage a local winner. Additional eGov functionality is being added to the site daily. eGov Custom Design Action Center CRM Agenda Builder Payment Processing Properties database Events Calendar myCrawfordsville 13 eGov Strategies 877 634 eGov (3468) eoovsirategiES.com~ TIPPECANOE, INDIANA www.tippecanoe.in.gov ® ®m a ® ~O~~U^ l~ • population: 174,724 Responsive design and full eGov , , functionality 9 r 1 O In the Spotlight V TIPPECANOE V ® COUNTY ® O Q Recent News Upcoming Eve 111TIt x e v e O 1, nir 5 ongni n G 591-?4 6 11177( AN01 COi NIY 14 eGov Strategies 1877 634 eGov (3468) I egcvsUategits.com FOX RIVER GROVE, ILLINOIS www.foxrivergrove-i1.org population: 4,795 Responsive design and full eGov functionality i W~ ..1111 .e. Customer References eGov Strategies delivers a wide array of government technology solutions to municipalities of all sizes. Currently, eGov Strategies' experience features more than 400 client projects including 250 payment processing and electronic bill presentment and payment implementations at the state and local levels of government. Annually, eGov processes more than $150 million in municipal transactions and serves 16 million constituents. Client references listed below represent projects of various scope delivered for communities of varying sizes. WESTFIELD, INDIANA (pop 30,971) ) www.westfield.in.gov Mr. Derrick Cash, Director of Informatics 317.201.7022 dcash@westfield.in.gov BERLIN, CONNECTICUT (pop 18,215) ( www.town.berlin.ct.us Ms. Sheila Wagner, Asst. Town Manager 860.828.7003 swagner@town.berlin.ct.us CRAWFORDSVILLE, INDIANA (pop 16,042) 1 www.crawfordsville-in.gov Mr. Todd Barton, Mayor 765.364.5160 tbarton@crawfordsville-in.gov LAKE CHARLES, LOUISIANA (pop 72,475) ) www.cityoflakecharies.com Julie Pippin, Network Specialist 337.491.1203 jpippin@cityoflc.us TIPPECANOE COUNTY, INDIANA (pop 174,724) 1 www.tippecanoe.in.gov Dave Sturgeon, Chief Information Officer 765.423.9357 dsturgeon@tippecanoe.in.us 15 eGov Strategies 877 634 eGov (3468) 1 egovstrategies.com -1 ..III VISION r- I N T E R N E T Oct 26, 2013 Teresa Willson Information Technology Director 111 North Main Owasso, OK 74055 Re: Quote for Services Dear Teresa, vision internet 2530 wilshire blvd. 2nd fl santa monica ca 90403 512.535.6761 310.656.3103 fax dadams@visioninternet.com www.visioninternet.com Thank you for the opportunity to submit a quote for services to the City of Owasso. I enjoyed the chance to speak with you about your goals for the project and, based on our discussions so far, the Vision Team already sees a lot of potential for your website. With more than 500 successful government, public agency, and non-profit agency clients in 40 states, including several projects in Oklahoma, we are very excited about applying our technical skills and knowledgeable experience to your website redesign. Below is a brief summary of the services we can provide. Please note that this is only an overview of a website package based on our initial discussions with you, and that we can discuss additional work as required by the. We can also prepare a full, official proposal for you further detailing our many interactive components and features. If you have any questions about this quote, please feel free to contact me. I look forward to speaking with you further about your website! Respectfully submitted, Respectfully submitted, Dan Adams Regional Sales Manager Vision Internet Providers, Inc. Page 1 I Appendix I: visionCMSTM Component Highli The visionCMSTM is the most advanced government-focused content management system available. In addition to the plethora of functions that simplify administration and save staff time, the visionCMSTM includes interactive components and features essential to serving your website visitors. Customization of the Vision Content Management SystemTM includes the frontend graphic design and layout as well as adding or subtracting fields for your specific needs. Additional components and customization can be added during development or after launch for an additional fee. Descriptions of the Interactive Components and Features are subject to change. Our clients appreciate the flexibility that this level of customization provides over the cookie-cutter offerings of our competitors. This section highlights several of our included interactive components and features that are included in the scope of your project. For a complete list, please visit www.visioninternet.com. Business Directorv One way to promote local businesses is the use of a Business Directory in the Tourism Department's website. This supports local industry and businesses by increasing their ability to reach a national/international market while at the same time making users more aware of them. When you list businesses on your website, their individual websites may receive higher placement in search engines because of your link to them. The Business Directory ' is an interactive index of local businesses. Your staff can post a business's name, description, location, contact information, links to their sites, and, if available, a graphic (i.e. logo or photo). Users would then be able to browse an alphabetical listing of these businesses or filter the directory based upon categories you define. 2 Additionally, businesses will be able to submit their information through the website and maintain their information over time. All submitted information must be approved by a website administrator before being made public on the website. Content on your website may be relevant to different departments, and thus may need to appear in different navigation areas throughout the site. Connected Pages, unique to Vision Internet, allows you to create multiple instances of any web page and place them in different areas of the website. Changes made to any instance of a Connected Page are reflected immediately across all other instances, saving your staff precious time and eliminating duplication of effort, while keeping information on the website consistent and easy to find. Key components on your website, including the dynamic Calendar System, News, Frequently Asked Questions, and Job Postings, are setup to allow end-users to filter through content by department. Additionally, your departments can choose to display their department-specific items on their own custom pages. For example the Parks and Recreation department can have their own events on their own calendar. To provide consistency throughout the site, these department settings are managed in one-central location similar to the Component Category Manager. The Department Manager allows your website administrator to add unlimited departments, rename existing department names, and delete any unused departments from the list. Any change made from this component will automatically be reflected on all department functions throughout the website. Instead of limiting you to a certain number of department entries, this component empowers you with UNLIMITED potential as you maintain your website now and in the future. Drag and Drop Multiple rile and Image Uploadinc Easily add documents and images to the website with the drag and drop function, available in the Document Central and Image Library. Select individual files, or entire folders of content for simple administration. Once you upload, files can be used in any component throughout the CMS. Dynamic Cale Interactive calendars are a staple of local government websites and are an essential tool for your site's success. The Dynamic Calendar System can be used to improve attendance at your events and meetings by making it easier for users to find the types of events important to them. The Dynamic Calendar System allows Calendar of Events 1 1 f f , , Community Event Calendar A, 3 staff to create calendars for any department or category your staff chooses. These calendars can share events, preventing duplication of effort. Calendars can be implemented in a user-friendly monthly or yearly format. To assist users further, your website's Calendars will have filtering tools that allow them to find information by month, category, or even departments. This makes it quite easy to locate qu; specific information. Our Dynamic Calendar System contains a number of advanced functions including: • Recurring events function • Automatic archiving • Integration with eNotification component • Ability to create and assign filtering categories to events • Ability to restrict use of categories by specific staff • Ability to control which events to include on the homepage of the site • Ability to insert calendar pages anywhere in the site navigation • Ability to apply different calendar formats including standard monthly calendar and a listing of events • Add to my Outlook, Google, and Yahoo calendars link • Automatic event address link to Google Maps for driving directions • Automatic RSS feeds NOTE: With the eNotification component, calendar events may also be broadcast to subscribers via email. In the case of an emergency, it is extremely important for cities to reach out to visitors and users in the most efficient way possible. By doing so, potentially life-saving information reaches those who need it most. Notifying the Tourism Department's website users is simple with the Emergency Alert banner. The notice is easily customized and can be prepared in advance with common evacuation or shelter information. As some users may not access the website through the homepage, when activated, the Emergency Alert will prominently display across the top of the website of every page so users would not miss it. eNotificatioi Increase communication, draw in more repeat users, and get important information out more quickly, using our email based eNotification tool. Our tool provides a sign-up box allowing users to add their email addresses to receive important notices, and set their preferences for the eNotifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in 4 order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscription lists. To better manage the eNotification process, your staff can see how many subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. Additionally, a marketing dashboard allows administrators to track the number of sent emails and the open rate. The best part about our eNotification tool is that it also integrates with the Calendar, Job Postings, RFP Postings, and News components, giving you the ability to broadcast event and news content from your website to your subscribers. There is no need to recreate the content. This integrated approach enables your users to sign up for different types and categories of content on a single subscription page in order to have it delivered directly into their email box. Vision Internet can implement an Extranet where restricted content is integrated into the main city website. The restricted content is not viewable by users until they log into the website (i.e. designated staff or elected officials) . Once they log in, they will see the additional content within the menus or as an additional section to the main website. When implementing the Extranet, you may want to have different levels of information access. With our Extranet tool, you can define an unlimited number of groups such as designated staff, executive management, and elected officials. Registered users can belong to any number of groups and any number of groups can be associated with most pages in the Extranet. Once implemented, the website visitors will need to log into the website using a username and password to view the secure pages. The Extranet functionality is included as part of the following components: Business Directory, Calendar, Document Central, Facility Directory, FAQs, Forms Builder, Job Postings, News, Pages, Photo Gallery, RFP Postings, Service Directory, and Staff Directory. 5 Facility Directory (Map The Facilities Directory provides citizens with a listing of all types of facilities in the community. Site users are able to search the listing by type (such as parks, recreation centers, and schools) amenities (such as swimming pool, meeting rooms, and kitchen), and capacity. Because the tool is designed to list all facilities in the community, it has a registration form where organizations can put in the necessary information about the facility they have available. Entered information does not become live on the website until after review and approval by y View) H Map SaleuAe H,:r ey ❑t . L" C I'll, El sand F.,.r,.,,- `'r"•IW'; A, Burbank Al M9 O.Y pxY . ' r Ajr-'awns caierasas o Pdst . • C,Irnda:d ..Y• r~ , • W,y,nA :e ,,,c. V. 1. Los Angeles rAa~r., Santa ~P' L'at: 1.0s R!anica Culrer er., ~ angers R J•i " Park Gardens Ingirxaxa N.M., Soutn Gate D Lr.'c Lynwyil Ei A . . Hamnorre t 9ar.rara" Gardera Co,r;tca FI he--n 10 L j; our designated administrator. Facilities listed on the directory can also be added to a Google map of your area, providing website visitors with a visual guide to City amenities. As an additional function of the Facilities Directory, your users are able to reserve facilities online, making it more convenient for your visitors and residents who are trying to plan events. With the Directory implemented with maps and reservation capabilities, your website will become a one-stop location for finding and using City amenities! Interactive forms are the staple of an effective tourism website. They allow potential tourists to communicate and interact with you at convenient times. Vision Internet's Form/Survey Tool can be used to develop online forms for asking questions, getting feedback, or submitting applications. Keep in mind that these online forms can be used for replicating many paper forms the Tourism Department uses. This includes a form that owners of lodging facilities can fill out with information updates for their specific lodging pages on the website. This information would then be forwarded to a member of Onalaska's staff for inputting into the website. We can help the Tourism Department develop this form as a part of training. The Form/Survey Tool also provides you with the ability to easily create your own online surveys and track the results in real-time. In contrast to the traditional paper survey approach, online surveys are 6 more convenient because they eliminate the time and expense of mailing back responses. Furthermore, you can display the results in several formats, including graphical representations. This allows your staff to aggregate the responses and view them in report format. Frequently Questions Frequently Asked Questions CULUMEIA CUUNIY (FAQ) are a website staple that visitors have come to expect. While traditional FAQs consist of long lists of questions that may overwhelm users, our component provides a simple and easy way for them to find the information they need. Website visitors are able to browse the list of questions (and answers) by categories you define. Multiple categories may be assigned to each question so that your visitors will be I- able to find answers based upon they are looking for. Mosi Frequently Asked Questions 1' -FL TOp'S~ . I F 'Ua 1,11 M I n. r).. 110. n'."! onen+ 0 m ome I. y.1Vn ,m.n... •mc ^f',If It L`Pm •S O nq 141 NL.P.4 'r.ecvm•ro µt wn:gmvn¢p r•rI e.y .TU r•f r o, u,~.rr k rna~T<•+.'~. oewmaacne. >'a r~w.M cN0 t t!Uu. h4«1.. xlm Iln ql •.wrl»I.Irl ub Irvm Its .l,..n .~,•4.u .I •A .d 4n1. as e.•I..i..xnliw~~i. 1•I~.1•.w.•1 .i.. At.,r i.4.•1•r "11 'T the category that best matches what Your staff will also love the feature because our component presents a much simpler solution to creating FAQs. Questions and their associated answers are submitted through a simple and centralized interface. Our component does the rest! Friendly URL Redirects The Friendly URL Redirect component allows you to change the address of any page on the Town of Truckee website to www.townotzruckee.com/ For example, with the Friendly URL Redirect component you can change the address of the Calendar www.townoftruckee.com/calendar, which is much more user-friendly than wrtirw.townoftruckee.com /index.aspx?page=16. The Image Library is a centralized place where all images used in the website are stored. This saves space because only a single version of each image is used on the entire site. This also provides greater control, as you can restrict the ability to add new images to specific staff members within your organization. Images remain archived when deleted to prevent accidental broken links within the website while the content management system tracks all pages using individual photos to make it easier for you to replace images in individual pages. The Image Library also incorporates several components that make managing images much easier. They include automatic scaling and sizing of photos to automatic alt- Section 508 col 1 re to to plus Job Postings is one of the most popular types of content on local government websites. By posting jobs within the site, you are both attracting possible candidates and averting the flood of telephone inquiries about positions that do not exist. This, of course, keeps your administrative costs down. Our Job Postings component makes posting jobs a snap. Your HR staff fills out a simple form with fields such as position, department, salary, and benefits. Staff can schedule when postings go live on the website and when they expire, thus simplifying the process and reducing your administrative time and costs. To make it easy for users, postings can include interactive components for filtering available positions by category, type of position, posting date, and salary. As is normal for all our components, your staff is able to define the categories or classification of Job Postings. NOTE: With the eNotification component py> , yl,~ Prairie Village. Kansas • - job postings may also be broadcast to subscribers via email. •T Job Openings By posting news on your site, you will improve S:,y conncnm communication with your • T' target audiences. Our • -1 ~..•r. , experience is that news can take many forms, - - - including press releases feature stories, and "what's new" content. With our News component, each of these types of news can be implemented onto a single section of the website or have their own separate area. To ensure usability for website visitors while providing simplicity for staff, news content is automatically moved to an archive section at a predefined interval after publishing the archive by category. This is a r ~ r.rNr wA4.lr•y.A,NM1.bN10/Ia14.Nl..I.•~vn ClMpi IM nal ¢op x n•..l• tarneH tbxr M] re:¢snQ F:BN:14~ •`21' w O •li~jlrw .ryw x.we ]+e . l11, •'Anf. i,flp CT:r! w] Gx.. ]]b111 6: News items are easv to find from a centralized location. Website visitors can also browse great way to provide a historical 8 archive while making site administration easy. Additionally, RSS feeds of news items are automatically available to website visitors. NOTE. The News component integrates with eNotification for broadcasting information to subscribers via email. OneClick Social Networkin T'' The innovative OneClick Social NetworkingTM component will allow your staff to post content to your website and to the most popular social networking sites, such as Twitter and Facebook, with one click - saving your staff precious time and helping you broadcast your news, alerts, events and other notices easily and selectively all across the web. OneClick Social NetworkingTM works by generating an RSS feed of each component, which can be connected to Twitter, Facebook and any other tool that allows importing of RSS feeds using a third party service. Our OneClick Social NetworkingTM1 component integrates with the included Dynamic Calendar System, Job Postings, News, and RFP Postings components. Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can browse through images of your beautiful city and its exciting events. Users can view photo albums defined by your staff, and either look at images via thumbnails or a slide show. Simply upload the image from the Image Library to the new album and add a caption; thumbnails are created and added to pages based upon the predefined template. What a great way to save staff time while livening up your website! a..,. cuirwa ,•~r~s CCCC3= , ; WU1lWR uirro iH.,s ~:i 1fO1110f Your site visitors utilize a wide variety of devices to access your website, including mobile phones, tablets, and computers with large and small monitors. Fortunately, with visionMobileTM your website will detect the screen resolution of the user's device and automatically respond, producing a view of the site optimized specifically for that 9 screen. This ensures your site visitors will be able to easily use the site, no matter what device they are using. To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website can include an RFP Postings where they can be posted along with amendments and updates. Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule when the RFP posting would be live on the website and when it would be removed, thus ensuring your website is kept up-to-date with minimal staff time required. Additionally the RFP Postings can be integrated with our eNotification system to alert users by email. 10 sing rom<=page jai Rotating Homepage Banners is a great way for you to mix up the design on your site, and ensure that your homepage always looks fresh and inviting. You can easily change the images at any time, and each rotating image can be set to link to a different page on the site, allowing you to use the banner area to highlight special features, events and services. This makes it a great marketing tool for your city! RSS FeedReader7%" In contrast to our RSS Feeds feature, which allows users to syndicate content from your website to their readers such as My Yahoo, iGoogle, My MSN etc., the RSS FeedReader allows you to syndicate content from other websites into your website. Syndicated content can vary and be selected by you to include feeds about your overall organization or individual departments, making your website more comprehensive and up- to-date. RSS Feeds RSS (Really Simple Syndication) Feeds keep potential visitors and other subscribers up-to-date on important news, events, and announcements from your website. Users can subscribe to your website and receive automatic updates in their RSS readers, mobile phones and personal homepages (such as iGoogle, My MSN and My Yahoo!) as a convenient way of remaining current on community events. Service Directoi Key to serving your community is making it easy for them to find the services they need. While we generally recommend organizing information by topic or service in addition to by department and target audience, the interactive Service Directory allows users to filter or search a list of services by category, department, and keyword, thus simplifying the entire process. Figure 7: Rotating Homepage Banners keep the website looking up-to-date. 11 For each service in the directory, you can provide a title and description plus associate the service with contacts in the Staff Directory. SiteMasterTM TemnlatE Unique to the visionCMST" the SiteMaster" Template Builder allows website administrators to create and configure custom interior layouts throughout website. Need to create a two column page displays just news and calendar items? Have a special event that a unique landing page? No problem! Simply drag and drop your desired content and widgets [ ;-'ii a` ' and your new layout is set. Best of all, you can determine which department content editors are STAFF DIRECTORY able to use individual templates, providing additional oversight. The SiteMasterT"l Template Builder puts you in control and ensures you will be able to easily adapt to your organization's changing content needs.r your page that needs It is often difficult for website visitors to find the correct person to contact in a government agency. However, the useful Staff Directory component greatly simplifies this search. It can list all staff persons, departments, even related agencies and partners, along with their contact information and description of their role or area of specialization. Your website users will love the convenience, simplicity, and accessibility; they can easily filter the list of staff based upon name, department, or other criteria determined to be important to them. Additionally, your staff will be pleased that they can make their email addresses available to others without exposing their contact information to spammers. Our component "masks" email addresses so that email-harvesting software used by spammers cannot find staff coo act c-._---: automatically extract them from department or name. your website. Dntent Reportina This handy administrative feature provides website administrators a snapshot of website activities. An initial search can display expired content, created or updated content, then can be further filtered by content type or by department. Need to quickly find out what section of your website hasn't been updated for a while? Curious to see which department has been most actively creating new content? The Updated and Expired Content Manager makes website oversight easy! 12 Version Control The Version Control feature lets site administrators save multiple versions of any page on the website. This provides for easy restoration of site content in the case of an unintended edit or delete. Additionally, if content changes seasonally, multiple versions can be queued up and ready to go - then published with a single click! ;~tional interactzve Components and Feature In addition to the included interactive components above, we can also offer you a number of additional features. Below are details on some of these options. Please note that because our content management system is so flexible, you may add these at any time in the future for an additional budget. Active Directory Inteorat.ion It is important for a government website to protect itself from unauthorized users. The Vision CMS includes a user and permission system with encrypted passwords that ensures only authorized staff can login to the backend. As an option, Vision Internet can also add custom programming to integrate the CMS login with Active Directory if needed. Please note that the County needs to provide an internal server to host a web service that can be used for the website to interface with the Active Directory server. SSL is the required protocol for data communication. Amt.roval Cvcle For websites where content authorship and updates are distributed throughout an organization's departments, it is helpful to implement the Approval Cycle where content updates and changes do not go live on the website until one or more persons have approved them. Our clients find that having the Approval Cycle allows website maintenance to be delegated while ensuring consistency throughout the site. This eliminates errors and the posting of inaccurate content. Our Approval Cycle allows you to segment the management of content by groups of users (such as departments), in addition to types of content as determined by the interactive components. Unlike most content management systems available today which restrict you to only two-step workflows such as authoring and publishing, the visionCMST"' is extremely flexible allowing you to define as many workflows as you require with as many steps in the approval as you deem necessary! As your work requirements change overtime, you will want the flexibility and scalability of the visionCMSTM to customize your current and future approval process needs. 13 Department Subsites Department Subsites would provide the County with its own individualized and attractive homepages tailored specifically to your users' needs. This includes a navigation and design that draws on all of the experience and expertise of Vision Internet's web development team while following the main website's structure for consistency of navigation and use. However, while there would be consistency in your websites' layouts, the Department Subsite could have its own unique look. A Department Subsite will provide the same functionality as your main County website since it will use the same backend and have the same interactive components. This means that there is a single Vision Content Management System (VCMS) where all content is stored. Through the use of the optional Approval Cycle each organization would have access to their own content but could also share content, such as calendar and news items. Vision Internet will also migrate up to 50 pages of content into the Department Subsite; additional pages may be migrated for an additional budget. Hosting prices will vary according to which option you select. Note: If the Department Subsite is hosted on a separate server, the County may be required to pay an additional third-party licensing fee. Please note that the County must provide remote access to the server for installation of the Department Subsite. Please note that visionMobileTM features for a Department Subsite will be an additional cost. y Spotlight on. . Upcom.nq F.vnrt.'_., ~1 A06 M~W Figure 9: A Department Subsite allows departments to develop their owt individualized looks. 14 Desion Themes The Design Themes tool allows you to give subsections of the website their own unique look and feel while providing overall navigational and page layout consistency for your website visitors. The navigational and page layout consistency will make navigating the site easier for your users; the structure will remain the same throughout the website. At the same time, however, by being able to apply different graphic designs and color schemes to different sections, you can incorporate distinct branding elements into a single website. To make it easy for your staff, they can simply select the design theme to be applied to the page from a list of available options that Vision Internet defines for the content management system. Below are examples from the City of Denton website. Different templates are used for promoting branding of individual programs. Templates include unique banner collages and color themes. Navigation remains consistent throughout the site. W,olov, 15 Intra While the public website will enable you to improve your communication with people outside your organization, the Intranet will serve as the main source of information for your employees. It will have its own unique homepage, navigation, and design. The design will be based upon the approved public website design; however, it may include its own color scheme, collage, and homepage layout. On the following page is an example of the website and Intranet as implemented on the City of Lancaster site. In implementing your Intranet, we would take the following steps: • Complete your main website project • Replicate the main website including components such as calendar, news, etc. • Implement the approved Intranet design • Migrate or add pages as required' • Launch the website behind a firewall so as to make it inaccessible from outside your internal network 2. • The Intranet must be hosted on your server. In this approach, the content in the website and the Intranet plus all management tools would be separate. Responsive Design with visionMobileTM is not included with the Intranet website. ' Includes up to 50 pages; additional pages may be migrated for an additional budget. 2 For users to access the Intranet from outside your network, they may need to use a VPN to access your network prior to accessing the Intranet. 16 Figure 11: Bottom image is of the City's website while top image is of the City's 17 Site users can find the specific content they need through the powerful SearchBlox search engine. The component will search both HTML pages and documents such as Adobe PDF files and Microsoft Word documents. It will return results in order of relevance based upon frequency of search words in the page content or metadata and results can be browsed by category. Users can browse search results within different content types, like documents, event calendars, and news. Additionally, this search engine automatically indexes and categorizes all materials published on the website, including PDF, Word, and Excel documents. The search engine will support fuzzy logic and full Boolean keyword searches. This third-party software needs to be installed on the web server. VISION r. I N T E R N E T SCOPE OF WORK febsite Development With Vision Internet, you are sure to receive a website that delivers on its potential. Through our thorough consultation process, we create unique solutions tailored to our government clients' most pressing concerns. We will build your website from the ground up with your needs and objectives in mind. To fulfill these objectives and reach your target audiences, we recommend: Attractive Design Design is important. Today, many people judge the quality of an organization largely based upon the quality of its website. These opinions are especially influenced by the initial impression of the website's graphic design. Design ensures that users will use the website as a resource; if the website is not attractive and inviting, people assume it is of little value and do not spend the time necessary to find the information they need. With Vision Internet, your website will have a design that makes it stand out on both a regional and national basis. Your website will be inviting, easy to use, and will reflect your unique identity. For your website, we recommend organizing information by department topic, and/or target users. Keep in mind that the average user does not know the organizational structure of your organization, nor needs to. Our approach allows users to find information in the variety of ways that are most important to them. This is a solution we use on many of our government websites making it easy for visitors to find information. This is because content is available through multiple "paths" making it simple for users to search the site regardless of their preferred method. We often implement Action Based Navigation which allows users to easily find a particular service or page on your website through an easy-to-use drill down menu, such as "I Want To...view an event, fill out a form, etc." As a part of your project, we are offering the Vision Content Management SystemTM which allows non-technical staff to add, edit, and delete content as well as control who has access to managing different areas of the website. This means that your staff can update announcements, press releases, news, documents, and other pages without knowing how to program. This is done through simple and easy to use administration screens. Because staff can update and maintain their website directly through browser-based forms, you can effectively cut your maintenance costs and redirect existing technical resources toward more important areas. Page 2 ,VISION ~y INTERNET Included Interactive Comoonen:s and Features Interactive components provide a higher level of interactivity for your website visitors. Included in your project estimate are the following components and functionality: • Audit Trail Log • Backend Content Title Search • Backend Dashboard • Broken Link Reporter • Content Review and Publishing • Component Manager • Content Scheduling • Context Sensitive Online Help • Departmental Page Restrictions • Document Central • Drag and Drop Multiple File and Image Uploading • Email Address Masking • Enhanced User Interface • Advanced WYSIWYG Editor • Search and Replace • Spell Checker • Style Gallery • Automatic Breadcrumbs • Connected Pages • Content Categories • Dynamic Drop Down Menus • Error 404 (Page Not Found) Handling • External Link Splash Page • Friendly URL Redirect • Flexible Site Variable Settings • Image Library • Page Template Library • Personal Toolbar • Role-Based Security • Scheduled Content Review • SiteMasterTm Template Builder • Submission Validation (reCAPTCHA) • Recycle Bin • Updated and Expired Content Reporting • Web Traffic Statistics • Widget-based Layout Options • Workspace • Table Wizard • Undo/Redo • User Commenting • Version Control • Navigation Control • Navigation Redirect • Page Linking • Quick Links • Single-Source Publishing • Site Search (Google CSE) • Sitemap Generator Page 3 :VISION I N T E R N E T • Business Directory • Community Spotlight • Dynamic Calendar System • Dynamic Homepage • Facilities Directory • Facilities Reservations • Feedback Form • Form Builder • Frequently Asked Questions • In-page Content Editing • Job Posts • News • RFP Posts • Rotating Homepage Banners • Service Directory • Staff Directory • Sticky News • Weather Update • Department-Level Administration • Department-Level Navigation • Department-Level Sitemap • Audio and Video Embedding • Bookmark and Share • eNotification • Emergency Alert (site wide) • Facebook FeedReaderTM • Forward to a Friend • Automatic Alt-Tags • Dynamic Font Resizing • Dynamic Reader Download Links • Meetings Manager OPTIONAL INTERACTIVE COMPONENTS AND FEATURES • GovTrack CRMTM • OneClick Social Networking"' • Photo Gallery & Slideshow • RSS FeedReaderTM • Twitter FeedReaderTM • Google Translation Integration • Printer Friendly Pages • Table Accessibility Tools • Responsive Design with visionMobileTM Vision Internet creates custom solutions; therefore, we are able to offer you virtually any conceivable module or function. We believe these optional interactive components and features are most relevant to your needs: Page 4 :VISION I N T E R N E T • Approval Cycle • Design Themes Because our content management system is so flexible, you may add these at any time in the future for an additional budget. Page 5 VISION INTERNET PRICING Website Redesign Package $23,975 Our website development package is comprehensive and includes: • The Vision Content Management SystemT13, including the above-listed interactive components • Web-based consultation meetings • A web-based training session • Basic Design Package o One homepage design concept with revisions • 50 pages of content migration In addition to the included components listed above, we can also provide you with other optional features. Below is the price for implementing these. Approval Cycle $4,630 Design Themes Cost for first Design Theme $2,490 Cost for each additional Design $1,625 Theme Optional Services Please note that we are already including web-based consultation and training as well as up to 50 pages of migration with your project. Depending upon your needs and available resources, you may opt for these additional services. Onsite consulting $4,860 • Onsite consulting and brainstorming sessions • Requirements gathering from project team • Creation of survey • All travel expenses Page 6 vIsION J;- I N T E R N E T J Content migration - per 50 pages $1,445 • Content formatting • Uploading related documents and images • Reduced pricing for quantities over 250 pages Onsite training program $3,290 • One day onsite training • Classroom style content editor training • Advanced administrator training • All travel expenses visi.onLive" Subscription Maintenance As an option to paying monthly fees for hosting and maintenance services, Vision Internet is offering your organization our new subscription version of the Vision Content Management SystemTm. This new offering allows us to provide maintenance services and unlimited hosting for a flat annual fee of $6,600. Additionally, we will aise provide CMS upcrades at no extra cost. This allows you to affordably keep current with new technology, enhancements, and improvements. visionLiveTM takes the guess-work out of future budgeting by including all essential post-launch services into a flat annual subscription. The service includes: • Hosting with unlimited storage and bandwidth • Unlimited technical support' • CMS system upgrades • Newly developed CMS components2 • Free redesign after 4 years of visionLiveTb1 service Please note that we can also provide hosting without additional support services for an annual rate of $2,4003. Not sure if a hosted, subscription-based plan is a good fit for you? We are flexible and offer a wide range of alternatives for clients who have other hosting and maintenance needs. Contact us to discuss a plan that will work for you. ' Does not include updates to configuration, content, or formatting among other restrictions. 2 Does not include new features that require design customization to implement. 3 Subject to a 5% annual increase. Page 7 IS ION INTERNET Vision Internet, the Government Website Experts, has more than 500 clients in 40 states. For a complete list of our projects, please visit our website at www.visioninternet.com. Vision Internet agrees to perform the services at the prices quoted in this document. This quote is valid for 90 days. Page 8 The City Wit out Limits. TO: The Honorable Mayor and City Council PROM: Bronce L. Stephenson Director of Community Development SUBJECT: Final Plat - Maple Glen IV DATE: December 13, 2013 BACKGROUND: The City of Owasso received an application for review and approval of a final plat for Maple Glen IV. The property is located east of the existing Maple Glen development, approximately i/2 mile north of E 106th St North on Garnett Road on the east side of the road. SURROUNDING ZONING: Direction s Zoning Use Land Use Plan Jurisdiction RS-3 (Small lot North single-family Residential Residential City of residential Owasso South (Agriculture) Undeveloped Residential Tulsa County East A r culture Undeveloped Residential Tulsa County RS-3 (Small lot West single-family Residential Residential City of residential Owasso SUBJECT PROPERTY/PROJECT DATA: Property Size 24.35 acres Current Zoning RS-3 Proposed Use Single-family residential Lots/Blocks 42 lots in 7 blocks Number of Reserve Amos 2 drainage reserve areas Within PUD?. None Within Ovedd District? None Water Provider„ Washington County Rural Water District #3 Applicable, Po ` backs Pees Storm siren fee of 35/acre Streets ublic for 4vote ' Public Streets ANALYSIS: The final plat for Maple Glen IV expands the Maple Glen single-family development to the east of its current boundaries. The applicant has requested a variance to the zoning code regarding the front yard setback. The first phases of the Maple Glen subdivision were developed under a PUD that allowed for a reduced front setback from 25 feet to 20 feet. The Maple Glen IV area falls outside of the original PUD and, therefore, must meet the 25 foot front setback for RS-3 lots. The applicant requested, and the Board of Adjustment subsequently approved, a reduction to the front setback to 20 feet to mirror development in the rest of the subdivision. In doing so, the applicant provides a larger backyard for the lots. There is no reduction in lot size, as they would still meet all RS-3 standards (width, depth, area). Additionally, there are no adverse impacts to utilities or parking. Essentially, a reduced front setback provides a larger backyard and there is a no net- gain or loss situation. Perimeter and interior utility easements will provide utility companies adequate access to provide service and maintain service to the proposed development. Any development that occurs on the subject property must adhere to all subdivision, zoning, and engineering requirements including but not limited to paved streets, landscaping, and sidewalks. The City of Owasso will provide sanitary sewer service with water provided by Washington County Rural Water District #3. TECHNICAL ADVISORY COMMITTEE: The Technical Advisory Committee reviewed the final plat for Maple Glen IV at their regularly scheduled meeting on October 23, 2013. All TAC comments have been addressed by the applicant. PLANNING COMMISSION: The Owasso Planning Commission reviewed this item at their regular meeting on November 11, 2013 and voted unanimously to recommend approval of the final plat for Maple Glen IV to the City Council. The Planning Commission also voiced support for the reduction of the front setback from 25 feet to 20 feet. RECOMMENDATION: Staff recommends approval of the final plat for Maple Glen IV. ATTACHMENTS: A. Area Map B. Aerial Map C. Final Plat - Maple Glen IV Maple Glen IV 1" = 1,505 ft Final Plat 11111/2013 This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual Held conditions. To be sure of complete accuracy. please contact Owasso staff for the most up-to -date information. Maple Glen IV 1" = 1,505 ft Final Plat 11/1112013 W This map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accuracy, lease contact Owasso staff for the most up -to -date Information. M 0 el0.bUa FINAL PLAT 15 T m T w:�,,r-- �zl�- „��,-- -• ---® x eru ae• r vn.n� I MAPLE GLEN IV '1515.... GIOPX Sy —< p CER71i1CAM OF FINAL PLAT APPROVAL m sme� NAPE (NFii UEVELOPYENT A PM) pr MC SYV{ NC M NM /1 Ci ZCIIM 4 TOWB.P EI NGIM. 2 .0 WCi 14 EAST. 19 Y. COMPANY, INC. AxbpTM )o ME ax v owvs9o, TN1s. cvxm. ve»IaBA :r,w,_w _Wm .. a �;.'��T.�o9".. -. lalsv B aflu x x. ml. xoo ZONED: RS -3 •.Aa,r ,. ti1c ma,..a ulun nvn•n (91 aum.m. ).ws (vlaj vna -woe Kam: Lon uYll wun .°....0 ..._.,....°...._.... AND LAND SURVEYING .mm INC ANOBB�oO SEANCES, WC. B.B _ _ _ _ _ _ _ _ a --- v.m m....o BOO WON d1N0, ne.9v' 0.EM1IOtO0.y r- 9a. 1 °insoo.l.m..x awm r.Ai " °� °•°• _ 0­..2, c 11081 a >Pws (.IS) aemo.. )+oflo °° (MM n. -awl (21..W_w]o ,.A,. r r Nm�.epa ° -r �.d�f C ®' eM•m S` CMIflmN eI .WUwpnUm H0. R215 C.. 0 1 hNbbn 2 No. 1)afl e p°®mweYw °.x215.”. Pmawi MW Yoo ]a, 2U14 Pw..d Oo1c .lun. ]0. E01] CERRFlCATE OF OYMERSHIP = ui.N __ ^raiy emrf�I .✓+. (� yi •✓ • Jq- ix, rye p Mrfv- s N B® �9 r° w.•..Pvr V.- 15 T m T x eru ae• r vn.n� I '1515.... GIOPX Sy —< p CER71i1CAM OF FINAL PLAT APPROVAL m ��w 1515, I.1. mwj. •.Aa,r ate. � __ �.,Y'a"'♦ r__,v,__ t..._� L L .7r rwav erv«.o I I�ix�i ns.wwxsw.x.m[murveevom ®nxvn uw °insoo.l.m..x awm r.Ai " °� °•°• ..v< NAPIE GLEN IV CERRFlCATE OF OYMERSHIP = ui.N __ - a yi •✓ I epy0 ...wow ..f.,. >,°"��, +,�Volm�iv� eery .az�:�s •i:v ° .mrw.w�w^.itin -.i w v.v.m...rw�.xo na.nr I s °� ' 'a �"; -� �� x rrn r nmuw�e =��.v � IIOM rl: v. � L., max_ m.ioo mw f olw. -.wm _ R rcv�•r x c_ - � m.now. I o rtli n•r wr,.i { a.E .rr 4111- 'M (27 .(2 wu. m.mwn. �w I Il.� I __ _ uuumrcSN oal4 � : Mrfv- s N B® �9 r° w.•..Pvr V.- Bln•m,.w..w...w,.m�w. Be.9 >- x eru ae• r vn.n� I '1515.... GIOPX Sy —< p CER71i1CAM OF FINAL PLAT APPROVAL I.1. mwj. •.Aa,r uvly, r__,v,__ t..._� L L .7r rwav erv«.o I I�ix�i ns.wwxsw.x.m[murveevom ®nxvn uw ..v< NAPIE GLEN IV CERRFlCATE OF OYMERSHIP = ui.N __ - a yi •✓ I epy0 ...wow ..f.,. >,°"��, +,�Volm�iv� 'a �"; -� �� x rrn r Bx• =��.v � IIOM rl: v. � L., max_ m.ioo mw f olw. -.wm R rcv�•r x c_ - � m.now. I o rtli n•r wr,.i { a.E .rr 4111- 'M (27 .(2 wu. m.mwn. �w I Il.� I __ _ uuumrcSN oal4 � : L °W •: l� � I !� ® —�1wv� k -`j E uoa w. x �A''°` jv +e r.-a�®rmm 45 A9• I 1 Y' YI P1 f99 ®F� CERTFlCAIE OF SURVEY • I• �P _ wl I I m�pwyo2uu 'Y?aP I sl wa,l tl I w Bln•m,.w..w...w,.m�w. Be.9 >- x eru ae• r vn.n� I '1515.... GIOPX Sy —< p CER71i1CAM OF FINAL PLAT APPROVAL mwj. Y rwav erv«.o I pAa® ns.wwxsw.x.m[murveevom ®nxvn uw ..v< NAPIE GLEN IV °n °'• ]ml.•w as xou The City Wit out limits. TO: The Honorable Mayor and City Council City of Owasso FROM: John W. Feary Project Administrator SUBJECT: New City Hall Renovation Architectural & Engineering Professional Services Contract Award DATE: December 13, 2013 BACKGROUND: In October the City of Owasso advertised a Request for Qualifications (RFQ) for Architect & Engineering firms for the purpose of designing the renovation plans for the New City Hall facility located at 102 South Main St. in Owasso. In that time, an evaluation committee of five city employees was formed for the purpose of objectively evaluating the proposals for the purpose of selecting a qualified firm. On October 31, 2013, staff received seven proposals from firms in the Tulsa and Owasso area. The evaluation committee narrowed the finalist down to three firms to be interviewed in person by the evaluation committee. Upon completion of the in-person interviews, a ranking of the three firms was established using a points system derived from the criteria specified in the advertised RFQ. BKL Incorporated of Tulsa, OK is the firm with the highest ranking. BKL and city staff have met and an established fee for design services has successfully been negotiated for the scope of work. FUNDING: Funding for this project is available in the Capital Improvements Fund. RECOMMENDATION: Staff recommends approval of the Agreement for Professional Services with BKL Incorporated of Tulsa, OK for professional architectural and engineering services for the New City Hall facility renovation in the amount of $140,000 and authorization to execute all documents. ATTACHMENT: A. Draft Professional Services Agreement AGREEMENT FOR ARCHITECTURAL SERVICES CITY OF OWASSO CITY HALL REMODEL THIS AGREEMENT, made and entered into this CITY OF OWASSO, Oklahoma, a Municipal C referred to as CITY, and BKL, INC., hereinafter 1 of 2013, between 1, of Oklahoma, hereinafter as ARCHITECT; WITNESSETH: WHEREAS, CITY desires to remodel t Owasso, Oklahoma in order to move the referred to as the PROJECT; and, First Bank of Owasso building in xnctions to that, location, hereinafter WHEREAS, CITY requires ce PROJECT, hereinafter referred to in connection with the WHEREAS, the NOW THERE] hereto agree as herein, the parties 1.0 SCOPE OF PROJECT: The Scope of this PROJECT is described in Attachment. A, SCOPE OF PROTECT, which if attached hereto and incorporated by reference as part of this AGREEMENT. 2.0 SERVICES TOi' BE PERFORMED BY ARCHITECT: ARCHITECT shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, which is attached hereto and incorporated by reference as part of this 3.0 CITY'S RESPONSIBILITIES. CITY shall be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE CITY which is attached hereto and incorporated by reference as part of this AGREEMENT. 4.0 COMPENSATION: CITY shall pay ARCHITECT in accordance with Attachment D, COMPENSATION, which is attached hereto and incorporated by reference as part of this AGREEMENT. ARCHITECTURAL SERVICE CONTRACT j December 12, 2013 CITY OF OWASSO CITY HALL REMODEL 5.0 STANDARD OF PERFORMANCE: ARCHITECT shall perform the SERVICES undertaken in a manner consistent with the prevailing accepted standard for similar services with respect to Projects of comparable function and complexity and with the applicable laws and regulations published and in effect at the time of performance of the SERVICES. All architectural work shall be performed by or under the supervision of Architect licensed in the State of Oklahoma, and properly qualified to perform such architectural services, which qualification shall be subject to review by CITY. Other than the obligation of the ARCHITECT to perform in accordance with the foregoing standards, no warranty, either express or implied, shall apply to the SERVICES to be performed by the ARCHITECT pursuant to this AGREEMENT or the suitability of ARCHITECT'S work product. 6.0 6.1 ARCHITECT shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the PROTECT. 7.0 7.1 Since ARCHITECT has no control and shall' not be responsible over the cost of labor, materials, equipment or services furnished by others, or over contractors, subcontractors', or vendors' methods of determining prices, or over competitive bidding or market conditions, ARCHITECT'S cost estimates shall-be -made on the basis of qualification and experience as a Licensed Architect. 7.2 Since ARCHITECT has no control and shall not be responsible over the resources provided by others to meet construction Contract schedules, ARCHITECT'S forecast schedules shall be made on the basis of qualification and experience as a Licensed Architect. 8.0 8.1 ARCHITECT shall defend and indemnify CITY from and against legal liability for damages arising out of the performance of the SERVICES for CITY including but not limited to any claims, costs, attorney fees, or other expenses of whatever nature, where such liability is caused by the negligent act, error, or omission of ARCHITECT or any person or organization for whom Architect is legally liable. ARCHITECTURAL SERVICE CONTRACT 2 Decemlxr12,2013 CITY OF OWASSO CITY HALL REMODEL 8.2 ARCHITECT shall not be liable to CITY for any special, indirect or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 9.0 COMPLIANCE WITH LAWS: In performance of the SERVICES, ARCHITECT will comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria and standards. ARCHITECT shall not be responsible for procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to ARCHITECT in Attachment B, SCOPE OF SERVICES. 10.0 INSURANCE: 10.1 During the performance c ARCHITECT shall maintain SERVICES AGREEMENT, 10.1.1 General Liability Instance with $1,000,000 for each occurrence aggregate, and with property da each occurrence and not less than 10.1.3 injury limits of not less than t less than $1,000,000 in the Zits of not less than $100,000 for in, accordance with statutory Insurance with limits of not less a minimum amount of $1,000,000. CITY certificates of insurance which shall h insurance shall not be canceled without at o the CITY. IES: CITY shall be responsible for all matters RESPONSIBILITIES OF THE CITY which is incorporated by reference as part of this 12.0 OWNERSHIP AND REUSE OF DOCUMENTS: 12.1 All Documents, including original Drawings, estimates, Specifications, field notes and data shall become and remain the property of the CITY. 12.2 CITY'S reuse of such Documents without written verification or adaptation by ARCHITECT for the specific purpose intended will be at ARCHITECTURAL SERVICE CONTRACT 3 December12,2013 CITY OF OWASSO CITY HALL REMODEL. attached hereto and AGREEMENT. CITY'S risk. The CITY shall indemnify, defend and hold harmless the ARCHITECT for any reuse of the Documents. 13.0 CONTRACT TERM: 13.1 This Contract shall become effective as of the date of acceptance by both parties. 14.0 TERMINATION OF CONTRACT: 14.1 The obligation to continue SERVICES under this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of substantial failure by the other party to perform, in accordance with the terms hereof through no fault of fhe terminating party. 14.2 CITY shall have the right to terminate this AGREEMENT, or suspend performance thereof, for CITY'S convenience upon seven day written notice to ARCHITECT,, and ARCHITECT shall terminate or suspend performance of SERVICES on a schedule acceptable to CITY. In the event of termination or suspension for CITY'S convenience, CITY shall pay ARCHITECT for all SERVICES performed in accordance with provisions of Attachment,' D, COMPENSATION,. ; Upon restart of a suspended PROJECT, payment shall be made to ARCHITECT in accordance with Attachment D, COMPENSATION. In the event the terminated or suspended PROJECT is, activated. three (3) months or more from date of termination, -a new AGREEMENT shall be negotiated between the 15.0 15.1 Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below. 15.1.1 To ARCHITECT: BKL, INC. 1623 E. 6TH STREET TULSA, OKLAHOMA 74120 15.1.2 To CITY: CITY OF OWASSO ATTN: JOHN FEARY 111 N. MAIN OWASSO, OKLAHOMA 74055 ARCHITECI'URAL SERVICE CONTRACT 4 December 12, 2013 CITY OF OW ASSO CITY HALL REMODEL 15.2 Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ARCHITECT and CITY. 16.0 UNCONTROLLABLE FORCES: Neither CITY nor ARCHITECT shall be considered to be in default of this AGREEMENT if delays in or failure of performance shall be due to forces which are beyond the control of the parties; including, but not limited to: Fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbances, sabotage; inability to procure permits, licenses, or authorizations from any state, local or federal agency or person for any of the supplies, materials, accesses, or services required to be provided by either CITY br ARCHITECT under this AGREEMENT; strikes, work slowdowns or other labor disturbances, or judicial restraint and delays in'governmental agency or committee review. 17.0 SEVERABILITY: If any portiomof this CONTRACT shall be construed by a court of competent jurisdiction as unenforceable, such portion shall be severed herefrom, and the balance of this AGREEMENT shall remain in full force and effect. 18.0 INTEGRATION AND MODIFICATION: This AGREEMENT includes Attachments A, B, C, and D, and, represents the entire and integrated AGREEMENT between the Parties; and supersedes all prior negotiations, representations, or'agreements pertaining to the scope of services herein, either written or oral.. This AGREEMENT may be amended only by a written instrument signed by each of the Parties. 19.0 DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ARCHITECT/ ENGINEER and the CITY over the interpretation or application of the terms of this AGREEMENT, the matter shall be referred to the City's Project Administrator for resolution. If the Project Administrator is unable to resolve the dispute, the matter may, in the Director's discretion, be referred to the City Manager for resolution. Regardless of these procedures, neither party shall be precluded from exercising any rights, privileges or opportunities permitted by law to resolve any dispute. 20.0 ASSIGNMENT: ARCHITECT shall not assign its obligations undertaken pursuant to this AGREEMENT, provided that nothing contained in this paragraph shall prevent ARCHITECT from employing such independent consultants, associates, and subcontractors as ARCHITECT may deem appropriate to assist ARCHITECT in the performance of the SERVICES hereunder. ARCHITEC'T'URAL SERVICE CONTRACT 5 December12,2013 CITY OF OWASSO CITY HALL REMODEL. It is understood and agreed that all Work performed under this AGREEMENT shall be subject to inspection and approval by the CITY and any plans and Specifications not meeting the terms set forth in this AGREEMENT will be replaced or corrected at the sole expense of the ARCHITECT. The ARCHITECT will meet with the CITY Staff initially and monthly thereafter and will be available for public hearings and/or presentations. IN WITNESS WHEREOF, the parties have execs the respective dates herein below reflected to be the City of Owasso. Sherry TO FORM: Julie Lombardi, By: iGREEMENT in multiple copies on on the'date.executed by the Mayor of Kim Reeve, A.I.A., President Mayor ARCHITECTURAL SERVICE CONTRACT 6 December12,2013 CITY OF OWASSO CITY HALL REMODEL AGREEMENT FOR ARCHITECTURAL SERVICES CITY OF OWASSO CITY HALL REMODEL SCOPE OF PROJECT ATTACHMENT A. SCOPE OF PROJECT: A.1 PROJECT: The CITY intends to remodel the former First Bank of Owasso building to repurpose it as the new City Hall. The existing building is approximately 28,000, sq, ft. and has attached paved parking areas. The site and paved areas are to be renovated. The City has set aside $1,500,000 for the renovations. A.2 SCOPE REVISION: It is understood that in order to assure construction of the, minimum, requirement of the PROJECT within available funds, revisions to the Scope of PROJECT may be necessary. The decision to revise ` PROJECT Scope shall be the responsibility of the CITY upon ARCHITECTURAL SERVICE CONTRACT A- 1 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL AGREEMENT FOR ARCHITECTURAL SERVICES CITY OF OWASSO CITY HALL REMODEL SCOPE OF SERVICES ATTACHMENT B. SCOPE OF SERVICES: The services to be performed by the ARCHITECT under this AGREEMENT will consist of providing architecture and engineering SERVICES presented in Attachment A, as directed by the City by a notice to proceed or in a work order. Further, it is understood an( and the time of completion assignment are essential prc understood and aLrreed that B.1 that the date of beginning, rate of progress, rk to be done hereunder for each If this AGREEMENT; and it is further < embraced in this AGREEMENT shall ]REEMENT and receipt of Notice to it all reviews and conceptual designs will be r '6f Owasso design criteria and ce normal and customary architectural and tsurate with the design and construction of a .t will be divided into the following phases: Construction Documents Construction Administration B.1.2 SCHEMATIC DESIGN: The Schematic Design Phase will commence with interviews and information gathering. A Space Needs Analysis will be produced. At the end of the Schematic Design Phase, building plans and elevations will be finalized and will be the platform for the development of the work of subsequent phases. Engineering systems will be defined in narrative form. Material revisions to the approved Schematic Design ARCHITECTURAL SERVICE CONTRACT B-1 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL commence upon execution of this E Proceed. It.is further understood tl prepared in accordance with the Ci specifications for'cgnstruction. Documents necessitated by CITY shall be considered additional services and as such shall be subject to compensation pursuant to Attachment D, Section D.6. During this portion of the PROJECT, the following major tasks are anticipated: - Review all available information on the physical characteristics of the designated site. - Review applicable codes and standards. - Develop scaled floor plans indicating the spatial relationships between all major functional components and circulation. - Develop building elevations as.needed to indicate revisions to the exterior of the building. - Prepare construction cost estimate based on Schematic Design Drawings. B.1.3 DESIGN DEVELOPMENT: Dur decisions relative to materials, s Decisions will be made within directions established 1n, the 5 objective will be to finalize any them into the Contract Docurn+ planning decisions that impact 1 are finalized. During the,, Scl disciplines will ber involved ni ng this Phase, 95% of all required design stems, and equipment will be finalized. the context of planning decisions and :hematic Design Phase. The primary major design decisions and incorporate nts. At this point it is crucial that all uilding„configurations and plan layouts Lematic Design Phase the engineering marily from a theoretical perspective. elopment the engineers will generate difications, and details based on the d: available utilities at the site. During the major tasks Phase of the PROJECT, the following • Refine scaled plans -1/8". • Establish all critical dimensions. Y Refine exterior building elevations. • Document all decisions affecting materials and equipment selection. ® Prepare preliminary interior elevations and casework. • Attend PROJECT reviews with designated CITY representative, if required. • Coordinate the Work of all disciplines. • Review and update the PROJECT Schedule. • Prepare submission. • Prepare Construction Cost Estimate based on Design Development Drawings. ARCHH'ECTURAL SERVICE CONTRACT B-2 CITY OF OWASSO CITY HALL REMODEL December 12, 2013 STRUCTURAL ENGINEERING • Review architectural requirements. • Coordinate efforts with all other disciplines. MECHANICAL ENGINEERING • Major equipment selection. • Coordinate efforts with all other • Compile catalogue cuts of all eqt PLUMBING ENGINEERING • Coordinate efforts with all • Compile equipment cuts of ELECTRICAL ENGINEERING • Finalize the location of electrical • Coordinate efforts with all other • Compile equipment cuts of all e< SYSTEMS • Keview data equipment and. data outlet locations- with CITY. • Cabling for phone and data wilt be provider in the contract. • Phone systems will not be designed or bid in this contract. e Cnnrtiinn+P Pffnr+a u7 +h all n+I,-r ;,;,-,1;- • 'Determine ott-site utility construction requirements. • Preliminary demolition plans (if necessary). • Coordinate efforts with all other disciplines. B.1.4 CONSTRUCTION DOCUMENT PHASE: This Phase will commence upon approval of the Design Development Phase and receipt of Authorization to Proceed. During the Construction Document Phase, the design decisions made during the previous phases will be incorporated into a final set of Documents in sufficient detail to implement the PROJECT. These Documents will be the basis for securing bids and constructing the facility. The Documents will fix and describe all parts of the PROJECT. ARCHITECTURAL SERVICE CONTRACT B-3 December 12, 2013 CITY OF OW ASSO CITY HALL REMODEL Major tasks to accomplish during this Phase of the PROJECT will include: ARCHITECTURAL • Finalize floor plans. • Finalize exterior package. • Finalize door schedule, elevations, and details. • Finalize wall sections. • Finalize all plan and section details. • Finalize interior elevations and casework. • Finalize enlarged plans. • Finalize all equipment layouts. • Review general conditions and develop supplemental general conditions. • Prepare Division 1 Specifications, • Finalize other technical Specifications. • Coordinate work of all disciplines, • Initiate quality control review at 756/o complete. • Attend periodic review meetings with CITY and regulatory agencies. • Review PROJECT progress with CITY or it's designated representative. • Coordinate and assemble the interim and final submissions. • Prepare . Unit Construction Cost Estimatebased on Construction Documents. STRUCTURAL ENGINEERING • Finalize foundation plans, sections, and details. • Finalize framing plans, sections, and details. • Finalize wall sections and details. • Prepare schedules. • Finalize column design and details. • Finalize technical Specifications. • Coordinate efforts with all other disciplines. • Attend periodic review meetings with CITY and regulatory agencies. • Document all design calculations. MECHANICAL ENGINEERING • Finalize all HVAC plans and details. • Finalize and detail all equipment selections. • Prepare all schedules. • Finalize technical Specifications. • Coordinate efforts with all other disciplines. • Attend periodic review meetings with CITY and regulatory agencies. • Document all design calculations. ARCHITECTURAL SERVICE CONTRACT B-4 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL PLUMBING ENGINEERING • Finalize all building distribution plans, • Prepare all required details. • Prepare all schedules. • Finalize technical Specifications. • Coordinate efforts with all other disciplines. • Attend periodic review meetings with CITY and regulatory agencies. • Document all design calculations. ELECTRICAL ENGINEERING • Finalize lighting plans. • Finalize power plans. • Finalize all details. • Prepare schedules, • Finalize technical Specifications, • Coordinate efforts with all other disciplines. • Attend periodic review meetings with CITY and regulatory agencies. CIVIL ENGINEERING • Finalize site plan • Finalian ci+a rrrarl • e • • • B.1.5 Coordinate efforts with all other disciplines. Attend periodic review meetings with CITY and regulatory agencies. B.1.51 BIDDING: The =Bidding Phase will commence upon approval of the Construction Documents by CITY. It is anticipated that the bidding process will require four weeks, allowing an additional four working days for evaluation of the bids, recommendations, and award of Contract. Major tasks to be accomplished during this Phase of the PROJECT will include: Attend the pre-bid conference. Clarify questions relative to the Construction Documents. Provide required interpretations of the Construction Documents. Review and respond to requested substitutions. Prepare addenda to the Specifications and Drawings. ARCHITECTURAL SERVICE CONTRACT B-5 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL Review the bids and make recommendations relative to the Contract Award. B.1.5.2 CONSTRUCTION: During the Construction Phase, the ARCHITECT will provide an average of four (4) periodic site observations per month to observe compliance with the Construction Documents and assist in the interpretation of the Documents, and the Contractor in recognizing and resolving issues which could arise. ARCHITECT will assist in conducting a pre-construction conference to establish guidelines for the timely submission and review of shop drawings; change order requests, requests for clarifications, and pay applications. ARCHITECT will review the PROJECT to determine the date at which the WORK is substantially complete, as well as what WORK remains to be completed, prior to issuance of the Certificate of Completion. Included in the average of FOUR (4) site visits per month, or as required, scheduled meetings with the CITY . or' other meetings' with others requested by the CITY. Major tasks during this Phase of the PROJECT will include: Ivtonltorztrle 1-ontractor, s Xeview and act on Contractor's roviae interpretations ot'the Construction Documents. Prepare and review change order requests. Review and process applications for payment. rcepare change oraers. Review the Work to determine the date of substantial completion. Review the Work to determine the date of final completion. Review the Work to determine PROJECT close-out. B.2 ADDITIONAL' SERVICES: The following Additional Services are not included in the 'services to be provided by ARCHITECT as outlined in Section B.L' B.2 and B.3, Attachment B. They shall be provided if authorized or confirmed in writing by the CITY. Compensation related to Additional Services shall be in addition to that for the Basic Services and shall be in accordance with the provisions set forth in Attachment D. COMPENSATION. B.2.1 SITE SURVEY: Procure a site/ topographic survey of the PROJECT site. Scale and level of detail appropriate to the complexity of the site selected. ARCHITECTURAL SERVICE CONTRACT B-6 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL B.2.2 GEOTECHNICAL INVESTIGATION: Procure a subsurface investigation and geotechnical report of the PROJECT site. B.2.3 PROVIDING FINANCIAL FEASIBILITY OR OTHER SPECIAL STUDIES: Providing environmental studies; and preparing special surveys, studies, and submissions that could not reasonably have been determined to be required prior to the beginning of the PROJECT that are required for approvals of governmental authorities or others having jurisdiction over the PROJECT. B.2.4 Providing coordination of Work the CITY'S own forces. separate contractors or by B.2.5 Providing services in addition to that already stated in this Proposal as Basic Services in connection with the Work of a construction manager or separate consultants retained by the CITY. B.2.6 Providing detailed quantity surveys;, or inventories of material, equipment, and labor. B.2.7 Making revisions in Drawings, Specifications or other Documents when such revisions are inconsistent with approvals or instructions previously given, and not in the normal course of final drawings required for service to complete =the oroiect. B.2.8 Preparing Drawings, Specifications, and supporting data, and providing other services in comnection with Change Orders that are required by causes not solely within the control of the ARCHITECT. B.2.9 Making investigations, 'surveys, evaluations, inventories, or detailed appraisals of existing facilities and services required in connection with construction performed by the CITY. B.2.10 Providing consultation concerning replacement of any Work damaged by fire or other cause during construction, and furnishing services as may be required in connection with the replacement of such Work. B.2.11 Providing services, including consultation, made necessary by the default of the Contractor ; or by major defects or deficiencies in the Work of the Contractor; or by the Contractor's or CITY'S request for ARCHITECT to review, for punch-listing, Work that is not substantially complete; or by the Contractor's failure to properly complete previously punch-listed Work; or by construction problems created by causes not solely within the ARCHITECTURAL SERVICE CONTRACT B-7 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL control of the ARCHITECT; or by failure of performance of either the CITY or Contractor under the Contract for Construction. B.2.12 Preparing to serve or serving as an expert witness in connection with any public hearing, arbitration proceeding, or legal proceeding. B.2.13 Providing services of CITY requested consultants for other than the normal architectural, structural, civil, ;mechanical, and electrical engineering services for the PROJECT other than as outlined in Section B.1 and B.2, Attachment B. B.2.14 Providing detailed energy studies, detailed value engineering, detailed value analysis, life-cycle cost, analysis, comparative cost analyses, or computer models, simulations or evaluations for major systems, facilities, equipment, or materials. B.2.15 Preparation and submission of a on any energy constiming,equ PROJECT. B.2.16 this with analysis on the PROJECT or uled to be included in the i incorporating Federal forms, e. rates into the Documents; for submissions for Federal and complying with rules and ons made necessary by the use B.2.17 Providing any other services not otherwise included in this Proposal or not customarily furnished in accordance with generally accepted architectural practice, excepting required design to include finishes for floors,; walls, cabinets, ceiling and the of food or shower areas. B.2.18 Basic services 'include interior design, material and color selection and graphics and signage. Additional services would include furniture selection if requested by the owner. B.2.19 Providing assistance in the utilization of equipment or systems such as testing, adjusting and balancing, preparation of operation and maintenance manuals, training personnel for operation and maintenance, and consultation during operation. B.2.20 Providing services past thirty (30) days after the date of final completion stipulated in the Contract for Construction. If the Contract for ARCHITECTURAL. SERVICE CONTRACT B-8 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL Construction does not contain the date for final completion, providing services past thirty (30) days after the date of final completion stipulated by the Contractor in the construction schedule submitted to the Owner at the beginning of the Construction Phase. B.2.21 Arranging, conducting or attending research trips, required by the Owner, to similar facilities. B.3 DELIVERABLES: During each Phase'of the PROJECT, there are specific deliverables, in the form of correspondence, Drawings, Specifications, and reports that ARCHITECT will submit to CITY. Although many of these deliverables have been identified previously,; for clarity, they are summarized below. CORRESPONDENCE: ARCHITECT shall submit to CITY in writing, all responses to inquiries as to the progress of.the Work, requests for information, and comments made by the, CITY. SUBMISSIONS: At the er submit to CITY conies-of the design, ARCHITECT will SCHEDULE:' At the completion of each Phase and as requested, ARCHITECT will provide CITY with a written status report of the PROJECT. Each update will include a summary of. outstanding issues or decisions which need to be resolved. rawings will be prepared in accordance with Specifications will be prepared using the CSI ADDENDA; , ARCHITECT shall prepare and issue, during bidding, written or drawn documentation sufficient to explain revisions to the Contract Documents. After receipt of bids, ARCHITECT shall submit to CITY for consideration, recommendations on Award of Contract. CONTRACT ADMINISTRATION DOCUMENTATION: ARCHITECT will submit to CITY written responses to requests for clarification regarding the construction Documents, recommendations regarding acceptance or rejection of requests for substitutions, punch lists identifying Work to be completed prior to issuance of the Certificate of Substantial Completion, assembled Project close-out materials and manuals, and recommendations on the Contractor's applications for payment. ARCHITECTURAL SERVICE CONTRACT B-9 December 12, 2013 CITY OF OWASSO CITY LIALL REMODEL INVOICING: ARCHITECT will submit monthly invoices to CITY. Invoices will follow the invoicing schedule in Attachment D. COMPENSATION. DRAWINGS: At the end of Schematic Design and Design Development, ARCHITECT will provide CITY two (2) sets of design Documents. At the end of construction Documents, two (2) sets of Blue Line Prints and two (2) sets of specifications will be provided. BID AND CONSTRUCTION DOCUMENTS: The CITY through reimbursable expense to the Architect will provide copies of Construction Documents to prospective bidders during bid phase. RECORD DRAWINGS: At the reproducible Drawings, updated. Contractor's "Record Drawings" w ARCHITECT'S liability with respect transposition of comments on Contrz is not liable for completeness. or accul indicate all to Drawings on d Drawings'. one set of contained in ARCHITECT. limited to the ARCHITECT ARCHITECTURAL SERVICE CONTRACT B-10 CITY OF OWASSO CITY HALL REMODEL December 12, 2013 AGREEMENT FOR ARCHITECTURAL SERVICES CITY OF OWASSO CITY HALL REMODEL RESPONSIBILITIES OF THE ATTACHMENT C. RESPONSIBILITIES OF THE CITY= The C.1 REPORTS RECORDS ETC : 'To furnish, as req not at expense to the ARCHITECT: C.1.1 Records, reports, files of the CITY AGREEMENT. C.2 C.3 C.3.1 to of the Work, and and other data available in the the Work involved under this s •ty when required and by property owner in Designate in writing a person to act as its ct to the Work to be performed under this I person shall have complete authority to transmit rmation, interpret and define CITY'S policies and to materials, equipment, elements and systems covered by this AGREEMENT. as required. C.3.2 Furnish assistance in locating existing underground utilities and in expediting their relocation as described in Attachment B. CA REVIEW: Examine all studies, reports, sketches, estimates, drawings, proposals and other documents presented by ARCHITECT, and render in writing decisions pertaining thereto within a reasonable time so as not to delay the Services of ARCHITECT. ARCHITECTURAL SERVICE CONTRACT C-I December 12,2013 CITY OF OWASSO CITY HALL REMODEL AGREEMENT FOR ARCHITECTURAL SERVICES CITY OF OWASSO CITY HALL REMODEL COMPENSATION ATTACHMENT D. COMPENSATION: The CITY agrees to pay, as Compensation for Services set forth in Attachment B, the following fees, payable monthly as each Phase of the Work progresses; and within thirty (30) calendar days of receipt of invoice. ARCHITECT shall submit monthly invoices based upon estimate of the proportion of the total services actually completed at the time of billing. Invoices shall be accompanied by such documentation as the CITY may require in substantiation of the amount billed. D.1 For the Work under Attachment B, a lump sum equivalent to One Services to be • Basic Arcl Schem Design C'nnetr Services. The tee will be in accordance with the following phases: Schematic Design Phase - 20% = $ 28,000.00 Design Development Phase - 20% = $ 28,000.00 Construction Document Phase - 40% = $ 56,000.00 Construction Phase - 20% = $ 28,000.00 $ 140,000.00 D.2 For the Work under SITE SURVEY, Attachment B, an additional sum equivalent to the actual cost of survey. Survey will only be performed if requested by CITY. D.3 For the Work under GEOTECHNICAL INVESTIGATION Attachment B, an additional sum equivalent to the actual cost of the geotechnical ARCHITECTURAL SERVICE CONTRACT D-1 December 12, 2013 CITY OF O W ASSO CITY HALL REMODEL investigation. Geotechnical investigation will only be performed if requested by CITY. D.5 ADDITIONAL SERVICES: Compensation in connection with Additional Services shall be a lump sum amount to be determined when and if these services are required and requested by the CITY. The lump sum amount will be based on the scope of work requested by the CITY and agreed to by the Architect. D.6 REIMBURSABLE EXPENSE: The CITY through reimbursable expense to the Architect will provide copies of Construction Documents to prospective bidders during the bidding phase. ; D.7 rate currently allowed by tF expected four (4) visits per PROJECT. _ Travel shall be S; if said travel sated for at the the total of the > course of the ARCHITECTURAL SERVICE CONTRACT D-2 December 12, 2013 CITY OF OWASSO CITY HALL REMODEL The City Wit out limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Christopher A. Garrett Fire Chief SUBJECT: Ambulance Chassis Purchase and Module Refurbishment/Remount DATE: December 13, 2013 SUMMARY: It is the practice of fire department administrators to routinely inspect and evaluate the motor vehicle fleet in order to determine the safety, reliability, and operational capabilities of the vehicles assigned to the department. The evaluations of the motor fleet are used as the basis for the fleet replacement program, which is used for fire department budgeting and capital purchase programming. Based upon the evaluation of the fire department's ambulances, staff and the project team are proposing the purchase of a new ambulance chassis and the refurbishment/remounting of an existing (2005 model year) module on the new chassis. BACKGROUND: A standard configuration across the ambulance industry is to use a commercially-produced chassis and mount a factory-built ambulance module onto the chassis. The ambulance chassis is usually an emergency service-rated heavy duty truck. The ambulance module/patient care compartment is constructed by one of the various ambulance manufacturers based on their customer's specifications. This configuration produces a vehicle that is both mechanically reliable and operationally functional as an emergency transport ambulance. Approximately twenty years ago, the fire department adopted an ambulance replacement program, which included the strategy of refurbishing and remounting existing ambulance modules onto a new chassis every seven to nine years. This vehicle replacement strategy provided a substantial cost savings versus purchasing an entirely new ambulance chassis and module every few years. The 2005 Freightliner chassis/Excellence module ambulance is housed at Fire Station No. 1 and serves in a front line emergency response capacity. With the high number of calls for emergency ambulance service, the vehicle served as a primary response unit during its entire operational life span. The chassis for this ambulance has developed a very rough ride quality and an increase in maintenance costs. For these reasons, staff has determined that the wisest course of action is to replace the existing chassis and refurbish and remount the existing ambulance module. This ambulance module was built to the long term service life standard and is programmed within the ambulance capital vehicle plan to be reconditioned then remounted on a new chassis in this budget year. PROPOSED AMBULANCE REFURBISHMENT AND REMOUNT The project team conducted an evaluation of the current ambulances and their condition. The team evaluated the current configuration of the ambulances to determine their ability to provide service to the community. Utilizing feedback from the fire department's personnel, it was determined that the long term service life module configuration and size perform as designed and provide proper functionality. The ambulance capital vehicle plan, budget, and projected future revenues were considered along with the condition of the ambulances, in order to arrive at a long term process of ambulance procurement that would ensure the delivery of high quality medical service to the community through the use of ambulances. In order to continue the very successful and cost efficient program of reconditioning and remounting modules on new chassis every seven to eight years, a properly configured and equipped emergency services chassis will need to be purchased. This chassis should provide an exceptional ride quality, be emergency service rated for durability, adequately built to hold the anticipated gross vehicle weight, and manufacturer supported with a locally stocked parts inventory along with a medium to large truck service department. SPECIFICATIONS AND PRE-BID CONFERENCE: The project team, along with other fire department staff, developed a comprehensive bid specification package for the procurement of a new ambulance chassis and the refurbishment/remounting of an existing module on the new chassis. Letters of notice for the pre-bid conference were mailed to eleven prospective bidders. To ensure the scope of work would be met by the bidders, the fire department required that prospective bidders attend a pre-bid conference, in order to be eligible to submit a bid. During this conference the three vendors in attendance were briefed on the expectations, and scope of work. The vendors were allowed to ask questions and clarification of the bid specification details were given to each vendor. The vendors were also given an opportunity to view the 2005 ambulance that would be refurbished and remounted. This would allow the vendors to provide the best and most accurate bid proposal that would meet the fire departments specifications. BID PROPOSALS: On December 3, 2013, bids were opened with one vendor submitting a letter of no bid and one bid for the chassis and module combination refurbishment/remount was received. This was from the original manufacturer of the module that is to be refurbished and remounted. The third vendor in attendance at the pre-bid conference provided no communication for the bid opening. In order to acquire the most suitable ambulance for the department at the highest quality for a reasonable cost, the project team analyzed the submitted bid proposal. Although only one vendor submitted a bid proposal for the ambulance, the submitted price is in line with previous ambulance refurbishment/remount projects the fire department has completed in the past. The Excellance proposal indicated they would meet 103 of the 103 chassis criteria, and 135 of the 136 module criteria. The one alternative offered by the bidder related to the fire department's request for emergency strobe lights in the headlight housings. The bidder noted that these are not available because the headlight housings on the unit are sealed. The project team agreed that the alternative was acceptable. After reviewing the bid proposal for the purchase of a new ambulance chassis and the refurbishment/remount of an existing ambulance module, the project team and staff determined that the bid proposal submitted by Excellance Ambulance of Madison, Alabama in the amount of $179,054.74 meets the needs of the fire department and is in line with the department's planned FY2014 Capital expenditures. FUNDING: The Ambulance Capital Budget includes funding for the purchase of a new ambulance in the amount of $175,000. This ambulance project is a planned and budgeted purchase, thereby ensuring the procurement is funded without financing the project. The current fund balance, projected future revenues, and expenditures for the Ambulance Capital Fund have been analyzed. Staff has determined that cost savings on other budgeted items provides the additional $4,054.74 needed to fund the project in its entirety, and prevents fire administrators from requesting a budget increase to cover the difference. All anticipated purchases programmed in the Ambulance Capital Fund Plan will be met. RECOMMENDATION: Staff recommends City Council approval to purchase one (1) new ambulance chassis and the refurbishment/remount of an existing ambulance module from Excellance, Incorporated of Madison, Alabama in an amount not to exceed $179,054.74, and authorize payment to Excellance, Incorporated for the same amount. ATTACHMENT: A. Bid Opening Document CITY OF OWASSO, OKLAHOMA FIRE DEPARTMENT, AMBULANCE CONVERSION Bid Opening: December 3, 2013 BID DOCUMENTATION Number of Bids: 2 bids received Bids Opened By: Juliann M. Stevens, Deputy City Clerk Witness: Mark Stuckey, Shane McNichol BIDDER BID Excellance - Joplin 453 Lanier Road $179,054.74 Madison, Alabama 35758 Phoenix Croup 407 W Franklin Declined to Bid Waxahachie, Texas 75165