Item 4ECity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 29, 2021
To: Shana K. Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Approve an expenditure for website design services with Civic Plus
for an amount not to exceed $55,000.
Action
Requested: City Council approval of an expenditure for website design services
with Civic Plus for an amount not to exceed $55,000.
Background The purpose of this item is to gain authorization from the City Council
to expend up to $55,000 with Civic Plus for FY 2021.
Although the spend with Civic Plus to redesign the
ExperienceSouthlakeTexas.com website will be $22,000, the total
spend by all City departments with Civic Plus for FY 2021 will exceed
$50,000, thus requiring authorization by the City Council.
The ExperienceSouthlakeTexas.com website first went live in 2015
under the name of TheMarqSouthlake.com in preparation for the
opening of The Marq Southlake Please 1 Legends Hall.
At the time the website was focused on weddings and operations of
a banquet facility.
In 2017, when the City added additional sub-brands and Community
Services was re-branded under the Experience Southlake brand, the
website underwent several modifications. Specifically, it became the
website for the entire Community Services Department. The URL
was changed to ExperienceSouthlakeTexas.com and the entire back
end of the website was redirected to fit the needs of the new site.
This was all done without a site redesign. The website now houses
information for Legends Hall, Champions Club, Parks and
Recreation, Public Art, and general Community Services information.
As stated in Citizen Survey results, most residents continue to turn
to our websites as a source of information. Not only are they looking
for information about the Community Services Department, but
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Shana K. Yelverton, City Manager
City Council Meeting Date – April 6, 2021
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
consumers are also turning to our website to purchase services. All
our marketing strategies drive traffic to the website. It is important for
the website to give a clear idea of what our brand is about and the
types of services the department offers. Often, it’s the first impression
consumers are using to gauge their interest in our services. The look
of the website and the function of the website needs to truly reflect
the world-class amenities and services we offer.
The redesign will allow for the site to not only update the visual
appearance of the site, but it will also allow for the site to function
better for the end-user. The redesign calls for two department header
pages for Champions Club and Legends Hall, allowing for each
business unit to have a more sales-centric site, while still maintaining
ties to City brand standards. The creation of the new department
header pages will allow for those business units to have a more sales
centric site, while allowing the rest of the site to continue in its
information-based format.
This redesign will also allow for the site to become more mobile
friendly. The current mobile version of the site is not ideal.
This will be the first redesign for this website, the City website
typically follows a four-year redesign cycle.
Financial
Considerations: Currently the City has contracts in place with Civic Plus for $33,000
worth of services across multiple City departments for website
hosting.
This request for $21,133 will cover the redesign fee for
ExperienceSouthlakeTexas.com and will be funded by General Fund
and CEDC budgeted operating funds.
Strategic Link: Approval of the agreement is linked to the City’s Strategy Map related
to the focus area of Performance Management and Service Delivery
and meets the corporate objectives to enhance the sense of
community by providing excellent customer service and citizen
engagement opportunities, collaborate with select partners to
implement service solutions and optimize use of technology.
Citizen Input/
Board Review: Not Applicable
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Shana K. Yelverton, City Manager
City Council Meeting Date – April 6, 2021
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Legal Review: Not Applicable
Alternatives: Approve expenditure
Deny expenditure
Supporting
Documents: ExperienceSouthlakeTexas.com services agreement
Recommendation: Approve an expenditure for website design services with Civic Plus
for an amount not to exceed $55,000.
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CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #:Q-14266-1
Date:1/26/2021 4:47 PM
Expires On:4/30/2021
Product:CivicEngage
Client:
Southlake TX - CivicEngage
Bill To:
Southlake TX - CivicEngage
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Curtis Wendling x7853231507 wendling@civicplus.com Net 30
CivicEngage - Statement of Work
QTY Product Name DESCRIPTION PRODUCT
TYPE
2.00 Ultimate Department Header
Package
Page specific Site ID, Navigation, Banner, Graphic Links,
Colors, Design Styles; follows main site layout.
2.00 Ultimate Department Header
Annual Fee
Ultimate Department Header Annual Fee Renewable
2.00 Ultimate Department Header
Implementation
Ultimate Department Header Implementation One-time
1.00 Ultimate Redesign Implementation Ultimate Redesign Implementation One-time
4.00 CivicEngage Virtual Content
Consulting
CivicEngage Virtual Content Consulting 1/2 day block One-time
List Price - Year 1 Total USD 29,683.13
Total Investment - Year 1 USD 21,133.13
Annual Recurring Services - Year 2 USD 2,316.30
Total Days of Quote:175
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951
Page 1 of 4
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1. This Statement of Work ("SOW") shall be subject to the terms and conditions of the Southlake TX - CivicEngage
Statement of Work signed by and between the Parties (“the Agreement”). By signing this SOW, Client expressly agrees to
the terms and conditions of the Agreement, as though set forth herein.
2. Client will be invoiced for the Total Investment - Year 1 (the sum of one-time costs and a prorated portion of the
Annual Recurring Services) upon signing and submission of this SOW. The Annual Recurring Services subscription fee
for the Products (as described above) included in this SOW are prorated and co-termed to align with the Client’s current
billing schedule and the Annual Recurring Services amount will subsequently be added to Client's Term and regularly
scheduled annual invoices under the terms of the Agreement.
3. Each year this SOW is in effect, a technology investment and benefit fee, as agreed to in the Agreement, will be
applied to the Annual Recurring Services subscription fee.
Signature Page to follow.
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951
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Acceptance
By signing below, the parties are agreeing to be bound by the covenants and obligations specified in this SOW and the
Agreement terms and conditions
IN WITNESS WHEREOF, the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client
CivicPlus
By:
___________________________________
By:
___________________________________
Name:
___________________________________
Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951
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Contact Information
*all documents must be returned: Master Service Agreement, Statement of Work, and Contact Information Sheet.
Organization URL
________________________________________________________________________________________________________________________
Street Address
________________________________________________________________________________________________________________________
Address 2
________________________________________________________________________________________________________________________
City State Postal Code
________________________________________________________________________________________________________________________
CivicPlus provides telephone support for all trained clients from 7am –7pm Central Time, Monday-Friday (excluding holidays).
Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for
ensuring CivicPlus has current updates.
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Emergency Contact & Mobile Phone
________________________________________________________________________________________________________________________
Billing Contact E-Mail
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
Billing Address
________________________________________________________________________________________________________________________
Address 2
________________________________________________________________________________________________________________________
City State Postal Code
________________________________________________________________________________________________________________________
Tax ID # Sales Tax Exempt #
________________________________________________________________________________________________________________________
Billing Terms Account Rep
________________________________________________________________________________________________________________________
Info Required on Invoice (PO or Job #)
________________________________________________________________________________________________________________________
Are you utilizing any external funding for your project (ex. FEMA, CARES): Y [ ] or N [ ]
Please list all external sources: _______________________________________________________________________________________________
Contract Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
Project Contact Email
________________________________________________________________________________________________________________________
Phone Ext. Fax
________________________________________________________________________________________________________________________
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com
Toll Free 888-228-2233 • Accounting Ext. 291• Support Ext. 307 • Fax 785-587-8951
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