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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 4E-1 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 4E-2 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. 4E-3 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 4E-4 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 Page 2 of 4 4E-5 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 Page 3 of 4 4E-6 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 Page 4 of 4 4E-7