HomeMy WebLinkAbout105-18 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 105-18
File Number: 2018-0229
CIVICPLUS, INC.:
A RESOLUTION TO APPROVE A THREE (3) YEAR CONTRACT WITH CIVICPLUS, INC. FOR
THE PURCHASE OF CIVICREC RECREATION MANAGEMENT SOFTWARE IN THE AMOUNT OF
$25,875.00 FOR THE FIRST YEAR AND $4,500.00 FOR THE SECOND YEAR, PLUS APPLICABLE
SALES TAXES, WITH AN ANNUAL PRICE INCREASE OF FIVE PERCENT (5%) FOR THE
THIRD YEAR AND BEYOND, AND TO APPROVE A PROJECT CONTINGENCY IN THE
AMOUNT OF $4,000.00 EACH YEAR THE CONTRACT IS IN EFFECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a three (3) year
contract with CivicPlus, Inc. for the purchase of CivicRec Recreation Management Software in the amount
of $25,875.00 for the first year and $4,500.00 for the second year, plus applicable sales taxes, with an
annual price increase of five percent (5%) for the third year and beyond, and further approves a project
contingency in the amount of $4,000.00 each year the contract is in effect.
PASSED and APPROVED on 5/1/2018
Attest:
Sondra E. Smith, City Clerk Trea ``r er,,,N1 1lFi
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City of Fayetteville Arkansas 113 West Mountain Street
Fayetteville, AR 72701
' (479) 575-8323
i
Text File
File Number: 2018-0229
Agenda Date: 5/1/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 8
CIVICPLUS, INC.:
A RESOLUTION TO APPROVE A THREE (3) YEAR CONTRACT WITH CIVICPLUS, INC. FOR
THE PURCHASE OF CIVICREC RECREATION MANAGEMENT SOFTWARE IN THE AMOUNT
OF $25,875.00 FOR THE FIRST YEAR AND $4,500.00 FOR THE SECOND YEAR, PLUS
APPLICABLE SALES TAXES, WITH AN ANNUAL PRICE INCREASE OF FIVE PERCENT (5%)
FOR THE THIRD YEAR AND BEYOND, AND TO APPROVE A PROJECT CONTINGENCY IN THE
AMOUNT OF $4,000.00 EACH YEAR THE CONTRACT IS IN EFFECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a three (3) year
contract with CivicPlus, Inc. for the purchase of CivicRec Recreation Management Software in the amount of
$25,875.00 for the first year and $4,500.00 for the second year, plus applicable sales taxes, with an annual
price increase of five percent (5%) for the third year and beyond, and further approves a project contingency in
the amount of $4,000.00 each year the contract is in effect.
City of Fayetteville, Arkansas Page 1 Printed on 51212018
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2018-0229
Legistar File ID
5/1/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/13/2018 Information Technology /
Chief of Staff
Submitted Date Division / Department
Action Recommendation:
Approve a three-year (3) agreement with CivicPlus to purchase the CivicRec Recreation Management Software
through the TIPS cooperative purchasing contract 2092216 and approve an annual contingency of $4,000 for each
year of the contract term.
Budget Impact:
4470.520.8520-5209.00 Sales Tax Capital
Account Number
18012.1
Project Number
Budgeted Item? Yes
Fund
Parks Recreation Software
Project Title
Current Budget $ 35,000.00
Funds Obligated $
Current Balance $ _ 35,000.00
Does item have a cost? Yes Item Cost $ 25,875.00
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget $ 9,125.00
V20140710
Previous Ordinance or Resolution # 153-14,143-16
Original Contract Number: Approval Date:
Comments:
TO:
THRU:
FROM
DATE:
CITY OF
FAYETTEVILLE CITY COUNCIL MEMO
ARKANSAS
Mayor Lioneld Jordan and City Council
Don Marr, Chief of Staff
Connie Edmonston, Parks and Recreation Director
Keith Macedo, Director of Information Technology
April 13, 2018
SUBJECT: Approve a three-year (3) agreement with CivicPlus to purchase the CivicRec
Recreation Management Software through the TIPS cooperative purchasing
contract 2092216 and approve an annual contingency of $4,000 for each year of
the contract term.
RECOMMENDATION:
Staff recommends approving a three-year (3) agreement with CivicPlus to purchase the
CivicRec Recreation Management Software through the TIPS cooperative purchasing contract
2092216 and approve an annual contingency of $4,000 for each year of the contract term.
BACKGROUND:
The City currently uses multiple software applications and websites to manage the numerous
parks and recreation events, leagues, facilities, and programs. The majority of the applications
are not specifically tailored towards Parks and Recreation which limits staff's ability to
efficiently manage operations. City staff identified the need for a centralized Parks and
Recreation software application to manage all aspects of recreational programming, league
management, event management, membership, and facility reservation during the 2018 CIP
budget process. Staff researched several of the leading municipal parks and recreation
software applications, attended demonstrations of each, and obtained budgetary quotes from
each vendor. Staff submitted a $35,000.00 CIP request which was approved for FY 2018.
DISCUSSION:
In January of 2018 staff again reviewed three top tier parks and recreation municipal software
applications. City staff worked with Purchasing to determine the best method to procure the
software and they recommended staff solicit vendors if they were listed on a cooperative
purchasing agreement. Staff held numerous meetings to discuss, selected the best possible
software, and held two (2) additional demos with CivicRec after the initial review. Staff reached
out to numerous existing CivicRec clients and obtained feedback on the value and usability of
the product. The review included staff from Parks and Recreation, Accounting, and Information
Technology. Staff was pleased with the functionality, reference responses, ease of use, and
overall value of CivicRec's software. Once staff selected CivicRec as the leading choice, they
obtained a copy of CivicRec's existing cooperative purchasing contract (2092216) agreement
through The Interlocal Purchasing System (TIPS). The City's Purchasing division and City
Attorney's office reviewed the TIPS contract and approved the contract as a method to
purchase CivicRec.
Mailing Address:
113 W. Mountain Street www,fayetteville-argov
Fayetteville, AR 72701
CivicRec will allow Parks and Recreation to centralize the management of facility reservations,
activity reservations, league management, volunteer management, membership management,
and point of sale for facilities and events. The software is a web hosted solution that will require
minimal computer hardware to be purchased and is governed by a service level agreement
clause in the attached agreement. Staff is excited that CivicRec is offered by CivicPlus, our
existing website vendor, since Parks and Recreation has such a large website presence that will
benefit from a common look and feel between sites. CivicRec offers significant enhancements
to our existing online registration system which include league scheduling, integrated league
participant communication, membership management, improved access to customer history,
combined history of both online and counter transactions, and a new parent/player portal for
league information. The system is fully PCI compliant, has the ability to import financial
information into the City's ERP, and has a very robust reporting system to enhance
transparency related to membership, participation, and associated revenues.
Staff is confident that CivicRec will provide the functionality and value to improve both staff
efficiency and public interaction related to Parks and Recreation programs. If approved staff will
work on an implementation plan to deploy the software over the next twelve (12) months.
BUDGET/STAFF IMPACT:
The one-time cost of purchasing CivicRec is $25,875.00 with an annual estimated cost of
$4,500.00 for CivicRec's subscription, support, and maintenance for the first two (2) years with a
5% increase in year three (3). Staff is recommending a $4,000.00 annual contingency, for a total
contract amount of $51,600.00 over the three (3) year term. Funding is available in the amount
of $35,000.00, within Sales Tax Capital fund, as part of the approved 2018 Parks and
Recreation Software CIP Project. Year two (2) and year three (3) maintenance will be funded
within the general fund operating budget.
Attachments: Staff Review Form, Staff Review Memo, CivicRec Agreement, CivicRec
Proposal, TIPS Contract 2092216
TIPS Statement of Work for Fayetteville, AR
TIPS Contract 2092216
TIPS CivicPlus Statement of Work
Labor Category GSA Hourly Rate with IFF
Hours
Total Cost
Website Consultant $149.01
24
$3,576.24
Project Manager $135.86
32
$4,347.52
Network Consultant $135.86
0
$0.00
Wireless Network Technician $135.86
0
$0.00
Programmer $131.48
58
$7,625.84
Graphic Designer $109.57
0
$0.00
Writer $109.57
0
$0.00
Server and Network Technician $109.57
40
$4,382.80
Trainer $109.57
28
$3,067.96
PC Technician $89.41
0
$0.00
Content Developer $80.64
44
$3,548.16
Subtotal
$26,548.52
Discount
($673.52)
Total First Year Fee
l
$25,875.00 J
Project Implementation and Deployment
• Setup of CivicRec Recreation Management Software
• System Development
• Project Implementation
• Merchant account set-up with CivicRec $25,875
• Up to 12 hours virtual training for up to 6 Client staff members
• Up to 2 Days Onsite Training
• Up to 4 days Onsite Consulting
• First Year Annual Services
Second Year and Beyond Annual Services Fees (includes Subscription, Support and
Maintenance) $4,500
Billed 12 months From SOW signing, subject to 5% annual increase year 3 and beyond
1. Performance and payment under this SOW by and between Fayetteville, Arkansas ("Client') and CivicPlus ("CivicPlus") shall
be subject to the terms & conditions of the Agreement by and between The Interlocal Purchasing System and CivicPlus.
2. This SOW shall remain in effect for an initial term of three years (36 months) ("the SOW Initial Term") from signing.
3. The Total First Year Fees shall be invoiced as follows:
a. Upon signing of this SOW — one half of the Total First Year Fees;
b. The earlier of 6 months from signing or upon completed implementation of the CivicRec Recreation Management
Software — the remaining half of the Total First Year Fees.
4. Annual Services shall be invoiced on the date of signature of relevant calendar years, beginning 12 months from signing and
shall be subject to a 5% annual increase year 3 and beyond.
5 Payment is due 30 days from date of invoice.
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
V. CPA03.01 165-0001
Page 1 of 4
C pTIPS Statement of Work for Fayetteville, AR
TIPS Contract 2092216
6. All amounts owed to CivicPlus hereunder are fully -earned upon provision of the Services Provided or other charged amounts
hereunder, are not subject to withholding or off -set in any manner whatsoever, and are non-refundable upon payment subject
only to a clear demonstration of an accounting error. Client expressly acknowledges and agrees that Client is familiar with the
proposed Services Provided and CivicPlus' billing process.
7. If CivicPlus provides the merchant account for the collection of registration and other credit card monies on behalf of Client, it
shall charge a per transaction processing fees ("Merchant Processing Fee") as provided herein. Merchant Processing Fees will
be calculated using a "Processing Rate" which is a percentage of each positive Charge that is captured through the system. No
Processing Rate fees are credited back in the event of a refund or credit. In addition to the Processing Rate, an additional
Transaction Fee will be assessed which is a fixed amount per transaction. This Transaction Fee will also only apply to positive
Charges and will not apply to Refunds or Voids. Unless otherwise specified, all fees due and payable to CivicPlus will be
deducted from the funds collected in the merchant account prior to disbursement. Unless otherwise arranged, disbursements
will occur either monthly (on or about the 1 st of the next month) or semi-monthly (on or about the 1 st as well as the 16th of each
month).
i. Standard Merchant Processing Rakes are as follows:
Processing Rate - 3% per "charge" transaction
Transaction Fee - $.30 per transaction
ii. There are no monthly minimum fees for merchant processing. Client simply pays for what it uses.
iii. CivicPlus reserves the right, at any time, to adjust the merchant processing rate or transaction fee to more
accurately reflect the amount and type of credit card transactions being processed. CivicPlus will give 30
days' notice upon such change.
iv. In addition to the Merchant Fees, Client will also be responsible for extraordinary processing fees assessed
by CivicPlus' merchant account beyond normal transaction fees. The most typical extraordinary fee would
involve a payer reversing a charge on a credit card statement. In such case, CivicPlus shall invoice Client the
first week of each month for any such fees in excess of the funds collected in the Client merchant account
incurred during the prior month's processing. In any event, Client shall only be responsible for payment to
CivicPlus of actual, additional fees charged to CivicPlus by the merchant as discussed under this subsection.
8. If the Client's account exceeds 60 days past due, Support will be discontinued until the Client's account is made current. If the
Client's account exceeds 90 days past due, services described in the relevant SOW will be discontinued until the Client's
account is made current. Client will be given 30 days' notice prior to discontinuation of services for non-payment.
9. Client allows CivicPlus to display a "Government Websites by CivicPlus" insignia, and web link at the bottom of their web
pages. Client understands that the pricing and any related discount structure provided under this agreement assumes such
perpetual permission.
10. If a client change in timeline causes CivicPlus to incur additional expenses (i.e. airline change fees), Client agrees to
reimburse CivicPlus for those fees. Not to exceed $1,000 per CivicPlus resource per trip.
Ownership & Content Responsibility
11. Upon completion of the development of the site, Client will assume full responsibility for content maintenance and content
administration. Client, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership or right to use of all Customer Content.
12. Client agrees that CivicPlus shall not migrate, convert, or port content or information that could reasonably be construed to be
time -sensitive, such as calendar or blog content.
Intellectual Property
13. Intellectual Property of any software or other original works created by CivicPlus prior to the execution of this Agreement
("CivicPlus Property") will remain the property of CivicPlus.
14. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make
available to any third party any CivicPlus Property in any way; (ii) modify or make derivative works based upon any CivicPlus
Property; (iii) create Internet "links" to the CivicPlus Property software or "frame" or "mirror' any CivicPlus Property
administrative access on any other server or wireless or Internet -based device; or (iv) reverse engineer or access any
CivicPlus Property in order to (a) build a competitive product or service, (b) build a product using similar ideas, features,
functions or graphics of any CivicPlus Property, or (c) copy any ideas, features, functions or graphics of any CivicPlus
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
V. CPA03.01.165-0001
Page 2 of 4
TIPS Statement of Work for Fayetteville, AR
TIPS Contract 2092216
Property. The CivicPlus name, the CivicPlus logo, and the product and module names associated with any CivicPlus Property
are trademarks of CivicPlus, and no right or license is granted to use them.
Liabilities
15. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Client or any
entity employed/contracted by the Client, including but not limited to utility services in Client's area or Client's internet service
provider.
16. Client agrees that it is solely responsible for any solicitation, collection, storage, or other use of end-users' Personal Data on
the website. Client further agrees that CivicPlus has no responsibility for the use or storage of end-users' Personal Data in
connection with the website or the consequences of the solicitation, collection, storage, or other use by Client or by any third
party of Personal Data.
Acceptance
We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined
in this Aqreement. A
Date
4/13/2018
CivicPlus Date
V. CPA03.01.165-0001
I'A —
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
C ;) TIPS Statement of Work for Fayetteville, AR
TIPS Contract 2092216
Addendum 1 — Services Provided
Services provided by CivicPlus to the Client under this agreement include the following:
Access — CivicPlus hereby grants a nonexclusive license during the term of the Agreement for the Client and
patrons of the Client recreational programming to access, use and display CivicPlus' online registration service
(the "Portal"). Excluding occasional maintenance, the Software shall be available 24 hours per day, seven days
per week with a Service Availability goal of 99.5%. The Portal is accessible via the public Internet from any PC
with an Internet connection. There is no limit to the number of organization users and participants that can enroll
using the Portal.
Relief— When a Service Availability goal is not met due to confirmed downtime, CivicPlus shall provide the
affected Client with relief that corresponds to the percentage amount by which that goal was not achieved, as set
forth in the Client Relief Schedule below. Notwithstanding the above, the total amount of all relief that would be
due under this Agreement will not exceed 5% of the fee for any one billing cycle. Issuing of such credit does not
relieve CivicPlus of its obligations under this Agreement to correct the problem which created the service
interruption. A correction may occur in the billing cycle following the service interruption. In that circumstance, if
service levels do not meet the corresponding goal for that later billing cycle, Client's credits will be doubled.
CivicPlus will notify Client via email when downtime occurs and when it is reinstated. Client may request
availability performance in writing at any time to confirm Downtime to Service Availability. In the event actual
Attainment does not meet the tarcieted Attainment, the followinq Client relief will apply:
Targeted Attainment
Actual Attainment
Client Relief -
CivicPlus will provide details (upon request) of downtime and
remediation to correct the problem, including cause/effect, timeline and
implemented remediation.
100%
98-99.5%
100%
95-97%
4% credit of fee for affected billinp cycle will be posted to next billing cycle
100% _
<95%
5% credit of fee for affected billing cycle will be posted to next billing cycle
In the event Actual Attainment is less than 95% for two (2) consecutive billing cycles, Client will be entitled to a
10%credit of fee for the second affected billing cycle.
• Online Registration —The CivicPlus registration engine through which the Portal is accessed can be integrated with
Client's website. CivicPlus will format a registration page to match the colors and theme of the rest of Client's
website. Client would then display a link on its own page that would seamlessly redirect the user to a secure page
on the CivicPlus server.
• Documentation - All CivicPlus startup and user's guides are maintained electronically in the system and can be
accessed through the "Help Center" from within CivicPlus. CivicPlus does not provide paper copies of its guides
and help files.
• Data Backups — CivicPlus currently performs backups daily of all of its data (6:00 AM). In case of emergency,
CivicPlus may restore data to the point of the previous backup.
• Enhancements — New features will be added to CivicRec throughout the term of this Agreement. Client will have
full access to all of these new features without additional charge. Client is also encouraged to submit change
requests as they see opportunities for improvement. CivicPlus will attempt to implement any and all changes that
improve the value of CivicPlus to all of our Clients at no charge. Notwithstanding the foregoing, all custom work will
be estimated and agreed upon in writing by the parties hereto prior to work start.
• Client Su or€ — CivicPlus shall provide an online utility for problem reports and change requests. Client may also
reach CivicPlus by phone at 1-800-335-1863 between the hours of 7:00 AM and 7:00 PM Central Standard Time,
Monday through Friday and excluding national holidays. E-mail support is also available at support@CivicPlus.com.
Non -emergency after-hours support may be subject to additional fees. Emergencies will be handled as soon as
possible. Enhancement requests will be queued based on priority and implemented on a schedule. CivicPlus shall
have sole and absolute discretion as to whether support requests exceed reasonable use or exceed the scope of
services outlined in this Agreement.
• Data — In the event Client no longer wishes to use CivicPlus, CivicPlus will export Client data based on a requested
format (in most cases). If the data exporting request is initiated by Client, additional fees may apply. All work will be
estimated and agreed upon in writing by the parties hereto prior to work start.
CivicPlus • 302 S. 4th Street, Suite 500 • Manhattan, KS 66502 • www.CivicPlus.com Page 4 of 7
V. CPA03.01.165-0001 Toll Free 888-228-2233 • Accounting Ext. 291 • Support Ext. 307 - Fax 785-587-8951
VENDOR CONTRACT
Between CivicPlus, Inc. and
(Company Name)
THE INTERLOCAL PURCHASING SYSTEM (TIPS)
For
Web Hosting, Services or Content Management
CONTRACT #2092216
General- nformation.
The vendor contract shall include the contract, the terms and conditions, special terms and
conditions, any agreed upon amendments, as well as all of the sections of the solicitation and the
awarded vendor's proposal. Once signed, if an awarded vendor's proposal varies or is unclear in any
way from the TIPS contract, TIPS, at its sole discretion, will decide which provision will prevail. Other
documents to be included are the awarded vendor's proposals, task orders, purchase orders and any
adjustments which have been issued.
The following pages will constitute the contract between the successful vendors(s) and TIPS. Bidders
shall state, in a separate writing, and include with their proposal response, any required exceptions
or deviations from these terms, conditions, and specifications. If agreed to by TIPS, they will be
incorporated into the final contract.
The Vendor Contract ("Contract") made and entered into by and between The Interlocal Purchasing
System (hereinafter referred to as "TIPS" respectfully) a government cooperative purchasing
program authorized by the Region VIII Education Service Center, having its principal place of business
at 4845 US Hwy 271 North, Pittsburg, Texas 75686. This contract consists of the provisions set forth
below, including provisions of all Attachments referenced herein. In the event of a conflict between
the provisions set forth below and those contained in any Attachment, the provisions set forth shall
control.
Definitions
PURCHASE ORDER is the TIPS member's approval providing the authority to proceed with the
negotiated delivery order under the contract. Special terms and conditions as agreed to
between the vendor and TIPS member will be added as addendums to the PO. Items such as
certificate of insurance, bonding requirements, small or disadvantaged business goals are some
of the addendums possible.
The Interlocal Purchasing System (TIPS) lead Agency — Region VIII Education Service Center
Page 1 of 12
PREMIUM HOURS are defined as those hours not included in regular hours or recognized
holidays. Premium hours are to be approved by the TIPS member for each delivery order and
noted in the delivery order proposal as a line item during negotiations.
REGULAR HOURS are defined as those hours between the hours of 7 AM and 6 PM Monday
thru Friday.
Teirms and Conditions
Freight
All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing
offered unless otherwise clearly stated in writing.
Warranty Conditions
All supplies equipment and services shall include manufacturer's minimum standard warranty
unless otherwise agreed to in writing. Vendor shall be an authorized dealer, distributor or
manufacturer for all products. All equipment proposed shall be new unless clearly stated in
writing.
Customer Support
The Vendor shall provide timely and accurate customer support to TIPS members. Vendors shall
respond to such requests within one (1) working day after receipt of the request. Vendor shall
provide training regarding products and services supplied by the Vendor unless otherwise
clearly stated in writing at the time of purchase. (Unless training is a line item sold or packaged
and must be purchased with product.)
Contracts
All contracts and agreements between Vendors and TIPS Members shall strictly adhere to the
statutes that are set forth in the Uniform Commercial Code as most recently revised.
Contracts for purchase will normally be put into effect by means of a purchase order(s)
executed by authorized agents of the participating government entities.
Davis Bacon Act requirements will be met when Federal Funds are used for construction and/or
repair of buildings.
Tax exempt status
A taxable item sold, leased, rented to, stored, used, or consumed by any of the following
governmental entities is exempted from the taxes imposed by this chapter:(1) the United
States; (2) an unincorporated instrumentality of the United States; (3) a corporation that is an
agency or instrumentality of the United States and is wholly owned by the United States or by
another corporation wholly owned by the United States;(4) the State of Texas; (5) a Texas
county, city, special district, or other political subdivision; or (6) a state, or a governmental unit
of a state that borders Texas, but only to the extent that the other state or governmental unit
The Interlocal Purchasing System (TIPS) Lead Agency — Region VIII Education Service Center
Page 2 of 12
exempts or does not impose a tax on similar sales of items to this state or a political subdivision
of this state. Texas Tax Code § 151.309.
Assignments of contracts
No assignment of contract may be made without the prior written approval of TIPS. Payment
can only be made to the awarded Vendor or vendor assigned dealer.
Disclosures
1. Vendor affirms that he/she has not given, offered to give, nor intends to give at any
time hereafter any economic opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor or service to a public servant in connection with this
contract.
2. Vendor shall attach, in writing, a complete description of any and all relationships that
might be considered a conflict of interest in doing business with participants in the TIPS
program.
3. The vendor affirms that, to the best of his/her knowledge, the offer has been arrived at
independently, and is submitted without collusion with anyone to obtain information or
gain any favoritism that would in any way limit competition or give an unfair advantage
over other vendors in the award of this contract.
Renewal of Contracts
The contract is for one (1) year with an option for renewal for 2 consecutive years. Total term of
contract can be up to 3 years if sales are reported through the contract and both parties agree.
Shipments
The Vendor shall ship ordered products within five (5) working days after the receipt of the
order. If a product cannot be shipped within that time, the Vendor shall notify TIPS and the
requesting entity as to why the product has not shipped and shall provide an estimated
shipping date, if applicable. TIPS or the requesting entity may cancel the order if estimated
shipping time is not acceptable.
Invoices
The Vendor or vendor assigned dealer shall submit invoices, to the TIPS participant. Each
invoice shall include the TIPS participant's purchase order number. The shipment tracking
number or pertinent information for verification of TIPS participant receipt shall be made
available upon request. The Vendor or vendor assigned dealer shall not invoice for partial
shipments unless agreed to in writing in advance by TIPS and the TIPS participant.
Payments
The TIPS participant will make payments directly to the Vendor or vendor assigned dealer at net
30 days after receiving invoice.
The Interlocal Purchasing System (TIPS) Lead Agency — Region VIII Education Service Center
Page 3 of 12
Pricing
The Vendor contracts to provide pricing to TIPS and its participating governmental entities that
is the lowest pricing available to like cooperative purchasing customers and the pricing shall
remain so throughout the duration of the contract.
The Vendor agrees to promptly lower the cost of any product purchased through TIPS following
a reduction in the manufacturer or publisher's direct cost to the Vendor. Price increases will be
honored. However, the Vendor shall honor previous prices for thirty (30) days after written
notification to TIPS of an increase.
All pricing submitted to TIPS shall include the participation fee to be remitted to TIPS by the
Vendor. Vendor will not show adding the fee to the invoice presented to customer. The
normal fee is 2%, but can be negotiated with the Vendor.
Participation Fees
Vendor or vendor assigned dealer contracts to pay the participation fee for all contract sales to
TIPS on a monthly scheduled report. Vendor must login to the TIPS database and use the
"Submission Report" section to report sales. The Vendor or vendor assigned dealers are
responsible for keeping record of all sales that go through the TIPS contract. Failure to pay the
participation fee will result in termination of contract. Please contact TIPS at tips@tips-usa.com
or call (866) 839-8477 if you have questions about paying fees.
Indemnity
1. Indemnity for Personality Contracts. Vendor agrees to indemnify and hold harmless
and defend TIPS, TIPS member(s), officers and employees, from and against all claims
and suits for damages, injuries to persons (including death), property damages, losses,
and expenses including court costs and attorney's fees, arising out of, or resulting from,
Vendor's performance of this contract, including all such causes of action based upon
common, constitutional, or statutory law, or based in whole or in part, upon allegations
of negligent or intentional acts on the part of the Vendor, its officers, employees,
agents, subcontractors, licensees, invitees, whether or not such claims are based in
whole or in part upon the negligent acts or omissions of the TIPS, TIPS member(s),
officers, employees, or agents.
2. Indemnity for Performance Contracts. The Vendor agrees to indemnify and hold
harmless and defend TIPS, TIPS member(s), officers and employees from and against all
claims and suits for damages, injuries to persons (including death), property damages,
losses, and expenses including court costs and attorney's fees, arising out of, or resulting
from, Vendor's work under this contract, including all such causes of action based upon
common, constitutional, or statutory law, or based in whole or in part, upon allegations
of negligent or intentional acts on the part of the Vendor, its officers, employees,
agents, subcontractors, licensees, or invitees. Vendor further agrees to indemnify and
The Interlocal Purchasing System (TIPS) Lead Agency — Region VIII Education Service Center
Page 4 of 12
hold harmless and defend TIPS, TIPS member(s), officers and employees, from and
against all claims and suits for injuries (including death) to an officer, employee, agent,
subcontractor, supplier or equipment lessee of the Vendor, arising out of, or resulting
from, Vendor's work under this contract whether or not such claims are based in whole
or in part upon the negligent acts or omissions of the TIPS, TIPS member(s), officers,
employees, or agents.
Attorney's Fees --Texas Local Government Code § 271.159 is expressly referenced.
Pursuant to §271.159, TEXAS Loc. GOVT CODE, in the event that any one of the Parties is required
to obtain the services of an attorney to enforce this Agreement, the prevailing party, in addition
to other remedies available, shall be entitled to recover reasonable attorney's fees and costs of
court.
Multiple Vendor Awards
TIPS reserves the right to award multiple vendor contracts for categories when deemed in the
best interest of the TIPS membership. Bidders scoring 80% or above will be considered for an
award. Categories are established at the discretion of TIPS.
State of Texas Franchise Tax
By signature hereon, the bidder hereby certifies that he/she is not currently delinquent in the
payment of any franchise taxes owed the State of Texas under Chapter 171, Tax Code.
Miscellaneous
The Vendor acknowledges and agrees that continued participation in TIPS is subject to TIPS sole
discretion and that any Vendor may be removed from the participation in the Program at any
time with or without cause. Nothing in the contract or in any other communication between
TIPS and the Vendor may be construed as a guarantee that TIPS participants will submit any
orders at any time. TIPS reserves the right to request additional proposals for items already on
contract at any time.
Purchase Order Pricing/Product Deviation
If a deviation of pricing/product on a purchase order occurs, TIPS is to be notified within 24
hours of receipt of order.
Cancellation for non-performance or contract deficiency
TIPS may terminate any contract if TIPS Members have not used the contract, or if purchase
volume is determined to be "low volume" in any 12 -month period. TIPS reserves the right to
cancel the whole or any part of this contract due to failure by awarded vendor to carry out any
obligation, term or condition of the contract. TIPS may issue a written deficiency notice to
awarded vendor for acting or failing to act in any of the following:
o Providing material that does not meet the specifications of the contract;
The Interlocal Purchasing System (TIPS) Lead Agency — Region VIII Education Service Center
Page 5 of 12
o Providing work and/or material that was not awarded under the contract;
o Failing to adequately perform the services set forth in the scope of work and
specifications;
o Failing to complete required work or furnish required materials within a reasonable
amount of time;
o Failing to make progress in performance of the contract and/or giving TIPS reason to
believe that awarded vendor will not or cannot perform the requirements of the
contract; and/or
o Performing work or providing services under the contract prior to receiving a TIPS
reviewed purchase order for such work.
Upon receipt of the written deficiency, awarded vendor shall have ten (10) days to provide a
satisfactory response to TIPS. Failure to adequately address all issues of concern may result in
contract cancellation. Upon cancellation under this paragraph, all goods,/materials, work,
documents, data and reports prepared by awarded vendor under this contract shall become
the property of the TIPS Member on demand.
TIPS Member Purchasing Procedures
Purchase orders are issued by participating TIPS member to the awarded vendor indicating on
the PO "Contract Number". Purchase Order is emailed to TIPS at tipspo@tips-usa.com.
• Awarded vendor delivers goods/services directly to the participating member.
Awarded vendor invoices the participating TIPS member directly.
• Awarded vendor receives payment directly from the participating member.
• Awarded vendor reports sales monthly to TIPS (unless prior arrangements have been
made with TIPS to report monthly).
Form of Contract
The form of contract for this solicitation shall be the Request for Proposal, the awarded
proposal(s) and best and final offer(s), and properly issued and reviewed purchase orders
referencing the requirements of the Request for Proposals. If a vendor submitting an offer
requires TIPS and/or TIPS Member to sign an additional agreement, a copy of the proposed
agreement must be included with the proposal.
Vendor contract documents: TIPS will review proposed vendor contract documents. Vendor's
contract document shall not become part of TIPS's contract with vendor unless and until an
authorized representative of TIPS reviews and approves it.
Licenses
Awarded vendor shall maintain in current status all federal, state and local licenses, bonds and
permits required for the operation of the business conducted by awarded vendor. Awarded
vendor shall remain fully informed of and in compliance with all ordinances and regulations
pertaining to the lawful provision of services under the contract. TIPS reserves the right to stop
The Interlocal Purchasing System (TIPS) Lead Agency— Region VIII Education Service Center
Page 6 of 12 %
work and/or cancel contract of any awarded vendor whose license(s) expire, lapse, are
suspended or terminated.
Novation
If awarded vendor sells or transfers all assets or the entire portion of the assets used to
perform this contract, a successor in interest must guarantee to perform all obligations under
this contract. TIPS reserves the right to accept or reject any new party. A simple change of
name agreement will not change the contractual obligations of awarded vendor.
Site Requirements (when applicable to service or job)
Cleanup: Awarded vendor shall clean up and remove all debris and rubbish resulting from their
work as required or directed by TIPS Member. Upon completion of work, the premises shall be
left in good repair and an orderly, neat, clean and unobstructed condition.
Preparation: Awarded vendor shall not begin a project for which TIPS Member has not
prepared the site, unless awarded vendor does the preparation work at no cost, or until TIPS
Member includes the cost of site preparation in a purchase order.
Site preparation includes, but is not limited to: moving furniture, installing wiring for networks
or power, and similar pre -installation requirements.
Registered sex offender restrictions: For work to be performed at schools, awarded vendor
agrees that no employee of a sub -contractor who has been adjudicated to be a registered sex
offender will perform work at any time when students are or reasonably expected to be
present. Awarded vendor agrees that a violation of this condition shall be considered a material
breach and may result in the cancellation of the purchase order at the TIPS Member's
discretion.
Awarded vendor must identify any additional costs associated with compliance of this term. If
no costs are specified, compliance with this term will be provided at no additional charge.
Safety measures: Awarded vendor shall take all reasonable precautions for the safety of
employees on the worksite, and shall erect and properly maintain all necessary safeguards for
protection of workers and the public. Awarded vendor shall post warning signs against all
hazards created by the operation and work in progress. Proper precautions shall be taken
pursuant to state law and standard practices to protect workers, general public and existing
structures from injury or damage.
Smoking
Persons working under contract shall adhere to local smoking policies. Smoking will only be
permitted in posted areas or off premises.
Invoices
The awarded vendor shall submit invoices to the participating entity clearly stating "Per TIPS
Contract". The shipment tracking number or pertinent information for verification shall be
made available upon request.
The Interlocal Purchasing System (TIPS) Lead Agency— Region VI 11 Education 5ervice Center
Page 7of12
Marketing
Awarded vendor agrees to allow TIPS to use their name and logo within website, marketing
materials and advertisement. Any use of TIPS name and logo or any form of publicity, inclusive
of press release, regarding this contract by awarded vendor must have prior approval from
TI PS.
Supplemental agreements
The entity participating in the TIPS contract and awarded vendor may enter into a separate
supplemental agreement to further define the level of service requirements over and above the
minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized
delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively
between the participating entity and awarded vendor. TIPS, its agents, TIPS members and
employees shall not be made party to any claim for breach of such agreement.
Survival Clause
All applicable software license agreements, warranties or service agreements that were
entered into between Vendor and Customer under the terms and conditions of the Contract
shall survive the expiration or termination of the Contract. All Purchase Orders issued and
accepted by Order Fulfiller shall survive expiration or termination of the Contract.
Legal obligations
It is the responding vendor's responsibility to be aware of and comply with all local, state and
federal laws governing the sale of products/services identified in this RFP and any awarded
contract thereof. Applicable laws and regulations must be followed even if not specifically
identified herein.
Audit rights
Awarded Vendor shall, at their sole expense, maintain appropriate due diligence of all
purchases made by TIPS Member that utilizes this Contract. TIPS and Region 8 ESC each reserve
the right to audit the accounting for a period of three (3) years from the time such purchases
are made. This audit right shall survive termination of this Agreement for a period of one (1)
year from the effective date of termination. TIPS shall have authority to conduct random audits
of Awarded Vendor's pricing that is offered to TIPS Members. Notwithstanding the foregoing, in
the event that TIPS is made aware of any pricing being offered to eligible entities that is
materially inconsistent with the pricing under this agreement, TIPS shall have the ability to
conduct the audit internally or may engage a third -party auditing firm. In the event of an audit,
the requested materials shall be provided in the format and at the location designated by
Region 8 ESC or TIPS.
The Interlocal Purchasing System (TIPS) Lead Agency— Region VIII Education Service Center
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Force Majeure
If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to
carry out its obligations under this Agreement then such party shall give notice and fully
particulars of Force Majeure in writing to the other party within a reasonable time after
occurrence of the event or cause relied upon, and the obligation of the party giving such notice,
so far as it is affected by such Force Majeure, shall be suspended during the continuance of the
inability then claimed, except as hereinafter provided, but for no longer period, and such party
shall endeavor to remove or overcome such inability with all reasonable dispatch.
Services
When applicable, performance bonds will be required on construction or labor required jobs
over $100,000 and payment bonds on jobs over $25,000 or awarded vendor will meet the TIPS
member's local and state purchasing requirements. Awarded vendors may need to provide
additional capacity as jobs increase. Bonds will not require that a fee be paid to TIPS. The actual
cost of the bond will be a pass through to the TIPS member and added to the purchase order.
Scope of Services
The specific scope of work for each job shall be determined in advance and in writing between
TIPS Member and Awarded vendor. It is okay if the TIPS member provides a general scope, but
the awarded vendor should provide a written scope of work to the TIPS member as part of the
proposal. Once the scope of the job is agreed to, the TIPS member will issue a PO with the
estimate referenced as an attachment along with bond and any other special provisions agreed
to for the TIPS member. If special terms and conditions other than those covered within this
solicitation and awarded contracts are required, they will be attached to the PO and shall take
precedence over those in the base contract.
Project Delivery Order Procedures
The TIPS member having approved and signed an interlocal agreement, or other TIPS
membership document, may make a request of the awarded vendor under this contract when
the TIPS member has services that need to be undertaken. Notification may occur via phone,
the web, email, fax, or in person.
Upon notification of a pending request, the awarded vendor shall make contact with the TIPS
member as soon as possible, but must make contact with the TIPS member within two working
days.
Scheduling of Projects
Scheduling of projects (if applicable) will be accomplished when the TIPS member issues a
purchase order that will serve as "the notice to proceed". The period for the delivery order will
include the mobilization, materials purchase, installation and delivery, design, weather, and site
cleanup and inspection. No additional claims may be made for delays as a result of these items.
When the tasks have been completed the awarded vendor shall notify the client and have the
TIPS member inspect the work for acceptance under the scope and terms in the P0. The TIPS
The Interlocal Purchasing System (TIPS) Lead Agency — Region VIII Education 5ervice Center
Page 9 of 12
member will issue in writing any corrective actions that are required. Upon completion of these
items, the TIPS member will issue a completion notice and final payment will be issued.
Support Requirements
If there is a dispute between the awarded vendor and TIPS member, TIPS or its representatives
will assist in conflict resolution or third party (mandatory mediation), if requested by either
party. TIPS, or its representatives, reserves the right to inspect any project and audit the
awarded vendors TIPS project files, documentation and correspondence.
The Interlocal Purchasing System (TIPS) Lead Agency— Region VIII Education Service Center
Page 10 of 12
Special Teras and Conditions
It is the intent of TIPS to contract with a reliable, high performance vendor to supply products
and services to government and educational agencies. It is the experience of TIPS that the
following procedures provide TIPS, the Vendor, and the participating agency the necessary
support to facilitate a mutually beneficial relationship. The specific procedures will be
negotiated with the successful vendor.
• Contracts: All vendor purchase orders must be emailed to TIPS at tipspo@tips-usa.corn.
Should an agency send an order direct to vendor, it is the vendor's responsibility to forward
the order to TIPS at the email above within 24 business hours and confirm its receipt with
TIPS.
• Promotion of Contract: It is agreed that Vendor will encourage all eligible entities to
purchase from the TIPS Program. Encouraging entities to purchase directly from the Vendor
and not through TIPS contract is not acceptable to the terms and conditions of this contract
and will result in removal of Vendor from Program. Vendor is expected to use marketing
funds for the marketing and promotion of this contract.
• Daily Order Confirmation: All contract purchase orders will be approved daily by TIPS and
sent to vendor. The vendor must confirm receipt of orders to the TIPS member (customer)
within 24 business hours.
• Vendor custom website for TIPS: If Vendor is hosting a custom TIPS website, then updated
pricing must be posted by 1St of each month.
• Sack Ordered Products: If product is not expected to ship within 3 business days, customer
is to be notified within 24 hours and appropriate action taken based on customer request.
Check one of the following responses to the General Terms and Special Terms and Conditions:
0 We take no exceptions/deviations to the general and/or special terms and conditions.
(Note: If none are listed below, it is understood that no exceptions/deviations are taken.)
We take the following exceptions/deviations to the ural and/or special terms and
conditions. All exceptions/deviations must be clearly explained. Reference the
corresponding general or special terms and conditions that you are taking
exceptions/deviations to. The proposer must clearly state if you are adding additional
terms and conditions to the general or special terms and conditions. Provide details on
your exceptions/deviations below:
The Interlocal Purchasing System (TIPS) Lead Agency— Region VIII Education Service Center
Page 11 of 12
Exceptions:
The Interlocal Purchasing System (TIPS) Lead Agency— Region VIII Education Service Center
Page 12 of 12
The Interlocal Purchasing System (TIPS Cooperative)
Supplier Response
Bid Information Contact Information Ship to Information
Bid Creator
Karen Walton Internal
Department
Support Specialist
Email
Karen.Walton@tips-usa.com
Phone
(903) 575-2761
Fax
(866) 929-4402
Bid Number
2092216
Title
Web Hosting, Services or
Submitted
Content Management
Bid Type
RFP
Issue Date
7/1/2016 08:01 AM (CT)
Close Date
8/12/2016 03:00:00 PM (CT)
Need by Date
Supplier Information
Company CivicPlus
Address 302 S 4th Street
Suite 500
Manhattan, KS 65202
Address Region VIII Education
Service Center
4845 US Highway 271
North
Pittsburg, TX 75686
Contact Kim Thompson, TIPS
Office Manager
Department
Building
Floor/Room
Telephone +1 (866) 839-8477
Fax +1 (866) 839-8472
Email bids@tips-usa.com
Address
Contact
Department
Building
Floor/Room
Telephone
Fax
Email
Contact
Department
Building
Floor/Room
Telephone
1 (888) 228 2233
Fax
1
Email
Submitted
8/12/2016 12:20:00 PM (CT)
Total
$0.00
By submitting your response, you certify that you are authorized to represent and bind your company.
Signature Kyle Sterling Karpowicz Email contracts@civicplus.com
Supplier Notes
Bid Notes
Bid Activities
Bid Messages
2092216 - Page 1 of 5
Please review the following and respond where necessary
#
Name
Note
Response
1
Yes - No
Disadvantaged/Minority/Women Business Enterprise -
No
D/M/WBE (Required by some participating governmental
entities) Vendor certifies that their firm is a D/M/WBE?
Vendor must upload proof of certification to the 'Response
Attachments" D/M/WBE CERTIFICATES section.
2
Yes - No
Highly Underutilized Business - HUB (Required by some
No
participating governmental entities) Vendor certifies that
their firm is a HUB? Vendor must upload proof of
certification to the 'Response Attachments' HUB
CERTIFICATES section.
3
Yes - No
The Vendor can provide services and/or products to all 50
Yes
US States?
4
States Served:
If answer is NO to question #3, please list which states can
be served. (Example: AR, OK, TX)
5
Company and/or Product Description:
This information will appear on the TIPS website in the
Website Design, Hosting & Support
company profile section, if awarded a TIPS contract. (Limit
and CMS SaaS
750 characters.)
6
Primary Contact Name
Primary Contact Name
Kyle Karpowicz
7
Primary Contact Title
Primary Contact Title
Contract Specialist
8
Primary Contact Email
Primary Contact Email
contracts@civicplus.com
9
Primary Contact Phone
Enter 10 digit phone number. (No dashes or extensions)
7853234733
Example: 8668398477
10
Primary Contact Fax
Enter 10 digit phone number (No dashes or extensions)
Example: 8668398477
11
Primary Contact Mobile
Enter 10 digit phone number (No dashes or extensions)
Example: 8668398477
12
Secondary Contact Name
Secondary Contact Name
Linda Decker
13
Secondary Contact Title
Secondary Contact Title
Lead Sales Specialist
14
Secondary Contact Email
Secondary Contact Email
decker@civicplus.com
15
Secondary Contact Phone
Enter 10 digit phone number. (No dashes or extensions)
7853234762
Example: 8668398477
16
Secondary Contact Fax
Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
17
Secondary Contact Mobile
Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
18
Admin Fee Contact Name
Admin Fee Contact Name. This person is responsible for
Lisa Houston
paying the admin fee to TIPS.
19
Admin Fee Contact Email
Admin Fee Contact Email
houston@civicplus.com
20
Admin Fee Contact Phone
Enter 10 digit phone number. (No dashes or extensions)
7853234718
Example: 8668398477
21
Purchase Order Contact Name
Purchase Order Contact Name. This person is responsible
Lisa Houston
for receiving Purchase Orders from TIPS
2092216 - Page 2 of 5
22 Purchase Order Contact Email
Purchase Order Contact Email
houston@civicplus.com
23 Purchase Order Contact Phone
Enter 10 digit phone number. (No dashes or extensions)
7853234718
Example: 8668398477
24 Company Website
Company Website (Format - www.company.com)
25 Federal ID Number:
Federal ID Number also known as the Employer
48-1202104
Identification Number. (Format - 12-3456789)
26 Primary Address
Primary Address
302 S 4th Street Suite 500
27 Primary Address City
Primary Address City
Manhattan
28 Primary Address State
Primary Address State (2 Digit Abbreviation)
KS
29 Primary Address Zip
Primary Address Zip
66502
30 Search Words:
Please list search words to be posted in the TIPS
website, web, site, webpage, hosting
database about your company that TIPS website users
might search. Words may be product names,
manufacturers, or other words associated with the
category of award. YOU MAY NOT LIST
NON -CATEGORY ITEMS. (Limit 500 words) (Format:
product, paper, construction, manufacturer name, etc )
31 Yes - No
Do you wish to be eligible to participate in a TIPS contract
Yes
in which a TIPS member utilizes federal funds on contracts
exceeding $100,000? (Non -Construction) (If YES, vendor
should download the Federal Regulations for
Contracts document from the Attachments section, fill out
the form and submit the document in the "Response
Attachments" FEDERAL FUNDS section.) (Vendor must
also download the Suspension or Debarment Certificate
document from the Attachments section, fill out the form
and submit the document in the "Response Attachments"
SUSPENSION OR DEBARMENT section.)
32 Yes - No
Certification of Residency (Required by the State of
No
Texas) Company submitting bid is a Texas resident
bidder?
33 Company Residence (City)
Vendor's principal place of business is in the city of?
Manhattan
34 Company Residence (State)
Vendor's principal place of business is in the state of?
KS
35 Felony Conviction Notice:
(Required by the State of Texas) My firm is, as outlined on
(No Response Required)
PAGE 5 in the Instructions to Bidders document:
(Questions 36 - 37)
36 Yes - No
A publicly held corporation; therefore, this reporting
No
requirement is not applicable?
37 Yes - No
Is owned or operated by individual(s) who has/have been
No
convicted of a felony? If answer is YES, a detailed
explanation of the name(s) and conviction(s) must be
uploaded to the "Response Attachments" FELONY
CONVICTION section.
38 Pricing Information:
Pricing information section. (Questions 39 - 42)
(No Response Required)
39 Yes - No
In addition to the typical unit pricing furnished herein, the
Yes
Vendor agrees to furnish all current and future products at
prices that are proportionate to Dealer Pricing. If answer is
NO, include a statement detailing how pricing for TIPS
participants would be calculated in the PRICING document
that is uploaded to the "Response Attachments" PRICING
2092216 - Page 3 of 5
term is "Term of Contract')
2092216 - Page 4 of 5
section.
40
Yes - No
Pricing submitted includes the TIPS administration fee?
Yes
41
Yes - No
Vendor agrees to remit to TIPS the required administration
Yes
fee?
42
Yes - No
Additional discounts to TIPS members for bulk quantities
Yes
or scope of work?
43
Start Time
Average start time after receipt of customer order is _
2
working days?
44
Years Experience
Company years experience in this category?
20
45
Resellers:
Does the vendor have resellers that it will name under this
No
contract? (If applicable, vendor should download the
Reseller/Dealers spreadsheet from the Attachments
section, fill out the form and submit the document in the
"Response Attachments" RESELLERS section.
46
Prices are guaranteed for?
(_Month(s), Year(s), or Term of Contract) (Standard
Term of Contract
term is "Term of Contract')
2092216 - Page 4 of 5
Line Items
Response Total: $000
2092216 - Page 5 of 5
Page I of 4
2 CFR PART 200 Contract Provisions
Reclidred Federal contract provisions of Federal Rel4ulations for Contracts
The following provisions are required to be in place and agreed if the procurement is funded with federal
funds. TIPS or its members are the subgrantee or subrecipient by definition in most cases. Not all
provisions herein apply to all contracts. Compliance is required as it applies to the individual purchase
contract.
Appendix 11 to Part 200
Contract Provisions for Non -Federal Entity Contracts Under Federal Awards
2 CFR PART 200
These contract provisions are incorporated by reference or attachment into all contracts with your
company when TIPS or its members purchase is with federal funds if you respond to a TIPS competitive
procurement request for proposals or bid..
In addition to other provisions required by the Federal agency or non -Federal entity, all contracts made by the non -Federal
entity under the Federal award must contain provisions covering the following, as applicable.
Federal Rule (1) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the
inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition
Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties
as appropriate.
Notice: Pursuant to Federal Rule (1) above, when federal funds are expended by TIPS or its members, TIPS or
its members reserves all rights and privileges under the applicable laws and regulations with respect to this
procurement in the event of breach of contract by either party.
Does vendor agree? YESjO Initial of Authorized Company Official
Federal Rule (2) Termination for cause and for convenience by the grantee or subgrantee including the manner by
which it will be effected and the basis for settlement. (All contracts in excess of $10,000)
Pursuant to Federal Rule (2) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS reserves the right to terminate any agreement in excess of $10,000 resulting from this
procurement process for cause after giving the vendor an appropriate opportunity and up to 30 days, to cure the
causal breach of terms and conditions. TIPS OR ITS MEMBERS reserves the right to terminate any
agreement in excess of $10,000 resulting from this procurement process for convenience with 30 days notice in
writing to the awarded vendor. The vendor would be compensated for work performed and goods procured as
of the termination date if for convenience of the TIPS OR ITS MEMBERS. Any award under this procurement
process is not exclusive and the District reserves the right to purchase goods and services from other vendors
when it is in the best interest of the District.
Does vendor agree? YES l'. Initial of Authorized Company Official
Federal Rule (3) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts
that meet the definition of "federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal
opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment
Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375,
"Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41
CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of
Labor."
Page 2 of 4
2 CFR PART 200 Contract Provisions
Pursuant to Federal Rule (3) above, when federal funds are expended by TIPS OR ITS MEMBERS, for all
construction contracts awarded by grantees and their contractors or subgrantees, the proposer certifies that
during the term of an award, when federal funds are expended, by the TIPS OR ITS MEMBERS resulting for
this procurement process the vendor will be in compliance with Equal Opportunity Employment laws
specifically Executive Order 11246 of September 24, I965, entitled "Equal Employment Opportunity," as
amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor
regulations (41 CFR chapter 60.
Does vendor agree? YES CN Lt�-lnitial of Authorized Company Official
Federal Rule (4) Davis -Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all
prime construction contracts in excess of $2,000 awarded by non -Federal entities must include a provision for
compliance with the Davis -Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor
regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and
Assisted Construction"). In accordance with the statute, contractors must be required to pay wages to laborers and
mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor.
In addition, contractors must be required to pay wages not less than once a week. The non -Federal entity must place a
copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision
to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non -
Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also
include a provision for compliance with the Copeland "Anti -Kickback" Act (40 U.S.C. 3145), as supplemented by
Department of Labor regulations (29 CFR Part 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or
subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or
repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non -Federal
entity must report all suspected or reported violations to the Federal awarding agency.
Pursuant to -Federal Rule (4) above, when federal funds are expended by TIPS OR ITS MEMBERS, during the
term of an award for all contracts and subgrants for const'uction or repair. when Federal Funds are expended,
by the TIPS OR ITS MEMBERS resulting for this procurement process the vendor will be in compliance with
A provisions listed or referenced therein.
Does vendor agree? YES apnitial of Authorized Company Official
Federal Rule (5) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts
awarded by the non -Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must
include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations
(29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every
mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is
permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay
for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to
construction work and provide that no laborer or mechanic must be required to work in surroundings or under working
conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies
or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of
intelligence.
Pursuant to Federal Rule (5) above, when federal funds are expended by TIPS OR iTS MEMBERS, the
proposer certifies that during the term of an award by the TIPS OR ITS MEMBERS resulting from this
procurement process for construction contracts awarded by grantees and subgrantees the proposer agrees to be
in compliance with all requirements listed or referenced therein.
Does vendor agree? YES�nitial of Authorized Company Official
Federal Rule (6) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition
of "funding agreement" under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a
Page 3 of 4
2 CFR PART 200 Contract Provisions
small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of
experimental, developmental, or research work under that "funding agreement," the recipient or subrecipient must
comply with the requirements of37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small
Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations
issued by the awarding agency.
Pursuant to Federal Rule (6) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires that the proposer certify that during the term of an award by the TIPS OR ITS
MEMBERS resulting from this procurement process the vendor agrees to the terms listed and referenced
therein.
Does vendor agree? YES CT Initial of Authorized Company Official
Federal Rule (7) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-
1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires
the non -Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).
Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection
Agency (EPA).
Pursuant to Federal Rule (7) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires that the proposer eertiA, that during the term of an award by the TIPS OR ITS
MEMBERS resulting from this procurement process the vendor agrees to the terms listed and referenced
therein.
Does vendor agree? YES 41"itial of Authorized Company Official
Federal Rule (8) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award $25,000 or greater
(see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award
Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3
CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM
Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties
declared ineligible under statutory or regulatory authority other than Executive Order 12549.
Pursuant to Federal Rule (8) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires the proposer certify that during the term of an award by the TIPS OR ITS
MEMBERS resulting for this procurement process the vendor certifies that they are not debarred from
receiving a contract from the federal government as provided therein.
Does vendor agree they are not debarred as specified above ? YES itial of Authorized Company Official
Federal Rule (9) Byrd Anti -Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award
exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not
used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer
or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of
Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each
tier must also disclose any lobbying with non -Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are forwarded from tier to tier up to the non -Federal award.
Pursuant to Federal Rule (9) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires the proposer certify that during the term and afterthe awarded term of an award by
the TIPS OR ITS MEMBERS resulting for this procurement process the vendor certifies to the terms included
or referenced in Federal Rule 9 above.
Page 4 of 4
2 CFR PART 200 Contract Provisions
Does vendor certify to the provisions in Federal Rule (9) above? YES Initial of Authorized Company Official
Federal .Rule (10) 2 CFR 200.233 Retention of all required records for three ,years after grantees or subgrantees make
final payments and all other pending matters are closed.
Pursuant to Federal Rule (10) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires the proposer certify that the awarded vendor retain all required records for three
years after grantees or subgrantees make final payments and all other pending matters are closed.
Does vendor agree? YESGkbnitial of Authorized Company Official
Federal Rule (11) 2 CFR §200.322 Procurement of recovered materials. A non -Federal entity that is a state agency or
agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste
Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002
include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR
part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity
acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a
manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for
procurement of recovered materials identified in the EPA guidelines. (78 FR 78608, Dec. 26, 2013, as amended
at 79 FR 75885, Dec. 19, 20141
Pursuant to Federal Rule (11) above, when federal funds are expended by TIPS OR ITS MEMBERS, TIPS OR
ITS MEMBERS requires proposer certify that during the term of an award by the TIPS OR ITS MEMBERS
resulting for this procurement process the vendor will be in compliance with mandatory standards and policies
relating to Procurement of recovered materials which are listed above.
Does vendor agree they will comply? YES Initial of Authorized Company Official
Company Name CivicPlus, Inc.
Print name of authorized representative Connie Casper
Signature of authorized representative'-�--
Date August 3, 2016
Signature above acknowledges all provisions in this four page document and the vendor/proposer/bidder
responses herein to the 1 I rules.
SUSPENSION OR DEBARMENT CERTIFICATE
Nov -Federal entities are prohibited from contracting with or making sub -awards under
covered transactions to parties that are suspended or debarred or whose principals are
suspended or debarred. Covered transactions include procurement for goods or services
equal to or in excess of $25,000.00. Contractors receiving individual awards for $25,000.00
or more and all sub -recipients must certify that the organization and its principals are not
suspended or debarred.
By submitting this offer and signing this certificate, this bidder:
Certifies that no suspension or disbarment is in place, which would preclude receiving a
federally funded contract under the EDGAR, §200.212 Suspension and debarment.
Vendor Name:
Vendor Address:
Vendor E-mail Address:
Vendor Telephone:
CivicPlus, Inc.
302 S. 4th Street, Suite 500, Manhattan, KS 66502
accounting@civicplus.com
785-587-1853
Authorized Company Official's Name: Connie Casper
1
Signature of Company Official:
Date:
August 3, 2016
FELONY CONVICTION NOTICE
Statutory citation covering notification of criminal history of contractor is found in the Texas Education
Code #44.034. Following is an example of a felony conviction notice:
State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection
(a), states "a person or business entity that enters into a contract with a school district must give advance
notice to the district if the person or an owner or operator of the business entity has been convicted of a
felony, The notice must include a general description of the conduct resulting in the conviction of a felony."
Subsection (b) states "a school district may terminate a contract with a person or business entity if the
district determines that the person or business entity .failed to give notice as required by Subsection (a) or
misrepresented the conduct resulting in the conviction. The district must compensate the person or business
entity for services performed before the termination of the contract."
THIS NOTICE 1S NOT REQUIRED OF A PUBLICLY -HELD CORPORATION
Complete only one of the three below: A o• B nr C.
1, the undersigned agent for the firm named below, certify that the information concerning
notification of felony convictions has been reviewed by me and the following information furnished is true
to the best of my knowledge.
Official:
Connie Casper
Print Authorized Company Official's Name
A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.
Signature of Authorized Company Official:
B. My firm is not owned nor operated by anyone who hasi co v'rcted of a felony:
Signature of Authorized Company Official: nt_
C. My firm is owned or operated by the following individual(s) wh hasJhave been convicted of a felony:
Name of Felon(s):
Details of Conviction(s):
Signature of Authorized Company Official:
CONTRACT Signature Form
The undersigned hereby proposes and agrees to furnish goods and/or services in compliance
with the terms, specifications and conditions at the prices quoted unless noted in writing. The
undersigned further certifies that he or she is an authorized agent of the company and has
authority to negotiate and contract for the company named below.
Company Name:
CivicPlus, Inc.
Mailing Address: 302 S. 4th Street, Suite 500
This contract is for a total TERM of one year with the option of two additional years. Vendors shall
honor the participation fee for any sales made based on the TIPS contract. Failure to pay the fee will
be grounds for termination of contract and will affect the award of future contracts.
;el,l September
TIPS Authorized Signature Date
22,2016
"L4 of a...
kaq4-g-' �F September 22, 2016
Approved by Region VIII ESC Tj Date
Manhattan
City:
- - --- -
KS
State:
66502
Zip:
_...._.m
(785) 587-1853
Telephone Number:
(785) 587-8951
Fax Number:
Email Address:accounting@civicplus.com
Authorized Signature:
Deb McNees
Printed Name:
Executive Vice President
Position:
This contract is for a total TERM of one year with the option of two additional years. Vendors shall
honor the participation fee for any sales made based on the TIPS contract. Failure to pay the fee will
be grounds for termination of contract and will affect the award of future contracts.
;el,l September
TIPS Authorized Signature Date
22,2016
"L4 of a...
kaq4-g-' �F September 22, 2016
Approved by Region VIII ESC Tj Date
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Fayetteville,
F etteville Arkansas CIVICREC
Presented by.Recreati n M r7agement Software Chelsey McGhee
Enterprise Account Manager
March 20, 2018
Keith Macedo
CGCIO Information Technology Director
Fayetteville, Arkansas
Re: Recreation Management Software
Dear Keith:
302 South 4th Street, Suite 500
Manhattan, Kansas 66502 cp
888-228-2233
How do you meet citizens' expectations of instant access to information with outdated technology and
limited resources? As your partner, CivicPlus can help. We are passionate about our mission to help make
local government better. You won't simply be getting software; you'll obtain the tools to build a trusted
and long-term relationship between you and your citizens. Collaborating with you throughout the process
ensures we deliver the solution that is right for Fayetteville Parks and Recreation Department.
The Department is unique with your own set of values and goals. Your solution will be tailored to meet your
specific needs. By partnering with CivicPlus, you'll receive:
a Unlimited user licenses
■ Access to all CivicRec modules
■ Ongoing software updates
■ 24/7/365 support with secure hosting
By implementing the CivicRec Recreation Management System (RMS), your staff will have an easy-to-use
suite of cloud -based tools that will simplify the way your department works while creating an engaging
experience for your citizens.
A Fayetteville Parks and Recreation Department and CivicPlus partnership will save you time and money
with a solution for your community to find what they need, when they need it.
Sincerely,
VAI 6�•°.,t � F> •
Table
Contents
Executive Summary
3 CivicPlus Company Profile
8 CivicRec RMS
15 Implementation Plan
21 Support, Hosting & Security
25 Proposed Investment Estimate
Executive Summary
CivicRec is a hosted, web -based application specifically designed to meet
the needs of park and recreation departments. Because the system is a
Software as a Service (SaaS) solution, it is ready to go off-the-shelf to meet
your needs quickly.
We would like to offer Fayetteville the opportunity to access a CivicRec
sandbox environment so the Department can experience the product
during the software evaluation process. The sandbox will mirror the
production environment and will include all CivicRec capabilities. It's
important that you understand exactly what you're getting prior to signing
up. A CivicRec Implementation Consultant can also be available to ensure
you are getting the most out of the sandbox.
Executive Summary
See what makes the CivicRec Recreation Management Software and CivicPlus client experience exceptional:
CivicRec has been developed exclusively for parks and recreation departments. It was not designed for
another industry and altered to meet your needs. We have the focused vision and strategic direction to
specifically cater to the functionality Fayetteville needs most.
3 Our solution is a fully mature product; it is not a "framework" or "toolkit" or "vaporware".
x We have a track record of not only supporting our product, but also evolving it, so it consistently stays at
the forefront of design, usability, and capability. Please compare the CivicRec solution to other products
out there so you get a sense of not only
what it does, but also how it feels.
• You can be up and going quickly with
our proven implementation process that
averages 16 weeks.
w In order to keep our products fresh,
CivicRec clients can submit product -
enhancement requests through an online
ticket tracking system. We regularly accept tpMfli-
and incorporate client feedback, which
benefits our entire user base, at no cost.
There is no limit to concurrent users—
receive the entire system with no user licenses to purchase or update.
■ All modules are available to all clients all the time at no additional cost.
■ Every software update (product enhancement) is available to all clients at no additional cost. You will
always have brand new software!
CivicRec Modules & Features
C;1 2
CivicPlus Company Profile
20+
20+ years of experience
with a focus to help
local governments.
250+
250+ employees, many who
have experience in local
government organizations.
7 -time Inc. 5000 Honoree
More than 2,500 local
government clients across
Canada and the U.S.
GovTmh
100
Company=w=
www.govtech.com/100
CivicPlus
CivicPlus' focus to help local governments work
better and engage their citizens through their web
environment began in 1994 in Manhattan, Kansas, by
the owner, Ward Morgan. Icon Enterprises officially
became a Kansas corporation in 1998. In 2016, the
company was renamed CivicPlus, Inc. We've steadily
grown over the last 20+ years and our staff of over 250
professionals continue to hone our skills working with
municipal organizations across the US and Canada.
CivicPlus Communities
, • • ` .� �, •Ari m. Skw��
• • . • : L i ti��ays Lr •e. • dy a .,�.;F..
Medco
CivicRec, a CivicPlus company, has 10+ years of
experience and is designed specifically to meet the needs of municipal parks and recreation departments.
CivicRec strives to provide recreation departments and their customers (the public) with a modern, intuitive
interface that is powerful, well-managed, and actively supported. Our parks and recreation software has been
implemented using hundreds of best practice product suggestions from numerous districts and departments
from across the country.
Ultimately, CivicPlus is a company that's about amazing people doing amazing things. CivicPlus continues to
implement new technologies and services to maintain the highest standards of excellence and efficiency for our
clients, their 60,000+ internal users and the 60 million online visitors (and counting!).
CivicPlus also offers solutions to meet your website, human resources, mass notification and agenda
management needs.
Company & Contact Information
Contact Information
Legal a„m
Chelsey McGhee tr:r
Enteiprise Account Manager
McGhee@cvicpius.eorn
Direct Line 785-323-1542 Pr4th
imary Of
.
3.2
ce
Street, Suite 500
C;0 4
Project Team
From project management to development to training and support, a dedicated project
team will assist you throughout the entire process to ensure your project's success and your
complete satisfaction. Our expert project leaders will coordinate your needs with qualified
specialists who will work directly with you throughout your project and beyond.
Landon Schenck — General Manager of CivicRec
Landon has over 20 years of software development experience, including developing the CivicRec
software from the ground up. Landon manages CivicRec product strategy and overall vision for
CivicRec and also continues to personally engage with larger customers during their implementation
process.
Education Resume
BBA in Management Information Software Developer
Systems General Manager of Recreation -
Software
15+ Years of Experience
IT Consulting
Product Design & Development
Custom Software Development
Allison Hill — Manager of Implementation Teams
Ali leads our Implementation Team. This team oversees all interdepartmental interactions to ensure
your staff is excited, your citizens are engaged and your project is developed in a timely manner by
professional website experts..
Education Resume 5+ Years of Experience
BA Psychology Project Manager Project Management
80+ Websites Customer Service
Content Developer Leadership
Jim Flynn — Director of Information Security and Infrastructure
Jim is a passionate advocate for Information Security and performs a critical role in aligning CivicPlus
Security Strategy with the needs of clients like you. He coordinates and manages our in-house
experts on the technical aspects of your project. From data center operations to security and
compliance, his team will ensure that your hosting and security needs are met,
Education Resume
BA Computer Information Chief System Architect
Systems Information Technology Director
18+ Years of Experience
Cyber Security
Network Infrastructure
System and Software Architecture
C;'7 5
Jim Steffensmeier — Manager of Training and Consulting
From consulting services to content development to technical specifications, our consulting and
training department will assist you in developing the right message in the right way by the right team.
He will coordinate his team of professionals to deliver the consulting and training services you need
to achieve success. All Trainers and Consultants on Jim's team have UI/UX certifications to ensure
they deliver the best experience for our endusers.
Education Resume
MA in Education/Adult Education Training
&'Training Consulting
BS in Psychology
AA in Business Management
Sumre Amerin — Manager of Account Management
10+ Years of Experience
Customer Service
Best Practices & Website Optimization
US Army Veteran
Upon launch of your project to the public, Sumre will assign an account manager to your account.
Your dedicated account manager is a specialized team member that will ensure you stay current on
CivicPlus solutions, This individual is your main point of contact and will partner with you to create an
on-going strategy to better engage your citizens by utilizing the tools and products that CivicPlus has
to offer.
Education
BS in Integrated Services
Resume
Performance Management
Consultant
Sales Manager
Constance Huseth — Manager of Client Support
5+ Years of Experience
Leadership
Customer Service
Project Management
Process Improvement
Constance Huseth manages the technical support team for all CivicPlus products. Upon launch of
your project, any technical questions or issues you may encounter may be reported to your CivicPlus
Technical Support Team. This specialized team operates on a 3 tier, product specific, escalation
process to report technical issues to the products development team and works hand-in-hand with
our Help Center to continually improve online assistance content and best practices information.
Education
BA English, Communication
Resume
Technical Support Specialist
Documentation and
Communications Manager
5+ Years of Experience
Technical Support
Business Management
Team Building
Customer Service
C;) 6
CivicRec Client Quotes
166
For participant use, it is the absolute best tool for
them to browse through programs, to register, look
at available rentals and to access information about
times and locations for all programs.
!,J
Carrollton Parks, Recreation, and Cultural Arts Department,
Georgia
66
rs Since we have signed up with REC1 [now CivicRec]
,,. our membership, participants, and activities have
grown tremendously. I recommend this product
to any recreation department that is looking for a
change in software management.
Hurricane City Recreation, Utah 1919
1616 1
We have had nothing but positive feedback from staff
m and clients on the ease of registering since making
the change two years ago. Again, thank you for all
your help and support, and looking forward to the
future enhancements as they are released.
City of Kerman, California
C;'1 7
CivicRec RMS
Fayetteville is seeking a recreation management system that provides your
staff and customers with the greatest service in the industry, both in person
and online. CivicRec can provide you with an integrated, web -based and
hosted application recreation management system that is comprehensive,
efficient, and modern. You'll find our robust set of easy-to-use tools the
most -comprehensive solution to meet your needs.
Not only will you be able to do business more efficiently now, CivicRec is
fully scalable to allow for future growth. And because all CivicRec functions
are easily deployed to other areas of the Department you won't need to
look anywhere else to round out your RMS needs.
Features &Functionality
Modules
All facility functions in CivicRec are completely integrated. Generate and email complex permits,
schedule programs, take in-house and online reservations, and schedule leagues and meetings - all
without fear of double bookings! Grid views and map based bookings also make campsite reservations a
breeze.
■ Master calendar for a quick and easy way to view facility availability
N Rentals or admin reservations
• Reservations for scheduled activities such as head-to-head league games
■ Waivers, prompts, and forms
Ilk uwar.
Recurring bookings
Quickly adjustable rentals
r Easy and refundable deposit tracking
l
t-1
-nrnsvt�c
C;) 9
Features &Functionality
Your staff can quickly create programs, indicate
flexible pricing, attach waivers and prompts, and
assign instructors with the Activity Registration
module. Easily take registrations in-house or
allow your public to register on the device of
their choice, including mobile. Our software
utilizes load balanced servers and can be scaled
to accommodate any volume.
■ Register multiple household members at
once
■ Merchant account integration
■ Branded receipts
r Receipts and permits emailed after checkout
In -,house Staff (with permissions) can alter
fees, pro -rate, and leave balances
■ In-house payments can be spread across
multiple payment types
■ Registrations accepted securely through the
web
I im
Resident/non-resident determination
Online registration page styled to match
department website
Social networking integration
Pay balances online
Volunteer Management
r 0
AW�Z�J� - 1�1
`" r1 10
Features &Functionality
Customer Management in CivicRec is particularly easy. Associate photos and avatars with users for use on
membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave
credit/debit cards on file for future and
recurring payments. Perform other
functions like sending invoices, merging
[a
c� accounts, and more.
F -P
Easily sell memberships and punch
cards, take photos of members, print
cards or associate barcode key tags, and
check people into a facility. CivicRec will
even help you auto -bill your members to
ensure everyone stays paid and current.
CivicRec's Point -of -Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and
reserve facilities — all in the same cart! It even plugs right in with your cash drawers, barcode readers,
receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item
are available at each of your locations.
■ Manage product categories
* Flexible pricing
x Touch screen friendly
r Cash drawer and receipt printer
interface
w
+� Single checkout experience with
program registrations and facilityiw
rentals _ -
y 6
a Multi-level tax support
w Tax can be included in the price or
tacked onto total
■ Inventory management
Features &Functionality
Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing
"Scores and Schedules" pages can be linked to directly from your website so that your public always has
up to date information about their leagues. Including an exciting "Parent/Player Portal" that will make it
even easier for participants to follow their leagues.
■ Team or individual signup
R Assessments
• Auto -scheduling with drag -and -drop adjustments
■ Drag -and -drop drafting
■ Enter in game results
R Schedules, scores, and standings available by link from your website
Easily generate tickets for events either through our desktop or our mobile
experience. Public users receive additional pages, along with their receipt,
that contain their tickets. Those tickets can then be printed and scanned �,
into our mobile check-in or desktop check-in screens. Public users ti
415,19
may also prefer to simply show the ticket code on their phone oy $aaWOR
display instead of printing. �`' 3�"
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C;) 12
Features &Functionality
Additional Functionality
When users register through CivicRec, they get the same
great experience on their phone/tablet that they're used
to experiencing on their desktops. The mobile experience
supports all the same waivers, prompts, discounts, and
add-ons that the desktop version does. We always try to
adhere to industry standards to ensure access by all
customer populations.
• Mobile Responsive
e No constant app update or installation
• Social networking integration
• QR Code Support
Participants will automatically receive post -program surveys requesting feedback on your programs,
organization, instructors, and processes. This information is captured and is presented back to staff to
assist in determining how well your programming is being received.
There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views
allow for mass mailings with just the click of a button. The People Finder report is a particularly handy
report that allows for mailings based on several different filters. SMS messaging has recently been
introduced to facilitate those particularly time -sensitive notifications like cancellations.
C;D 13
Features &Functionality
CivicRec has a very powerful reporting engine. There are dozens of standard reports in CivicRec. However,
staff can basically take any report and customize itto their liking. Filters can be added and/or removed.
Fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for
regular delivery to any email address. CivicRec will gladly take any reasonable reporting request from a
client and ensure that it is made available as requested.
Over 100 canned reports
■ Completely customizable filters and report fields
■ Export to Excel
Quick email capabilities for displayed reports
■ Custom report saving for future use
■ Scheduled reports for email delivery to any email address at any time
Merchant Option -• • ' •
CivicRec has multiple credit card processing options. CivicRec can serve as the merchant gateway of
record for credit card processing. A percentage + transaction fee (3% + $0.30 per transaction) applies.
This is separate from the annual maintenance and support fee.
Alternatively, we can integrate with other merchant gateway providers if a client desires to use its own
merchant account. CivicRec can provide access to an approved merchant gateway vendor (additional fees
apply). If, however, your preferred merchant gateway is not on our list of approved vendors, additional
development time would be required. We would scope the work and estimate the time and amount of
such integration, which would be agreed upon prior to starting any work
Customers may opt for a variety of hardware peripherals to enhance the CivicRec experience. CivicRec
can be integrated with magnetic stripe readers, barcode readers, thermal printers, cash drawers and
more. While CivicRec does not directly provide hardware, we are happy to assist with procurement and
implementation.
Ca 14
Implementation Plan
A dedicated project team will assist you throughout our proven
development process to ensure the CivicRec solution achieves your vision
of success and delivers you complete satisfaction - guaranteed.
Sample Project Plan
The following is a simplified, example project plan. Upon determination of your final scope, we will be able to
disclose a complete and more detailed project plan specifically tailored to the Department.
Your Implementation Consultant will establish your project schedule and coordinate communication channels and
meetings with your staff and your Implementation Consultant
Payment Gateway Information 1 Training Sessions
Facility & Activity Import CivicPlus will create the public page view to ensure it
has the same look and feel of your current website &
complete round 2 imports
Training Sessions 1 Training Sessions
Catalog is fully built with all desired facilities and activities
Project check in meeting to discuss preparation for Go I New CivicRec product goes live, client introduced to
Live, go over items that were imported, verify payment Account Manager
gateway, and public page setup
CP 16
Project Approach
Implementation Consultant
Fayetteville will be assigned an Implementation Consultant who will work closely with the Department
throughout the entire project deployment process. Your Implementation Consultant will act as a liaison
between Fayetteville and CivicRec, ensuring that milestones are met, status calls are conducted, issues/
considerations are addressed, and startup is a painless process. Phase checklists as well as a detailed
project plan will be utilized to facilitate project activities and track milestones.
Your Implementation Consultant will be available to offer guidance and best practice guidelines for
operating the CivicRec RMS. Our Implementation Consultants have assisted hundreds of clients in
configuring their systems. They are often able to share tips and advice on how to make CivicRec work
more efficiently for the Department and its public.
Project Timeline
CivicRec can begin your project as soon as contract signature is complete. The start date is driven by your
preference, and we can add specific dates to your project plan once you confirm a start date. Provided is
an illustrative development timeline for Fayetteville. Our average implementation timeframe is 16 weeks.
A CivicRec implementation is not complicated with our comprehensive base products and minimal
customization requests.
If the Department has implementation, training, or integration needs that require a longer timeframe,
we're happy to adjust accordingly. These customizations, as well as your own scheduling needs, will factor
into the final implementation schedule and may extend your Go Live date.
During the 16 -week implementation period, Fayetteville and CivicRec will work together to import
and/or configure production data, develop and test integration to third party systems, and complete
system training with your lead and frontline staff. The Department will also have begun your marketing
promotion for the new site and online registration. After front line training is complete, CivicRec will
complete a final data import (if required) and the Department will ensure the site is fully configured and
ready for launch. Once you have indicated a Go for launch, you will place a new Fink on your site which will
redirect your customers to CivicRec. During this time, CivicRec is available to be on site with you or can
be available remotely for immediate assistance should the Department desire.
+C', 17
Project Approach
Training Plan
We recommend a train -the -user approach in most cases with hands-on training for participants. Users
learn the system much more quickly when they're entering actual data during the training sessions.
CivicRec offers web -based training as well as on-site training.
Twelve hours of web -based training and two (2) days on on-site training is estimated for this project. The
final training plan will be customized to meet your specific needs. We typically break training up by our
modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training
according to job role, which can easily be done. Classes with more than 20 users tend to lose their
effectiveness. We will also make sure any of your last minute questions are answered before Go Live.
Note: We do not offer system administrator training as a separate item as it is included as part of our
system development and implementation.
C;) 18
Optional Project Enhancements
Data Imports
CivicRec can import content from your current database, including future bookings and active
memberships. After a more detailed discussion with the Department, we can recommend options
for extracting and saving data from your current database. If you desire CivicRec to import your data,
leveraging our custom developed scripts and libraries to import your data, additional fees may apply.
Integration Development
CivicRec has developed integrations with a variety of parks and recreation related software systems. There
are several integration capabilities that Fayetteville may choose to leverage. Integrations may require
additional discussion and scoping. Since integrations can require custom development time, additional
fees may apply.
x CivicRec can provide integration to your selected payment gateway (for credit card processing).
CivicRec can also produce a GL extract compatible with your financial system. We have interfaced
with a number of different systems and are confident that we can produce a file compatible with
yo u rs.
E CivicRec can integrate with GIS systems for purposes of local resident determination.
System Customizations
CivicRec is ready to go off the shelf. In some situations, our clients have asked for either software
enhancements or for custom code specific to their needs. If customizations are requested, we will work
with you to fully understand your requirements prior to beginning work. Once scope and price have been
agreed upon, our staff will begin your custom project. If the Department wishes to test the custom code
changes, then we will provide a testing environment in which you can review the new functionality and
provide sign -off prior to moving the code to production.
Cp 19
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RESPONSIBILITIES
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Support, Hosting & Security
You are now a part of the CivicPlus family and will continue to receive
both technical and consultative support from our Support and Account
Management teams.
Ongoing Services
Support
CivicRec is an internet-based, fully hosted software solution. We will handle all of the server -side
maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades. All
maintenance, hosting, and product upgrades are included at no additional cost within the annual
maintenance and support fee.
CivicRec processes standard support requests from 7am-7pm Eastern, Monday -Friday (excluding
holidays). Emergency support is offered 24/7.
CivicRec will provide a toll free number and online chat support, as well as an online support system
for users to submit software issues or requested enhancements. For emergencies, users may either call
CivicRec or enter an emergency ticket into the system. Emergency tickets include any CivicRec issue
that is causing a disruption to your ability to use our system (i.e„ the website is down). These issues are
addressed immediately. Additionally, CivicRec is available to be on site with you when needed (travel
expenses may be incurred).
CivicRec also maintains a product Help Center where users can review articles, User Guides, FAQs, and
can get tips on best practices. The Help Center is also where we store Release Notes and our community
for enhancement suggestions.
4$16
I'd have to say my favorite part of CivicRec is the service. Sometimes I
encounter something I just can't figure out and CivicRec is always there
with a solution. They respond quickly and thoroughly.
Client review from Capterra www,capterra.com/parks-and-
recreation-software/
Dedicated Account Management
CivicPlus has a team of dedicated account managers to help you implement the tools needed to
successfully meet the level of community engagement that you desire. Upon Go Live, you will have a
dedicated member of this team to provide you with further information on how to utilize the tools in your
new RMS. Your account manager will help you keep up on new CivicPlus products and optimize your
system.
C;) 22
Release / Upgrade Schedule
CivicRec currently utilizes a monthly release schedule. You can expect to receive an average of one new
feature per month. We also try to release a new major module quarterly. If bugs are identified, those are
"hotfixed" into production and do not await our standard release dates.
CivicRec is an SaaS solution and all customers are on the same code base. Product enhancements
are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these
enhancements originated from a customer enhancement request that was applied to the base product
and made available to all CivicRec customers.
System changes are communicated via our website (users will see a notice upon login). For major changes
that may require additional staff training (e.g., a brand new module is being released), we will notify
Fayetteville in advance and schedule the rollout with you as appropriate.
We base our roadmap on requests from our customers as well as on our own internal product goals. We
maintain a roadmap request system that allows for customers to request changes and to up/down vote
ideas that are under consideration,
PCI Compliance
For credit card security, CivicRec is certified as PCI SAQ-D (Service Provider) compliant. We maintain PCI
compliance through an Approved Scanning Vendor (ControlScan). We are scanned monthly and provided
a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their
own PCI Compliance.
We also try — when possible — to take CivicRec (and you) completely out of PCI scope by leveraging
"hosted" payment pages when available. Many payment gateways have payment forms that can be
embedded within CivicRec (or that the browser can be redirected to) that ensure card data never touches
the CivicRec servers. Instead, the card data is keyed directly into the payment gateway's form, and
CivicRec simply receives a notification that the payment was successfully made.
Ca 23
Hosting &Security
Data Center / Security
CivicRec utilizes industry standards, insurance requirements, and PCI requirements to ensure that CivicRec
is only accessed in the manner it's intended to be accessed and by people who are authorized to do so.
Methods include:
■ Physical security at our Tier III data centers (Codero, TeIX, and Rackspace)
w Server firewalls
• Anti-virus scanning
■ IP logging and filtering
• Application security monitoring
All data centers provide a network operation center with 24/7/365 monitoring of the data center
environment, system availability, and performance. The data centers are SSAE 16 compliant.
For user security, CivicRec will assist the Department in configuring user levels and assigning users
to those groups. Thousands of permissions can then be configured on a group by group basis. Most
permissions apply on individual pages, but some also apply to specific functions within a page (buttons,
fields, etc). CivicRec will guide you through this process as part of Training & Implementation.
Disaster Recovery / Redundancy
CivicRec has policies and procedures in place to ensure continuity and disaster recovery. We utilize local,
replicated servers to ensure that copies of data, software, and files are always available and up to date.
These servers can be rolled over in the event of hardware failure or other local issues. In addition, we have
a process that encrypts backups once each day and sends them offsite for purposes of disaster recovery.
This process ensures that we can reconstitute our entire product and underlying data structure with
limited downtime and loss of data ... even in the event of catastrophe.
Data Backup and Archive
Fayetteville can export data as needed in the standard reporting tool. CivicRec discuss with the
Department how to address any elevated data retention requirements if needed. Professional Services
fees may apply to custom configurations/capabilities. CivicRec utilizes local, replicated servers to ensure
copies of data, software, and files are always available and up to date. These servers can be rolled over in
the event of hardware failure or other local issues. We also have a process that encrypts backups multiple
times per day and sends them off site for purposes of disaster recovery. This process ensures that we can
reconstitute our entire product and underlying data structure with limited downtime and loss of data.
CP 24
Fayetteville, Arkansas CIVICREC
Presented by:
Recreation Management Software Ghelsey McGhee
Enterprise Account Manager
March 20, 2018
Keith Macedo
CGCIO Information Technology Director
Fayetteville, Arkansas
Re: Recreation Management Software
Dear Keith.
302 South 4th Street, Suite 500
Manhattan, Kansas 66502 CP
888-228-2233
How do you meet citizens' expectations of instant access to information with outdated technology and
limited resources? As your partner, CivicPlus can help. We are passionate about our mission to help make
local government better. You won't simply be getting software; you'll obtain the tools to build a trusted
and long-term relationship between you and your citizens. Collaborating with you throughout the process
ensures we deliver the solution that is right for Fayetteville Parks and Recreation Department.
The Department is unique with your own set of values and goals. Your solution will be tailored to meet your
specific needs. By partnering with CivicPlus, you'll receive:
Unlimited user licenses
■ Access to all CivicRec modules
a Ongoing software updates
■ 24/7/365 support with secure hosting
By implementing the CivicRec Recreation Management System (RMS), your staff will have an easy-to-use
suite of cloud -based tools that will simplify the way your department works while creating an engaging
experience for your citizens.
A Fayetteville Parks and Recreation Department and CivicPlus partnership will save you time and money
with a solution for your community to find what they need, when they need it.
Sincerely,
J
f Y
Table of Contents
Executive Summary
3 CivicPlus Company Profile
$ CivicRec RMS
15 Implementation Plan
21 Support, Hosting & Security
25 Proposed Investment Estimate
Executive Summary
CivicRec is a hosted, web -based application specifically designed to meet
the needs of park and recreation departments. Because the system is a
Software as a Service (SaaS) solution, it is ready to go off-the-shelf to meet
your needs quickly.
We would like to offer Fayetteville the opportunity to access a CivicRec
sandbox environment so the Department can experience the product
during the software evaluation process. The sandbox will mirror the
production environment and will include all CivicRec capabilities. It's
important that you understand exactly what you're getting prior to signing
up. A CivicRec Implementation Consultant can also be available to ensure
you are getting the most out of the sandbox.
Executive Summary
See what makes the CivicRec Recreation Management Software and CivicPlus client experience exceptional:
■ CivicRec has been developed exclusively for parks and recreation departments. It was not designed for
another industry and altered to meet your needs. We have the focused vision and strategic direction to
specifically cater to the functionality Fayetteville needs most.
■ Our solution is a fully mature product; it is not a "Irarnework" or "toolkit" or "vaporware".
■ We have a track record of not only supporting our product, but also evolving it, so it consistently stays at
the forefront of design, usability, and capability. Please compare the CivicRec solution to other products
out there so you get a sense of not only
what it does, but also how it feels.
■ You can be up and going quickly with
our proven implementation process that
averages 16 weeks.
■ In order -to keep our products fresh,
CivicRec clients can submit product
enhancement requests through an online
ticket tracking system. We regularly accept
I� and incorporate client feedback, which i
benefits our entire user base, at no cost.
■ There is no limit to concurrent users—
receive the entire system with no user licenses to purchase or update.
■ All modules are available to all clients all the time at no additional cost.
■ Every software update (product enhancement) is available to all clients at no additional cost. You will
always have brand new software!
CivicRec Modules & Features
Activity Registration
CP 2
CivicPlus Company Profile
20+
20+ years of experience
with a focus to help
local governments.
250+
250+ employees, many who
have experience in local
government organizations.
7 -time Inc. 5000 Honoree
2,500+
More than 2,500 local
government clients across
Canada and the U.S.
100
Company ,2018
www.govtech.com/100
CivicPlus
CivicPlus' focus to help local governments work
better and engage their citizens through their web
environment began in 1994 in Manhattan, Kansas, by
the owner, Ward Morgan. Icon Enterprises officially
became a Kansas corporation in 1998. In 2016, the
company was renamed CivicPlus, Inc. We've steadily
grown over the last 20+ years and our staff of over 250
professionals continue to hone our skills working with
municipal organizations across the US and Canada.
CivicPlus Communities
CivicRec, a CivicPlus company, has 10+ years of -- _--
experience and is designed specifically to meet the needs of municipal parks and recreation departments.
CivicRec strives to provide recreation departments and their customers (the public) with a modern, intuitive
interface that is powerful, well-managed, and actively supported. Our parks and recreation software has been
implemented using hundreds of best practice product suggestions from numerous districts and departments
from across the country.
Ultimately, CivicPlus is a company that's about amazing people doing amazing things. CivicPlus continues to
implement new technologies and services to maintain the highest standards of excellence and efficiency for our
clients, their 60,000+ internal users and the 60 million online visitors (and counting!).
CivicPlus also offers solutions to meet your website, human resources, mass notification and agenda
management needs.
Company & Contact Information
C' 4
Project Team
From project management to development to training and support, a dedicated project
team will assist you throughout the entire process to ensure your project's success and your
complete satisfaction. Our expert project leaders will coordinate your needs with qualified
specialists who will work directly with you throughout your project and beyond.
Landon Schenck — General Manager of CivicRec
Landon has over 20 years of software development experience, including developing the CivicRec
software from the ground up. Landon manages CivicRec product strategy and overall vision for
CivicRec and also continues to personally engage with larger customers during their implementation
process.
Education Resume
BBA in Management Information Software Developer
Systems General Manager of Recreation
Software
15+ Years of Experience
IT Consulting
Product Design & Development
Custom Software Development
Allison Hill — Manager of Implementation Teams
Ali leads our Implementation Team. This team oversees all interdepartmental interactions to ensure
your staff is excited, your citizens are engaged and your project is developed in a timely manner by
professional website experts.
Education Resume 5+ Years of Experience
BA Psychology Project Manager Project Management
80+ Websites Customer Service
Content Developer Leadership
Jim Flynn — Director of Information Security and Infrastructure
Jim is a passionate advocate for Information Security and performs a critical role in aligning CivicPlus
Security Strategy with the needs of clients like you. He coordinates and manages our in-house
experts on the technical aspects of your project. From data center operations to security and
compliance, his team will ensure that your hosting and security needs are met,
Education Resume 18+ Years of Experience
BA Computer Information Chief System Architect Cyber Security
Systems Information Technology Director Network Infrastructure
System and Software Architecture
C;) 5
Jim Steffensmeier — Manager of Training and Consulting
From consulting services to content development to technical specifications, our consulting and
training department will assist you in developing the right message in the right way by the right team.
He will coordinate his team of professionals to deliver the consulting and training services you need
to achieve success. All Trainers and Consultants on Jim's team have UI/UX certifications to ensure
they deliver the best experience for our endusers.
Education Resume
MA in Education/Adult Education Training
&Training Consulting
BS in Psychology
JP, in Business Management
10+ Years of Experience
Customer Service
Best Practices & Website Optimization
US Army Veteran
Sumre Amerin — Manager of Account Management
Upon launch of your project to the public, Sumre will assign an account manager to your account.
Your dedicated account manager is a specialized team member that will ensure you stay current on
CivicPlus solutions. This individual is your main point of contact and will partner with you to create an
on-going strategy to better engage your citizens by utilizing the tools and products that CivicPlus has
to offer.
Education Resume
BS in Integrated Services Performance Management
Consultant
Sales Manager
5+ Years of Experience
Leadership
Customer Service
Project Management
Process Improvement
Constance Huseth — Manager of Client Support
Constance Huseth manages the technical support team for all CivicPlus products. Upon launch of
your project, any technical questions or issues you may encounter may be reported to your CivicPlus
Technical Support Team. This specialized team operates on a 3 tier, product specific, escalation
process to report technical issues to the products development team and works hand-in-hand with
our Help Center to continually improve online assistance content and best practices information.
Education
BA English, Communication
Resume
Technical Support Specialist
Documentation and
Communications Manager
5+ Years of Experience
Technical Support
Business Management
Team Building
Customer Service
C;) 6
CivicRec Client Quotes
�Tl
For participant use, it is the absolute best tool for
them to browse through programs, to register, look
at available rentals and to access information about
times and locations for all programs.
Carrollton Parks, Recreation, and Cultural Arts Department,
Georgia
1616
Since we have signed up with REC1 [now CivicRec]
our membership, participants, and activities have
i
f grown tremendously. I recommend this product
to any recreation department that is looking for a
change in software management.
Hurricane City Recreation, Utah
641
We have had nothing but positive feedback from staff
and clients on the ease of registering since making
�—� the change two years ago. Again, thank you for all
your help and support, and looking forward to the
future enhancements as they are released.
City of Kerman, California it 10
C;) 7
CivicRec RMS
Fayetteville is seeking a recreation management system that provides your
staff and customers with the greatest service in the industry, both in person
and online. CivicRec can provide you with an integrated, web -based and
hosted application recreation management system that is comprehensive,
efficient, and modern. You'll find our robust set of easy-to-use tools the
most comprehensive solution to meet your needs.
Not only will you be able to do business more efficiently now, CivicRec is
fully scalable to allow for future growth. And because all CivicRec functions
are easily deployed to other areas of the Department you won't need to
look anywhere else to round out your RMS needs.
Features &Functionality
Modules
All facility functions in CivicRec are completely integrated. Generate and email complex permits,
schedule programs, take in-house and online reservations, and schedule leagues and meetings - all
without fear of double bookings! Grid views and map based bookings also make campsite reservations a
breeze.
• Master calendar for a quick and easy way to view facility availability
■ Rentals or admin reservations
• Reservations for scheduled activities such as head-to-head league games
Waivers, prompts, and forms
Mn•,.y+
■ Recurring bookings
Quickly adjustable rentals
Easy and refundable deposit tracking
0
meq -
sninsAr
C' 9
Features &Functionality
Your staff can quickly create programs, indicate
flexible pricing, attach waivers and prompts, and
assign instructors with the Activity Registration
module. Easily take registrations in-house or
allow your public to register on the device of
their choice, including mobile. Our software
utilizes load balanced servers and can be scaled
to accommodate any volume..
s Register multiple household members at
once
• Merchant account integration
■ Branded receipts
■ Receipts and permits emailed after checkout
■ In-house Staff (with permissions) can alter
fees, pro -rate, and leave balances
• In-house payments can be spread across
multiple payment types
• Registrations accepted securely through the
web
■ Resident/non-resident determination
■ Online registration page styled to match
department website
■ Social networking integration
t Pay balances online
• Volunteer Management
C;) 10
Features &Functionality
Customer Management in CivicRec is particularly easy. Associate photos and avatars with users for use on
membership cards and system profiles. Staff can see a history of all of the account's transactions. Leave
credit/debit cards on file for future and
recurring payments. Perform other
functions like sending invoices, merging
t
ID accounts, and more.
Easily sell memberships and punch
cards, take photos of members, print
cards or associate barcode key tags, and
check people into a facility. CivicRec will
even help you auto -bill your members to
ensure everyone stays paid and current.
CivicRec's Point -of -Sale screen makes it easy for staff to quickly sell merchandise, enroll participants, and
reserve facilities — all in the same cart! It even plugs right in with your cash drawers, barcode readers,
receipt printers, and credit card readers. Integrated inventory control will tell you how many of each item
are available at each of your locations.
• Manage product categories
• Flexible pricing
■ Touch screen friendly
■ Cash drawer and receipt printer
interface
w
* Single checkout experience with
program registrations and facility I s°
rentalsAW
._
■ Multi-level tax support
■ Tax can be included in the price or
tacked onto total
■ Inventory management
Features &Functionality
Athletics staff can easily create leagues, draft players, assess skills, and generate schedules. Public facing
"Scores and Schedules" pages can be linked to directly from your website so that your public always has
up to date information about their leagues. Including an exciting "Parent/Player Portal" that will make it
even easier for participants to follow their leagues.
■ Team or individual signup
• Assessments
• Auto -scheduling with drag -and -drop adjustments
■ Drag -and -drop drafting
• Enter in game results
• Schedules, scores, and standings available by link from your website
Easily generate tickets for events either through our desktop or our mobile
experience. Public users receive additional pages, along with their receipt,
that contain their tickets. Those tickets can then be printed and scanned.
into our mobile check-in or desktop check-in screens. Public users
may also prefer to simply show the ticket code on their phone wep
display instead of printing.
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CP 12
Features &Functionality
Additional Functionality
When users register through CivicRec, they get the same
great experience on their phone/tablet that they're used
to experiencing on their desktops. The mobile experience
supports all the same waivers, prompts, discounts, and
add-ons that the desktop version does. We always try to
adhere to industry standards to ensure access by all
customer populations.
■ Mobile Responsive
■ No constant app update or installation
• Social networking integration
• QR Code Support
Participants will automatically receive post -program surveys requesting feedback on your programs,
organization, instructors, and processes. This information is captured and is presented back to staff to
assist in determining how well your programming is being received.
There are several links within CivicRec that allow for mail blasts. Many of our reports and roster views
allow for mass mailings with just the click of a button. The People Finder report is a particularly handy
report that allows for mailings based on several different filters. SMS messaging has recently been
introduced to facilitate those particularly time -sensitive notifications like cancellations.
C;O 13
Features &Functionality
CivicRec has a very powerful reporting engine. There are dozens of standard reports in CivicRec. However,
staff can basically take any report and customize it to their liking. Filters can be added and/or removed.
Fields can be added and/or removed. Reports can be sorted, saved, emailed, exported, or scheduled for
regular delivery to any email address. CivicRec will gladly take any reasonable reporting request from a
client and ensure that it is made available as requested.
■ Over 100 canned reports
■ Completely customizable filters and report fields
■ Export to Excel
■ Quick email capabilities for displayed reports
r Custom report saving for future use
■ Scheduled reports for email delivery to any email address at any time
Merchant i■ ■ns / Credit Card Processing
CivicRec has multiple credit card processing options. CivicRec can serve as the merchant gateway of
record for credit card processing. A percentage + transaction fee (3% + $0.30 per transaction) applies.
This is separate from the annual maintenance and support fee.
Alternatively, we can integrate with other merchant gateway providers if a client desires to use its own
merchant account. CivicRec can provide access to an approved merchant gateway vendor (additional fees
apply). If, however, your preferred merchant gateway is not on our list of approved vendors, additional
development time would be required. We would scope the work and estimate the time and amount of
such integration, which would be agreed upon prior to starting any work.
MA-4rawwolIINor-kilo
Customers may opt for a variety of hardware peripherals to enhance the CivicRec experience. CivicRec
can be integrated with magnetic stripe readers, barcode readers, thermal printers, cash drawers and
more. While CivicRec does not directly provide hardware, we are happy to assist with procurement and
implementation.
C;) 14
Implementation Plan
A dedicated project team will assist you throughout our proven
development process to ensure the CivicRec solution achieves your vision
of success and delivers you complete satisfaction - guaranteed.
Sample Project Plan
The following is a simplified, example project plan. Upon determination of your final scope, we will be able to
disclose a complete and more detailed project plan specifically tailored to the Department.
Your Implementation Consultant will establish your project schedule and coordinate communication channels and
meetings with your staff and your Implementation Consultant j
Payment Gateway Information Training Sessions
Facility & Activity Import CivicPlus will create the public page view to ensure it
has the same look and feel of your current website &
complete round 2 imports
Training Sessions Training Sessions
Catalog is fully built with all desired facilities and activities
Project check in meeting to discuss preparation for Go New CivicRec product goes live, client introduced to
Live, go over items that were imported, verify payment Account Manager
gateway, and public page setup
+C;1 16
Project Approach
Implementation Consultant
Fayetteville will be assigned an Implementation Consultant who will work closely with the Department
throughout the entire project deployment process. Your Implementation Consultant will act as a liaison
between Fayetteville and CivicRec, ensuring that milestones are met, status calls are conducted, issues/
considerations are addressed, and startup is a painless process. Phase checklists as well as a detailed
project plan will be utilized to facilitate project activities and track milestones.
Your Implementation Consultant will be available to offer guidance and best practice guidelines for
operating the CivicRec RMS. Our Implementation Consultants have assisted hundreds of clients in
configuring their systems. They are often able to share tips and advice on how to make CivicRec work
more efficiently for the Department and its public.
Project Timeline
CivicRec can begin your project as soon as contract signature is complete. The start date is driven by your
preference, and we can add specific dates to your project plan once you confirm a start date, Provided is
an illustrative development timeline for Fayetteville. Our average implementation timeframe is 16 weeks.
A CivicRec implementation is not complicated with our comprehensive base products and minimal
customization requests.
If the Department has implementation, training, or integration needs that require a longer timeframe,
we're happy to adjust accordingly. These customizations, as well as your own scheduling needs, will factor
into the final implementation schedule and may extend your Go Live date.
During the 16 -week implementation period, Fayetteville and CivicRec will work together to import
and/or configure production data, develop and test integration to third party systems, and complete
system training with your lead and frontline staff. The Department will also have begun your marketing
promotion for the new site and online registration. After front line training is complete, CivicRec will
complete a final data import (if required) and the Department will ensure the site is fully configured and
ready for launch. Once you have indicated a Go for launch, you will place a new link on your site which will
redirect your customers to CivicRec. During this time, CivicRec is available to be on site with you or can
be available remotely for immediate assistance should the Department desire.
%'yr 17
Project Approach
Training Plan
We recommend a train -the -user approach in most cases with hands-on training for participants. Users
learn the system much more quickly when they're entering actual data during the training sessions.
CivicRec offers web -based training as well as on-site training.
Twelve hours of web -based training and two (2) days on on-site training is estimated for this project. The
final training plan will be customized to meet your specific needs. We typically break training up by our
modules (Registration, POS, Rentals, Reporting, etc.). Sometimes a client may instead ask for training
according to job role, which can easily be done. Classes with more than 20 users tend to lose their
effectiveness. We will also make sure any of your last minute questions are answered before Go Live.
Note: We do not offer system administrator training as a separate item as it is included as part of our
system development and implementation.
CP 18
Optional Project Enhancements
Data Imports
CivicRec can import content from your current database, including future bookings and active
memberships. After a more detailed discussion with the Department, we can recommend options
for extracting and saving data from your current database. If you desire CivicRec to import your data,
leveraging our custom developed scripts and libraries to import your data, additional fees may apply.
Integration Development
CivicRec has developed integrations with a variety of parks and recreation related software systems. There
are several integration capabilities that Fayetteville may choose to leverage. Integrations may require
additional discussion and scoping. Since integrations can require custom development time, additional
fees may apply.
R CivicRec can provide integration to your selected payment gateway (for credit card processing).
CivicRec can also produce a GL extract compatible with your financial system. We have interfaced
with a number of different systems and are confident that we can produce a file compatible with
yours.
R CivicRec can integrate with GIS systems for purposes of local resident determination.
System Customizations
CivicRec is ready to go off the shelf. In some situations, our clients have asked for either software
enhancements or for custom code specific to their needs. If customizations are requested, we will work
with you to fully understand your requirements prior to beginning work. Once scope and price have been
agreed upon, our staff will begin your custom project. If the Department wishes to test the custom code
changes, then we will provide a testing environment in which you can review the new functionality and
provide sign -off prior to moving the code to production.
C;) 19
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Support, Hosting & Security
You are now a part of the CivicPlus family and will continue to receive
both technical and consultative support from our Support and Account
Management teams.
Ongoing Services
Support
CivicRec is an internet-based, fully hosted software solution. We will handle all of the server -side
maintenance, backups, replication, PCI compliance, fixes, patches, and software upgrades. All
maintenance, hosting, and product upgrades are included at no additional cost within the annual
maintenance and support fee.
CivicRec processes standard support requests from 7am-7pm Eastern, Monday -Friday (excluding
holidays). Emergency support is offered 24/7.
CivicRec will provide a toll free number and online chat support, as well as an online support system
for users to submit software issues or requested enhancements. For emergencies, users may either call
CivicRec or enter an emergency ticket into the system.. Emergency tickets include any CivicRec issue
that is causing a disruption to your ability to use our system (i.e., the website is down). These issues are
addressed immediately. Additionally, CivicRec is available to be on site with you when needed (travel
expenses may be incurred).
CivicRec also maintains a product Help Center where users can review articles, User Guides, FAQs, and
can get tips on best practices. The Help Center is also where we store Release Notes and our community
for enhancement suggestions.
i16
I'd have to say my favorite part of CivicRec is the service. Sometimes I
encounter something I just can't figure out and CivicRec is always there
with a solution. They respond quickly and thoroughly.
Client review From Capterra www.capterra.com/parrs-and199
-
recreation -software/
Dedicated Account Management
CivicPlus has a team of dedicated account managers to help you implement the tools needed to
successfully meet the level of community engagement that you desire. Upon Go Live, you will have a
dedicated member of this team to provide you with further information on how to utilize the tools in your
new RMS. Your account manager will help you keep up on new CivicPlus products and optimize your
system.
cp 22
Release / Upgrade Schedule
CivicRec currently utilizes a monthly release schedule. You can expect to receive an average of one new
feature per month, We also try to release a new major module quarterly. If bugs are identified, those are
"hotfixed" into production and do not await our standard release dates.
CivicRec is an SaaS solution and all customers are on the same code base. Product enhancements
are provided on an ongoing basis to our clients at no additional charge. Many, if not most, of these
enhancements originated from a customer enhancement request that was applied to the base product
and made available to all CivicRec customers.
System changes are communicated via our website (users will see a notice upon login). For major changes
that may require additional staff training (e.g., a brand new module is being released), we will notify
Fayetteville in advance and schedule the rollout with you as appropriate.
We base our roadmap on requests from our customers as well as on our own internal product goals. We
maintain a roadmap request system that allows for customers to request changes and to up/down vote
ideas that are under consideration.
PCI Compliance
For credit card security, CivicRec is certified as PCI SAQ-D (Service Provider) compliant. We maintain PCI
compliance through an Approved Scanning Vendor (ControlScan). We are scanned monthly and provided
a quarterly certificate of compliance. Our customers are provided a copy of that certificate for use in their
own PCI Compliance.
We also try — when possible — to take CivicRec (and you) completely out of PCI scope by leveraging
"hosted" payment pages when available. Many payment gateways have payment forms that can be
embedded within CivicRec (or that the browser can be redirected to) that ensure card data never touches
the CivicRec servers. Instead, the card data is keyed directly into the payment gateway's form, and
CivicRec simply receives a notification that the payment was successfully made.
C;1 23
Hosting &Security
Data Center / Security
CivicRec utilizes industry standards, insurance requirements, and PCI requirements to ensure that CivicRec
is only accessed in the manner it's intended to be accessed and by people who are authorized to do so.
Methods include:
■ Physical security at our Tier III data centers (Codero, TeIX, and Rackspace)
• Server firewalls
■ Anti-virus scanning
■ IP logging and filtering
■ Application security monitoring
All data centers provide a network operation center with 24/7/365 monitoring of the data center
environment, system availability, and performance. The data centers are SSAE 16 compliant.
For user security, CivicRec will assist the Department in configuring user levels and assigning users
to those groups. Thousands of permissions can then be configured on a group by group basis. Most
permissions apply on individual pages, but some also apply to specific functions within a page (buttons,
fields, etc). CivicRec will guide you through this process as part of Training & Implementation.
Disaster Recovery / Redundancy
CivicRec has policies and procedures in place to ensure continuity and disaster recovery. We utilize local,
replicated servers to ensure that copies of data, software, and files are always available and up to date.
These servers can be rolled over in the event of hardware failure or other local issues. In addition, we have
a process that encrypts backups once each day and sends them offsite for purposes of disaster recovery.
This process ensures that we can reconstitute our entire product and underlying data structure with
limited downtime and loss of data ... even in the event of catastrophe.
Data Backup and Archive
Fayetteville can export data as needed in the standard reporting tool. CivicRec discuss with the
Department how to address any elevated data retention requirements if needed. Professional Services
fees may apply to custom configurations/capabilities. CivicRec utilizes local, replicated servers to ensure
copies of data, software, and files are always available and up to date. These servers can be rolled over in
the event of hardware failure or other local issues. We also have a process that encrypts backups multiple
times per day and sends them off site for purposes of disaster recovery. This process ensures that we can
reconstitute our entire product and underlying data structure with limited downtime and loss of data.
Q1 24
CivicRec lighting integration module
City of Fayetteville Staff Review Form
2022-0625
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 7/11/2022 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached statement of work with CivicPlus to purchase the CivicRec lighting
integration module.
4470.520.8520-5209.00
Account Number
18012.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Sales Tax Capital
Fund
Parks Recreation Software
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 5,398.00
$ 5,398,00 ,
$ 2,625.00
$ 2,773.00
V20210527
Previous Ordinance or Resolution # 143-16,153-14,105-18
Approval Date: 7-14-22
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: July 11, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached statement of work with CivicPlus to
purchase the CivicRec lighting integration module.
RECOMMENDATION:
Staff recommends authorizing the attached statement of work with CivicPlus to purchase the
CivicRec lighting integration module.
BACKGROUND:
The city purchased CivicRec in May of 2018 to provide Parks and Recreation a hosted software
solution for the management of facility reservations, activity reservations, league management,
volunteer management, membership management, and point of sale for facilities and events.
Currently the city utilizes Musco lighting control systems to manage the lighting for several
Parks and is installing Musco systems at new parks. CivicRec offers a module that integrates
the event scheduling module with Musco lighting system to automatically upload CivicRec event
times to Musco to turn off and on park lights.
DISCUSSION:
Parks and Recreation staff recently looked at the CivicRec Musco integration to help manage
the lighting of park facilities to reduce the amount of time it takes to manage light schedules.
The CivicRec lighting module will auto create schedules within Musco and reduce the amount of
manual configuring of park lights.
BUDGET/STAFF IMPACT:
The CivicRec lighting integration module has a one-time cost of $2625.00 with no annual
maintenance cost. Funding is available within the sales tax capital Parks Recreation Software
CIP project.
Attachments: Staff Review Form, Staff Review Memo, CivicPlus statement of work
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
P
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
us
Client:
Fayetteville AR - CivicRec
Quote #:
Date:
Expires On:
Product:
Bill To:
Fayetteville AR - CivicRec
Q-26620-1
6/22/2022 5:19 PM
9/20/2022
CivicRec
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Lucas Clark x Iclark@civicplus.com Net 30
CivicRec - Statement of Work
CITY
Product Name
DESCRIPTION
PRODUCT
TYPE
1.00
CivicRec Lighting Integration
CivicRec can schedule lighting at ball fields that are
controlled by Musco lighting systems.
One-time
Total Investment - Year 1
USD 2,625.00
Annual Recurring Services - Year 2
USD 0.00
Total Days of Quote:320
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
1. This Statement of Work ("SOW") shall be subject to the terms and conditions of the Fayetteville AR - CivicRec
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
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.
i.r-1st
7-14-22
CivicPlus
By: A {'
Name: Amy Vikander
Title:
Senior VP of Customer Success
Date: 07/06/2022
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
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):
Please list all external sources:
Contract Contact
Y [ ] or N [ j
Email
Phone Ext.
Fax
Project Contact
Email
Phone Ext.
Fax
CivicPlus - 302 S. 4th Street, Suite 500 - Manhattan, KS 66502 - www.CivicPtus.com
Toll Free 888-228-2233 - Accounting Ext. 291- Support Ext. 307 - Fax 785-587-8951
Page 4 of 4